Learn how to configure Workflows to automatically send emails with meeting details to recipients other than the host or invitee. These emails keep your teammates and external stakeholders updated on your meeting status, so they know when to act and support your meetings.
For example, you can:
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Prep meeting materials: Remind your teammates to create a meeting agenda or presentation
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Make cancellation adjustments: Prompt your Executive Assistant to reschedule or fill the time slot.
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Assist with follow-ups: Notify a contractor that the meeting ended so they get started on to-do’s.
How to create the Workflow
- On the Home page, click Workflows from the left menu.
- Select + New Workflow.
- If this is your first Workflow, skip to step 3.
- Locate and select the Email to someone else template that suits your needs.
Email reminder to someone else
Email follow-up to someone else
Email cancellation notification to someone else
- Follow the prompts to customize your Workflow.
- For more information, see How to create a Workflow.
Note
You can add one Email to someone else action per Workflow, with a limit of three Email to someone else Workflows per event type.
FAQ
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Can I email someone outside my Calendly organization?
- Yes. You can pick from Calendly users or add someone else’s email.
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Can recipients opt out of Workflows emails?
- Yes. They can opt out of future emails by clicking Unsubscribe from these notifications at the bottom of the email.
- Yes. They can opt out of future emails by clicking Unsubscribe from these notifications at the bottom of the email.
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How many recipients can I add to my Workflow?
- A maximum of 10 recipients can be added to an Email to someone else Workflow.