How do I connect Calendly?

What it gives you

The Calendly integration adds booking steps to your agents: the visitor sees your free times, picks one, and the appointment is written to your Calendly calendar. Calendly sends the invitation and reminders.

Appointments aren't created on their own: only by a step you add to the flow, or an action you turn on in the “Integrations” tab of the AI Assistant step.

Connecting requires the Owner or Admin role.

Connecting

1. On Integrations → Calendly, press “Connect to Calendly”.
2. Sign in with your Calendly account and give access.
3. You choose the event type in the flow's Calendly step, not on the connection page.

Steps run as the person who connected and only see their calendar. If that person changes their Calendly password or email, the connection drops and the page tells you to connect again.

The booking agent

1. The “List available times” step returns the event type's free times. If you pick no date you get the next 7 days; at most 31 days can be asked at once.
2. A choice step shows these times to the visitor.
3. Get the visitor's name and email with form or question steps.
4. On “Book a time”, tick the confirmation box; put the choice step's variable in the time field and the visitor's answers in the name and email fields.

If your event type has required questions, write one per line as “Question: answer” in the step's Answers field. On your website times are shown in the visitor's time zone; on other channels, in your Calendly account's.

“Book a time” requires a paid Calendly plan (Standard or above). On the free plan the step goes to its error branch; you can send the visitor your booking page link instead. “List available times” also gives each time's link.

Cancelling an appointment

“List events by invitee” finds upcoming appointments by the visitor's email, a choice step shows the list, and “Cancel event” works with the chosen row.

The cancel step doesn't accept values the visitor typed: take the event and the email from the choice step. If your choice step's variable is “pick”, write {pick} in the event field and {pick_inviteeEmail} in the email field. The cancellation reason must be a fixed text.

An event with more than one invitee can't be cancelled with this step, because Calendly cancels the event for everyone.

The visitor's identity isn't verified: someone who types another person's email can see that address's appointment name and time. So visitors can manage their own appointment, “Book a time” also gives the cancel and reschedule links; the same links are in the email Calendly sends.

Removing

Press “Disconnect”; Calendly steps in your agents stop and access is also revoked at Calendly. Booked appointments stay in Calendly.