Calendly Triggers and Actions Added to Workflows
SMBcrm Workflows now support direct Calendly triggers and actions, making it easier to automate around scheduling activity.
This update connects Calendly events to SMBcrm automation so workflows can respond when invitees book, cancel, miss, or route through Calendly, and can also send actions back to Calendly.
What changed
Five Calendly triggers are available in Workflows:
- Invitee created, instant
- Invitee canceled, instant
- Invitee no show created, instant
- New routing form submission, instant
- Event cancelled, polling every 5 minutes for host-initiated cancellations
Nine Calendly actions are also available:
- Create one-off meeting
- Book meeting for invitee
- Find event
- Cancel an event
- Mark invitee as no show
- Create contact
- Find contact
- Update contact
- Find user
How it works
Four triggers use Calendly webhooks and fire instantly: invitee created, invitee canceled, invitee no show created, and new routing form submission.
The Event cancelled trigger checks every 5 minutes because Calendly does not provide a native webhook for host-initiated cancellations.
For instant triggers, you can choose a Webhook Subscription Scope:
- User: watches the connected user’s events
- Organization: watches every user in the Calendly organization
Authentication uses OAuth through the external authentication setup. Each connected account is labeled with a friendly name and email to help route automations across multiple connected accounts.
How to use it
- In Workflows, add a Calendly trigger or action.
- Select Connect your account.
- Enter a friendly name and email for the connected account, then complete the OAuth connection in Calendly.
- For instant triggers, choose a Webhook Subscription Scope and any additional filters.
- For actions, fill in the required fields and test the action.
- Save and publish the workflow.
Example workflow
When a prospect books a discovery call through a sales rep’s Calendly link, the Invitee created trigger can run within seconds.
A workflow could then find or create the matching CRM contact, save booking details such as the event type, scheduled time, and custom question answers, and send a pre-call SMS with preparation material.
If the prospect cancels later, the Invitee canceled trigger can start a follow-up workflow that waits two hours and sends a tailored rescheduling offer with a one-off Calendly link.
Additional details
- Create one-off meeting supports a duration up to 720 minutes, or 12 hours.
- The timezone defaults to the host’s timezone and accepts IANA timezone names such as America/New_York and Asia/Kolkata.
- A Calendly reschedule appears as two events: invitee canceled for the old slot, followed by invitee created for the new slot.
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