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:
- Prep meeting materials: Remind your teammates to create a meeting agenda or presentation
- Make cancellation adjustments: Prompt your Executive Assistant to reschedule or fill the time slot.
- Assist with follow-ups: Notify a contractor that the meeting ended so they get started on to-do’s.
Before you begin
- You can send Workflow emails to any email address, even if the recipient isn’t part of your Calendly organization or attending the meeting.
- You can include up to 10 recipients per Workflow email.
- Each Workflow can include only one Email to someone else action, and each event type can have up to three of these Workflows.
Create the Workflow
- Go to the Workflows page.
- 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 detailed instructions, check out this article.
Unsubscribing from Workflow emails
Recipients can opt out of future emails by clicking Unsubscribe from these notifications at the bottom of the email.