Calendly - Adding Events to AgencyBloc Activities using Zapier

Overview

If you are using Calendly to schedule meetings with prospects and clients, you can have Zapier add those meetings to AMS+ as Activities. With Activities, you will have a place to add notes and follow up. Also, Activities can show on your AMS+ Calendar.

This article has a pre-recorded demo and written instructions for using Zapier to create Activities in AMS+ when meetings are scheduled in Calendly.

IN THIS ARTICLE

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Video guide

Video recorded on March 23, 2023

• 00:00 - 00:48: Introduction
• 00:49 - 5:11: Zapier overview
• 5:12 - 6:25: Agent Activity Zap - Step 1
• 6:26 - 13:13: Agent Activity Zap - Step 2
• 13:14 - 15:57: Individual Activity Zap - Create Activities for existing Individuals - Step 1
• 15:58 - 17:29: Individual Activity Zap - Create Activities for existing Individuals - Step 2
• 17:30 - 20:00: Individual Activity Zap - Create Activities for existing Individuals - Step 3
• 20:01 - 20:52: Individual Activity Zap - Create Activities for new Individuals - Step 1
• 20:53 - 22:15: Individual Activity Zap - Create Activities for new Individuals - Step 2
• 22:16 - 23:52: Individual Activity Zap - Create Activities for new Individuals - Step 3
• 23:53 - 26:12: Individual Activity Zap - Create Activities for new Individuals - Step 4
• 26:13 - 29:05: Individual Activity Zap - Create Activities for new Individuals - Step 5
• 29:06 - 48:22: Canceled Meeting Zap
• 48:23 - 51:13: Closing

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Agent Activity Zap

When someone schedules a new meeting in Calendly, this Zap will create an Activity and associate it with an Agent record. Activities will show on your AMS+ Calendar if you pull in the meeting date and time.

Note: This Zap will create Activities for the same Agent every time the Zap is triggered. If you’d rather have Zapier create Activities for Individual records, see these Zaps.

For this Zap, you will need the following:

• Calendly account
• Zapier account - New to Zapier? See this article first.
• Zapier activated in AMS+

Note: Review the Common Problems with Calendly to understand any scenarios that may cause issues with your Zap.

To get started:

1. In a separate window, log in to your Zapier account and open this Zap template.
2. Put this window side-by-side.
   
3. See below for step-by-step instructions on how to edit the template.

1. Set up trigger

In the Zap template, locate and open the ‘1. Invitee Created in Calendly’ step.

Choose your Calendly account.

If the dropdown list is empty, you will need to connect your Calendly account.

Continue.

Test the trigger.

This test will pull in sample data from a recently scheduled meeting from Calendly.

In the test results, you will see the meeting name, who the meeting was assigned to, the meeting start time and end time, when it was created, who scheduled the meeting, and other meeting information.

Continue.

For a pre-recorded demo of these steps, watch 5:12 - 6:25 in the video guide.

2. Add action to create an Activity in AMS+

In the Zap template, locate and open the ‘2. Create Activity in AgencyBloc’ step.

In the AgencyBloc account field, choose your AMS+ account.

If you haven’t already, you may need to connect your AMS+ account to Zapier with an API key. Learn how to activate the AMS+ Zapier integration.

Continue.

In the Associated With - Record Type field, select ‘Agent’ from the dropdown list.

In the Associated With - Record ID field, enter the ID of the Agent you want the Activity to be associated with.

a. Go to the Agents tab, and select the agent’s name. In the address bar of your browser, the ID is in the URL. Copy the ID and paste it in the Associated With - Record ID field.

b. Copy the ID and paste it in the Associated With - Record ID field.

In the Subject field, enter “Meeting with” and map to the ‘1. Invitee Name’ Calendly field.

In the Notes field, enter “Name:” and map to the ‘1. Invitee Name’ Calendly field.

Add a hard return and enter “Email:” and map to the ‘1. Invitee Email’ Calendly field.

Add a hard return and enter “Time:” and map to the ‘1. Event Start Time Pretty’ Calendly field.

Add a hard return and enter “Question:” and map to the ‘1. Questions’ Calendly field.

