⚠️ Available with any of the following subscriptions: Standard or Professional packages
The Create a calendar event action lets you schedule an event automatically when a workflow reaches this step. You can use it, for example, to schedule an onboarding meeting, probation check-in, or another employee-related event at a specific point in a workflow.
📅 To create the event directly in the organizer's calendar, Google Calendar or Outlook must be connected to the organizer's PeopleForce account. If neither integration is connected, PeopleForce emails guests an invitation with a calendar file to add the event to their calendar.
The action is available in Workflows and can be added directly after the workflow trigger or after any existing action. To get started, click the '+' icon within the trigger field and choose what you'd like to add. Here are the available options:
Create a task: Define specific tasks that need to be completed as part of the workflow.
Request a form: Prompt people to fill out a form—for example, to collect personal details, update profile information, or submit a change request.
Request a lifecycle survey: Automate feedback collection at key stages of the employee journey via Lifecycle Surveys.
Request lifecycle review: Automatically start a Lifecycle review for an employee at the appropriate stage of their lifecycle.
Send an email: Automate the process of sending emails to relevant individuals or a group of employees.
Send welcome letter: Automatically send an invitation to the system.
Generate a document: Configure the system to generate specific documents, such as offer letters, contracts, or reports.
Upload a document: Upload documents that are the same for all employees (e.g., NDAs, policies) and automate their signing within the workflow.
Send a webhook: Integrate with external applications or services by sending webhook notifications.
Trigger a workflow: Automatically launch another workflow as part of the current workflow.
Create a calendar event: Automatically schedule a calendar event for the employee and selected guests at a specific point in the workflow.
🕰️ Automatic workflows run once a day at 10:00 according to the user’s profile time zone.
Add a calendar event to a workflow
Go to Workflows and create a new workflow or open an existing one.
Click the + icon where you want to add the action.
Select Create a calendar event.
Configure the event details.
Click Save.
Configure the calendar event
Follow these steps to configure the calendar event action:
1. Enter the event title and location
In the Event title field, enter the name that should appear on the calendar. You can use placeholders to automatically insert employee-related information into the event title. For example, you can include the employee's name, department, job title, or other available employee data.
In the Location field, you can enter where the event will take place. For example, a physical address, a meeting room, or a video conference link. This field is optional. Leave it blank if the event has no specific location.
2. Specify the event day
In the Event day field, enter the number of days after the action's trigger date when the event should take place. Follow these rules:
Enter 0 to schedule the event on the same day as the action's trigger date.
Enter 1 to schedule the event one day after the trigger date.
Continue entering the number of days that should pass before the event is created.
💡 The Event day setting is applied in addition to any action configurations under Conditions & trigger. For example:
The workflow starts on June 1.
The action is configured to run 7 days after the workflow starts.
The Event day is set to 2.
The event is scheduled for June 10, which is 9 days after the workflow starts.
3. Select the event time
In the Event time section, choose whether the event should have a specific time or run all day.
To create a timed event, specify the Start time.
🗺️ Event times are calculated according to the organizer's time zone. If guests are located in different time zones, their calendar applications may display the event at a different local time.
Select the event Duration. The default duration for a timed event is one hour.
In the Show as field, select the availability status that should be displayed for the event:
Busy: blocks the selected time in the calendar.
Free: displays the event without blocking the selected time.
In the Description field, enter any additional information that guests should receive. You can include the purpose of the meeting, preparation instructions, agenda or other details that guests may need before the event. You can also use placeholders in the description to automatically insert employee-related information.
4. Select the organizer and guests
In the Organizer field, select whose calendar should be used to create the event. By default, the employee's manager is selected, but you can select:
the employee;
the manager's manager;
a person from an employee reference field;
a specific person.
If you select an employee reference field, choose the field that contains the organizer's information.
Verify that the selected organizer can be identified for every employee included in the workflow.
In the Guests field, select the people who should receive an invitation. You can add:
the employee;
the employee's manager;
the manager's manager;
a person from an employee reference field;
a specific person;
an external email address.
Add an external email address if someone outside the organization should attend.
Review the guest list to make sure all required participants are included.
📧 For employees with the Hired status, the invitation is sent to their effective email address. Depending on the employee's settings, this may be their personal email address.
How calendar invitations are created
PeopleForce uses the organizer's connected calendar integration to create the event and send invitations.
When Google Calendar or Outlook is connected
If Google Calendar or Outlook is connected to the organizer's PeopleForce account:
PeopleForce creates the event in the organizer's calendar.
Google or Microsoft sends the calendar invitations to the selected guests.
Guests receive the invitation through the calendar service connected to the organizer's account.
When no calendar integration is connected
If neither calendar integration is connected, PeopleForce uses an email invitation instead:
PeopleForce creates an invitation for each guest.
PeopleForce sends each guest an email.
The email includes a calendar file.
Guests can open the file to add the event to their calendar