Chatbot templates give you a head-start when building a bot for a specific purpose. In this case, the Calendly template will help you more quickly integrate Calendly into your bot using Zapier. Once you've done that, 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

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

First you'll set up the template itself in Chatfuel, then you'll set up the Zaps in Zapier. Here are the instructions for both.

Setting up the template

  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 Zapier integration

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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