Calendly Integration: Automate Appointment Bookings with n8n and Make.com

Calendly is the standard for online appointment scheduling. But its true power emerges with automation: automatically add leads to your CRM, generate Zoom links, customize reminders, track no-shows. In this guide, we show you how to turn Calendly into an automation hub.

Why Automate Calendly?

Typical Manual Tasks: With 50 appointments/month: 20+ hours saved

Setting Up Calendly Webhooks

Step 1: Create Webhook URL

In n8n:

New Workflow → Webhook Node

HTTP Method: POST

Path: calendly

Copy URL: https://n8n.your-domain.com/webhook/calendly

In Make.com:

New Scenario → Custom Webhook

Copy URL

Step 2: Register with Calendly

Calendly → Integrations → Webhooks

Click "Add Webhook"

Enter URL

Select events:

- invitee.created (appointment booked)

- invitee.canceled (appointment canceled)

- invitee.no_show (no-show marked)

Webhook Payload Example

{
  "event": "invitee.created",
  "payload": {
    "event_type": {
      "name": "30 Minute Consultation",
      "duration": 30
    },
    "event": {
      "uuid": "abc123",
      "start_time": "2024-01-20T10:00:00Z",
      "end_time": "2024-01-20T10:30:00Z",
      "location": {
        "type": "zoom",
        "join_url": "https://zoom.us/j/123456"
      }
    },
    "invitee": {
      "name": "John Smith",
      "email": "john@example.com",
      "questions_and_answers": [
        {
          "question": "Your company?",
          "answer": "Acme Inc."
        },
        {
          "question": "What is this about?",
          "answer": "Process automation"
        }
      ]
    }
  }
}

Workflow 1: Lead to CRM

The Workflow

Calendly (Appointment booked)
        ↓
    Search for contact in HubSpot
        ↓
    Exists? → Update
    New? → Create
        ↓
    Create deal
        ↓
    Create task: "Prepare for meeting"

n8n Implementation

Node 1: Receive webhook Node 2: Search HubSpot Contact

// Node: HTTP Request - HubSpot Search
{
  "method": "POST",
  "url": "https://api.hubapi.com/crm/v3/objects/contacts/search",
  "headers": {
    "Authorization": "Bearer {{ $env.HUBSPOT_TOKEN }}"
  },
  "body": {
    "filterGroups": [{
      "filters": [{
        "propertyName": "email",
        "operator": "EQ",
        "value": "{{ $json.payload.invitee.email }}"
      }]
    }]
  }
}

Node 3: Create/Update Contact

// Node: IF - Contact exists?
const contacts = $json.results;

if (contacts.length > 0) {
  // Update existing contact
  return { action: 'update', contactId: contacts[0].id };
} else {
  // Create new contact
  return { action: 'create' };
}

Node 4: Create Deal

// Node: HubSpot - Create Deal
{
  "properties": {
    "dealname": "Consultation: {{ $('Webhook').item.json.payload.invitee.name }}",
    "pipeline": "default",
    "dealstage": "appointmentscheduled",
    "amount": "0",
    "closedate": "{{ $('Webhook').item.json.payload.event.start_time }}"
  }
}

Workflow 2: Personalized Preparation

The Workflow

Calendly (Appointment booked)
        ↓
    Research (LinkedIn, Website)
        ↓
    Create meeting brief
        ↓
    Create Notion page
        ↓
    Reminder 1h before appointment

LinkedIn Research

// Node: HTTP Request - LinkedIn (via Proxycurl)
{
  "method": "GET",
  "url": "https://nubela.co/proxycurl/api/v2/linkedin",
  "qs": {
    "url": "https://linkedin.com/in/{{ $json.linkedinProfile }}"
  },
  "headers": {
    "Authorization": "Bearer {{ $env.PROXYCURL_KEY }}"
  }
}

Meeting Brief in Notion

// Node: Notion - Create Page
{
  "parent": { "database_id": "{{ $env.NOTION_MEETINGS_DB }}" },
  "properties": {
    "Name": {
      "title": [{ "text": { "content": "Meeting: {{ $json.invitee.name }}" } }]
    },
    "Date": {
      "date": { "start": "{{ $json.event.start_time }}" }
    },
    "Company": {
      "rich_text": [{ "text": { "content": "{{ $json.company }}" } }]
    }
  },
  "children": [
    {
      "object": "block",
      "type": "heading_2",
      "heading_2": {
        "rich_text": [{ "text": { "content": "Preparation" } }]
      }
    },
    {
      "object": "block",
      "type": "bulleted_list_item",
      "bulleted_list_item": {
        "rich_text": [{ "text": { "content": "Topic: {{ $json.topic }}" } }]
      }
    }
  ]
}

Workflow 3: No-Show Follow-up

The Workflow

Calendly (No-show marked)
        ↓
    Send apology email
        ↓
    Offer new booking link
        ↓
    CRM: Update status
        ↓
    After 3 days: Follow-up

Implementation

// Node: Send Email
{
  "to": "{{ $json.payload.invitee.email }}",
  "subject": "We missed you - reschedule?",
  "body": 

    Hi {{ $json.payload.invitee.name }},

    Unfortunately we couldn't meet today.
    No problem - you can book a new appointment here:

    {{ $env.CALENDLY_LINK }}

    Looking forward to our conversation!

