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01
Connect your calendars and rooms
Sync venue calendars, room resources, and staff availability. Map meeting room rental inventory to event types, set buffer times, and avoid double booking across corporate meeting space and hotel conference rooms.
02
Define triggers and actions
Choose triggers like booking created, rescheduled, or capacity reached. Automate actions such as email, SMS, or WhatsApp reminders, internal Slack alerts, and vendor notifications for catering, AV, and security teams.
03
Personalize guest and vendor communications
Brand confirmations and updates, collect attendee details, send badges or access info, and tailor training room rental instructions by room, capacity, and layout to boost attendance and on-time arrivals.
01
Maximize room utilization and revenue
Every idle hour costs money. Cal.com helps you fill gaps with accurate availability, pooled resources, and smart routing. Route inquiries to the right corporate meeting space or training room rental, ensure holds expire on time, and automate reminders so prospects convert. With real-time availability for hotel conference rooms and on-site spaces, staff can quickly reassign rooms or extend events without conflicts. Self-hosting and open-source flexibility let IT integrate existing CRMs and PMS systems to capture upsell opportunities while keeping control of data and workflows.
02
Reduce no-shows with proactive communication
Missed arrivals hurt schedules and budgets. Automate multi-channel reminders that confirm headcounts, share parking and access details, and send day-of directions. Cal.com workflows support email, SMS, and WhatsApp to reach attendees where they are. For conference centers near me searches that drive last-minute bookings, confirmations go out instantly, with optional pre-event check-ins. If plans change, rescheduling is smooth, and staff receives alerts to reset seating or AV, minimizing waste while protecting the guest experience.
03
Streamline vendor coordination and compliance
Large events depend on AV, catering, and facilities. Cal.com routes bookings to the right teams, triggers internal notifications at set thresholds, and attaches requirements like stage setup or dietary needs. Role-based messages keep vendors informed without overloading guests. For regulated industries, store audit trails and consent logs, and leverage our API-first architecture to connect visitor management tools. When multiple events overlap, workflows sequence load-in, security, and cleanup, keeping corridors clear and timelines on track.
04
Deliver a branded, premium guest experience
From first inquiry to post-event follow-up, communication shapes perception. Customize confirmations, floor plans, and signage instructions by room type and brand. For meeting room rental clients, embed room photos, capacity charts, and add-ons in messages. Corporate meeting space guests can receive calendar holds, badge QR codes, and Wi-Fi details automatically. After the event, send surveys and invoices, or trigger sales workflows for repeat bookings. Cal.com ensures every interaction feels consistent, helpful, and on-brand.
Resource and room pooling
Group rooms by capacity, layout, or building. Automatically route bookings to the best-fit space, prevent double booking, and respect buffers for setup and teardown.
Multi-channel reminders and updates
Send email, SMS, and WhatsApp reminders to attendees, organizers, and vendors. Time messages to confirmations, check-ins, and post-event follow-ups to reduce no-shows.
Conditional workflows and approvals
Require approvals for large events, alcohol service, or VIP access. Trigger internal reviews when headcount or budget thresholds are reached.
Calendar and PMS integrations
Connect Google, Microsoft, and enterprise calendars, plus property and event systems. Keep availability in sync for hotel conference rooms and on-site resources.
Self-hosting and enterprise security
Run Cal.com in your own cloud for data control. SSO, SCIM, role-based access, audit logs, and granular permissions support enterprise compliance needs.
Developer ready API and webhooks
Use our API to create bookings, manage resources, and trigger webhooks to AV, signage, and billing systems. Extend logic with custom fields and forms.
Get started with Cal.com workflows
Automate scheduling for every room, team, and vendor without adding headcount. Set up core workflows in minutes, or integrate deeply with your CRM and PMS. Create a free account or request a tailored demo today.
