> ## Documentation Index
> Fetch the complete documentation index at: https://mintlify.com/calcom/cal.com/llms.txt
> Use this file to discover all available pages before exploring further.
# Workflows
> Automate reminders, notifications, and follow-ups for your bookings
Workflows allow you to automate communications and actions based on booking events. Send email reminders, SMS notifications, WhatsApp messages, or trigger custom actions at specific times or events.
## Overview
A workflow consists of:
* **Trigger**: The event that starts the workflow (e.g., booking created, event starts soon)
* **Steps**: Actions to take (e.g., send email, send SMS)
* **Timing**: When to execute (immediately or at a specific time before/after the event)
* **Recipients**: Who receives the notification (host, attendee, or custom recipients)
```typescript theme={null}
// From workflows types.ts:19
type Workflow = {
id: number;
name: string;
trigger: WorkflowTriggerEvents;
time: number | null; // e.g., 24 for "24 hours"
timeUnit: TimeUnit | null; // "HOUR", "DAY", "MINUTE"
steps: WorkflowStep[];
};
```
## Workflow Triggers
```typescript theme={null}
// From constants.ts:3
enum WorkflowTriggerEvents {
BEFORE_EVENT // X time before event starts
AFTER_EVENT // X time after event ends
NEW_EVENT // Immediately when booked
EVENT_CANCELLED // When booking is cancelled
RESCHEDULE_EVENT // When booking is rescheduled
BOOKING_REQUESTED // When approval is requested
BOOKING_REJECTED // When booking is rejected
BOOKING_PAID // When payment is completed
FORM_SUBMITTED // When routing form is submitted
BOOKING_NO_SHOW_UPDATED // When no-show status changes
}
```
Execute at a specific time relative to the event:
```typescript theme={null}
{
trigger: "BEFORE_EVENT",
time: 24,
timeUnit: "HOUR" // 24 hours before event
}
```
Execute immediately when the event occurs:
```typescript theme={null}
{
trigger: "NEW_EVENT",
time: null,
timeUnit: null
}
```
Time-based triggers (BEFORE\_EVENT, AFTER\_EVENT) require a time and timeUnit. Immediate triggers don't.
## Workflow Actions
```typescript theme={null}
// From constants.ts:20
enum WorkflowActions {
EMAIL_HOST // Send email to event host
EMAIL_ATTENDEE // Send email to attendee
EMAIL_ADDRESS // Send to custom email address
SMS_ATTENDEE // Send SMS to attendee
SMS_NUMBER // Send SMS to custom number
WHATSAPP_ATTENDEE // Send WhatsApp to attendee
WHATSAPP_NUMBER // Send WhatsApp to custom number
CAL_AI_PHONE_CALL // Trigger AI phone call
}
```
### Email Actions
```typescript theme={null}
// Workflow step for email
type WorkflowStep = {
action: "EMAIL_HOST" | "EMAIL_ATTENDEE" | "EMAIL_ADDRESS";
sendTo: "user@example.com" | null; // For EMAIL_ADDRESS only
emailSubject: string;
reminderBody: string | null; // Email body
template: WorkflowTemplates;
includeCalendarEvent: boolean; // Attach ICS file
};
```
Sends to the event host(s). No `sendTo` needed.
Sends to the booking attendee(s). No `sendTo` needed.
Sends to a custom email address specified in `sendTo`.
### SMS and WhatsApp Actions
```typescript theme={null}
{
action: "SMS_ATTENDEE",
reminderBody: "Your meeting is starting in 1 hour!",
template: "REMINDER",
numberRequired: true, // Attendee must provide phone number
numberVerificationPending: false // Verification status
}
```
SMS and WhatsApp actions require phone number verification. The first time a number is used, the sender must verify it.
## Workflow Templates
```typescript theme={null}
// From constants.ts:33
enum WorkflowTemplates {
CUSTOM // Custom message
REMINDER // Default reminder template
RATING // Request feedback/rating
CANCELLED // Cancellation notification
COMPLETED // Event completed notification
RESCHEDULED // Reschedule notification
}
```
Templates provide pre-filled content with dynamic variables.
