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6 ways to automate Calendly with Zapier

These workflows will help you be a Calendly pro

By Jack Beaudoin · August 20, 2024
Hero image with the Calendly logo connected to the Zoom, Google Calendar, and Trello logos

Let's be real: meetings probably aren't the highlight of your day. But they don't actually have to be a chore. Calendly, an online scheduling tool, helps streamline the process of setting up (and taking) calls by having people simply click on a Calendly link to book an appointment that works for all parties. 

But that's just one part of the process. You'll still need to sync your work calendars, set up video conferencing, add leads to your CRM—and more. Fortunately, with a Zap—our word for Zapier's automated workflows—you can connect Calendly to thousands of business apps to streamline the whole process. Here's how. 

Zapier is the leader in workflow automation—integrating with thousands of apps from partners like Google, Salesforce, and Microsoft. Use interfaces, data tables, and logic to build secure, automated systems for your business-critical workflows across your organization's technology stack. Learn more.

Table of contents

  • Automatically track meetings

  • Automatically send meeting notifications

  • Create tasks from Calendly meetings

  • Add Calendly bookings to your other calendars

  • Set up video conferencing for Calendly meetings

  • Add Calendly invitees to your CRM and email marketing funnels

To get started with a Zap template—what we call our pre-made workflows—just click on the button. It only takes a few minutes to set up. You can read more about setting up Zaps here.

Automatically track meetings

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

Create Google Sheets rows from new scheduled Calendly events
  • Calendly logo
  • Google Sheets logo
Calendly + Google Sheets

Add Airtable records for new Calendly events

Add Airtable records for new Calendly events
  • Calendly logo
  • Airtable logo
Calendly + Airtable

Add Microsoft Excel sheet rows for new invitee created events in Calendly

Add Microsoft Excel sheet rows for new invitee created events in Calendly
  • Calendly logo
  • Microsoft Excel logo
Calendly + Microsoft Excel

Automatically send meeting notifications

Notifying attendees about upcoming meetings, time changes, or no-shows 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—or when someone doesn't show up like they're supposed to.

Send Slack messages for new Calendly invites

Send Slack messages for new Calendly invites
  • Calendly logo
  • Slack logo
Calendly + Slack

Post Microsoft Teams messages with new Calendly invitees

Post Microsoft Teams messages with new Calendly invitees
  • Calendly logo
  • Microsoft Teams logo
Calendly + Microsoft Teams

Send Slack notifications for no-shows in Calendly

Send Slack notifications for no-shows in Calendly
  • Calendly logo
  • Slack logo
Calendly + Slack

If your day is spent in your inbox instead of team chat, an email reminder does the trick. It's also a great way to remind clients and meeting attendees outside your team that you have a call coming up.

Got another no-show? Send them an email. You might, for example, want to send them a personalized offer to keep them interested or a chance to reschedule at a later date. These Zaps can do this for you—automatically.

Send emails via Gmail for new scheduled Calendly events

Send emails via Gmail for new scheduled Calendly events
  • Calendly logo
  • Gmail logo
Calendly + Gmail

Send Microsoft Outlook emails for new invitee created events in Calendly

Send Microsoft Outlook emails for new invitee created events in Calendly
  • Calendly logo
  • Microsoft Outlook logo
Calendly + Microsoft Outlook

Send email confirmations to new Calendly invitees

Send email confirmations to new Calendly invitees
  • Calendly logo
  • Email by Zapier logo
Calendly + Email by Zapier

Send email for no-shows in Calendly

Send email for no-shows in Calendly
  • Calendly logo
  • Gmail logo
Calendly + Gmail

Create tasks from Calendly meetings

A meeting is usually just a first step, especially for client intros and sales calls. Make sure you properly follow up after a call—whether that's remembering to send a thank you email or prepare a contract—by automatically creating a task in your project management software for Calendly invitees.

