Overview
Integrate Awaz.ai with Calendly using Zapier to automate meeting follow-ups and reminders. This guide covers:
✅ Scenario A: Logging Awaz.ai call outcomes in Calendly (marking events as completed, adding notes, etc.).
✅ Scenario B: Triggering an Awaz.ai call whenever a new Calendly appointment is scheduled (e.g., sending reminders or pre-call discussions).
Since Calendly’s API mainly provides triggers rather than update actions, we’ll explore workarounds for Scenario A and a straightforward setup for Scenario B.
Scenario A: Log or Update a Calendly Appointment After an Awaz.ai Call
Goal:
When an Awaz.ai call is completed (perhaps it was related to a scheduled meeting or an outbound call to someone who scheduled via Calendly), update that event’s record – e.g., add a note that the call took place, or mark it somehow.
Note: Calendly’s Zapier integration does not have a direct action to update an event or add notes to it. Calendly triggers (like Invitee Created, Invitee Canceled) are available, but actions are not provided except some search. Therefore, we can’t directly modify a Calendly event through Zapier.
However, we can consider a few alternatives:
Option 1: If Calendly is integrated with your Calendar (Google/Office365), update the calendar event there using Google Calendar actions. For example, when Awaz call completes, find the corresponding Google Calendar event (by title or date) and add a description or note. The changes would reflect in the calendar event (though not back in the Calendly UI, it would be in the calendar entry).
Option 2: Use Calendly’s API via a Webhook or Code step to update an event’s invitee details or notes if such exists. Calendly’s API does allow retrieving event invitees, but editing details via API might be limited to cancel or reschedule. There's no documented “update event” endpoint for notes.
Option 3: Create a separate record outside Calendly to log the outcome. For example, log in a Google Sheet (similar to Scenario A Google Sheets) but specifically tie it to a Calendly event (maybe by event ID or invitee email). This at least keeps track that the call (maybe a pre-meeting call) happened.
Option 4: Send an email to the event organizer or invitee with notes from the call, which effectively is an update albeit not in Calendly UI.
Given these, one pragmatic approach is to attach info to the related calendar event on Google Calendar (assuming you use Google Calendar with Calendly). We’ll illustrate that:
Awaz.ai trigger: Set up Awaz.ai – New Call trigger (calls completed). Connect and test to get call data.
Find Calendar Event (Google Calendar) by email/time: If the Awaz call corresponds to a Calendly meeting, presumably the call would happen around the meeting time or involve the invitee. Calendly invites often include the invitee’s email and name in the calendar event description or title. One approach: search Google Calendar for an event with the invitee’s email or phone on that date.
Add Google Calendar – Search Event action. This requires parameters; you could search by query (like the invitee email) and perhaps date. If your Awaz call trigger includes the phone or email (only if you linked it somehow). This might be tough unless the call itself was placed to the invitee’s number (which could be likely if scenario is an automated reminder call).
Alternatively, if Awaz call was scheduled by a Calendly event, maybe you stored the event ID somewhere when triggering the call (like via scenario B). If so, use that. But let's assume not.
If not using Calendar, as an alternative, use Calendly’s invitee data by doing a Lookup table or storing mapping when event was scheduled. Example: In scenario B, when Calendly event triggers Awaz call, store the mapping of Calendly event ID <-> Awaz call ID or something in Zapier Storage. Then scenario A could use the call ID to fetch event ID from storage. This is complex.
For simplicity: we might skip actual updating and just show logging externally:
Google Sheets logging: If direct update is too unreliable, fallback to logging. e.g., Google Sheets – Create Row in a “Calendly Call Log” sheet with columns: Event Date, Invitee Email, Call Status, Notes. In the Awaz trigger, hopefully we have the phone number which might match the invitee, but not guaranteed to link to a specific event if multiple. If your use-case is like a reminder call for each event, then you'll likely trigger those calls via scenario B (so scenario A is somewhat redundant because you already know call done right after scenario B).
Actually, perhaps scenario A here might not be needed if scenario B handles the main use (calls triggered on scheduling). Unless you have Awaz calls happening outside Calendly but want to log something in Calendly, which is unusual.
