Automate Gmail & Calendly

Stop paying for mismatched spreadsheets. Sync data between Gmail and Calendly 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 ["Gmail"]
        T1(["List Aliases"])
    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 ["Calendly"]
        A1(["Book Meeting for Invitee"])
    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 Gmail and Calendly operate independently, scheduling conflicts often arise. For instance, if a team member receives an email with a meeting request but fails to manually enter it into Calendly, that slot remains available, leading to double bookings. This results in wasted time for both the team member and the client, as they scramble to resolve the conflict. The sales team spends excessive hours checking emails and updating their calendars, detracting from their core responsibilities.

Top Ways to Automate Gmail & Calendly

Automated Meeting Scheduling: Instantly convert email conversations in Gmail into scheduled meetings on Calendly, eliminating the back-and-forth of finding suitable times.
Real-Time Calendar Updates: Automatically sync your Calendly appointments with your Gmail calendar, ensuring that your availability is always up-to-date and preventing double bookings.
Custom Email Notifications: Set up personalized email reminders for upcoming meetings directly from Gmail, enhancing client engagement and reducing no-show rates.

How to Build the Gmail → Calendly Sync

Set up a webhook in Gmail to listen for incoming emails that contain scheduling requests. Use the endpoint https://www.googleapis.com/gmail/v1/users/me/messages to fetch emails with specific keywords like 'meeting' or 'schedule'.
Extract relevant data from the email payload, such as the sender's email address, proposed meeting time, and subject line. Focus on the payload.headers for the 'From' and 'Subject' fields.
Construct a JSON object with the extracted data to match Calendly's API requirements. Ensure to include fields like email, start_time, and event_type.
POST this JSON object to the Calendly API endpoint https://api.calendly.com/v1/scheduled_events to create a new event in Calendly.
Implement error handling to manage any failures during the API call, ensuring that the webhook can retry sending the data if necessary.

Developer Warnings & API Gotchas

Ensure the email parsing logic correctly identifies all relevant time zones, as discrepancies can lead to incorrect meeting times being set in Calendly.
Be cautious about the email format; HTML emails may require additional parsing to extract meeting details accurately.
Check that the event types in Calendly match the expected values from your email content, as mismatched event types can cause API errors when creating new events.

Supported API Operations

We leverage official, stable endpoints to ensure secure data transfer. No deprecated legacy routes.

When this happens in Gmail... List Aliases

Do this in Calendly Book Meeting for Invitee
When this happens in Gmail... List Contact Groups

Do this in Calendly Cancel Scheduled Event
When this happens in Gmail... List Messages

Do this in Calendly Cancel an Event
When this happens in Gmail... New Attachment

Do this in Calendly Create Contact
When this happens in Gmail... New Conversation

Do this in Calendly Create One-Off Meeting Link

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