Connect Calendly to your ActiveCampaign account

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 (Professional, Teams, and Enterprise) for this integration
• Only users in the Admin group can set up the Calendly integration
• You need to complete the integration setup from your ActiveCampaign account
• This integration does not add contacts to a list in ActiveCampaign. If you are using Calendly to collect opted-in contacts, you need to use the "Add to List" automation action to add them to your marketing list
• You can map custom Calendly fields to custom fields in ActiveCampaign
• Collective, Round Robin, and Group events are not supported and will not sync to ActiveCampaign. We are actively planning support for these features, so please check back for updates

How the Calendly integration works

After configuring the Calendly integration, Meeting event data and meeting invitee data will sync to ActiveCampaign from that point forward. This sync occurs whenever a contact or lead books a meeting in Calendly.

This integration does not sync previous or historical data from your Calendly account. 

In addition, this integration comes with two new Calendly automation triggers, and you can personalize automation emails with Calendly information.

What to expect with the sync

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

Contact profile records will contain a Calendly custom object. This custom 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 - (Note: If it is a virtual meeting, you will see a link to the meeting)
• Event details - (Note: Clicking this link will take you to the Calendly Event page)
• Status - (Note: In order to see new statuses of "canceled" or "rescheduled" you will need to disconnect then reconnect your Calendly account)

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 upon creating a new Calendly event. 
• 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 custom 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 in order for the "Custom Objects" section to appear with your Calendly custom object fields.

These fields are not available to use in one-to-one 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.

Connect Calendly to ActiveCampaign

To connect Calendly to your ActiveCampaign account:

1. From your ActiveCampaign account, click "Apps."
2. Use the search field on the top right of the "All Apps" page and search for Calendly.
3. Click the Calendly option to open it.
4. The Calendly app page will load. Click the "Add an Account" button.
5. A modal window will appear. Click the "Connect" button.
6. The page will reload. Follow the prompts to log into your Calendly account.
7. 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.
8. Click the "Continue" button on the modal window.
9. Click the "Select Event" dropdown, then click the event you wish to connect to ActiveCampaign. Note that you can only select one event here.
10. Click the "Continue" button.
11. Click the Calendly dropdown field to map the email address field in Calendly to the email address field in ActiveCampaign.
12. Optional: If you wish to map additional fields for this form, click "Add field mapping" and select the fields you want to map.
    
    

      All Calendly Event fields will be captured in the Calendly Event object. You do not need to map  Contact fields.

13. Click the "Finish" button.

The Calendly event is now connected to your ActiveCampaign account.

The Calendly integration will appear on your account's "Connected Apps" page.

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 alter or 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 appear, letting you know that 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 apps 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 on this topic.