# Create Appointment Note - Workflow Action

> TABLE OF CONTENTS Overview Inputs How It Works How to Set Up Important Considerations Overview We have introduced a new action under the Appointments…

- Source: https://docs.ghlcustomercare.com/docs/calendars-and-appointments/scheduling-appointments/create-appointment-note-workflow-action
- Section: Calendars & Appointments / Scheduling Appointments
- Reading time: 2 min
- Images: 3, each explained below
- Modified on Tue, 17 Mar at 12:35 AM

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**TABLE OF CONTENTS**

-   [Overview](#overview)
-   [Inputs](#inputs)
-   [How It Works](#how-it-works)
-   [How to Set Up](#how-to-set-up)
-   [Important Considerations](#important-considerations)

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## **Overview**

We have introduced a new action under the **Appointments** category called **Create Appointment Note**. This action allows you to add notes to an appointment through 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.
    

![How It Works (image 1 of 3)](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/155041031684/original/eYU7rtJBrAfU-VyxQwoF7gfm3GvRZGPYrw.png)

**How It Works (image 1 of 3)**

This screenshot appears in the "How It Works" section of "Create Appointment Note - Workflow Action". The text alongside this image reads: 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. Immediately after, the guide continues: If you are using an Inbound Webhook trigger, you must pass the appointment ID to ensure the note is added to the correct appointment.
- What this covers: 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.
- Controls: appointment-based trigger, the appointment ID is not required, Inbound Webhook trigger, pass the appointment ID
- Next: If you are using an Inbound Webhook trigger, you must pass the appointment ID to ensure the note is added to the correct appointment.

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

![How It Works (image 2 of 3)](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/155041021416/original/--VuVUw7nr3ibUlOnp2uwplE_Ch5mbJ8rA.png)

**How It Works (image 2 of 3)**

This screenshot appears in the "How It Works" section of "Create Appointment Note - Workflow Action". The text alongside this image reads: If you are using an Inbound Webhook trigger, you must pass the appointment ID to ensure the note is added to the correct appointment. Immediately after, the guide continues: Navigate to: Automations > Create New Workflow > Start From Scratch Add a Trigger: Add an Action.
- What this covers: If you are using an Inbound Webhook trigger, you must pass the appointment ID to ensure the note is added to the correct appointment.
- Controls: appointment-based trigger, the appointment ID is not required, Inbound Webhook trigger, pass the appointment ID
- Next: Navigate to: Automations > Create New Workflow > Start From Scratch Add a Trigger: Add an Action:

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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 Inbound Webhook trigger: (image 3 of 3)](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/155041021460/original/ZhNR2bzmR0UTPtSsgcdxbRzU9HcET3HrTw.png)

**If using an Inbound Webhook trigger: (image 3 of 3)**

This screenshot appears in the "If using an Inbound Webhook trigger:" section of "Create Appointment Note - Workflow Action". The text alongside this image reads: 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}}. Immediately after, the guide continues: Appointment ID is not required. Note Body: You can manually enter a custom note of your choice.
- What this covers: 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}}
- Next: Appointment ID is not required. Note Body: You can manually enter a custom note of your choice.

#### 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 feature allows businesses to efficiently log appointment-related notes directly through workflow automation, reducing manual effort and improving organization.

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### **Note visibility across records**

Appointment notes created through this workflow action are internal appointment notes. They appear on the associated Contact, Opportunity, and Conversation records, so teams can review the same context across modules. If the note is edited or deleted later, the change is reflected everywhere the same appointment note appears.

For complete details about note visibility, filtering, and sync behavior, see [How to Create & Manage Appointment Notes & Sync them Across Records](https://docs.ghlcustomercare.com/docs/calendars-and-appointments/scheduling-appointments/how-to-create-manage-appointment-notes-sync-them-across-records).

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Documentation for GHL Customer Care. Support: support@ghlcustomercare.com