You can integrate Calendly into your bot using Zapier so your chatbot users will be able to:

  • Schedule an appointment with you or your team
  • Receive event confirmation messages and reminders of upcoming events
  • Cancel event(s) they've scheduled

There are two ways to integrate Calendly into your chatbot using Zapier, depending on which Chatfuel tab you're building in. Read on for Calendly integration instructions for chatbots in the Flows tab, and then the Automate tab.

Important note 💥You must have a Pro or Premium Calendly account to integrate it to your bot via Zapier.

How to integrate Calendly into a bot in the Flows tab 🔧

1. Open the shared flow for Calendly.

2. Click the Save group to bot button in the bottom-right corner.

3. A window will appear, asking you to choose a bot to save this flow to. Select the chatbot you want the Calendly functionalities to be available in by clicking Save Group next to the name of the bot. If you don't see the bot you want, click Refetch bot list to refresh. If you prefer to add this functionality to a brand-new chatbot, click Create a bot.

Now, four flow groups will be automatically saved in the bot you chose: Book a call, Booking confirmation, Cancellation, and Appointment Reminder. You don't need to set up a Zap (an automated Zapier trigger) for the Book a call flow, but you will need to set up Zaps for the other three. Continue reading for instructions.

Setting up the Zaps for a bot in the Flows tab ⚡

You can find the necessary links for Zap setup for each of the three flows in the yellow notes, as seen here. 👇

1. In the left flows navigation panel, click on any one of the three flows that requires a Zap (Book a call, Booking confirmation, Cancellation, and Appointment Reminder). (You'll need to do this process for each one.)

2. In the yellow note in that flow, click the Zap link provided. You'll be directed to Zapier in a new window.

3. You'll be prompted to sign in to your Zapier account.

4. Then, you'll be prompted to sign in to your Calendly account. (Remember, you must have a Pro or Premium Calendly account to integrate it to your bot via Zapier.)

5. Next, you'll be prompted to allow Zapier to access your Calendly Account by entering an API Key. You can find your unique API Key by navigating to the Zapier Integration page.

6. Once the accounts have been connected, click Continue. (Optionally, you can test the Zap first, then click Continue.)

7. Move on to step 2 in the Zapier setup. Here, from the EventType Name drop-down menu, you can choose a specific event type that you've already set up in Calendly. (This is the event type users will be able to schedule through your chatbot.) Then click Continue.

8. Then click on Done Editing to move to step 3 in the Zapier setup. Select your Messenger bot from the list there and click Continue.

9. Then, under the Choose Account section in step 3 of the Zapier setup, select the questions users will be asked in order to book the event (invitee name, email address, and the event type). Make these selections in the Subscriber section of step 3 of the Zapier setup. Then select the bot flow these questions will be connected to. Then click Continue.

10. Next, click Test and Continue.

11. Once the test is done, you'll see that your Zap is ready. Click on Turn on Zap.

12. The Zap for this flow has now been set up. Next, repeat this process for other two remaining flows.

How to integrate Calendly into a bot in the Automate tab 🔧

In the Automate tab, the Calendly integration takes the form of a chatbot template. Here's how to set up the template and then set up the necessary Zaps.

1. In your bot's dashboard, click Choose from templates.

chatbot templates

2. Click on the Calendly Appointment Booking template. (Find it under the Featured tab.)

chatbot template

3. Click Use Template in the window that appears. Chatfuel will then automatically create a new bot loaded with this template, and you'll be redirected there.

calendly integrations

4. In this newly created bot, you'll see a block called Collect info. It's the part of the conversation where your chatbot will ask the user for their basic information in order to schedule the meeting. It's already set up to ask for the same information Calendly does, and in the same order, so we recommend keeping everything as-is for simplicity (taking no action for this step).

If you do choose to change what the bot asks for, make sure:

  • You still ask the user for their email address and Messenger ID. These two are required for this integration to work.
  • You rearrange the order of the pieces of information you're asking for in Calendly, and in the {{Calendly link}} section of the Book a Time block too, so everything matches.

You can see in the screenshots below how the template is set up to ask for the same information Calendly does.

Details requested in the bot:

Details requested by Calendly:

5. Navigate to the Book a time block. In the text box next to {{Calendly link}}, change the portion of the URL before the ? to match your Calendly account and the event your bot will be scheduling for. (You can simply paste in your Calendly link.)

