> ## Documentation Index
> Fetch the complete documentation index at: https://cal.com/help/llms.txt
> Use this file to discover all available pages before exploring further.

# Cal.com Workflows

> Automate messages, actions, and follow-ups for your bookings

## 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

<Steps>
  <Step title="Go to your Cal.com dashboard" />

  <Step title="Navigate to Workflows">
    [https://app.cal.com/workflows](https://app.cal.com/workflows)
  </Step>

  <Step title="Click `New`button" titleSize="p" />

  <Step title="Give it a name" />

  <Step title="Select a Trigger (e.g., booking created, event canceled, 1 hour before start)" />

  <Step title="Add one or more Actions " />

  <Step title="Customize message content using dynamic text variables (see table below)" />

  <Step title="Choose which event types this workflow should apply to">
    <img src="https://mintcdn.com/calcomhelp/p-7gGgMlhWA3vTHK/images/BrandBird2025-07-1013.14.30.png?fit=max&auto=format&n=p-7gGgMlhWA3vTHK&q=85&s=e4fa2c9af769cc17adcbdfbb40f85c9e" alt="BrandBird 2025-07-10 13.14.30.png" width="2400" height="1350" data-path="images/BrandBird2025-07-1013.14.30.png" />
  </Step>

  <Step title="Click Save" />
</Steps>

## Available Triggers

<img src="https://mintcdn.com/calcomhelp/p-7gGgMlhWA3vTHK/images/BrandBird2025-07-1012.50.14.png?fit=max&auto=format&n=p-7gGgMlhWA3vTHK&q=85&s=d26a14218897f363733980da14ec3602" alt="BrandBird 2025-07-10 12.50.14.png" width="2400" height="1350" data-path="images/BrandBird2025-07-1012.50.14.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

## Available Actions

<img src="https://mintcdn.com/calcomhelp/p-7gGgMlhWA3vTHK/images/BrandBird2025-07-1012.54.26.png?fit=max&auto=format&n=p-7gGgMlhWA3vTHK&q=85&s=41433b9fdd2f8415819fb1990239a2e8" alt="BrandBird 2025-07-10 12.54.26.png" width="2400" height="1350" data-path="images/BrandBird2025-07-1012.54.26.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)

## 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      |

***

## 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

### 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.

<Note>
  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.
</Note>

***

## 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>
  **Note:** WhatsApp workflows **cannot be customized** on any plan at the moment. They are currently limited to sending a **predetermined default message** only.
</Note>