Automate ServiceTitan & Calendly

Stop paying for mismatched spreadsheets. Sync data between ServiceTitan 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 ["ServiceTitan"]
        T1(["Booking"])
    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 ServiceTitan and Calendly operate independently, field technicians often miss critical appointment details. For instance, if a customer schedules a service via Calendly, that information may not automatically populate in ServiceTitan, leading to technicians arriving unprepared. This results in wasted time as administrative staff must manually enter scheduling data into ServiceTitan, which can cause errors and miscommunication, particularly if multiple appointments are scheduled in quick succession.

Top Ways to Automate ServiceTitan & Calendly

Seamless Scheduling: Automatically sync appointments between ServiceTitan and Calendly, ensuring that your field technicians have real-time access to their schedules, reducing the risk of double bookings and scheduling conflicts.
Instant Notifications: Receive immediate alerts when a client books or reschedules an appointment through Calendly, allowing your team to stay updated and prepared for each job without manual intervention.
Centralized Customer Information: Automatically populate customer details and job specifics from ServiceTitan into Calendly invites, ensuring your technicians arrive fully informed and ready to deliver exceptional service.

How to Build the ServiceTitan → Calendly Sync

In ServiceTitan, configure a webhook to trigger on the 'Appointment Scheduled' event. This webhook should send a POST request to your integration endpoint.
Set the payload to include necessary fields such as 'customer_name', 'appointment_time', and 'service_type'. Ensure the webhook is formatted as JSON.
On your integration server, listen for the incoming webhook from ServiceTitan. Extract the relevant data from the JSON payload.
Use the Calendly REST API to create a new event. Make a POST request to the '/users/me/event_types' endpoint, including the extracted data from ServiceTitan in the request body.
Confirm that the event has been successfully created in Calendly by checking the response from the API.

Developer Warnings & API Gotchas

Be cautious about time zone discrepancies; ServiceTitan may send appointment times in UTC while Calendly expects local time.
Ensure that the 'service_type' from ServiceTitan matches the event type in Calendly, or else the event creation will fail.
Monitor the payload size; if too much data is sent in the webhook, it may exceed the maximum limit for the Calendly API, causing errors in event creation.

Supported API Operations

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

When this happens in ServiceTitan... Booking

Do this in Calendly Book Meeting for Invitee
When this happens in ServiceTitan... Booking Providers

Do this in Calendly Cancel Scheduled Event
When this happens in ServiceTitan... Business Units Data

Do this in Calendly Cancel an Event
When this happens in ServiceTitan... Campaigns

Do this in Calendly Create Contact
When this happens in ServiceTitan... Employees Data

Do this in Calendly Create One-Off Meeting Link

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