How to send Automation emails to non-meeting participants

Learn how to set up Automations to automatically send emails with meeting details to recipients other than the host or invitee. These emails keep your teammates and external stakeholders updated on your meeting status, so they know when to act and support your meetings.

For example, you can:

• Prep meeting materials: Remind your teammates to create a meeting agenda or presentation
• Make cancellation adjustments: Prompt your Executive Assistant to reschedule or fill the time slot.
• Assist with follow-ups: Notify a contractor that the meeting ended so they get started on to-do’s.

Before you begin

• You can send Automation emails to any email address, even if the recipient isn’t part of your Calendly organization or attending the meeting.
• You can include up to 10 recipients per Automation email.
• Each Automation can include only one Email to someone else action, and each event type can have up to three of these Automations.

Create the Automation

1. Go to Automations.
2. Select + New automation.
3. Choose one of the Email to someone else templates:
• Email reminder to someone else
• Email follow-up to someone else
• Email cancellation notification to someone else
4. Follow the prompts to customize your Automation. For detailed steps, see this article.

Unsubscribing from Automation emails

Recipients can opt out of future emails by clicking Unsubscribe from these notifications at the bottom of the email.