Calendar Trigger¶

Overview¶

The Calendar Trigger starts a workflow from your team’s calendars. Pick what it waits for:

Option	Starts the workflow
A meeting is coming up	A set time before a meeting starts — e.g. 1 day, or 2 hours.
A meeting has ended	When a meeting ends, or a set time after.
A meeting is booked	When a new meeting appears on a calendar.
A meeting is moved	When a meeting’s start time changes.
A meeting is canceled	When an upcoming meeting is canceled.

It works the same whether the meeting was made in BaseCloud, by a workflow, or directly in Outlook or Google Calendar.

When to use this trigger:

Text customers a reminder the day before, to cut no-shows.
Send a thank-you or a review request an hour after a meeting ends.
Tell the rep when a customer declines or cancels.
Send the new time when a meeting is moved.

flowchart LR
    A[Meeting tomorrow] --> B[Calendar Trigger: coming up, 1 day]
    B --> C{client_id}
    C -->|set| D[SMS reminder with start_label and meeting_link]

Configuration¶

Builder fields¶

The Field column is the label as it appears in the task builder; Key is the name the value is stored under and referenced by.

Field	Key	Type	Default	Notes
Start this workflow when	`trigger_event`	select	`starting_soon`	Options: A meeting is coming up · A meeting has ended · A meeting is booked · A meeting is moved · A meeting is canceled
How long before / after	`offset_value`	number	`1`	Only shown when `trigger_event` is `starting_soon`, `ended`
Unit	`offset_unit`	select	`days`	Options: Minutes · Hours · Days. Only shown when `trigger_event` is `starting_soon`, `ended`
Whose calendars	`user_ids`	select	–
Only meetings linked to a client	`client_required`	checkbox	`0`
Only meetings whose title contains (optional)	`title_contains`	text	–
Also meetings booked by workflows	`include_automation`	checkbox	`0`	Only shown when `trigger_event` is `created`

How it checks¶

The trigger checks every minute and picks up what became due since its last check. Each meeting starts the workflow once per trigger:

A meeting several of your people attend is on each of their calendars, but it only starts the workflow once.
A meeting that is moved gets a new reminder for its new time.
A meeting is coming up fires when the lead time is reached. A meeting booked closer than the lead time (booked this afternoon, with a “1 day before” reminder) does not get that reminder — use A meeting is booked for confirmations.
Each check looks up to 30 seconds behind the clock, so a change saved at the moment of a check is not missed.
A missed minute is caught up on the next check. A trigger switched off and on again catches up at most the last hour, never more; a new trigger starts from the moment it is switched on.

Canceled repeating meetings¶

One meeting of a series (just next Tuesday's session) starts the workflow for that meeting.
The whole series starts it once, not once per meeting.
“This and all following” starts it once, for the first meeting removed, and says how many went and which was the last.
A whole series already under way starts it once. Its time is the next meeting that is no longer happening, and it says how many went and which was the last.
Changing a series’ pattern (weekly to every two weeks, say) does not start it. BaseCloud replaces the old meetings with new ones, and that is not a cancellation.

What is left out¶

All-day entries are never reminded about.
Meetings the calendar’s owner declined.
A meeting is booked ignores meetings booked by workflows, unless Also meetings booked by workflows is on — so a workflow that books meetings cannot keep starting itself. The other options do include them: a meeting a workflow booked still gets its reminder.
A meeting is booked also ignores meetings copied in when someone first connects their calendar (more than 15 new meetings on one person’s calendar in a minute counts as that), past meetings, and meetings booked before the trigger was switched on. It fires a minute or two after the booking.
A meeting is canceled waits five minutes before it counts, and does not fire when only one person’s copy goes (for example, a guest declines) while the meeting carries on.
A meeting is moved looks at the start time only. Changing just the end time does not count.
A meeting is canceled only covers upcoming meetings.

Output Fields¶

Field	Description
`trigger_event`, `trigger_label`	What happened, e.g. `starting_soon` / “Meeting starting soon”.
`event_id`	The meeting’s ID — use it in a Calendar task to change or cancel it.
`title`, `description`, `location`	The meeting details.
`start`, `end`	Exact times (ISO, UTC); the date for all-day meetings, with `end` the last day.
`start_local`, `end_local`	`2026-10-05 14:00` in the account’s time zone. All-day meetings give the date only.
`start_label`, `end_label`	Readable, e.g. `Mon, Oct 5, 2:00 PM`.
`all_day`	`yes` / `no`.
`time_zone`	The account’s time zone (General Settings).
`owner_user_id`	Whose calendar the meeting is on.
`organizer_name`, `organizer_email`	Who organized it.
`client_id`, `client_name`	The linked client, when there is one.
`meeting_link`, `web_link`	The Teams / Meet link, and the link to open the meeting.
`attendee_emails`, `attendee_names`	The guests (not the organizer), comma-separated.
`attendee_count`, `attendees`	How many guests, and the list with each guest’s answer so far.
`session_id`	A stable key per meeting — use it as an AI memory Session Key.
`old_start`, `old_start_label`	Moved only: the previous time.
`moved_count`	Moved only: how many meetings of a repeating series moved together (1 for a single meeting).
`part_of_series`	Canceled and moved: `yes` when the meeting is part of a repeating series.
`cancelled_count`	Canceled only: how many meetings were canceled together (1 unless “this and all following”).
`cancelled_from_label`	Canceled only: the first meeting removed, when more than one was.
`cancelled_through_label`	Canceled only: the last meeting removed, when more than one was.

Testing¶

Create a test record from the trigger’s records panel without pasting anything, and BaseCloud fills it with your account’s nearest meeting, shaped exactly as a real run would be. If the calendar is empty it uses a sample meeting.