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# Workflows Setup to Cal ID

Workflows automate your notifications and reminders. Each workflow attaches to one or more event types, fires on a single **trigger**, and runs one or more **actions** — so you can send an email, SMS, or WhatsApp reminder before a meeting to cut no-shows, or a follow-up (a feedback survey, extra info, or a thank-you) after it ends.

| Set up a workflow

|| Open the Workflows tab

* Log in to Cal ID and click **Workflows** in the left sidebar.
* Use a default template for Email / SMS / WhatsApp, or click **+ Add Custom** to build your own with variables.

![](https://storage.crisp.chat/users/helpdesk/website/-/6/f/1/c/6f1c2c7b8034d000/image_c2w54t.png =1159x615)

You can also create one straight from an event type: **Event type › Workflows › Create a workflow**.

![](https://storage.crisp.chat/users/helpdesk/website/-/6/f/1/c/6f1c2c7b8034d000/image_32m7g1.png =1151x615)

|| Name and assign it

* **Name** the workflow (e.g., "24-hour reminder").
* **Select the event types** it should apply to.

![](https://storage.crisp.chat/users/helpdesk/website/-/6/f/1/c/6f1c2c7b8034d000/image_14adhk4.png =1168x615)

|| Choose a trigger

The trigger is what *starts* the workflow:

* A set time (minutes/hours/days) before an event starts
* When a new event is booked
* When an event is rescheduled
* When an event is cancelled
* A set time after an event ends

![](https://storage.crisp.chat/users/helpdesk/website/-/6/f/1/c/6f1c2c7b8034d000/image_1ngx07s.png =1168x615)

|| Add an action

Decide how to reach out, then click **Save**:

* Email to the host
* Email to the attendee
* SMS to the attendee
* SMS to a specific number
* WhatsApp to the attendee
* WhatsApp to a specific number

![](https://storage.crisp.chat/users/helpdesk/website/-/6/f/1/c/6f1c2c7b8034d000/image_k4wk2k.png =1174x615)

| Dynamic text variables

Insert variables into your messages — they're replaced with real booking data when the message is sent. If the location is a video app, `{{location}}` becomes "Zoom" or "Google Meet" and `{{meeting_url}}` is the join link; otherwise `{{meeting_url}}` is empty.

| Variable | Description |
| --- | --- |
| {{event_name}} | Title of the scheduled event |
| {{event_date}} | Date the event is scheduled |
| {{event_time}} | Start time of the event |
| {{event_end_time}} | End time of the event |
| {{timezone}} | Timezone of the recipient |
| {{location}} | Location of the event |
| {{organizer_name}} | The host's name |
| {{attendee_name}} | Full name of the attendee |
| {{attendee_first_name}} | Attendee's first name |
| {{attendee_last_name}} | Attendee's last name |
| {{attendee_email}} | Attendee's email address |
| {{additional_notes}} | Any additional notes for the event |
| {{meeting_url}} | Link to join the meeting |
| {{cancel_url}} | Link to cancel the event |
| {{reschedule_url}} | Link to reschedule the event |
| {{rating_url}} | Link for attendees to rate the event |
| {{no_show_url}} | Link to report a no-show |
| {{attendee_timezone}} | Timezone of the attendee |
| {{start_time_tz_booker}} | Start time in the attendee's timezone |
| {{end_time_tz_booker}} | End time in the attendee's timezone |
| {{event_type_name}} | Title of the event type |

| Send WhatsApp from your own number

If you pick a **WhatsApp** action, messages go out from the **Cal ID WhatsApp number** by default. To send from **your own** number, integrate WhatsApp Business from the App Store — see [Integrate WhatsApp Business](https://help.cal.id/en/article/integrate-whatsapp-business-1gw0ezw/). After integrating:

1. Create or edit a workflow.
2. Select a **WhatsApp** action.
3. Choose your **WhatsApp Business phone number**.
4. Select an **approved WhatsApp template** (created and approved in Meta).
5. Save.

![](https://storage.crisp.chat/users/helpdesk/website/-/6/f/1/c/6f1c2c7b8034d000/image_1l4rsa7.png =1163x615)

| Related articles

* [**Customizing Your Workflow Messages**](https://help.cal.id/en/article/customizing-your-workflow-messages-16m35ri/)
* [**Integrate WhatsApp Business**](https://help.cal.id/en/article/integrate-whatsapp-business-1gw0ezw/)