Automate Google Calendar & Calendly

Stop paying for mismatched spreadsheets. Sync data between Google Calendar 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 ["Google Calendar"]
        T1(["Event Cancelled"])
    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 Google Calendar and Calendly operate independently, scheduling conflicts arise frequently. For instance, if a team member books a meeting in Calendly but doesn't update their Google Calendar, another colleague might unknowingly schedule a conflicting appointment. This leads to wasted hours as team members manually cross-check calendars, resulting in lost productivity and frustration when they realize double bookings have occurred. The sales team, in particular, spends excessive time rectifying these conflicts instead of focusing on client engagement.

Top Ways to Automate Google Calendar & Calendly

Seamless Event Synchronization: Automatically sync all Calendly events to Google Calendar, ensuring that your schedule is always up-to-date and reducing the risk of double bookings.
Real-Time Availability Updates: Instantly reflect any changes in your Google Calendar on your Calendly profile, allowing clients to see your true availability without any manual adjustments.
Automated Reminder Notifications: Set up automated reminders for both you and your clients through Google Calendar, ensuring that everyone stays informed and prepared for upcoming meetings.

How to Build the Google Calendar → Calendly Sync

Set up a webhook in Google Calendar to listen for the 'event.created' trigger. This will notify your integration when a new event is added.
Configure the webhook to send a payload that includes the event details such as 'summary', 'start', 'end', and 'attendees'.
In your integration, create a function to parse the incoming webhook payload and extract the relevant data fields.
Use the Calendly REST API to create a new event by sending a POST request to the 'https://api.calendly.com/v1/users/me/event_types' endpoint.
Map the extracted Google Calendar data to the Calendly API fields, ensuring 'name' corresponds to 'summary', 'start_time' to 'start', and 'end_time' to 'end'.
Test the integration by creating a new event in Google Calendar and verifying that it appears in Calendly without manual input.

Developer Warnings & API Gotchas

If the Google Calendar event includes multiple attendees, ensure that the 'attendees' field is properly formatted for the Calendly API, which may require a specific JSON structure.
Be cautious of time zone discrepancies; Google Calendar uses the 'timeZone' field, while Calendly may require UTC conversion, leading to incorrect scheduling if not handled properly.
Check for overlapping events in Google Calendar before creating a new event in Calendly to prevent double bookings; this requires additional logic to compare existing events.

Supported API Operations

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

When this happens in Google Calendar... Event Cancelled

Do this in Calendly Book Meeting for Invitee
When this happens in Google Calendar... Event Ended

Do this in Calendly Cancel Scheduled Event
When this happens in Google Calendar... Event Ended (Legacy)

Do this in Calendly Cancel an Event
When this happens in Google Calendar... Event Start

Do this in Calendly Create Contact
When this happens in Google Calendar... Fetch Custom Actions

Do this in Calendly Create One-Off Meeting Link

SyncMatrix Experts

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