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Frank Hagan
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    Integrating with Calendly via Zapier

     

    About

    Calendly is a popular scheduling application that ONTRAPORT uses to schedule demo and client success appointments. The integration uses Zapier and Calendly to add or update a Contact Record in ONTRAPORT with the date and time of an appointment.

    Prerequisites
    Getting Started
    1. Connect your ONTRAPORT account with Zapier following their instructions.
    2. Connect your Calendly account with Zapier following their instructions.
    3. Obtain the Calendly embed code and copy it to a text file for use later. Click your account name in the upper right and select Share Your Link.

      Calendly share your link

    4. Click the Embed on Your Website option.

      embed code

    5. Copy the Embed Code by clicking the Copy Code link. Paste the code into a text file. We will modify this code slightly when we embed it into an ONTRApage Custom HTML block.

      copy inline embed code

    6. In ONTRAPORT create a custom date field. Navigate to Contacts > Settings > Field Editor and add a new field named "Calendly Appt Date". Be sure to make it a Date field.

      Calendly custom date field in ONTRAPORT

    7. Create another field in ONTRAPORT. Name the field "Calendly Appt Time" and make it a Text field in the Field Type drop down.

      Calendly custom text field for the time in ONTRAPORT

    8. If you plan on having more than one appointment possible in the Contact Record, add additional custom fields. Each additional appointment you allow for needs one date field and one text field.
    9. Remember to click the Save button at the top right of the Field Editor when done adding fields.

      save button

    10. Create an ONTRApage to use for your Calendly appointment calendar. Add a Custom HTML Block and paste the Calendly embed code into it. It will look something like this (hover over the image to enlarge):

      embed code - hover over image to enlarge

      We are going to modify this code so the appointment calendar is pre-filled with the Contact's name and email address. To do that, look for the data-url= portion of the code. It will look something like this:

      data-url="https://calendly.com/frank-hagan"

      Add the text ?name=[First Name]%20[Last Name]&email=[Email] to the end of the data-url, but still inside the quotes. You can copy and paste that line above if you like. It should look like this:

      data-url="https://calendly.com/frank-hagan?name=[First Name]%20[Last Name]&email=[Email]"


      This uses the merge fields for first name, last name and email address to prevent errors in registration.

    11. Continue designing your page. In this example, you can see the Calendly calendar doesn't render inside the ONTRApages editor in the Custom HTML block at the bottom but we can design a header, use merge fields for the new contact's first name, etc. This page will be used as the "Thank You" page after they opt in to have the session.

      calendly appointment page in ONTRApages editor

    12. Create another ONTRApage with an opt-in form on it. Name it "Calendly Opt In Page". Use at least the First Name, Last Name and Email fields, and make them all required. On the Smart Form Settings tab, select the appointment calendar page published in step 11 from the drop down box labeled "Use this landing page".

      Set appointment page as thank you page

      This is the method ONTRAPORT uses for setting appointments for demos and new client orientation appointments. The advantage is that the opt in form fields are forwarded to Calendly's appointment form; this eliminates the possibility of errors by the new contact in filling out the second form.
    13. Publish the "Calendly Opt In Page" and test it out! When someone fills out the opt in form on the page you just created in step 12 they are taken to the Calendly appointment page. ONTRAPORT has their contact information and does not need to have them enter it again. The Calendly sign up process can allow them to select the type of appointment, select a day, then a time, and finally confirm the appointment. All of this happens within the Custom HTML Block you added without refreshing the page.

      calendar displayed on thank you page

      The last step is for the contact to schedule the event. Because of the modification to the Calendly code done in step 10 the Contact's first name, last name and email address are pre-filled from the ONTRAPORT Contact Record.

      Calendly fields prefilled

    Use the Pre-Built Zapier Template - Recommended

    These instructions will show how to connect your ONTRAPORT account to Calendly using a pre-built Zapier template. We will only need to make a few changes to the template and this process should be much quicker than the manual instructions found below.