Add a hard return and enter “Answers:” and map to the ‘1. Answers’ Calendly field.

In the Activity Status - ID field, select ‘Not Started’ from the dropdown list.

In the Activity Type - ID field, select ‘Meeting’ from the dropdown list. Optionally, you can leave this field blank.

In the Activity Priority - ID field, select ‘High’ from the dropdown list.

In the Activity Method - ID field, select ‘Phone Call’ from the dropdown list. Optionally, you can leave this field blank.

In the Activity Date field, map to the ‘1. Event Created At’ Calendly field.

In the Due Date field, map to the ‘1. Event Start Time’ Calendly field.

In the Due Date - All Day field, select ‘No’ from the dropdown list.

In the Due Date - Start Date & Time field, map to the ‘1. Event Start Time’ Calendly field.

In the Due Date - End Date & Time field, map to the ‘1. Event End Time’ Calendly field.

In the Follow-up User - First Name field, enter the first name of AMS+ User you want to assign to new Activities.

The first name and last name must match to an existing user in AMS+. If we can’t find a match, the Activity will not be created.

In the Follow-up User - Last Name field, enter the last name of AMS+ User you want to assign to new Activities.

The first name and last name must match to an existing user in AMS+. If we can’t find a match, the Activity will not be created.

Continue.

Test and review.

This test will create an Activity in AMS+. You can find this Activity on the specified Agent record and verify that it was successfully created.

Publish Zap.

For a pre-recorded demo of these steps, watch 6:26 - 13:13 in the video guide.

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Individual Activity Zaps

When someone schedules a meeting in Calendly, you can have Zapier add that meeting to an Individual record as an Activity. Activities will show on your AMS+ Calendar if you pull in the meeting date and time.

We have two Zap templates for this scenario. One will try to associate Activities with existing Individuals. The other will create new Individuals for the Activities if they don't exist. We recommend using both.

Existing Individual

This Zap will try to match the scheduler to an existing Individual in AMS+ by email address. It will associate the Activity with the Individual if a match is found. If a match isn’t found, the Zap will stop.

To get started:

1. In a separate window, log in to your Zapier account and open this Zap template.
2. Put this window side-by-side.
   
3. See below for step-by-step instructions on how to edit the templates.

1. Set up trigger

In the Zap template, locate and open the ‘1. Invitee Created in Calendly’ step.

Choose your Calendly account.

If the dropdown list is empty, you will need to connect your Calendly account.

Continue.

Test the trigger.

This test will pull in sample data from a recently scheduled meeting from Calendly.

In the test results, you will see the meeting name, who the meeting was assigned to, the meeting start time and end time, when it was created, who scheduled the meeting, and other meeting information.

Continue.

For a pre-recorded demo of these steps, watch 13:14 - 15:57 in the video guide.

2. Add action to look up Individuals in AMS+ by email and name

In the Zap template, locate and open the ‘2. Get Individuals by Email Address and Name in AgencyBloc’ step.

In the AgencyBloc account field, choose your AMS+ account.

You may need to connect your AMS+ account to Zapier with an API key.
Learn how to activate the AMS+ Zapier integration.

Continue.

In the Action section, locate the Email Address field and map to the ‘1. Invitee Email’ Calendly Field.

Optionally, you can map the first and last name of the scheduler. In order to find a match, all of the information mapped must match exactly what is in AMS+.

Continue.

Test and continue.

The result will be an Individual in AMS+ with the email address provided in ‘1. Invitee Email’. If no record is found, the Zap will not create an Activity.

For a pre-recorded demo of these steps, watch 15:58 - 17:29 in the video guide.

3. Add action to create an Activity in AMS+

In the Zap template, locate and open the ‘3. Create Activity in AgencyBloc’ step.

In the AgencyBloc account field, choose your AMS+ account.

Continue.

In the Associated With - Record Type field, select ‘Individual’ from the dropdown list.

In the Associated With - Record ID field, search for “data id” and map to the ‘2. Data Id’ AMS+ field.

In the Subject field, enter “Meeting with” and map to the ‘1. Invitee Name’ Calendly field.

In the Notes field, enter “Name:” and map to the ‘1. Invitee Name’ Calendly field.

