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 automateAutomate updating the Master List with thewhen interviews are scheduled in Calendly. Each new Calendly insteadsignup ofcreates manuallyor updatingupdates a row in the Master List.List to avoid manual entry. We will use Zapier to do this.

Responsible Party

Ops Manager (or Ops Team supportsupport)

Interdependencies

The Master List is finalized and(Google theSheets).

Client-specific Calendly event type is created.created and active.

Directions

Example:
1) Set up the Zap

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

  • Click the Create Zap button and select New Zap

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

2) Step: Trigger – Calendly (Invitee Created) 

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.

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

• InEvent: theInvitee TriggerCreated

  event

field,

Account: select InviteeCalendly Created.–
doris@dorisresearch.com.

Click “Continue.”

Webhook

Clickscope: “Choose” and select the Calendly doris@dorisresearch.com.

Organization

Click “Continue.”

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

ClickTest trigger:

If you see “Continueno withinvitee selectedfound,” record.”that’s fine—click Skip test (this can happen when no event is created yet).

If you get ana error,record, makeContinue surewith youselected selectrecord.

If error: confirm the correct Calendly account. It will be the doris@ other Zaps associated with it.

Trigger 2: Date/Time fix

3)

Step: InAction the App field select– Formatter by Zapier (1.0.7)Date/Time)

Goal: convert Calendly’s UTC time to Eastern and a standard format.

App: Formatter by Zapier EventEvent: Action should be Date / Date/Time Click “Continue.”
Configure:Transform:

In the transform field select Format  SelectInput: Scheduled Event Start Time in the Input field. In the To FormatFormat: field select MMMM DD YYYY HH:mm:ss TimezoneTo shouldTimezone: be US/Eastern From formatTimezone: field leave black From Timezone select UTC Click “Continue.” Click Test Step. Click "Continue" again.

4)

Step: Action – Google Sheets (Lookup Spreadsheet Row)

OnlyGoal: continuefind if:(or Create a change action. This will make a change tocreate) the Masterperson’s Listrow file.by email and populate fields.

 

• OpenApp: theGoogle event, and click on “What event is this?” Sheets

• ScrollEvent: downLookup toSpreadsheet the Event Link. Copy/paste that into your Zap in the “Enter text or insert data” field.Row

• ClickAccount: “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.com.” You can select the doris@ account that has other Zaps associated with it.

Click “Continue.”

InSpreadsheet: select the spreadsheetMaster field, enter the spreadsheet name and select it.List

SelectWorksheet: Participant (or the Worksheetcorrect where you want to import that Calendly data. Most likely, this will be “Participant.”tab)

In the Lookup Column,Column: select Email.Email

Click in Lookup ValueValue: and choose 1. Invitee Email (from Calendly)

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

InMap “fields:

First Name,” select 1.Name: Invitee Name.Name

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

Leave fields blank until you get to “Interview Scheduled”Scheduled: andFormatter selectOutput 2.(from Output.Step 3)

Interview Location should be 1.: Scheduled Event Location Join URL (Calendly)

Host should be 1.: Scheduled Event Hosts Email (Calendly)

ClickLeave “Remove these extra fields.” all the wayfields at the bottom of the list.bottom.

Click “Continue.”

Test step (verify the correct row in the sheet is found/updated). Now close out of step 3 and cleck on the "+" to create a 4th trigger.

Trigger5) 4:Step: Action – Google Sheets (Update Spreadsheet RowRow)

in

Goal: Google Sheets. This will updatekeep the timerow andup URLto date if someonethe reschedulesinterview theiris interview.rescheduled.

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

• InEvent: “Event,” select Update Spreadsheet Row

• ClickAccount: “Continue.”

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

Click “Continue.”

InSpreadsheet: select the spreadsheetMaster field, enter the spreadsheet name and select it.List

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

InRow: the “Row” field, select 3. ID

LeaveMap only fields blankthat untilmay youchange:

get

to “

Interview Scheduled.” SelectScheduled: 2. Output (Formatter)

Select 1.

Interview Location: Scheduled Event Location Join URSURL in(Calendly)

the Interview Location field Select 1.

Host: Scheduled Event Hosts Email in(Calendly)

the Host field

Click “Continue.”

Click “Test Action”Step”

In the Master List, confirm the test row populated, then clear the test data if needed.

Click “Publish”Publish in Zapier.

Notes:

• If you create thethis Zap after peoplesignups beginhave signingalready up for the event, you mustbegun, export the current signups from Calendly and putload thatthem into the Master List.List manually. The ZapsZap will only workprocess fornew newlysignups createdgoing signups.forward.

• You may need to create multiple Zaps toif pullyou’re varioususing criteria.multiple Calendly event types or different target sheets/tabs.

Keep all times in Eastern for consistency across projects.

Resources

How to Link Calendly to Participant List (Scribe)

Zapier: https://zapier.com

Client Master List