If you’re trying to make meetings less painful—or just want your team to stop dropping the ball—custom workflows in Meetz can help. This guide is for anyone who’s tired of clicking around, hoping a tool “just works,” and wants a straightforward path to making Meetz do exactly what you want. I’ll walk you through the real steps, call out what’s worth your time, and flag the stuff you can ignore.
What Are Custom Workflows in Meetz, Really?
Let’s keep it simple: custom workflows in Meetz are basically automated sets of actions that happen based on triggers (like a new meeting booked, or someone filling out a form). You can use them to automate reminders, send follow-ups, update your CRM, and more. Meetz calls them “workflows,” but think of them as “if-this-then-that” chains—no code required, but not totally foolproof either.
If you’ve used tools like Zapier or Automate.io, this should feel familiar. If not, don’t worry. The idea is to save time and cut down on manual work, not to build a Rube Goldberg machine.
Before You Start: What to Know
A few things before you dive in:
- You need admin or workflow permissions. If you’re not the owner, check your access.
- Map out what you want first. Seriously, scribble it on a napkin. “When a meeting is booked, send a Slack message, then follow up by email”—that sort of thing.
- Not every integration is perfect. Meetz plays nicely with most popular tools, but some integrations are a bit rough around the edges.
Step 1: Find the Workflows Area
- Log in to Meetz.
- In the sidebar (usually left side), look for “Workflows.” If you don’t see it, you might need to click “More” or check under “Automation.”
- Click “Workflows.” You should land on a dashboard showing any workflows you’ve already made (or an empty state if you’re new).
Pro tip: Bookmark this page. You’ll be back here more than you think.
Step 2: Create a New Workflow
- Hit the “Create Workflow” or “New Workflow” button (wording may change, but it’s usually obvious).
- Give your workflow a name you’ll actually recognize later. “Client Onboarding – Slack + Email” beats “Workflow 3.”
- Add a description if you want, but don’t overthink it.
Honest take: Meetz’s workflow UI is better than some, but still a bit clunky if you’re building anything more than 2–3 steps. Expect a little trial and error.
Step 3: Set Up Your Trigger
Every workflow starts somewhere. Meetz gives you a handful of triggers, like:
- Meeting is scheduled
- Meeting is rescheduled or canceled
- Form or survey is completed
- Custom (webhook, for advanced users)
Pick the one that matches your use case. For most folks starting out, “Meeting is scheduled” is the go-to.
What to ignore: Don’t bother with webhooks unless you know exactly why you need them. They’re powerful, but overkill for basic automations.
Step 4: Add Actions
Now for the meat of the workflow. After your trigger, you can stack up actions—these are the things Meetz will do automatically.
Common Actions
- Send an email (to guests, hosts, or anyone else)
- Send a Slack or Teams message (if you’ve connected those integrations)
- Update calendar events
- Add a CRM entry
- Trigger another workflow (careful, this can get messy fast)
- Wait/delay (e.g., “wait 1 hour, then send…”)
To add an action:
- Click “Add Action” (or “+” icon).
- Choose your action type.
- Fill out the required details (like email address, message, etc.).
Pro tip: Test each action as you add it. Meetz lets you run sample data through—use it, because a typo in an email or a wrong Slack channel will haunt you.
Action Settings That Actually Matter
- Personalization tokens: Use these to pull in meeting details (like
{guest_name}or{meeting_time}) into your messages. They work, but double-check how they render. - Conditions/branching: Meetz lets you add “if this, then that” logic—e.g., “If meeting type is ‘Demo,’ then…” Don’t go wild here unless you really need it. More branches, more places for things to break.
- Delays/timing: You can set actions to happen minutes, hours, or days after the trigger. Good for follow-ups, but watch out: if your meeting moves, your timing might be off.
What doesn’t work well: Multi-step logic with lots of “if this, then that” branches tends to get confusing. If you need complex flows, keep them in a diagram or doc somewhere, not just inside Meetz.
Step 5: Add Conditions (Optional, but Powerful)
If you only want certain actions to fire under specific circumstances (e.g., only for external guests, or only if the meeting is longer than 30 minutes), add a condition.
- After your trigger, click “Add Condition.”
- Choose your filter (guest email contains “@client.com,” meeting type is “Sales Demo,” etc.).
- Set what happens if the condition is true (and what happens if it’s not).
Honest take: Don’t add conditions just because you can. More complexity means more time fixing things when they break.
Step 6: Test Everything
This is where most people skip ahead and regret it later. Don’t.
- Use Meetz’s “Test Workflow” or “Run Sample” feature (usually found at the top or bottom of the builder).
- Watch what happens—did the email go out? Did the Slack message show up?
- Check for typos, broken links, and weird formatting. Test with your own email or a dummy account if you can.
- If something doesn’t work, start simple, then layer on complexity. Debugging is way harder in a 5-step workflow than a 1-step one.
Pro tip: If you’re using integrations (Slack, email, CRM), make sure you’re logged into the right accounts and have given Meetz permission. Most “it’s not working” issues are just authentication problems.
Step 7: Turn It On and Monitor
- Once you’re happy, flip the switch to activate your workflow.
- Set a reminder to check back after a day or two. Did it run? Did it do what you expected?
- Ask a teammate or two to try it with you. Fresh eyes spot weirdness you’ll never notice.
What to ignore: Don’t bother with the “advanced analytics” unless you’re running dozens of workflows. For most folks, “Did the thing happen?” is all you care about.
Step 8: Maintain and Iterate
Workflows aren’t “set and forget.” They break when things change—new meeting types, new team members, or when someone disconnects an integration.
- Review once a month. Set a recurring calendar reminder.
- Document what each workflow does. Even a Google Doc is better than nothing.
- Keep it simple. If you can do it in fewer steps, do it.
Honest take: Most teams overbuild at first. Start with the basics—a reminder here, a post-meeting follow-up there. Get fancy only if you have to.
Real-World Tips (From Someone Who’s Been Burned)
- Start with just one workflow. Don’t try to automate everything at once.
- Don’t trust the preview 100%. Test with real data.
- Integrations break. If your CRM or Slack connection drops, Meetz won’t always tell you.
- Slack notifications can get noisy. Pick a channel, not @everyone, unless you enjoy being unpopular.
- Clean up unused workflows. Old automations can do weird stuff later.
Summary: Keep It Simple, Iterate Often
Custom workflows in Meetz can save you real time, but only if you keep things clear and don’t overcomplicate. Start small, test as you go, and don’t be afraid to throw out what isn’t working. Automate the boring stuff, but remember—no tool is magic. If you hit a snag, step back, simplify, and try again. You’ll get more value by iterating than by chasing the perfect setup on day one.