Send a follow-up email via Gmail when a Cal.com meeting ends
When a Cal.com meeting ends, FlowMattic sends a follow-up email from your Gmail account to the address you map from the booking, with a subject and message you write once.
Cal.com
Gmail2 steps Setup ~5 min Used on 2.7k sites Free to import
What this workflow does
The best time to send a thank-you note or the next steps is right after a call, which is also when you're heading into the next one. This workflow sends that follow-up for you once each Cal.com meeting is over.
The Cal.com trigger, Meeting Ended, fires after a meeting ends. FlowMattic receives the booking data, such as the attendee's name and email and the event type. The Gmail step, Send Email, then sends a message from your connected Gmail account to the address you map, with a subject and body you write and personalise with those values.
Cal.com reports that the meeting ended, but nothing in the workflow checks whether the guest actually joined. Every meeting that ends gets the same email, so write it in a way that still reads well after a short or missed call, or add a Filter.
Thank-you notes after discovery calls
Consultants send each prospect a short thank-you with a link to book the next session, in their own Gmail account so replies come straight back to them.
Sharing resources after a demo
A sales rep's Gmail sends a link to the slide deck and pricing page once the Cal.com demo is over.
Feedback requests after coaching sessions
Coaches send a link to a short feedback form after every session, so clients can rate it while it's fresh.
How this workflow runs
What happens at each step once the workflow is on, and what you need before you import it.
Cal.com Meeting EndedFires after a Cal.com meeting ends. The booking's data, including attendee details and the event type, is passed to the Gmail step.
- Gmail Send Email
Delivers the follow-up through your connected Gmail mailbox. Map the attendee's email from Cal.com as the recipient, write the subject and body using the booking values, and connect Gmail on import.
What you need
- FlowMatticCore
- Cal.com AccountAccount
- Gmail AccountAccount
After importing, map your own data. To keep the template universal, not every step is pre-filled. Open each step in the builder and connect your accounts and fields (channels, lists, sheets, recipients) before you switch the workflow on.
Make it yours
Changes worth making after you import it.
- Running several Cal.com event types? Add a Filter after the trigger so only one type, such as "Discovery Call", gets this email, and copy the workflow for other types.
- Address the guest by name. Insert the attendee's name from the Cal.com data into the greeting.
- Add a Delay step before Gmail if you'd rather the email arrive an hour or so after the meeting instead of straight away.
Questions about this workflow
Who receives the Gmail follow-up?
The address you place in the recipient slot. Usually that's the attendee's email from the Cal.com booking. Check a test run to find the right value.
Can I attach a file to the Gmail follow-up?
Put a link to the file in the message instead. To attach a file stored on your WordPress site, swap in FlowMattic's own Email step, which can send attachments.
Will cancelled Cal.com meetings send the email?
This workflow listens for Meeting Ended only. Cal.com reports cancellations through a separate trigger, Booking Cancelled, which this template doesn't use.
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Import this workflow into your WordPress site
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