Connect Calendly

The integration is a push connection: when you connect, Exabloom asks Calendly to send it an event the moment something happens on a booking page - there’s no polling and no sync schedule. Three kinds of events come through, and each one maps to its own workflow trigger:

Two facts shape everything below. First, one Calendly account per workspace - connecting is a workspace-level action, and reconnecting with a different account replaces the existing link rather than adding a second. Second, the connection is organisation-wide on the Calendly side: the event subscription covers every member and every event type in your Calendly organisation, not just the booking pages of the person who clicked Connect. That’s what makes it powerful - and it’s why you’ll usually want the event-type filter you’ll meet later.

The simple path is short: connect, drop a Calendly meeting booked trigger into a workflow, map the booking to a contact, and send a confirmation. If that’s all you need, jump to the cookbook once you’ve connected.

Three requirements, and the first one catches the most people:

• A paid Calendly plan - Standard or above. The integration relies on Calendly webhooks, which Calendly only offers on its paid plans. A free Calendly account gets through the sign-in, then lands on a Plan upgrade required page when Exabloom tries to register for events.
• A Calendly Owner or Admin. Because the connection listens to your whole Calendly organisation, the person who signs in must be an Owner or Admin of it in Calendly. A regular member’s sign-in succeeds but ends on a Calendly admin access required page. Admin rights on the calendar behind your event types matter too - an account that can only view that calendar won’t work, even if it is an organisation Admin.
• The Integrations permission in Exabloom. The connection lives in Settings → Integrations, which is gated by the Settings > Integrations permission (“Third-party integrations”) on the Roles page. If you can’t see Integrations in Settings, ask a workspace admin to connect - or to grant you that permission.

Five short steps, each on its own screen. The sign-in is a popup window that opens over Exabloom and closes itself when it is done.

The pill on the Calendly card is the integration’s health check. Anything other than Connected means events are not flowing - and each status names its own fix, so you never have to guess whether reconnecting will help. First, where to look:

And every state the card can be in, at reading size:

The two orange-and-amber ones are worth internalising. Upgrade required is a plan problem: reconnecting with the same free account will fail again - upgrade in Calendly first, then Reconnect. Admin access needed is a person problem: the plan may be fine, but the account that connected can’t speak for the whole Calendly organisation - reconnect as an Owner or Admin. Reconnect needed is a sign-in that expired; reconnecting fixes it.

Right after you connect, the popup tells you the same thing on its own page - so you learn about the problem before you go back to Exabloom:

Calendly gives you three triggers: Calendly meeting booked, Calendly meeting canceled and Calendly marked no-show. They are configured identically - the only difference is which Calendly moment fires them. Create or open a workflow first (the workflows guide covers that); the builder opens full screen.

A Calendly event arrives knowing an invitee’s name and email - but not which of your contacts they are. That link is made by a Find Contact step, and because it’s essential, Exabloom adds one automatically the moment you save a Calendly trigger: it appears right under the trigger and opens itself for you. You can’t delete it - only configure it. Until it has a value mapped, it wears an amber Needs setup tag and the workflow can’t be published.

Find Contact matches on a phone number - which is also what WhatsApp needs to message anyone. Calendly’s standard fields don’t include one, so the reliable recipe starts in Calendly: add an invitee question to the event type’s booking form asking for their WhatsApp number, and make it required. Then in Exabloom:

• 1In the trigger, filter to that event type - the question appears as a violet chip, e.g. WhatsApp number.
• 2In Find Contact, keep Phone as the primary identifier and put the WhatsApp number chip in its Value.
• 3Leave If contact not found on Create Contact and map Invitee name, Invitee email and the phone chip - so brand-new bookers become contacts on the spot. An existing contact with that phone is simply reused (the default for If contact found is Do Not Update Contact).

With the contact matched, add your action the usual way - click the + on the line under Find Contact and pick Send WhatsApp Business - then save and publish.

Want to check it before a real customer books? The builder’s Test tab can start the workflow with a made-up booking: for Calendly triggers you paste the event data as key-value pairs, and the run shows what each step did. The workflows guide walks through it.

Every Calendly trigger hands the same standard fields to the rest of the workflow, ready to drop into any later step as chips (the tag button you just used): Invitee name Invitee email Event type Start time End time Status Timezone Cancel URL Reschedule URL and Zoom join URL. They live under Calendly Meeting in the picker, which only appears once the workflow has a Calendly trigger.

• Start time and End time are converted to your workspace’s timezone and shown as, for example, 14/10/2026 03:00 PM - safe to drop straight into a message.
• Cancel URL and Reschedule URL are personal links for that booking. Put the reschedule link in your confirmation and cancellation messages and customers fix their own scheduling - no back-and-forth.
• Zoom join URL is filled when the Calendly event’s location is Zoom, and empty otherwise. (To create Zoom meetings from Exabloom instead, see Connect Zoom.)
• Custom questions are the second tier. When you filter the trigger to one event type, the answers to that booking page’s invitee questions become extra chips - shown in violet in the trigger panel. This is how you get a WhatsApp number out of Calendly.

Put it together and a single booking travels like this. Every frame below is one moment; read left to right.

Four proven shapes. Each assumes the Find Contact recipe above is in place.

• Free Calendly can’t connect. Webhooks need Calendly Standard or above - and a plan that lapses back to free stops events without changing the card’s status. If events stopped, check the Calendly plan, upgrade, then Disconnect and Connect again.
• Admin rights on the calendar, not just on the organisation. A connecting account that only has viewing rights on the calendar behind your event types won’t work, even if it’s an Admin of the Calendly organisation. Being the calendar’s creator isn’t required - admin rights on it are.
• Reconnecting with a different account? Recheck your triggers. Each trigger is bound to the Calendly account it was built with. Swap the connected account and existing triggers stop matching - open each one and re-select the account. (The same account disconnecting and reconnecting is fine.)
• Any event type means the whole organisation. An unfiltered trigger fires for every member’s bookings in your Calendly organisation. That’s occasionally what you want, and usually a surprise - filter by event type unless you mean it.
• Reschedules = cancel + book. Both triggers fire on a reschedule. Word cancellation messages so they read correctly either way.
• Only Published workflows fire. A draft with a Calendly trigger does nothing - publish it, then make a test booking (or use the Test tab) to see the whole chain run.
• Edited your Calendly questions? Refresh the chips. Custom-question chips are captured when you pick the event type in the trigger - re-pick it after changing questions in Calendly.
• Disconnect stops everything at once. Removing the connection removes the event registration - every Calendly-triggered workflow goes quiet immediately, not just new ones.