Six ways to automate Calendly (full text)
Booking meetings doesn’t have to be a chore. Instead of playing endless email tag, a simple click on a Calendly link can set an appointment that works for all parties.
But booking appointments is usually just one administrative task within your larger meeting workflow. With a Zap—our word for Zapier’s automated workflows—you can connect Calendly to thousands of business apps. Here’s how to automate Calendly to send out meeting reminders, add video conferencing, and more.
Table of contents
How to integrate Calendly with almost any app using Zapier
Add Calendly bookings to your other calendars
Add Calendly events to your work calendar quickly and automatically helps eliminate double-booking, especially if work colleagues have access to your free/busy times.
While Calendly has a built-in connection with some popular calendar apps, sometimes you may want events to show up in more than one place or on a calendar that isn’t connected to your account.
Use the Zaps below to connect Google Calendar or Outlook to Calendly. In addition to automatically populating the new event’s title, start and end times, you can also specify a standard meeting location, include a personal conference dial-in or video meeting, and set an event’s color, visibility, and reminder schedule.
Create Google Calendar events from new scheduled Calendly events
Calendly + Google Calendar
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When you schedule a time to meet with someone, not adding that to your calendar means you very well might miss the meeting. If you have trouble remembering to add meetings to your calendar, let Zapier help! This integration automatically generates a new event in Google Calendar from the details of each new scheduled Calendly event.
Create Microsoft Outlook events for new invitees created in Calendly
Calendly + Microsoft Outlook
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When you have people scheduling time to meet with you, you’ll want your personal calendar updated with the details. This integration helps by automatically creating an event in Microsoft Outlook with the details of an invitee created event in Calendly. It’s never been easier to coordinate your calendars.
Set up video conferencing for Calendly meetings
By now, we’ve probably all experienced that moment of panic when you miss the start of the meeting because you can’t find the right video conferencing link. That short delay gets your meeting off on the wrong foot, leaving you frazzled and apologetic before you even say hello.
Automation ensures this never needs to happen again. Use these Zaps to automatically set up video conferencing for Calendly events.
Create Zoom meetings for new Calendly events
Calendly + Zoom
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When the time comes, you’ll want to jump right into the discussion and not worry about setting up a meeting and sending out links. Zapier can do all of that for you once you activate this Zap. Every new event created on Calendly will trigger the automation, creating a Zoom meeting for each one. You can then add a step to your Zap to send the Join URL to the invitee by email or any other medium you’d like.
Create meetings in GoTo Meeting from new Calendly events
Calendly + GoTo Meeting
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If you set up a virtual meeting with someone, that means you’ve also got to do the same thing in your video conferencing platform of choice. What if that could be done for you automatically? Zapier can do just that, and you’ll never need to duplicate your work again.
Schedule Join.me meetings with new Calendly invitees
Calendly + join.me
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Calendly’s a great way to let people book meetings with your team, but what if you’ll be meeting online with a Join.me call? This Zap can automate the meeting, too. Whenever someone books an appointment on your Calendly page, Zapier will automatically copy that data, book a new Join.me video call meeting, and email the details to you and your invitee. It’s a simple way to let people book video calls with you.
Keep track of meeting info
If you need to report on sales goals or performance to other teams, keeping an automatic record of your meetings can save you from frantically scrolling through your calendar when someone asks for an update.
Use one of these Zap to automatically add your Calendly meeting info to your spreadsheet tool.
Create Google Sheets rows from new scheduled Calendly events
Calendly + Google Sheets
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You’ve had a good week of meetings, time to report back to your team about it! You could go back and try to remember them all, or you could let Zapier do all of that work for you. Once an event is scheduled with Calendly, a new row in a Google Sheets spreadsheet will be created automatically to easily store those details.
Add Airtable records for new Calendly events
Airtable + Calendly
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That contact and scheduling data is useful on more than just your calendar. Use this Zap to bring it all into Airtable once it’s set up. After that any new event on Calendy will trigger the automation, creating a new record on Airtable with the details you need to archive.
