Scheduling Calls from Calendly

Overview

Calendly is online appointment scheduling software that's popular because it simplifies the process of scheduling appointments. Some of our customers like to use it to easily allow their Customer's to schedule calls with them. Fortunately, integrating Gladly and Calendly has never been easier thanks to Zapier.

This tutorial will lead you through the process of connecting Calendly to Gladly so that every time a Customer schedules a call in Calendly, it will create a Task in Gladly.

Getting started

To successfully complete this tutorial, you will need:

Scheduling a Call in Gladly from Calendly

Step #1: Create a new Zap

If you're new to Zapier, don't worry! Zapier provides a wonderful guide on how to get started creating Zaps.

Step #2: Create a Trigger Event from Calendly

For the first Action of your new Zap, search for and choose Calendly as the App and "Invitee Created" as the Trigger Event. This means that every time a Customer schedules a call in Calendly, this Zap will be triggered.

Hint: Don't forget to give your Zap a descriptive name!

You will need to connect to your Calendly account before moving on to the next step. Make sure you have your Calendly API Key handy.

Step #3: Format the Timestamp and Choose a Due Date

In order to properly set the Task Due At date on the Gladly Task in the next step, you must format the timestamp properly.

Add a next Action in your Zap. Choose Formatter by Zapier as the App and Date / Time as the Action Event.

Select Format for the Transform field. Use the Event Start Time from the Calendly payload as the Input value. Select Use A Custom Value as the To Format. Use YYYY-MM-DDTHH:mm:ssZZ as the Custom Value for To Format.

Step #4: Create a Task in Gladly

For the next action of your new Zap, search for and choose Gladly (1.0.1) as the App and "Create Task" as the Action Event.

Authenticate: At this point, you will be asked to authenticate with your Gladly account. This is where you need your Gladly username and API token. If you need help generating an API token, check out the developer docs.

Hint: The Gladly URL will generally be https://{YOUR-COMPANY-NAME}.gladly.com

Step #5: Customize the Task in Gladly

Populate the Task in Gladly with data from the Calendly payload in order to provide useful information to the Agents.

Customer Email Address: Use Invitee Email to help with matching the Task to a Gladly Customer.

Assignee Inbox Id: Use the id of the Inbox in Gladly where you want to route this Task. You can get a list of Inboxes from the Inboxes API.

Task Body: Include any relevant information from the Calendly payload.

Task Due At: Use the date that you formatted in the Formatter by Zapier step earlier.

Step #6: Test your Zap!

You're all done with setup! How easy was that?

Make sure to test your Zap by scheduling an appointment in Calendly, then confirming that there is a new Task in Customer's Gladly timeline.

You can also check that everything went through your Zap by going to the Task History menu on Zapier.