Automate meeting prep and follow-up

Overview 

In this getting started article, we'll explore how to enhance your work routine through automation. Here you'll learn to set up automated meeting communications to send reminders and follow-up messages, utilize Calendly's Chrome extension to schedule from anywhere, and connect your everyday tools to boost productivity.

 


calendly_shapes23.png Send reminders and follow-up

Let's start by setting up automated communications using Workflows to ensure you and your invitees are always prepared for upcoming meetings.

  1. From your Calendly Home page, select Workflows from the navigation panel on the left-hand side.
  2. Review the pre-built, common workflows on the page and select Use workflow on the one you want to use or select Create your own workflow to create a custom workflow.

  3. At Workflow Name, enter a name for the workflow.

  4. At Which event types will this apply to?, select each event type that you want to use this workflow for, then select Apply.

  5. From the When this happens section, select Edit then customize when the workflow will trigger.

  6. From the Do this section, select Edit then customize the message as desired.

  7. To automatically add information from your event type or about your invitees to the message, place your mouse pointer where you want to add the data, select Variables then choose an item from the list. Calendly will replace them with actual values from your event or invitees. Repeat this step to add additional variables. Once you're done customizing your message, select Done.

  8. To add more actions, select Add action. Repeat steps 4 & 5, and then select Next.

  9. Select Save.

    Create Workflow.gif

Note

To learn more about Workflows, check out Automate tasks with Workflows.


calendly_shapes19.png Schedule from anywhere with Calendly's Chrome extension 

Next, install the Calendly for Chrome extension for easy access to your scheduling links, one-off meetings, and more. Once installed, you can access your scheduling links from your Chrome browser and Gmail toolbars, enhancing your scheduling flexibility.

  1. From your Calendly Home page, select Integrations and apps from the navigation panel on the left-hand side.
  2. From the Integrations and apps page, select Calendly for Chrome. You'll be redirected to the Chrome web store for installation.
  3. Select Add to Chrome
  4. Select Add extension
  5. Next, select Sign In to sign in to your Calendly account.
  6. After installing the Calendly for Chrome extension, it will appear as a floating button on web pages that can utilize it.

    Chrome Extension.gif

Note

To learn more about the Calendly for Chrome extension, check out Installing Calendly for Chrome.


calendly_shapes40__3_.png Connect the tools you use everyday to boost productivity 

Finally, let's integrate your essential tools with Calendly to streamline your workflow and increase your productivity throughout the day. 

  1. From your Calendly Home page, select Integrations and apps from the navigation panel on the left-hand side.
  2. From the Integrations and apps page, select the integration of your choice and follow the integration steps.
  3. Use the resources below to assist you in connecting your tools. 
Integration Type  Integrations 
Video Conferencing 
Sales and Customer Relationship Management (CRM)
Payments
Analytics 
Extensions and apps

What's next?

Check out Set your team up for success to improve scheduling for your organization.