Workflows Setup to Cal ID

Open the Workflows tab

Log in to your Cal ID account, then click Workflows in the left sidebar.From here you can use a default template for Email, SMS, or WhatsApp, or build a custom template with your own variables. To start a custom template, click + Add Custom.

You can also start a workflow directly from an event type: Event type → Workflows → Create a workflow.

Name and assign the workflow

Before adding any logic, identify what this workflow is for:

• Name your workflow: Give it a clear title (for example, “My 24-Hour Reminder”).
• Select event types: Check the boxes for the specific meetings this workflow should apply to.

Choose a trigger

The trigger is the event that starts the automation. Pick one from the dropdown:

Trigger	Fires when
Before event starts	A set number of minutes, hours, or days before the event begins
Event is cancelled	A booking is cancelled
New event booked	A new booking is created
After event ends	A set number of minutes, hours, or days after the event ends
Event is rescheduled	A booking is rescheduled

Add an action

The action decides how you reach out. An action is a designated notification type, for example a reminder to an attendee, a specific phone number, or an email address. Pick one from the dropdown:

Action	Sends to
Send email to host	The meeting host
Send email to attendee	The person who booked
Send SMS to attendee	The person who booked
Send SMS to a specific number	A fixed phone number you enter
Send WhatsApp message to attendee	The person who booked
Send WhatsApp message to a specific number	A fixed WhatsApp number you enter

When everything looks right, save the workflow.

Create or edit a workflow

Select a WhatsApp action

Choose your number and template

Save the workflow

Save your changes.