    Best regards
  
}

Workflow 4: Zoom Integration

Automatically Create Zoom Meeting

Calendly (Appointment booked)
        ↓
    Zoom: Create meeting
        ↓
    Calendly: Update event
        ↓
    Confirmation email with link

Zoom API

// Node: HTTP Request - Zoom Create Meeting
{
  "method": "POST",
  "url": "https://api.zoom.us/v2/users/me/meetings",
  "headers": {
    "Authorization": "Bearer {{ $json.zoomToken }}"
  },
  "body": {
    "topic": "Consultation: {{ $json.invitee.name }}",
    "type": 2,
    "start_time": "{{ $json.event.start_time }}",
    "duration": {{ $json.event_type.duration }},
    "settings": {
      "join_before_host": true,
      "waiting_room": false
    }
  }
}

Workflow 5: SMS Reminder

The Workflow

Schedule (hourly)
        ↓
    Calendly: Appointments in next 2h
        ↓
    For each appointment:
      Send SMS reminder (Twilio)

Implementation

// Node: Twilio - Send SMS
{
  "to": "{{ $json.invitee.phone }}",
  "body": "Reminder: Your appointment with {{ $env.COMPANY_NAME }} starts in 1 hour. Zoom link: {{ $json.event.location.join_url }}"
}

Make.com: Calendly Modules

Native Modules

Example Scenario

Calendly (Watch Events)
        ↓
    Router:
    ├─ Event Created → CRM + Notion
    ├─ Event Canceled → CRM Update
    └─ No Show → Follow-up Email

Advanced Integrations

Calendly + Stripe (Paid Appointments)

Appointment booked
        ↓
    Stripe: Create payment link
        ↓
    Email: Payment request
        ↓
    [Payment successful]
        ↓
    Unlock Zoom link

Calendly + Google Calendar (Sync)

Calendly appointment
        ↓
    Google Calendar: Create event
        ↓
    Add details:
    - Attendee info
    - Preparation checklist
    - Zoom link

Calendly + Slack (Team Info)

New appointment
        ↓
    Slack #sales:
    "New appointment:
     John Smith - Acme Inc.
     Jan 20, 10:00 AM
     Topic: Automation"

Custom Booking Pages

Dynamic Event Types

// Event type based on lead score
const leadScore = await getLeadScore(email);

let eventType;
if (leadScore > 80) {
  eventType = 'enterprise-demo-60min';
} else if (leadScore > 50) {
  eventType = 'standard-demo-30min';
} else {
  eventType = 'discovery-call-15min';
}

const bookingUrl = https://calendly.com/your-team/${eventType}?email=${email};

Pre-filled Booking Links

// Personalized link
const params = new URLSearchParams({
  name: lead.name,
  email: lead.email,
  a1: lead.company,  // Answer to question 1
  a2: lead.topic     // Answer to question 2
});

const bookingUrl = https://calendly.com/team/meeting?${params};

Reporting & Analytics

Meeting Statistics

// Weekly report
const stats = {
  scheduled: await countEvents('created', 'week'),
  completed: await countEvents('completed', 'week'),
  cancelled: await countEvents('canceled', 'week'),
  noShow: await countEvents('no_show', 'week'),
  conversionRate: (completed / scheduled * 100).toFixed(1)
};

await sendSlackMessage('#sales', 

Weekly Booking Report:
Scheduled: ${stats.scheduled}
Completed: ${stats.completed}
Cancelled: ${stats.cancelled}
No-shows: ${stats.noShow}
Conversion: ${stats.conversionRate}%
);

Best Practices

1. Use Questions

Add required questions:

• Company
• Role
• Topic/Goal
• Phone number (for SMS reminders)

2. Routing Rules

// Route appointment to the right team member
const topic = $json.questions_and_answers.find(q => q.question.includes('Topic'))?.answer;

let assignee;
if (topic.includes('technical')) {
  assignee = 'tech-sales@company.com';
} else if (topic.includes('enterprise')) {
  assignee = 'enterprise@company.com';
} else {
  assignee = 'sales@company.com';
}

3. Reminder Timing

Costs

Conclusion

Calendly automation turns a scheduling tool into a complete sales workflow:

• Capture leads automatically
• Prepare meetings professionally
• Track no-shows
• Keep the team informed

Next Steps

Set up webhook at Calendly

Build CRM integration

Create reminder flow

Add no-show flow

We support you with Calendly automation - from setup to productive use.