01. IntegrationCommunicationCommunication
Outbound: keep stakeholders informed
Every Calendly trigger maps to a specific Gmail action, proposed and queued before anything sends. You review once from your phone, and the right email goes out at the right time.
Going the other way? Gmail to Calendly
The Calendly Gmail integration on Rills links your scheduling activity directly to your inbox workflow. When an event is booked, cancelled, or updated, Rills proposes the matching Gmail action: a reminder draft, a cancellation email, a label for the invitee, or a reply to their confirmation thread. It is built for solopreneurs and small teams who need scheduling and communication to stay in sync without babysitting either tool.
Rills sits between Calendly and Gmail and queues each proposed action before it runs. You get a notification on your phone, review what is about to happen, and swipe to approve or skip. Approvals and logic are always free. You only pay when a real Gmail action executes.
With calendly to gmail automation in place, you can draft event reminders for upcoming bookings, auto-create Gmail labels to sort invitee emails, send cancellation notices the moment an event is cancelled, and reply to confirmation threads with extra context pulled from the invitee record. Each step waits for your sign-off, so nothing lands in your inbox or your contacts' inboxes without a human decision behind it.
When Calendly lists your upcoming events, Rills prepares a reminder draft for each invitee and queues it for your review. You approve the draft, and the right message goes out before the meeting without you writing it from scratch each time.
Build this workflowWhen listing upcoming scheduled events, automatically draft reminder emails to be reviewed and sent to invitees before the event.
After retrieving event invitee lists, automatically create Gmail labels to organize and categorize emails from meeting participants.
When a scheduled event is cancelled, automatically send a cancellation notification email to relevant participants.
After retrieving specific invitee details, automatically reply to their email confirmation thread with meeting details or additional context.
Send a reply within an existing Gmail conversation thread to continue an ongoing discussion with clients or contacts. This keeps related messages organized together rather than starting a new email chain.
Send emails directly from your Gmail account with support for recipients, attachments, and HTML formatting. This is ideal for automating customer communications, notifications, and follow-ups without leaving your workflow.
Permanently remove multiple Gmail messages at once, completely deleting them without sending to Trash. Use this when you need to enforce email retention policies or maintain a clean inbox at scale.
Organize your Gmail inbox by creating custom labels to categorize and manage emails effectively. This operation generates a unique label that can be applied to messages and threads for better email organization.
Organize and categorize your emails by applying Gmail labels to specific messages, helping you keep your inbox structured and easy to search. This is useful for sorting incoming mail into projects, clients, or priority levels.
Find contacts in your Gmail address book by searching across names, emails, phone numbers, and organizations. This helps you quickly locate specific people you've saved without manually browsing your entire contact list.
Creates a Gmail email draft that you can review and edit before sending, allowing you to compose messages with recipients, subject, body content, and attachments. This gives you time to refine your message and send it on your schedule.
Retrieve a list of emails from your Gmail inbox with support for filtering and pagination to find specific messages or manage large volumes of email data efficiently.
When a Calendly event fires, the agent drafts the Gmail action and pauses.
A push notification lands on your phone. Swipe to approve or reject in seconds.
Confidence climbs each time you approve. Repeated approvals graduate to auto-execute.
Trigger: New event in Calendly
Action: Run in Gmail
Pause until you approve.
Create a Rills account at rills.ai. No credit card is needed, and the 14-day trial gives you full access to build and test your first workflow.
Inside the Rills dashboard, authorize Calendly so Rills can read your scheduled events and invitee data. This takes about one minute using your existing Calendly login.
Add Gmail as your action account by granting Rills permission to draft emails, create labels, send messages, and reply to threads on your behalf.
Pick a curated pairing to start: for example, set CALENDLY_CANCEL_SCHEDULED_EVENT as the trigger and Send Email as the action. Configure the recipient and message template, then save the workflow.
Trigger the workflow with a real or test event in Calendly. Rills will queue the Gmail action and send a notification to your phone. Swipe to approve, and your first automated email sends exactly as configured.
Start a free Rills trial, then authorize both your Calendly and Gmail accounts inside the dashboard. From there, pick a Calendly trigger (such as a cancelled event) and a Gmail action (such as Send Email), set your conditions, and your first automation is ready to run in minutes.
Rills includes a free 14-day trial with no credit card required. Approvals and logic are always free regardless of your plan. You only pay when a real Gmail action, like sending an email or creating a label, actually executes.
Yes. When Calendly registers a cancellation, Rills queues a Gmail send action addressed to the relevant participants. The email waits for your approval before it goes out, so you can review the recipient list and message content before anything reaches an inbox.
By default, every proposed action waits for your approval so nothing sends without your review. As you build confidence in a workflow, you can configure trusted automations to run without a manual sign-off each time, though the approval option always remains available if you want it back.
It proposes a new Gmail label each time Calendly retrieves an invitee list for an event. You approve each label creation individually, so you stay in control of how your inbox is organized and avoid label clutter from events you do not want to track.
Skipping or rejecting an action tells Rills not to execute that specific Gmail step. The automation logs the decision and moves on. Nothing is sent, created, or modified in Gmail, and you can review the skipped action in your history at any time.
08. Get started
Free to try. Approvals are always free. You only pay when your workflows take real actions.