How to create a Managed Workflow

Overview

Managed Workflows are automated email and text messages. They work with Managed Events across your organization. Use these Workflows to create consistent messaging and a standard scheduling experience for everyone.

Before you begin

• Creating a Managed Workflow is just like making a regular Workflow. Follow this article for step-by-step instructions.
• When a Managed Workflow is applied to a Managed Event, it applies to all assigned users and future scheduled events.
• We recommend setting up your Managed Events first before deciding which ones should have Workflows.

Roles and permissions

Different roles have different permissions for Managed Workflows. For an overview of the different roles, check out this article.

Owners and admins:

• Can create and apply Managed Workflows for all users.
• Can lock the Notifications and Workflows section of the Managed Event. This stop users from adding personal Workflows.

Group admins:

• Can create and apply Managed Workflows for their group.
• Can lock the Notifications and Workflows section for group members. 

Users:

• Can view Managed Workflows in the Admin Managed Workflows tab or within each assigned Managed Event.
• Cannot apply, edit, or remove Managed Workflows.
• Can apply personal Workflows only if the Notifications and Workflows section is unlocked.
• If an Admin locks the Notifications and Workflows section after a personal Workflow is applied, the personal Workflow will be removed. 

 Create a Managed Workflow

1. From your Home page, select Admin Center. 
2. Under Templates, select Managed Workflows.
3. Choose one of these options:
   
   • To use a template:
     • Choose a Workflow template from our library and click Use workflow.
   • To create a custom Workflow: 
     • Select Create your own workflow.
     • In the When this happens section, choose a trigger and set the time.
     • In the Do this section, choose an action, then select Next.
4. In the Workflow name section, enter a name for your Workflow.
5. In the Which event types will this apply to? section, choose your event types for this Workflow, then select Apply.
6. In the Do this section, select Edit and customize your email or text message, then select Done.
   • To insert variables that autofill meeting details:
     
     • Place your cursor in your message, click Variables in the toolbar, and choose a variable from the list.
     • It will automatically populate with the relevant information once the meeting is scheduled.
7. (Optional) To include more actions in your Workflow, select Add Actions and repeat Step 3.
8. After setting up your Workflow, select Save.