Booking write-back to your CMS
This is the part where your bookings live in your own Webflow CMS. There are two directions, and this page covers both.
- Into WhenTap: your Collections (staff, services, locations) become bookable.
- Back out: with write-back on, each confirmed booking is saved into a Collection as a draft CMS item.
Your Collections become bookable
If you already model your team, services or locations as Webflow CMS Collections, map them to WhenTap in the CMS panel and their items become bookable resources. Your Webflow CMS stays the source of truth. When you edit an item in Webflow, WhenTap re-reads the Collection a few seconds after Webflow reports the change, and a resync every fifteen minutes catches any webhook that was missed.
Every booking, written back
Turn on write-back and each confirmed booking is saved as an item in a Collection you choose, so you can list upcoming appointments on your site or build a dashboard, all in Webflow.
Set it up. In the CMS panel, pick the Collection to write bookings into. WhenTap maps each booking field to the Collection field whose slug or name matches it (for example a field named Email). To change the mapping, rename the fields in Webflow and pick the Collection again. These are the booking fields available to map:
| Booking field | Value |
|---|---|
| Name | "Service · Customer name" |
| Customer | The customer's name |
| The customer's email | |
| Phone | The customer's phone, if given |
| Service | The service name |
| Staff | The staff member's name |
| Date | The start time |
| Status | The booking's status |
Items are created as drafts, so they appear in your Collection ready for you to publish. WhenTap always fills a name and a unique slug so Webflow accepts the item. Each booking is one CMS item, so your Webflow site plan's CMS item limit applies to them.
WhenTap reads and writes the primary locale of your site only; secondary locales are not read or written.
What updates the item
The write-back is not a one-time dump. WhenTap updates the CMS item when the booking changes:
- On booking, the item is created, once. It is never duplicated.
- On reschedule, the item's date is updated.
- On cancel or a status change (cancelled, completed, no-show), the item's status is updated.
If write-back was off when a booking was made, it simply has no item to update later, turning it on affects new bookings from that point.
When write-back is skipped
Write-back only runs when the site is connected and has a Collection configured. If you pause a site, or its Webflow access needs restoring, WhenTap stops writing until you resume, so it never writes with a stale connection. Bookings confirmed while the site could not be reached are not written back later.
Only published items in your mapped Collections become bookable. Drafts and archived items are ignored, and an item you delete or archive in Webflow is archived in WhenTap too.
For a field-by-field view of everything WhenTap reads and writes, see What syncs where.