Connect Calendly to your ActiveCampaign account

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This integration syncs contacts and their event information to ActiveCampaign whenever they book a meeting in Calendly.

Take note

  • You need an ActiveCampaign account (any plan level) and a Calendly account (Standard, Teams, and Enterprise) for this integration
  • This is a 1-way sync from Calendly to ActiveCampaign
  • ActiveCampaign Account Admins can set up the Calendly integration
  • This integration does not add contacts to a list in ActiveCampaign
  • The Calendly integration will create an Event object in ActiveCampaign, related to a Contact, that will store data about Events created in Calendly. This Event data can be used to trigger an automation, segment contacts, and personalize automation emails. You can view the Event object, and the data from Calendly on a Contact record
  • You can map custom Calendly fields to existing Contact, Deal, Account, and private Custom object fields in ActiveCampaign
  • This integration will not create any new Contact, Deal, Account, or private Custom Object fields. However, data from Calendly will create and update existing Contact, Deal, Account, and private Custom Object records
  • You can connect more than one Calendly account to ActiveCampaign
  • It is not possible to sync previous or historical data from Calendly to ActiveCampaign

How the Calendly integration works

The integration setup takes place in your ActiveCampaign account. After configuring the Calendly integration, meeting event and invitee data will sync to ActiveCampaign whenever a contact books a meeting with you, including Round Robin, Group, One-to-One, and Collective events.

What to expect with the sync

When we sync data from Calendly, a contact record is created for the meeting invitee if one does not yet exist.

Contact records will contain a Calendly Event object. This Event object displays all Calendly meetings for the synced contact from that point forward.

Each record in this object will have the following fields:

  • Event type
  • Event date and time
  • Event location - This can be a physical location or a link to a virtual meeting. If it is a virtual meeting, you will see an Event Join URL
  • Event details - Clicking this link will take you to the Calendly Event page
  • Status - To see new statuses of "canceled" or "rescheduled" you will need to disconnect then reconnect your Calendly account

To reference the terminology above, go to a Contact record and open a Calendly Event. 

The information displayed in these fields is for informational purposes only. It is not possible to edit these fields from your ActiveCampaign account.

Tags added to contacts

As contacts sync from the Calendly integration, the following tags will appear on their contact record:

  • calendly-integration
  • calendly-integration-[youreventname]

Calendly tags will remain on the contact record even if a contact cancels a meeting.

Calendly automation triggers

This integration comes with two automation triggers:

  • Calendly Meeting Created
    Meeting invitees are pulled into the automation when a new Calendly meeting is created.
  • Calendly Meeting Updated
    Meeting invitees are pulled into the automation when a Calendly meeting is rescheduled or canceled.

These two triggers are under the "Apps" section of the automation trigger modal. It is not possible to use any other automation trigger once you add one of these two triggers to your automation.

Personalize emails

You can use the Calendly Event object fields to personalize any email campaign sent from an automation. These personalization options are under the "Custom Objects" section in the "Add a Personalization" modal.

Note that you must use a Calendly automation trigger for the "Custom Objects" section to appear with your Calendly custom object fields.

These fields are not available to use in 1:1 emails or campaigns sent from the Campaigns tab in your ActiveCampaign account.

Site tracking

Form submissions from this integration do not add a site tracking cookie to contacts.

Segmentation

After setting up the integration, Calendly information will be available for you to use in the Segment Builder. A list of Calendly fields and what they mean can be found on any contact record added to your account through this integration. 

Connect Calendly to ActiveCampaign

To connect Calendly to your ActiveCampaign account:

  1. From your ActiveCampaign account, click Apps to navigate to the Apps page, then search for Calendly.
  2. Click the Calendly option to open it.
  3. The Calendly app page will load. Click the "Add an Account" button.
  4. A modal window will appear. Click the "Connect" button.
  5. The page will reload. Follow the prompts to log into your Calendly account.
  6. Click the "Connect to Calendly" button. You will be directed back to your Calendly apps page in your ActiveCampaign account, where you will see a modal window.
  7. Click the "Continue" button on the modal window.
  8. Click the "Select Event" dropdown, then click the event you wish to connect to ActiveCampaign. You can only select one event here. 
  9. Click the "Continue" button.
  10. Required: Map the email address field in the Calendly column to the email address field in the ActiveCampaign column.
    • Meeting forms that do not collect an email address will not sync to ActiveCampaign
  11. Optional: Map additional fields you want to sync to ActiveCampaign. For standard objects - Contacts, Deals, and Accounts - we will present the required fields necessary to complete mapping. 
    • If you are mapping any of the following for Deal fields - Currency, Deal Owner, Pipeline, or Stage - you can map to values in ActiveCampaign or use the “Map from Source” option. The “Map from Source” option lets you override a selection from the provided list of values and go back to mapping data from your third-party source 
  12. Click the "Finish" button.

