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Using variables and event types in Workflows

Calendly users can insert data automatically into a Workflow message by using variables. These pieces of information are dynamic, meaning they will autofill based on the event, host, and invitee.

This article will outline how to include dynamic variables and event type links in a Workflow.

Before you start

If you have not yet created a workflow for yourself, we recommend reading How to create your own custom workflow or How to use a pre-built, common workflow. Our steps will begin with you having a Workflow already in your Calendly account.

Where to find variables in the Workflow builder

  1. Select a Workflow from your created list or our templates.

  2. Select Edit under the Do this action.

    Calendly_2021-08-05_10-18-29.png

  3. You have the option to edit the body of your Workflow message. To add a variable, select the +variables icon and select an option from the list.

    Calendly_2021-08-05_10-21-44.png

  4. When you are finished editing your Workflow message body, select Done.

List of variables in Calendly

You can include the following variables in your Workflow message. Variables will autofill based on the event, host, and invitee.

  • 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

  • Questions and Answers

  • Location

  • Event Description

Including a link to an event type

In addition to pulling event information into variables, you can also include an event type link in a Workflow message. This is handy for messages that reference an event, like rescheduling a follow up meeting for a just-missed event.

  1. Select a Workflow from your created list or our templates.

  2. Select Edit under the Do this action.

    Calendly_2021-08-05_10-18-29.png

  3. know have the option to edit the body of your Workflow message.Highlight the text you want to use as the hyperlink and select the Link button.

    Calendly_2021-08-05_10-53-43.png

  4. From the Destination drop-down, select the event type or link you’d like to direct your invitee t.. The default is a custom link, but you can also select any of your Calendly event types.

    b4e8d5bd-e431-4124-bff1-f48d3c06aed8.png

    NOTE: 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.