Booking Confirmation Flow

By creavio Team April 10, 2026 1 views

Booking Confirmation Flow

A client just clicked "Book" on your page. What happens next determines whether they feel confident or confused. Here is the exact sequence creavio runs after a booking is confirmed.

Step 1: Client Completes Booking

The client selects a session type, picks an available date and time, and fills in their contact information. If you attached an intake form to the session type, they complete it now.

Step 2: Deposit Collection (If Required)

If the session type requires a deposit, the client is taken to a Stripe checkout page. They enter their card details and pay. The deposit is immediately processed and the booking moves forward.

If the payment fails, the booking is not confirmed. The client sees an error and can retry with a different card. You do not receive a notification for failed attempts — only successful bookings.

Step 3: Confirmation Email to Client

The client receives an automatic confirmation email containing:

  • Session type name and description
  • Date, time, and location
  • Deposit receipt (if applicable)
  • A link to add the session to their calendar (.ics file)
  • Any preparation instructions you included in the session type description
  • A link to reschedule or cancel (if you allow it — see cancellation policy)

Customize this email template in Communication > Templates.

Step 4: Notification to You

You receive a notification (email, push, or in-app depending on your notification settings) with:

  • Client name and contact info
  • Session type and scheduled time
  • Deposit status
  • Intake form responses (if any)

Step 5: Calendar Sync

If you have connected Google Calendar, Apple Calendar, or Outlook, the session is automatically added as an event. The calendar event includes the client name, session type, location, and a link back to the booking in creavio.

Step 6: Client Record Update

creavio automatically:

  • Creates the client in your CRM if they are new
  • Logs the booking in the client's activity timeline
  • Moves the client to the "Booked" stage in your pipeline (if you have one configured)
  • Saves intake form responses to the client profile

Step 7: Automation Triggers

If you have set up automation workflows, booking events can trigger follow-up actions:

  • Send a "what to wear" guide 7 days before the session
  • Send a "see you tomorrow" reminder 24 hours before
  • Send a questionnaire 3 days after the session asking about their experience

These run automatically once configured. Set them up once and every client gets the same professional experience.

Manual Approval Mode

If you prefer to review bookings before confirming, enable Manual Approval in Bookings > Settings. With this on:

  • Client submits a booking request (not a confirmed booking)
  • You receive the request and review it
  • Click Approve or Decline
  • Confirmation email only goes out after you approve
  • Deposits are not collected until approval

This adds a step but gives you control. Useful for high-ticket sessions where you want to qualify the client first.