Booking Link Workflows

Workflows in OneCal allow you to send emails when a certain action happens in one or more of your Booking Link. Workflows are a great way for you to reduce no-shows and to automate follow-up actions after a meeting is over. Some common use-cases for workflows are:

• Sending a reminder to the scheduler 10 minutes before a booking starts
• Sending an automatic email follow up to the scheduler after the meeting is over
• Sending a notification email to your boss when a new meeting is scheduled

Getting started

To get started with Workflows navigate to the "Workflows" page from the left navigation menu. To create your first workflow, you can either use one of the pre-made templates, or start from scratch by clicking on the "New Workflow" button.

Workflow Metadata

In this section you will specify general metadata related to this workflow:

• Workflow Name: A descriptive name for this Workflow to help you easily identify it later.
• Apply To: Which Booking Links this Workflow will be applied to. By default, workflows are applied to all Booking Links.

Workflow Trigger

The Workflow trigger is what causes this workflow to start and when. The trigger is made up of two parts:

• Trigger Event: Which event will trigger this workflow. Possible values are:
  • Before Event Starts: Workflow is triggered some time before the event starts.
  • After Event Ends: Workflow is triggered some time after teh event ends.
  • When Booking is Created: Workflow is triggered when a new Booking is created for the selected Booking Link(s). If the Booking Link requires approval, this workflow is triggered at the time the Booking is requested not when it is confirmed.
  • When Booking is Cancelled: Workflow is triggered when an existing booking is cancelled either by the host or the scheduler.
  • When Booking is Rescheduled: Workflow is triggered when an existing booking is rescheduled either by the host or the scheduler.
• Trigger Time: "Before Event Starts" and "After Event Ends" trigger events require an additional time parameter to be specified. Other event types do not require a time period to be specified and will trigger the workflow instantly at the time the event happens.

Workflow Action

The Workflow Action is the effect which this workflow will perform once it is triggered. For the moment, actions are limited to emails but in the future actions will also include SMS. The following actions are available:

• Send email to attendees: Will send an email to attendees (excluding host).
• Send email to host: Will send an email to the Booking Link host(s).
• Send email to specific email address: Will send an email to a specified email address.

You will also be able to specify the following content for the emails:

• Subject: Subject of the email
• Body: Body contents of the email

You can use Variables in your email's subject or body which will be replaced with actual values at the time the workflow is triggered. Click on the "Variables" button to see the list of variables which is available to you.