Workflows
With Workflows, you no longer need to manually create notifications for appointment bookings, copy-paste, or send reminder/follow-up messages. Automating these processes saves time and effort, as these tasks are now handled automatically through your defined workflows.
In this article, we will create a workflow step by step to personalize our entire communication surrounding the appointment.
Creating a New Workflow
A workflow can be assigned to multiple Meeting Types. If you haven't created a Meeting Type yet, read our guide on Meeting Types first.
- Go to the Workflows Overview
- Click on the blue "New" button in the top right corner.
- A popup will appear. Click on "Create Custom Workflow"
- You've now created your first workflow. Rename the workflow on the left as needed
- Link the workflow to your Meeting Type by selecting it from the dropdown under the workflow name
In the following sections, we'll look at how to create notifications according to your preferences.
Reminder/Appointment Reminder
First, we'll set up an appointment reminder. Appointment reminders are sent before the appointment starts to remind participants of the upcoming appointment.
You can send one or multiple reminders shortly before the appointment or several days before.
To configure the reminder, in our first trigger, select "Before Meeting Start" and choose a time like "15 minutes". As the action, we want to "Send email to attendees".
Then click on "Edit template" to customize the email content.
Now you can customize the subject and content of the email. Use dynamic tags to personalize the text, for example, to insert the correct appointment link.
Example Reminder Text
Hello {!M.Guest.Firstname},
Just a reminder that our meeting starts in just 15 minutes.
Click the following link to join:
{!M.Meeting.Link}
Looking forward to seeing you shortly in our meeting! See you soon,
{!M.Host.Firstname}
If you want to set up additional reminders, simply create more triggers for the "Before Meeting Start" event.
Follow-up
A follow-up is sent after the appointment ends and can serve various purposes. For example, you can outline next steps or send a feedback survey.
Here too, you can send one or multiple follow-ups shortly after or several days after the appointment.
To configure the follow-up, add a new trigger by clicking "Create new trigger" at the bottom.
Now select "After Meeting Start" as the event and set the desired time, e.g., "1 hour". As the action, we again want to "Send email to attendees".
Then click on "Edit template" to customize the email content.
Now you can customize the subject and content of the email. Use dynamic tags to personalize the text, for example, to include specific meeting information.
Example Follow-up Text
Hello {!M.Guest.Firstname},
We hope the meeting was informative and productive for you. We would like to receive your feedback to further improve our services.
Please take a moment to fill out our feedback form. Your opinion is very important to us!
Here is the link to the feedback form: <Link to Form>
Thank you in advance for your support! If you have any further questions or concerns, feel free to contact me anytime.
Best regards,
{!M.Host.Firstname}
If you want to set up additional follow-ups, simply create more triggers for the "After Meeting Start" event.
Conclusion
With Workflows, you save yourself manual work. You can automate workflows by creating multiple triggers within a workflow. Use dynamic tags to personalize your messages.
FAQ
Do I need a Meeting Type to create a Workflow?
Yes. A Workflow must be linked to at least one Meeting Type. If you haven’t created one yet, check out our guide on Meeting Types first.
Will my messages be personalized?
Yes, using dynamic tags, each message is automatically tailored with the guest’s name, meeting link, and other relevant info — no manual edits needed.
Why should I use Workflows?
Using Workflows helps you:
- Save time
- Ensure consistency in communication
- Never forget a reminder or follow-up
- Improve the client experience with timely, personalized messages
Updated on: 13/08/2025
Thank you!