Add a hard return and enter “Email:” and map to the ‘1. Invitee Email’ Calendly field.

Add a hard return and enter “Time:” and map to the ‘1. Event Start Time Pretty’ Calendly field.

Add a hard return and enter “Question:” and map to the ‘1. Questions’ Calendly field.

Add a hard return and enter “Answers:” and map to the ‘1. Answers’ Calendly field.

In the Activity Status - ID field, select ‘Not Started’ from the dropdown list.

In the Activity Type - ID field, select ‘Meeting’ from the dropdown list. Optionally, you can leave this field blank.

In the Activity Priority - ID field, select ‘High’ from the dropdown list.

In the Activity Method - ID field, select ‘Phone Call’ from the dropdown list. Optionally, you can leave this field blank.

In the Activity Date field, map to the ‘1. Event Created At’ Calendly field.

In the Due Date field, map to the ‘1. Event Start Time’ Calendly field.

In the Due Date - All Day field, select ‘No’ from the dropdown list.

In the Due Date - Start Date & Time field, map to the ‘1. Event Start Time’ Calendly field.

In the Due Date - End Date & Time field, map to the ‘1. Event End Time’ Calendly field.

In the Follow-up User - First Name field, enter the first name of AMS+ User you want to assign to new Activities.

The first name and last name must match to an existing user in AMS+. If we can’t find a match, the Activity will not be created.

In the Follow-up User - Last Name field, enter the last name of AMS+ User you want to assign to new Activities.

The first name and last name must match to an existing user in AMS+. If we can’t find a match, the Activity will not be created.

Continue.

Test and review.

This test will create an Activity in AMS+. You can find this Activity on the Individual record and verify that it was successfully created.

Publish Zap.

For a pre-recorded demo of these steps, watch 17:30 - 20:00 in the video guide.

New Individuals

This Zap will try to match the scheduler to an existing Individual in AMS+ by email address. It will create a new Individual and associate it with the Activity if a match isn’t found. If a match is found, the Zap will stop.

Note: This Zap will create new Individual records in AMS+.

To get started:

1. In a separate window, log in to your Zapier account and open this Zap template.
2. Put this window side-by-side.
   
3. See below for step-by-step instructions on how to edit the templates.

1. Set up trigger

In the Zap template, locate and open the ‘1. Invitee Created in Calendly’ step.

Choose your Calendly account.

If the dropdown list is empty, you will need to connect your Calendly account.

Continue.

Test the trigger.

This test will pull in sample data from a recently scheduled meeting from Calendly.

In the test results, you will see the meeting name, who the meeting was assigned to, the meeting start time and end time, when it was created, who scheduled the meeting, and other meeting information.

Continue.

For a pre-recorded demo of these steps, watch 20:01 - 20:52 in the video guide.

2. Add action to look up Individuals in AMS+ by email and name

In the Zap template, locate and open the ‘2. Get Individuals by Email and Name in AgencyBloc’ step.

In the AgencyBloc account field, choose your AMS+ account.

You may need to connect your AMS+ account to Zapier with an API key.
Learn how to activate the AMS+ Zapier integration.

Continue.

In the Action section, locate the Email Address field and map to the ‘1. Invitee Email’ Calendly Field.

Optionally, you can map the first and last name of the scheduler. In order to find a match, all of the information mapped must match exactly what is in AMS+.

In the Should this step be considered a “success” when nothing is found? Field, select ‘Yes’ from the dropdown list.

Continue.

Test and continue.

The result will be an Individual in AMS+ with the email address provided in ‘1. Invitee Email’. If no record is found, the Zap will not create an Activity.

For a pre-recorded demo of these steps, watch 20:53 - 22:15 in the video guide.

3. Use ‘Filter by Zapier’ to make the Zap continue only if the scheduler doesn’t have an Individual record in AMS+

In the Zap template, locate and open the ‘3. Only continue if…’ step.

In the Filter setup & testing section, set the filter to only continue if the ‘2. Data Id’ does not exist.

This will prevent a duplicate Individual and Activity from being created.

Continue.

For a pre-recorded demo of these steps, watch 22:16 - 23:52 in the video guide.

