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
Before you begin
- Owners and admins can set up and manage Workflows for your organization. For more details, review our Workflows for admins article.
- A Calendly user or team can create up to 50 workflows across all event types.
It's also encouraged to set up your event types and identify which ones to apply Workflows to before getting started. This will speed up the setup process, as Workflows can be applied 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.
- For more tips on improving your Workflows, check out our blog 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.
FAQs
When can I have my Workflow triggered?
You can have your workflow triggered in the following situations:
- New event is booked
- Before event starts
- Event starts
- Event ends
- Event is canceled
What countries are supported for text messages?
See our list of supported countries.
If my invitees opt out of text messages, can they opt back in?
Yes! They can reply START to the same phone number that they originally opted out of.
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.