New Booking Notifications make · scn 3013165
Catches the "your appointment has been confirmed" email and drops the details straight into your team's Slack channel.
▸ The 5-minute walkthrough — the smallest automation in the system
What this does
Dubsado sends a confirmation email every time a booking goes through. This automation reads that email, pulls out the appointment name, date, and time, and posts them to your team's Slack channel — so nobody has to check their inbox to know a booking just landed.
Where it sits
This one doesn't hand off to anything downstream — it just tells the room a booking happened. Opt-Outs is shown last in the chain, but it actually branches off First Message, not this step.
How it works
Five modules, checked every 15 minutes. Nothing branches.
- The automation checks your info@mckenziehouse.com Gmail every 15 minutes for anything from noreplyatdubsado.com where the text includes "your appointment with … has been confirmed" — the standard Dubsado booking-confirmation email. It pulls the last 5 matches each run.
- It reads the email body and pulls out three things with pattern-matching (regex), one module per field:
- The appointment name — whoever the booking is under.
- The date of the appointment.
- The time of the appointment.
- It posts one message to your team's Slack channel titled "New booking confirmed" with a calendar emoji, and the name, date, and time laid out underneath.
The moving parts
The smallest breakdown in the system — 5 steps, nothing more.
info@mckenziehouse.com, every 15 minutesnoreplyatdubsado.com containing "your appointment with … has been confirmed"• It only ever checks the 5 most recent matching emails per run. That's held up fine so far — headroom to raise it toward 50–100 before you'd hit a wall, which is far more bookings per 15 minutes than the business currently sees.
• The Slack message is set to not unfurl links or media on purpose — that keeps the channel from filling up with big embedded previews every time a booking lands.
What you can safely change
Green = go ahead. Amber = fine, but test a booking after. Red = leave it, call us.
| Green | The Slack message wording — reword the title, emoji, or layout freely. |
| Green | Which Slack channel it posts to. |
| Amber | The result count (currently 5 per run) — safe to raise, just watch the next few runs after. |
| Red | The email search filter — it's matched to Dubsado's exact confirmation phrasing. Loosen or narrow it and you'll miss real bookings or catch noise. |
| Red | The three regex patterns — they're built to Dubsado's current email format. If Dubsado changes their template, these need to be rebuilt to match. |
What connects to this
This one is a dead end by design — it notifies, then it's done.
◀ Comes in from
- Sip & See Tours
Not a direct hand-off — this step just sits after it in the sales sequence, watching for the confirmation email Dubsado sends once a booking closes.
Goes out to ▶
- Nothing downstream. The Slack post is the last thing this automation does.
Not covered in this breakdown: what happens after the booking is confirmed — that's the Airtable side of things, handled elsewhere in the system.
If something looks wrong
| A booking confirmed, but nothing posted to Slack. Check the Dubsado email actually arrived in info@mckenziehouse.com and matches the "appointment … confirmed" phrasing exactly. |
| A message posted, but the name, date, or time is missing or garbled. Dubsado likely changed its email template — the regex patterns no longer match. Call us to rebuild them. |
| Multiple bookings land close together and one seems to get skipped. You've likely hit the 5-per-run cap. Raise the result count and re-check the next run. |
Call us if: the regex stops matching after a Dubsado template change, or the Gmail search stops picking up confirmations at all.
Jargon buster
- Regex (regular expression)
- A pattern for pulling a specific chunk of text — like "everything after Appointment Name: up to the next line" — out of a bigger block.
- Step / module
- One box in the automation.
- Unfurl
- When Slack auto-expands a link or file into a big preview card. Turned off here so the channel stays clean.
- Trigger
- What starts the automation — here, a scheduled Gmail search running every 15 minutes.