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For a meeting to go off without a hitch, you may need to involve teammates or external stakeholders who won’t be in the meeting itself. These non-attendees often have an important role in making your meeting successful, from preparation to follow-up. For example:

 

  • A teammate helps you create an agenda or presentation before a meeting
  • An executive assistant works to get a meeting rescheduled or fill the time slot
  • A contractor has post-meeting tasks like sending documents out to be signed

 

Or, you might need to send a message to someone outside your organization to keep them informed on meeting updates. For example, a realtor selling a home needs to remind the homeowners of an upcoming showing so they tidy up and leave before the prospective buyers arrive.

 

Before

In order to keep stakeholders in-the-know on your meetings, you had to manually forward an email or CC someone in. ​​​​​

 

Now

You can use Workflows to automatically send meeting update emails to non-attendees so they have all of the context they need to get next steps going and support successful meetings! 

 

As always, Workflows are fully customizable so you can include instructions, details, and more in the body of the email so the recipient knows what’s needed. Set up a Workflow to send at the right time for your specific processes — these emails don’t need to be dependent on the emails you as a host receive! Get started fast with new Workflows templates, but you can also create a custom Workflow to send an email to someone else.

 

 

Check out the help center article for step-by-step instructions. 

 

⭐Pro Tip: Integrate your Gmail or Outlook with Workflows so emails send from, and reply to, your email address. This makes your email more recognizable and trusted in your invitees inbox!

 

Learn more about Workflows: 

For our use case, this would be especially useful if we could use an answer as the “to:” for these workflows. 

Normally an internal person fills it out for the Invitee, we have them specify themselves as an additional guest so that they can follow up. But I would love to automate that based on answer and not have to send them all of the same contacts we send to the invitee.

Hey ​@Danny_Tatlow! Thanks for reaching out on this. 

I think this would be a great addition - I’ve added this to our internal board for feature requests. Hopefully we’ll see this added in the future.

However, in the meantime, this is something possible through our Zapier integration. Zapier allows you to connect Calendly to multiple different applications such as Sheets, Gmail or Outlook. With this, you can have Zapier automatically sent emails to specific people in or outside of your Calendly organization. You can read more about this integration here: Calendly + Zapier

Let me know if you have any questions!

Hey ​@Danny_Tatlow! Thanks for reaching out on this. 

I think this would be a great addition - I’ve added this to our internal board for feature requests. Hopefully we’ll see this added in the future.

However, in the meantime, this is something possible through our Zapier integration. Zapier allows you to connect Calendly to multiple different applications such as Sheets, Gmail or Outlook. With this, you can have Zapier automatically sent emails to specific people in or outside of your Calendly organization. You can read more about this integration here: Calendly + Zapier

Let me know if you have any questions!

 

There’s workarounds for sure. we do not use Zapier but appreciate the thought. 

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