Workflows overview

Automate emails and texts around your meetings with Workflows. These customizable reminders and follow-ups help reduce no-shows and improve your meeting experience with less work.

For example, you can use Workflows to:

• Remind invitees and yourself of upcoming meetings
• Reconfirm event attendance
• Prompt for feedback after a meeting with a survey
• Thank invitees for their time
• Follow up to get your next meeting scheduled
• Send an email to a third party
• Send an email to a no-show invitee to reschedule

When your Workflow can be triggered

A Workflow can run at key moments in the scheduling process. Choose from these options when setting one up:

• New event is booked
• Before event starts
• Event starts
• Event is rescheduled
• Event ends
• Event is canceled
• No-show marked

Before you begin

• You will need admin or owner permissions to create and manage workflows for a team. For more details, review our Workflows for admins article.
• A Calendly user or team can create up to 50 workflows across all event types.
• We recommend setting up your event types first. This makes it easier to apply a Workflow to multiple event types at once.

Best practices

• Reduce no-shows by requesting invitees to confirm attendance using reconfirmation Workflows.
• Mark invitees as no-shows to prevent sending follow-up Workflows. You can also trigger a no-show reschedule Workflow.
• Invitees marked as no-shows will only get no-show Workflows. They won't get other post-meeting Workflows—like thank-you emails, surveys, and follow-ups.
• For more tips on improving your Workflows, check out our blog. We have posts on automating communications before and after meetings and reducing no-shows with meeting reminders.

Setting up Workflows

Ready to set up Workflows? These Help Center articles walk you through the steps.

Troubleshooting Workflows