Automate scheduling for youth organizations with Cal.com workflows
Automate scheduling for youth organizations with Cal.com workflows
Streamline signups, reminders, and coordination for youth programs. Centralize waivers, approvals, and communications while keeping families, mentors, and staff aligned.
Streamline signups, reminders, and coordination for youth programs. Centralize waivers, approvals, and communications while keeping families, mentors, and staff aligned.
Trusted by fast-growing companies around the world
Trusted by fast-growing companies around the world
Trusted by fast-growing companies around the world
How it works
How it works
Set up automated workflows that fit your youth organization’s programs, roles, and safety needs.
Set up automated workflows that fit your youth organization’s programs, roles, and safety needs.
01
Define your events and roles
Create event types for after school program planning, youth mentorship programs, and summer youth programs. Add organizers, volunteers, parents, and participants, then set availability and booking rules for each group.
02
Configure triggers and actions
Choose triggers like booking created, rescheduled, or before event starts. Automate confirmations, reminders, and follow-ups via email, SMS, and WhatsApp, plus internal notifications for staff and volunteers.
03
Personalize communications and data collection
Customize messages by audience, collect required information, and attach forms or instructions. Use dynamic fields to include program details, consent reminders, and location updates for each session.
Benefits for youth organizations
Benefits for youth organizations
Give coordinators, mentors, and families a reliable scheduling foundation that scales from small clubs to citywide initiatives.
Give coordinators, mentors, and families a reliable scheduling foundation that scales from small clubs to citywide initiatives.
01
Reduce administrative overhead
Automate repetitive tasks across youth program management. Replace manual signups and scattered reminders with workflows that send confirmations, rosters, and directions automatically, so staff can focus on impact rather than inbox triage.
02
Improve attendance and engagement
Boost show rates for teen volunteer programs and mentorship sessions with timely, multi channel reminders. Send pre session checklists, transit tips, and guardian notifications to reduce no shows and late arrivals.
03
Standardize safety and compliance
Build repeatable steps around consent, pickups, and safeguarding. Require parent approvals before bookings, send reminders for missing forms, and log communication for audit readiness across after school program planning.
04
Coordinate complex schedules with ease
Manage rolling cohorts, recurring meetups, and seasonal signups for summer youth programs. Route bookings to the right mentor or coach, balance capacity, and update all stakeholders when plans change.
Features
Features
Developer friendly, flexible, and built for program scale.
Developer friendly, flexible, and built for program scale.
Role based communications
Target messages to parents, mentors, volunteers, and participants with dynamic content, ensuring each audience receives only what they need, when they need it.
Multi channel reminders
Send confirmations and reminders via email, SMS, and WhatsApp. Configure timing windows that fit program age groups and transportation realities.
Consent and form workflows
Gate bookings behind required forms or approvals. Trigger follow ups for missing documents and mark participants as cleared once complete.
Advanced routing and assignment
Automatically route signups to the best available mentor or location based on tags like language, skill, neighborhood, or capacity.
Self host or use the cloud
Run Cal.com in the cloud or self host for stricter data residency and compliance needs common to youth serving organizations.
API first and open source
Extend workflows with APIs and webhooks. Integrate CRMs, messaging platforms, and student information systems using an open, auditable foundation.
See how workflows keep your scheduling on track
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.
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.
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
Cal.com works with all apps already in your flow ensuring everything works perfectly together.
All your key tools in-sync with your meetings
Cal.com works with all apps already in your flow ensuring everything works perfectly together.
All your key tools in-sync with your meetings
Cal.com works with all apps already in your flow ensuring everything works perfectly together.
Frequently asked questions
Frequently asked questions
These are some of our most frequently asked questions.
These are some of our most frequently asked questions.
How does Cal.com help with youth program management?
Cal.com centralizes scheduling across programs, locations, and roles. You can automate signups, set capacity, route bookings to mentors, and send multi channel reminders while keeping parents informed.
Can we require parent or guardian consent before a booking is confirmed?
Yes. Use form and approval steps to collect consent before confirming. Workflows can send reminders for missing forms and restrict attendance until requirements are met.
How do we handle after school program planning across multiple locations?
Create event types per site, set capacity and hours, and enable routing rules. Staff can receive internal notifications and rosters automatically before each session.
Do workflows support youth mentorship programs with matching logic?
Yes. Use tags and routing to match mentees to mentors by availability, interests, language, or location, and keep both sides updated with personalized communications.
Can volunteers manage their own availability for teen volunteer programs?
Volunteers can connect calendars, set availability, and receive assignments automatically. Workflows notify them about shifts, changes, and required check ins or training.
What if our organization needs to self host for compliance?
Cal.com supports self hosting with the same workflow capabilities. This helps organizations meet data residency or policy requirements while retaining full control.
How do we manage seasonal spikes like summer youth programs?
Clone event templates, adjust capacity, and schedule reminders at scale. Use bulk configuration via API to prep sessions, cohorts, and staff assignments in minutes.
How does Cal.com help with youth program management?
Cal.com centralizes scheduling across programs, locations, and roles. You can automate signups, set capacity, route bookings to mentors, and send multi channel reminders while keeping parents informed.
Can we require parent or guardian consent before a booking is confirmed?
Yes. Use form and approval steps to collect consent before confirming. Workflows can send reminders for missing forms and restrict attendance until requirements are met.
How do we handle after school program planning across multiple locations?
Create event types per site, set capacity and hours, and enable routing rules. Staff can receive internal notifications and rosters automatically before each session.
Do workflows support youth mentorship programs with matching logic?
Yes. Use tags and routing to match mentees to mentors by availability, interests, language, or location, and keep both sides updated with personalized communications.
Can volunteers manage their own availability for teen volunteer programs?
Volunteers can connect calendars, set availability, and receive assignments automatically. Workflows notify them about shifts, changes, and required check ins or training.
What if our organization needs to self host for compliance?
Cal.com supports self hosting with the same workflow capabilities. This helps organizations meet data residency or policy requirements while retaining full control.
How do we manage seasonal spikes like summer youth programs?
Clone event templates, adjust capacity, and schedule reminders at scale. Use bulk configuration via API to prep sessions, cohorts, and staff assignments in minutes.
How does Cal.com help with youth program management?
Cal.com centralizes scheduling across programs, locations, and roles. You can automate signups, set capacity, route bookings to mentors, and send multi channel reminders while keeping parents informed.
Can we require parent or guardian consent before a booking is confirmed?
Yes. Use form and approval steps to collect consent before confirming. Workflows can send reminders for missing forms and restrict attendance until requirements are met.
How do we handle after school program planning across multiple locations?
Create event types per site, set capacity and hours, and enable routing rules. Staff can receive internal notifications and rosters automatically before each session.
Do workflows support youth mentorship programs with matching logic?
Yes. Use tags and routing to match mentees to mentors by availability, interests, language, or location, and keep both sides updated with personalized communications.
Can volunteers manage their own availability for teen volunteer programs?
Volunteers can connect calendars, set availability, and receive assignments automatically. Workflows notify them about shifts, changes, and required check ins or training.
What if our organization needs to self host for compliance?
Cal.com supports self hosting with the same workflow capabilities. This helps organizations meet data residency or policy requirements while retaining full control.
How do we manage seasonal spikes like summer youth programs?
Clone event templates, adjust capacity, and schedule reminders at scale. Use bulk configuration via API to prep sessions, cohorts, and staff assignments in minutes.
Don’t just take our word for it
Our users are our best ambassadors. Discover why we're the top choice for scheduling meetings.
"More elegant than Calendly, more open than SavvyCal, Cal.com works and it feels just right."
Flo Merian
Product Marketing, Mintlify
I think Cal.com has a very good chance of creating a new category around being both great and well designed."
Guillermo Rauch
CEO, Vercel
"I just migrated from Calendly to Cal.com."
Kent C. Dodds
Founder of EpicWeb.dev
"Just gave it a go and it's definitely the easiest meeting I've ever scheduled!"
Aria Minaei
CEO, Theatre.JS
"I finally made the move to Cal.com after I couldn't find how to edit events in the Calendly dashboard."
Ant Wilson
Co-Founder & CTO, Supabase
"More elegant than Calendly, more open than SavvyCal, Cal.com works and it feels just right."
