Automate Calendly & Twilio

Stop paying for mismatched spreadsheets. Sync data between Calendly and Twilio 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 ["Twilio"]
        A1(["Call Legacy"])
    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 schedules an appointment, the confirmation details such as the event time, participant names, and contact information are not automatically sent to Twilio. This results in the marketing team manually entering appointment details into Twilio to send SMS reminders, which is prone to human error. For instance, if a team member mistakenly enters the wrong phone number or forgets to include a participant, it can lead to missed appointments and wasted resources.

Top Ways to Automate Calendly & Twilio

Automated Appointment Confirmations: Instantly send SMS confirmations via Twilio when a client books an appointment through Calendly, reducing no-shows and enhancing client trust.
Seamless Reminders: Automatically dispatch reminder messages to clients 24 hours before their scheduled meetings, ensuring they are well-prepared and reducing last-minute cancellations.
Follow-Up Engagement: Trigger personalized follow-up messages after meetings, allowing your team to maintain communication and nurture leads effectively without manual effort.

How to Build the Calendly → Twilio Sync

Set up a webhook in Calendly to listen for the 'invitee.created' event. This will trigger whenever a new appointment is scheduled.
In the webhook configuration, ensure the payload includes 'event.start_time', 'invitee.email', and 'invitee.phone'.
Use a server-side script to receive the webhook payload from Calendly. Extract the relevant data: event.start_time, invitee.email, and invitee.phone.
Prepare a POST request to the Twilio API endpoint https://api.twilio.com/2010-04-01/Accounts/{AccountSid}/Messages.json.
In the POST request, include the following parameters: From (your Twilio phone number), To (the invitee.phone), and Body (a message containing the event.start_time and invitee.email).
Test the integration to ensure that when a new appointment is created in Calendly, an SMS is sent via Twilio with the correct details.

Developer Warnings & API Gotchas

Ensure that the phone number format from Calendly matches Twilio's requirements, including country codes; otherwise, the SMS will fail to send.
Be cautious with time zone differences; event.start_time may need conversion to match the time zone of the invitee's location.
Validate that the invitee's phone number is present in the Calendly payload; if it's missing, the Twilio API will return an error, and the reminder won't be sent.

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 Twilio Call (Legacy)
When this happens in Calendly... Contact Created

Do this in Twilio Call Phone
When this happens in Calendly... Contact Deleted

Do this in Twilio SMS (Legacy)
When this happens in Calendly... Contact Updated

Do this in Twilio Send SMS
When this happens in Calendly... Event Canceled

Do this in Twilio Send WhatsApp Message

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