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Calendly + Zapier

 

Zapier connects Calendly to hundreds of apps—like Google Sheets, Redtail CRM, and RingCentral—without any coding. Use it to automate actions after meetings are scheduled or canceled.

For example, you can:

  • Send data from Calendly to your CRM.
  • Trigger a Slack message when someone books time with you.

Explore Zapier’s Calendly integrations or get inspired by 8 automation ideas.

Before you begin

Make sure you have:

  • A Calendly Standard plan or higher.
  • A Zapier account (free or paid).
  • Admin or owner access if using group or organization triggers.

Use Zapier when the app you need doesn’t offer a direct Calendly integration. To check for native options, visit your Calendly Integrations & apps page.

Note: This integration is built and supported by Zapier. For help, go to Zapier’s Help Center.

How it works

Zapier uses triggers to start automations when something happens in Calendly.

Available triggers

  • Invitee Created – Fires when someone books a meeting.
  • Invitee Canceled – Fires when a meeting is canceled.
  • Invitee No Show Created – Fires when a user is marked as a no-show.
  • New Routing Form Submission – Fires when a routing form is submitted.

Trigger scope

Scope Applies to
Organization All meetings in your organization
Group Meetings in a selected group
User

Meetings booked with the specific user

Note: Only admins or owners can use group or organization triggers. “No show” triggers aren’t available for group scope.

Connect Zapier to Calendly

  1. Go to your Calendly Integrations & apps page.
  2. Find Zapier and select Connect Zapier.
  3. Log into Zapier to start creating your zap.

Set up your first zap

Step 1 – Book a test meeting

  1. Go to the Scheduling page in Calendly.
  2. Select an event type and choose View booking page.
  3. Fill out the invitee form to schedule a meeting. Zapier will use this data to test your zap.

Step 2 – Create your zap

  1. In Zapier, select Create a new Zap.
  2. Choose Calendly as the app.
  3. Select a trigger, such as Invitee Created or Invitee Canceled.
  4. Select Sign in to connect Calendly.
  5. Choose your trigger scope: user or organization.
  6. Select Test trigger. Zapier will use the most recent, non-canceled meeting.

Note: You can view a sample Webhook Payload here.

Use filters and paths (paid Zapier plans)

Filters

Continue the zap only when certain conditions are met:

  • If invitee is “John”
  • If event is “Coffee Chat”
  • If UTM source is “email”
  • If invitee answered “yes” or “maybe”

Paths

Create custom actions based on invitee responses or meeting details.

Disconnect Zapier

You can choose to disconnect Calendly from Zapier by going to your connected apps page in Zapier and deleting the connection. 

Troubleshooting

The Zapier integration is built and supported by Zapier. If your zap isn’t working:

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