How do I connect Calendly to ASNSpark! CRM?

If your team still takes bookings through Calendly, connecting it brings those bookings into ASNSpark! CRM as appointments. Each guest becomes a contact, so your follow-up workflows and reminders can run without anyone retyping information.

Before you start

• Calendly's Standard, Teams and Enterprise plans are supported. Free and Essentials plans are not. You can connect during a Calendly trial, but the connection stops working if you do not upgrade.
• Each user can connect one Calendly account. The same Calendly account can be connected by more than one user.
• Make sure your Calendly event types ask for the guest's name and email.

Connect Calendly

1. Go to Calendars, click Calendar Settings and open the Connections tab.
2. Click + Add New, find Calendly and click Connect.
3. Sign in to Calendly and allow access.
4. Choose which Calendly calendars to bring in. Only events from these calendars sync.
5. If asked, choose where the guest's phone number should come from (see below).
6. Check the consent box and click Save.

On connection, ASNSpark! CRM imports all upcoming Calendly events plus past events created in the last 180 days. Workflows only trigger for future events, not for the past events brought in during setup.

How the sync works

• One way only. Calendly bookings come into ASNSpark! CRM. Appointments made in ASNSpark! CRM do not go to Calendly.
• Edit in Calendly. Calendly appointments cannot be edited in ASNSpark! CRM. Cancellations and reschedules made in Calendly are not updated here either, so check Calendly for changes.
• What comes over: date and time, guest name and email, appointment title, the Calendly calendar it came from and a phone number if available. Notes, attachments and Calendly form answers do not come over.
• Contacts: a new contact is created for each guest. If the contact already exists, the appointment is added to their record.
• Owner: for a personal Calendly link, the user who connected Calendly owns the appointment. For a shared or round robin link, one of the connected users is picked at random. The contact's assigned user is updated to match the owner of their latest appointment.
• Calendly calendars can only be used as conflict calendars. Use Google, Outlook or iCloud as your linked calendar.

Phone number options

• If the guest enters a phone number as the call-in detail and your Calendly form has no phone field, that number is saved automatically.
• If your form has a phone field, you choose which number to save, or choose Do not sync.
• If there is no phone number anywhere, this step is skipped.
• On a shared Calendly calendar, changing this option changes it for everyone connected to that calendar.

Change which Calendly calendars sync

1. Go to Calendar Settings, then Connections.
2. Click the pencil icon next to your Calendly connection.
3. Check or uncheck calendars and click Save.

Newly added calendars sync from that moment forward. Bookings made while a calendar was not selected are not brought in later.

Disconnecting Calendly

When you remove a Calendly calendar or disconnect Calendly, you are asked whether to delete the appointments it brought in. Deleted appointments cannot be restored. On a shared calendar, every connected user must choose delete for the appointments to disappear. If you reconnect later, upcoming events and the last 180 days are imported again.

Have a question about your own account? Submit a ticket and our team will follow up.