Automate Calendly & Square

Stop paying for mismatched spreadsheets. Sync data between Calendly and Square 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 ["Square"]
        A1(["Add Customer to Group"])
    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 Square operate independently, the scheduling team often faces significant delays in processing payments for booked appointments. For instance, if a client books a session through Calendly, the team must manually transfer the appointment details, including the client's name and scheduled time, into Square to initiate payment processing. This manual entry not only introduces the risk of human error—such as incorrect appointment times or client details—but also wastes valuable time that could be spent on more productive tasks, leaving the finance team frustrated and overburdened.

Top Ways to Automate Calendly & Square

Seamless Appointment Scheduling: Automatically sync appointments booked through Calendly with Square, ensuring that your payment processing reflects real-time availability and reduces the risk of double bookings.
Streamlined Payment Collection: Enable instant payment collection at the time of booking, allowing customers to pay through Square directly after scheduling their appointments, enhancing the customer experience and improving cash flow.
Comprehensive Reporting: Generate consolidated reports that combine appointment data from Calendly with payment information from Square, providing valuable insights into your business performance and customer behavior.

How to Build the Calendly → Square Sync

In Calendly, set up a webhook to listen for the 'invitee.created' event. This will trigger whenever a new appointment is booked.

Configure the webhook to send a POST request to your integration endpoint with the following payload:

{ "event": "invitee.created", "payload": { "email": "{{invitee.email}}", "name": "{{invitee.name}}", "event_type": "{{event.type}}", "start_time": "{{event.start_time}}" } }

On your integration endpoint, extract the relevant data from the webhook payload: the invitee's email, name, event type, and start time.
Using the Square API, send a POST request to the 'Create Payment' endpoint at https://connect.squareup.com/v2/payments. Include the extracted data in the request body, ensuring to format it correctly for Square's requirements.
Confirm the payment response from Square and update your records accordingly, ensuring that the appointment status reflects successful payment.

Developer Warnings & API Gotchas

Ensure that the 'start_time' from Calendly is converted to the correct timezone format expected by Square, as discrepancies can lead to failed payment attempts.
When mapping the invitee's email to Square, verify that the email format matches Square's requirements, as invalid formats will cause the payment request to fail.
Be cautious with the event_type field; if it doesn't match a predefined service in Square, the payment may not be processed correctly, leading to confusion and potential revenue loss.

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 Square Add Customer to Group
When this happens in Calendly... Contact Created

Do this in Square Change Inventory
When this happens in Calendly... Contact Deleted

Do this in Square Create Appointment
When this happens in Calendly... Contact Updated

Do this in Square Create Customer
When this happens in Calendly... Event Canceled

Do this in Square Create Invoice

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