01
Set your trigger
Choose booking confirmations, reschedules, cancellations, or time based triggers. Start messages before or after meetings to prepare attendees, coordinate co facilitators, or follow up with resources.
02
Define the actions
Send email, SMS, or WhatsApp reminders, route safety alerts to staff, post to Slack, and update CRMs. Use webhooks to sync notes with your care tools.
03
Customize the message
Personalize tone, pronouns, and group details. Add consent, code of conduct, and crisis resources. Localize content and include accessibility info like captions or dial in.
01
Reduce no shows and late arrivals
Attendance is fragile in peer support meetings, so timing and clarity matter. Cal.com automates staged reminders across email, SMS, and WhatsApp with local time zones, calendar attachments, and clear access details. Confirmation prompts reduce drop offs, while last minute reschedule flows keep groups full when someone cancels. After a missed session, follow ups can share notes or next steps, encouraging re engagement without pressure. Consistent, respectful communication helps participants build a habit of showing up, while facilitators get a reliable view of who will be in the room before each session starts.
02
Protect privacy and trust
Trust is the foundation of mental health support groups. Cal.com brings privacy by design with self hosting, granular permissions, and PII redaction so sensitive details stay protected. Intake forms can collect consent, goals, and accessibility needs while hiding private fields from general staff. Audit logs support accountability without exposing attendee data. Respectful, compliant workflows align with support group best practices, including minimal data collection and clear opt ins. Participants get only what they need to join confidently, while facilitators receive the context required to create a safe, inclusive space.
03
Coordinate facilitators and handoffs
Strong support group facilitation requires coordination. Assign co facilitators, define buffer times, and cap capacity so groups stay manageable. When a facilitator is unavailable, routing automates handoffs to the right colleague or backup group without disrupting attendees. Slack and email notifications keep teams aligned, while role based templates tailor messaging to facilitators, volunteers, or participants. Post session workflows can share resources, collect feedback, and log attendance for reporting. With predictable operations, facilitators focus on people, not logistics, and participants benefit from a steady, well run experience every week.
04
Scale across locations and programs
As programs grow, operations become complex. Cal.com scales like modern online support group platforms, unifying scheduling across topics, cohorts, and regions. Route registrations to the best fit group by availability, language, or specialty. Localize messages, respect time zones, and standardize templates to maintain quality. APIs and webhooks connect your CRM, analytics, and communication tools so data flows automatically. Program leads can monitor capacity, fill under enrolled groups, and forecast demand. Scaling does not have to sacrifice care. It simply extends a consistent, supportive experience to more people who need it.
Multi channel reminders
Automated email, SMS, and WhatsApp reminders with quiet hours, time zones, and retry logic.
Intake forms and routing
Collect consent and goals, then route to the right cohort by availability, topic, or risk flags.
Facilitator controls
Assign co hosts, set buffer times, enforce capacity caps, and lock events when the room is full.
Privacy by design
Sensitive fields, PII redaction, audit logs, and self hosting options to keep data under your control.
APIs and webhooks
Integrate with EHR light tools, CRMs, Slack, and analytics. Manage workflows programmatically.
Accessibility and localization
Templates with readable language, caption prompts, dial in details, and full i18n support.
Start facilitating with confidence
Spin up a pilot in minutes. Configure intake, reminders, and facilitator workflows, then scale across cohorts as you learn. Cal.com gives you open source flexibility, an API first backbone, and participant friendly experiences that respect privacy. Create your account to explore templates, or book a short demo to see group workflows in action.
