Fillout Scheduling actions

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How it works

With Fillout Scheduling, you can connect your Google or Outlook calendar and create workflows that send reminders before a meeting. Choose how soon you want to send the reminder and whether you’d like to notify yourself, other meeting hosts, or invitees via email or a Slack channel.

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How to send event reminders

In the Fillout Workflows page, select your preferred template.

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Types of scheduling actions

The three actions below are Fillout’s pre-made scheduling workflows. The scheduling-specific triggers you can use are Event canceled, Event rescheduled, and Before event starts.

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Event email reminder to host

Send reminders to yourself before a meeting takes place. By default, reminders are sent 30 minutes before a calendar event. To change this, Edit how soon you prefer to send it Before event starts. By default, reminders are sent to the email linked to your Fillout account. To send them to another or additional email (e.g. for multiple hosts), Edit your email and toggle Self-email.

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Slack reminder before calls

Send a Slack reminder 5 minutes before an event occurs. Edit this default time to how soon you would like to send it Before event starts. Connect to Slack by clicking Edit and selecting the Channel you would like to send it to. Edit the message and reference answers by hovering and clicking the plus icon or typing @ and selecting the corresponding fields or questions.

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Event email reminder to invitees

Remind invitees to attend calls before they occur via email. By default, this is sent 30 minutes before a call. Click Edit to change this to how soon you would like to send it Before event starts. Set up invitees’ emails by clicking Edit in Send email. You can edit the contents of your email and more under Advanced. To change the look of your email, check out this guide. Remember to Test your workflow first through the upper right corner, and Publish it to enable the changes.

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Booking details you can use in workflows

When you type @ in a workflow step, or open a field picker like Send to, the Schedule group lists the details of each booking:

• Full name and Email of the person who booked
• Phone, filled in when your scheduling page asks for a phone number
• Guest emails, filled in when invitees can add guests
• Event start time and Event end time
• Event URL
• The meeting link: Google Meet link, Zoom meeting link or Microsoft Teams meeting link, depending on the meeting location
• Reschedule or cancel URL
• Host name and Host email. On round robin forms they’re called Selected host name and Selected host email: the host Fillout picked for that booking.
• Canceled At and Cancellation Reason, filled in only when the meeting is canceled. Use them with the Event canceled trigger.

Any questions you added to the scheduling page are listed there too. For example, to email the host of each booking, add a Send email action and choose Host email (or Selected host email) in Send to.

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Send a webhook when an event is canceled or rescheduled

A webhook added under Integrate only runs when the form is submitted, which is the original booking. To notify your endpoint about cancellations and reschedules, create a workflow for each. For reschedules, create a second workflow the same way with the Event rescheduled trigger.

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