Calendly workflow actions and triggers

What changed

You can now connect Calendly directly to EveryCatch Workflows. You get five triggers (Invitee created, Invitee canceled, Invitee no show created, New routing form submission, and Event cancelled) and nine actions that cover one-off meeting creation, invitee booking, event updates, no-show tracking, and Calendly contact and user lookups. This lets your automations respond to scheduling activity in Calendly and also push changes back into Calendly from EveryCatch.

How it works

Four of the five triggers run instantly using Calendly’s native webhooks (invitee.created, invitee.canceled, invitee_no_show.created, routing_form_submission.created). The fifth trigger, Event cancelled (for host-initiated cancellations), checks Calendly every 5 minutes because Calendly does not provide a native webhook for that event. For each instant trigger, you can choose a Webhook Subscription Scope filter: User to watch meetings for the connected Calendly user only, or Organization to watch meetings for every user in the Calendly organization. Authentication uses OAuth through an External Authentication Configuration step in EveryCatch, where you assign each connected Calendly account a clear Name and Email so you can see which account you are using in each workflow.

How to use it

• In EveryCatch Workflows, add a Calendly trigger or action.
• Click Connect your account, then in the External Authentication Configuration modal enter a friendly Name and Email for the Calendly account you are connecting, and complete the OAuth sign-in on Calendly’s side.
• For instant triggers, select a Webhook Subscription Scope (User or Organization) and apply any additional filters you need.
• For actions, fill in the required fields (for example, Event Name, Host User, Duration, Start Date, and End Date for Create one-off meeting; and the right identifiers plus payload for the other actions). Use Test Action to confirm the setup before you go live.
• Save and publish your workflow when everything looks correct.

Simple example

A prospect books a discovery call using a sales rep’s Calendly link. The Invitee created trigger runs within seconds. Your workflow finds or creates the matching CRM contact in EveryCatch, writes the booking details (event type, scheduled time window, and any custom question answers) into custom fields, and sends a pre-call SMS with preparation material. If the prospect later cancels, the Invitee canceled trigger runs. The workflow waits two hours, then sends a tailored reschedule message that includes a one-off Calendly link so the prospect can easily pick a new time.

Additional notes

• Triggers (5): Invitee created (Instant), Invitee canceled (Instant), Invitee no show created (Instant), New routing form submission (Instant), Event cancelled (Polling every 5 minutes for host-initiated cancellations because Calendly does not provide a native webhook for this).
• Actions (9): Create one-off meeting, Book meeting for invitee, Find event, Cancel an event, Mark invitee as no show, Create contact, Find contact, Update contact, Find user.
• OAuth authentication happens through the External Authentication Configuration modal in EveryCatch. Each connected Calendly account is labeled with a Name and Email so you can route workflows cleanly across multiple accounts.
• Webhook Subscription Scope on instant triggers lets you choose User for individual rep workflows, or Organization for shared sales or customer success workflows across the Calendly organization.
• Create one-off meeting supports a Duration up to 720 minutes (12 hours). The Timezone defaults to the host’s time zone and accepts IANA time zone names such as America/New_York or Asia/Kolkata.
• When someone reschedules in Calendly, EveryCatch sees this as two separate events in the integration: invitee.canceled for the original time slot, followed by invitee.created for the new time slot.