Calendly Triggers and Actions in Workflows

Connect Calendly

1. Go to Automation → Workflows and open or create a workflow.
2. Add a trigger or action, open the Apps tab and search for Calendly.
3. Select any Calendly trigger or action and click Connect your account.
4. Enter a Name for the connection, such as "Sales Team Calendly", and the Email for that account. Click Continue.
5. Sign in to Calendly, review the permissions and click Allow.
6. The panel shows Connected.

Triggers

Actions

• Events: Create one-off meeting, Book meeting for invitee, Find event, Cancel an event
• Invitees: Mark invitee as no show
• Contacts: Create contact, Find contact, Update contact
• Users: Find user

Example: start a workflow when someone books

1. Click Add trigger, open the Apps tab and choose Calendly → Invitee created.
2. Pick the Connected Account and give the trigger a clear name.
3. Under Webhook Subscription Scope, choose User for your own events or Organization for everyone's.
4. Optionally add filters, such as event type.
5. Click Find new records. If nothing shows, book a test meeting in Calendly and try again.
6. Select a record to use as sample data, then click Save trigger.

Example: create a one-off meeting link

1. Click Add, open the Apps tab and choose Calendly → Create one-off meeting.
2. Pick the Connected Account and name the action.
3. Fill in Event Name, Host User, Duration (up to 720 minutes), and the Start Date and End Date for availability. Timezone is optional.
4. Click Test action. This creates a real one-off event in Calendly and returns its booking link.
5. Save the action and test the whole workflow before publishing.

Ideas

• New booking: find or create the contact, then send a pre-call message.
• Cancellation: wait 30 minutes. If they haven't rebooked, create a one-off link and send it.
• No-show: tag the contact and send a "sorry we missed you" message with a new link.
• Deal milestone: create a one-off meeting with the assigned rep and text the link.