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 or Ops Team support

Interdependencies

The Master List is finalized and the Calendly event is created.

Directions

Example:

• • Login as doris@ to https://zapier.com.

  • Click the Create Zap button

  • Name your Zap “[Client] Calendly to Master”

  • Trigger 1: 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.

    • In the search bar, type Calendly and select that app.

    • In the Trigger event field, select Invitee Created. 
      

    • Click “Continue.”

    • Click “Choose” and select the Calendly doris@dorisresearch.com.

    • Click “Continue.”

    • Select Organization in the Webhook subscription scope field.
    • Select Event Type. It should be the current client interview calendly you've created.
    • Click "Continue."

    • Click “Continue with selected record.”

    • If you get an error, make sure you select the correct account. It will be the doris@ other Zaps associated with it.
      

  • Trigger 2: Date/Time fix
    • In the App field select Formatter by Zapier (1.0.7)
    • Event Action should be Date / Time
    • Click “Continue.”
    • Configure:
      • In the transform field select Format 
      • Select Scheduled Event Start Time in the Input field.
      • In the To Format field select MMMM DD YYYY HH:mm:ss
      • Timezone should be US/Eastern
      • From format field leave black
      • From Timezone select UTC
      • Click “Continue.”
      • Click "Continue" again.

  • Only continue if: Create a change action. This will make a change to the Master List file.

    • Open the event, and click on “What event is this?” 

    • Scroll down to the Event Link. Copy/paste that into your Zap in the “Enter text or insert data” field.

    • Click “Continue.”

    • 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.

    • In the “Only continue if” type in “slug” and select Event Type Slug

    • In the “Choose Condition” field, select (Text) contains

    • 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.

  • Trigger 3: Lookup Spreadsheet Row in Google Sheets: now that we have the correct event from Calendly,  this will look up the email from the master list in Google Sheets and update the file with the name, email, and interview start time.

    • In the search bar under Action, type in sheets and select Google Sheets.

    • In the “Event Required” field, select Lookup Spreadsheet Row
      

    • 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.

    • Click “Continue.”

    • In the spreadsheet field, enter the spreadsheet name and select it.

    • Select the Worksheet where you want to import that Calendly data. Most likely, this will be “Participant.”

    • In the Lookup Column, select Email.

    • Click in Lookup Value and choose 1. Invitee Email (from Calendly)

    • Check the box next to “Create Google Sheets Spreadsheet Row if it doesn’t exist yet?”
      

    • In “First Name,” select 1. Invitee Name.

    • In “Email,” select 1. Invitee Email.

    • Leave fields blank until you get to “Interview Scheduled” and select 2. Output.

    • Interview Location should be 1. Scheduled Event Location Join URL
    • Host should be 1. Scheduled Event Hosts Email

    • Click “Remove these extra fields.” all the way at the bottom of the list.

    • Click “Continue.”
      

  • Trigger 4: Update Spreadsheet Row in Google Sheets. This will update the time and URL if someone reschedules their interview.

    • In the search field, type “sheets” and select Google Sheets.

    • In “Event,” select Update Spreadsheet Row

    • Click “Continue.”

    • Select your account. It will always be “Google Sheets doris@dorisresearch.com.” You can select that account that has other Zaps associated with it.

    • Click “Continue.”

    • In the spreadsheet field, enter the spreadsheet name and select it.

    • Select the Worksheet where you want to import that Calendly data. Most likely, this will be “Participant.”

    • In the “Row” field, select 3. ID

    • Leave fields blank until you get to “Interview Scheduled.” Select 2. Output

    • Select 1.Scheduled Event Location Join URS in the Interview Location field
    • Select 1.Scheduled Event Hosts Email in the Host field

    • Click “Continue.”

    • Click “Test Action”

    • Click “Publish”

  
  

  Notes:

  • 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.

  • You may need to create multiple Zaps to pull various criteria.

Resources

How to Link Calendly to Participant List (Scribe)