Automating Email Reminders for External Clients in Calendly Workflows

Question

Hi Calendly Community,I’m trying to set up automated email reminders for external clients (not in my Calendly org) using Workflows, but the emails aren’t sending consistently. I’m on the Standard plan with Google Calendar integration.Details:Setup: Calendly Standard plan, One-on-One event type, Google Calendar connected, notifications set to no-reply@calendly.com.	Issue: Workflow configured to send a reminder email to external clients 24 hours before meetings. Some clients receive it, others don’t (e.g., Gmail vs. Outlook).	Steps Tried:	Set up “Email Reminder to Someone Else” Workflow in Event Type settings (June 28, 2025).		Verified email addresses in booking form (no typos).		Checked Workflow settings: trigger is “Before event,” recipient is “Invitee email.”		Tested with my own Gmail and Outlook accounts; Gmail received, Outlook didn’t.		Environment: Latest Chrome browser, Google Calendar sync active, no spam flags in logs.Is this a known issue with Outlook delivery or a Workflow config problem? Any tips to ensure reliable email delivery for external clients? Thanks for any help!

Bhola81736 · Answer

Thanks for the reply and suggestion! The email reminder issue for external clients is fixed now. I adjusted the Workflow to use a custom “From” email (instead of no-reply@calendly.com), and now emails are delivering to both Gmail and Outlook consistently. I suspect Outlook was rejecting the default address, as you mentioned. I’ll reach out to support@calendly.com if it happens again. Appreciate the help!Best,David James ( Founder of TheYesNoButton )

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