How to reconfirm meetings with Workflows

Reduce no-shows by using Workflows to send automated messages that request invitees to confirm their attendance at your meetings.

What to expect as an invitee

To confirm attendance, invitees can select the Yes, I'm attending confirmation button located in the email.

They can also select the confirmation link found in the text message.

What to expect as a host

Once an invitee confirms their attendance, you will receive an automated email with the meeting details.

In Calendly, meetings with confirmed invitees will show up under the Meetings page. For confirmed one-on-one events, Invitee confirmed will show up under the time of the event.

For each confirmed spot in a group event, Invitee confirmed will appear next to the invitee’s name. The total number of confirmed invitees will also be displayed next to the remaining spots.

Set up a reconfirmation email

Create or edit your Workflow

• You can create a new reconfirmation Workflow by choosing the Email invitee to reconfirm template.
  
• If you're creating a custom Workflow or editing an existing Workflow, you can manually include the reconfirmation button in your email in the next step.

Edit your message

• When you use the reconfirmation template, the Include reconfirmation button option is already checked. Keep it checked, so invitees can confirm the meeting.
  
• If you're creating your own message or editing another Workflow, be sure to check this option.

Save your Workflow

When you're done, select Save.

Set up a reconfirmation text

When sending text messages, remember there are some special notes, like character count limits.

Create or edit your Workflow

• You can create a new reconfirmation Workflow by choosing the Text invitee to reconfirm template.
  
• If you're creating a custom Workflow or editing an existing Workflow, you can manually include the confirmation link in your text message in the next step.

Edit your message

• When you use the reconfirmation template, the Confirmation Link variable is already in the text message. Keep it in your message, so invitees can confirm the meeting.
• If you're creating your own message or editing another Workflow, be sure to include the {{confirmation_link}} variable.
  

Save your Workflow

When you're done, select Save.