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6 ways to automate YouCanBookMe with Zapier

By Hannah Herman · August 13, 2024
A hero image of the YouCanBookMe app logo connected to other app logos on a light yellow background.

Sales demos, client meetings, service appointments—whatever your business does, you very likely need to give leads and customers a way to meet with you and your team. And with its fully customizable experiences, YouCanBookMe is a popular app for friction-free scheduling. 

But even the best scheduling app can't do everything—like add new bookings to the right contact in your CRM or let your team know instantly about any cancellations. That's where automation comes in. 

With Zapier, you can create fully automated workflows (we call them Zaps) based on activity in YouCanBookMe. That way, all your appointment-related tasks are handled seamlessly. Not sure where to start? Here are a few of the most popular ways to automate YouCanBookMe with Zapier. 

Great news! The Booking Notifications trigger for YouCanBookMe now includes the option Booking Finished, so you can automate tasks after your appointments end. Learn more in our community.

Table of contents

  • Log new bookings in a spreadsheet

  • Add clients to your CRM or email marketing app

  • Get notifications for new bookings

  • Add new bookings to your calendar

  • Turn bookings into tasks

  • Create flexible workflows with webhooks

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Log new bookings in a spreadsheet

If you want to keep a record of everyone who books an appointment with you (or your team), don't overlook the trusty spreadsheet. Though they may be less sleek than more niche database apps, spreadsheets are still a powerful tool for organizing—and analyzing—your booking data, as well as for keeping a backup record of all your YouCanBookMe appointments. 

Instead of trying to keep your spreadsheet up to date manually, you can create a Zap that adds a new row every time there's a new appointment in YouCanBookMe. That way, you can spend your time ensuring high-quality appointments—not moving data around.

Log new YouCanBook.Me bookings in Google Sheets

Log new YouCanBook.Me bookings in Google Sheets
  • YouCanBookMe logo
  • Google Sheets logo
YouCanBookMe + Google Sheets

Add new YouCanBook.Me bookings to Google Sheets as multiple spreadsheet rows

Add new YouCanBook.Me bookings to Google Sheets as multiple spreadsheet rows
  • YouCanBookMe logo
  • Google Sheets logo
YouCanBookMe + Google Sheets

Create Airtable records for new YouCanBook.Me bookings

Create Airtable records for new YouCanBook.Me bookings
  • YouCanBookMe logo
  • Airtable logo
YouCanBookMe + Airtable

Create rows in Microsoft Excel for new bookings in YouCanBook.Me

Create rows in Microsoft Excel for new bookings in YouCanBook.Me
  • YouCanBookMe logo
  • Microsoft Excel logo
YouCanBookMe + Microsoft Excel

Add clients from YouCanBookMe to your CRM or email marketing app

Whether you use YouCanBookMe to let prospective customers book a demo or to let existing customers schedule services (or both), it's crucial your team stay in touch after the appointment is over. 

That's where automation comes in. You can create automated workflows that automatically add bookings to your email marketing app as new contacts—or update existing subscriber information or tags to reflect that booking. 

Manage new YouCanBook.Me bookings by subscribing or unsubscribing contacts from a list in ActiveCampaign

Manage new YouCanBook.Me bookings by subscribing or unsubscribing contacts from a list in ActiveCampaign
  • YouCanBookMe logo
  • ActiveCampaign logo
YouCanBookMe + ActiveCampaign

Add new YouCanBook.Me bookings to Mailchimp lists

Add new YouCanBook.Me bookings to Mailchimp lists
  • YouCanBookMe logo
  • Mailchimp logo
YouCanBookMe + Mailchimp

Add tags to ConvertKit subscribers with new YouCanBook.Me bookings

Add tags to ConvertKit subscribers with new YouCanBook.Me bookings
  • YouCanBookMe logo
  • ConvertKit logo
YouCanBookMe + ConvertKit

If you're using YouCanBookMe to let prospects book appointments like sales demos, you can use a similar workflow to automatically add them to your CRM. 

Add or update HubSpot contacts for new YouCanBook.Me bookings

Add or update HubSpot contacts for new YouCanBook.Me bookings
  • YouCanBookMe logo
  • HubSpot logo
YouCanBookMe + HubSpot

Add new YouCanBookMe booking notifications as contacts in KlickTipp

Add new YouCanBookMe booking notifications as contacts in KlickTipp
  • YouCanBookMe logo
  • KlickTipp logo
YouCanBookMe + KlickTipp

Track new YouCanBookMe bookings by creating conversion events in RD Station

Track new YouCanBookMe bookings by creating conversion events in RD Station
  • YouCanBookMe logo
  • RD Station logo
YouCanBookMe + RD Station

Add new YouCanBook.Me bookings to Pipedrive as deals

Add new YouCanBook.Me bookings to Pipedrive as deals
  • YouCanBookMe logo
  • Pipedrive logo
YouCanBookMe + Pipedrive

Not using a dedicated CRM or email marketing app? Don't worry—you can even automate the process of creating a new Google Contact when someone books an appointment.

