Email is where calendar links go to die. This workflow sends a Calendly link over WhatsApp the second a lead submits a “Book a call” form, then keeps nudging until the meeting is booked, and exits automatically the moment Calendly confirms a booking.
At a glance
| |
|---|
| Trigger | ”Book a call” form completed |
| Channels | WhatsApp, with email fallback |
| Templates | 3 (calendar invite, slot picker Flow, reminders) |
| Typical cycle | 3 to 5 days |
| Platforms | HubSpot, Calendly |
What this workflow does
When a lead asks to book a call, they receive a WhatsApp message with a calendar invite. If they do not book, a fresh nudge is sent every 48 hours (up to three times), each with a different angle rather than the same message repeated. The moment Calendly fires a booking webhook, the workflow exits the nudge loop. Confirmations go out 24 hours and 1 hour before the meeting to cut no-shows, and a post-meeting follow-up with notes and a next step is sent shortly after the call ends.
What you will need
- A WhatsApp Flow or template set for the calendar invite, an in-chat slot picker, and reminders
- A Calendly account connected to HubSpot, with a webhook on booking events
- A HubSpot contact property holding the contact’s WhatsApp number in international format
- Optionally, a lead score property if you want to gate nudges by intent
Workflow steps
- Trigger enrol on Flowella: Form Completed when the “Book a call” form is submitted.
- Send calendar invite send the WhatsApp template with the Calendly link, personalised with first name, company, and the assigned rep.
- Wait for booking delay until the Calendly booking property is set, up to 48 hours.
- Branch, no booking send nudge 1, wait 48 hours, send nudge 2, wait 48 hours, send nudge 3. Each nudge offers a fresh set of slots. Exit the loop as soon as the booking webhook fires.
- Pre-meeting reminders once booked, send a confirmation 24 hours before and a short reminder 1 hour before, each carrying the join link.
- Post-meeting follow-up within 30 minutes of the meeting ending, send recording, notes, and a next-step call to action.
- Fallback if the contact has no WhatsApp opt-in, branch to email for the calendar link.
WhatsApp templates
tmpl_book_call_v3 calendar invite with image header (Marketing category)tmpl_meeting_remind in-chat slot picker Flow (Utility category)tmpl_book_followup reminders and 48-hour nudges (Marketing category)
Tips and gotchas
Submit templates to Meta at least 48 hours ahead. Keep nudges more than 48 hours apart to protect your quality score, and clamp sends to working hours in the contact’s timezone.
- Key the exit branch on the Calendly event ID, since Calendly retries webhooks on failure.
- Pass the UTM
source property into the template so paid and inbound leads can be reported separately.
- Always include a global suppression branch for STOP and UNSUBSCRIBE replies.