Update rows on Google Sheets with new cancelations on Calendly
Calendly + Google Sheets
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Your archives can stay accurate, no matter how busy you get—set up some automation to tend do them while you focus on what matters. This Zap will trigger whenever someone cancels an event on Calendly, automatically updating the appropriate row on Google Sheets so you’re never missing any information.
Automatically send meeting notifications
Remote and hybrid work has also made it more challenging to keep the entire team in the loop. Notifying attendees about upcoming meetings, time changes, or cancellations is an administrative task that just begs for automation. You can use Zapier to help with fine-grained notification schedules, reminders, and alerts.
Use these Zaps to let the team know about new meetings the moment they’re created.
Send Slack messages for new Calendly invites
Calendly + Slack
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You’re trying to score a big meeting, and send out an invite for someone to accept. Wouldn’t it be nice to know that they have while you’re chatting with other teammates? Use this integration to automatically send a Slack message for each new Calendly invite.
Send SMS messages for new Calendly events
Calendly + SMS by Zapier
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It’s great to be notified when someone books a meeting or other event with you. What better way than with an SMS message? This Zap can send you those messages automatically, any time a new meeting is scheduled in Calendly.
Post Microsoft Teams messages with new Calendly invitees
Calendly + Microsoft Teams
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Good meetings don’t just happen. Preparing for success can take time, though, and once the appointment is set the clock is ticking. Get a jump on your pre-meeting tasks with this integration, which automatically creates a new message in Microsoft Teams whenever an invitee schedules a Calendly event. Start collaborating right away, without any added effort, and make sure your next meeting is the best one yet.
If you want to send a reminder to yourself or your meeting attendees right before a meeting starts, you can with a multi-step Zap.
Start by selecting Calendly as your trigger app and Invitee created for your trigger event. Then add a delay step to hold the reminder for a specific time (we recommend starting with 15 minutes) before the scheduled start of the meeting. Then add your notification step in your text or chat app.
Automatically email or text meeting attendees
You can make appointments more productive by automatically reaching out to meeting attendees before your meeting begins. Using a new event in Calendly as the trigger, you can automatically send sales brochures, share directions, or provide a standard agenda to invitees to help them prepare. Here’s how:
Automatically email Calendly attendees
Emailing an information packet to a meeting attendee is a rote task that takes up valuable time. What makes the problem worse is that your wasted time scales—multiply the lost time by the number of meetings you set, and it adds up quickly. Use these Zaps to reach out automatically:
Send emails via Gmail for new scheduled Calendly events
Calendly + Gmail
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Booking a meeting with someone is just the first part of the process. Now you’ve got to send them confirmation details. Do that with this integration, and let Zapier automatically send a custom emails in Gmail for each new Calendly event that’s scheduled. Never worry about sending the email yourself again!
Send Microsoft Outlook emails for new invitee created events in Calendly
Calendly + Microsoft Outlook
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When you have people scheduling time with you, you’ll want to be notified. This integration helps by automatically sending a Microsoft Outlook email with details of a new invitee created event in Calendly. It’s never been easier to be notified of your new appointments.
And if you need to personalize an email before you send it, Zapier has you covered. Just set the action to “create draft email” instead of “send email”.
Prepare draft emails on Gmail for new Calendly events
Calendly + Gmail
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Sometimes you need more than a meeting confirmation email; set up your responses and follow-up questions automatically and you won’t waste any time getting them out. Once active, this Zap will trigger with each new event someone adds on your Calendly, creating a new draft email on Gmail so you can respond to them (or notify others) at your leisure.
Automatically text Calendly attendees
With apps like Twilio, it’s just as easy to text invitees (or yourself) as it is to email them. You can use these Zaps to confirm meeting details, send a greeting, or push a link to a pre-meeting questionnaire.
Send Twilio SMS messages for new Calendly events
Calendly + Twilio
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SMS messages are a great way to quickly get notified whenever someone books a new Calendly appointment with you—or to notify the invitee and confirm the new appointment. Zapier’s Twilio integration can send these SMS notifications for you, automatically. Set up this Zap, and whenever a new appointment is booked in your Calendly calendar, Zapier can send the details via SMS to anyone you want.
