How to use your own email to send Workflows emails

Calendly's Workflows feature automates invitee communication throughout the meeting lifecycle. When you set up a Workflows email, like a reminder email or a thank-you email, you can choose to send the email from Calendly, Gmail, or Outlook.

This article will focus on how to send Workflows emails from your email account directly. Emails outside of Workflows, like calendar invitations that your invitees receive upon booking, will not be affected by these integrations.


This functionality is not currently available for team event types Workflows messages. 

Gmail Outlook

Gmail for Workflows

Create a seamless experience and give your invitees a sense of security when you use Workflows by sending personalized emails from your Gmail account.

Integrate with Gmail for Workflows

Before you start…

  • Gmail for Workflows is available for professional/standard accounts and above.
  1. On the Integrations page, select Gmail for Workflows.
  2. Select Connect Gmail.
  3. Accept the Permissions Requested. The "send email on your behalf" permission must be enabled for the integration to work.

Screenshot 2023-09-08 at 10.31.45 AM.png


Note: Sending emails from your Gmail account is only available within Workflows. You are unable to use your Gmail account to send notifications set up within the event type.


Add your Gmail for existing Workflows

  1. From your Home page, select Workflows, then select any workflow you want.

  2. At Do This and next to Send Email to invitee, select Edit.Screenshot 2023-09-08 at 10.34.19 AM.png

  3. At What email address should this email be sent from?, select your Gmail account, then select Done.
    Screenshot 2023-09-08 at 10.34.48 AM.png

Add your Gmail for new Workflows

  1. From your Home page, select Workflows

  2. Select + New Workflow, then select Use Workflow for a template or Create your own workflow for a custom one.
    Screenshot 2023-09-08 at 10.37.59 AM.png

  3. At Workflow Name, set the name for the workflow.

  4. At Which event types will this apply to?, select the event types for which the workflow will run.

  5. At When this happens, set the condition for which the workflow will run.

  6. At Do this and next to Send email to invitee, select Edit.

  7. At What email address should this email be sent from?, select your Gmail account, then select Done.

  8. (Optional) As desired, make changes to the Subject and Body of the email that will be sent when the workflow runs, then select Done.


My invitee responded to the Workflows email, but the response did not go to my Gmail address. Why?

Check your Workflow to make sure the send from address is your Gmail (under Do this, then Edit). If is selected, any replies will go to the email address you use to log into Calendly.


How can I check if the Workflows email has been sent?

If you’re sending a Workflows email from Gmail, the sent email will show in your “sent” folder within Gmail. In Calendly, you can see when the Workflow was sent under the Timeline in Scheduled Events.