The moment it happens

Post Calendly cancellations to Slack

When a meeting is cancelled, you see who cancelled and their reason.

Runs: The moment it happens
Apps: Calendly
AI: Not needed
Access: PAT

Send this to your assistant

Create a ClickRuntime automation: when a Calendly meeting is cancelled, post the invitee's name, the meeting time and their reason to #bookings in Slack.

Paste it into your assistant. It tells you what it will send or change before it runs live.

Add to ChatGPT Add to Claude

First time? Adding ClickRuntime to your assistant takes about two minutes.

Why use it

Why teams use this automation

A consultant or small agency takes Calendly bookings from the website, and the owner's phone is full of calendar noise. When a client cancels a meeting, the only trace is a calendar entry vanishing and a notification among dozens of others. A project kickoff cancelled on Friday afternoon is discovered Monday when someone asks why the client has not been in touch, and the chance to save the meeting is gone.

When an invitee cancels, Calendly notifies ClickRuntime, which posts the invitee's name and the reason they gave to your Slack channel. It runs at the moment of cancellation, so the message reaches the team while the person is still thinking about the meeting.

It suits teams in which someone other than the calendar owner needs to react, such as account managers or schedulers.

What you get out of it

Rescue attempts can start immediately
A same-hour reply to a canceled meeting, offering alternative times, saves a meaningful share of those bookings. Waiting until Monday loses most of them. Cancellations that cite price or timing give sales a useful reason to reply with a better offer.
The reason is visible to everyone
Posting the cancellation reason lets the team respond appropriately. A client who cites a scheduling clash needs a different reply than one who says the project is no longer a priority.
Freed time can be put to use
Knowing early that a slot is open lets you move other work in or offer it to someone waiting. Hours that would have been lost become productive. Early notice of unhappy clients is often worth far more than the hour itself.
Account managers notice trouble
A key client canceling is often the first sign of something wrong. Seeing it in a channel gives the account owner a chance to reach out before the problem grows.
Fewer surprises on the calendar
The team is aware of what happened and when. Nobody prepares for a meeting that has been cancelled, or blames a colleague for a missed handover. Handovers go better when everybody works from the same record of events.

How it works

What happens, step by step

When an invitee cancels a Calendly meeting, ClickRuntime hears about it straight away.
It reads who cancelled, which meeting it was, when it was due and the reason they gave.
It posts a short message with those details to your #bookings Slack channel, so the team knows the slot is free.

Before it runs live

Connect Calendly
Paste your automation's link into the other app's webhook settings

What you get

RunsThe moment it happens

Post Calendly cancellations to Slackjust nowSucceeded

Slack · #bookingsCancelled: Sam Lee · Onboarding call on 2026-10-22 16:00 UTC · Need to move to next week

Build your own

Need it to work differently?

This template is a starting point. Copy the prompt and change it, or describe a different automation from scratch, with your own conditions, more apps or an AI step. Your assistant writes it, tests it and runs it on ClickRuntime.

Your own rules
Conditions, thresholds, filters and exceptions, written the way you'd explain them to a colleague.
Any number of apps
One automation can read from one app and update several others. Over 248 apps are ready, and anything with an API works too.
AI where it helps
Summaries, classification, extraction and drafts use ClickRuntime's built-in AI, with no extra key.
On a schedule or on each event
Runs as often as every 5 minutes, or the moment an app sends an event, and keeps track of what it already handled.

Changes you can ask for

Act only on the items that match your own rules, and skip the rest
Add an AI step, for example to summarize, sort or draft a reply
Add another app, for example also send it to Slack
Combine it with other Calendly steps into one automation

Under the hood

The code that runs this automation

This is the Python script that runs each time the automation starts. Your AI assistant writes it for you when you send the prompt, and you allow each step in your assistant. To change how the automation works, describe the change to your assistant and it updates the script for you. For every function it can use, see the script reference.

cancellation_alert.pyexample

from clickruntime import on_event, notify

@on_event
def handle(event):
    body = event.json or {}
    if body.get("event") != "invitee.canceled":
        return {"posted": False}
    p = body["payload"]
    ev = p.get("scheduled_event", {})
    reason = (p.get("cancellation") or {}).get("reason") or "no reason given"
    notify.slack(f"Cancelled: {p['name']} · {ev.get('name')} on {ev.get('start_time', '')[:16].replace('T', ' ')} UTC · {reason}",
                 channel="#bookings")
    return {"posted": True}

FAQ

Common questions

Does it include cancellations made by me, the host?

Calendly sends the event when an invitee cancels and also when a host cancels. If you only want invitee-initiated cancellations, the workflow can filter on who canceled, which the event includes. Specify the behavior you want.

What if the invitee gives no reason?

The post still goes out with the invitee name, the event and the time, and notes that no reason was given. A missing reason is common, so the alert never depends on one being entered.

Can the alert go to a private channel or direct message?

Yes. The Slack destination can be any channel the connected account can post to, including a private one, or a direct message to one person. Tell your AI assistant where it should go and approve the change.

What permissions does it need?

PAT. Nothing else in your accounts is used.

Does it need AI?

No. It runs without AI, so it doesn't use your plan's AI allowance.

How many runs does it use?

One run for each event the app sends.

Can I change how it works?

Yes. Describe the change to your AI assistant, for example a different schedule, channel or filter. It updates the automation, tests it and tells you what changed.

The moment it happens