Calendly Integration

Owned by Gabrielle Pollack
Last updated: Dec 01, 2023
4 min read

Overview

Calendly is a scheduling tool that simplifies the process of coordinating meetings and appointments. It allows users to set their availability preferences, share personalized scheduling links, and enable others to easily book time slots without the back-and-forth communication typically associated with scheduling. Calendly integrates with various calendar platforms and provides automated reminders, making it a time-efficient solution for individuals and businesses seeking to streamline their appointment scheduling processes. Integrating with Calendly allows you to:

  • Ingest meeting data and details from Calendly into Experience.com.

  • Map ingested meeting/event data to campaigns within the account

  • Automate campaigns and surveys to meeting attendees based on event type, duration, location of the meeting or event, or confirmation status (and more).

The Calendly integration is configured using OAuth.

Configuring the Calendly Integration in the XMP

When integrating Calendly with your XMP account, the OAuth method is employed. During this process, you will be redirected to a designated page to log in to your Calendly account. This ensures a secure and streamlined connection between the two platforms. By logging in and authorizing access, you enable XMP to interact with and utilize assets within your Calendly account, facilitating a seamless integration experience. The steps below outline the quick process:

  1. Create a new Calendly Connection in the Account’s Ingestion setup.

    1. To create a new configuration, navigate to the Account Settings page and open the Ingestion Settings. Click Calendly, and then click the blue New Connection button.

  1. When redirected, log in to the Calendly account that should be connected to the XMP for data ingestion.

Configure the Integration Settings

  1. Once logged in, you will be redirected back to the XMP to finish configuring the integration. Start by selecting the role associated with the Calendly account:

    1. User: the Calendly account belongs to an individual and the XMP will be ingesting data from an individual Calendly user’s account.

    2. Organization: the Calendly account is an enterprise account and the XMP will be ingesting data from several users associated with the account.

  1. Next, enter the email address for a point of contact. This is someone that Experience.com may contact in the event that an ingestion error occurs or if a re-configuration is needed for the integration.

    1. Enter the email address and click the circular grey + button on the right.

  1. Use the arrows or type a number into the Number of Look-Back Days field to set the data ingestion period.

Lookback Days (to initiate transactions): this represents the number of days of historical transaction data that is collected on each transfer of data from Calendly to the XMP. By default, this value is set to 3 days, which means the XMP will collect data for the previous three days in addition to the current day for which it is ingesting the data.

The Go Live Date is the date on which data is made available for a survey for use in real-time. By default, it will display the date of the day the configuration was created.

  1. Before activating the ingestion configuration, you must configure the Trigger and Dynamic Fields. Defaults are present for each with the recommended selections, however, they can be added or removed as necessary.

    1. Trigger Fields: fields that can be used to create conditions. Fields entered here can be used to trigger a survey for a specific transaction when conditions are met.

    2. Dynamic Fields: fields that can quickly be pulled in to personalize survey questions, campaign emails, and workflows. If, for example, survey questions are asking about an individual’s experience with their specific agent, and you want to include that agent by name, the [AgentName] dynamic field can make it possible to send a personalized message to numerous recipients simultaneously.

  1. Finally, confirm that the survey sender//survey recipient link present is the intended workflow. For a participant to receive a survey, they must be linked here as a survey recipient.

Lookback Report

Once the connection is activated, a lookback report can be used to provide a complete detailed picture of data that has been ingested from the connection over a set number of days. A lookback report can be downloaded for a maximum of 90 days and can ensure that data was received from Calendly to the XMP.

Activate the Connection

To enable the connection to ingest data for campaigns, be sure the checkbox is checked, then click the blue Save button. The integration can be discontinued at any time by unchecking the box and clicking save.