Configuring Workflows for Sleeping Flex Appointments
Giant Rocketship has introduced a dedicated workflow trigger specifically for Sleeping Flex Appointments. Previously, workflows were often applied broadly to all Flex events. This update allows Managed Service Providers (MSPs) to automate actions specifically for tickets that are in a "Sleeping" state—meaning they are scheduled for a future "Flex" date but are not currently active or being worked on.
This feature ensures that your automation (such as status updates, notifications, or tagging) only triggers when a ticket enters or remains in this specific dormant scheduling state.
What are Sleeping Flex Appointments?
A Flex Appointment is a Giant Rocketship scheduling concept where a ticket is assigned to a technician's schedule, but with "flexible" timing rather than a hard-fixed calendar slot.
Sleeping State: This occurs when a Flex appointment is scheduled for a future date. The ticket is "put to sleep," so it doesn't clutter the active "My Work" dashboard until the scheduled date arrives.
Why Use This Workflow?
Using a specific workflow for Sleeping Flex Appointments allows you to:
Automate Ticket Status: Automatically move tickets to a "Scheduled" or "Waiting" status when they are put to sleep.
Customer Communication: Send an automated email to the client confirming their flexible appointment date.
Clean Dashboards: Ensure that only "Active" tickets appear in your primary service queues while keeping the "Sleeping" ones organized in the background.
How to Configure the Workflow
To set up a workflow specific to this feature, follow these steps:
Access Workflow Rules
Log in to your Giant Rocketship Dashboard.
Navigate to Workflows > Custom Workflows > Setup your preferred settings for the workflow
Set the Trigger on Scheduling
Go to Scheduling > Custom Settings
Under Workflows > Add the workflow that you recently created to override the current flex appointment settings > Save