Customizing Your Workflow Messages

Choosing a custom template in Cal ID gives you full creative control over how your reminders and notifications look. Here is a clear breakdown of how you can personalize your workflows.

The Cal ID Workflow system is designed for flexibility. While the Default Template is great for a quick setup, switching to a Custom Template unlocks several advanced personalization options:

To start personalizing, first go to the Message template field and select Custom from the dropdown menu. This action unlocks the ability to edit the Sender Name, Subject, and Email Body.

When you select a custom template, you aren't stuck with a generic "Cal ID" name.

• Sender Name: You can change this to your own name, your company’s name, or even the name of a specific department to build trust with your attendees.

The subject line is the first thing your attendees see. With a custom template:

• Custom Subject: You can write a catchy, relevant subject line from scratch.
• Dynamic Variables: Don't just say "Meeting Reminder." Use the Add variable dropdown to include the {EVENT_NAME} or {ATTENDEE} name directly in the subject to make it stand out in a crowded inbox.

To ensure every email feels personal and contains accurate data, always use the Add variable dropdown menu located in the Subject and Email Body sections.

Commonly used variables include:

• {EVENT_NAME}:The title of the meeting.
• {EVENT_DATE}: Automatically formats the date of the session.
• {MEETING_URL}: Drops in the specific link for your video call (Zoom, Google Meet, etc.).
• {LOCATION}: Provides the physical address or meeting details
• {MEETING_URL}: URL of the meeting
• {ATTENDEE}: Full Name of the attendee
• {ATTENDEE_FIRST_NAME}: First Name of the attendee
• {ATTENDEE_LAST_NAME}: Last Name of the attendee
• {CANCEL_URL}: URL for cancellation the meeting
• {ORGANIZER_NAME}: Name of the Organizer
• {RESCHEDULE_URL}: URL for rescheduling the meeting
• {ATTENDEE_TIMEZONE}: Timezone of the attendee

Updated on: 02/03/2026