Release empty bookings

What this workflow does

When Neowit decides a booking is no longer in use and auto-releases the remainder, this workflow:

1. Fires on the Booking Not In Use trigger.
2. Sends the organizer a short Slack DM explaining the release.

It's the right pattern for any "explain after the fact" notification.

Note: This is not the same as Booking No-Show. Not In Use fires on no-use — the resource was occupied at some point during the booking and then sat vacant for longer than the Profile's grace period. No-Show fires on no-show — nobody ever showed up at all. The two triggers cover the two reasons Neowit auto-releases a booking; see Notify on no-show for the matching workflow on the no-show side.

Prerequisites

• Workflows enabled for your organization. See Enable workflows for your org.
• Slack connected. The organizer's Slack email must match the email on their Neowit user.
• Automatic release enabled on the resource's Profile. The Release after use timer is what controls this workflow's trigger.

Build it

1. Create the workflow

From the Workflows list click New workflow, name it Notify on auto-release, and open the editor.

2. Add the trigger

Click Add node → Triggers → Booking Not In Use. The trigger has no settings — it fires for every auto-release in the organization.

3. Add the Slack action

Click Add node → Actions → Send Direct Message. Settings:

• Email — switch the mode button to Data reference and pick event → organizer → email.
• Content type — markdown.
• Content — pick Template mode and paste:

  Hi! Your booking *{{ .trigger.event.subject }}* in **{{ .trigger.event.space.name }}** was just auto-released — the room was empty for a while before the meeting was supposed to end. The slot is free for others now.
  
  If you wrap up early in the future, releasing the booking yourself helps the rest of the office find space faster. 

For details on data references and templates, see References and templates.

Wire an edge from the trigger's output to the Slack action's input.

4. Test it

1. Click Run workflow in the toolbar.
2. Paste a synthetic payload into the trigger's input dialog:

   {
     "event": {
       "id": "test-1",
       "subject": "Project sync",
       "isAutoBooked": false,
       "isRecurring": false,
       "organizer": { "id": "user-1", "email": "you@example.com", "name": "You" },
       "space": { "id": "room-3", "name": "Sky room" }
     }
   }

3. Click Run. The Slack DM should land in your inbox within a few seconds.

Heads up: test runs use your real Slack. Point Email at a test account while you iterate.

5. Enable it

Click Save, turn Enabled on, add a commit message, and save. From the next auto-release onwards, the workflow runs automatically.

Variations

• Skip auto-booked meetings. Drop an If condition between the trigger and the action with event.isAutoBooked equals true (or false) to narrow to or exclude that subset.
• Only for one floor or building. Add a Space condition — Is On Floor or Is In Building — between the trigger and the Slack action.
• Channel post instead of a DM. Swap the action for Post To Channel and target a facilities channel for awareness rather than direct nudges.
• Combine with no-show notifications. Build a parallel workflow on Booking No-Show — see Notify on no-show. Use slightly different language for each: No-Show means "nobody showed up", Not In Use means "people showed up and then left early".

When it doesn't fire

If a booking auto-releases but no message lands:

1. Check the workflow is Enabled in the Save dialog.
2. Open the Executions tab. If the run shows red on the Slack node, the organizer's email may not match a Slack user — see Slack and Integration disconnected.
3. If there's no execution at all, automatic release may be off on the resource's Profile.
4. See Workflow didn't run for more diagnostics.

Related

• Notify on no-show
• Triggers
• Slack