    1. Login to Zapier, then navigate to the following URL: https://zapier.com/app/editor/template/19166.
    2. Click Create this Zap.
    3. Select Invitee Created, then click Continue.
    4. Select your Calendly account, then click Save + Continue. (If you haven't connected your Calendly account to Zapier yet, follow the instructions found here)
    5. The next screen will talk about sample data. Click Continue, then click Load in Samples.
    6. At this point you'll need to have at least one example Contact in your Calendly account in order for Zapier to be able to test the connection. If you have at least one example Contact, you'll want to select Invitee A, then click Continue.

      pick a sample invitee in Calendly

    7. Select Date/Time (Legacy), then click Continue.
    8. Click the drop-down option under Transform, then choose Format.

      pre-configured Zap date formatting step

    9. Click Continue.
    10. In order to ensure the formatting is correct, click Send Test to Formatter by Zapier. Once the test is complete, click Continue.
    11. Select Date/Time (Legacy), then click Continue.
    12. On the next step, click Show Advanced Options. You'll see a field called Input. Click into this field and backspace in order to delete what says "Step 1 No Data".

      enter and press backspace in the advanced input field to erase the data

    13. Click the plus sign next to the field, then select Invitee Created. Another drop-down will appear, then scroll down and select Event Start Time.

      edit the event start time

    14. Next we need to select the correct timezones to be converted. You'll see two fields, To Timezone and From Timezone. Select your local timezone in both of these fields.

      format the time zone

    15. After you've selected your timezones, click Continue.
    16. In order to ensure the formatting is correct, click Send Test to Formatter by Zapier. Once the test is complete, click Continue.
    17. On the next page, select Creates or Updates Contact, then click Continue.
    18. Select your ONTRAPORT account, then click Save + Continue. (If you haven't connected your ONTRAPORT account to Zapier yet, follow the instructions found here)
    19. Next to the email field, click the plus symbol to add a value into the field. Select Invitee Created, then choose Event Start Time.

      Edit the invitee created step

    20. Click Show Advanced options then scroll down until you find the custom fields you created in ONTRAPORT. They should be called something like Calendly Date and Calendly Appt Time.
    21. Click the plus symbol next to Calendly Date, then select Date/Time (Legacy) from step 2. Choose Event Start Time.

      Edit event time - legacy - step

    22. Next, click the plus symbol next to Calendly Appt Time, then select Date/Time (Legacy) from step 3. Choose Event Start Time.

      continue editing the event time

    23. Click Continue, then click Sent Test to ONTRAPORT.
    24. If the test was successful, click Finish and toggle the Zap on.
    25. Lastly, you'll want to test and make sure the Zap is working correctly. Navigate to the ONTRApage with the opt-in form on it, fill it out and schedule an appointment on the next page. Once you've done so, your Contact should be added into ONTRAPORT and the date and time should be populated successfully.
    Creating the Zap Manually - Not Recommended

    Note: We recommend you use the pre-built template in the section above for easier implementation. This older, manual process is more detailed and more difficult, and is included here for reference only.

    We have both the ONTRAPORT and Calendly opt in process completed, but the date and time of the appointment is in Calendly only. This portion of the integration uses Zapier to grab that information from Calendly and push it back into the Contact Record in ONTRAPORT.

    In this example, we show the minimum required for a solo entrepreneur with one calendar attached to Calendly to finish the process. See the Other Use Cases section for possible variations on this basic process, including tagging the contact for the right team member when multiple calendars are involved.

    1. In Zapier, create the Zap using Calendly as Trigger app. Select Invitee Created as the Calendly Trigger.

      invitee created trigger
    2. On the next screen select your Calendly account and test the connection.
    3. In the Action step, Step 2, choose Zapier and Formatter by Zapier as the Action app. In the Choose Action dialog select Date / Time.

      zapier formatter for date and time
    4. In the Set Up Template step select Format for the Transform value at the top. Fill in the rest of the fields.

      1. Set Input (required) to Event Start Time.
      2. Set To Format (required) to X (1137971045).
      3. Select your time zone from the drop down in the To Timezone (optional) field.
      4. Select YYYY-MM-DDTHH:mm:ssZ (2006-01-22T23:04:05-0000) in the From Format (optional) drop down.
      5. Choose UTC as the From Timezone (optional) in the last drop down.

      The screen should look like this.

      transform date
    5. Click the plus sign in the left column to add another Action. In this Action step, choose Zapier and Formatter by Zapier as the Action app again. In the Choose Action dialog select Date / Time, just as you did in step 3 above.
    6. Select Format for the Transform field. Fill in the rest of the fields.
      1. Set Input (required) to Event Start Time.
      2. Select Use a Custom Value in the To Format (required) drop down.
      3. Type HH:mm A in the Custom Value for To Format (required) field.
      4. Select your time zone from the drop down in the To Timezone (optional) field.
      5. Select ddd MMM DD HH:mm:ss Z YYYY (Sun Jan 22 23:04:05 -0000 2006) in the From Format (optional) drop down.
      6. Select your time zone again in the last drop down.

