Calendly – Workflow Actions & Triggers

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You can now connect Calendly directly to Workflows. There are five triggers — Invitee created, Invitee cancelled, Invitee no show created, New routing form submission, and Event cancelled — along with nine actions covering one-off meeting creation, invitee booking, event lifecycle management, no-show marking, and Calendly contact and user lookups. This enables your automations to respond to scheduling activity and facilitate a two-way connection with Calendly.

Four of the five triggers are instant, supported by Calendly’s native webhooks (invitee.created, invitee.canceled, invitee_no_show.created, routing_form_submission.created). The fifth trigger (Event cancelled, for host-initiated cancellations) polls every five minutes because Calendly does not emit a native webhook for it. Each instant trigger offers a Webhook Subscription Scope filter — User to monitor the connected user’s events, or Organisation to observe every user in the Calendly organisation. Authentication employs OAuth through an External Authentication Configuration step, which labels each connected account with a friendly Name and Email.

  • In Workflows, add a Calendly trigger or action.
  • Click ‘Connect your account’; enter a friendly Name and Email for the connected account in the External Authentication Configuration modal, and then complete the OAuth handshake on Calendly’s side.
  • For instant triggers: select a Webhook Subscription Scope (User or Organisation) and any additional filters.
  • For actions: complete the required fields (Event Name, Host User, Duration, Start Date, End Date for creating a one-off meeting; identifiers + payload for other actions); Test Action to validate.
  • Save and publish.

A prospect books a discovery call using a sales rep’s Calendly link. The Invitee created trigger activates within seconds — the workflow then finds or creates the matching CRM contact, attaches the booking details (event type, scheduled window, custom question answers) to custom fields, and sends a pre-call SMS with preparation material. If the prospect later cancels, the Invitee cancelled trigger activates; the workflow waits two hours before sending a tailored rescheduling offer with a unique Calendly link.

  • Triggers (5): Invitee created (Instant), Invitee cancelled (Instant), Invitee no show created (Instant), New routing form submission (Instant), Event cancelled (Polling every 5 minutes for host-initiated cancellations as Calendly lacks a native webhook for this).
  • Actions (9): Create one-off meeting, Book meeting for invitee, Find event, Cancel an event, Mark invitee as no show, Create contact, Find contact, Update contact, Find user.
  • OAuth authentication through the External Authentication Configuration modal — each connected account is tagged with a Name and Email for clear multi-account routing.
  • Webhook Subscription Scope filter on instant triggers — select User for individual rep automations or Organisation for shared sales/customer service workflows.
  • Creating a one-off meeting accepts a Duration of up to 720 minutes (12 hours); Timezone defaults to the host’s time zone and accepts IANA names (e.g., America/New_York, Asia/Kolkata).
  • A reschedule in Calendly appears as two events in this integration — invitee.canceled for the old slot, followed by invitee.created for the new slot.