Automate Calendly & ServiceTitan

Stop paying for mismatched spreadsheets. Sync data between Calendly and ServiceTitan 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 ["ServiceTitan"]
        A1(["Apply Tag to Customer"])
    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 ServiceTitan operate independently, scheduling conflicts arise due to the lack of real-time updates. For example, when a client books an appointment via Calendly, the corresponding service slot in ServiceTitan remains unoccupied until manually updated by the operations team. This leads to wasted hours as field technicians are left waiting for clients who never show up, ultimately resulting in lost revenue and frustrated employees who spend their time cross-referencing schedules instead of focusing on their core tasks.

Top Ways to Automate Calendly & ServiceTitan

Automated Appointment Scheduling: Eliminate manual scheduling by automatically syncing appointments from Calendly to ServiceTitan, ensuring that your field service team is always aware of their upcoming jobs without the risk of double bookings.
Real-Time Availability Updates: Instantly reflect changes in your team's availability across both platforms, allowing customers to book appointments based on accurate, up-to-date information, enhancing customer satisfaction and trust.
Seamless Customer Data Transfer: Automatically transfer customer information and appointment details from Calendly to ServiceTitan, streamlining your workflow and enabling your team to access critical service history and customer interactions at a glance.

How to Build the Calendly → ServiceTitan 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 designated endpoint, including the payload data such as 'event.start_time', 'event.end_time', 'invitee.email', and 'invitee.name'.
On your server, create an endpoint that receives the webhook data and extracts the relevant fields.
Use the ServiceTitan REST API to insert the new appointment. Make a POST request to the '/appointments' endpoint with the following JSON payload: {'start_time': 'event.start_time', 'end_time': 'event.end_time', 'customer_email': 'invitee.email', 'customer_name': 'invitee.name'}.
Ensure that the response from ServiceTitan is logged to confirm successful insertion or to handle any errors.

Developer Warnings & API Gotchas

Ensure the time zone of the 'start_time' and 'end_time' in the Calendly payload matches the time zone expected by ServiceTitan to avoid scheduling errors.
Be cautious with the data types; ServiceTitan may expect 'start_time' and 'end_time' in ISO 8601 format, while Calendly may provide them in a different format.
Check for duplicate entries in ServiceTitan; if the same invitee books multiple appointments, your logic should handle this to prevent creating redundant records.

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 ServiceTitan Apply Tag to Customer
When this happens in Calendly... Contact Created

Do this in ServiceTitan Assign Technicians
When this happens in Calendly... Contact Deleted

Do this in ServiceTitan Attach Job
When this happens in Calendly... Contact Updated

Do this in ServiceTitan Cancel Appointment
When this happens in Calendly... Event Canceled

Do this in ServiceTitan Create Appointment

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