Automate emails and texts around your meetings with Workflows. These customizable reminders and follow-ups help reduce no-shows and improve your meeting experience with less work.
For example, you can use Workflows to:
- Remind invitees and yourself of upcoming meetings
- Reconfirm event attendance
- Prompt for feedback after a meeting with a survey
- Thank invitees for their time
- Follow up to get your next meeting scheduled
- Send an email to a third party
- Send an email to a no-show invitee to reschedule
When your Workflow can be triggered
A Workflow can run at key moments in the scheduling process. Choose from these options when setting one up:
- New event is booked
- Before event starts
- Event starts
- Event is rescheduled
- Event ends
- Event is canceled
- No-show marked
Before you begin
- You will need admin or owner permissions to create and manage workflows for a team. For more details, review our Workflows for admins article.
- A Calendly user or team can create up to 50 workflows across all event types.
- We recommend setting up your event types first. This makes it easier to apply a Workflow to multiple event types at once.
Best practices
- Reduce no-shows by requesting invitees to confirm attendance using reconfirmation Workflows.
-
Mark invitees as no-shows to prevent sending follow-up Workflows. You can also trigger a no-show reschedule Workflow.
- Invitees marked as no-shows will only get no-show Workflows. They won't get other post-meeting Workflows—like thank-you emails, surveys, and follow-ups.
- For more tips on improving your Workflows, check out our blog. We have posts on automating communications before and after meetings and reducing no-shows with meeting reminders.
Setting up Workflows
Ready to set up Workflows? These Help Center articles walk you through the steps.
Troubleshooting Workflows
My new Workflow settings are not applied for my existing meetings.
Updates to Workflows will only apply to future meetings. Meetings made before the changes will still use the old settings from when they were created.
My invitee is not receiving my Workflow emails or text messages.
Review our Community guide on troubleshooting when invitees are not receiving Workflows.