Workflows

Reminders that send themselves.

Texts, emails, WhatsApp messages and calls go out around every booking, when you say, in each guest's own time zone.

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Tuesday 3 November

17:00

Messagesnow

Cal

Hi Reilly Barry, this is a reminder that your meeting (Discovery call) with Lena Brandt is on 2026 Nov 4 at 5:00pm Asia/Tokyo.

Discovery call reminder

Create a text reminder workflow for my attendees on “Discovery call”

Create this workflow?

Discovery call text reminder
  • Texts attendees a reminder 24 hours before their event
  • Texts can use SMS credits
Don't createCreate workflow
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One workflow, top to bottom

This is the workflow behind Reilly's discovery call with Lena. Each step runs when its moment comes, and Lena doesn't send a thing.

Trigger

A booking starts it

Each workflow has one trigger: an event booked, canceled or rescheduled, or a set time before it starts or after it ends. This one runs on every Discovery call.

Timing

Wait until it's useful

Minutes, hours or days before the event. Twenty-four hours ahead, the reminders go out in time for Reilly to plan his day.

Text message

A text to the attendee

Reilly gets an SMS with the call's name, date and time in his own time zone. Send to the attendee, or to any number you choose.

Email

An email to every guest

Use Cal.com's template or write your own with variables for the name, the time and the location, so each guest reads their own details.

After the call

The follow-up sends itself

An hour after the call ends, Reilly gets a thank-you with a link to book the next one, while the call is still fresh.

Watch it set up

A short recording of the same workflow, from its trigger to the follow-up, in the steps above.

Tutorial0:40

In this video

One booking, four messages.

Reilly books a discovery call with Lena. Each workflow waits for its moment and sends one thing.

Write it once. Each guest reads their own.

Variables fill in the name, the meeting and the time in the guest's zone. Switch the guest to see the same text twice.

Big leads get a call. Everyone else, an email.

Paths split a workflow on what people answered. When a company over 500 people fills in your form and doesn't book, the Cal.ai Phone Agent calls them 15 minutes later.

Start from a template.

The common ones are ready: a text the day before, a follow-up for no-shows, a reminder to bring ID. Change the words and the timing, then save.

Try another feature

Each one works the same way: set it up once on a link, or ask Cal.ai to do it for you.

Automation

Cal Pay

Payments and deposits on booking.

Automation

Cal Video

Built-in video with recordings.

Automation

Embed

Booking inside your site or app.

Questions about Workflows

What they send, when, and who can build them.

Ask a question

Set the reminders once.

Sign up and start from a template. Your next booking gets its first reminder.

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