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.



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



Name and assign it


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



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



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



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. 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.



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Updated on: 01/08/2026

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