Calendly Trigger

The Calendly Trigger listens for scheduling activity on your Calendly account and automatically starts your workflow the moment someone books, cancels, or submits a routing form — in real time, with no manual checking required.

Key Features

• Real-Time Webhooks: Your workflow fires the instant Calendly registers an event — no delay
• Three Event Types: React to new bookings, cancellations, or routing form submissions
• Multi-Event Support: Listen to multiple event types with a single trigger block
• Variable Mapping: Map any field from the Calendly payload directly to your workflow variables
• Secure Authentication: Uses Calendly Personal Access Tokens for safe, revokable access
• No-Code Setup: Connect and configure entirely from the Indite workflow editor

Supported Events

Configuration

Response Variable Mapping Fields

Each mapping entry has the following fields:

When to Use the Calendly Trigger

Great for:

• Sending a confirmation email or Slack message right after a meeting is booked
• Adding new invitees to a CRM or database automatically
• Notifying your team when a meeting is canceled
• Kicking off an onboarding workflow when a discovery call is scheduled
• Collecting routing form responses into a spreadsheet or CRM

Not ideal for:

• One-time manual tasks (use the Manual Trigger)
• Time-based reminders (use the Schedule Trigger)
• Receiving data from non-Calendly sources (use the Webhook Trigger)

How It Works

1. Connect Your Account: Provide your Calendly Personal Access Token in the credential settings
2. Choose Events: Select which Calendly events should start your workflow
3. Map Variables: Optionally extract specific fields (like invitee name or email) into workflow variables
4. Automatic Listening: Indite registers a webhook with Calendly on your behalf — your workflow runs instantly when a matching event occurs

Payload data available in your workflow includes:

• Invitee name, email, and timezone
• Event type name and scheduled time
• Meeting location / conference link
• Cancellation reason (for canceled events)
• Routing form answers (for form submission events)

Setting Up the Calendly Credential

Before configuring the trigger, you need to generate a Personal Access Token from your Calendly account.

Step 1: Generate a Personal Access Token

1. Log in to your Calendly (opens in a new tab) account
2. Go to Integrations & apps from the top navigation or account menu
3. Select API & Webhooks from the integrations list
4. Under Your Personal Access Tokens, click Generate new token
5. Enter a descriptive name for the token — for example, Indite integration
6. Click Create token
7. Click Copy token to copy it to your clipboard

Step 2: Add the Credential in Indite

1. Open your workflow in the Indite editor
2. Add or click the Calendly Trigger block
3. In the block settings panel, click Connect Calendly or Add Credential
4. Select Calendly as the credential type
5. Paste your Personal Access Token into the Access Token field
6. Click Save — Indite will verify the token

Setup Guide

Step 1: Add the Calendly Trigger Block

1. Open your workflow in the editor
2. Navigate to the Triggers section of the block palette
3. Drag the Calendly Trigger block onto your canvas
4. Place it at the starting point of your workflow

Step 2: Connect Your Calendly Account

1. Click the Calendly Trigger block to open its settings
2. Under Calendly Account, click Connect
3. Enter your Personal Access Token (see Setting Up the Calendly Credential above)
4. Click Save — the block will confirm authentication

Step 3: Select Events to Listen For

1. In the Events field, select one or more event types:
   • invitee.created — new booking
   • invitee.canceled — booking canceled
   • routing_form_submission.created — form submitted
2. Default is invitee.created if nothing is changed

Step 4: Map Response Variables (Optional)

1. Click Add Mapping in the Response Variable Mapping section

2. Set the Body Path using dot notation to navigate the Calendly payload

   Common paths:

   Field	Body Path
   Invitee name	payload.invitee.name
   Invitee email	payload.invitee.email
   Event start time	payload.event.start_time
   Event end time	payload.event.end_time
   Cancellation reason	payload.cancellation.reason
   Routing form answers	payload.questions_and_answers

3. Select a Workflow Variable where the extracted value will be stored

4. Repeat for each field you need

Step 5: Connect to Downstream Blocks

1. Click the output handle of the Calendly Trigger
2. Drag a connection to your next workflow block (e.g., Send Email, Update CRM, Send Slack Message)
3. Use the mapped variables in downstream blocks as needed

Example Workflows

Booking Confirmation Email

Calendly Trigger (invitee.created)
  → Extract name & email via Variable Mapping
  → Send Email Block (send confirmation to invitee)
  → Slack Block (notify your team)

CRM Entry on New Booking

Calendly Trigger (invitee.created)
  → HTTP Request Block (POST to CRM API with invitee data)
  → Conditional Block (check if contact already exists)
  → Create or Update Contact

Cancellation Follow-Up

Calendly Trigger (invitee.canceled)
  → Extract cancellation reason & email
  → Send Email Block (offer to reschedule)
  → Update CRM Block (mark meeting as canceled)

Routing Form Lead Capture

Calendly Trigger (routing_form_submission.created)
  → Extract form answers via Variable Mapping
  → Google Sheets Block (add row with lead data)
  → Send Email Block (notify sales team)

Troubleshooting