Notify a Specific Email Address via Workflow
Send automatic booking notifications to any email address — such as a shared team inbox — using workflows.
You can use workflows to automatically notify any email address when a booking is made, rescheduled, or cancelled. This is useful for shared inboxes, dispatch teams, or any third party that needs to be kept in the loop — without being added to the calendar invite as an attendee.
This feature requires a Growth plan or higher. Up to 5 email addresses can be notified per workflow action.
When to use this
- A dispatch or operations team needs to review or coordinate every booking
- A shared inbox (e.g.
info@company.com) should receive booking confirmations alongside the host - An external partner or assistant should be notified without appearing in the calendar event
How to set it up
- Go to Workflows in your dashboard
- Open an existing workflow, or click New to create one
- Select or create a trigger (e.g. Booking confirmed)
- Click Add action within the trigger
- In the action type dropdown, select "Send email to a specific address"
- Enter the email address(es) in the field that appears — separate multiple addresses with commas
- Click Edit template to customize the email content
- Click Save
You can use dynamic tags in your template to include booking details automatically, such as {!M.Guest.Fullname}, {!M.Meeting.Start}, or {!M.Meeting.Venue}.
Example use case: Dispatch inbox
A consulting company wants their central dispatch mailbox (dispo@company.com) to be notified whenever a consultant's calendar is booked.
- Create a workflow and assign it to all relevant meeting types
- Add a trigger: Booking confirmed
- Add action: Send email to a specific address →
dispo@company.com - Customize the template to include guest name, meeting time, and any booking form answers
- Save and activate the workflow
The dispatch team now receives an email for every new booking, separate from the consultant's own confirmation.
Combining with host approval
If you also use Host Approval, you can notify the dispatch inbox at the moment a request comes in:
- Add a Booking confirmed trigger action to notify the inbox after approval
- Or add a second action on the same trigger to notify both the host and the inbox simultaneously
Limits
| Limit | Value |
|---|---|
| Max email addresses per action | 5 |
| Plan required | Growth or higher |
| Calendar invite | Not added (email-only notification) |
Recipients added here receive a workflow email only — they are not added to the calendar event. To add someone to the calendar invite, use the guest/bring-along feature on the booking form instead.
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