How to Personalize Meeting Email & Text Notifications in Calendly

Have you had problems with clients not showing up to meetings? Have you wished that you could send them an email automatically to remind them? Calendly’s notification system allows you to send out reminders and more.

Calendly is an automated scheduling software that makes making appointments easy. Many users like that the software can be easily integrated with many different tools. This gives users more flexibility.

One of the beneficial features that Calendly has is workflows. You can set up the workflows to be automated and personalized. Personalization is a nice feature because it adds some warmth to your business and demonstrates to the invitee that you care.

This article explains what Calendly meeting emails and text notification workflows are and why they're essential. We’ll also discuss how to personalize notifications generated. You’ll also learn what Workflows can do and how to set them up.

Personalize Meeting Notifications Easily With Calendly (QuickStart Video)

Do you want to start personalizing meeting notifications right away? Get started now with this short video:

For a more in-depth look at Calendly meeting notification personalization keep reading. You'll learn:

• what Calendly meeting notifications are
• what workflows are
• wow to use workflows to personalize meeting notifications

What Are Calendly Meeting Emails and Text Notifications (+ Why They're Important)

Calendly meeting emails are a tool that you can use to remind the attendee that there's a meeting scheduled. You set up these emails through Workflow. Reminders keep attendance to meetings high by using helpful automated emails and text notifications.

Text notifications can also give your attendees important information they may need before the meeting. As a result, your meetings will be productive because people will show up to the meeting prepared.

Here are the workflow email notifications that you can set up:

• Email reminder to host. Send an automatic email to the host to remind them of the event.
• Email reminder to invitee. Send an automatic email to the invitee to remind them of the event.
• Send thank you email. Send an automatic thank you email to better build relationships.
• Email additional resources. If you have sources that you want to send before an event or after, then you can do them with this email setup.
• Request follow-up meeting. Automatically remind the invitee that you would like to meet again.
• Email your own feedback survey. For example, if you’re meeting a client and want to know how the meeting, went, you can send them an automatic feedback survey after their appointment.

What Are Workflows?

Workflows use automated notifications that can be used throughout the meeting process. You can set up a workflow to automatically send a reminder email to an invitee. You can also set up a workflow to send a thank you email after at a certain amount of time.

There are fifteen premade workflows you can choose from, or you can choose to make your own workflow. The premade workflows are:

1. Email reminder to host
2. Email reminder to invitee
3. Send thank you email
4. Email additional resources
5. Request follow-up meeting
6. Email your own feedback survey
7. Text reminder to host
8. Text booking confirmation to host
9. Text cancellation notification to host
10. Text reminder to invitee
11. Text booking confirmation to invitee
12. Text cancellation notification to invitee
13. Text follow-up to invitee
14. Email Invitees to reconfirm
15. Text invitee to reconfirm

Workflows are helpful when you’re busy so that you don’t forget to send out an email or text. Since they'll automatically be sent out in the time that you specify, you won’t have to worry about forgetting.

How to Use Workflows

To access workflows, go to the home page. Below “My Calendly” and to the right is a Workflows tab.

Selecting the Workflows tab takes you to the Workflows page. The Workflows page is where you can see all the premade notifications that you can customize. This page is also where you can create your own workflow.

Use Premade Workflows

To use a premade workflow, go to the box of the workflow that you want to use. In the left bottom corner of each box is a button that says Use workflow. Click that button to use the workflow. When you do, you’ll be taken to the Create a workflow page for that workflow.

Now that you've chosen a workflow, let's customize it:

1. Create Premade Workflow

On the Create a workflow page, you can select which event type the workflow that you chose applies to. To choose, click on the menu underneath the Which event types will this apply to? You can choose more than one event type.

In this context, event type has to do with the length of your meeting.

2. Choose Event Type Length

The Create a Workflow page has the Which event types will this apply to? option. This is where you choose what events (lengths of meeting time) your workflow applies to.

When you've selected an option, click Apply.

3. Choose When You Want the Notifications sent

Next on the page is the When this happens field. This is where you choose when the notification gets sent. When you click the Edit button, a box pops up where you can choose when you want the notification to be sent. 

Click the arrow to the right to see all the options in the When this happens field. A drop-down menu appears with options you can select regarding when you want the notification sent. For example, you can have the notification sent after the new event is scheduled.

Under the When this happens section is the How long after new event is scheduled? field. This field is where you can choose if you want notifications sent days, hours, and minutes of your event being scheduled.

When you're finished, select the Done button in the bottom right corner.

4. Determine What the Text of Your Message Says

Next is the Do this box. The Do this box is where you edit the text of event that's occuring. Next to the name of the workflow to the right is an Edit button. Click to edit the email you’ll be sending.

In the Edit window that opens, you can choose a new template for your email, edit the subject line, or edit the body of the email.

I replaced the grey field for this tutorial, but you can choose to erase everything and add completely new text to your email notification. To replace what’s in a grey field click in it, highlight the word, and press Delete on your keyboard.

When you're finished editing your workflow, click Done in the bottom right corner.

5. How to Add Another Workflow to An Existing Workflow

You can add another action to your workflow. To add another action, click on the Add action button in the middle bottom beneath the Do this box. This adds another workflow onto your current workflow.

Click the arrow to the right to select the action you want to add. Your options in the Add action menu are:

• Send email to invitee
• Send email to host
• Send text to invitee
• Send text to host

When you select the action you desire, you're choosing to add it. A box with a form pops up allowing you to personalize the new action that you've added to your workflow.

Once you're done making all the changes that you need to your workflow, save it. To save your workflow go to the bottom right of the screen. Click on the blue Save button to save all the changes you've made.

How to Create Your Own Workflow

If you don’t like the standard templates that Calendly has provided, you can create your own workflow. Creating your own workflow gives you a little more customization than a premade template does.

To create your own workflow, click on the Create your own workflow button in the top right of the Workflows page. When you click on the Create your own workflow button, a box pops up with two fields.

You can choose when the notification happens and how long after the event has started your notification is sent. Each field has a drop-down menu that you can open with an arrow on the right. The first field is the When this happens field. Click the arrow to the right to see the options.

When creating a workflow, here are the options in the When this happens menu. From this drop-down menu, choose between:

• New event is scheduled
• Before event Starts
• Event starts
• Event ends
• Event is canceled

When you choose an option, a menu drops down asking you when you want to schedule the notification.

For example, if you choose Event Starts in the When this happens menu, then a How long after event starts? field appears.

You've got two options for scheduling the workflow. You can choose immediately when event starts, or you can choose how far after the event is scheduled you want the notification to be sent.

Next is the Do this menu of the Create a workflow box that appears. This menu is where you choose who you want the email sent to.

In the Do this section, you can choose to:

• Send email to invitee
• Send email to host
• Send text to invitee
• Send text to host

Once you select the option that's right for you, select the blue Next button in the bottom right corner. Then you’ll be taken back to the Create a workflow page. To customize this page, follow the steps given earlier in this article.

To read more about Calendly’s workflow feature, study these articles and blog posts.

Set Up Notifications and Workflows on Calendly Today!

If you’re looking for a scheduling software that sends out automated notifications, then sign up for Calendly. Their notifications system is easy to use and easy to personalize. With their premium feature Workflows, you can set up more than one automated notification.