An automation rule triggers actions before or after meetings to save time, reduce no-shows, and handle repetitive communication. For example, you can automatically send a follow-up email four hours after a meeting ends.
When (Triggers)
NeetoCal supports these triggers:
When the meeting is booked.
When the meeting is rescheduled.
When the meeting is canceled.
Before the meeting starts.
After the meeting ends.
When the meeting outcome is changed.
You can pick more than one trigger in a rule, and the rule runs when any of them happens. For example, one rule can send the same Slack message when a meeting is booked, rescheduled or cancelled, instead of three copies of the rule that you have to keep the same.
Before meeting starts and After meeting ends can be combined with each other, but not with the other triggers. A rule that sends a calendar cancellation can only have the Meeting is cancelled trigger.
Then (Actions)
NeetoCal supports these actions:
Send email to client.
Send email to host.
Send email to anyone.
Send SMS to host.
Send SMS to client.
Send SMS to anyone.
Send webhook.
Running one rule on more than one trigger
Go to the Admin Panel.
Click on Automation rules card.
Click on Add new automation rule, or open the rule you want to change.
Click When this happens. In an existing rule, click the trigger after When.
Select every trigger the rule should run on, for example Meeting is booked, Meeting is rescheduled and Meeting is cancelled.
Set up the action under Then do this and the scheduling links under On these bookings.
Click on Save changes.
Sending an email or SMS only to first-time clients
When an automation rule sends an email or SMS to the client, you can choose whether it goes to first-time clients, returning clients, or both. For example, you can send a welcome email after a client's first meeting without sending it again every time a regular client books.
A first-time client is making their first booking across all your scheduling links. A returning client has booked before, through any scheduling link, with the same email address or phone number. Both options are selected by default.
Go to the Admin Panel.
Click on Automation rules card.
Open the rule that sends the email or SMS, or click on Add new automation rule.
Under Then do this, click client after Send email to or Send SMS to. In a new rule, choose Send email or Send SMS.
Under Send to, select Client.
Clear the Returning clients checkbox, so only First-time clients stays selected.
Click on Save changes.
At least one of the two options has to stay selected. To send the message only to returning clients, clear First-time clients instead.
Send feedback request email after meeting with a client
Let's say Oliver runs a business consulting service. He wants to automatically send an email to request feedback form all his clients after the meeting ends. This can be set up using Automation rule.
Go to the Admin Panel.
Click on Automation rules card.
By default, automation rule status is set as Active. You can disable it anytime if you need to.
Select the Scheduling links on which you want to apply this automation rule.
In the When section, select After meeting ends.
In the Then section, select Send Email to client.
Click the email action link to open the email editor.
In the email editor, draft your email. The editor shows a hint below the body field — Use {{client.name}}, {{meeting.time}}, etc. for dynamic values — so you can personalise the message with tokens without leaving the form. You can browse the full list of tokens in the dynamic variables article.
Click Save Changes to save the email and later to save the automation rule.
Now, the system will automatically send feedback request emails to clients after each meeting ends.