How to customize emails and texts for Workflows

Use variables to autofill event details, host/invitee information, UTM source/medium/campaigns, and answers collected on your booking page, or insert links to other events. Below is a complete list of variables available in Calendly:

  • Event Name
  • Event Organizer Name
  • Event Date
  • Event Time
  • Invitees count
  • Answer(s) 1-10 (corresponding to invitee questions)
  • Invitee First Name
  • Invitee Last Name
  • Invitee Full Name
  • Invitee Email
  • Invitee Phone Number
  • Invitee UUID
  • UTM Source
  • UTM Medium
  • UTM Campaign
  • UTM Content
  • UTM Term
  • Location

Add variables

  1. Navigate to a Workflow from your created list or select a Workflow template to customize your message.
  2. Locate Do this. Then Edit.
  3. In the body of the message, select +variables from the list.
  4. When you are finished editing your Workflow message body, select Done. Then Save.


To use the Invitee Phone Number variable, create a send text to invitee Workflow so that the invitee's phone number is requested on your event scheduling page. For more info, see send text messages with Workflows.

Link to another event

Reference an event, like rescheduling a follow up meeting for a just-missed event, by completing the steps below.

  1. Navigate to the body of your Workflow message and highlight the text you want to hyperlink.

  2. Select the Link button.
  3. From the Destination drop-down, select the event type or link you’d like to direct your invitee to. The default is a custom link, but you can also select any of your Calendly event types.



    The Current event type option will link to whichever event type the Workflow is associated with. If a Workflow is associated with multiple event types, the link will connect to the event type that is triggering the Workflow.