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Workflows let you create custom notification automations for one or more event types. You can decide when a notification should be sent, who should receive it, and what the message should say.

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Where to manage workflows

You can manage workflows in two places:
  • Workflows in the main dashboard sidebar for a full list of all workflows
  • Event Type > Workflows to see only the workflows assigned to a specific event type

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How workflows work

Each workflow has three parts:
  1. Event types – choose which event types the workflow applies to
  2. Trigger – choose when the workflow should run
  3. Actions – add one or more email actions with recipient, subject, and content
You can keep a workflow active, disable it temporarily, or delete it when you no longer need it.

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Available triggers

  • When event is booked – sends when a booking is created
  • Before event starts – sends before the scheduled start time
  • After event ends – sends after the scheduled end time
  • When event is updated – sends when an event is rescheduled or updated
  • When event is cancelled – sends when an event is cancelled
For Before event starts and After event ends, you can set the offset in minutes, hours, or days.

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Available recipients

  • Host – sends to the assigned event host
  • Invitees – sends to the booker and any guests on the booking
  • Host and invitees – sends separate emails to both sides

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Workflow actions

Each workflow can include one or more email actions. For every action you can:
  • choose the recipient
  • customize the subject
  • customize the email content
  • enable calendar invitations
  • include cancel and reschedule links when supported by the trigger
Include cancel and reschedule links is available for booking, reminder, and update workflows. It is not shown for cancelled or after-event workflows.

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Workflow variables

You can insert dynamic variables into the subject and content so every email is personalized with booking data.

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Shared variables

  • RECIPIENT – the current email recipient name, or email if no name is available
  • HOST_FIRST_NAME – first name of the assigned host
  • HOST_LAST_NAME – last name of the assigned host
  • BOOKER – name of the person who booked the event
  • EVENT_DURATION – event duration
  • EVENT_DATE – event date
  • EVENT_START_TIME – event start time
  • EVENT_END_TIME – event end time

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Content variables

  • ATTENDEES_LIST – formatted list of all participants
  • LOCATION – meeting location details
  • FORM_ANSWERS – answers submitted in the booking form

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Trigger-specific variables

  • PREVIOUS_EVENT_DATE – previous event date before an update
  • PREVIOUS_EVENT_START_TIME – previous start time before an update
  • PREVIOUS_EVENT_END_TIME – previous end time before an update
  • CANCELLATION_REASON – cancellation reason, when available
Some variables are only available for specific triggers. For example, previous event time variables are only available in When event is updated workflows.