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Using Calendly


CALENDLY WORKFLOWS: AUTOMATE COMMUNICATIONS BEFORE AND AFTER EVERY MEETING

Save time, reduce no-shows, and create a better meeting experience with
Workflows.

Brittany Rutherford
Jun 24, 2024

7 min read



TABLE OF CONTENTS

What are Calendly Workflows?

Which Workflow should you use? 

Reduce no-shows and late arrivals with the reminder and reconfirmation templates
Lead more productive meetings with the additional resources template
Make a great impression and move goals forward with follow-up meeting and thank
you templates
Top tips to make Workflows work for you 

Tip #1: Craft messages that match your voice
Tip #2: Use a mix of email and text messages
Tip #3: Stack Workflows for even better results
Tip #4: Prompt stakeholder next step with Workflows
Get started with Workflows



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We can all agree on three basic meeting objectives: 1) the invitees AND hosts
show up (hopefully on time and prepared), 2) you lead a productive conversation,
and 3) you make a great impression and move goals forward, like a project, sale,
or hiring process. 

These seem so easy, yet how many times have you been ghosted for an intro call,
had a failed brainstorm because invitees didn’t have enough context to
contribute, or never heard from a client again after a meeting? 

It’s not enough to just schedule and show up to a meeting — you need to send
things like event reminders, reconfirmations, and thank yous. Multiply a few of
these emails and texts across every single meeting, and there goes hours out of
your week to merely prep, send, and track pre- and post-meeting communications.

Enter Calendly Workflows: Automated emails and texts (SMS) triggered to send
before and after meetings. 


“AN HOUR AFTER AN INTERVIEW, THE CANDIDATE WILL RECEIVE A NOTE FROM US CHECKING
IN AND ASKING IF THEY HAVE ANY QUESTIONS. BEING ABLE TO AUTOMATE THIS IS
AWESOME.”

Odlenika Joseph

Talent Operations Specialist at Muck Rack

Workflows are available on all paid Calendly plans. (Not a Calendly user? Sign
up for a free 14-day trial of Calendly’s Teams plan, including Workflows!)

Read on for a quick overview of Workflows, templates for automating pre- and
post-meeting messages, and top tips on how to use Workflows for more productive
and effective meetings. 


WHAT ARE CALENDLY WORKFLOWS?

Think of Workflows as your personal meeting communications assistant. Set new
Workflows up once, apply them to multiple Event Types, and Calendly will
automatically send emails and texts to the right people, at the right time. No
extra apps or integrations required.

The result? You get hours of time back to focus on impactful work while
improving the meeting experience for invitees, hosts, and other stakeholders.

Create a Workflow

Workflows are: 

 * Flexible: Trigger a Workflow to send a notification at your specified time
   based on a behavior or event of your choosing. For example, automatically
   send a thank you email 15 minutes after a Calendly event ends. 

 * Scalable: No duplicate work needed! Each Workflow can be applied to multiple
   Event Types. For example, you can repurpose the same reminder email for all
   candidate interviews. Bonus: updates to an existing Workflow will sync to all
   of the applied Event Types with a single save!

 * Customizable: Start from a template, or build your own. Tailor the email
   subject line, copy, dynamic fields, and resource links to create your optimal
   automated message. To make your emails more recognizable in your invitee’s
   inbox, set Workflows up to send from your own email address using the Gmail
   and Outlook integrations.


“WE LOVE BEING ABLE TO CUSTOMIZE WORKFLOWS BECAUSE WE NEED TO CATER OUR
MESSAGING TO OUR DISTINCT CONSULTING PRACTICES WHO ARE GOING THROUGH DIFFERENT
RECRUITMENT PROCESSES.”

Emily Batchelder

Campus Recruiting Senior Specialist at Credera

Admins can automate reminders across their teams with Managed Workflows for
Managed Events. These admin-controlled features allow you to standardize your
team’s full meeting experience so everything from the event length to the timing
of a reminder is consistent across team members. (Managed Workflows are only
available on the Teams and Enterprise plans.)


WHICH WORKFLOW SHOULD YOU USE? 

Now that we know what Workflows are, let’s go back to our meeting objectives and
pair them with some quick-start Workflow templates. You can also build your own
custom Workflow to suit your needs!


Need to set up a common Workflow? Start with a template!


REDUCE NO-SHOWS AND LATE ARRIVALS WITH THE REMINDER AND RECONFIRMATION TEMPLATES

Automatically email or text invitees, hosts, or another person ahead of a
scheduled event. Keep your upcoming meeting top of mind with the reminder
template, and prompt invitees to confirm they’re still attending with the
reconfirmation template. We all know plans change sometimes, so we recommend you
add a cancel or rescheduling link to these messages (it’s a simple check mark on
both templates). That way, an attendee can easily find a new time or let you
know they can’t make it so you’re not left waiting around for them on meeting
day.

