1.Detect new invitee created booking
Integrate Calendly and scheduling calendars to detect new invitee created booking and start the confirmation workflow.
Send booking confirmations and staged reminders to invitees
Automatically watch invitee created events across Calendly and keep data clean with Formatter by Zapier and Close. Send booking confirmations and staged email reminders when bookings are scheduled—so you can confirm instantly, reduce no-shows, and notify invitees without manual follow-up.
How this automation confirms bookings across your invitee journey
When invitee created events happen, delays can cause unanswered questions and missed attendance. This automation formats attendee details, upserts leads, sends SMS and email reminders—so your team can protect confirmations without manual follow-up.
Calendlyor swap with your favorite app
2.Normalizes attendee data fields
Integrate Formatter by Zapier and data formatting tools to convert name parts, standardize phone, and convert scheduled start to appointment time.
Formatter by Zapieror swap with your favorite app
3.Finds or creates a lead
Integrate Close and CRM tools to map invitee details and return a lead id for outreach.
Closeor swap with your favorite app
4.Sends SMS confirmation immediately
Integrate Close and SMS messaging tools to send an SMS with first name, appointment time, and meeting join URL.
5.Waits until reminder offset
Integrate Delay by Zapier and scheduling timers to hold the workflow until the configured offset before the appointment.
Delay by Zapieror swap with your favorite app
6.Sends email reminder to invitee
Integrate Gmail and email delivery tools to send a reminder with join URL and formatted appointment time to the invitee.
Gmailor swap with your favorite app
Automate your work, your way
Build custom automations across your tools in minutes. Describe what you need, connect your apps, and create workflows without the manual effort.
Trusted by 3.4 million companies
Related automations
- Apps: Mews, Filter by Zapier, GmailSwap with your favorite apps.
Add add-ons to qualifying reservations for operations team
Your confirmed reservations sometimes miss add-ons, causing billing gaps and unprepared service teams. Add-ons are added automatically so teams prepare before arrival.
- Apps: Zapier Forms, Zapier Tables, Google Sheets, SMTP by Zapier, SMSAPISwap with your favorite apps.
Add attendee record and send confirmation emails and SMS
Your event registrations can go unrecorded, creating manual fixes and missed payment instructions. You get stored attendee records and instant email plus SMS confirmations same day.
- Apps: Webhooks by Zapier, AI by Zapier, Formatter by Zapier, Zapier Tables, PushoverSwap with your favorite apps.
Add booking details to your reservations database record
Your confirmation emails contain unstructured booking details that delay check‑in and room prep. This creates structured reservation records so front desk can prepare arrivals same day.
- Apps: Gmail, Formatter by Zapier, Delay by Zapier, Filter by Zapier, Zapier TablesSwap with your favorite apps.
Add booking emails to customer database and update records
Booking emails arrive as free-form text, creating manual work and duplicated guest records. It centralizes parsed bookings and contacts so operations can triage and invoice same day.
- Apps: Gmail, Paths by Zapier, Formatter by Zapier, Google SheetsSwap with your favorite apps.
Add booking emails to your bookings spreadsheet automatically
Your booking emails arrive unstructured, forcing manual entry and delaying coordinator prep. Capture details into a central bookings worksheet so coordinators get organized entries before confirmations.
- Apps: Typeform, Filter by Zapier, Sprout, Zapier TablesSwap with your favorite apps.
Add booking form respondents to your contact list
Your booking form responses arrive unrecorded, creating prep gaps and missed confirmations for hospitality venues. Create contacts and roster entries so guest services can confirm bookings same day.
- Apps: Gmail, Formatter by Zapier, AI by Zapier, AirtableSwap with your favorite apps.
Add booking records from confirmation emails to database
Your booking confirmation emails bury customer and tour details, delaying scheduling and preparation. Capture and store clean booking records so project managers can prepare the same day.
- Apps: Setmore Appointments, Filter by Zapier, Formatter by Zapier, Google Calendar, Paths by Zapier, WhatsApp NotificationsSwap with your favorite apps.
Add bookings to calendar and instantly confirm customers
Your bookings lack calendar entries and confirmations, leaving campaign managers without attendee context. Create calendar events and send confirmations so coordinators have accurate schedules same day.
- Apps: FareHarbor, Filter by Zapier, Formatter by Zapier, LeadConnectorSwap with your favorite apps.
Add bookings to reservation reminder campaign for guests
Your bookings often miss reminders, leaving front-desk teams scrambling at check-in. Add bookings to a reminder campaign so guests are confirmed and staff are ready same day.
- Apps: SimplyBook.me, Formatter by Zapier, Filter by Zapier, Google Calendar, TwilioSwap with your favorite apps.
Add booking to customer records and notify client
Your bookings arrive without synced contacts or notes, leaving coordinators and billing underprepared. Add the attendee to phone and payments, and text a confirmation so clients are set same day.
- Apps: Guesty, AI by Zapier, Formatter by Zapier, Google Sheets, GmailSwap with your favorite apps.
Add confirmed bookings to a single operations sheet
Your reservation entries duplicate or miss context across tools, creating manual reconciliation work. It centralizes confirmed bookings into one sheet so operations can prepare before arrival.
- Apps: Zapier Forms, Microsoft Excel, Microsoft OutlookSwap with your favorite apps.
Add new booking form entries to registrations list
Your booking form replies aren't saved centrally, delaying payment follow-ups and manifest prep. It records each submission to your registrations workbook and sends a confirmation email same day.
- View all
Explore all booking confirmation workflows automations
Speed up guest confirmations with automated booking alerts, message delivery, and calendar updates
Set up in minutes
Zapier connects your tools, triggers actions from real-time data, and streamlines workflows so your team can focus on what matters most.
Step 1
Connect your tools
Bring your apps together so information can move automatically between the tools your team already uses.
Step 2
Define the trigger
Choose the events that should start your workflow, like a new submission, updated record, completed task, or customer action.
Step 3
Automate and measure
Let your workflow handle follow-ups, updates, notifications, and reporting so your team can track progress and act faster.
See how teams are automating with Zapier (and loving it!)
Without Zapier, we would have needed well over 100 employees today just to do what we're doing. We would have been out of business by now.
David Laderberg, VP of Sales
Without having automation, we would have to at least be double our size. Doubling is a bit of a euphemism — I think we would have died or fallen back into oblivion.
Marcelo Lebre, Co-Founder
Zapier helps us close far above 50% more deals than we would without it. It is a key element of our overall strategy and, therefore, of our sales pitch.
Raphael Bochner, Founder and CIO
Zapier gives us unlimited flexibility and creativity. With Zapier, you're like an artist with a blank canvas. I don't know what we'd do without it.
Rishi Shah, CEO and Co-Founder
We don't just want to patch holes; we want to build scalable, future-proof systems. Zapier is helping us do that.
Allen Lai, Head of Customer Experience
We've been able to scale our operations while staying lean. Zapier lets us do more without needing more people.
Jacob Sirrs, Marketing Operations Specialist
Ready to automate your workflow securely?
Streamline processes, uncover new opportunities, and respond faster to change. Empower your team to get more done, without the manual work.