Automatically send invitee notifications before and after events

This article walks you through setting up desired communications/notifications for your Calendly events.

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Reminder email and text invitee notifications

With an Essentials/standard account send invitee notification emails to invitees before the event starts.

With a Professional/standard, Teams, and Enterprise account, send one or more invitee notification text messages and/or email notifications to invitees days, hours, or minutes before the event starts.

Calendly sends text invitee notifications from a Calendly number to the phone number your invitees provide during scheduling. Invitees can unsubscribe by replying STOP.

Calendly Professional/standard, Teams, and Enterprise subscribers can send unlimited text invitee notifications without additional charge. 

Customize invitee notifications

Calendly Professional/standard, Teams, and Enterprise subscribers can personalize email and text invitee notifications to change the title, subject, and message body. We provide a collection of variables you can use to insert values into the email that are specific to your invitee or the event. These values can come from the event details or from custom questions that invitees answer. 

Follow-up email invitee notifications

Send customized follow-up email invitee notifications, minutes, hours, or days after the event ends. If you disable follow-up email invitee notifications, we'll immediately stop sending them. 

Canceling events

If you cancel an event, Calendly automatically notifies your invitee. Add your cancellation policy to let invitees know if and when they can change events. Your policy will be included in any email invitee notifications your invitees receive.

Note

If an event is set to email confirmations, the invitee will only receive an email cancellation if the host cancels the event. An invitee cancellation will not trigger an email.

Rescheduling events

Email invitee notifications, by default, include links that allow invitees to cancel or reschedule events. You can remove these links so invitees can't change an event.

To enable or disable calendar invitations 

  1. From the Event Tab of your Home page, click the event.
  2. Expand the Communications section.
  3. Select the Edit_dots.png on the right hand side to edit and Switch between Calendar Invitations & Email Confirmations.
  4. (Calendly Professional/standard, Teams, and Enterprise subscribers only) To personalize your invitation, see To personalize email and text messages.
  5. Select Save & Close.

    ETR - Setup Email Confirmations + No-reply.gif

To enable or disable email confirmations 

  1. From the Event Tab of your Home page, click the event.
  2. Expand the Communications section.
  3. Select the Edit_dots.png on the right hand side.
  4. Then click Edit and Switch between Calendar Invitations & Email Confirmations.
  5. (Calendly Professional/standard, Teams, and Enterprise subscribers only) To personalize your invitation, see To personalize email and text messages.
  6. Select Save & Close.

Hide your personal email (no-reply email address)

Normally Calendly sends invitee notifications using the email address that's associated with a calendar you connected to Calendly. You can choose to use a "no-reply email address" and hide your personal email; Calendly then uses notifications@calendly.com as return address on notifications. When the no-reply email address is in use, it will apply to invitee notifications (confirmations, reminders, and email follow-ups) for that specific event.

When messages are sent using a no-reply email address, a message appears at the bottom informing recipients that the email should not be used for a reply and is only intended for sending messages. If recipients do reply, the email is sent to an unmonitored email inbox and will not be received.

To personalize email and text notifications

Calendly Professional/standard, Teams, and Enterprise users can use these steps to update:

  • the subject of an email notification 
  • the body of an email notification or text message
  • the dynamic variables in an email notification or text message
  • the no-reply address in an email notification
  1. From the Event Tab of your Home page, select the event.
  2. Expand the Communications section.
    • To use a no-reply return address:
      1. In the Calendar Invitations section, select Switch to Email Confirmation.
      2. (Optional) Select Use a no-reply email address from the drop down menu within the Edit page. 
    • To personalize the message Title or Body:
      1. To Personalize your notifications, click on the Edit_dots.png on the right hand side, then select Edit.
      2. Adjust the message Title or Body
    • To add a dynamic variable:
      1. Select + Variables.
      2. Choose the dynamic variable(s) you'd like to use.

        ETR - Personalize Email Reminders.gif

  3.  Select Save & Close.

To enable or disable email or text reminders

  1. From the Event Tab of your Home page, click the event.
  2. Expand the Communications section.
  3. To send text reminders, at Text reminders click the Edit_dots.png on the right hand side then toggle to turn them On/Off.
  4. To send email reminders, at Email reminders click the Edit_dots.png on the right hand side then toggle to turn them On/Off.
  5. (Calendly Professional/standard, Teams, and Enterprise subscribers only) To Personalize, click the Edit_dots.png on the right hand side then select Edit. Within the Timing section, specify how many days, hours, or minutes before the event you want to send the reminder. To add additional reminders, click Add Another Reminder and enter the timing information.
  6. (Calendly Professional/standard, Teams, and Enterprise subscribers only) To personalize your reminder message, see To personalize email and text messages.
  7. Select Save & Close.

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To enable or disable follow-up emails

  1. From the Event Tab of your Home page, click the event.
  2. Expand the Communications section.
  3. At Email Follow-up click the Edit_dots.png button to turn them on or off.
  4. Select Edit.
  5. To personalize your reminder message see To personalize email and text messages.
  6. At Timing specify how many days, hours, or minutes after the event you want the email sent. 
  7. Select Save & Close

To allow invitees to reschedule and cancel or add a cancellation policy

  1. Select an event from your Event Types page.
  2. Expand the Communications section of your event editor.
  3. Select the Three Edit Dots Image.png icon to the right of your Calendar invitation/Email confirmation option.
  4. Select Edit.
  5. Scroll down to the Timing section to add a cancellation policy.
  6. (Recommended): Ensure the checkbox is selected Selected Checkbox.png next to the Include cancel and reschedule links in email invitations and reminders
  7. Select Save & Close.

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