Calendly is a great way to schedule meetings with someone at a time that works for you. But blocking off time in Calendly might not play nicely with your schedule. A meeting invite sitting in Calendly or your email is easy to miss.
If your day lives in Google Calendar, you can set up a simple Zap—Zapier’s automated workflows—to automatically block off new Calendly meetings in your preferred calendar. That way, your Google Calendar will always be up to date. Here’s how!
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How to connect Google Calendar and Calendly
Zapier lets you create automated workflows called Zaps, which send your information from one app to another. You can create your own Zap from scratch without any coding knowledge, but we also offer quick templates to get you started.
If you’d like to start with a template, click on the Zap template to go to the Zap editor. You’ll need to create a Zapier account if you don’t already have one. Then, follow the directions below to set up your Zap.
Set up your Calendly trigger
First, set up your trigger—the event that starts your Zap. If you’re using the Zap template, the trigger app and event will already be selected for you. Otherwise, search for and select Calendly as the trigger app and Invitee Created as the trigger event. Click Continue.
Next, connect your Calendly account, if you haven’t already, then click Continue.
Now, it’s time to customize your action step. In the Webhook subscription scope field, select User. Calendly also has an Organization subscription scope field, but that only applies if you’re an admin or an organization owner for a Calendly account. As an individual user, the User setting will do.
Then, click Continue.
Now, it’s time to test your trigger step. Zapier will pull in the most recent Calendly appointments in your account to set up the rest of your Zap. If you don’t have any appointments in your account, add one now before testing.
Once you have at least one appointment, click Test trigger. Choose one of the appointments for this test, then click Continue with selected record.
Set up your Google Calendar action
Now it’s time to set up the action—the event your Zap will perform once it’s triggered. If you’re using the Zap template, these will already be selected for you. Otherwise, search for and select Google Calendar as your action app and Create Detailed Event as your action event. Click Continue.
Next, sign in with your Google Calendar account, if you haven’t already, then click Continue.
Now, it’s time to customize your action step. First, select the appropriate calendar in the Calendar field.
Next, create a Summary and a Description for the event. You can use data from Calendly like Event Type Name and Invitee Name to create a customized description. Just click in the field and select the information you’d like to use from the dropdown. You can also add static text and formatting to these fields.
Next, make sure to add the Scheduled Event Start Time to the Start Date & Time field, and the Scheduled Event End Time to the End Date & Time field.
If you’d like, you can add the invitee email to the Google Calendar invite as well—this will send the invitee an email with the Google Calendar invite. But if you only want to keep this for your own personal calendar, you don’t need to do this (Calendly will have already sent them an email invite when that event was created, so you might not want to double send notifications).
After you’re done customizing your action step, click Continue.
Next, test your action step by clicking Test step. If your test is successful, you should see a new event added to your Google Calendar with the sample data from the Calendly appointment. This is what our sample event looked like.
If everything looks right, your Zap is now ready to use. Now every time someone creates a meeting with you in Calendly, it will automatically show up on your Google Calendar, so you can block your time accordingly.
