How to set up email notification workflow automation in Schedule.so

Email notifications help keep both you and your invitees informed throughout the booking process. In Schedule.so, you can use them to send confirmation emails, reminders, cancellation updates, reschedule alerts, and follow-up emails automatically.

With email notification workflows, you can automatically send emails at different stages of a meeting lifecycle. This helps reduce manual follow-ups, improve communication, and create a more consistent booking experience.

Go to Email Notifications from the left sidebar. This is where Schedule.so stores the templates used in your event notification workflows. By default, Schedule.so provides built-in templates for the main meeting stages, such as confirmation, reminders, cancellation, and rescheduling. These can be used as they are or edited to better match your communication style

To update any built-in template, click the edit icon next to the template name. This opens the template editor, where you can change the email subject and update the email content. You can also customize the template layout by adding content blocks. In the editor, you also have branding options such as using your own logo or hiding Schedule.so branding.

Once you finish editing the template, save your changes. You can repeat the same process for any default template you want to update.

If the built-in templates don’t match your needs, you can create a new one. In this example, we’ll create a template for a thank-you email that will be sent after the meeting.

Click New to create a template.. Enter a notification name and email subject, then build your email using the editor. Once saved, your template will appear in the list and can be used in your event notification workflows.

Go to Event Types and open the event you want to update. From the event settings page, click Notifications in the left sidebar. This is where you decide when each notification should be sent for that event. Each workflow section represents a different stage of the meeting lifecycle.

Open On new meeting booking. This workflow is used to send a confirmation email when someone books a meeting. Choose the template that fits this stage, such as Initial Confirmation.

Then set when the email should be sent. You can send it Immediately, or send it After a specific delay by entering the value in minutes. In most cases, confirmation emails are sent immediately so the attendee receives the booking confirmation as soon as the meeting is created.

Open On cancellation. This workflow is used to send an email when a meeting is cancelled. It helps keep attendees informed right away about the cancelled booking.

Open Before meeting starts. This workflow is used to send reminder emails before the scheduled meeting time. You can decide how early the reminder should be sent by entering a value and choosing whether it should be in minutes, hours, or days.

You can also add multiple reminders for the same event. For example, you might send one reminder one day before the meeting and another 15 minutes before it starts.

Open On rescheduling. This workflow is used to send an email when a meeting is moved to a new date or time. It helps attendees stay updated with the latest schedule and reduces confusion when changes happen

Open After meeting ends. This workflow is used to send a follow-up email after the meeting has ended. Since you already created the follow-up template earlier, simply select that template here from the notification list. Then set when it should be sent by entering the time value and choosing the unit.

If you want to create a new one, click Create Notification Template. If your template doesn’t appear in the dropdown, click Refresh Notification Templates to update the list. This follow-up email can be used for thank-you notes, next steps, or feedback collection after the meeting. Once your notification setup is complete, click Update in the top right corner. After the workflow is saved, the selected emails will be sent automatically based on meeting activity for that event.

After the workflow is saved, the selected emails will be sent automatically based on meeting activity for that event. For example, when someone books a meeting, the confirmation email is sent immediately, ensuring the attendee gets all the booking details right away.

Similarly, other notifications like reminders and follow-ups are triggered automatically based on the timing and conditions you have configured.