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Getting started with Zapier

What is Zapier?

Zapier allows you to connect your Calendly account with hundreds of apps, including Google Apps, RingCentral, Redtail CRM, and more.

Ways to use Zapier

You can create zaps to automate post-booking tasks and customize your scheduling experience.

For zap ideas and apps, search Zapier's Calendly Integration for a full list of apps that work with Calendly. Once you’ve found your app, check the list of actions for a good match.

calendly_%2B_google_sheets.png

Image 1: Example zap

When to use Zapier

If you use an app that's important to your scheduling workflow, but Calendly does not natively integrate with it, you can use Zapier to connect your app and Calendly. To view Calendly's native integrations, consult the apps on your Integrations page.

How Zapier works

When someone schedules or cancels a Calendly event with you, Zapier will trigger an action in your chosen app.

More specifically, you can trigger an action when the following events happen:

  • Invitee Created: triggers when an invitee schedules an event
  • Invitee Canceled: triggers when an invitee cancels an event 

With a multi-user account

Zapier decides which Calendly events to trigger based on your Calendly role and API key.

Zaps will trigger for the following events and roles:

  • Owner or admin: all scheduled events in the Calendly account
  • User: the user's scheduled events

If you don't want zaps to fire for all events in your Calendly account, do not connect with an owner or admin API key.

How to connect your Zapier account

Before you begin...

Step 1: Schedule a test event

  1. In Calendly, go to your Home page, locate an event type you'd like to test, and select view booking page.
  2. Fill out the invitee details, and select Schedule event to provide Zapier with invitee sample data.

Step 2: Locate your API key

  1. At the top of any Calendly page, select Integrations.
  2. Select Zapier.
  3. Select Go to Setup.
  4. At Unique API Key, select Copy to clipboard.
    Zapier_API_key.png
    Note: Your API key will affect which events are triggered in a multi-user account. For more details, see How Zapier works with a multi-user account.

Step 3: Create a zap

  1. Log in to your Zapier account.
  2. Follow Zapier's instructions to Create a new Zap.
    1. For your Trigger, at App Event, select Calendly.
    2. At Trigger event, select Invitee Created or Invitee Canceled.
    3. At Choose account, select Sign in to Calendly, and enter your Unique API Key from Step 2.
    4. At Test trigger, select the invitee data from the test event you scheduled in Step 1.
      Note: The test invitee data is used to ensure your setup is correct. When using the Invitee Created trigger, Zapier will pull the most recent non-canceled event data. To view a sample of the invitee data Calendly sends over, view the Webhook Payload. 

Trigger zap for certain conditions 

If you have a paid Zapier account, you can add steps to your zap. With multi-step zaps, you can add an action, like filters, to specify the zap for certain people, events, or details. For more complex conditions, you can also use Paths.

Filters

When you add a filter, your zap will only run if certain conditions are met. 

For example, you can filter your zap by:

  • Team member: Only continue if John is the team member booked (Image 2).
  • Event type: Only continue if Coffee Chat is the event booked. 
  • UTM parameter: Only continue if UTM Source is email.
  • Answers to questions: Only continue if an invitee answers yes or maybe.

    Zapier__team_mate_match.png
    Image 2: Team member filter

Troubleshooting Zapier

Your Zap History contains a log of all your zaps. If your zap isn't working as expected, your Zap History will give you more details as to why a zap failed. If you need help with your zap, contact Zapier support.