How to set up Workflows

How to Set Up Workflows in the Booking Pages Tab

Workflows let you automate emails (or webhooks) around your bookings. For example, send a confirmation the moment someone books, a reminder 24 hours before, or a follow-up after the meeting ends.

Before you start

• Workflows only apply to bookings made after you turn the workflow on. Past bookings are not affected.

• You need an active booking page to attach a workflow to.

Step 1: Open the Workflows panel

1. Go to the Booking Pages tab.

2. Find the booking page you want to automate.

3. Click ⚡ Workflows on that page's card.

Step 2: Create a new workflow

1. In the Workflows panel, click New Workflow (or similar "add" button).

2. Give it a name you'll recognize later, like "24hr reminder" or "Thank you email."

Step 3: Choose a trigger

The trigger decides when the workflow fires. Pick one:

If you choose Before the event or After the event, you'll also set how many minutes (for example, 1440 minutes = 24 hours).

Step 4: Add one or more steps

Each workflow can have multiple steps, and each step is either:

• Email — sent to the attendee or the host (you)

• Webhook — sends booking data to a URL you provide (for connecting other tools)

For email steps, fill in:

• Recipient: attendee or host

• Subject

• Body

You can personalize the email body and subject with these variables:

• {{invitee_name}}

• {{event_name}}

• {{start_time}}

• {{host_name}}

• {{location}}

• {{meeting_link}}

• {{cancel_link}}

• {{reschedule_link}}

Example: Hi {{invitee_name}}, see you at {{start_time}}!

Adding links

Email bodies support standard markdown link syntax:

[link text](https://example.com)

Example: Add this to your calendar: [Add event]({{meeting_link}})

This renders as a clickable link in the sent email, instead of showing the raw URL. You can combine it with variables, as shown above.

For webhook steps, you'll need the destination URL. A webhook secret is optional and, once saved, cannot be viewed again (only replaced).

What to use webhooks for

A webhook sends booking details to a URL of your choice the moment the trigger fires. This is how you connect Multical to other tools you already use. Common examples:

• Zapier or Make: catch the webhook and fan it out to almost anything (Google Sheets row, Slack DM, text message, another app).

• Slack: post a message to a channel when someone books, cancels, or no-shows, so your team sees it in real time.

• CRM (HubSpot, Airtable, etc.): create or update a contact/record automatically when someone books a call.

• Spreadsheets (Google Sheets, Airtable): log every booking to a running list without manual entry.

• Custom systems: if you or your team has an internal tool or database, a webhook can feed booking events into it directly.

You don't need to build the receiving end yourself. Zapier and Make both offer a "Catch Webhook" trigger you can point a Multical webhook step at, then build any downstream automation from there without writing code.

Step 5: Turn it on

Toggle the workflow active. Inactive workflows are saved but won't fire.

Step 6: Save

Click save. Your workflow now applies to any new booking on that page.

Good to know

• Reschedules: if a booking's time changes, any pending "before/after event" emails are recalculated against the new time automatically. A "when rescheduled" workflow (if you have one) fires too.

• Cancellations: cancelling a booking stops any pending time-based emails for it and fires your "when cancelled" workflow, if you have one.

• Editing: you can edit a workflow's trigger, steps, or active status at any time. Changes apply going forward only.

• Deleting: deleting a workflow also removes its scheduled and past-send history for that workflow.

Troubleshooting

• Email didn't send: double check the workflow is marked active, and that the trigger applies to the booking in question (for example, a "before event" workflow only applies to future, confirmed bookings).

• Wrong info in the email: check your {{variable}} spelling matches the list above exactly.