Calendly - Workflow Actions & Triggers

What’s new?

You can now connect Calendly directly to Workflows. Five triggers — Invitee created, Invitee canceled, Invitee no show created, New routing form submission, and Event cancelled — plus nine actions covering one-off meeting creation, invitee booking, event lifecycle management, no-show marking, and Calendly contact and user lookups let your automations react to scheduling activity and drive Calendly back the other way.

How it works

Four of the five triggers are instant — backed by Calendly’s native webhooks (invitee.created, invitee.canceled, invitee_no_show.created, routing_form_submission.created). The fifth (Event cancelled, for host-initiated cancellation) polls every 5 minutes because Calendly does not emit a native webhook for it. Each instant trigger exposes a Webhook Subscription Scope filter — User to watch the connected user’s events, or Organization to watch every user in the Calendly org. Authentication is OAuth via an External Authentication Configuration step that labels each connected account with a friendly Name and Email.

How to use it

In Workflows, add a Calendly trigger or action.
Click Connect your account; enter a friendly Name and Email for the connected account in the External Authentication Configuration modal, then complete the OAuth handshake on Calendly’s side.
For instant triggers: pick a Webhook Subscription Scope (User or Organization) and any additional filters.
For actions: fill required fields (Event Name, Host User, Duration, Start Date, End Date for Create one-off meeting; identifiers + payload for the rest); Test Action to validate.
Save and publish.

Simple example

A prospect books a discovery call through a sales rep’s Calendly link. Invitee created fires within seconds — the workflow finds or creates the matching CRM contact, attaches the booking details (event type, scheduled window, custom question answers) to custom fields, and sends a pre-call SMS with prep material. If the prospect later cancels, Invitee canceled fires; the workflow waits two hours, then sends a tailored reschedule offer with a one-off Calendly link.

Additional Notes

Triggers (5): Invitee created (Instant), Invitee canceled (Instant), Invitee no show created (Instant), New routing form submission (Instant), Event cancelled (Polling 5 Mins for host-initiated cancellation since Calendly has no native webhook for it).
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 via the External Authentication Configuration modal — each connected account is labeled with a Name and Email for clear multi-account routing.
Webhook Subscription Scope filter on instant triggers — pick User for individual rep automations or Organization for shared sales/CS workflows.
Create one-off meeting accepts Duration up to 720 minutes (12 hours); Timezone defaults to the host’s time zone and accepts IANA names (America/New_York, Asia/Kolkata).
A reschedule in Calendly appears as two events in this integration — invitee.canceled for the old slot followed by invitee.created for the new slot.