Agent setup guide
Cancellation Win-Back
When a Calendly booking is canceled, drafts a no-pressure rebooking email with a one-time link.
What it does
When a Calendly booking is canceled, drafts a no-pressure rebooking email with a one-time link.
- Starts within seconds of each Calendly cancellation (Calendly webhook) and leaves reschedules alone.
- Creates a single-use Calendly booking link for the same event type.
- AI writes a short, no-pressure "let's find another time" email with the link, apologising instead when your side canceled, and recommends leaving it when the person said they're not interested.
- A teammate approves each email in Reviews before it's sent (replies go to your inbox). You can let routine cancellations go out without review.
What it needs
- A paid plan (agents run live on paid plans).
- An AI provider key (Settings → AI Providers).
- Calendly on a Standard plan or higher (the instant cancellation trigger uses a Calendly webhook), connected in Settings → Integrations.
What it doesn't do
- It doesn't handle no-shows: Calendly gives no no-show signal, only cancellations.
- It doesn't send reminders or a second follow-up if they don't rebook.
- It doesn't update your CRM.
Availability and plans
Coming soon — waiting for Calendly approval
The agent is built, but Calendly is still waiting for the vendor's approval. It becomes available on its own once that app is live; until then it can't be bought or set up.
Included free on the Enterprise plan; on other paid plans it's a one-time purchase per workspace (the price is on the Agents page). The Agents page in the app always shows its current status.
Before you start
- A paid plan: agents run live, and the Free plan only runs Dry Runs.
- An AI provider key (OpenAI, Anthropic, Google and more) in Settings → AI Providers. AI usage is billed by your provider.
- These apps, connected in Settings → Integrations: Calendly.
- The app it watches, connected in Settings → Integrations (the agent starts from an app event).
- About 10 minutes.
Set it up step by step
Get the agent first (buy it, or it's already yours when your plan includes it), then in Agents → My agents press “Set up this agent”. That creates the agent's workflow in your workspace (it counts towards your plan's workflow limit) and opens the canvas with a setup checklist above it. Each item links to the exact place to go and ticks itself off when it's done.
1. Connect your AI provider
The AI steps run on your own key (OpenAI, Anthropic, Google and more). Add one in Settings → AI Providers.
2. Connect Calendly
Connect the Calendly account people book with (Settings → Integrations → Calendly). The instant trigger needs a Standard plan or higher.
3. Pick your Calendly account
Open the trigger and “Create a one-time booking link” and pick your Calendly account in each.
| Setting | What to enter | In step |
|---|---|---|
| Calendly account (cancellations) | The Calendly account whose cancellations start the agent (Standard plan or higher). Pick your connected Calendly account. | “Calendly booking canceled” |
| Calendly account (booking link) | The same Calendly account, to create the one-time booking link. Pick your connected Calendly account. | “Create a one-time booking link” |
4. Add your details
Open “Draft the rebooking email” and replace the placeholder with your details, then add your reply-to address in “Email the rebooking link”.
| Setting | What to enter | In step |
|---|---|---|
| Your details and sign-off | Replace the placeholder in “Draft the rebooking email” with your name, company, what the meeting is for and how you sign emails. It starts as “[YOUR NAME, COMPANY, WHAT THE MEETING IS FOR AND HOW YOU SIGN YOUR EMAILS]” until you replace it. | “Draft the rebooking email” |
| Your reply-to address | Replies to the rebooking email come back to this address. | “Email the rebooking link” |
5. Test it with Dry Run
Press Dry Run: the agent runs on sample data with no messages sent and nothing written to your apps.
6. Switch the trigger on
Open the trigger and click “Activate app trigger”: Calendly then sends every cancellation to the agent.
How it works
The agent is a normal workflow with 8 steps (1 AI step, with a person approving in Reviews). You can open, edit and monitor it like any other workflow.
- Calendly booking canceled — Starts on “Booking canceled (instant)” in Calendly (an app event). Starts within seconds of someone canceling one of your Calendly bookings, with their name, email, the event and the reason they gave (Calendly webhook; needs a paid Calendly plan).
- Rescheduled? — Decision: picks the branch to follow. A reschedule shows up in Calendly as a cancellation plus a new booking, so those are left alone.
- Create a one-time booking link — Calendly: Create a one-time booking link. Branch: Canceled. Creates a single-use Calendly booking link for the same event type that was canceled (it stops working after one booking).
- Draft the rebooking email — AI step (runs on your AI provider key). AI reads the cancellation (who canceled and why) and writes a short, warm "let's find another time" email with the one-time booking link, or recommends leaving it when the reason says they don't want to meet.
- Send it? — Decision: picks the branch to follow. Skipped cancellations are kept in the history; routine ones go out at once if you switched review off; everything else waits for a person.
- Check the email — A person approves or rejects it in Reviews (the run waits). Branch: Check first. A teammate reads the email in Reviews, edits it if needed and approves sending.
- Email the rebooking link — Sends an email from your workspace's sender. Branch: Send now / Approved. Sends the email to the person who canceled, with replies going to your inbox.
- Left alone — Kept in the run history. Branch: Rescheduled / Leave it. Reschedules and cancellations that shouldn't get a follow-up are kept in the run history.
Test it with Dry Run
Press Dry Run in the canvas. The agent runs on the sample data stored on its trigger (the “Sample data for Dry Run” box), so you can check every step's output before anything is live. The sample has the same shape as a real event from the app.
Sample data fields
event_uri, name, status, start_time, end_time, event_type, location, join_url, invitee_uri, invitee_name, invitee_email, timezone, questions_and_answers (a list), canceled_by, cancel_reason, rescheduled, created_at, invitee.
- Nothing is sent or written: app actions, emails and Slack posts are simulated, and AI steps don't call your AI provider.
- Approval steps use the Dry Run decision you pick in the step's settings (approved, rejected or timeout), so you can try each branch.
Go live
- Open the trigger and click “Activate app trigger”: Calendly then sends every cancellation to the agent.
- Activating the app trigger needs the trigger's connected account. The first check only remembers what's already there, so older items don't start runs; the same item never starts two runs.
- The setup checklist adds a “paid plan” item before activation: live runs need a paid plan (the Free plan only runs Dry Runs).
- When every checklist item is done and the trigger is on, the checklist says “Live — this agent is running”. Follow its runs in the workflow's History tab and in Analytics → Agents.
Questions
Does it handle no-shows?
No. Calendly doesn't tell other apps when someone doesn't show up, only when a booking is canceled.
Can it send without me checking?
Yes, for routine cancellations: in “Draft the rebooking email” change “SEND WITHOUT REVIEW: no” to “yes”. Unusual reasons still go to Reviews.
Which event type is the new link for?
The same event type as the canceled booking, so the person rebooks the same kind of meeting.
Troubleshooting
- “No AI provider connected” or a rejected key: connect or fix the key in Settings → AI Providers, then press Test there.
- A checklist item stays unticked: the setting is still empty or still contains its placeholder text. Open the step from the checklist and fill it in.
- An app step fails with “Needs reconnect”: the account's access was revoked or expired. Reconnect it in Settings → Integrations.
- No runs start: activate the app trigger with a connected account. Only items created after activation start runs.
- A run shows as paused: it's waiting for someone in Reviews to approve or reject it.
- A step failed: open the run in History and check that step in the Trace tab for the error and what it received.
Generated from the agent's own workflow, so it always matches what the agent does. Last updated .