How to send Cal.com event reminders via Gmail
Create your playbook
Your playbook will define the sequence of actions for sending email reminders for upcoming events managed through Cal.com.
To begin, register for a Relay account if you haven't already. Navigate to the dashboard and select 'New playbook' to create your workflow. Assign a distinctive name, such as 'Cal.com Event Reminders', and choose an emoji that represents scheduling or reminders to make your playbook easily recognizable.
Add the Cal.com trigger
In your Cal.com event reminder playbook, the trigger determines when new bookings are scheduled and initiates the reminder workflow.
To set this up, press 'Add trigger' within your playbook. Choose the 'Upcoming bookings' option from the list of Cal.com triggers. This will ensure that each booking on your Cal.com schedule will activate the playbook when its start date is near.
If you haven't linked your Cal.com account to the playbook yet, you'll need to do that during this step. Follow the instructions to grant the necessary permissions for access to your booking information.
Add the Gmail automation
The core of your playbook is the automated steps it will perform. For the Cal.com event reminders, an essential step is to automatically send out an email notification via Gmail when a new booking is detected.
To integrate this functionality, click on 'Add step' and select the Gmail 'Send an email' automation. Customize it by specifying details such as the recipient's email (dynamically filled with the invitee's email), the subject, and the body of the message.
If you haven't connected your Gmail account to the playbook previously, you'll be prompted to do so now. Follow the prompts to authorize the connection, allowing your playbook to send emails on your behalf.
Turn on your playbook
Activating your playbook is the final step to automating your event reminders. With the playbook turned on, new email notifications will be auto-generated whenever there's an upcoming booking detected by the Cal.com trigger.
To bring your playbook to life, click the toggle button found in the playbook's header. Before enabling it, consider testing the playbook to ensure that it accurately reflects your desired workflow and that the email reminders are sent correctly according to your setup. Once you're satisfied with the configuration, turn it on and watch as your event reminders begin to work automatically.