It’s not enough to get a meeting scheduled — you need to send reminders beforehand so everyone shows up (and on time!) and you need to follow up afterwards to pass along resources and kick off next steps.
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Calendly offers two features that automate pre- and post- meeting communications: Workflows and Basic Notifications. Check out this great article that compares these two tools, but to cut right to it: we recommend Workflows over Basic Notifications! Here’s why:
✅ Workflows can be applied to MULTIPLE event types, making them much easier to update and manage.
✅ Workflows can be sent based on more triggers, like if a meeting is booked, before it starts, once it starts, once it ends, or if it’s canceled.
✅ Workflows can be sent via email or SMS text message. Texts help make sure someone gets your message if they’re not in their email inbox.
✅ Workflows can be sent to invitees or hosts. Hosts also appreciate reminder Workflows so they show up on time and prepared, too.
✅ Workflows can be sent from and replies can go to your Gmail or Outlook email address so emails more recognizable in your invitee’s inbox.
✅ Workflows have more formatting options including bullets, numbered lists, and the choice to include a reconfirmation button.
✅ Workflows can be stacked with additional actions, like send a reminder email to the invitee plus a reminder text to the host.
The list goes on and on! But, you may already have Basic Notifications, and switching to a different tool can seem cumbersome. Don’t worry — turning a Basic Notification into a Workflow is simple and worth it. Your future self will thank you!
Follow these easy steps to turn a Basic Notification into a Workflow. We’ll show you how for a reminder email, but you can do the same for a follow-up!
- Open up two tabs: one with your reminder Basic Notification editor, and one with the reminder email to invitee Workflow editor.
- Review the reminder Basic Notification time trigger, and update that field for your reminder Workflow.
- Set the sent-from/reply-to email address for your reminder Workflow. Gmail and Outlook are options in Workflows!
- Copy the reminder Basic Notification subject line and message, and paste it in your reminder Workflow.
- Assign this Workflow to multiple meeting types. Save!
- Go back to your meeting type and turn your reminder Basic Notification OFF.
- Repeat step 6 for each meeting type that has your new reminder Workflow.
- DONE!
Note: It’s important to turn the Basic Notification OFF once the Workflow is ON so invitees don’t receive duplicate reminder emails.
We hope you enjoy these easier to manage and more flexible automated meeting reminders!
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