Overview

The Calendly integration allows you to streamline your scheduling and task management by seamlessly linking your calendar events with tasks and projects.

Build Calendly Automations

Calendly automation streamlines the process of scheduling and managing appointments. Keep your schedule organized and optimize your time management without the need for manual input once events are set up.

💡 Note: Visit our Automation Guide to learn more.

Actions & Triggers

Here are the triggers & actions you can use in your workflows:

(Trigger) Any Event Scheduled	This trigger activates when a new event is scheduled in Calendly.
(Trigger) Event Scheduled for an Event Type	This trigger activates when a specific event type is scheduled.
(Trigger) Event Canceled	This trigger activates when an event is canceled in Calendly.

Automation Settings

Connector options give you full control over the Calendly automation:

Trigger: Event Scheduled for an Event Type

🏷️ Field	🔤 Description
Event Type	Choose the type of event you want the automation to monitor.

Trigger: Any Event Scheduled

🏷️ Field	🔤 Description
Scope	Select the scope for which the trigger should monitor. This could be organization-wide or limited to an individual user.

Trigger: Event Canceled

🏷️ Field	🔤 Description
Scope	Select the scope for which the trigger should monitor. This could be organization-wide or limited to an individual user.

Reference Q&A Data

You can reference Q&A responses collected during Calendly bookings. This means any information your invitees provide when scheduling — such as their names, company, or answers to custom questions — can be passed on to subsequent steps.

For example, you can:

✅ Automatically populate tasks or documents with booking responses.
✅ Feed attendee info into your CRM or Google Sheets.
✅ Use Q&A fields as variables in AI-generated summaries or structured outputs.

Use Cases

Not sure how to make the most of the Calendly integration? Here are a few ideas:

🪄 Use Case	⏩ Action Flow
Auto-create tasks for new bookings	✅ Trigger: `Any Event Scheduled` ➡️ Action: `Create Project` (e.g. “Client – [Name] Call”) ➡️ Action: `Add Task` with event details ➡️ Action: `Assign Task` to team lead
Slack alert for VIP event types	✅ Trigger: `Event Scheduled` (e.g. “Investor Call”) ➡️ Action: `Send Channel Message` in Slack ➡️ Action: `Add Task` in Taskade to prep for call
Prep checklist from Calendly bookings with AI support	✅ Trigger: `Event Scheduled for an Event Type` ➡️ Action: `Create Project From Template` (“Meeting Prep”) ➡️ Action: `Assign Task` to host ➡️ Action: `Add Knowledge to Agent` (meeting agenda link)
Sync bookings to CRM and notify via Gmail	✅ Trigger: `Any Event Scheduled` ➡️ Action: `Create Contact` in HubSpot ➡️ Action: `Send Email` via Gmail ➡️ Action: `Add Task` for follow-up
Cancel follow-ups if Calendly meeting is canceled	✅ Trigger: `Event Canceled` ➡️ Action: `Find Task(s)` including "follow-up" keyword ➡️ Action: `Mark Task as Completed` ➡️ Action: `Send Direct Message` in Slack to notify rep
Weekly event summary report	✅ Trigger: `Schedule` (Fridays at 3 PM) ➡️ Action: `Find Row(s)` in Google Sheets with events ➡️ Action: `Transform Array to String` ➡️ Action: `Ask Agent With Structured Output` ➡️ Action: `Send Email` via Gmail