Calendly and Zapier automate your scheduling and event management. You can book meetings for invitees, sync new contacts, and act on canceled events.
Prerequisites
To use the Calendly app on Zapier, you must have:
- Requires a Calendly Standard plan or higher. Available on: Standard, Teams, and Enterprise plans.
- Admin or owner access is required if using group or organization triggers.
Connect Calendly to Zapier
To create an app connection to Calendly on Zapier:
- Go to the Apps page.
- Click + Add connection.
- A new dialog box will appear. Search for and select Calendly.
- Click Add connection.
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A new browser tab or window will open.
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Log into Calendly to authenticate.
- Grant Zapier permission to access your account if prompted to.
Your Calendly account is now successfully connected to Zapier.
About Calendly's app
Triggers, searches, and actions
Triggers
- Contact Created (Instant) - Triggers when a contact is created. Requires a paid Calendly plan.
- Contact Deleted (Instant) - Triggers when a contact is deleted. Requires a paid Calendly plan.
- Contact Updated (Instant) - Triggers when a contact is updated. Requires a paid Calendly plan.
- Event Canceled (Polling) - Triggers when an event is canceled.
- Invitee Canceled (Instant) - Triggers when an invitee cancels a scheduled event.
- Invitee Created or Rescheduled (Instant) - Triggers when an invitee schedules or reschedules an event.
- Invitee No Show Created (Instant) - Triggers when an invitee is marked as a no-show.
- Meeting Recap Created (Instant) - Triggers when a meeting recap is created. Requires a paid Calendly plan.
- New Routing Form Submission (Instant) - Triggers when a new routing form submission is created.
Searches
- Find Contact - Finds a contact by UUID. Requires a paid Calendly plan.
- Find Event - Finds an event based on UUID.
- Find Invitee by Email - Finds an invitee by their email address, returning up to their 100 most recent bookings. Optionally narrow the search to a single event type.
- Find Meeting Recap - Finds a meeting recap based on UUID. Requires a paid Calendly plan.
- Find Meeting Recap Transcript - Finds a meeting recap transcript based on UUID. Requires a paid Calendly plan.
- Find User - Searches for a User by name or email.
- List Contact - Builds a list of contacts. Requires a paid Calendly plan.
Actions
- Book Meeting for Invitee - Creates a new scheduled event with an invitee. Standard notifications, calendar invites, and workflows run as if booked via the Calendly UI.
- Cancel an Event - Cancels an event.
- Cancel Scheduled Event - Cancels a scheduled event with a specified reason for the cancellation.
- Create Contact - Creates a new contact. Requires a paid Calendly plan.
- Create One-Off Meeting Link - Creates a new one-off meeting in Calendly.
- Delete Contact - Deletes a contact by UUID. Requires a paid Calendly plan.
- Mark Invitee as No Show - Marks a specific invitee as a no show.
- Update Contact - Updates an existing contact by UUID. Requires a paid Calendly plan.
Limitations
- API rate limits apply. Free plans are limited to 50 requests per token per minute, while paid plans allow 500 requests per token per minute. These limits apply to both direct API calls and calls made through third-party integrations like Zapier.
- Only Owners and Admins can trigger off of changes made by all users. Other users can only trigger off of their own changes.
Templates
View all of Calendly's templates.
Use cases
With Calendly's triggers, searches, and actions, you can:
- Book meetings from a Zap: schedule a Calendly event without sending someone to a booking page, for example after a form submission or from your applicant tracking system.
- Keep contacts in sync: add or update a contact in your CRM or marketing platform when a Calendly contact is created or updated, and clean up records when one is deleted.
- Act on meeting recaps: send a summary to Slack, push action items to your task tracker, or log the recap against a CRM record when a meeting recap is created.
- Follow up on no-shows: send a follow-up email, notify the meeting owner, or update your reporting when an invitee is marked as a no-show.
Learn more on the Zapier blog:
- 6 ways to automate Calendly
- How to use Calendly
- Easily make an events digest with Calendly and Slack
- Easily add Calendly contacts to your CRM
- Automatically create Zoom meetings for Calendly bookings
- Create Google Calendar events from Calendly
- Automatically add new Calendly events to Google Sheets