6 Calendly and Zapier automations that we love
READ TIME: 9 MINUTES
Hilary Yeganegi, January 31, 2022
Calendly has seen a major increase in both usage and adoption in the past few years, with more than 10 million users worldwide.
Many new customers are just trying to learn the ropes of scheduling software, and chose Calendly because of its simplicity. But there are also power users — people who use Calendly nearly every day — who are looking for new ways to connect Calendly to other apps for a more seamless workflow.
Our 6 favorite Calendly + Zapier integrations
Zapier, a popular tool for making these software connections, allows you to easily connect Calendly to thousands of apps. So you can automate your work and have more time for what matters most — no code required!
On the Calendly Integrations page, Zapier keeps a self-updating chart of the most popular connections for Calendly.
Zapier calls these connections “zaps.” They’re simple shortcuts individuals and teams can use to automate workflows. Zaps can automatically update information in other apps whenever you schedule or update a meeting with Calendly.
There are two main Calendly triggers available in Zapier to initiate an automation:
Invitee Creation - triggers when an invitee schedules an event with you
Invitee Canceled - triggers when an invitee cancels a scheduled event
It’s worth noting Calendly has native integrations and features already built for you for many of the “top zaps” — including Zoom and Google Calendar integrations, ActiveCampaign, and many more. So definitely check Calendly’s integrations page first before creating a zap.
But Zapier is an invaluable tool for enhanced automations, or for connections that aren’t currently available within Calendly. Here are six of the Calendly zaps we love the most.
1. Send Slack messages for new Calendly invites
At Calendly, we use Slack all day long to communicate with individuals and teams. We're big Slack fans. If you’re like us, a Slack notification can be a powerful reminder, or even a pleasant surprise, for an upcoming event.
To get a personalized message in Slack when someone schedules a meeting or call with you on Calendly, you can set up a Calendly + Slack zap.
If you’d like to send a message to a specific Slack Channel, you can choose the channel you want to message, and turn the zap on.
While editing your zap, you’ll have the option to customize your Slack message by including:
Custom message text (including formatting options)
Who the message should be sent from (a Slack bot, or yourself) and an image or emoji
Image files via URL or other attached files
Scheduled send times, if you don’t want it sent in real-time
The option to continuously post as part of a Slack Thread
This way, each time a new meeting is scheduled through your Calendly link, your team will get a friendly heads up in chat.
In addition to having a zap send a message to a Slack Channel, you can also set up your zap to send a direct message, set a channel topic, add a reminder, send a private channel message, and more.
If you and your team are big on Slack, we highly recommend setting up Calendly to Slack zaps.
Bonus tip: Want to schedule Calendly meetings directly from Slack? With the Calendly and Slack integration, you can access and share your Calendly links without ever leaving Slack by simply using /calendly to bring up the global shortcut..
And if you’re on a Teams team — that is, if your team uses Microsoft Teams rather than Slack, we have a zap for you too! Set up a Calendly + Teams workflow to effortlessly send a channel message, chat message, or create a new channel.
2. Create Google Calendar events from new Calendly events
When someone schedules a meeting with you via Calendly, it will immediately reflect in your connected calendar.
That means, if you use your Google email address to sign up for Calendly, then it’ll automatically show up in your Google Calendar for that account. (Or, if you don’t sign-up with a Google email account, you can still easily connect your Google Calendar — or another type of Calendar — in your Calendly Calendar Connections.
However, there are a few specialty cases where setting up this zap makes sense:
If you want to add specific types of events to specific calendars, separate from your connected calendar
If you’d like events to live on a shared calendar in addition to your connected calendar — for example, if you have a meeting your team would like to have visibility into, you can set up a zap to push it onto a shared calendar in addition to your personal calendar
Block off prep or recap time before or after a scheduled event to make sure time is set aside for prep or reflection
It’s really simple to set up. Here's the Google Calendar + Calendly zap.
