Overview
In this article, you'll find a comprehensive guide on how to create, update, and apply Workflows to Managed Events.
Note
To learn more about Managed Events, check out An overview of managed events.
Before you begin
- You must have a Calendly Teams subscription or higher.
- You must be a Calendly owner, admin, or group admin to create Managed Workflows.
What are Managed Workflows?
Managed Workflows give Calendly owners and admins the ability to create, update, and lock Workflows for the Managed Events that are assigned to users in the organization. Using these Workflows, admins can apply automated communications, such as sending emails or text messages to invitees before or after events, to standardize event types, ensuring a consistent scheduling experience across the organization.
Role capabilities
| Role | Create Managed Workflows | Assign Managed Workflows | View Managed Workflows | Add Personal Workflows (if unlocked) |
| Owner | ✔️ | ✔️ | ✔️ | ✔️ |
| Admin | ✔️ | ✔️ | ✔️ | ✔️ |
| Group Admin | ✔️ | ✔️ | ✔️ | ✔️ |
| User | Ⅹ | Ⅹ | ✔️ | ✔️ |
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Can create and apply Managed Workflows from the Admin Center.
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If a Managed Workflow is applied to a Managed Event with assigned users, it applies to all instances of the Managed Event for existing assigned users and previously scheduled, upcoming events.
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If new users are assigned to a Managed Event with a Managed Workflow, the workflow applies to the new users' instances of the Managed Event.
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- Can lock the Communications section of the event type settings to prevent users from applying personal workflows.
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Can create Managed Workflows from the Admin Center and apply them to Managed Events that belong to their group.
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If a Managed Workflow is applied to a Managed Event with assigned users, it applies to all instances of the Managed Event for existing assigned users and previously scheduled, upcoming events.
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If new users are assigned to a Managed Event with a Managed Workflow, the workflow applies to the new users' instances of the Managed Event.
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Managed Workflows are listed in their personal Workflows tab for assigned Managed Events.
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Can view details of Managed Workflows.
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Cannot edit, apply, or remove Managed Workflows listed in their personal Workflows tab.
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If removed from a Managed Event, the Managed Workflow is removed from their personal Workflows tab.
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Managed Workflows are listed in the Communications section of their Managed Events.
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Cannot edit or remove Managed Workflows assigned to them, even if the Managed Event Communications section is unlocked.
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Can apply personal Workflows to their instance of a Managed Event if the Communications section is unlocked.
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If an Admin locks the Communications section, users cannot apply personal Workflows.
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If an Admin locks the Communications section after a personal Workflow is applied, the Managed Event is removed from the list of event types the personal Workflow is applied to, and the personal Workflow does not appear in the Communications section of the user's instance of the Managed Event.
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How to create Managed Workflows
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From your Calendly Home page, select Admin Center from the navigation panel on the left-hand side.
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From Templates, select Managed Workflows.
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Select New Managed Workflow.
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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.
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At Workflow Name, enter a name for the workflow.
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At Which managed event types will this apply to?, select each Managed Event type that you want to use this workflow for, then select Apply.
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From the When this happens section, select Edit then customize when the workflow will trigger.
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From the Do this section, select Edit then customize the message as desired.
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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.
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To add more actions, select Add action. Repeat steps 4 & 5, and then select Next.
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Select Save.
Note
To learn more about Workflows, check out Automate tasks with Workflows.