How to Get Notifications About Canceled Calendly Events on Slack and Email (Tutorial)
Automatically notify your team on Slack and Gmail when a Calendly event is canceled - stay organized and avoid wasted meeting time.
Ever set up a meeting in Calendly, only to find out - too late - that it was canceled and nobody told you? There’s nothing worse than showing up to a call that’s already been called off! In this step-by-step guide, you’ll learn how to automatically get notified on Slack and via Gmail whenever someone cancels a meeting on your Calendly account. No more last-minute surprises.
How It Helps You
This automation puts you back in control of your calendar. The moment a Calendly meeting gets canceled, you’ll know - instantly - on your favorite Slack channel and in your inbox. That means no wasted time, fewer scheduling mix-ups, and happier clients and teammates. Plus, your whole team can stay in the loop, so everyone knows what’s happening in real time.
Prerequisites
To build your own Calendly canceled meeting notifications, you’ll need:
- A Latenode account – This is where you’ll create your automation.
- A Calendly account – The one you want to track for canceled events.
- A Slack account – For real-time team notifications.
- A Gmail account – For sending email notifications.
Steps to Send Notifications About Your Canceled Calendly Meetings to Slack and Email
Let’s walk through the process of building this automation, step by step:
1. Create a Latenode Account
If you don’t already have a Latenode account, sign up here. Log in to get started.
2. Create a New Automation
Click Create a New Scenario. Name your flow something like “Calendly Tracking 📅🔥” - emojis are always welcome for quick identification!
3. Set Up the Calendly Event Canceled Trigger
Every automation starts with a trigger - the event that tells Latenode when to run your flow.
- Click Add Node.
- Search for and select Calendly.
- Choose the Invitee Cancelled (Instant) trigger.
Go to its settings, connect your Calendly account and follow the on-screen steps. Set Scope to User.
Next, click Run Once and cancel a test meeting in Calendly to make sure Latenode receives the data it needs for the next steps. After the node is activated, you’ll see output data - Invitee name, email, etc.
4. Add a Step to Send a Slack Message
- Click the + below the trigger step.
- Find Slack Bot and choose Send Message To A Public Channel.
- Connect your Slack account (+ New Authentication), add a name to your bot, and then pick the channel you want notifications to appear in.
For your message, use dynamic fields to personalize the alert. For example:
QUICK HEADS-UP: NAME (EMAIL) has canceled their meeting with you. A new link was sent to them so they can easily reschedule when it works best for them.
Replace the ALL CAPS words by inserting variables from the Calendly trigger (e.g., name and email).
Click Run Once to make sure it works - if successful, you’ll see the alert pop up in your chosen Slack channel.
5. Add a Step to Send an Email Notification
- Click Add Node again, choose Gmail, then Send Email.
- Connect your Gmail account (By clicking New Authentication).
- Choose the email where you want to send notifications (e.g. your work email)
- Fill in the Subject and Body of the email using information from the Calendly step, just as you did for Slack.
For example, your subject could be:
Meeting Canceled: NAME (EMAIL)
And the body could explain the cancellation details.
6. Test Your Calendly, Slack, and Email Automation
With everything in place, test each node to run your automation from start to finish. Check your Slack channel and email to make sure notifications arrive exactly as you want.
7. Launch Your Calendly Notifications
Congrats, cour automation is ready! Click Deploy to activate your flow. Now, every time a Calendly event is canceled, you’ll get notified on Slack and by email - no more missed updates or awkward empty meetings.
Conclusion
That’s all it takes! With this Latenode automation, you’ll always be one step ahead - no more missed cancellations, no more wasted time. Your schedule stays organized, your team stays informed, and you stay focused on what matters most. Try automating other parts of your workflow with Latenode and see how easy it is to keep everything running smoothly!