Remember, if you change what information you ask of users in the Collect Info block, or the order you ask it in, you must rearrange elements in this section to match that, too.

booking chatbot template

Setting up the Zaps for a bot in the Automate tab ⚡

Next, you'll need to set up the Zapier integrations that will allow the chatbot user to:

A) receive a confirmation message

B) cancel the appointment

C) receive a reminder for the appointment

A) Setting up the Confirmation Zap

  1. Now, navigate to the Confirmation block in your new bot. You'll see Zapier URL at the top. Copy and paste it into a new tab or window to access the Zap template. Click Use this Zap on the page that appears.

zapier template chatbot

zapier chatbot template calendly

2. Next, you'll need to sign in to your Calendly account. (If you're signing in for the first time, you'll need to find your API Key. To do this, click on the hyperlinked words Zapier Integration page in the pop-up window, paste in the key, then click Yes, Continue.)

zapier calendly chatfuel

3. Click to expand the Choose Account section. Select your Calendly account.

zapier calendly chatfuel chatbot template

4. Then, try booking a meeting. Expand the Find Data section once you've done so to make sure the Zap is pulling in data correctly.

5. Then, click to expand the Filter Setup & Testing section. Make sure the value in the last field matches the event type name you have in Calendly (ex: 30-minute free consult). Otherwise, this Zap will be triggered every time a meeting is booked, even if it's not booked through your bot.

booking chatbot template

Here's the screen in Calendly where you can find the event type name, under What event is this?.

booking chatbot template

6. Then move to the next section, Update Subscriber Attributes in Chatfuel. Before clicking Continue, make sure the correct app and action event are selected as shown in the screenshot below.

calendly chatbot integration

7. Under Choose Account, you should also double-check that you've selected the correct bot from the list. (Choose the bot Chatfuel just automatically created for you when you selected the Calendly template.)

get more subscribers

8. Also under Choose Account, you'll see the Customize Subscriber Attribute section. The details should automatically populate. All you have to do is go to the Choose value drop-down menu under the Block section and select the chatbot block called confirmation.

zapier chatbot integration

9. Once you've selected the block, click Continue.

zapier calendly integration

10. Finally, in the Send Data section, click Test & Continue. Your Zap allowing chatbot users to receive a confirmation of their event/meeting should now be functional.

B) Setting up the Cancellation Zap

  1. Navigate to the Cancellation block in your new bot. You'll see Zapier URL at the top. Copy and paste it into a new tab or window to access the Zap template.
calendly apointment template

2. Click Use this Zap on the page that appears.

calendly template chatbot zapier

3. Click to expand the Choose Account section. Select your Calendly account.

calendly zapier

4. Click Continue and then Test trigger.

calendly zap

5. Data should populate. Click Continue.

calendly zap

6. Then, find the Filter Setup & Testing section. Make sure the value in the last field matches the event type name you have in Calendly (ex: 30-minute free consult).

calendly zapier template

7. Also under Choose Account, you'll see the Customize Subscriber Attribute section. The details should automatically populate. All you have to do is go to the Choose value drop-down menu under the Block section and select the chatbot block called confirmation. Click Continue.

chatbot integration zapier

Your Zap allowing chatbot users to cancel their event/meeting should now be functional.

C) Setting up the Appointment Reminder Zap

This process is a bit more complex than the ones above. If you do choose to enable appointment reminders, here are the steps.

  1. Navigate to the Appointment Reminder block in your new bot. You'll see Zapier URL at the top. Copy and paste it into a new tab or window to access the Zap template. Click Use this Zap.
  2. Under Choose Account, double-check that you've selected the correct bot from the list. (Choose the bot Chatfuel just automatically created for you when you selected the Calendly template.)

chat bot template zapier

3. Click to expand the Customize Subscriber Attribute section. Under Attribute, select booking day time (the attribute that is set up when the user schedules an event). Under Output Attributes, be sure to select the attributes listed below. ⬇️

4. Then click Continue, Test Trigger, and then Continue once again.

calendly integration zapier

5. Move to the 2. Only continue if... section and do not modify anything. Simply click Continue.

zaps

6. In section 3, we'll determine when the reminder should be sent. The Input field will be populated automatically when you select Booking Day Time Backend. In the Expression field, choose how many hours before the event the reminder should be sent, then click Continue.

booking template

7. In section 4. Delay Until, make sure Delay by Zapier is selected under Choose App. Click Continue.

zap scheduling

You will then see the screen below. Click Continue without modifying anything.

zap scheduling

8. Then click on Test & Continue.

zapier calendly integration

9. In section 5. Send Text Message in Chatfuel, select the correct chatbot and click Continue.

chatbot integration zapier

10. The messenger ID will automatically populate. Under Message Tag, select Confirmed Event Update so that this message is compliant with Facebook Messaging policies. Then scroll down and click Continue.

11. Then click on Test & Continue. Your Zap allowing chatbot users to receive a reminder for their event/meeting should now be functional! 🎉

This is how the event reminder will appear for the user in Messenger.

chatbot booking

💡 Reminder: When you select the Calendly Appointment Booking template in Chatfuel, a new bot equipped with this template will automatically be created. You'll need to either connect it to a Facebook page to set it live, or copy and paste the blocks (before you set up the Zaps) into another bot that you already have connected to a Facebook page.

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