When an event is added to a specific user’s calendar in Calendly, send an email in Outlook

■Overview

Scheduling meetings with Calendly is convenient, but manually sending follow-up emails from Outlook every time a meeting is booked can be time-consuming. This becomes even more challenging when managing multiple meetings at once, as missed emails and content errors are more likely to occur.

With this workflow, you can detect when a new meeting is added to your calendar through Calendly and automatically send an email from Outlook. Eliminate the time and errors associated with these manual tasks and streamline your workflow.

■Who should use this template

• Anyone who manually sends follow-up emails from Outlook after scheduling meetings with Calendly
• Anyone who wants to eliminate errors and omissions in communications after scheduling meetings using Calendly and their calendar
• Anyone who wants to automate the entire process from scheduling meetings to contacting participants and focus on core tasks

■Benefits of using this template

• Emails are sent automatically when a meeting is added to Calendly, reducing the time previously spent creating and sending emails manually.
• Prevent human errors such as forgetting to send an email or entering the wrong recipient, ensuring reliable communication.

■Flow Bot steps

1. First, connect Calendly and Outlook to Yoom.
2. Next, select Calendly as the trigger and set it to “When a meeting is added to a specific user's calendar (webhook trigger).”
3. Finally, set up Outlook's “Send an email” action as the operation, then specify the recipients, subject, and body to automatically send the email.

※“Trigger”: An action that starts the flow. “Operation”: An action that processes information within the flow after the trigger starts.

■Customizing this workflow

• For the Outlook email action, customize the recipient email address, subject, body, and other fields as needed.
• You can include information retrieved from the Calendly trigger, such as the “meeting date and time” and “participant name,” in the body to automatically send personalized email invitations.

■Notes‍

• Connect both Calendly and Outlook to Yoom.
• Microsoft 365 (formerly Office 365) offers home and business plans (Microsoft 365 Business). Authentication may fail if you are not subscribed to a business plan.