How to Automatically Add Notes to Appointments in GoHighLevel

Overview

We’ve added a new action to the Appointments category called “Create Appointment Note.” This feature enables you to seamlessly add notes to an appointment as part of a workflow.

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Inputs

• appointmentId (string) – Required when using inbound webhook trigger.
• body (string, max length: 5000 characters) – The content of the appointment note.

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How It Works

• If you are using any appointment-based trigger (e.g., Appointment Status, Customer Booked Appointment), the appointment ID is not required. The note will be added to the appointment enrolled in the workflow.

• If you are using an Inbound Webhook trigger, you must pass the appointment ID to ensure the note is added to the correct appointment.

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How to Set Up

Action Name: Create Appointment Note

Steps to Use This Action

1. Navigate to: Automations > Create New Workflow > Start From Scratch
2. Add a Trigger:
   • Choose a trigger such as Inbound Webhook, Appointment Status, or Customer Booked Appointment.
3. Add an Action:
   • Select Add Action > Create Appointment Note.
   • Enter an action name.

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Configuring Inputs

If using an Inbound Webhook trigger:

• Appointment ID: Add the appointment ID using this custom value:
• 
  {{inboundWebhookRequest.appointmentId}}
• 
  Note Body: Use the following custom value to add the note content:
• 
  {{inboundWebhookRequest.body}}

If using an Appointment-based trigger (Appointment Status or Customer Booked Appointment):

• Appointment ID is not required.
  
  
• Note Body: You can manually enter a custom note of your choice.

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Important Considerations

• 
  If using Inbound Webhooks, ensure that the webhook payload includes both appointmentId and body for seamless functionality.
  
  
• The body field has a maximum limit of 5000 characters.
  
  

This functionality enables businesses to seamlessly record appointment-related notes within automated workflows, minimizing manual work and enhancing overall organization.