Automatically send invitee notifications before and after events

 Workflows will soon replace reminders and follow-ups

Event type reminders and follow-ups will be discontinued in favor of Workflows.

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Invitations and confirmations

When invitees schedule with you, by default Calendly sends a confirmation email with a link your invitees can use to add the event to their calendars. 

If you connect Calendly with a Google, Office 365, or Outlook.com calendar, Calendly can send an invitation from your calendar application that automatically adds the event to both your calendars. 

If you change event details on your calendar, Calendly automatically updates your invitee's calendar accordingly.

Notes:

  • If you connected Calendly to iCloud or the Outlook plug-in, or if you didn't connect a calendar at all, you aren't able to send Calendar Invitations (but you can still send email confirmations.)
  • Calendly doesn't send calendar invitations for group events.
  • If your invitee responds to a confirmation email, you'll receive the message at the email address that you use to log into your Calendly account.
  • If your invitee responds to a calendar invitation, you'll receive the message at the email address associated with your connected calendar.

Hide your personal email (no-reply email address)

Normally Calendly sends invitee notifications using the email address that's associated with a calendar you connected to Calendly. You can choose to use a "no-reply email address" and hide your personal email; Calendly then uses "notifications@calendly.com" as return address on notifications. When the "no-reply email address" is in use, it will apply to invitee notifications (confirmations, reminders, and email follow-ups) for that specific event.

When messages are sent using a "no-reply" email address, a message appears at the bottom informing recipients that the email should not be used for a reply and is only intended for sending messages. If recipients do reply, the email is sent to an unmonitored email inbox and will not be received.

Personalize invitee notifications

Calendly Premium subscribers can personalize email invitee notifications to change the title, subject, and message body. In addition to personalizing email invitee notifications, Pro Subscribers can personalize text invitee notifications. We provide a collection of variables you can use to insert values into the email that are specific to your invitee or the event. These values can come from the event details or from custom questions that invitees answer. 

Reminder email invitee notifications

With a premium or pro account, send one or more invitee notification emails and/or text messages to invitees days, hours, or minutes before the event starts. Calendly sends text invitee notifications from a Calendly number to the phone number your invitees provide during scheduling. Invitees can unsubscribe by replying "STOP".

Calendly Pro subscribers can send unlimited text invitee notifications without additional charge. 

Follow-up email invitee notifications

Send customized follow-up email invitee notifications, minutes, hours, or days after the event ends. If you disable follow-up email invitee notifications, we'll immediately stop sending them. 

Canceling events

If you cancel an event, Calendly automatically notifies your invitee. Add your cancellation policy to let invitees know if and when they can change events. Your policy will be included in any email invitee notifications your invitees receive.

Rescheduling events

Email invitee notifications, by default, include links that allow invitees to cancel or reschedule events. You can remove these links so invitees can't change an event.

See these procedures

To send calendar invitations 
To send email confirmations 
To personalize email and text messages
To send reminders
To send follow-up emails
To prevent cancellations or add your cancellation policy

 

To enable or disable calendar invitations 

  1. From the Event Tab of your Home page, click the event.
  2. Expand the Notifications and Cancellation Policy section.
  3. Click Switch to Calendar Invitations.
  4. (Calendly Pro and Premium subscribers only) To personalize your invitation, see To personalize email and text messages.
  5. Click Save & Close.

 

To enable or disable email confirmations 

  1. From the Event Tab of your Home page, click the event.
  2. Expand the Notifications and Cancellation Policy section.
  3. Select Switch to Calendar Invitations.
  4. (Calendly Pro and Premium subscribers only) To personalize your invitation, see To personalize email and text messages.
  5. Select Save & Close.

 

To personalize email and text messages

Calendly Pro and Premium subscribers can use this procedure to change the title or body text and to use a no-reply email address for messages. You can also add variables that are placeholders for actual values from the event details or answers invitees provide to custom questions.

  1. From the Event Tab of your Home page, click the event.
  2. Expand the Notifications and Cancellation Policy section.
  3. To have Calendly se a "no-reply" return address, in the Calendar Invitations section, select Switch to Email Confirmation then select Use a no-reply email address at the bottom of the page. 
  4. Select Personalize next to the type of message you want to personalize.
  5. Add or change the message title, subject, or body. 
  6. To add a variable:
    - Click your mouse where you want to add the variable.
    - Click the down arrow just above the input box and select the variable you want to add.
  7.  Click Save & Close.

     Variables_03DEC2019.png

To enable or disable email or text reminders

  1. From the Event Tab of your Home page, click the event.
  2. Expand the Notifications and Cancellation Policy section.
  3. To send text reminders, at Text reminders click the button to turn them on or off.
  4. To send email reminders, at Email reminders click the button to turn them on or off.
  5. Click Personalize, then at Timing specify how many days, hours, or minutes before the event you want to send the reminder. To add additional reminders, click Add Another Reminder and enter the timing information.
  6. (Calendly Pro and Premium subscribers only) To personalize your reminder message, see To personalize email and text messages.
  7. Click Save & Close.

        reminders2.1.gif

To enable or disable follow-up emails

  1. From the Event Tab of your Home page, click the event.
  2. Expand the Notifications and Cancellation Policy section.
  3. At Email Follow-up click the button to turn them on or off.
  4. Click Personalize.
  5. To personalize your reminder message see To personalize email and text messages.
  6. At Timing specify how many days, hours, or minutes after the event you want the email sent. 
  7. Click Save & Close.

  

To allow invitees to reschedule and cancel or add a cancellation policy

  1. From the Event Tab of your Home page, click the event.
  2. Expand the Notifications and Cancellation Policy section.
  3. Expand Show Cancellation Policy then click Include cancel and reschedule links in notifications.
  4. To add your cancellation policy, enter it at Cancellation Policy
  5. Click Save & Close.

 

 

 

 

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