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Workflows

A workflow runs on its own. When a booking is made, cancelled or rescheduled, or a set number of hours before or after a meeting, it emails the host, emails every guest, or sends a webhook.

BetaWorkflows are in beta for every team: they work, and some details may still change as teams use them. Tell us what you find at info@quantimeet.com.

Who can do what

• Owner and admins. Create, edit, turn on or off and delete a workflow.
• Members. See every workflow and what ran.

Every team starts with two: a reminder email 24 hours and another 1 hour before each booking, to the host and every guest. You can change them or turn them off; they cannot be deleted.

Make a workflow

1. Open Workflows in your dashboard's sidebar and select New workflow.
2. Give it a Name. Leave On ticked for it to run.
3. Under When it runs, choose when a booking is made, cancelled or rescheduled, or Before the event or After the event, with a number of hours from 1 to 720.
4. Under Event types, choose Every event type, including new ones (tick any to leave out), or Only the event types I choose.
5. Set up each step: Email the host, Email every attendee or Send a webhook. For an email, choose My own email and write its Subject and text; before the event, QuantiMeet's standard reminder email is offered too. Add a step adds another, up to 5.
6. Select Create workflow.

A workflow acts only on what happens after you turn it on: turning it on, or changing when it runs, never sends for moments that already passed. A webhook step sends a signed message to a webhook your team, its owner or an admin already has.

Placeholders

In a subject or an email, these are filled in for each person it goes to: {name}, {host}, {attendee}, {event}, {date}, {time}, {end_time}, {timezone}, {location}, {join_link}, {cancel_link} and {reschedule_link}. Dates and times are in that person's own time zone. Emails are plain text.

The unsubscribe link

Every workflow email except the two standard reminders names your team, as in "From Acme Dental, sent with QuantiMeet.", and carries a link to unsubscribe from your team's workflow emails. Whoever unsubscribes gets no more of them from your team. Booking confirmations and the two standard reminders still reach them.

The two reminders count as standard only while they keep QuantiMeet's standard reminder email, 24 hours and 1 hour before. Change their words or their hours and they carry the link like any other.

What ran, and limits

• The Workflows page lists what ran: when, which workflow and step, the booking, and the result, such as Sent or Not sent.
• Workflows check every 5 minutes, so an email goes out up to a few minutes after its moment. Timed ones act on confirmed bookings only.
• Up to 30 workflows a team and 5 steps each; a name up to 80 characters, a subject up to 200 and an email up to 5,000.