## Dynamic Variables
Use variables in your workflow messages:
```typescript theme={null}
// From constants.ts:57
[
"event_name", // Event type title
"event_date", // Event date
"event_time", // Event start time
"event_end_time", // Event end time
"timezone", // User's timezone
"location", // Meeting location
"organizer_name", // Host name
"attendee_name", // Attendee full name
"attendee_first_name", // Attendee first name
"attendee_last_name", // Attendee last name
"attendee_email", // Attendee email
"additional_notes", // Booking notes
"meeting_url", // Video meeting URL
"cancel_url", // Cancellation link
"reschedule_url", // Reschedule link
"rating_url", // Rating/feedback link
"no_show_url", // Mark as no-show link
"attendee_timezone", // Attendee's timezone
]
```
### Using Variables
```typescript theme={null}
{
emailSubject: "Reminder: {event_name} in 24 hours",
reminderBody: `
Hi {attendee_first_name},
This is a reminder that you have "{event_name}" scheduled for:
{event_date} at {event_time} ({timezone})
Location: {location}
Meeting URL: {meeting_url}
Need to reschedule? {reschedule_url}
See you soon!
{organizer_name}
`
}
```
Variables are automatically replaced with actual values when the workflow executes.
## Creating a Workflow
Go to Settings → Workflows from your dashboard
Click "New Workflow" and give it a descriptive name
Choose when the workflow should run (e.g., "Before Event")
For time-based triggers, specify how long before/after (e.g., 24 hours)
Add one or more actions (email, SMS, etc.)
Set recipient, template, and message content
Select which event types should use this workflow
## Workflow Schema
```typescript theme={null}
// From schema.prisma:1556
model Workflow {
id Int @id
name String
userId Int? // Owner (if personal)
teamId Int? // Owner (if team)
trigger WorkflowTriggerEvents
time Int? // Time value
timeUnit TimeUnit? // DAY, HOUR, MINUTE
steps WorkflowStep[]
// Activation
activeOn WorkflowsOnEventTypes[] // Event types using this
activeOnTeams WorkflowsOnTeams[] // Teams using this
activeOnRoutingForms WorkflowsOnRoutingForms[] // Routing forms using this
isActiveOnAll Boolean @default(false) // Apply to all event types
}
model WorkflowStep {
id Int @id
stepNumber Int // Order of execution
workflowId Int
action WorkflowActions
sendTo String? // Custom recipient
emailSubject String?
reminderBody String?
template WorkflowTemplates
// Phone/SMS specific
numberRequired Boolean?
numberVerificationPending Boolean @default(true)
sender String? // SMS sender ID
// Options
includeCalendarEvent Boolean @default(false)
autoTranslateEnabled Boolean @default(false)
sourceLocale String?
}
```
## Assigning Workflows
### To Event Types
```typescript theme={null}
// From schema.prisma:1598
model WorkflowsOnEventTypes {
workflowId Int
eventTypeId Int
workflow Workflow
eventType EventType
}
```
Assign workflows to specific event types from the workflow editor or event type settings.
### To Teams
```typescript theme={null}
// From schema.prisma:1622
model WorkflowsOnTeams {
workflowId Int
teamId Int
workflow Workflow
team Team
}
```
Team workflows apply to all team event types.
### To Routing Forms
```typescript theme={null}
// From schema.prisma:1610
model WorkflowsOnRoutingForms {
workflowId Int
routingFormId String
workflow Workflow
routingForm App_RoutingForms_Form
}
```
Workflows can trigger when routing forms are submitted.
## Workflow Reminders
```typescript theme={null}
// From schema.prisma:1652
model WorkflowReminder {
id Int @id
bookingUid String
booking Booking
workflowStepId Int
workflowStep WorkflowStep
method String // EMAIL, SMS, WHATSAPP
scheduled Boolean // Has been scheduled
scheduledDate DateTime // When to send
referenceId String? // External reference (e.g., email ID)
}
```
When a booking is created, workflow reminders are scheduled based on the trigger time.
Reminders are stored in the database and executed by a background job at the scheduled time.
