How can Cal.com workflows help streamline large event planning?

Cal.com automates attendee scheduling, reminders, and follow-ups, handling thousands of participants with bulk actions and seamless integrations. Organizers save hours on manual tasks.

Can I customize reminders for different sessions and attendee groups?

Absolutely. Set up unique workflows for each session, speaker, or attendee segment, and fully customize the messaging and delivery channels.

Does Cal.com integrate with event management platforms and CRMs?

Yes. Cal.com offers native and API-based integrations with popular event tools, CRMs, and calendar systems, keeping your data and communications in sync.

Is it possible to send branded communication for each event?

Yes. Use Cal.com’s customizable templates to fully brand your invites, reminders, and post-event messages for a consistent event experience.

How does Cal.com help reduce no-shows for events?

Automated, multi-channel reminders and confirmations keep attendees informed and engaged, reducing drop-off rates and last-minute cancellations.

Can I use Cal.com workflows for recurring events or multi-track conferences?

Yes. Cal.com supports complex event structures including recurring sessions, multi-track conferences, and group scheduling with personalized workflows.

Is Cal.com suitable for both small meetups and large conferences?

Absolutely. Whether you are organizing a small workshop or a multi-thousand attendee conference, Cal.com scales to meet your needs.

Workflows for events & event planning

Workflows for Events and Event Planning | Cal.com Scheduling Automation

Automate event scheduling, reminders, and communication with Cal.com workflows. Simplify planning for conferences, workshops, and meetups using open scheduling infrastructure trusted by teams and enterprises.

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Workflow/Events & event planning reminder workflowSave

Trigger

When

Before event starts

How long before event starts?

24hours

Action

Do this

Send email to attendees

Sender name

Cal.com

Message template

Reminder

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How Cal.com automates event planning workflows

Turn event scheduling chaos into a streamlined process using Cal.com’s powerful workflow automation. Manage invitations, reminders, and post-event follow-ups in one place.

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Set up your event trigger

Choose when your workflow starts—such as when an attendee registers, a session is added, or before the event begins.

Automate actions and notifications

Send personalized invites, reminders, and updates to attendees via email, SMS, or WhatsApp. Keep everyone informed at every stage.

Customize event messages and branding

Fully tailor communication templates to match your event’s theme, schedule, and brand, ensuring a consistent attendee experience.

Why automate event planning with Cal.com workflows?

Automating event workflows reduces manual work, prevents no-shows, and delivers a professional experience for attendees and organizers.

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Meeting reminder

now

Hi, this is a reminder that your events & event planning meeting with Alex is in 30 mins

…

Reduce no-shows with automated reminders

Automatically notify attendees about upcoming sessions, schedule changes, or required confirmations to boost attendance rates.

Bookings

Today

Tue, 13 May9:00am - 9:30amEvents & event planning kickoff | Q2

Tue, 13 May10:30am - 11:00amEvents & event planning team standup

This week

Tue, 14 May10:30am - 11:00amEvents & event planning review

Tue, 14 May1:00pm - 1:30pmClient follow-up

Save time and eliminate manual busywork

Let Cal.com handle attendee confirmations, reminders, and follow-ups so your team can focus on delivering a great event.

Trigger

When

Before event starts

How long before event starts?

24hours

Action

Do this

Send email to attendees

Message template

Reminder

Deliver a branded, professional attendee journey

Ensure every touchpoint—from invites to follow-ups—reflects your event brand and provides clear, timely information.

Email subjectAdd variable

Are you joining the events & event planning session on {EVENT_DATE}

Normal BIlink

Hi {ATTENDEE},

Please confirm if you're still planning to attend by clicking the button below:

{CONFIRM_ATTENDANCE}

This reminder was triggered by a Workflow in Cal.

Centralize and track all event communications

Manage all attendee interactions in one dashboard. Track confirmations, cancellations, and engagement for every session.

Key features for event planners and teams

Cal.com brings open, flexible scheduling automation to every type of event, from conferences to webinars.

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Multi-channel attendee notifications

Reach attendees via email, SMS, WhatsApp, or all three. Increase engagement and reduce missed sessions.

