How to create a Managed Workflow

Overview

Managed Workflows are automated email and text messages that are applied to Managed Events across your organization. Use these Workflows to standardize communications and ensure a consistent scheduling experience for all users.

Before you begin

• The process for creating a Managed Workflow is the same as creating a regular Workflow. Review this article for step-by-step instructions.
• When a Managed Workflow is applied to a Managed Event, it automatically applies to all assigned users and any upcoming scheduled events.
• We recommend setting up your Managed Events and deciding which ones should have Workflows before getting started.

Roles and permissions

Different user roles have varying permissions regarding 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 to prevent assigned organization users from applying personal Workflows.

Group admins:

• Can create and apply Managed Workflows for their group.
• Can lock the Notifications and Workflows section of the Managed Event to prevent assigned group members from applying personal Workflows.

Users:

• Can view details of Managed Workflows from their Admin Managed Workflows tab and within each assigned Managed Event.
• Cannot apply, edit, or remove Managed Workflows.
• Can apply personal Workflows to their version of a Managed Event 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 from the Managed Event.

 How to create a Managed Workflow

1. From your Home page, select Admin Center from the navigation panel on the left-hand side.
2. From Templates, select Managed Workflows.
3. Choose whether you want to use a template or create a custom Workflow.
   
   • 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 for your Workflow.
     • 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.