Basic Rules are available on all plans except for the Free plan. Workspace-level Rules are available on Mixmax for Teams and on Mixmax Pro with the Advanced Rules add-on. Check out our pricing page for more information.
With Mixmax Rules, you can use your time more efficiently and stay on top of correspondence with prospects and customers. Mixmax Rules lets you build workflow automation that automatically sends a reschedule invitation using an email template when someone cancels a meeting with you.
Creating your Rule
For individuals, go to the Rules section on your account and click +New Rule.
If you're a Workspace Admin and would like to configure this workflow for your entire team, go to the Workspace rules section in the Admin center and click +New Rule.
Next, enter a title for your rule.
Each Mixmax Rule has 3 steps: Trigger, Filter, and Action.
Trigger
For the Rule trigger, select Meeting.
Next, select My meeting is canceled and click Continue.
This Rule works only for meetings scheduled through Mixmax Calendar Invites.
Filter
Next, you can specify the conditions under which the Rule should be triggered; for example, you might want this Rule to apply only to meetings that start in the next 2 hours.
Please note that the Meeting > "A meeting starts" trigger is currently not supported for Outlook-based users.
First, click Add Condition.
Next to Guest (email), click the drop-down and select Start time.
Next, select the period of time until the meeting starts from the corresponding drop-down menus; in our example, 'in the next' 2 hours.
Click Add condition again to add other conditions if necessary. For example, you might want to be notified only if you are the meeting organizer.
If you wish to select multiple filters, each of which should trigger this automation, change the filter logic to If ANY of the following are true.
Click Continue when you are done adding filters.
Action
For your action, select Email.
In the next window, select Send them a template and click Continue.
Next, select the pre-configured Email Template you want to send from the Select a template drop-down list. To find a specific template, start typing the template name in the Search templates field.
The recipient's information will be automatically populated via the variables you add to the Email Template.
To delay sending the rescheduling invitation after recipients cancel the meeting, specify a time period in minutes, hours, weekdays, or days under Delay sending.
You can also limit when the rescheduling message can be sent. Under Configure send time, switch the toggle to On, then select the start and end times and the time zone you want to use.
When you are done, click Activate & Close. Your Rule is good to go!
For more real-life 'Rules' use cases, check out our Rules Library!