Calendly

Create a Close task whenever a prospect schedules a meeting via Calendly

Create new task when prospect books a meeting via Calendly

Create a new task in Close which will be assigned to the right person with the meeting information, date, and time when a prospect schedules a meeting with you through your scheduling tool. If your prospect doesn't exist in Close as a Lead, it will be created as well.

You will be able to easily manage all of your meetings directly within Close and see all of the activity history associated with that prospect in one click.

This tutorial will show you how to connect Calendly with Close.

What you’ll need

  • A Close account and your API key
  • A Zapier account that allows multi-step zaps
  • A Calendly account (paid account is required)

How this integration works

Perform a series of actions in Close when a prospect books a meeting through your scheduling tool. In these instances, we will first try to find an existing lead based on the prospect's email and if none exists - we will create one. Then, we find the user that the meeting task will be assigned to and in the end, we create a new Close application Task.

Setup

Create new task when prospect books a meeting via Calendly

Start by using the template we provided by clicking on the "Use this Zap" button. By using the template the only thing you'll need to do is authorize Calendly and Close on each step and you should be good to go - without setting up steps and variables yourself.

Step 1 - Invitee Created in Calendly

In the first section just click Continue and then authorize Calendly under the "Choose Account" section.

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Calendly - Step 1 - Invitee Created in Calendly

For that - you'll need to get the API key provided by Calendly at Calendly Zapier integration page.

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Calendly authorization pop-up in Zapier

Click Continue, and again Test & Continue.

Step 2 - Find User in Close

For the second step click Continue on the first section again and then authorize Close by using the API key provided in the Settings > API Keys section.

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Calendly - Step 2 - Find User in Close

Click Continue on the next section and again Test & Continue.

❗️

Your full name in Close and Calendly must be exactly the same

This step will try to find the user in Close based on their full name, so it's important that your full name in Calendly exactly matches your name in Close!

Step 3 - Find or Create Lead in Close

For the third step, we are going to use the Find Lead action, just click Continue on the first section, then authorize Close in Choose Account, click Continue, and again Test & Continue.

If the Lead doesn't already exist in Close, there's a checkbox on this step that allows us to create the Lead and populate it with some data from Calendly.

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Calendly - Step 3 - Find or Create Lead in Close

Step 4 - Create Task in Close

For our last step click Continue on the first section, then authorize Close in Choose Account section.

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Calendly - Step 4 - Create Task in Close

Next, you can make modifications to the task title if needed. By default, it's in a form of { Event type name } with { Invitee name } which would translate to e.g. 15 Minute Meeting with Steli Efti. You can change that if you'd like to under Text.

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Calendly task Text field in Zapier

Click Continue and Test & Continue. Turn the Zap on and you're good to go!


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