What is this?
The Calendly integration connects your Calendly account. When someone books, reschedules or cancels a meeting, an automation sends the WhatsApp template you chose — for example Your call is booked for Friday at 3 pm. Once connected, the same account also powers two automation steps and a set of AI agent capabilities that can look up, book and cancel meetings from a chat.What can I do here?
- Send a WhatsApp template when a meeting is booked, rescheduled or cancelled
- Find a contact’s next booking, or create a one-time booking link, inside an automation
- Let an AI agent list meeting types, find free times, book, look up and cancel a customer’s own meetings
- See every request Calendly sent, including duplicates and failures
How to use it
1
Open the Calendly page
Go to Integrations, click Calendly, then Connect.
2
Enter your Calendly details
Paste your Calendly personal access token (in Calendly under Integrations & apps → API and webhooks).
3
Choose your messages
Pick a WhatsApp template for each event you want to message about:
Leave an event empty to send nothing for it.
4
Set up and activate
Click Set up and activate. The platform registers the webhook with Calendly for you and creates a ready-made automation that sends the right template for each event. You can open that automation in the builder any time.
Automation steps and AI agent tools
Connecting Calendly also unlocks these, using the same account:
The connection’s Capabilities tab lists every action the platform can run on this account, whether it only reads or changes data, where it is used, and whether it is Ready or needs you to Reconnect to allow it.
Finding or cancelling a customer’s meetings always uses their email, never their phone. A group meeting is never cancelled for everyone — the customer is given their own cancel link instead.
Things to know
- The customer’s phone number is the text-reminder number from the booking, or — if there isn’t one — the answer to a phone question on your booking form. Add a phone question to your Calendly event types so every booking can be messaged. A reschedule counts as one Meeting rescheduled message, not a cancellation plus a booking.
- Repeats are ignored. If Calendly sends the same event twice, the customer isn’t messaged twice.
- Webhooks need a paid Calendly plan. On a free plan Calendly refuses the webhook and its message is shown when you connect. Direct booking from an AI agent also needs a Calendly plan that includes it; otherwise the agent offers the meeting type’s booking page.
- One Calendly user per connection. Everything is limited to the connected user’s own meeting types and bookings. Reconnecting with a token from a different Calendly user is refused.
Troubleshooting / Technical Notes
- Connecting fails. Check the details you entered and that they belong to the right Calendly account. The error from Calendly is shown on the page.
- No messages are sent. Check the connection shows Connected, a template is chosen for the event, and the template is approved.
- A request shows as failed. Open the connection’s Activity tab and select the request to see the error and its raw body. A missing phone number is the most common cause.
- “This token belongs to a different Calendly user.” You’re updating credentials with a token from another account. Disconnect and connect again if you really want to switch accounts.
- Webhooks look missing. On the connection page, click Verify on Calendly to check they are still registered. If any are missing, disconnect and reconnect to register them again.
- You rotated your key or token. Open the connection’s Settings tab and update the credentials.