In this post, we will learn how you can integrate Calendly with Zoom and automatically create Zoom meetings for newly added events in Calendly.
This automation requires a one-time setup, for which we will use Pabbly Connect.
We will first link Calendly with Pabbly Connect to capture the newly added events, then link Pabbly Connect with Zoom and create Zoom meetings using the captured event details.
Steps to Automatically Create Zoom Meetings for New Calendly Invitees
1. Sign In / Sign Up to Pabbly Connect and Create a Workflow
2. Setup Calendly as the Trigger App to Capture New Events
3. Add a Date / Time Formatter to the Workflow to Correct the Time
4. Setup Zoom as the Action App Create Meeting
Step 1:- Sign In / Sign Up to Pabbly Connect and Create a Workflow
A. Sign In / Sign Up
To begin this process, visit Pabbly Connect and create your account by clicking on the ‘Sign Up Free’ button. You can also click on Sign In if you already have an account.
Click on the Pabbly Connect ‘Access Now’ button
B. Create Workflow
To create a new workflow, click the ‘Create Workflow’ button.
Name your workflow, and click on ‘Create’.
Step 2:- Setup Calendly as the Trigger App to Capture New Events
We will now look at the steps through which we will establish a link between Calendly and Pabbly Connect – This will help us to fetch the newly added events from Calendly.
A. Trigger App
Trigger allows us to choose the application that will receive the data for Pabbly Connect. In our case, it would be Calendly.
Choose ‘Calendly’ as your Trigger App, select ‘Invitee Created’ as the Trigger Event, and click on ‘Connect’.
B. Connect Calendly Account
To connect with your Calendly account, select ‘Add New Connection’, and click on ‘Connect With Calendly’. Also, grant the authorization.
Select the Organisation and User whose events you want to capture, and click on ‘Save & Send Test Request’.
When you click on Save & Send Test Request, Pabbly Connect will start looking to capture the event details indicated by the rotating Waiting for Response button.
C. Test Connection
To test the established connection, we will schedule a new event in Calendly.
Expand Response Received, under which the details of the scheduled event must be visible – thus, confirming the established connection.
Step 3:- Add a Date / Time Formatter to the Workflow
The date and time we captured from Calendly are according to the UTC time scale. To correct this we will add a Date / Time Formatter to our workflow.
Choose ‘Date/Time Formatter’ as the Action App, select ‘Add/Subtract Time’ as an Action Event, and click on ‘Connect’.
Map the Start Time from the step above.
In Expression, add or subtract the number of hours according to your timezone.
Select To and From Format, and click on ‘Save & Send Test Request’.
Step 4:- Setup Zoom as the Action App to Create Meeting
Action allows us to choose the application that will get executed by the workflow trigger.
Since we want to use the captured events to create meetings in Zoom, it will be our Action App.
A. Action App
Choose ‘Zoom’ as the Action App, select ‘Create a Meeting’ as an Action Event, and click on ‘Connect’.
B. Connect Zoom Account
To connect with your Zoom account, select ‘Add New Connection’ and click on ‘Connect With Zoom’. Also, grant the authorization.
C. Map Necessary Fields
Now that you have connected your Zoom account, all you need is to map the necessary details from the step above. Mapping ensures our data remains dynamic and changes as per the received responses.
Map the Topic from the step above.
Similarly, enter / map the other fields, and click on ‘Save & Send Test Request’.
The moment you click on Save & Send Test Request, a Zoom meeting will automatically be scheduled.
Our automation is complete. We have successfully integrated Calendly with Zoom. Each time you create a new event in Calendly, a meeting for the same event will automatically be scheduled on Zoom.
You can copy this entire workflow by clicking this link.
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