Automate Calendly & Asana

Stop paying for mismatched spreadsheets. Sync data between Calendly and Asana in real-time, so you can manage your operations without the busywork.

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Custom API Integration

Secure Data Transfer

Done-For-You Setup

How the Data Flows

graph LR
    subgraph Source ["Calendly"]
        T1(["Active Scheduled Events Dropdown"])
    end
    
    subgraph Middleware ["Enterprise Integration Core"]
        W[CRON API
Poller] --> V{Validation
& Auth}
        V -->|Fail| DLQ[Dead Letter
Queue]
        V -->|Pass| Map[Data Mapping
& Transformation]
        Map --> Retry[Rate Limiting
& Retries]
    end
    
    subgraph Target ["Asana"]
        A1(["Add Tag to Task"])
    end

    T1 -->|JSON Payload| W
    Retry -->|Authenticated API POST| A1

    style Source fill:transparent,stroke:#cbd5e1,stroke-dasharray: 5 5
    style Target fill:transparent,stroke:#cbd5e1,stroke-dasharray: 5 5
    style Middleware fill:#f8fafc,stroke:#94a3b8,stroke-width:2px
    style T1 fill:#3b82f6,stroke:#fff,stroke-width:2px,color:#fff
    style W fill:#1f2937,stroke:#fff,stroke-width:1px,color:#fff
    style V fill:#1f2937,stroke:#fff,stroke-width:1px,color:#fff
    style Map fill:#1f2937,stroke:#fff,stroke-width:1px,color:#fff
    style Retry fill:#1f2937,stroke:#fff,stroke-width:1px,color:#fff
    style DLQ fill:#ef4444,stroke:#fff,stroke-width:1px,color:#fff
    style A1 fill:#e11d48,stroke:#fff,stroke-width:2px,color:#fff

When Calendly and Asana operate independently, scheduling conflicts frequently arise. For instance, if a team member schedules a meeting via Calendly, that information may not be reflected in Asana, leading to duplicate tasks or missed deadlines. The project management team spends hours manually checking schedules against task assignments, resulting in wasted time and potential project delays.

Top Ways to Automate Calendly & Asana

Automated Task Creation: Instantly create Asana tasks from scheduled Calendly meetings, ensuring that every discussion point is captured and assigned to the right team member without manual input.
Real-Time Updates: Automatically sync changes in meeting times or cancellations from Calendly to Asana, keeping your team informed and aligned without the need for constant communication.
Follow-Up Reminders: Set up automated reminders in Asana for follow-up tasks related to your Calendly meetings, ensuring that no action items fall through the cracks and enhancing accountability.

How to Build the Calendly → Asana Sync

In your Calendly account, set up a Standard Webhook to trigger on event creation. This webhook should point to your integration endpoint.
Configure the webhook to send a payload containing the event details, including the event type, start time, and participant information.
On your integration endpoint, listen for incoming POST requests from Calendly. Extract the relevant data from the payload, specifically the 'event_type', 'start_time', and 'participants'.
Use the Asana API to create a new task. Make a POST request to the Asana endpoint at '/tasks'. Include the necessary fields in the JSON body, such as 'name', 'due_on', and 'assignee', mapping them from the extracted Calendly data.
Verify that the task is created successfully in Asana by checking the response from the API call.

Developer Warnings & API Gotchas

Ensure that the 'start_time' from Calendly is converted to the correct timezone before sending it to Asana, as mismatched timezones can lead to incorrect due dates.
Be cautious with the 'participants' data; if multiple participants are scheduled, you may need to decide how to handle multiple assignees in Asana, as it typically only allows one assignee per task.
If the event type in Calendly is not mapped correctly to a task category in Asana, it can lead to confusion about task priorities, so establish a clear mapping strategy beforehand.

Supported API Operations

We leverage official, stable endpoints to ensure secure data transfer. No deprecated legacy routes.

When this happens in Calendly... Active Scheduled Events Dropdown

Do this in Asana Add Tag to Task
When this happens in Calendly... Contact Created

Do this in Asana Add Task to Section of Project
When this happens in Calendly... Contact Deleted

Do this in Asana Add Task to Section of Project (Legacy)
When this happens in Calendly... Contact Updated

Do this in Asana Attach File
When this happens in Calendly... Event Canceled

Do this in Asana Create Comment/Story

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I can see you're looking at mapping Calendly to Asana. Tell me about your current setup—what's the specific bottleneck you're trying to automate right now?