Automatically send invitee notifications before and after events

This article walks you through setting up notifications and Workflows for your Calendly meetings.

Reminder email and text invitee notifications

With an Essentials account, you can send email notifications to invitees.

With a Professional/Standard, Teams, or Enterprise account, you can send one or more text and/or email notifications to invitees days, hours, or minutes before the event.

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

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.

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 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.
   
   

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 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.

   Beta

   If you're in the beta, you will be able to enable or disable calendar invites or email confirmations by opening your event type editor, clicking on More options at the bottom, expanding the Notifications section and selecting 'Switch to calendar invitation/email confirmation' as shown below. 
   
    

Hide your personal email (no-reply email address)

When you use email confirmations as your notification method, Calendly sends invitee notifications from notifications@calendly.com with the reply-to email set as your Calendly login email.

You can choose to use a "no-reply email address" and hide your login email address from your notifications settings. 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 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.
        
        
        
        
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 on the right hand side then toggle to turn them On/Off.
4. To send email reminders, at Email reminders click the 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 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.

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  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 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 next to the Include cancel and reschedule links in email invitations and reminders. 
7. Select Save & Close.