Automate Calendly & Gmail

Stop paying for mismatched spreadsheets. Sync data between Calendly and Gmail 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 ["Gmail"]
        A1(["Add Label to Email"])
    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 Gmail operate independently, scheduling conflicts frequently arise, leading to double bookings. For instance, if a team member schedules a meeting via Calendly but fails to manually update their Gmail calendar, the invitee may receive a conflicting email notification. This results in the administrative team spending hours reconciling schedules and manually entering data into Gmail to reflect the correct availability, wasting valuable time that could be spent on more strategic tasks.

Top Ways to Automate Calendly & Gmail

Automated Meeting Confirmations: Instantly send personalized email confirmations through Gmail when a Calendly appointment is scheduled, ensuring both parties are aligned and informed.
Seamless Calendar Sync: Automatically update your Gmail calendar with new appointments from Calendly, eliminating the risk of double bookings and ensuring your schedule is always up-to-date.
Follow-Up Reminders: Set up automated follow-up emails via Gmail to remind clients of upcoming meetings or to gather feedback post-appointment, enhancing communication and engagement.

How to Build the Calendly → Gmail Sync

Set up a webhook in Calendly to listen for the 'invitee.created' event. This will trigger whenever a new meeting is scheduled.
In your webhook configuration, ensure that you extract the following payload data: 'event.start_time', 'event.end_time', 'event.invitee.email', and 'event.invitee.name'.
Use the extracted data to construct a POST request to the Gmail API endpoint: 'https://www.googleapis.com/gmail/v1/users/me/messages/send'.
Format the email message body to include the invitee's name and meeting details, and ensure you include the correct headers for authentication.
Test the integration by scheduling a meeting in Calendly and confirming that an email notification is sent through Gmail with the correct meeting details.

Developer Warnings & API Gotchas

Ensure that the 'event.start_time' and 'event.end_time' from Calendly are converted to the correct time zone format expected by the Gmail API; otherwise, the meeting times may appear incorrect in the email.
When constructing the email body, be cautious about escaping special characters in the invitee's name or email, as this can cause the email to fail to send.
Double-check that the OAuth token used for Gmail API has the necessary scopes to send emails; missing scopes can lead to authorization errors when attempting to POST the email.

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 Gmail Add Label to Email
When this happens in Calendly... Contact Created

Do this in Gmail Archive Email
When this happens in Calendly... Contact Deleted

Do this in Gmail Create Draft
When this happens in Calendly... Contact Updated

Do this in Gmail Create Draft (Legacy)
When this happens in Calendly... Event Canceled

Do this in Gmail Create Draft Reply

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