Share Meeting Prep Documents on WhatsApp Automatically
Scheduling a strategy meeting? When the event is created, Notis automatically sends attendees the agenda or background reading via WhatsApp media, so everyone arrives prepared.
Trigger
Event Created
Polling trigger that fires when a new calendar event is created. Returns event ID, summary, start/end times, and organizer info.
Action
Send media
Send a media message to a whatsapp number. note: the media will be delivered to the recipient only if they have texted first.
Why this helps
Sending prep materials requires a separate email with attachments; attendees might skip it or lose the file before the meeting.
- Higher prep rates: sharing materials on WhatsApp—where people check—beats email attachments
- Fewer surprises: attendees come prepared instead of you running the meeting twice
- Unified channel: all meeting comms (prep, reminders, updates) happen in one place
Setup
Build it in a few focused steps.
- 1Connect Google Calendar and WhatsApp business accounts to Notis, and upload prep materials to Notis (agendas, PDFs, etc.).
- 2Create a new automation: 'When a new calendar event for strategy meetings is created, send attendees the [agenda PDF] and [background doc] via WhatsApp.'
- 3Set the trigger to 'Event Created'.
- 4Specify which channel Notis should report on sends.
- 5Test by scheduling a test event and confirm prep materials arrive to attendees on WhatsApp.
Questions about this workflow
Can I send different prep materials based on the meeting type?
Yes. You can set up different automations for different meeting types—e.g., one for 1-on-1s (send calendar prep), another for team standups (send agenda), and so on.
What file types does WhatsApp accept?
Images (JPEG, PNG), videos (MP4), audio (MP3, AAC), and documents (PDF, Word, Excel). Most prep materials fall into these categories.
Can I send different attendees different materials?
By default, everyone gets the same file. You can customize with rules like 'Only send prep to external attendees' or 'Send one doc to the team, a different doc to partners.'
When this happens · Trigger
Do this · Action
Supported Triggers and Actions
Notis builds workflows that link Google Calendar to Whatsapp. A trigger fires from one place; an action lands in another.
Google Calendar triggers
Whatsapp actions
Recurring trigger
Notis starts this workflow on a schedule, such as daily, weekly, or during business hours.
Create message template
Create a new message template for the whatsapp business account. templates must be approved by whatsapp before they can be used. templates are required for marketing messages and messages sent outside the 24-hour window.
Webhook trigger
Notis starts this workflow when an external tool or custom backend sends an HTTP request.
Delete message template
Delete a message template from the whatsapp business account. this permanently removes the template and it cannot be recovered. only delete templates that are no longer needed.
Attendee Response Changed
Polling trigger that fires when any attendee's RSVP changes to accepted, declined, or tentative. Returns attendee info and current status.
Get business profile
Get the business profile information for a whatsapp business phone number. this includes business details like description, address, website, and contact info.
Event Canceled or Deleted
Triggers when a Google Calendar event is cancelled or deleted. Returns minimal data: event_id, summary (if available), and cancellation timestamp.
Get media
Get information about uploaded media including a temporary download url. the download url is valid for 5 minutes and can be used to retrieve the actual media file. this is useful for downloading media that was sent to your whatsapp number.
Event Starting Soon
Triggers when a calendar event is within a configured number of minutes from starting. Returns event details, time remaining, attendees, and join links when available.
Get media info
Get metadata about uploaded media without generating a download url. this is useful for checking file size, type, and hash without downloading the file. use get media if you need the actual download url.
Calendar Event Changes
**SOON TO BE DEPRECATED** - Use Calendar Event Sync (polling trigger) instead. Real-time webhook trigger for calendar event changes. Returns event metadata only. For full event data, use Calendar Event Sync (polling trigger).
Get message templates
Get all message templates for the whatsapp business account. templates are required for sending messages outside the 24-hour window and for marketing/utility messages.
Event Created
Polling trigger that fires when a new calendar event is created. Returns event ID, summary, start/end times, and organizer info.
Get phone number
Get details of a specific phone number associated with a whatsapp business account.
Calendar Event Sync
Polling trigger that returns full event data including details, attendees, and metadata. For real-time notifications with basic info, use Calendar Event Changes (webhook).
Get phone numbers
Get all phone numbers associated with a whatsapp business account (waba).
Connect any two apps with Notis in the middle.
Google Calendar and Whatsapp, or any other combination from 1,000+ integrations.
When this happens · Trigger
Do this · Action
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