Automate Calendly & Procore

Stop paying for mismatched spreadsheets. Sync data between Calendly and Procore 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 ["Procore"]
        A1(["Create Bid Board Project"])
    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 events are not integrated with Procore, project managers face significant challenges in tracking scheduled meetings with subcontractors. For instance, if a meeting is set in Calendly but not reflected in Procore, the project manager must manually enter the meeting details into Procore, leading to potential data loss regarding meeting outcomes and decisions. This manual entry not only consumes valuable time for the project management team but also increases the risk of miscommunication and scheduling conflicts on-site.

Top Ways to Automate Calendly & Procore

Automated Meeting Scheduling: Sync Calendly with Procore to automatically create and update project meetings, ensuring all team members have access to the latest schedules without manual input.
Real-Time Notifications: Receive instant alerts in Procore when new meetings are scheduled or existing ones are modified in Calendly, keeping your team informed and aligned on project timelines.
Centralized Project Documentation: Automatically attach meeting notes and action items from Calendly to relevant Procore projects, ensuring that all critical information is easily accessible and organized for future reference.

How to Build the Calendly → Procore Sync

In your Calendly account, navigate to the 'Integrations' section and set up a Standard Webhook to listen for the 'event.scheduled' trigger.
Configure the webhook to send a POST request to your designated endpoint when a new event is scheduled. Capture the payload data, specifically the 'event.start_time', 'event.end_time', 'event.invitees', and 'event.location'.
On your server, create an endpoint that listens for the webhook POST requests. Extract the relevant data from the webhook payload.
Use the Procore REST API to insert the scheduled meeting into Procore. Make a POST request to the '/vapid/projects/{project_id}/meetings' endpoint, including the extracted data in the request body, ensuring to map 'event.start_time' to 'meeting.start_time' and 'event.end_time' to 'meeting.end_time'.
Test the integration by scheduling a new event in Calendly and verifying that it appears in Procore as a new meeting entry.

Developer Warnings & API Gotchas

Ensure that the 'event.invitees' data is correctly formatted for Procore, as it requires specific user IDs that may not directly match the invitee emails from Calendly.
Be cautious with time zone discrepancies; the 'event.start_time' and 'event.end_time' from Calendly may need conversion to match Procore's expected time zone format.
Validate the meeting location data; if the 'event.location' is not properly mapped to Procore's meeting fields, it could lead to confusion about where the meeting is taking place.

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 Procore Create Bid Board Project
When this happens in Calendly... Contact Created

Do this in Procore Create Budget Change
When this happens in Calendly... Contact Deleted

Do this in Procore Create Budget Line Item
When this happens in Calendly... Contact Updated

Do this in Procore Create Call Log
When this happens in Calendly... Event Canceled

Do this in Procore Create Catalog Item

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