Help / Workflows

Workflows overview

A workflow is a small automation: "when this happens to a meeting, send that message." You build one or more steps (each with a trigger and an action), attach the workflow to the event types it should apply to, and 42min runs it. Manage workflows from Workflows.

What it is

• A workflow has a name, an on/off status, a list of steps, and a set of event types it's attached to.
• Each step is a trigger + action, e.g. "24 hours before the event, email the invitee this reminder."
• The same workflow can cover several event types; an event type can have several workflows.
• The booking confirmation email is always sent. Reminders and follow-ups come from workflows, and a new event type starts with the built-in reminder workflow (1h & 24h before the event) pre-selected, and you can detach it, edit it, or add your own.

Zoom

When to use it

• Cut no-shows with a reminder a day (and an hour) before.
• Send a follow-up after the meeting: next steps, a recording, a feedback link.
• Tell the host something extra when a booking comes in or gets canceled.

How to do it

1. Open Workflows → Create Workflow.
2. Name it and add steps. For each, pick the trigger and action and write the message.
3. Attach the workflow to the event types it should run for.
4. Turn it on. (You can also attach a workflow from the event type's Workflow tab; see the editor overview.)

Common pitfalls

• Set up but nothing sends. Check the workflow is on and attached to the event type in question, and both are required. To see what actually went out (and why a step was skipped), use the Message log button on the Workflows page, which opens the sent-messages history filtered to workflow messages.
• Reminders for a meeting that's hours away. A "before event" step won't fire if the booking is created inside its lead time (a 24-hour reminder can't be sent for a meeting booked 2 hours out). That's expected.
• Duplicate messages. If two workflows attached to the same event type both send a reminder, the invitee gets two. Keep one reminder workflow per event type.
• SMS needs phone numbers (and an opt-in). An SMS step only reaches invitees who provided a phone number; respect the SMS opt-in setting on the event type.