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Calendly + Gmail: send personalized prep and recap emails.

Send personalized prep emails to invitees before meetings and recap emails after. Drives higher show-up rates and faster post-meeting momentum without manual touch.

Connect Calendly to Gmail — start free See reverse direction
Trigger app
Calendly as the trigger

Workflows fire when something happens in Calendly.

Action app
Gmail as the action

Workflows do something in Gmail, instantly.

See all 27 actions →
Connect Calendly to Gmail — start free
Both directions

Pick the way that fits your stack.

Pair pages are mirrored. Each direction gets its own dedicated page.

Calendly → Gmail

When something happens in Calendly, do it in Gmail.

2 Calendly triggers wired to 27 Gmail actions. Most-used pairing: Invitee Canceled → Add Labels to Message.

Gmail → Calendly

Or fire it the other way around.

1 Gmail triggers wired to 5 Calendly actions downstream.

See Gmail → Calendly →
Popular pairings

Common Calendly → Gmail workflows.

Pick a pairing to set it up in two minutes. Each one is a fully editable recipe.

Showing 8 of 54 combinations
When invitee canceled in Calendly, add labels to message in Gmail.

Fires when a Calendly meeting is canceled by the invitee or host. Use to clean up CRM activity, release Zoom resources, or prompt a reschedule.

When invitee canceled in Calendly, create draft in Gmail.

Fires when a Calendly meeting is canceled by the invitee or host. Use to clean up CRM activity, release Zoom resources, or prompt a reschedule.

When invitee canceled in Calendly, create label in Gmail.

Fires when a Calendly meeting is canceled by the invitee or host. Use to clean up CRM activity, release Zoom resources, or prompt a reschedule.

When invitee canceled in Calendly, delete draft in Gmail.

Fires when a Calendly meeting is canceled by the invitee or host. Use to clean up CRM activity, release Zoom resources, or prompt a reschedule.

When new meeting booked in Calendly, add labels to message in Gmail.

Fires when someone schedules a meeting via Calendly. The standard hook for piping booked meetings into your CRM, sending prep, or auto-routing to the right team.

When new meeting booked in Calendly, create draft in Gmail.

Fires when someone schedules a meeting via Calendly. The standard hook for piping booked meetings into your CRM, sending prep, or auto-routing to the right team.

When new meeting booked in Calendly, create label in Gmail.

Fires when someone schedules a meeting via Calendly. The standard hook for piping booked meetings into your CRM, sending prep, or auto-routing to the right team.

When new meeting booked in Calendly, delete draft in Gmail.

Fires when someone schedules a meeting via Calendly. The standard hook for piping booked meetings into your CRM, sending prep, or auto-routing to the right team.

How it works

Connect Calendly and Gmail in five steps.

No code, no glue, no half-day setup. Each step is one click.

  1. 1
    Connect
    Authorize Calendly and Gmail

    Open TinyCommand, authorize Calendly and Gmail once each. Both connections are available to every workflow on your account.

  2. 2
    Trigger
    Pick a Calendly trigger

    Drop the Calendly → Invitee Canceled trigger onto the canvas. TinyCommand auto-registers the webhook.

    POST /v1/webhooks/calendly.trigger-invitee-canceled
  3. 3
    Transform
    Add a filter or AI step

    Optionally add a Filter node ("subject contains URGENT") or an AI step ("classify intent") between trigger and action.

  4. 4
    Action
    Add the Gmail action

    Drop the Gmail → Add Labels to Message action below it. Map fields from the Calendly payload into the Gmail inputs.

    google-gmail.add-labels
  5. 5
    Publish
    Publish and forget

    Hit Publish. TinyCommand runs it in production from second one. Watch the run-log fill up.

FAQ

Questions about Calendly + Gmail.

How do I send a custom prep email when someone books a Calendly meeting?
Calendly Invitee Created → Gmail Send Email to the invitee with personalized prep (referencing their company, what to bring, what to expect). Fires within seconds of booking.
Can I include CRM context in the prep email?
Yes. Look up the invitee in HubSpot or Salesforce by email between the trigger and Send Email. Include their company name, role, last activity, and relevant deal context to make the email feel personal.
How do I send a recap email automatically after a Calendly meeting?
Scheduled workflow that fires 30 min after meeting end_time → Gmail Send Email to the invitee with thank-you + next steps. Reuse the Calendly event details from a stored record.
Can I use AI to draft the recap based on the meeting?
Yes. After the Zoom recording is ready, transcribe with Whisper, summarize with Claude, and have the model draft a recap email. Create as a Gmail draft for the host to review and send.
How do I avoid Gmail rate limits when blasting from Calendly?
Gmail caps personal accounts at ~500 sends/day, Workspace at 2,000/day. If you're hitting limits, route through SendGrid or Resend instead. Gmail is best for personal, conversational sends.
Can I differ the prep email by event type?
Yes. Switch on event_type slug. Sales demos get a different prep email than user interviews than support calls. Per-event-type templates kept in the workflow or in a Notion/Airtable lookup.
Related

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Calendly + Stripe
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Calendly + Notion
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Calendly + Airtable
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Connect Calendly to Gmail — start free