Automate Calendly & Trello

Stop paying for mismatched spreadsheets. Sync data between Calendly and Trello 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 ["Trello"]
        A1(["Add Attachment to Card"])
    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 Trello operate independently, scheduling conflicts arise frequently. For instance, if a team member books a meeting via Calendly, that information doesn't automatically update in Trello. As a result, project managers may continue assigning tasks based on outdated availability, leading to missed deadlines. The operations team spends hours manually cross-referencing schedules and updating Trello cards, wasting valuable time that could be spent on project execution.

Top Ways to Automate Calendly & Trello

Automated Task Creation: Instantly create Trello cards from new Calendly appointments, ensuring that all scheduled meetings are tracked as actionable tasks within your project management framework.
Real-Time Updates: Automatically update Trello card statuses based on meeting outcomes, allowing your team to stay informed about progress and next steps without manual input.
Centralized Notifications: Receive consolidated notifications in Trello for upcoming meetings scheduled through Calendly, ensuring that your team is always prepared and aligned on priorities.

How to Build the Calendly → Trello Sync

Set up a webhook in Calendly to listen for the 'invitee.created' event. This webhook will trigger whenever a new meeting is scheduled.
Configure the webhook to send a payload containing the invitee's name, email, and scheduled time to your designated endpoint.
On your server, create an endpoint that receives the webhook payload. Extract the invitee's name, email, and meeting time from the incoming JSON data.
Use the Trello API to create a new card in a specific board. Make a POST request to the endpoint https://api.trello.com/1/cards with the following payload: { "name": "Meeting with {invitee_name}", "desc": "Scheduled for {meeting_time}", "due": "{meeting_time}", "idList": "{your_trello_list_id}", "keepFromSource": "all" }.
Ensure that the Trello card is created with the correct due date and details reflecting the scheduled meeting.

Developer Warnings & API Gotchas

Ensure the timezone of the meeting time from Calendly matches the timezone settings in Trello; otherwise, the due date may appear incorrect.
When creating the Trello card, verify that the 'idList' corresponds to an existing list in Trello; if not, the API will return an error, and the card will not be created.
Double-check the payload structure sent from Calendly; if any required fields are missing, the Trello API will reject the request, leading to failed card creation.

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 Trello Add Attachment to Card
When this happens in Calendly... Contact Created

Do this in Trello Add Checklist to Card
When this happens in Calendly... Contact Deleted

Do this in Trello Add Label to Card
When this happens in Calendly... Contact Updated

Do this in Trello Add Member to Board
When this happens in Calendly... Event Canceled

Do this in Trello Add Members to Card

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