Calendly email templates

Your design, with the right Calendly details.

Bring an email from Canva, Mailchimp or Beefree, or choose a ready-made design. Add the invitee's name, meeting time and location, then use it for automated emails or newsletters.

Start with Calendly See how to import a design See design examples

A head start when you need one

Ready-made emails you can make your own.

Choose a starting point, then change the words, colours and links. Our own editor is available too if you would like to build here.

Email design examples

Find your clinic’s style

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Nova

SKIN STUDIO / QUIET CARE

14 MAY 2026
BRISBANE

APPOINTMENT CONFIRMED

A quiet moment has been set aside for you.

Hello Alex. Your first visit with Taylor is confirmed. Everything you need for a calm arrival is below.

When

Thursday 14 May, 11:30am

Treatment

First visit

Practitioner

Taylor Morgan

Studio

45 James Street, Brisbane

BEFORE WE MEET

Come as you are.

We will begin with a thoughtful consultation and shape the visit around what your skin needs.

Complete your form →

NOVA SKIN STUDIO

WITH CARE / BRISBANE

Useful starting points

Templates for the moments around a Calendly event.

Booking welcomes

Introduce the business, confirm the meeting, and share the next practical step as soon as an invitee books.

Meeting preparation

Share links to your forms, documents, arrival notes or preparation instructions before the event.

Timezone-aware reminders

Show the scheduled time using the timezone captured with the Calendly booking.

Reschedule and cancellation updates

Keep the email journey aligned when Calendly replaces or cancels the original booking.

Follow-ups and next steps

Send resources, review requests, booking links, or a useful follow-up after the meeting.

Invitee campaigns

Reuse saved designs for newsletters and announcements sent only to invitees with recorded permission.

Personalised from Calendly

Add a personal touch automatically.

Invitee

Name, email, and the personal details available from the Calendly booking.

Event

Event name, start and end time, duration, status, and reschedule or cancellation details.

Host

The Calendly host connected to the event.

Meeting location

The physical location, phone details, or online meeting information supplied with the booking.

Business

Your business name, website, phone number, booking link, and reusable custom text.

Common questions

Know what will happen before you turn it on.

Can a template show the invitee's timezone?

Yes. MyHealthFollowup can format the meeting time using the timezone captured with the Calendly invitee and your selected regional date format.

What happens to emails after a reschedule?

The old booking is treated as replaced, its pending emails are cancelled, and the updated booking is evaluated using the new time.

Can I import a finished email design?

Yes. Start with Email on Canva's homepage and check Share → Download offers HTML and images before editing. Some Email Newsletter templates only export images or PDFs; adapt their content in a new Canva Email instead. Upload the email ZIP and we host its supported images. Beefree exports and Mailchimp custom-coded HTML exports also work; Mailchimp's drag-and-drop emails cannot be exported as HTML.

Can I update a design without rebuilding the automation?

Yes. Open the saved email and choose Update design, preview the new export, then save. You will see which automations use that email. Use Save a copy when you want a separate version.

Templates are included in every plan

Connect Calendly, choose a design, and send yourself a test.

Start with Calendly Explore Calendly automation