Send Twilio SMS messages for new invitee created events in Calendly
Calendly + Twilio
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When someone schedules time on your calendar, you’ll want to get notifications via text so you’re up to date. This integration helps by automatically sending an SMS message from Twilio when there is an invitee created event in Calendly. You’ll always know when you have new appointments scheduled.
Add Calendly invitees to your CRM and email marketing funnels
An introductory meeting is often just the first step toward a sale. Making sure your client gets the right follow-up is an important next step.
These Zaps add invitees and contacts to your customer relationship management (CRM) tool of choice, so you can track relationships as they develop.
Create or update Keap Max Classic contacts from new Calendly events
Calendly + Keap Max Classic
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Ever wished you could follow up with people after meetings end? This Zapier integration takes care of that for you! Once set up, new Keap Max Classic contacts will be automatically created from events invitees in your Calendly account.
Create or update Hubspot contacts for new Calendly invitees
Calendly + HubSpot
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Want to keep in touch with people after you have meetings with them? Keeping up with them in your CRM is a great way to continue the relationship. This Zapier integration takes care of that for you, automatically creating new HubSpot contacts from new Calendly invitees to help you keep the relationship going.
Add new Calendly invitees to ActiveCampaign automations
ActiveCampaign + Calendly
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Keep your meeting invitees engaged by adding them to your contact automation immediately. This integration automatically adds each new Calendly invitee to an ActiveCampaign contact automation, effortlessly freshening up your contact automation with your meeting invitees.
Record new Calendly events as contact activities in Pipedrive
Calendly + Pipedrive
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It can be embarrassing to forget details of past conversations when speaking to a client. Avoid that situation with this integration. Whenever someone books a Calendly meeting with you, this Zap will search Pipedrive for that contact, and automatically add the details of the meeting to their activity. That way, you’ll have the context of past meetings on hand without any manual searching!
Create Salesforce leads from new Calendly events
Calendly + Salesforce
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Set up this Zap and it will react to every new event someone creates on your Calendly, automatically adding them as a lead on Salesforce. Prep your outreach effortlessly so that your sales can kick in immediately.
Another way to ensure that you and your organization remain top-of-mind during the purchasing decision is to automatically add invitees to your email marketing newsletters. This way, even when you’re not speaking to prospects directly, you can share value, show them compelling information, and gently convince them to convert. Just make sure they’ve opted in to receive these types of emails before you add them.
Add or update ActiveCampaign contacts for new Calendly invitees
ActiveCampaign + Calendly
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After an invitee schedules a meeting, you often want to add or update a contact in different apps to easily stay in touch with them. With a little help from this Zapier integration, you can automatically send new Calendly invitees right over to ActiveCampaign without having to do any manual work yourself.
Create Mailchimp subscribers from new Calendly invitees
Calendly + Mailchimp
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Follow up with new meeting invitees effortlessly with this Zapier integration! Once you’ve set this up, each new Calendly invitee will be automatically added to Mailchimp.
Add tagged subscribers to ConverKit from new Calendly events
Calendly + ConvertKit
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Once you’ve captured your leads’ interest by having them book a meeting with you, make sure you track them accordingly by setting up this Zap to identify them easily. It will trigger automatically whenever someone creates a new event on Calendly, subscribing them to a tag on ConverKit so you can always spot them.
Add invitees who cancel Calendly events to an AWeber list
AWeber + Calendly
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Your contacts who cancel an appointment need different information from you than those who showed up. Use this Zap to send the right message to those contacts automatically. After you set it up, whenever an invitee cancels their appointment with you through Calendly, Zapier will automatically add them as a subscriber in AWeber. Then you can follow up with a targeted campaign to get them back on track.
Do more in less time with Calendly and Zapier
Calendly makes it easy to schedule meetings without resorting to long email conversations. But with a little imagination and Zapier’s ability to connect Calendly with dozens of other productivity, sales, and marketing tools, you can automate the entire meeting workflow. Think about it—no more double-booking, no more missed starts, and no rush to follow up when the meeting ends. What will you do with all your free time?
This piece was originally published in August 2020, written by Nick Moore. It was substantially updated in December 2021 by Jack Beaudoin and lightly updated in July 2022.
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