3. Add or update Pipedrive contacts for new Calendly invitees
Customer relationship management tools, or CRMs, are vital for every growing business. Calendly offers native integrations for many sales solutions including Salesforce, Hubspot, and ActiveCampaign, but Zapier is great for syncing data to a tool like Pipedrive.
Pipedrive is a purely sales-focused CRM that’s great for teams of all sizes, and offers a simple and powerful design with a frictionless onboarding experience and a more affordable price point.
When you set up a Calendly to Pipedrive zap, Pipedrive will automatically update with details about anyone who books an appointment with your business through Calendly. This eliminates the need to manually add or update your CRM after you have a meeting booked, and frees you up to focus on your appointments and more important tasks.
You can also set up a variety of other zaps to push your meeting information into Pipedrive. You can make Zapier record new activity, and create new deals. Or you can add multiple steps to send your Pipedrive info to another tool in your tech stack.
4. Create Asana tasks from new Calendly events
Like with Slack, we’re big fans of Asana at Calendly. As the No. 1 ranked project and work management tool, Asana is a critical organizational platform for more than 114,000 paying organizations across the world.
All kinds of teams from Marketing to Operations to Sales use Asana to streamline their project management. Why wouldn’t you want to see your upcoming meetings with customers, prospects, and others in the same place where you keep track of all your project info?
Zapier makes it possible.
This Asana + Calendly zap automatically updates Asana when you have a Calendly meeting booked or canceled. Customize your zap to create a new task, or update a task, with your invitee info — name, location, day, etc. You can also set up the trigger to create a new project, subtask, or attach files.
Once your meeting information is synced into Asana, you’re free to treat it like your other projects. Create custom fields to add additional context for your meetings like priority status, estimated values, next steps, and more. Get it all organized with one quick zap!
5. Create Google Sheets rows from newly scheduled Calendly events
Are you most comfortable in spreadsheets? Say you’ve had a great week of meetings, and now it’s time to report to the team. You can go back through your notes and calendar to try and remember them all, or you could let Zapier do that work for you.
If you’ve got a Google Sheet where you track new Calendly invitees (and perhaps some of their information), you can automate this with a zap straight from Calendly.
To create a new row in Google sheets from Calendly, you first need to set up your Google Sheet with column headers like name, email address, date, and any other info you want from your invitees.
Then, you can use this Google Sheet + Calendly zap. You'll use the dropdowns to map Calendly data to your columns in Google Sheet, like you see below.
This is a blueprint for what you want Zapier to do with every new invitee. You can also set up a similar zip to update invitee contact info. How easy is that?
6. Add Airtable records for new Calendly events
Airtable is a super customizable platform that lets you and your team create and share data in a simple and friendly interface. It’s a sort of spreadsheet/database hybrid where you can build just about anything in very little time.
We know Calendly is a great tool for booking meetings, but many teams will be looking for a way to organize all their scheduled meetings in a database like Airtable. With this Calendly + Airtable zap, after a new event is scheduled in Calendly, an automation is triggered to create or update a new record on Airtable with all the details you want to bring over.
To set yourself up for success with this zap, simply add a new base (similar to a spreadsheet) within your Airtable workspace. This base stores all your Calendly data in real-time.
Customize your Airtable with the columns you want to display, and turn on your zap to see your meetings come flowing in, alongside all your most important data. From there, what you can do with your Calendly data within Airtable is limitless: forecast, build visualizations, and much more.
Make Calendly part of your workflow
Calendly is the most powerful business tool for eliminating the hassle of scheduling meetings. It helps you curb administrative work that can bog down your day.
By introducing Calendly into your workflow, you improve your customer’s overall experience, and get time back so you can focus on priority projects. And with a platform like Zapier, there are endless ways you can further automate your Calendly experience.
Ready to explore more Calendly features? Sign up for free today.
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Hilary is a Partner Marketing Manager with Calendly. She's based in Atlanta, Georgia.
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