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.
Note
This functionality is not currently available for team event types Workflows messages.
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.
- On the Integrations page, select Gmail for Workflows.
- Select Connect Gmail.
- Accept the Permissions Requested. The "send email on your behalf" permission must be enabled for the integration to work.
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
-
From your Home page, select Workflows, then select any workflow you want.
-
At Do This and next to Send Email to invitee, select Edit.
-
At What email address should this email be sent from?, select your Gmail account, then select Done.
Add your Gmail for new Workflows
-
From your Home page, select Workflows
-
Select + New Workflow, then select Use Workflow for a template or Create your own workflow for a custom one.
-
At Workflow Name, set the name for the workflow.
-
At Which event types will this apply to?, select the event types for which the workflow will run.
-
At When this happens, set the condition for which the workflow will run.
-
At Do this and next to Send email to invitee, select Edit.
-
At What email address should this email be sent from?, select your Gmail account, then select Done.
-
(Optional) As desired, make changes to the Subject and Body of the email that will be sent when the workflow runs, then select Done.
FAQ
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 notifications@calendly.com 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.
In this article
- Outlook for Workflows
- Integrate with Outlook for Workflows
- Add your Outlook email to a new workflow
- Add your Outlook email to an existing Workflow
- FAQ
Outlook for Workflows
By using Outlook for Workflows, you can send Workflows emails directly from your Outlook account.
Benefits of using your Outlook email address include:
-
A more personal experience, since the email comes from you
-
A clear way for your recipients to follow up or ask questions, since they can reply directly to you
-
A record of communication, since emails will appear in your “Sent” Outlook folder
Integrate with Outlook for Workflows
Before you start…
-
Outlook for Workflows is available for professional/standard accounts and above
-
To connect your Outlook account, you must have a web-based account on Office 365 or Outlook.com
-
Exchange and the Outlook Plug-in are not supported
-
On the Integrations page, select Outlook for Workflows.
-
Select Connect Microsoft Outlook.
-
Accept the Permissions requested.
Add your Outlook email to a new Workflow
Once you've connected Outlook for Workflows, any new Workflows you create will automatically send from your Outlook email.
In Step 2, you'll be prompted to set up a new Workflow. To create a custom Workflow, navigate to your Workflows tab.
Note:
- You cannot connect more than one Outlook account per user for Outlook for Workflows.
-
If you have both Gmail for Workflows and Outlook for Workflows connected, then Calendly will default to sending from notifications@calendly.com. You can choose between sending from Outlook, Gmail, or Calendly by following the steps in the next section.
Add your Outlook email to an existing Workflow
-
Once you've connected Outlook for Workflows, navigate to your Workflows tab, find your existing Workflow, and select edit from the three-dot menu.
-
In the section Do this, select Edit.
-
In What email address should this email be sent from?, select your Outlook email address from the dropdown.
-
Select Done, then Save.
-
Repeat these steps for other existing Workflows you'd like to update.
FAQ
My invitee responded to the Workflows email, but the response did not go to my Outlook email address. Why?
Check your Workflow to make sure the send from address is your Outlook email (under Do this, then Edit). If notifications@calendly.com is selected, any replies will go to the email address you use to log into Calendly.
I have an Office 365 calendar connected. Will this auto-create an Outlook for Workflows connection?
No. Even if you have an Office 365 or Outlook.com calendar connected, you’ll still need to connect Outlook for Workflows on your Integrations page.
I use an email alias in Outlook. Can I use my alias to send Workflows emails?
If you have an email alias, Calendly will default to the primary email address associated with your Outlook account.
How can I check if the Workflows email has been sent?
If you’re sending a Workflows email from Outlook, the sent email will show in your “sent” folder within Outlook. In Calendly, you can see when the Workflow was sent under the Timeline in Scheduled Events.