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Workflows

Workflows allow you to automate notifications and reminders. A workflow can be attached to different event types, has one specific trigger event, and can have several action steps. For example, you can use workflows for sending email or SMS reminders before an event starts to the person who booked the meeting to avoid no-shows.
Workflows is an Enterprise feature available to all the users on Cal.com, as well as the users of the Teams, Platform and Ultimate plans.
Workflows can also be used for sending follow-up emails or SMS messages to the attendee after a meeting ends. That could be a feedback survey, providing some additional information to the meeting, or just a simple thank you note.
Each Workflow is made up of a single trigger and one or more actions. Triggers include things like the cancellation of an event, start times, end times, and new bookings.

Triggers:

  • Minutes/Hours/Days before an event starts
  • When an event is cancelled
  • When a new event is booked
  • Minutes/Hours/Days after an event ends
  • When event is rescheduled

Actions:

  • Send an email to the host
  • Send an email to the attendee
  • Send an SMS to the attendee
  • Send an SMS to a specific number
Actions are a designated notification type. For example, sending a reminder to an attendee, a specific phone number or an email address. Currently, the SMS feature is not available in all countries. To take a look at the support status, please visit the official Twilio page here.

Custom teamplate

You can either use the default template for the email/SMS or even use a custom template and use additional inputs as variables within that
The Workflow system also lets you choose between using Cal.com’s default message template or creating a custom one.

Dynamic text variables

If the location is a video conferencing app then the {LOCATION} would be ‘Zoom’ or ‘Google Meet’ and {MEETING_URL} would be the actual link to the meeting. If the location is not a video conferring app then {MEETING_URL} is empty.
{EVENT_NAME}
The event type name
{EVENT_DATE}
The event date
{EVENT_TIME}
The event start time
{LOCATION}
The event location
{ORGANIZER}
Organizer’s name
{ATTENDEE}
The attendee's name
{ATTENDEE_EMAIL}
The attendee's email
{ADDITIONAL_NOTES}
The additional notes of booking
{MEETING_URL}
The link to the meeting if Location is Zoom or Google Meet
Workflow is one of many tools that Cal.com users can take advantage of in order to simplify scheduling, save time, and focus on what really matters.
The SMS actions are only available for Teams, Ultimate and Platform plans