Automate Calendly & Klaviyo

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

Get This Workflow Built

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 ["Klaviyo"]
        A1(["Add Profile to List"])
    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 Klaviyo operate independently, critical event data is often lost, leading to missed marketing opportunities. For instance, when a user schedules an appointment through Calendly, the details such as the event type and attendee information do not automatically transfer to Klaviyo. As a result, the marketing team must manually enter this data into Klaviyo for follow-up campaigns, wasting hours each week that could be better spent on strategy and engagement.

Top Ways to Automate Calendly & Klaviyo

Automated Appointment Reminders: Automatically send personalized email reminders via Klaviyo to attendees scheduled through Calendly, reducing no-shows and ensuring higher engagement rates.
Targeted Follow-Up Campaigns: Trigger tailored email sequences in Klaviyo based on Calendly appointment outcomes, allowing you to nurture leads effectively and convert them into customers.
Real-Time Data Sync: Ensure that all scheduling data from Calendly is instantly updated in Klaviyo, enabling you to segment your audience based on their engagement and optimize your marketing strategies accordingly.

How to Build the Calendly → Klaviyo Sync

Set up a webhook in Calendly to listen for the 'invitee.created' event. This will trigger whenever a new appointment is scheduled.
Configure the webhook to send a POST request to your server endpoint (e.g., https://your-server.com/webhooks/calendly). The payload will include details like 'event_type', 'invitee_email', and 'event_start_time'.
On your server, extract the relevant data from the incoming webhook payload. You will need 'invitee_email' for Klaviyo and 'event_type' to categorize the marketing message.
Use the Klaviyo REST API to insert the new contact into your mailing list. Make a POST request to https://a.klaviyo.com/api/v1/people/ with the extracted data, including the email and any custom properties like 'event_type'. Ensure you include your API key in the header for authorization.
Verify the integration by scheduling a test appointment in Calendly and checking that the data appears correctly in Klaviyo.

Developer Warnings & API Gotchas

Ensure that the 'event_type' data from Calendly matches the expected custom properties in Klaviyo, or the data may not be correctly categorized.
When mapping the invitee's email, check for potential duplicates in Klaviyo to avoid unnecessary API errors during insertion.
Be aware of the payload size limits for the Klaviyo API; if you include too many custom properties, it may result in a failed request.

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 Klaviyo Add Profile to List
When this happens in Calendly... Contact Created

Do this in Klaviyo Add Tag to List
When this happens in Calendly... Contact Deleted

Do this in Klaviyo Add Tag to Segment
When this happens in Calendly... Contact Updated

Do this in Klaviyo Create Event
When this happens in Calendly... Event Canceled

Do this in Klaviyo Create List

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