Link Calendly to Participant List
Purpose
Zapier is an online platform that helps you automate workflows by connecting your apps and services. A “zap” allows you to automate updating the Master List with the interviews scheduled in Calendly instead of manually updating the Master List.
Responsible Party
Ops Manager
Interdependencies
The Master List is finalized and the Calendly event is created.
Directions
Example:
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Login as doris@ to https://zapier.com.
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Click the Create Zap button
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Name your Zap “[Client] Calendly to Master”
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Invitee Created in Calendly: Create a trigger: you need to create a trigger that will run the automation. For this Zap, the trigger will be an interview scheduled in Calendly.
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In the search bar, type Calendly and select that app.
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In the Event field, select Invitee Created.
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Click “Continue.”
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Click “Choose” and select the DORIS Calendly account you use for interviews.
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Click “Continue.”
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Click “Test Trigger.”
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If you get an error, make sure you select the correct account. It will be the doris@ other Zaps associated with it.
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Click “Continue with Selected Record.”
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Only continue if: Create a change action. This will make a change to the Master List file.
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Select “Filter” on the right side of the screen. Selecting Filter will ensure that it will only make changes when conditions you set are met.
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In the “Only continue if” type in “slug” and select Event Type Slug
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In the “Choose Condition” field, select (Text) contains
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In the “Enter text or insert data” field, you will copy/paste the Calendly event name you are using. To do that, go to the event on Calendly.com.
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Open the event, and click on “What event is this?”
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Scroll down to the Event Link. Copy/paste that into your Zap in the “Enter text or insert data” field.
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Click “Continue.”
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Lookup Spreadsheet Row in Google Sheets: now that we have the correct event from Calendly, look up the email and connect the name, email, and interview start time to the Master List in Google Sheets.
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In the search bar under Action, type in sheets and select Google Sheets.
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In the “Event Required” field, select Lookup Spreadsheet Row
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Click “Continue.”
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Select your account. It will always be “Google Sheets doris@dorisresearch.com.” You can select the doris@ account that has other Zaps associated with it.
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Click “Continue.”
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In the spreadsheet field, enter the spreadsheet name and select it.
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Select the Worksheet where you want to import that Calendly data. Most likely, this will be “Participant.”
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In the Lookup Column, select Email.
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Click in Lookup Value and choose 1. Invitee Email (from Calendly)
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Check the box next to “Create Google Sheets Spreadsheet Row if it doesn’t exist yet?”
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Click “Continue.”
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In “First Name,” select 1. Invitee Name.
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In “Email,” select Invitee Email.
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Leave fields blank until you get to “Interview Scheduled” and select 1. Event Start Time
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Click “Remove these extra fields.”
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Click “Continue.”
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Click “Test Action”
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Click “Publish”
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Update Spreadsheet Row in Google Sheets
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In the search field, type “sheets” and select Google Sheets.
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In “Event,” select Update Spreadsheet Row
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Click “Continue.”
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Select your account. It will always be “Google Sheets doris@dorisresearch.com.” You can select that account that has other Zaps associated with it.
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Click “Continue.”
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In the spreadsheet field, enter the spreadsheet name and select it.
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Select the Worksheet where you want to import that Calendly data. Most likely, this will be “Participant.”
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In the “Row” field, select 3. ID
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Leave fields blank until you get to “Interview Scheduled.” Select 1. Event Start Time.
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Click “Continue.”
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Click “Test Action”
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Click “Publish”
Notes:
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If you create the Zap after people begin signing up for the event, you must export the current signups and put that into the Master List. The Zaps only work for newly created signups.
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You may need to create multiple Zaps to pull various criteria.
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