# WhatsApp in calendar and activities

The eleven ready-made templates Calendar and Activities send by WhatsApp, when each one goes out, to whom, which option switches it, and how to add a WhatsApp reminder.

Eleven ready-made templates bring meetings and activities to WhatsApp, beside the usual e-mails: seven for Calendar, on from the start except location changes, and four for Activities, which wait until a notification rule uses the WhatsApp channel.

## Ready-made templates {#ready-made-templates}

| Template | When it is sent | To whom | Switched by |
|---|---|---|---|
| **Calendar: Invitation** | A meeting is created, or someone is added to it | Each new attendee except the organizer | **Invitations** (on) |
| **Calendar: Reschedule** | The meeting's start or end changes | All attendees, organizer included | **Reschedules** (on) |
| **Calendar: Location Changed** | Only the location or video link changes | All attendees, organizer included | **Location changes** (off) |
| **Calendar: Cancellation** | A meeting is deleted | All attendees, organizer included | **Cancellations** (on) |
| **Calendar: Reminder** | A WhatsApp reminder of the meeting falls due | Every attendee who has not declined | **Reminder** (on) |
| **Calendar: Invite Accepted** | An attendee answers **Yes** or **Maybe** | The organizer | **Invitation Accepted** (on) |
| **Calendar: Invite Declined** | An attendee answers **No** | The organizer | **Invitation Declined** (on) |
| **Activity: Created** | An activity is created | Those ticked on the **On Create** line | That line's **Channel** (no line at first) |
| **Activity: Updated** | An activity is changed | Those ticked on the **On Edit** line | That line's **Channel** |
| **Activity: Cancelled** | An activity is cancelled or deleted | Those ticked on the **On Cancel/Delete** line | That line's **Channel** |
| **Activity: Reminder Digest** | A **Due Date** reminder falls due (checked every ten minutes) | Those ticked on that line, one message each | That line's **Channel** (both shipped lines: **Email**) |

A person whose contact has no phone number is skipped, and a number on the [blacklist](consent-and-blacklist) never receives anything. Times are shown in the recipient's time zone. [Follow your messages](follow-your-messages) shows where they land. To change a wording, click the template's name in the settings and edit it as [WhatsApp templates](whatsapp-templates) shows.

## Before you start {#before-you-start}

- The blocks below sit in **WhatsApp/Configuration/Settings** and need the **Administrator** right on **WhatsApp**; click **Save** after a change.
- The activity rules need the **Manager** right on **Activities**.

## Calendar {#calendar}

![The Automated Calendar messages block; each option names the ready-made template it sends.](https://jaah.app/web/image/13302-2715e4db/whatsapp-whatsapp-in-calendar-and-activities-calendar_settings-en.png)

Each option of **Automated Calendar messages** sends one template; Calendar's e-mails go out as before ([Calendar automations](/docs/calendar/calendar-automations)).

The invitation carries two links, **Accept** and **Decline** (always in English), that record the answer like the e-mail's. When a new meeting has invitees without a phone number, a notice names them: add their number, then remove them from the meeting and add them back, since someone added to a saved meeting receives the invitation.

![Invitation Accepted and Invitation Declined tell the organizer how each attendee answered.](https://jaah.app/web/image/13306-82ca4eb0/whatsapp-whatsapp-in-calendar-and-activities-calendar_answers-en.png)

The organizer is told of each answer on the phone of their contact.

### Reminders by WhatsApp {#whatsapp-reminders}

Despite the line under **Reminder**, nothing goes out a day before by itself: the message leaves when a reminder of type WhatsApp falls due, and none exists after installation. To add one:

1. Open **Calendar/Configuration/Reminders**, shown in [developer mode](/docs/general-settings/developer-mode-and-technical-menus).
2. Click **New** and choose **WhatsApp** in **Type**.
3. Set **Remind Before** and its unit, then click **Save manually**.
4. On a meeting, add this reminder in **Reminders**.

![A new reminder of type WhatsApp, one hour before the meeting unless you change it.](https://jaah.app/web/image/13314-cb857c20/whatsapp-whatsapp-in-calendar-and-activities-whatsapp_reminder-en.png)

**Notify Responsible**, which then appears, changes nothing for WhatsApp. A reminder that cannot leave within 45 minutes is dropped rather than sent late.

## Activities {#activities}

![The Automated Activity messages block names the four templates; the rules are set in the Activities settings.](https://jaah.app/web/image/13310-51486ae6/whatsapp-whatsapp-in-calendar-and-activities-activity_templates-en.png)

The **Automated Activity messages** block only names the templates. The switch is the **Channel** of each rule in **Activities/Configuration/Settings**: **Email**, **WhatsApp** or **WhatsApp + Email**.

1. Under **Due Date**, click **Configure**.
2. Click a line's **Channel** and choose **WhatsApp + Email**.
3. Click **Save**.

![The one-hour reminder now goes by WhatsApp and by email; the one-day reminder stays email only.](https://jaah.app/web/image/13318-e805baaa/whatsapp-whatsapp-in-calendar-and-activities-due_date_channel-en.png)

On a phone, the dialog fills the screen. **Configure** under **Events** holds the same column for the **On Create**, **On Edit** and **On Cancel/Delete** lines; add one to start. [Activities settings](/docs/activities/activities-settings#notifications) explains recipients and timing.

## FAQ {#faq}

### Why did nobody receive a meeting reminder? {#no-reminder}

The meeting has no reminder of type WhatsApp, the attendee declined or has no phone number, or the meeting has ended. **Reminder** must also stay ticked.

### Will a meeting activity send both an invitation and an activity message? {#no-double}

No. When an activity creates a meeting, people who receive the WhatsApp invitation are left out of **Activity: Created**.

### Can I stop one message and keep the others? {#stop-one}

Yes. Untick its option for Calendar; set the rule's **Channel** back to **Email** for Activities.

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- Source: https://jaah.app/docs/whatsapp/whatsapp-in-calendar-and-activities
- Updated: 2026-10-27
- Version: WhatsApp 19.0.2.3.9
- Verified: 2026-10-27