Skip to main content

 

Hi Calendly Community,

I could use a little help figuring something out. I manage multiple restaurant and event space locations, and I've set up individual booking forms (event types) for each location that allow prospective clients to schedule a tour.

Here's what I'm trying to do:

When someone books a tour through a Calendly form:

  1. I want to receive an email notification.

  2. I also want the on-site manager of the location to receive both an email notification and a calendar invite for the scheduled time/date.

I know I can assign multiple hosts to an event, but in this case, I don’t necessarily need the manager to be a co-host—just someone who gets alerted and added to the calendar for awareness and scheduling purposes.

Is there a way to do this through Workflows, or another automation within Calendly? I’ve tried a few setups but haven’t found a clean solution yet.

Would love any ideas, best practices, or workarounds others may be using for multi-location coordination and notifications!

Thanks so much in advance

Hi ​@Redphonebooth - Thanks for reaching out on this! Theres a couple ways we can workaround this.

Since we’d want to avoid adding the manager as a co-host for one event, you can do one or both of the following so they can get an email and a calendar event:

  1. You can use our Email to someone else workflow to alert the manager whenever a new meeting is booked, and the details of that meeting. However, this does not populate with an event in this case, only an email. You can read more on this here: https://help.calendly.com/hc/en-us/articles/27216797350423-How-to-send-Workflow-emails-to-non-meeting-participants
  2. If you’d like to add an event to their calendar when specific meetings are booked, you can use our Zapier integration to setup additional connections to their calendars. In this case, you can create a flow that whenever a specific location is booked, Zapier will auto-populate an event on the calendar that you set. You can read how to connect this to your account here: https://help.calendly.com/hc/en-us/articles/235289507-Calendly-Zapier

    Zapier also has plenty of guides and a great support team if you need any help setting up this type of flow!

Of course, there is always the option of manually inviting users to the events that populate on your calendar, but this would add more work to your plate. 

I’ll leave the thread open in case any other users have more ideas, but let me know if you have any questions in the meantime!

Reply


Need Help? Visit 'Get Help. Give Help.'
Terms & ConditionsCookie Settings