A card for every booking. Here is exactly what connects, what does not, and whether it is worth building at all.
Let us be straight with you up front: Bookafy does not have a native Trello integration. There is no “Connect Trello” button inside Bookafy. What exists is a connection through Zapier (or Make, or our webhooks), and it works well — but it is worth knowing precisely what moves and what does not before you spend an afternoon on it.
Every automation you build starts from one of these. Bookafy publishes four triggers and two actions on Zapier:
| Triggers (Bookafy starts the Zap) | Actions (Zapier writes into Bookafy) |
|---|---|
| New Appointment New Customer New Appointment Type New User |
Create Appointment Create Customer |
That is the whole surface. It is short, and the shortness is the point — read the next section before you design anything.
New Appointment in Bookafy → Create Card in Trello. A booking comes in, a card lands in your “New bookings” list, and the person who has to do the work sees it without opening a calendar.
| Trello field | What to map from Bookafy |
|---|---|
| Card name | Customer name + appointment type — e.g. “Kim Alvarez — 60-min onboarding” |
| Description | Start time, duration, email, phone, and any custom intake questions you ask at booking |
| Due date | The appointment start time. Trello due dates carry a time, so use it — not just the date |
| List | A single intake list. Do not try to route by list in the Zap; move it by hand or with a Trello rule |
| Labels | Appointment type. This is the field that makes the board readable at a glance |
This is the honest catch, and we would rather you hear it from us. Bookafy fires a Zap when an appointment is created. It does not fire one when an appointment is cancelled or moved. So if a customer reschedules from Tuesday to Thursday, the Trello card keeps its Tuesday due date, forever, until a human fixes it.
If cancellations and reschedules matter to your board — and on a client-work board they usually do — do not use the Zapier trigger for this. Use our webhooks and open API: point a webhook at Zapier’s “Catch Hook”, and drive Update Card off the change event instead. It is more work, and it is the only way to keep a board honest.
Zapier checks for new Bookafy data every 15 minutes on the free plan. So a card can show up a quarter of an hour after the booking. That is fine for a prep board. It is not fine if someone is meant to react to a same-hour booking — in that case, send them the Bookafy notification and treat Trello as the record, not the alarm.
Sometimes the honest answer is no.
| What you actually want | Use this |
|---|---|
| To see your upcoming appointments | Not Trello. Bookafy already does 2-way sync with Google Calendar, Outlook, Exchange and iCloud. A calendar is a better calendar than a board is. |
| To be reminded before a meeting | Not Trello. Email and SMS reminders are built into Bookafy and included in the plan. |
| A booking kicks off a checklist — onboarding, prep, paperwork, a handoff to someone else | Yes, Trello. This is the case that pays for itself. Pair the Zap with a Trello card template so every new card arrives with the checklist already on it. |
| A booking has to be visible to people who do not live in your calendar | Yes, Trello. A board is a shared surface; a calendar invite is not. |
Technically possible — Bookafy exposes Create Appointment as a Zapier action. In practice it rarely works, because a Trello card has no customer email, no appointment type and no agreed time, and Bookafy needs all three. If you want a lead to end up on your calendar, do not automate a card into a booking. Send them a booking link and let them pick a slot; the appointment is then real, and everybody’s calendar agrees.
Bookings that start real work belong on a board. Start with the scheduling half.
No. Bookafy connects to Trello through Zapier or Make, or through Bookafy’s webhooks and open API. There is no built-in Trello button inside Bookafy.
Not with the standard Zap. Bookafy’s Zapier trigger fires on new appointments only — there is no cancellation or reschedule trigger. To keep cards in sync, use a Bookafy webhook into Zapier’s Catch Hook and drive an Update Card action from it.
On Zapier’s free plan, triggers are polled every 15 minutes, so a card can take up to 15 minutes to appear. Paid Zapier plans poll more often.
Yes. Map the Bookafy appointment start time to the Trello card’s due date — Trello due dates include a time, so the card will sort correctly on the board and in Calendar view.
A single Bookafy to Trello Zap is a two-step Zap and runs on Zapier’s free plan, within its monthly task limit. You would need a paid plan for multi-step Zaps, faster polling, or premium apps.
Bookafy also connects to 3,000+ apps through Zapier and Make, and offers an open API and webhooks for anything custom.
If you’re weighing up appointment scheduling software, these go deeper:
