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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.
Currently, Calendly and Cal.com aren’t supported for scheduling workflows.

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How to send event reminders

In the Fillout Workflows page, select your preferred template. Screenshot 2025-10-23 at 6.57.29 PM.png
Event reminders count as workflows, but they won’t appear on this page because they weren’t created as workflows initially. To make changes, use the left-hand panel of your form.

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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. Fillout Workflows 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. Screenshot 2025-10-23 at 7.04.40 PM.png

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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. Fillout Workflows Connect to Slack by clicking Edit and selecting the Channel you would like to send it to. Edit the message and reference answers by simply hovering and clicking the plus icon or typing @ and selecting the corresponding fields or questions. Screenshot 2025-10-23 at 7.10.41 PM.png

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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. Fillout Workflows Set up invitees’ emails by clicking Edit in Send email. Screenshot 2025-10-23 at 7.12.43 PM.png You can edit the contents of your email and more under Advanced. To change the look of your email, check out this quick guide. Remember to Test your workflow first through the upper right corner, and Publish it to enable the changes.

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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.
1

Create a blank workflow

Open your scheduling form and go to Integrate followed by Workflows. Click + Blank workflow.
2

Choose the trigger

Select Event canceled.
3

Add the webhook action

Click the plus icon below the trigger and choose Send webhook.The workflow action menu with Send webhook as one of the optionsPaste your Webhook URL and click Done. To choose what gets sent, switch from Simple to Advanced first.The Send webhook action with the Simple and Advanced toggle and the Webhook URL field
4

Publish

Test the workflow, then Publish it.
For reschedules, create a second workflow the same way with the Event rescheduled trigger.

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Filter and Branch

Trigger different actions based on specific conditions.