Create a reminder WorkflowCreate a reconfirmation Workflow

> According to a Calendly survey, 88% of sales customers reported meeting
> no-shows decreased when using reminder Workflows.


LEAD MORE PRODUCTIVE MEETINGS WITH THE ADDITIONAL RESOURCES TEMPLATE

Your invitees need context ahead of a meeting. For meetings that follow a
typical structure or format, like an interview phone screen or sales discovery
call, share a pre-read or agenda, ask invitees to review a document ahead of
time, or prompt an invitee to sign something before the call with the additional
resources template. Use this template before a meeting to prepare invitees so
you can jump right into priority topics instead of spending precious meeting
minutes giving context and instructions. You can also include resources in the
reminder email to consolidate messages!

Create an additional resources Workflow


MAKE A GREAT IMPRESSION AND MOVE GOALS FORWARD WITH FOLLOW-UP MEETING AND THANK
YOU TEMPLATES

Once you’ve had a great meeting, you want to keep the momentum going with
follow-up emails. At a baseline, we recommend sending a simple “thanks for your
time” email shortly after the meeting ends. Then, automate a follow-up email
with additional information and your Calendly scheduling link to get next steps
scheduled fast. These messages add a human touch and keep you from falling off
your prospect, candidate, or client’s radar.  

Create a thank you WorkflowCreate a follow-up Workflow

Use Workflows to automatically follow up with helpful post-meeting resources.

For step-by-step instructions for creating your first automated Workflow, check
out this help center article.


TOP TIPS TO MAKE WORKFLOWS WORK FOR YOU 

Workflows are great out of the box, but you can customize them to match your
brand, meeting types, and invitee experience. Use these tips to take Workflows,
or any pre- and post-meeting communications, to the next level.

Click for sound





1:00












TIP #1: CRAFT MESSAGES THAT MATCH YOUR VOICE

Automated communications don’t have to be generic! Update Workflows to reflect
your own tone and voice, include a nice note like “I appreciate you taking the
time to chat with me today!”,  and add your signature to show professionalism.
An automated email or text can have warmth and sincerity, you just need to make
a few tweaks so messages match you, your brand, and your audience.


“SETTING UP A WORKFLOW AND BEING ABLE TO ASSIGN IT TO MANY DIFFERENT EVENT TYPES
SAVES THE ADVISORS SIGNIFICANT TIME AND MONEY. WE EVEN STARTED USING THE
THANK-YOU EMAIL AS A DIGITAL BUSINESS CARD.”

Asiya Khan

Manager, Branch and Business Practice at CI Assante Wealth Management


TIP #2: USE A MIX OF EMAIL AND TEXT MESSAGES

Text reminders are ideal for getting your invitee’s attention so they don’t miss
your meeting. We recommend sending an email reminder 24 hours before a meeting,
and also sending a text reminder 30 minutes before a meeting. Whether an invitee
is commuting, on a break, in the field, or out of office, they’ll likely have
their phone with them, so an SMS text will catch their eye when they’re not in
their inbox!


Invitees can opt in to receiving texts when they book with you.


TIP #3: STACK WORKFLOWS FOR EVEN BETTER RESULTS

To get the most out of this feature, add multiple Workflows to your Event Types.
For example, automate sending invitees a reconfirmation email, reminder text,
and thank you email. For hosts, send a reminder email and cancellation
notification text. And don’t forget — you can repurpose Workflows for multiple
Event Types so your perfect combination of messages can be used again and
again. 


TIP #4: PROMPT STAKEHOLDER NEXT STEP WITH WORKFLOWS

Workflows can also notify non-attendees about your meetings — your teammate who
prepares meeting presentations, an executive assistant who helps reschedule your
meetings, or a contractor who works on post-meeting tasks. Though they’re not
joining you in the meeting, they play a key role in making sure your meeting
goes off without a hitch. Use the Reminder, Cancellation, and Follow-up Workflow
templates for “someone else” to let these stakeholders know when to start on
next steps to support your meetings. 


GET STARTED WITH WORKFLOWS

Workflows are available on all paid Calendly plans.

New to Workflows? We recommend you start with a reminder Workflow to take
pre-meeting work off your plate and reduce no-show rates. Check out this help
center article for a video tutorial and step-by-step instructions. 

Create a Workflow

Not a Calendly user? Sign up for a free 14-day trial of Calendly’s Teams plan,
including Workflows!

GET STARTED WITH CALENDLY

Ready to make scheduling easier than ever?
Sign up FREE for Calendly

Ready to make scheduling easier than ever?

Sign up FREE for Calendly

Brittany Rutherford

Brittany is a Senior Product Marketing Manager at Calendly.




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