Flexible workflow triggers for event milestones

Start workflows when attendees register, sessions change, or before/after key event moments.

Bulk actions for large-scale events

Automate invitations, reminders, and follow-ups for hundreds or thousands of attendees at once.

Branded, customizable communication templates

Edit invite, reminder, and update messages to reflect your event’s style and audience.

Seamless integration with event tools and calendars

Connect Cal.com with your event management software, CRM, or calendars for a unified scheduling experience.

API-first architecture for custom automation

Developers can build unique scheduling flows or integrate with any event tech stack using Cal.com’s robust API.

See how workflows keep your scheduling on track

Watch how Cal.com Workflows simplify scheduling, automate reminders and keep your meetings running smoothly. See real examples of how teams use workflows to reduce no-shows and save time.

All your key tools in sync with your meetings

Connects to Slack, Salesforce, and 100+ more. Bookings show up where your team already works.

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Google CalendarChecks every calendar for conflicts and adds the booking.
Zoom VideoGives each booking its own meeting link.
SalesforceLogs the meeting on the contact and routes to the owner.
HubSpot CRMAdds bookings to contacts and deals.
SlackTells the team the moment a meeting is booked.
StripeTakes payment when the slot is booked.
FramerPuts your booking page on a Framer site.
ElevenLabsGives voice agents a realistic AI voice.
LinearSets your status to out of office from your calendar.
Meta PixelMeasures bookings from your Meta ad campaigns.
UmamiCounts visits to your booking page, privately.
WhatsAppMeets your guests on a WhatsApp chat or video call.

Frequently asked questions

These are some of our most frequently asked questions.

Don’t just take our word for it

Our users are our best ambassadors. Discover why we're the top choice for scheduling meetings.

Thrilled with this scheduling app—it's a game-changer. The intuitive interface and advanced features streamline my time management. The standout, however, is the incredible support team—swift, expert responses to every query. A perfect combo for seamless scheduling and top-notch customer service. P.s. Way better than Calendly
Mickeyon Trustpilot
Without a doubt the best calendar/scheduling application I have ever used. It has all of the advanced features I need while also being insanely intuitive and straightforward for both end-users and booking recipients. Love it!!
davidvkimballon Trustpilot
more elegant than Calendly, more open than Savvycal, cal.com works and it feels just right.
flo merianon Product Hunt
Amazing. I've been sharing it with everyone I know. It's helped me create more events spontaneously, because of how smooth it is compared to Calendly and Harmonizely.
Benon Product Hunt

I just migrated from calendly to cal.com I'm liking it so far. I wasn't particularly displeased with calendly. It's fine. But I like that cal is OSS and my sub to calendly was coming up for renewal so I thought I'd check it out. Looks good.
Kent C. Dodds 🌌@kentcdodds on X
(finally) made the move to @calcom after I couldn't find how to edit events in the calendly dashboard and I must say - dash is 10/10 Bravo @peer_rich and team (I should have moved over years ago!) OSS fam
Ant Wilson@AntWilson on X
This platform's open-source nature and flexible licensing are a developer's dream. Self-hosting and white-labeling empower personalization and seamless integration.
Ahmed Elnaggaron Product Hunt
Very easy to set up and start. Connected with my Google calendar without any problem. Connecting with Microsoft gives me an error. But other than that the user interface is very good.
Pankaj Dixiton Product Hunt

2 days of using @calcom is enough to never look back at calendly
Anuvesh Singh@singh_anuvesh on X
One of the best tools for scheduling and my favorite after so many other options tried.
Denison Product Hunt
for the love of me, why do people still use Calendly? Just today I have seen products reference Calendly while they know of @calcom It's a no brainer for me to use , their brand is amazing, cool team + they even have more compelling features 🤷
Rotimi Best@rotimi_best on X
Just gave it a go and it's definitely the easiest meeting I've ever scheduled! No context switching, no distractions, and works even better on mobile too.
Aria Minaeion Product Hunt

Trusted by fast-growing companies around the world

Automate your event planning today

Let Cal.com workflows handle the busywork. Sign up to simplify scheduling, boost attendance, and deliver a memorable event experience.

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