Automate Procore & Calendly

Stop paying for mismatched spreadsheets. Sync data between Procore and Calendly 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 ["Procore"]
        T1(["List company vendors"])
    end
    
    subgraph Middleware ["Enterprise Integration Core"]
        W[Webhook
Listener] --> 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 Procore and Calendly operate in isolation, project managers often face the challenge of manually entering project details into Calendly for scheduling meetings. This results in duplicated efforts, where a project manager must copy the project name, client details, and timelines from Procore into Calendly. Consequently, the scheduling team spends excessive time cross-referencing project information, leading to potential errors in meeting times or project details, which can frustrate both clients and team members.

Top Ways to Automate Procore & Calendly

Automated Scheduling: Sync project timelines in Procore with Calendly to automatically update availability, ensuring that all stakeholders can book meetings without conflicts.
Instant Notifications: Receive real-time alerts in Procore when appointments are scheduled or modified in Calendly, keeping your team informed and aligned on project timelines.
Centralized Data Management: Eliminate manual data entry by automatically populating Procore with meeting notes and action items from Calendly, enhancing project documentation and accountability.

How to Build the Procore → Calendly Sync

Set up a webhook in Procore to listen for the 'New Project' event. This webhook will trigger whenever a new project is created.
In the webhook payload, extract the following data: project name, client contact information, and project start date.
Utilize the Calendly API endpoint POST /event_types/{event_type_uuid}/scheduled_events to create a new event. Ensure to include the extracted project name and client contact information in the request body.
Map the project start date to the event's start time in the Calendly API request.
Test the integration by creating a new project in Procore and verifying that a corresponding event is created in Calendly with the correct details.

Developer Warnings & API Gotchas

Ensure that the project name does not exceed the character limit set by Calendly, as this may cause the API request to fail.
Be cautious of the format of the client contact information; Calendly requires specific formatting for emails and phone numbers, which may differ from how they are stored in Procore.
When mapping the project start date, confirm that the timezone settings in Procore align with Calendly’s expectations to prevent scheduling errors.

Supported API Operations

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

When this happens in Procore... List company vendors

Do this in Calendly Book Meeting for Invitee
When this happens in Procore... List of Admin - Company Offices

Do this in Calendly Cancel Scheduled Event
When this happens in Procore... List of Admin - Form Template

Do this in Calendly Cancel an Event
When this happens in Procore... List of Admin - Programs

Do this in Calendly Create Contact
When this happens in Procore... List of Admin - Project Bid Types

Do this in Calendly Create One-Off Meeting Link

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