## Common Workflow Examples
### 24-Hour Reminder
```typescript theme={null}
{
name: "24 Hour Reminder",
trigger: "BEFORE_EVENT",
time: 24,
timeUnit: "HOUR",
steps: [
{
action: "EMAIL_ATTENDEE",
template: "REMINDER",
emailSubject: "Reminder: {event_name} tomorrow",
reminderBody: `Hi {attendee_first_name},\n\nYour meeting "{event_name}" is scheduled for tomorrow at {event_time}.\n\nJoin here: {meeting_url}`,
includeCalendarEvent: true
}
]
}
```
### Booking Confirmation
```typescript theme={null}
{
name: "Booking Confirmed",
trigger: "NEW_EVENT",
time: null,
timeUnit: null,
steps: [
{
action: "EMAIL_ATTENDEE",
template: "CUSTOM",
emailSubject: "Booking Confirmed: {event_name}",
reminderBody: `Thank you for booking!\n\nDetails:\n- Event: {event_name}\n- Date: {event_date}\n- Time: {event_time}\n- Location: {location}\n\nNeed to reschedule? {reschedule_url}`,
includeCalendarEvent: true
},
{
action: "EMAIL_HOST",
template: "CUSTOM",
emailSubject: "New Booking: {event_name}",
reminderBody: `New booking from {attendee_name}\n\nScheduled for {event_date} at {event_time}`
}
]
}
```
### Follow-Up After Meeting
```typescript theme={null}
{
name: "Post-Meeting Follow-Up",
trigger: "AFTER_EVENT",
time: 1,
timeUnit: "HOUR",
steps: [
{
action: "EMAIL_ATTENDEE",
template: "RATING",
emailSubject: "How was your meeting?",
reminderBody: `Hi {attendee_first_name},\n\nThank you for meeting with us!\n\nWe'd love your feedback: {rating_url}`
}
]
}
```
### SMS Reminder
```typescript theme={null}
{
name: "SMS 1 Hour Before",
trigger: "BEFORE_EVENT",
time: 1,
timeUnit: "HOUR",
steps: [
{
action: "SMS_ATTENDEE",
template: "REMINDER",
reminderBody: "Reminder: {event_name} starts in 1 hour. Join: {meeting_url}",
numberRequired: true
}
]
}
```
### Multi-Channel Reminder
```typescript theme={null}
{
name: "Multi-Channel Reminder",
trigger: "BEFORE_EVENT",
time: 2,
timeUnit: "HOUR",
steps: [
{
action: "EMAIL_ATTENDEE",
template: "REMINDER",
emailSubject: "Starting soon: {event_name}",
reminderBody: "Your meeting starts in 2 hours."
},
{
action: "SMS_ATTENDEE",
template: "REMINDER",
reminderBody: "{event_name} in 2 hours. Join: {meeting_url}"
},
{
action: "WHATSAPP_ATTENDEE",
template: "REMINDER",
reminderBody: "Reminder: {event_name} at {event_time}"
}
]
}
```
## Best Practices
Too many reminders can annoy attendees. One 24-hour reminder is usually sufficient.
Make email subjects descriptive with dynamic variables
Always provide reschedule/cancel links in reminders
Create a test booking to verify workflow messages before going live
## Advanced Features
### Auto-Translation
```typescript theme={null}
// From WorkflowStep schema.prisma:1549-1550
{
autoTranslateEnabled: true,
sourceLocale: "en" // Translate from English to attendee's locale
}
```
### Time Unit Options
```typescript theme={null}
// From constants.ts:31
enum TimeUnit {
MINUTE // For very short reminders
HOUR // Most common
DAY // For advance reminders
}
```
### Workflow Types
```typescript theme={null}
enum WorkflowType {
EVENT_TYPE // Standard booking workflows
ROUTING_FORM // Routing form workflows
}
```
## Troubleshooting
### Workflow Not Triggering
1. **Check activation**: Verify workflow is assigned to the event type
2. **Review trigger conditions**: Ensure booking meets trigger criteria
3. **Check timing**: For time-based triggers, verify the scheduled time
4. **Verify workflow is active**: Workflows can be disabled
### Reminders Not Sent
1. **Check WorkflowReminder records**: Verify reminders were created
2. **Review scheduled date**: Ensure it's in the future
3. **Check email deliverability**: Emails might be in spam
4. **Verify phone numbers**: For SMS, ensure number is verified
## Related Features
* [Event Types](/features/event-types) - Assign workflows to event types
* [Bookings](/features/bookings) - Workflows trigger on booking events
* [Routing Forms](/features/routing-forms) - Workflows for form submissions