4. Add action to create Individuals in AMS+

In the Zap template, locate and open the ‘4. Create Individual in AgencyBloc’ step.

In the AgencyBloc account field, choose your AMS+ account.

Continue.

In the First Name field, map to the ‘1. Invitee First Name’ Calendly field.

In the Last Name field, map to the ‘1. Invitee Last Name’ Calendly field.

In the Email Address field, map to the ‘1. Invitee Email’ Calendly field.

Optionally, you can enter a Type - ID, Status - ID, and Servicing Agent First and Last Name for the new Individual.

Continue.

Test and continue.

This test will create an Individual record, using sample Calendly data, in your AMS+ account.

For a pre-recorded demo of these steps, watch 23:53 - 26:12 in the video guide.

5. Add action to create Activity in AMS+

In the Zap template, locate and open the ‘5. Create Activity in AgencyBloc’ step.

In the AgencyBloc account field, choose your AMS+ account.

Continue.

In the Associated With - Record Type field, select ‘Individual’ from the dropdown list.

In the Associated With - Record ID field, map to the ‘4. Individual ID’ AgencyBloc field.

In the Subject field, enter “Meeting with” and map to the ‘1. Invitee Name’ Calendly field.

In the Notes field, enter “Name:” and map to the ‘1. Invitee Name’ Calendly field.

Add a hard return and enter “Email:” and map to the ‘1. Invitee Email’ Calendly field.

Add a hard return and enter “Time:” and map to the ‘1. Event Start Time Pretty’ Calendly field.

Add a hard return and enter “Question:” and map to the ‘1. Questions’ Calendly field.

Add a hard return and enter “Answers:” and map to the ‘1. Answers’ Calendly field.

In the Activity Status - ID field, select ‘Not Started’ from the dropdown list.

In the Activity Type - ID field, select ‘Meeting’ from the dropdown list. Optionally, you can leave this field blank.

In the Activity Priority - ID field, select ‘High’ from the dropdown list.

In the Activity Method - ID field, select ‘Phone Call’ from the dropdown list. Optionally, you can leave this field blank.

In the Activity Date field, map to the ‘1. Event Created At’ Calendly field.

In the Due Date field, map to the ‘1. Event Start Time’ Calendly field.

In the Due Date - All Day field, select ‘No’ from the dropdown list.

In the Due Date - Start Date & Time field, map to the ‘1. Event Start Time’ Calendly field.

In the Due Date - End Date & Time field, map to the ‘1. Event End Time’ Calendly field.

In the Follow-up User - First Name field, enter the first name of AMS+ User you want to assign to new Activities.

The first name and last name must match to an existing user in AMS+. If we can’t find a match, the Activity will not be created.

In the Follow-up User - Last Name field, enter the last name of AMS+ User you want to assign to new Activities.

The first name and last name must match to an existing user in AMS+. If we can’t find a match, the Activity will not be created.

Continue.

Test and review.

This test will create an Activity in AMS+. You can find this Activity on the Individual record and verify that it was successfully created.

Publish Zap.

For a pre-recorded demo of these steps, watch 26:13 - 29:05 in the video guide.

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Common questions

Does every AMS+ user need their own Zapier account?
It is possible to create multiple API keys for multiple Zapier accounts, however, it is also possible to have one Zapier account connected to multiple Calendly accounts.

Does every user need to set up these Zaps?
The Zap is specific to bookings made under a Calendly account, so each Calendly account will need the Zaps. It is important to understand which Calendly booking pages will trigger each user’s Zaps. We recommend scheduling with each of your booking pages to ensure the Zap works as expected.

How do we set up method when we allow multiple ways to meet (e.g., in person, Zoom, or via phone call)?
If the meeting location varies, I would recommend adding the Event Location variable to the Notes field in the Create Activity step.

What if both husband and wife use the same email address and the email address is added to both their files?
For Option 2 above, when the email is sent to AMS+, it will go to the first record that is found that matches the criteria. The meeting will go under that found record, it will not go under both records with the same email address.

How do I send a Calendly meeting link to a record in AMS+?
The steps outlined above share how you can get new bookings into your AMS+ account. To send the booking link, you can add the link to any emails sent from AMS+’s Email Marketing or Automated Workflow.