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A booking usually means some work before the meeting: samples to pull, notes to read, a room to set up. A workflow that starts when someone books does that work, or reminds you to, every time. This guide makes a workflow that creates a task, “Prepare a tasting for” the guest’s name, whenever someone books Northwind’s Wholesale tasting call. Then it tests the workflow with a real booking.

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Start with the trigger

1

Make a new workflow

Click Workflows in the left rail, then New Workflow. Give it a Name, such as “Prepare for tasting calls”, and click Create Blank Workflow. A new workflow starts switched off.
2

Add Booking Created

Click the gear at the top right, then Browse All Nodes. Search for “booking” and click Booking Created.
Add Node, searched for booking, 3 results. Triggers: Booking Cancelled, Starts when a booking is cancelled, by the guest or by your team; Booking Created, outlined, Starts when someone books a time with you, on your booking page or through your AI assistants; and Booking Rescheduled, Starts when a guest moves their booking to a new time

Three booking triggers

Booking Cancelled and Booking Rescheduled work the same way, for cancelled and moved bookings.
3

Pick the meeting type

Under Filters (optional), choose a Meeting type to start the workflow only for those bookings. Leave it on Any meeting type for every booking. Host does the same for the person the booking is with.
Booking Created, When a booking of the chosen meeting type is made. Filters (optional): Meeting type, Wholesale tasting call, outlined, Only start the workflow for bookings of this meeting type; Host, Any host

Only wholesale tasting calls

The trigger’s Output tab lists what it passes on to later steps: the guest’s name, email and phone, the meeting type, the start and end time, the answers to your booking questions, the way to meet and more.
Booking Created, Output tab: Output fields, 22 fields. What this step passes on. Click a field to copy its reference for a later step. Guest, with Guest name outlined, Guest email, Guest phone and Agreed to text reminders; Meeting type; Start time, outlined; End time; Length in minutes; Answers; Guest notes

What the trigger passes on

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Add what should happen

1

Add the step

Add the next step the same way: gear, Browse All Nodes. Here it is Create CRM Task.
2

Connect it

A new step isn’t connected to anything, so it would never run. Drag from the small dot on the right of Booking Created to the dot on the left of the new step. A line joins them.
Booking Created, When a booking of the chosen meeting type, joined by a line, outlined, to Create CRM Task, Create task Prepare a tasting for

The trigger connected to the task

3

Put the guest's name in the subject

Click the task step. In Subject, type the start of the task, “Prepare a tasting for ”. Then add the guest’s name: click Booking Created, open its Output tab and click Guest name to copy it, then click the task step again and paste it at the end of Subject.The step’s summary at the top shows the result: Create task “Prepare a tasting for (guest name)”.
Create CRM Task: Create task Prepare a tasting for (guest name), outlined; Subject, Prepare a tasting for, followed by the copied Booking Created guest name value, outlined

The subject, with the guest's name

Click Save Workflow.

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Test it with a real booking

1

Pick a sample booking

Click Booking Created and open its Input tab. Under Test sample, click one of your recent bookings. The test uses it as if it had just been booked; the booking itself is not changed and the guest hears nothing.
Test sample: Test run uses Riley Sample as the booking, outlined, with Clear sample; and the booking, outlined and ticked: Riley Sample, Wholesale tasting call, Oct 29, 2026, 10:00 AM, Booked Oct 24, 2026, 2:33 PM

A wholesale tasting call as the test sample

2

Click Test Run

Every step runs once. Steps that send or save something, like creating the task, are only simulated. Click the task step and open its Output tab to see what it would have done.
Test completed, 2/2 steps, outlined. Create CRM Task, Done, Output tab: Test run: no task was created. It would have created the task Prepare a tasting for Riley Sample, outlined

The task it would have made

Here the task would have been “Prepare a tasting for Riley Sample”, with the name taken from the booking.

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Switch it on

When the test looks right, click the switch at the top so it reads Enabled. From then on, every wholesale tasting call booked starts the workflow. Northwind deleted its test workflow instead: Manage on the Workflows page, … on its row, Delete, then Delete workflow.

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