Create a contact in Google Contact from new YouCanBookMe booking notifications

Create a contact in Google Contact from new YouCanBookMe booking notifications
  • YouCanBookMe logo
  • Google Contacts logo
YouCanBookMe + Google Contacts

Get notifications for new bookings

When it comes to appointments, managing scheduling changes can be overwhelming—especially if you're dealing with an influx of appointment requests or changes. Managing your team's calendar can really become a second job!

Rather than personally trying to keep your team informed of every new or rescheduled appointment, consider automating the process. You can create a Zap that sends a notification every time there's a new booking in YouCanBookMe or whenever an existing appointment changes. Your team can get these notifications in Slack or via email—wherever they spend most of their time.

Send channel messages in Slack for new booking notifications in YouCanBookMe

Send channel messages in Slack for new booking notifications in YouCanBookMe
  • YouCanBookMe logo
  • Slack logo
YouCanBookMe + Slack

Send a Gmail email for new booking notifications in YouCanBookMe

Send a Gmail email for new booking notifications in YouCanBookMe
  • YouCanBookMe logo
  • Gmail logo
YouCanBookMe + Gmail

Add new bookings to your calendar

If you're a solopreneur—or simply don't have the luxury of a personal assistant—managing your YouCanBookMe appointments can feel like the worst kind of busywork. And let's face it: You have better things to do than create, edit, and delete calendar events all day long.

Automating your booking-to-calendar workflow is a great way to save time and frustration. With Zapier, you can create an automated workflow that seamlessly creates detailed calendar events based on new YouCanBookMe appointments. Plus, the Zap can update or delete those bookings if anything changes.

Update Google Calendar with detailed events for cancelled bookings in YouCanBook.Me

Update Google Calendar with detailed events for cancelled bookings in YouCanBook.Me
  • YouCanBookMe logo
  • Google Calendar logo
YouCanBookMe + Google Calendar

Create events in Microsoft Office 365 for new YouCanBook.Me bookings

Create events in Microsoft Office 365 for new YouCanBook.Me bookings
  • YouCanBookMe logo
  • Microsoft Office 365 logo
YouCanBookMe + Microsoft Office 365

Turn bookings into tasks

Sometimes, a scheduled appointment may require additional work besides just showing up. You might need to review the client's request, create a purchase order, or send a follow-up email with next steps after the call ends. But whether you need to prepare for or follow up on a booking, you have to project manage those tasks through to completion.

Instead of adding all that work to your to-do list by hand, you can automate it. Zapier lets you create an automated workflow that adds tasks to your to do or project management app as soon as someone makes an appointment in YouCanBookMe. That way, all your appointment-related work gets done—no extra project management needed.

Manage new YouCanBookMe booking notifications by creating cards in Trello

Manage new YouCanBookMe booking notifications by creating cards in Trello
  • YouCanBookMe logo
  • Trello logo
YouCanBookMe + Trello

Create Monday.com items for new YouCanBook.Me bookings

Create Monday.com items for new YouCanBook.Me bookings
  • YouCanBookMe logo
  • monday.com logo
YouCanBookMe + monday.com

Create Notion database items for every new YouCanBook.Me booking

Create Notion database items for every new YouCanBook.Me booking
  • YouCanBookMe logo
  • Notion logo
YouCanBookMe + Notion

Create flexible workflows with webhooks

Every business and team is unique, so you might need more flexibility with how you automate your YouCanBookMe workflows. But don't worry; you can still use Zapier.

With webhooks, you can do work in any app that has an API. Anytime there's a new appointment in YouCanBookMe, Zapier will send a POST webhook to the app of your choice—and voila! Work automated. 

POST new webhooks from YouCanBookMe

POST new webhooks from YouCanBookMe
  • YouCanBookMe logo
  • Webhooks by Zapier logo
YouCanBookMe + Webhooks by Zapier

Streamline your booking process

Scheduling will always be a dynamic process, but that doesn't mean it needs to be difficult—or rely on manual work. With Zapier you can connect YouCanBookMe to your other business-critical apps, so all your booking-related tasks get done, no extra effort required. 

Related reading:

  • How to automate your meetings and bookings

  • Easy calendar automation ideas

  • Automatically create tasks from calendar events

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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'