Workflows
Automate emails, SMS, and other actions when events are scheduled, cancelled, or completed.
Updated 2 min read
title: Workflows category: Automation order: 1 description: Automate emails, SMS, and other actions when events are scheduled, cancelled, or completed.
Workflows
Workflows automate actions based on booking events. Define triggers (when something happens) and actions (what to do), and SchedulingKit handles the rest — sending emails, SMS messages, or tagging contacts automatically.
Where to find it
- Sidebar: Workflows.
- Routes:
/workflows(list),/workflows/create,/workflows/{id}/edit.
List page
- Lists all workflows with name, trigger description, and linked event type (or "All event types").
- Toggle a workflow on/off without deleting it.
- Actions: Edit, Delete.
Creating a workflow
- Click Create.
- Set the workflow name (e.g. "Booking confirmation email", "Reminder SMS 1 hour before").
- Choose the trigger — when should this workflow run?
- Add one or more actions — what should happen?
- Optionally link to a specific event type or apply to all.
- Save.
Triggers
| Trigger | Description |
|---|---|
| When event is scheduled | Fires immediately when a booking is created |
| When event is cancelled | Fires when a booking is cancelled |
| When event is completed | Fires after the event ends |
| Before event starts | Fires at a configurable offset (e.g. 1 hour, 1 day before) |
| After event ends | Fires at a configurable offset (e.g. 30 minutes, 1 day after) |
For "before" and "after" triggers, set the offset in minutes, hours, or days.
Actions
| Action | Description |
|---|---|
| Send email to invitee | Send a custom email to the person who booked. Subject and body support merge tags. |
| Send email to host | Send a custom email to the event host/provider. |
| Send SMS | Send an SMS message to the invitee or host (requires SMS provider configured). |
| Add tag | Add a tag to the client/contact record. |
| Remove tag | Remove a tag from the client/contact record. |
You can add multiple actions to a single workflow (e.g. send email AND send SMS when an event is scheduled).
Merge tags
Email and SMS templates support merge tags that are replaced with actual data:
{event_name}— Name of the event type{event_date}— Date of the event{event_time}— Time of the event{invitee_name}— Name of the person who booked{invitee_email}— Email of the person who booked{host_name}— Name of the host{location}— Meeting location{cancel_link}— Link for the invitee to cancel{reschedule_link}— Link for the invitee to reschedule{questions_and_answers}— Intake form responses- And more, depending on the context.
Event type scope
A workflow can apply to:
- One specific event type — Only bookings for that type trigger the workflow.
- All event types — Every booking in your team triggers it.
SMS configuration
SMS actions require an SMS provider to be configured in team settings. Supported providers:
- Twilio — Enter Account SID, Auth Token, and From Number.
- Vonage — Enter API Key, API Secret, and From Number.
SMS credits may be plan-dependent.
Relationship to notification defaults
Workflows complement the notification defaults (Settings → Notifications). Notification defaults control the standard confirmation, reminder, and follow-up emails. Workflows let you create additional custom automations beyond the defaults.
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