How to send Calendly event reminders via email

Learn how to set up a Relay playbook that automatically sends reminders for upcoming Calendly events through Gmail.
Gmail logoCalendly logo

Create your playbook

Create your playbook: Begin by setting up the steps that coordinate between Calendly and Gmail for your workflow.

First, sign up for Relay and go to your dashboard. Click on the "New playbook" button to initiate the playbook creation process.

Name your playbook "Calendly Event Reminders" and select a relevant emoji, such as 📆, to easily identify it.


Add the Calendly trigger

Add the Calendly trigger to initiate your playbook's actions before upcoming events.

To do this, click "Add trigger" in your playbook and choose the Calendly "Upcoming events" trigger. This will allow your playbook to automatically detect upcoming meetings and initiate necessary actions.

If you have not previously connected your Calendly account to Relay, a prompt will guide you through the connection process.


Add the Gmail automation

Integrate the Gmail automation into your playbook to ensure prompt email reminders are sent for Calendly events.

Select "Add step", then locate the "Send an email" automation for Gmail, and input the relevant details, such as the recipient's invitee email, the subject of the reminder, and the body of the message containing the event details.

If your Gmail account isn't already connected to Relay, you will be prompted to complete that connection. Make sure to allow the necessary permissions for Relay to send emails through your Gmail account.


Turn on your playbook

Activating your playbook is the final step to automate Calendly event reminders via Gmail. Once turned on, it will respond to new Calendly events by sending out email reminders without manual intervention.

To enable your playbook, click the toggle button located in the header. It is advisable to perform a test run of your playbook beforehand to ensure all steps work seamlessly together and reminders are being sent correctly.

Try it for yourself in an interactive sandbox

Click around to try out the template right here. When you’re ready to build your own, click “Try it in Relay.”

Get started with Relay

Sign up now and get started with your playbook today