This can be especially helpful if you pass tasks across your team and want to make sure nothing falls through the cracks. Give one of these workflows a try so you never miss a to-do.

Create Trello cards for new Calendly events

Create Trello cards for new Calendly events
  • Calendly logo
  • Trello logo
Calendly + Trello

Add items in monday.com for new invitees created in Calendly

Add items in monday.com for new invitees created in Calendly
  • Calendly logo
  • monday.com logo
Calendly + monday.com

Create ClickUp tasks for new Calendly invitees

Create ClickUp tasks for new Calendly invitees
  • Calendly logo
  • ClickUp logo
Calendly + ClickUp

Create Asana tasks from new Calendly events

Create Asana tasks from new Calendly events
  • Calendly logo
  • Asana logo
Calendly + Asana

Add Calendly bookings to your other calendars

Adding 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

Create Google Calendar events from new scheduled Calendly events
  • Calendly logo
  • Google Calendar logo
Calendly + Google Calendar

Create Microsoft Outlook events for new invitees created in Calendly

Create Microsoft Outlook events for new invitees created in Calendly
  • Calendly logo
  • Microsoft Outlook logo
Calendly + Microsoft Outlook

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. 

Send new Calendly invitees a Google Meet video link

Send new Calendly invitees a Google Meet video link
  • Calendly logo
  • Google Meet logo
Calendly + Google Meet

Create Zoom meetings for new Calendly invitees

Create Zoom meetings for new Calendly invitees
  • Calendly logo
  • Zoom logo
Calendly + Zoom

Create Zoom meeting registrants for new Calendly invitees

Create Zoom meeting registrants for new Calendly invitees
  • Calendly logo
  • Zoom logo
Calendly + Zoom

Register new Calendly invitees as Zoom webinar registrants with ease

Register new Calendly invitees as Zoom webinar registrants with ease
  • Calendly logo
  • Zoom logo
Calendly + Zoom

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, so you can track relationships as they develop. You can even add notes to each client in your CRM, so if they miss an event it's a good idea for your sales team to know about it—so they can follow up accordingly.

Create or update Hubspot contacts for new Calendly invitees

Create or update Hubspot contacts for new Calendly invitees
  • Calendly logo
  • HubSpot logo
Calendly + HubSpot

Create Salesforce leads from new Calendly events

Create Salesforce leads from new Calendly events
  • Calendly logo
  • Salesforce logo
Calendly + Salesforce

Add or update LeadConnector opportunities for new Calendly invitees

Add or update LeadConnector opportunities for new Calendly invitees
  • Calendly logo
  • LeadConnector logo
Calendly + LeadConnector

Add a no-show in Calendly as a note to a Pipedrive customer

Add a no-show in Calendly as a note to a Pipedrive customer
  • Calendly logo
  • Pipedrive logo
Calendly + Pipedrive

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

Add or update ActiveCampaign contacts for new Calendly invitees
  • Calendly logo
  • ActiveCampaign logo
Calendly + ActiveCampaign

Create Mailchimp subscribers from new Calendly invitees

Create Mailchimp subscribers from new Calendly invitees
  • Calendly logo
  • Mailchimp logo
Calendly + Mailchimp

Add tagged subscribers to ConverKit from new Calendly events

Add tagged subscribers to ConverKit from new Calendly events
  • Calendly logo
  • ConvertKit logo
Calendly + ConvertKit

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?

Related reading:

  • How to send a Slack message for new Calendly events

  • Automatically create Zoom meetings for Calendly bookings

  • Scheduling automation workflows to make meetings easier

  • Automatically add new Calendly events to Google Sheets

  • How to create Google Calendar events from Calendly

This piece was originally published in August 2020 by Nick Moore, with previous contributions by Jack Beaudoin. It was most recently updated in August 2024 by Elena Alston.

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A Zap with the trigger 'When I get a new lead from Facebook,' and the action 'Notify my team in Slack'