Need to keep people in the loop who aren’t part of your Calendly organization? With Calendly Workflows, it’s easy to automate email reminders - even to external contacts. Whether you're notifying a colleague, client, or anyone else outside your team, the “Email Reminder to Someone Else” workflow ensures they stay informed without manual follow-up.

To set up this specific workflow, follow these steps:

1. Select the workflow that matches what you’d like to do, you have an option between a: Reminder, Follow-up and a Cancellation Notification.
   
    
2. Here, I selected ‘Email Reminder to Someone Else’. It then brings me to a page where I can customize the name, timing, content and which events it applies to:
   In my case, I’ll change the name and the content for better clarity when I visit it later.
    
3. When changing the email, you can adjust the recipients, subject and content. We have variables that you can use to automatically adjust so the information will match for every meeting that's scheduled:
   

   If you’re adding an email that's not in your organization, you’ll need to hit ENTER to add it correctly:
   

   
    
4. Once everything is adjusted to your liking, select Done, then Save to complete the process!
   
   
    

   Make sure you apply the workflow to the event

   
    
5. Once its applied and someone books an event, heres an example of what the test email looks like:
   

Do you use this feature already? Let us know if you have any questions!
 

FAQ:

Q. Can I use my personal email to send these notifications?

A. Yes, you can read our walkthrough on this over on our help center: How to send Workflow emails from your Gmail or Outlook account

Q. Can recipients unsubscribe from these emails?
A. Yes, recipients can opt out of future emails by clicking Unsubscribe from these notifications at the bottom of the email.