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)
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
How to Set Up a Workflow
1
Go to your Cal.com dashboard
2
Navigate to 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
9
Click Save
Available Triggers
- Before the event starts
- When the event is canceled
- When a new event is booked
- After the event ends
- When event is rescheduled
Available Actions
- 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
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.| Variable | Description |
|---|---|
{EVENT_NAME} | The event type name |
{EVENT_DATE} | The event date |
{EVENT_TIME} | The event start time |
{EVENT_END_TIME} | The event end time |
{TIMEZONE_VARIABLE} | The timezone of the person receiving the message |
{LOCATION_VARIABLE} | The location of the event |
{ORGANIZER_NAME} | The organizer’s (host’s) name |
{ATTENDEE} | Full name of the attendee/person booking |
{ATTENDEE_FIRST_NAME} | First name of the attendee |
{ATTENDEE_LAST_NAME} | Last name of the attendee |
{ATTENDEE_EMAIL} | Email address of the attendee |
{ADDITIONAL_NOTES_VARIABLE} | Additional notes submitted during booking |
{MEETING_URL} | The video conference/meeting URL |
{CANCEL_URL} | Link to cancel the booking |
{CANCELLATION_REASON} | Reason provided for cancellation |
{RESCHEDULE_URL} | Link to reschedule the booking |
{RESCHEDULE_REASON} | Reason provided for rescheduling |
{RATING_URL_VARIABLE} | URL to the post-event rating/feedback form |
{NO_SHOW_URL_VARIABLE} | URL to mark/report a no-show |
{ATTENDEE_TIMEZONE} | Attendee’s timezone information |
{EVENT_START_TIME_IN_ATTENDEE_TIMEZONE_VARIABLE} | Event start time in attendee’s local timezone |
{EVENT_END_TIME_IN_ATTENDEE_TIMEZONE_VARIABLE} | Event end time in attendee’s local timezone |
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.