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How to send Calendly event reminders via email

How to send Calendly event reminders via email

Relay.app is an automation tool that lets you automate actions across Gmail, Calendly, and many other apps. In this guide, we'll show you how to automatically run the “send email” action in Gmail for each event upcoming in Calendly using Relay.app.
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Calendly logoCalendly > Gmail
Trigger
Last triggered
Calendly logoEvent upcoming
Gmail logoSend email
1

Add the Calendly trigger

Add the Calendly trigger to initiate your playbook's actions before upcoming events.

To do this, click "Add trigger" in your playbook and choose the Calendly "Upcoming events" trigger. This will allow your playbook to automatically detect upcoming meetings and initiate necessary actions.

If you have not previously connected your Calendly account to Relay, a prompt will guide you through the connection process.

2

Add the Gmail automation

Integrate the Gmail automation into your playbook to ensure prompt email reminders are sent for Calendly events.

Select "Add step", then locate the "Send an email" automation for Gmail, and input the relevant details, such as the recipient's invitee email, the subject of the reminder, and the body of the message containing the event details.

If your Gmail account isn't already connected to Relay, you will be prompted to complete that connection. Make sure to allow the necessary permissions for Relay to send emails through your Gmail account.

3

Turn on your playbook

Activating your playbook is the final step to automate Calendly event reminders via Gmail. Once turned on, it will respond to new Calendly events by sending out email reminders without manual intervention.

To enable your playbook, click the toggle button located in the header. It is advisable to perform a test run of your playbook beforehand to ensure all steps work seamlessly together and reminders are being sent correctly.

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Frequently asked questions

Does Calendly send email reminders?

Yes, Calendly automatically sends email reminders to both the organizer and the attendee. These reminders are customizable in settings, allowing you to set when the reminders are sent before an event.

How do I embed Calendly times in an email?

To embed Calendly times in an email, use the Calendly email add-on or extension for your email client if available. Alternatively, you can create a link to your Calendly schedule, insert it into your email, and direct recipients to book a time directly from your Calendly page.

To send a Calendly email link, first go to your Calendly dashboard and copy the unique link to your meeting or event page. Then, paste this link into your email message. You can customize the text to invite recipients to click on the link and schedule a meeting with you.

How do I email Calendly workflow?

To email a Calendly workflow, start by creating or customizing a workflow in Calendly that includes email actions (e.g., confirmation, reminder, follow-up emails). Once set up, this workflow will automatically send emails based on the triggers and conditions you've established for your event types. You can manage these workflows from your Calendly account settings under the 'Workflows' section.