Automate tasks with Workflows

Eliminate the back-and-forth of working between apps and automate your workload with Workflows

Calendly members on a paid subscription can automate the extra work that comes with booking meetings. You may want to automatically send email or text messages to invitees before or after booked Calendly events without the guesswork. Currently, you may be using multiple applications or manually copying and pasting event and invitee information between Calendly and another application to get these kind of tasks done. Not anymore with Workflows.

Choose how the Workflow starts

blobid0.png

Just specify the conditions under which you want something to happen, and Calendly automatically performs them for one or more types of events. Choose to send an email or text to yourself, another host, or your invitees. Then choose to start the workflow when this happens:

  • New event is scheduled
  • Before an event starts
  • Event starts
  • Event ends
  • Event is cancelled

Note

"New event is scheduled" and "Event is cancelled" have unique behaviors for group events. For "New event is scheduled" it fires for every invitee booking. For "Event is Cancelled" it fires when the last invitee cancels (and entire meeting becomes cancelled).

If you choose a time-based condition, specify how many hours or days before or after the scheduled event that the Workflow runs. If the scheduled event is in the past, the Workflow will still run as long as the time-based condition has not passed.

blobid1.png

Customize your messages

Use a Calendly email or text template to create your message. Then choose from a collection of variables that Calendly replaces with actual information about your invitees and event.

Warning

To populate your Workflow messages automatically with the invitee's phone number by using the Invitee Phone Number variable, you'll need to create a send text to invitee Workflow so that the invitee's phone number is requested on your event scheduling page. For more info, see send text messages with Workflows

Create multiple workflows for your use cases

A Calendly user or team can create up to 50 workflows across all event types. If you’d like to keep your invitee in the loop throughout the meeting lifecycle, you can create workflows for before and after your event. For example, you can set up a reminder email, a reconfirmation email, and a follow-up email. To do so, create a separate workflow for each stage of invitee communication, and apply each workflow to your desired event types. Here’s what this will look like:Screen_Shot_2021-07-23_at_2.08.03_PM.png

 

Calendly displays a list of Workflows so you can easily see all your workflows and know at a glance what they do for various types of events.

Workflows View in Calendly.png

View Workflows associated with each event type

Within each event type there's a dedicated section where you can view its associated Workflows without the need to navigate pages. Workflows Event Editor View in Calendly.png

Workflows for Team Event Types

As a Calendly administrator, you can create Workflows for your teams collective and round robin event types. The process for creating and editing workflows is the same for individual, shared, and team event types. However, for team events, you will need to navigate to your team page. There are two ways to get there:

  1. From your Event Types page, scroll down to your teams section of event types.
    OR
  2. From the Workflows page, select the My Calendly dropdown menu and select a specific team.

    Workflows Team View in Calendly.png

NOTE

You must be either an owner, admin, or team manager to create the team Workflows. You CANNOT make Workflows for team event types as a user.

Workflows for Shared Event Types

As a Calendly owner, admin, or shared event type owner, you can create Workflows for shared events. The process for creating and editing workflows is the same for individual, shared, and team event types. To view ownership of a shared event:

  1. From the Even Types page, select the settings icon in the top right-hand corner of the shared event.
  2. Select Edit permissions.
  3. From the People with access section, owners, admins, and shared event owners can view and edit the permissions for each user assigned to the event.
    • Note: If you can't see a settings icon on a shared event, this indicates that you have 'Can view' access. To obtain edit permissions, you'll need to contact the owner of your organization, an admin, or the owner of the shared event.

      Shared event permissions.gif

Workflows for Managed Events

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. To learn more, check out How to set up Admin-Managed Workflows.

Avoid sending duplicate messages with Workflows

If you create or use a Workflow with the same action as one of your event types, such as sending a email reminder or follow-up email, then you'll be notified during the setup process that the Workflow could cause duplicate messages and be given links to edit the affected event types.

mceclip0.png