      The screen should look like this.

      format time

    7. Create another step in the left column. Choose ONTRAPORT for the app, select your ONTRAPORT account, and choose Create or Update Contact for the Action.

      add ONTRAPORT

    8. In the Edit Template step, select the drop down next to Email (required), and expand the Step 1 | Invitee Created section. Select the Invitee Email from the drop down selections.

      select the invitee created section

    9. Scroll down to your custom field created in ONTRAPORT named "Calendly Appt Date". Click the plus sign to the right and select a Date / Time field. It will expand to show if it is the date format or the time format. Select the one that is the date format.
    10. Repeat this process for the field named "Calendly Appt Time", choosing the the Date / Time step that has the time format:

      time reveal

    11. Finish the Zap, and test the integration by creating a Calendly appointment from the opt-in page created in step 13 in Getting Started. Check the Contact Record to verify the Calendly Appt Date and Calendly Appt Time fields are updated.
    Using the Calendly Appt Date Field

    ONTRAPORT can act when the custom Calendly Appt Date field is updated.

    • If you want to alert a team member or yourself when the field is updated, create a message using merge fields you would like to see. In this example, we have used the HTML Editor to create a short message with merge fields for the contact's first name, last name, email address and the contents of the Calendly Appt Date and Appt Time fields.

      email contact owner
    • You can use a global Rule to send this message to yourself or a team member when a Contact has the Calendly Appt Date field updated. The message will populate with that contact's information:

      rule notification

    • Calendly will send their own notification message to the Contact. You can also add the Contact to a Step Sequence using the opt-in form, and send them a more detailed confirmation email, use a Rule Step to send the notification email to yourself or a team member, create a Task for follow up etc.

      notification sequence

    • Consider using a Date Sequence with the Calendly Appt Date field as the trigger. Date Sequences allow you to schedule actions before, on or after a date in the Contact Record. Any of the Steps, Email, SMS, Tasks, Postcards, Rules and Fulfillment Lists can be triggered this way.

      create a date sequence

    Other Use Cases
    • Calendly seamlessly aggregates your entire team's individual calendars into a single appointment calendar for your new customer to use, selecting the available representative in the background. How can you automate creating a Task for team member Bob Smith instead of Bill Smiley?
      1. In ONTRAPORT, create a Tag for each of your team members using their name.
      2. Add a step right after the first step of the Zap. Choose Filter by Zapier as the application.
      3. The action is Only continue if ....
      4. Use the drop down field in the first box to select Event Assigned To.
      5. For the second drop down box, choose (Text) Exactly Matches.
      6. Type in the team member's name exactly as it appears in Calendly.

        filter by team member name

      7. Go to the last step, Create or Update a Contact in ONTRAPORT and set the Tag field to the team member's name.

        add tag for team member
      8. Use a global Rule triggering on that tag being added to notify the team member they have an appointment using an Email or Task.
      9. Create a separate Zap for each team member. The filter in the second step will ensure that only the Zap for the correct team member will update the Contact Record.
    FAQs

    Q. Can I trigger an SMS 30 minutes before the "Calendly Appt Time" field?

    A. No, the Calendly Appt Time field in ONTRAPORT is a text field. You could trigger an SMS to go out in a Date Sequence using the date field, Calendly Appt Date, and time it for the AM before any of your appointments. Use the merge field for the time field, e.g. - [Calendly Appt Time], to put the time in the SMS message as text.

    Q. Does ONTRAPORT really use ONTRAPORT to run its business and Calendly to schedule appointments?

    A. Yes, ONTRAPORT is the software we use to run our business, and we use a slightly more complex version of this integration to schedule appointments with our clients.

     

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    Comments

    • Avatar
      Brad Dobson

      Just wanted to say thanks for this. I've added a setup to have it also schedule a Zoom meeting, get the Zoom meeting link back into Ontraport, and embed that in the followup messages to the Contact. We're using this for podcast interview schedules, next up will be for client coaching sessions.

    • Avatar
      Frank Hagan

      Thanks Brad! You've shown that It is a technique that can be used to integrate virtually any calendaring application that is supported by Zapier, but it does take some work.

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