Connect Calendly to SmartChat
Whoever books through Calendly automatically gets a WhatsApp message. You set up the flow once in the AI Chat.
From the booking link click to WhatsApp.
Calendly reports a new booking to the secret webhook address of your automation. From there SmartChat keeps working on its own.
Someone books
Your contact picks a free time in Calendly.
CalendlyThe booking is reported
Calendly sends the data to your webhook address, through Make, Zapier or n8n if needed.
Webhook inboxThe automation starts
SmartChat looks up the contact by their phone number. If it's missing from the data, SmartChat skips the step.
Event from an appThe message goes out
Your contact reads your confirmation in WhatsApp, as a template approved by Meta.
WhatsApp
Three ways for bookings to keep working.
Not every industry needs the same message. Calendly delivers the event, you decide what comes of it.
The reminder immediately says which documents to bring.
After the call, a small task and the link to the next appointment follow.
Whoever drops out is offered alternatives right away.
Connect Calendly, without tech skills.
You don't need a developer. You write a few sentences, and SmartChat AI builds the rest.
- 1
Write it in the AI Chat
Name Calendly, SmartChat AI shows you a card with the button to connect.
I'd like to connect Calendly with SmartChat. - 2
Allow access
The Calendly login window opens. You choose your account and allow access. You enter your password only there.
You log in at Calendly, not at SmartChat. - 3
Describe the goal
You describe in plain sentences who should get what and when.
Send every contact a confirmation by WhatsApp after their Calendly booking. - 4
Check and switch on
SmartChat AI shows you the automation with trigger and message before it runs. You can undo changes.
Trigger: Event from an app, filter and message are ready for review.
This is how it looks for the contact
With date and time
The message names the time your contact chose themselves in Calendly.
Template approved by Meta
Outside the inbox, SmartChat only sends templates that Meta has reviewed. SmartChat AI writes it and submits it.
Replies in the inbox
If your contact writes back, the message lands in your inbox.
What an automation in Calendly can do.
Besides sending the WhatsApp message, an automation can run actions in Calendly. SmartChat AI picks the right one based on your goal.
- For every new contact from the landing page, create a one-time booking link for the first call.
Create one-time booking link
Every prospect gets a link that expires after one booking.
- When a contact writes the keyword Cancel, cancel their Calendly appointment.
Cancel appointment
Calendly notifies the guests when an appointment is canceled.
- For every new sign-up, fetch the free times for the first call.
Fetch free times
Open time slots of an event type, up to 7 days ahead.
- After every booking, fetch the guests and send each one a confirmation.
Read guests of a booking
An automation can fetch the attendees of an appointment.
- Mark the guest in Calendly as a no-show as soon as I add a note with the word Missing to the contact.
Mark guest as absent
Whoever didn't show up can be flagged in Calendly.
Bookings with and without a follow-up message.
Only Calendly
- The confirmation from Calendly is easily overlooked.
- Whoever forgets the booking doesn't show up, and the slot stays empty.
- Following up after the call slips your mind in everyday life.
- You only learn about cancellations if you happen to look at the calendar.
Calendly with SmartChat
- Your contact reads the confirmation in WhatsApp.
- The reminder goes out automatically at the time you set.
- After the call, the follow-up happens without any effort from you.
- You see replies and cancellations in the inbox.
A trial session without follow-up questions.
The contact books through Calendly and receives the details the evening before. Your team reads the reply in the inbox.
Everything important in one message
Time, clothing and place are together and don't need to be asked for.
Cancellations count too
Whoever can't make it writes back. You find out before the customer is missing in the studio.
Individually for every contact
Every contact receives their own message with their name.
Questions about Calendly and SmartChat.
How do I connect Calendly with SmartChat?
Name Calendly in the AI Chat. SmartChat AI shows you a card with the button to connect, then the Calendly login window opens. You choose your account and allow access.
Do I give SmartChat my Calendly password?
No. You log in in the Calendly window, and you enter your password only there.
How does SmartChat find out about a new booking?
Calendly sends the booking as an event to the secret webhook address of your automation. If the program can't do that directly, Make, Zapier or n8n take care of passing it on.
What happens if the booking has no phone number?
Then SmartChat can't send a WhatsApp message and skips that step. So ask for the number in your booking form.
Can I evaluate a cancellation in Calendly?
Yes, if Calendly also reports cancellations as an event to your webhook address. A filter on fields separates booking from cancellation, and each gets its own message.
Which actions in Calendly are possible?
According to the directory of actions, an automation can for example create one-time booking links, cancel appointments, fetch free times, read guests and mark guests as no-shows. Booking directly requires a paid Calendly plan, according to the docs.
Can I handle several appointment types differently?
Yes. A filter on fields of the event, for example the name of the appointment type, routes the booking to the right message. With the splitter you get up to 6 paths.
Who may build the Calendly automation?
Only admins. Only they use SmartChat AI to build or change automations.
How many automations can I create?
Free and Starter have one each, namely the fixed one for new contacts. Basic has three, one of them fixed, Pro unlimited. An automation with Calendly counts as an additional one.
What does a message after the booking cost?
Can I word every message freely?
Outside the inbox, SmartChat only sends messages as a template that Meta has reviewed and approved. SmartChat AI writes the template and submits it. Replies within the open window go through the inbox.
What happens with STOP?
If a contact writes STOP, SmartChat unsubscribes them right away, and they get neither newsletters nor automations. An unsubscribed contact no longer receives your booking messages either.
Is this an official Calendly app?
No. Calendly is a trademark of its respective owner. There is no official partnership between SmartChat and Calendly.
Every booking becomes a relationship. In 60 seconds your system is ready.
Enter your website, and SmartChat AI builds your landing page, confirmation message and thank-you message. After that you connect Calendly in the AI Chat.