Automate Calendly & Smartsheet

Stop paying for mismatched spreadsheets. Sync data between Calendly and Smartsheet 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 ["Smartsheet"]
        A1(["Add Attachment to Row"])
    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 appointments are scheduled, the details such as the meeting title, date, time, and participant information are not automatically transferred to Smartsheet. This results in project managers manually entering this data into Smartsheet, which not only consumes valuable time but also increases the risk of human error. For instance, if a meeting is scheduled with incorrect details, the project timeline may be misaligned, causing confusion among team members and delaying project deliverables.

Top Ways to Automate Calendly & Smartsheet

Automated Scheduling Updates: Instantly sync new appointments from Calendly to Smartsheet, ensuring that your project timelines are always up-to-date and eliminating the risk of double bookings.
Task Creation from Appointments: Automatically generate tasks in Smartsheet based on scheduled meetings in Calendly, streamlining project management and ensuring that no follow-up actions are overlooked.
Real-Time Notifications: Receive immediate alerts in Smartsheet for any changes or cancellations in your Calendly appointments, keeping your team informed and ready to adapt to any scheduling adjustments.

How to Build the Calendly → Smartsheet Sync

Set up a webhook in Calendly to listen for the event named invitee.created. This webhook will trigger each time a new appointment is scheduled.
Configure the webhook to send a payload containing the event details, including event.start_time, event.end_time, invitee.email, and event.name.
On your server, create an endpoint to receive the webhook payload from Calendly. Extract the necessary fields from the payload: start_time, end_time, email, and name.
Use the Smartsheet REST API to insert a new row into your desired sheet. Make a POST request to the endpoint https://api.smartsheet.com/2.0/sheets/{sheetId}/rows.
In the POST body, construct a JSON object that includes the extracted data. For example: { "toTop": true, "rows": [{ "cells": [{ "columnId": {columnId1}, "value": "{name}" }, { "columnId": {columnId2}, "value": "{start_time}" }, { "columnId": {columnId3}, "value": "{end_time}" }, { "columnId": {columnId4}, "value": "{email}" }] }] }.
Test the integration by scheduling a new appointment in Calendly and verifying that the corresponding row is created in Smartsheet with the correct data.

Developer Warnings & API Gotchas

Ensure that the columnId values in the Smartsheet API request match the correct columns in your sheet. Mismatches can lead to data being inserted into the wrong fields.
Be aware of the time zone differences between Calendly and Smartsheet; if not handled correctly, meeting times may appear incorrect in Smartsheet.
If the webhook payload does not contain all required fields, the Smartsheet API request will fail. Always validate the payload before making the API call.

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 Smartsheet Add Attachment to Row
When this happens in Calendly... Contact Created

Do this in Smartsheet Add Discussion to Row
When this happens in Calendly... Contact Deleted

Do this in Smartsheet Add Row to Sheet
When this happens in Calendly... Contact Updated

Do this in Smartsheet Copy Folder
When this happens in Calendly... Event Canceled

Do this in Smartsheet Copy Row

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