Skip to main content
Calendar automations fire on lifecycle events — when a booking is created, before it starts, when it ends, when it’s marked complete or no-show. They cover reminders, thank-you emails, Slack notifications, NPS requests, and CRM updates. Configure automations in /dashboard/calendar/ under the Automations tab. Each automation can apply to all meeting types or a specific subset.

​
Pre-meeting automations

Confirmation email

Sent immediately after a booking. Includes meeting details, the calendar invite, and a link to reschedule or cancel.

Calendar invite (.ics)

Attached to the confirmation. The booker can add to Google, Apple, or Outlook calendar with one click.

Reminder email

Configurable offsets — 1 day before, 1 hour before, custom. Reduces no-shows by 30%+ in our analytics.

SMS reminder

Optional SMS reminder if the booker provided a phone number. Powered by Communications.

Slack notification

Internal ping to the host or a team channel: “New booking — Acme demo at 3 PM”.

CRM update

Create or match a contact, log the booking as an activity, optionally assign to a deal stage.

​
Post-meeting automations

Thank-you email

Short branded email immediately after the meeting ends. Templates available; custom HTML supported.

NPS request

“Rate this call 1-10.” Sent 1-3 hours after the meeting. Results stored on the booking record and surface in Analytics.

Transcript share

If you record meetings (Zoom, Otter, Fireflies, etc.), the transcript link is added to the booking and optionally emailed to the booker.

Follow-up sequence

Multi-step nurture enrolling the contact. Often the first touch is a Sales AI Co-pilot draft staged for your approval.

No-show outreach

“Sorry we missed you” + a link to rebook. Recovers ~15% of no-shows in our analytics.

Deal-stage move

Auto-progress the deal — for example, mark “Demo Held” once a demo is marked complete.

​
Build a custom automation

1

Pick a trigger

Choose from booking_created, before_meeting, meeting_started, meeting_completed, marked_no_show, or booking_canceled.
2

Set timing

For before_meeting and similar lifecycle triggers, set the offset — e.g., 60 minutes before, 4 hours before.
3

Add conditions

Restrict to certain meeting types, certain teams, or contacts with specific properties (e.g., “is in deal stage Demo”).
4

Pick actions

Send email (template or inline), send SMS, post to Slack, update CRM, fire a webhook, enroll in a sequence.
5

Test and enable

Run a dry-run on a recent booking to preview the email, then toggle the automation live.

​
Templates

Automation emails use the same template system as Hiveku Email. Variables available in calendar automations:
VariableDescription
{{booker.name}}Booker’s name
{{booker.email}}Booker’s email
{{booker.phone}}Booker’s phone (if collected)
{{host.name}}Host’s name
{{host.email}}Host’s email
{{meeting.title}}Meeting type title
{{meeting.start_time}}Formatted start time in booker’s TZ
{{meeting.location}}Location text or link
{{meeting.join_link}}Zoom/Meet/Teams URL
{{meeting.reschedule_link}}Self-serve reschedule URL
{{meeting.cancel_link}}Self-serve cancel URL
{{intake.<question_key>}}Any custom intake answer

​
Slack integration

The Slack action posts to a channel or a user DM. 
{ "type": "slack",
  "channel": "#sales-bookings",
  "message": "New {{meeting.title}} booked by {{booker.name}} ({{booker.email}}) at {{meeting.start_time}}." }
Slack workspace must be connected via Settings > Integrations.
For sales teams, post to #sales-bookings so reps can react with an emoji to claim ownership of follow-up. Pair with the AI Co-pilot’s pre-meeting brief for instant context.

​
Webhooks

For anything not covered by built-in actions, fire a webhook to your own endpoint. 
POST https://your-app.com/hooks/booking
Content-Type: application/json
X-Hiveku-Signature: sha256=...

{
  "event": "booking_created",
  "booking": {
    "id": "bk_01HQRS",
    "meeting_type": "30-min-demo",
    "host": { "id": "user_01", "name": "Alice" },
    "booker": { "name": "Bob", "email": "bob@example.com" },
    "start_time": "2026-04-26T15:00:00Z",
    "duration_minutes": 30
  }
}
Verify the X-Hiveku-Signature HMAC against your webhook secret. See Email Webhooks for the same signing pattern.

​
Common automation recipes

  1. booking_created → Slack to #sales-bookings, CRM contact created/matched, deal moved to “Demo Booked”
  2. before_meeting (1 hour) → email reminder + AI Co-pilot prep brief
  3. meeting_completed → thank-you email, deal moved to “Demo Held”
  4. meeting_completed (24 hours later) → AI Co-pilot drafts a follow-up email for your approval

​
Troubleshooting

Check Settings > Email and confirm your sending domain is verified. All automation emails go through Hiveku Email.
Reconnect Slack in Settings > Integrations. Token expirations and removed app installs are the usual cause.
Add an “exit on reply” condition to the sequence — see Sales sequences.

​
Next steps

Sales AI Co-pilot

Let the Co-pilot draft follow-ups automatically.

Manage bookings

Operational view of every appointment.