Connect Calendly

The integration is a push connection: when you connect, Exabloom asks Calendly to send it an event the moment something happens on a booking page — there’s no polling, no sync schedule, no delay worth noticing. Three kinds of events come through, and each one maps to its own workflow trigger:

Two facts shape everything below. First, one Calendly account per workspace — connecting is a workspace-level, admin action, and reconnecting with a different account replaces the existing link rather than adding a second. Second, the connection is organisation-wide on the Calendly side: it covers every member and every event type in your Calendly organisation, not just the booking pages of the person who clicked Connect. That’s what makes it powerful — and it’s why you’ll usually want the event-type filter you’ll meet later.

The simple path is short: connect, drop a Calendly meeting booked trigger into a workflow, and send a confirmation. If that’s all you need, you can set it up in ten minutes and skip straight to the cookbook.

Three requirements, and the first one catches the most people:

• A paid Calendly plan — Standard or above. The integration relies on Calendly webhooks, which Calendly only offers on its paid plans. A free Calendly account will get through the sign-in, then land on an Upgrade required screen when Exabloom tries to register for events.
• A Calendly Owner or Admin — with admin rights on the calendar itself. Because the connection listens to your whole Calendly organisation, the person who connects must be an Owner or Admin of it in Calendly. A regular member’s sign-in succeeds but ends on an Admin access needed screen. The same applies at the calendar level: if the account only has viewing rights on the calendar behind the event types, the connection won’t work. It doesn’t have to be the person who created the calendar — any account with admin rights on it is fine.
• Access to Integrations in Exabloom. The connection lives in Settings → Integrations, which is an admin area — if you can’t see it, ask a workspace admin to connect (or to grant you access).

Go to Settings → Integrations and find the Scheduling section. Click Connect on the Calendly card — a popup opens Calendly’s sign-in. Sign in (with an Owner or Admin account), approve the access, and the popup closes itself. That’s the whole flow; if your browser blocks the popup, the same steps run in the current tab instead.

Behind the scenes, Exabloom registers with Calendly for the three events and the card flips to Connected with the email of the account that authorised it. From this moment, every booking, cancellation, and no-show in your Calendly organisation reaches your workspace.

Disconnecting is the same card in reverse: Disconnect removes the event registration, and workflows with Calendly triggers stop firing immediately. Reconnecting the same account later picks up where you left off — your existing triggers keep working without edits.

The card’s status pill is the integration’s health check. Anything other than Connected means events are not flowing — and each status tells you the exact fix, so you never have to guess whether reconnecting will help:

The two amber-orange ones are worth internalising. Upgrade required is a plan problem: reconnecting with the same free account will fail again — upgrade in Calendly first, then reconnect. Admin access needed is a person problem: the plan may be fine, but the account that connected can’t speak for the whole Calendly organisation — reconnect as an Owner or Admin.

In the workflow builder, the triggers live under Integrations when you choose what starts your workflow: Calendly meeting booked, Calendly meeting canceled, and Calendly marked no-show. They’re configured identically — the only difference is which Calendly moment fires them.

Top to bottom:

• Calendly account — the connected account. With one connection per workspace this is usually pre-selected for you.
• Event type filter — optional, and the setting that matters most. Left on Any event type, the trigger fires for every booking across your whole Calendly organisation — every member, every meeting type. Pick a specific event type to scope the workflow to just that booking page.
• Filter conditions — the same optional condition builder other triggers have, for advanced narrowing beyond the event type. Most setups never need it.

Every Calendly trigger hands the same nine standard fields to the rest of the workflow, ready to drop into any later step as {{chips}}: Invitee name Invitee email Event type Start time End time Status Timezone Cancel URL Reschedule URL. Start and end times are rendered in your workspace’s timezone, so they’re safe to drop straight into a message.

The last two deserve a highlight: Cancel URL and Reschedule URL are personal links for that booking. Put the reschedule link in your confirmation and cancellation messages and customers fix their own scheduling — no back-and-forth.

Custom questions are the second tier. When you filter the trigger to one event type, the answers to that booking page’s invitee questions become extra chips too — shown in violet in the trigger panel. This is how you get a WhatsApp number out of Calendly, which the next section turns into the key move of the whole integration.

A Calendly event arrives knowing an invitee’s name and email — but not which of your contacts they are. That link is made by a Find Contact step, and because it’s essential, Exabloom adds one automatically right under every Calendly trigger when you save the workflow. You can’t delete it — only configure it.

Find Contact matches on a phone number — which is also what WhatsApp needs to message anyone. Calendly’s standard fields don’t include one, so the reliable recipe is:

• 1In Calendly, add an invitee question to the event type’s booking form asking for their WhatsApp number (make it required).
• 2In the trigger, filter to that event type — the question appears as a violet chip, e.g. WhatsApp number.
• 3In Find Contact, set the primary identifier to Phone and map the WhatsApp number chip into it.
• 4Under “if not found”, choose to create the contact — mapping Invitee name, Invitee email, and the phone chip — so brand-new bookers become contacts on the spot.

Four proven shapes. Each assumes the Find Contact recipe above is in place.

• Free Calendly can’t connect. Webhooks need Calendly Standard or above — and a trial that lapses back to free stops events without changing the card’s status. If events stopped, check the Calendly plan, upgrade, then disconnect and reconnect.
• Admin rights on the calendar, not just on the organisation. A connecting account that only has viewing rights on the calendar behind your event types won’t work, even if it’s an Admin of the Calendly organisation. Being the calendar’s creator isn’t required — admin rights on it are.
• Reconnecting with a different account? Recheck your triggers. Each trigger is bound to the Calendly account it was built with. Swap the connected account and existing triggers stop matching — open each one and re-select the account. (The same account disconnecting and reconnecting is fine.)
• Any event type means the whole organisation. An unfiltered trigger fires for every member’s bookings in your Calendly organisation. That’s occasionally what you want, and usually a surprise — filter by event type unless you mean it.
• Reschedules = cancel + book. Both triggers fire on a reschedule. Word cancellation messages so they read correctly either way.
• Only Published workflows fire. A draft with a Calendly trigger does nothing — publish it, then make a test booking to see the whole chain run.
• Edited your Calendly questions? Refresh the chips. Custom-question chips are captured when you pick the event type in the trigger — re-pick it after changing questions in Calendly.
• Disconnect stops everything at once. Removing the connection removes the event registration — every Calendly-triggered workflow goes quiet immediately, not just new ones.