How to Integrate Calendly with Zoho CRM Using Pabbly Connect

Learn how to seamlessly integrate Calendly with Zoho CRM using Pabbly Connect for efficient task management and automation. Explore efficient methods for automating routine tasks with clear, concise instructions suited for both newcomers and experienced professionals.

Watch Step By Step Video Tutorial Below

1. Accessing Pabbly Connect for Integration

To start the integration process using Pabbly Connect, you first need to access the platform. Begin by signing up for a free account using the pre-signup link provided in the description below. After creating your account, log into your Pabbly Connect dashboard.

Once you’re on the dashboard, click on the ‘Create Workflow’ button. You will be prompted to name your workflow. For this integration, you can name it ‘Calendly to Zoho CRM’. After naming your workflow, click on the ‘Create’ button to proceed.

2. Setting Up the Trigger with Calendly

In this section, we will set up the trigger that will initiate the workflow every time a new appointment is booked in Calendly. Select Calendly as your application in the trigger window and choose the event ‘Invitee Created’ from the dropdown menu. using Pabbly Connect

• Select ‘Calendly’ from the application list.
• Choose ‘Invitee Created’ as the trigger event.
• Click on ‘Connect’ and then ‘Add New Connection’.
• Connect your Calendly account by clicking ‘Connect with Calendly’.

After connecting your Calendly account, select the organization and user from which you want to receive event bookings. Ensure you have a Calendly Pro Plan to use this integration. Finally, click on ‘Save and Send Test Request’ to test the connection.

3. Formatting Date and Time with Pabbly Connect

Once the trigger is set up, the next step is to format the date and time received from Calendly. This is crucial because Calendly sends the date and time in UTC format, which needs to be converted to your local time zone. using Pabbly Connect

• Select ‘Date Time Formatter’ as the action application.
• Choose ‘Format Date with Time Zone’ as the action event.
• Map the start time from the Calendly response.
• Select the correct format and time zone (Asia/Kolkata).

After formatting the start date and time, repeat the process for the end date and time. This ensures that both the start and end times are correctly displayed in your local time zone.

4. Searching for Contact in Zoho CRM

Now that we have the formatted date and time, the next step is to search for the contact in Zoho CRM. This is done by adding another action step to search for the user who booked the appointment. using Pabbly Connect

Select Zoho CRM as the application and choose the action event ‘Search Contact’. Connect your Zoho CRM account by entering the domain of your Zoho CRM account. Then, map the email address from the Calendly response to search for the contact.

If the contact exists, you will receive a response with the contact’s details, including their unique contact ID. If the contact does not exist, the workflow will not proceed further. This is a crucial step to ensure that tasks are only created for existing contacts.

5. Creating Task in Zoho CRM Using Pabbly Connect

The final step is to create a task in Zoho CRM for the contact who booked the appointment. After confirming the contact exists, select Zoho CRM again and choose the action event ‘Create Contact Task’. using Pabbly Connect

Map the necessary fields such as the owner ID, contact ID, subject, and description. The subject can include the name of the user along with a message indicating they have scheduled an appointment. Finally, set the task status and priority before saving and sending the test request.

When the task is created successfully, you can check your Zoho CRM account to see the new task listed under the contact’s activities. This integration allows you to automate task creation, ensuring that every appointment booked in Calendly results in a corresponding task in Zoho CRM.

Conclusion

In this tutorial, we learned how to integrate Calendly with Zoho CRM using Pabbly Connect. This automation streamlines the process of creating tasks for every appointment booked, enhancing productivity and efficiency. By utilizing Pabbly Connect, you can easily manage your workflows and improve task tracking across applications.