Send an email in Outlook when a specific event is canceled in Cal.com

■Overview

When a meeting scheduled in Cal.com is canceled, do you find yourself manually creating an email in Outlook to notify everyone involved each time?
Manual notifications are not only time-consuming but also carry the risk of missed messages and incorrect recipients.
With this workflow, you can automatically send an email from Outlook to everyone involved when a meeting is canceled in Cal.com, helping you streamline and resolve these notification challenges.

■Who Should Use This Template

• Anyone looking to connect Cal.com with Outlook and automate cancellation notifications
• Anyone who finds manual cancellation notifications time-consuming and wants to improve operational efficiency
• Team leaders who want to prevent missed updates about cancellations and share information quickly

■Benefits of This Template

• Automatically send an email from Outlook when a meeting is canceled in Cal.com, reducing the time spent on manual notifications
• Prevent human errors such as incorrect recipients and missed notifications caused by manually composing emails, ensuring reliable information sharing

■How the Flowbot Works

1. First, connect Cal.com and Outlook to Yoom
2. Next, select Cal.com as the trigger and set the “When a meeting is canceled (Webhook)” action
3. Then, configure branching in the operation so that the workflow proceeds only when specific conditions are met
4. Finally, set the “Send an email” action for Outlook in the operation to automatically email everyone involved based on the cancellation details

※ “Trigger”: An action that initiates the flow; “Operation”: An action that performs processing within the flow after the trigger starts

■Customization Options

• Set your preferred branching conditions, such as notifying only when the meeting includes specific participants
• In Outlook’s email-sending action, set your preferred recipients and subject. In the message body, include information obtained from the Cal.com trigger, such as the meeting name and cancellation time

■Notes

• ‍‍Connect both Cal.com and Outlook to Yoom.
• Microsoft 365 (formerly Office 365) offers plans for home users and business users (Microsoft 365 Business). If you are not subscribed to a business plan, authentication may fail.
• Branching is an operation available on the Mini plan and higher. On the Free plan, configured Flowbot operations will result in errors.
• Paid plans, such as the Mini plan, include a two-week free trial. During the free trial, you can use apps and features (operations) subject to plan restrictions.