Flo Merian
Product Marketing, Mintlify
I think Cal.com has a very good chance of creating a new category around being both great and well designed."
Guillermo Rauch
CEO, Vercel
"I just migrated from Calendly to Cal.com."
Kent C. Dodds
Founder of EpicWeb.dev
"Just gave it a go and it's definitely the easiest meeting I've ever scheduled!"
Aria Minaei
CEO, Theatre.JS
"I finally made the move to Cal.com after I couldn't find how to edit events in the Calendly dashboard."
Ant Wilson
Co-Founder & CTO, Supabase
"More elegant than Calendly, more open than SavvyCal, Cal.com works and it feels just right."
Flo Merian
Product Marketing, Mintlify
I think Cal.com has a very good chance of creating a new category around being both great and well designed."
Guillermo Rauch
CEO, Vercel
"I just migrated from Calendly to Cal.com."
Kent C. Dodds
Founder of EpicWeb.dev
"Just gave it a go and it's definitely the easiest meeting I've ever scheduled!"
Aria Minaei
CEO, Theatre.JS
"I finally made the move to Cal.com after I couldn't find how to edit events in the Calendly dashboard."
Ant Wilson
Co-Founder & CTO, Supabase
"More elegant than Calendly, more open than SavvyCal, Cal.com works and it feels just right."
Flo Merian
Product Marketing, Mintlify
I think Cal.com has a very good chance of creating a new category around being both great and well designed."
Guillermo Rauch
CEO, Vercel
"I just migrated from Calendly to Cal.com."
Kent C. Dodds
Founder of EpicWeb.dev
"Just gave it a go and it's definitely the easiest meeting I've ever scheduled!"
Aria Minaei
CEO, Theatre.JS
"I finally made the move to Cal.com after I couldn't find how to edit events in the Calendly dashboard."
Ant Wilson
Co-Founder & CTO, Supabase
Don’t just take our word for it
Our users are our best ambassadors. Discover why we're the top choice for scheduling meetings.
"More elegant than Calendly, more open than SavvyCal, Cal.com works and it feels just right."
Flo Merian
Product Marketing, Mintlify
I think Cal.com has a very good chance of creating a new category around being both great and well designed."
Guillermo Rauch
CEO, Vercel
"I just migrated from Calendly to Cal.com."
Kent C. Dodds
Founder of EpicWeb.dev
"Just gave it a go and it's definitely the easiest meeting I've ever scheduled!"
Aria Minaei
CEO, Theatre.JS
"I finally made the move to Cal.com after I couldn't find how to edit events in the Calendly dashboard."
Ant Wilson
Co-Founder & CTO, Supabase
"More elegant than Calendly, more open than SavvyCal, Cal.com works and it feels just right."
Flo Merian
Product Marketing, Mintlify
I think Cal.com has a very good chance of creating a new category around being both great and well designed."
Guillermo Rauch
CEO, Vercel
"I just migrated from Calendly to Cal.com."
Kent C. Dodds
Founder of EpicWeb.dev
"Just gave it a go and it's definitely the easiest meeting I've ever scheduled!"
Aria Minaei
CEO, Theatre.JS
"I finally made the move to Cal.com after I couldn't find how to edit events in the Calendly dashboard."
Ant Wilson
Co-Founder & CTO, Supabase
"More elegant than Calendly, more open than SavvyCal, Cal.com works and it feels just right."
Flo Merian
Product Marketing, Mintlify
I think Cal.com has a very good chance of creating a new category around being both great and well designed."
Guillermo Rauch
CEO, Vercel
"I just migrated from Calendly to Cal.com."
Kent C. Dodds
Founder of EpicWeb.dev
"Just gave it a go and it's definitely the easiest meeting I've ever scheduled!"
Aria Minaei
CEO, Theatre.JS
"I finally made the move to Cal.com after I couldn't find how to edit events in the Calendly dashboard."
Ant Wilson
Co-Founder & CTO, Supabase
"More elegant than Calendly, more open than SavvyCal, Cal.com works and it feels just right."
Flo Merian
Product Marketing, Mintlify
I think Cal.com has a very good chance of creating a new category around being both great and well designed."
Guillermo Rauch
CEO, Vercel
"I just migrated from Calendly to Cal.com."
