# Send DocuSeal waivers automatically for new Calendly bookings

> When a client books a consultation, email them a pre-filled waiver to sign and log it in a tracker so your front desk sees who still owes paperwork.

- Workflow type: code
- Services: DocuSeal, Calendly, Google Sheets
- Categories: Operations
- Published: 2026-08-07

## What it does

- Watches your Calendly account for new bookings and only acts on the appointment types that actually require paperwork, such as new client consultations.
- Sends the client their waiver or intake agreement automatically, already filled in with their name, email, and appointment time, so all they have to do is sign.
- Adds a row to a shared Google Sheets tracker for every form sent, showing the client, their appointment time, which form went out, and its reference number.
- Skips anyone who has already signed, so repeat clients are never asked for the same paperwork twice.

## What you'll need

- A Calendly account with the booking types you want to cover
- A DocuSeal account with your waiver or intake agreement already saved as a template
- A Google account and a spreadsheet to use as the paperwork tracker
- The names of the Calendly appointment types that require paperwork

## Prompt

Watch my Calendly account for new bookings and, whenever someone books an appointment type that requires paperwork, automatically send them the waiver or client intake agreement they need to sign before they turn up. Use the Calendly new booking poll trigger so this runs within minutes of the booking being made.

Only act on the Calendly event types that actually require paperwork. Let me configure the list of qualifying event type names, for example New Client Consultation. If the booking is for any other event type, stop and do nothing.

Before sending anything, read my Google Sheets paperwork tracker with Get Values and look up the invitee's email address. If that email already has a row showing their paperwork was sent and signed, skip this booking so repeat clients are never asked to sign the same agreement twice.

For a booking that passes both checks, take the invitee name, invitee email and the appointment date and time from the Calendly booking payload and call DocuSeal Create Submission against my intake template. Add the invitee as the submitter using their name and email, and pre-fill the template field values with their name, email and the appointment date and time so the client only has to add their signature. Leave DocuSeal's send_email behaviour at its default of true so the signature request is emailed to the client automatically.

Then log the send in my Google Sheets tracker with Append Values, one row per send, containing the booking date, the invitee name and email, the appointment date and time, the template used, and the DocuSeal submission id. Front desk staff use this sheet to see at a glance who still has paperwork outstanding before their appointment.

Ask me for my DocuSeal intake template id, the spreadsheet and tab to use as the tracker, and the Calendly event type names that require paperwork.

## How to customize

- Choose which appointment types trigger paperwork, and add more as you introduce new services.
- Swap in a different form for each appointment type, so consultations and treatments each get their own agreement.
- Change which columns land in the tracker, or point it at a spreadsheet your front desk already checks.

## FAQ

### Does the client get emailed the form automatically?

Yes. As soon as the booking comes through, the client receives an email with a link to their form, already filled in with their name and appointment details. All they need to add is their signature.

### What happens if someone books more than once?

The workflow checks your tracker before sending anything. If that email address has already been sent paperwork and signed it, the booking is skipped, so returning clients are not asked to sign the same agreement again.

### Can I use this for only some of my appointment types?

Yes. You list the appointment types that need paperwork, such as new client consultations, and every other booking is ignored.

### How quickly does the form reach the client?

New bookings are checked on a regular schedule, so the form typically lands in the client's inbox within minutes of them booking.

### Do I need to build a new form for this?

No. It uses a template you already have saved in DocuSeal, so your existing waiver or intake agreement works as it is.

Use this prompt in General Input: https://www.generalinput.com/prompts/send-docuseal-waivers-automatically-for-new-calendly-bookings