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

Workflows fire when something happens in Gmail.

Action app
Calendly as the action

Workflows do something in Calendly, instantly.

Connect Gmail to Calendly — start free
Both directions

Pick the way that fits your stack.

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

Gmail → Calendly

When something happens in Gmail, do it in Calendly.

1 Gmail triggers wired to 5 Calendly actions. Most-used pairing: New Email → Get Current User.

Calendly → Gmail

Or fire it the other way around.

2 Calendly triggers wired to 27 Gmail actions downstream.

See Calendly → Gmail →
Popular pairings

Common Gmail → Calendly workflows.

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

Showing 4 of 5 combinations
When new email in Gmail, get current user in Calendly.

Fires when a new email is received in Gmail. Returns full email content; enable "Include Attachments" to automatically download all file attachments.

When new email in Gmail, get event in Calendly.

Fires when a new email is received in Gmail. Returns full email content; enable "Include Attachments" to automatically download all file attachments.

When new email in Gmail, list event invitees in Calendly.

Fires when a new email is received in Gmail. Returns full email content; enable "Include Attachments" to automatically download all file attachments.

When new email in Gmail, list event types in Calendly.

Fires when a new email is received in Gmail. Returns full email content; enable "Include Attachments" to automatically download all file attachments.

How it works

Connect Gmail and Calendly in five steps.

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

  1. 1
    Connect
    Authorize Gmail and Calendly

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

  2. 2
    Trigger
    Pick a Gmail trigger

    Drop the Gmail → New Email trigger onto the canvas. TinyCommand auto-registers the webhook.

    POST /v1/webhooks/google-gmail.trigger-email-received
  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 Calendly action

    Drop the Calendly → Get Current User action below it. Map fields from the Gmail payload into the Calendly inputs.

    calendly.get-current-user
  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 Gmail + Calendly.

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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Gmail + Airtable
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Connect Gmail to Calendly — start free