Automate Calendly & Podium

Stop paying for mismatched spreadsheets. Sync data between Calendly and Podium 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 ["Podium"]
        A1(["Cancel an Invoice"])
    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 Podium operate independently, appointment details can fall through the cracks. For instance, when a customer schedules a meeting via Calendly, the lack of integration means the customer messaging team at Podium does not receive the updated meeting information. This results in manual data entry where team members must cross-reference schedules, leading to wasted hours and potential miscommunication with customers regarding their appointments.

Top Ways to Automate Calendly & Podium

Automated Appointment Notifications: Instantly notify customers through Podium when they book, reschedule, or cancel appointments via Calendly, ensuring they are always informed and reducing no-shows.
Centralized Customer Communication: Automatically sync customer interactions from Podium with Calendly appointments, allowing your team to access all relevant information in one place, enhancing customer engagement and support.
Follow-Up Reminders: Set up automated follow-up messages via Podium after appointments scheduled in Calendly, ensuring timely communication and fostering stronger relationships with clients.

How to Build the Calendly → Podium Sync

In Calendly, navigate to the 'Integrations' section and set up a Standard Webhook. Use the endpoint: https://your-webhook-url.com/callback to receive event notifications.
Configure the webhook to trigger on the 'event.scheduled' event. This will send a payload containing details such as event.start_time, event.end_time, and invitee.email.
On your server, implement an endpoint at /callback to listen for incoming POST requests from Calendly. Extract the relevant data from the payload: invitee.email, event.start_time, and event.end_time.
Prepare the extracted data to match the Podium API requirements. Construct a JSON object with fields email, scheduled_start, and scheduled_end.
Make a POST request to the Podium API at https://api.podium.com/v1/messages. Include the constructed JSON object in the body of the request to insert the new appointment into Podium.

Developer Warnings & API Gotchas

Ensure the event.start_time and event.end_time are in the correct timezone format expected by Podium, as mismatches can lead to incorrect scheduling data.
Be cautious with the invitee.email field; if the email format is incorrect or missing, the API call to Podium will fail, resulting in lost appointment data.
When constructing the JSON payload for Podium, verify that all required fields are included, as omitting any mandatory field will cause the API to reject the 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 Podium Cancel an Invoice
When this happens in Calendly... Contact Created

Do this in Podium Create an Invoice
When this happens in Calendly... Contact Deleted

Do this in Podium Process a List of Events by the Data Feed
When this happens in Calendly... Contact Updated

Do this in Podium Process an Event by the Data Feed
When this happens in Calendly... Event Canceled

Do this in Podium Refund an Invoice

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