How to Set Up a Calendly to Google Calandar meeting automation

Staying organized and never missing a meeting can be challenging, especially with a busy schedule. Fortunately, Zapier's automated workflows, known as Zaps, can help you keep everything in sync effortlessly. Today, we will guide you through setting up an automation that syncs your Calendly events with Google Calendar, notifies your team via Slack, and adds a reminder in Google Calendar. This setup ensures you never miss a meeting and stay organized.

Follow these simple steps to set up the automation using Zapier.

If you don’t have a Zapier account, sign up for free here

Step 1: Set up your Zap ⚡

Create a new Zap: Click on the "Create Zap" button.

Step 2: Schedule the event in Calendly

In the Zap editor, search for and select "Calendly" as the trigger app.

Choose "Invitee Created" as the trigger event. This means the Zap will start whenever a new event is scheduled in Calendly.

Connect your Calendly account to Zapier if you haven't already.

Test the trigger: Zapier should pull in sample data from your Calendly account.

Step 3: Create the event in your Google Calendar

In the Zap editor, search for and select "Google Calendar" as the action app.

In the event field, choose "Create Detailed Event" as the action event.

Connect your Google Calendar account to Zapier if you haven't already.

Customize the event details:

Select the calendar where you want to create the event.

In the "Summary" field, use data from Calendly to create a title for the event, such as "Meeting with [Invitee Name]".

In the "Description" field, add more details from Calendly, like the event type and invitee email.

Set the "Start Date & Time" and "End Date & Time" fields using the data from Calendly.

(or, you can just add the invitee's email to the "Attendees" field to send them a Google Calendar invite)

Step 4: Notify your team in Slack

In the Zap editor, add a step, then search for and select "Slack" as the action app.

In the event field, choose "Send Channel Message" as the action event.

Connect your Slack account to Zapier if you haven't already.

Customize the Slack message:

Select the channel where you want to send the notification.

Craft a message using data from Calendly, such as "A new meeting with [Invitee Name] has been scheduled for [Event Start Time]."

Step 5: Add a reminder to your Google Calendar

In the Zap editor, add a step, then search for and select "Google Calendar" as the action app again.

In the event field, choose "Create Detailed Event" as the action event.

Use the same calendar and event details as before, but this time set it to create a reminder.

Customize the reminder details:

Set the reminder time, such as 15 minutes before the event starts.

‍

Step 6: Review, test, and turn on Zap ⚡

Zapier will guide you through testing each step to ensure everything is working correctly.

Once everything is set up and tested, turn on your Zap to start automating your meeting organization.

Now, every time someone schedules a meeting with you in Calendly, it will automatically show up on your Google Calendar, notify your team via Slack, and add a reminder.

Conclusion

By setting up this automation, you will keep yourself organized and  never miss a meeting again. Stay organized and enjoy seamless meeting scheduling with this powerful Zapier automation!

For more information about automating your workflows, book a free consultation with the guys at Eleventh AI.