WhatsApp Integration into Calendly

We will learn how to Integrate WhatsApp with Calendly to send automatic WhatsApp Message to the Invitee & Guest whenever a new meeting is scheduled.

Pre-Requisite

WhatsApp Channel Enabled Picky Assist Account
Access to Picky Assist Connector
Calendly Paid Account

About Calendly

Calendly is a #1 Meeting Scheduling Platform in the world which helps to book appointments and meetings effortlessly.

Capabilities with Picky Assist Connector

When you connect your Calendly account with Picky Assist Connector you can achieve below-mentioned capabilities to enhance your communication with your customer’s

Send Meeting URL and Information through WhatsApp.
Send Periodic Meeting Reminders through WhatsApp
Sending Followup through WhatsApp
Assign Chat to a Teambox Users when a meeting is schedueld
Team Collaboration through Teambox after the meeting.

How It Works?

Picky Assist Connector makes use of the Calendly Webhook to listen the real-time event alerts i.e whenever a new meeting is scheduled in the Calendly platform we receive an event with all details and further you will able to perform different automations as configured in the Picky Assist Connector.

Getting Started

The first step is to go to Picky Assist and create a Connector URL, just make sure the Connector is in Online Mode to start accepting requests from Calendly

Getting the API Token

After creating the Connector URL you need to login into the Calendly account then navigate to Integrations https://calendly.com/integrations, then Copy the API Key as shown below;

Registering Webhook URL

The next step is to register the Webhook URL in your Calendly Account, you need the Connector URL & API token of Calendly to complete this step

First Step

Click & Open this URL https://reqbin.com/c-tnbggras

You will see something like as shown below;

Second Step

Now you need to replace the X-TOKEN and Connector URL with your own as shown below and hit on “Run” button

If the request is Sucess then you will see a numeric id as shown below in the right side of the window;

Testing the Connection

Now you have to create an event through Calendly booking URL so that Picky Assist Connector receives your Custom Form Structure which allows you to automate the Events.

Please note your should have custom field in your meeting form which ask WhatsApp / Phone Number with Country code to send WhatsApp Messages

Configuring with Picky Assist Connector

Now we need to open the Picky Assist Connector, to do this kindly login into Picky Assist Account -> Connector, and a popup will open as shown below;

Field Mapping

If you would like to add the Meeting Registration details into the Picky Assist platform as a Contact for sending a WhatsApp Drip Campaign or send a Mass messages in future then you need to make use of “Field Mapping”

If you just want to send a confirmation message and periodic reminders then field mapping is not required

Sending Confirmation Message

Now let’s learn how to automatically send a Confirmation Message via WhatsApp when someone books an appointment.

We will make use of the Actions here to send the Booking Confirmation Message along with Meeting URL

Create A New Step and Give a Relevant Name – Appointment Confirmation Message as shown below;

Then inside the Step enable the Action and Add “Send Message” action and select the WhatsApp Number, Channel from the message should go, and enter the message body as shown below;

Use the Attribute field to personalise the Messages as shown below;

Sending Reminders

We have created a step in the Connector which sends a Meeting Confirmation message via WhatsApp whenever a new meeting is scheduled in your Calendly , now let’s explore how to send reminders to your customers to minimise the NO SHOW.

Let’s create a new Step and name it “Reminder Before 30 Minutes” then enable the Delay & Action for the step as shown below;

Setting Up Delay

Now click on Delay and Select “Custom” and select Execute Before 30 Minutes of ___ Date as shown below;

Now Guest will receive a WhatsApp reminder message before 30 minutes from the meeting start time, it’s also possible to set the reminder yourself via WhatsApp by specifying your WhatsApp Number.

Live Event Feeds & Chat Assignment

If you are using Picky Assist Teambox then it’s possible to add the Calendly meeting event directly into the Teambox against the Contact and assign the chat to a department or users in the Teambox to take actions. Read More about Live Event Feed & Chat Assignment

Advanced Features

If you want to achieve advanced features like Sending the Message in different language based on customer language preference, sending an automatic followup after 2 days from the Meeting Date etc kindly refer the below guides;