How to create your own custom workflow

To create your own custom workflow 

  1. blobid0.pngFrom your Home page, select Workflows, then Create your own workflow.
  2. At When this happens select the condition that causes the workflow to run.
    • If creating a Workflow for a group event, you can also adjust if the Workflow triggers for each invitee, or only the first. By default, the Workflow will run when each invitee books.
  3. Indicate when the workflow should run then select Next.
  4. At Do this, select an action to perform, then select Next.
  5. To add more actions, click Add action, select an action, then click Next.
  6. At Workflow Name, enter a name for the workflow.
  7. At Which event types will this apply to, select each event type that you want to use this workflow, then select Apply. 
  8. In the Do this section, select Edit to customize the message as desired.blobid1.png
  9. To automatically add information from your event type or information about your invitees to the message, place your mouse pointer where you want to add the data, select Variables then choose an item from the list and Calendly will replace them with actual values from your event or invitees. Repeat this step to add additional variables.
  10. To add more actions, click Add action, repeat steps 8 through 10, then click Next.
  11. Select Done, then Save.


Workflows for Team Event Types

As a Calendly admin or owner, 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 do this:

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

    Workflows Team View in Calendly.png

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.