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What Are Workflows?

Workflows in Cal.com allow you to automate actions when a specific event happens, such as when a booking is created, canceled, or about to start. This makes it easy to stay on top of communication, send reminders, and reduce manual work. Each workflow follows a simple logic:
Trigger → Action
  • Trigger: When something happens (e.g., a new booking)
  • Action: What should be done (e.g., send an email)

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Example Use Cases

  • Send a reminder email and SMS to the attendee 1 hour before the meeting
  • Send a post-event follow-up email with a feedback link
  • Notify your internal teammate of the meeting details
  • Email the organizer if the attendee cancels

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How to Set Up a Workflow

1

Go to your Cal.com dashboard

2

Navigate to Workflows

https://app.cal.com/workflows
3

Click `New`button

4

Give it a name

5

Select a Trigger (e.g., booking created, event canceled, 1 hour before start)

6

Add one or more Actions

7

Customize message content using dynamic text variables (see table below)

8

Choose which event types this workflow should apply to

BrandBird 2025-07-10 13.14.30.png
9

Click Save

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Available Triggers

BrandBird 2025-07-10 12.50.14.png These are the currently available trigger options:
  • Before the event starts
  • When the event is canceled
  • When a new event is booked
  • After the event ends
  • When event is rescheduled
  • When the routing form is submitted
  • When the routing form is submitted and no booking is created
  • When a booking is rejected (events that require confirmation)
  • When booking is requested (events that require confirmatoin)
  • When booking payment is initiated
  • When booking payment is successful
  • When booking no-show is updated

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Available Actions

BrandBird 2025-07-10 12.54.26.png You can automate actions such as:
  • Sending an email to host
  • Sending an email to attendees
  • Sending an email to a specific email address
  • Sending SMS to attendee
  • Sending SMS to a specific number
  • Send WhatsApp message to attendee
  • Send WhatsApp message to a specific number
  • Cal.ai - Call attendee using cal.ai voice agent (requires credits)

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Dynamic Text Variables

You can insert dynamic text into your messages using variables. These variables will be replaced with real booking data when the message is sent.

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Auto-translate for attendees

If you’re on an Organization plan, you can enable auto-translation for workflow steps that send messages to attendees. When enabled, Cal.com automatically translates your workflow message into the attendee’s preferred language before sending. This works with:
  • Email to attendee actions
  • SMS to attendee actions

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How to enable auto-translate

  1. Open a workflow and add or edit a step that sends a message to an attendee.
  2. Below the message editor, check the Auto-translate for attendees checkbox.
  3. Once enabled, a note confirms which language your message is written in (your account’s default language). This is the source language used for translation.
  4. Save the workflow.
When a booking is made, Cal.com detects the attendee’s language preference and translates the message content automatically. If the attendee’s language matches your source language, no translation is applied.
Auto-translate is only available on Organization plans. If you’re on a different plan, you’ll see an upgrade prompt instead of the checkbox.

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Plan Limitations

  • Free Plan: Can only use the default reminder email (no customization)
  • Team, Organization, and Enterprise Plans: Full access to create custom workflows with multiple actions and dynamic content
  • Self-hosted Instances: No restrictions on workflow usage
Note: WhatsApp workflows cannot be customized on any plan at the moment. They are currently limited to sending a predetermined default message only.