Kent C. Dodds
Founder of EpicWeb.dev
"Just gave it a go and it's definitely the easiest meeting I've ever scheduled!"
Aria Minaei
CEO, Theatre.JS
"I finally made the move to Cal.com after I couldn't find how to edit events in the Calendly dashboard."
Ant Wilson
Co-Founder & CTO, Supabase
Don’t just take our word for it
Our users are our best ambassadors. Discover why we're the top choice for scheduling meetings.
"More elegant than Calendly, more open than SavvyCal, Cal.com works and it feels just right."
Flo Merian
Product Marketing, Mintlify
I think Cal.com has a very good chance of creating a new category around being both great and well designed."
Guillermo Rauch
CEO, Vercel
"I just migrated from Calendly to Cal.com."
Kent C. Dodds
Founder of EpicWeb.dev
"Just gave it a go and it's definitely the easiest meeting I've ever scheduled!"
Aria Minaei
CEO, Theatre.JS
"I finally made the move to Cal.com after I couldn't find how to edit events in the Calendly dashboard."
Ant Wilson
Co-Founder & CTO, Supabase
"More elegant than Calendly, more open than SavvyCal, Cal.com works and it feels just right."
Flo Merian
Product Marketing, Mintlify
I think Cal.com has a very good chance of creating a new category around being both great and well designed."
Guillermo Rauch
CEO, Vercel
"I just migrated from Calendly to Cal.com."
Kent C. Dodds
Founder of EpicWeb.dev
"Just gave it a go and it's definitely the easiest meeting I've ever scheduled!"
Aria Minaei
CEO, Theatre.JS
"I finally made the move to Cal.com after I couldn't find how to edit events in the Calendly dashboard."
Ant Wilson
Co-Founder & CTO, Supabase
"More elegant than Calendly, more open than SavvyCal, Cal.com works and it feels just right."
Flo Merian
Product Marketing, Mintlify
I think Cal.com has a very good chance of creating a new category around being both great and well designed."
Guillermo Rauch
CEO, Vercel
"I just migrated from Calendly to Cal.com."
Kent C. Dodds
Founder of EpicWeb.dev
"Just gave it a go and it's definitely the easiest meeting I've ever scheduled!"
Aria Minaei
CEO, Theatre.JS
"I finally made the move to Cal.com after I couldn't find how to edit events in the Calendly dashboard."
Ant Wilson
Co-Founder & CTO, Supabase
"More elegant than Calendly, more open than SavvyCal, Cal.com works and it feels just right."
Flo Merian
Product Marketing, Mintlify
I think Cal.com has a very good chance of creating a new category around being both great and well designed."
Guillermo Rauch
CEO, Vercel
"I just migrated from Calendly to Cal.com."
Kent C. Dodds
Founder of EpicWeb.dev
"Just gave it a go and it's definitely the easiest meeting I've ever scheduled!"
Aria Minaei
CEO, Theatre.JS
"I finally made the move to Cal.com after I couldn't find how to edit events in the Calendly dashboard."
Ant Wilson
Co-Founder & CTO, Supabase
Trusted by fast-growing companies around the world
Trusted by fast-growing companies around the world
Trusted by fast-growing companies around the world
Get started
Automate your scheduling with Cal.com. Create role aware workflows for mentors, parents, volunteers, and participants, reduce no shows, and standardize safety steps. Sign up to explore templates tailored to youth organizations or book a demo with our team.
Cal.com® and Cal® are a registered trademark by Cal.com, Inc. All rights reserved.
Our mission is to connect a billion people by 2031 through calendar scheduling.
English
Need Help? [email protected] or visit cal.com/help.
Solutions
Use Cases
Resources
Cal.com® and Cal® are a registered trademark by Cal.com, Inc. All rights reserved.
Our mission is to connect a billion people by 2031 through calendar scheduling.
English
Need Help? [email protected] or visit cal.com/help.
Solutions
Use Cases
Resources
Cal.com® and Cal® are a registered trademark by Cal.com, Inc. All rights reserved.
Our mission is to connect a billion people by 2031 through calendar scheduling.
English
Need Help? [email protected] or visit cal.com/help.
Solutions
Use Cases
Resources