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Link Calendly to Participant List

Purpose

Automate updating the Master List when interviews are scheduled in Calendly. Each new Calendly signup creates or updates a row in the Master List to avoid manual entry. We will use Zapier to do this.

Responsible Party

Ops Manager (or Ops Team support)

Interdependencies

  • Master List is finalized (Google Sheets).

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

Directions

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) 

  • 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.

    • App: Calendly

    • Event: Invitee Created

    • Account: select Calendly – ddoris@dorisresearch.com.

    • Click “Continue.”

    • Webhook scope: Organization
    • Event Type: select the current client interview event.
    • Click "Continue."

    • Test trigger:

      • If you see “no invitee found,” that’s fine—click Skip test (this can happen when no event is created yet).

      • If you get a record, Continue with selected record.

      • If error: confirm the correct Calendly account.

3) Step: Action – Formatter by Zapier (Date/Time)

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

  • App: Formatter by Zapier
  • Event: Date/Time
  • Click “Continue.”
  • Transform: Format
  • Input: Scheduled Event Start Time
  • To Format: MMMM DD YYYY HH:mm:ss
  • To Timezone: US/Eastern
  • From Timezone: UTC
  • Click “Continue.”
  • Click Test Step.
  • Click "Continue" again.

4) Step: Action – Google Sheets (Lookup Spreadsheet Row)

Goal: find (or create) the person’s row by email and populate fields.

 

    • App: Google Sheets

    • Event: Lookup Spreadsheet Row

    • Account: Google Sheets – doris@dorisresearch.com.” You can select the doris@ account that has other Zaps associated with it.

    • Click “Continue.”

    • Spreadsheet: select the Master List

    • Worksheet: Participant (or the correct tab)

    • Lookup Column: Email

    • Lookup Value: Invitee Email (from Calendly)

    • Check Create Google Sheets Spreadsheet Row if it doesn’t exist yet

    • Map fields:

      • First Name: Invitee Name

      • Email: Invitee Email

      • Interview Scheduled: Formatter Output (from Step 3)

      • Interview Location: Scheduled Event Location Join URL (Calendly)

      • Host: Scheduled Event Hosts Email (Calendly)

    • Leave Remove these extra fields at the 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.

    • App: Google Sheets

    • Event: Update Spreadsheet Row

    • Account: Google Sheets - doris@dorisresearch.com.” You can select that account that has other Zaps associated with it.

    • Click “Continue.”

    • Spreadsheet: select the Master List

    • Worksheet: Participant

    • Row: 3. ID

    • Map only fields that may change:

      • Interview Scheduled: 2. Output (Formatter)

      • Interview Location: Scheduled Event Location Join URL (Calendly)

      • Host: Scheduled Event Hosts Email (Calendly)

    • Click “Continue.”

    • Click “Test Step”

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

    • Click Publish in Zapier.


Notes:

  • If you create this Zap after signups have already begun, export current signups from Calendly and load them into the Master List manually. The Zap will only process new signups going forward.

  • You may need multiple Zaps if you’re using 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

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