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How to customize emails and texts for Workflows

Customize your Workflow messages to make them more helpful. Add variables to autofill event and invitee details, or insert links to other events for easy scheduling.

List of variables in Calendly
  • Event Name
  • Event Organizer Name
  • Event Date
  • Event Time
  • Invitees count
  • Answer(s) 1-10 (matching invitee questions)
  • Invitee First Name
  • Invitee Last Name
  • Invitee Full Name
  • Invitee Email
  • Invitee Phone Number
    • To use this variable, your Workflow must include a Send text to invitee action. Calendly must collect the invitee’s phone number during scheduling. To learn more, check out this article.
  • Invitee UUID
  • UTM Source
  • UTM Medium
  • UTM Campaign
  • UTM Content
  • UTM Term
  • Location

Add variables in your message

Variables are placeholders that automatically fill in event or invitee details after a meeting is booked.

  1. Open a Workflow from your list or start with a Workflow template.
  2. Under the Do this section, find an action and select Edit.
  3. In the text editor toolbar, select +Variables.
  4. Choose your variable from the list.
  5. When you're finished, select Done.
  6. Save your Workflow.

Link to another page or event type

Let invitees reschedule or book another meeting by linking to an external page or event type in your message.

Using Email Workflows:

  1. In your Workflow message, highlight the text you want to hyperlink.
  2. Select the link button.
  3. In the Destination dropdown, choose where to send invitees:
    • Enter a custom link to direct them to a different page.
    • Select current event type to link to the meeting that triggered the Workflow.
    • Select a specific event type to link directly to that booking page.
  4. When you're finished, select Done.
  5. Save your Workflow.

Using Text Message Workflows:

Linking an external page or event type in your Text Message Workflow is as simple as copying and pasting into the message field

Note

  • Hyperlinking your external page or event type is available in email workflows.
  • When including a link in your text message workflow, be mindful the text can include up to 180 characters. A real-time counter helps you stay within the limit.
  • You're encouraged to not use URL shorteners like Bitly — some phone carriers block these links. Use full URLs to make sure your messages are delivered. Learn more in this article.
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