A confirmation message will appear on the Calendly app page in your ActiveCampaign account letting you know that your settings have been saved. The Calendly integration will appear on the "Connected Apps" page in your account.

Connect additional Calendly events

You can only select one event type at a time when configuring the Calendly integration. Once selected, the event type and appropriate tags will sync to your ActiveCampaign account.

To connect additional event types:

  1. Go to the Connected Apps page in ActiveCampaign, then click the Calendly option.
  2. Click the “Add new resource” button.
  3. Select the correct email address.
  4. Use the dropdown on the next screen to select another event.
  5. Follow the rest of the prompts to connect this event to your account.
  6. Repeat these steps for each event you wish to add to your account.

View event logs

Form submission logs in your ActiveCampaign account show successful and failed submissions from your connected Calendly form(s). You can filter these logs by integration, account (Calendly account email), and type (all submissions or new submissions) by clicking the dropdown fields that appear at the top of the page.

To view the forms submission log:

  1. Navigate to the Calendly app page in your ActiveCampaign account (click Apps > Connected Apps > Calendly).
  2. Click the "View logs" button.

A modal window will open and will show you form submissions. Information in the log includes:

  • Date and time the invitee submitted the form
  • Integration name
  • Account
  • Status (Success or Failed)
  • Type (All or New submissions)
  • Event

Clicking the right caret next to the date for any form submission will display submission details. You can use this information to troubleshoot submission errors.

Update field mapping

You can update field mapping for your connected forms at any time. Once field mapping is updated, all submissions moving forward will reflect the new mapping rules. It will not change any fields for contacts who submitted the form before this update.

To update mapping for your form fields:

  1. Navigate to the Calendly app page in your ActiveCampaign account (click Apps > Connected Apps > Calendly).
  2. Click the form you wish to update.
  3. Locate the field you wish to modify mapping for and use the dropdowns to update mapping.
  4. Click "Save" when finished.

Disconnect a Calendly event from ActiveCampaign

The "Remove" option at the top of the Field Mapping page in your ActiveCampaign account will disconnect your Calendly form. Your ActiveCampaign account will no longer receive data from submissions made to that form. You can always reconnect the event to your account in the future if you need to.

To disconnect an event:

  1. Navigate to the Calendly app page in your account (click Apps > Connected Apps > Calendly).
  2. Click the form you wish to disconnect.
  3. Click the "Remove" link on the top right of the page.
  4. A confirmation modal will appear. Click "Remove."

A confirmation message will show you that the form has been successfully removed.

Future submissions made to this form will not sync to your ActiveCampaign account. In addition, the webhook generated for this form in Calendly will be removed from your Calendly account.

Disconnecting a form will not remove any previously synced data.

Disconnect your Calendly account from ActiveCampaign

You can disconnect your Calendly account from ActiveCampaign. Doing so means that:

  • The Calendly account will no longer appear under "Connected Apps"
  • The integration will no longer transfer data from your Calendly account to your ActiveCampaign account

Disconnecting the integration does not remove previously synced data from your ActiveCampaign account.

To disconnect your Calendly account:

  1. Navigate to the Calendly app page in your ActiveCampaign account (click Apps > Connected Apps > Calendly).
  2. Click the dropdown next to the "Add new resource" button.
  3. Click "Disconnect account."
  4. A confirmation modal window will appear. Click the "Disconnect" button.

Next steps

Once you have your Calendly integration configured, you can set up an automation that makes it easy for contacts to book a consultation call. 

Check out the "Set up a Consultation Call with Calendar Integration" automation recipe

Check out this "Setting up your Calendar Integration Recipe" video for more information.

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