Alternatively, send info to Calendly via email: For example, when call completes, use Email by Zapier or Gmail to send a summary to the meeting organizer or to a specific email that logs notes. Calendly doesn’t have a concept of adding a note, but the organizer could receive an email "Call completed with invitee, summary: ...".
This isn’t an update in Calendly UI, but it notifies someone. If that’s the goal (ensuring the team knows call outcome), email or Slack might be fine (similar to Slack scenario A).
If using Google Calendar update:
Use Google Calendar – Update Event action (Zapier provides this). You need the Calendar ID (your calendar) and Event ID. To get Event ID, you might first have to find event by some search or if you triggered the call from that event, you could carry the ID.
If scenario B triggered a call when event scheduled, you could pass the Event ID along into Awaz (maybe via contact name or so) and get it back on call completion. That’s a hack: e.g., when scheduling call, set Awaz contact name or custom field to Calendly Event ID, so that when call completes, that ID can be retrieved. If that was done, you now have event ID in Awaz trigger data. Then do Update Event and map that ID. Update maybe the Description field to append “Call completed by Awaz at X time, outcome: Y”.
Testing that requires the whole loop. It’s advanced but possible with careful planning and use of Awaz contact/trigger fields.
In summary for Scenario A: Calendly itself has no direct update action, so your options are logging externally or updating the linked calendar. Due to complexity, many might skip trying to update Calendly and instead ensure scenario B is implemented (so calls happen when scheduling) and rely on internal records or notifications for outcomes.
TL;DR for Scenario A:
Direct Calendly update not supported via Zapier. Use workarounds: update Google Calendar event details or log info externally.
Ensure you have a way to identify which Calendly event corresponds to the Awaz call (commonly via matching date/time and participant).
If using Google Calendar: have Zapier search for events around call time with matching invitee info.
If found, use Update Event to add a note (e.g., in description: “AI call completed on [date] – summary: ...”).
Always test carefully if implementing this, as search might return multiple events if not unique enough.
Scenario B: Trigger an Awaz.ai Call When a Calendly Event is Scheduled
Goal:
When someone schedules an event via Calendly (i.e., a meeting is booked), trigger an Awaz.ai call. Possible use cases: an immediate confirmation call, a reminder call perhaps a set time before the event, or an introductory call to gather information before the actual meeting. We’ll illustrate triggering a call right when event is booked as confirmation, and also note how to delay for reminders.
Step 1: Set Up Calendly Trigger
Create Zap with Calendly “Invitee Created” trigger: Choose Calendly as the trigger app and select Invitee Created (triggers when a new meeting is schedule (Calendly + Zapier – Help Center). This trigger provides details of the new invitee/meeting.
Connect Calendly account: Connect your Calendly by inputting your API key when prompted (get it from Calendly’s Integrations page).
Test trigger: Zapier will pull sample data of a recent invitee (scheduled event). The data typically includes:
Invitee name, email, and maybe phone if you asked for it on the booking form.
Event details: event type name, scheduled date & time (start and end), location (could be a Zoom link or phone, etc.), and an Event UUID or URI.
The organizer info possibly (your name/email).
Invitee questions and answers (Calendly lets you ask custom questions on booking form, e.g., "Phone number" or "What would you like to discuss?"). These come through in the payload often as a single text blob or a list of responses. Zapier might parse them as separate fields or one field (often “Questions and Answers” combined). Ensure the sample has the invitee’s phone number if you plan to call the invitee. By default, Calendly requires name and email. Phone is optional – if you want to call them, you must have asked for it in Calendly’s invitee questions (and mark it required). If you haven’t, update your Calendly event type to collect phone, then test again. If phone isn’t there, you could consider calling the host (you or a rep) instead as a nudge when a meeting is booked – but likely you want to call the invitee.
Step 2: Add Delay (optional, for reminder scenario)
If the goal is to call right away (like “Thanks for booking, here’s a quick confirmation call”), skip delay. If the goal is a reminder at the event time or say 1 hour before, use Delay by Zapier:
4. Insert Delay (optional):
For a reminder at the event time: Calculate how far in the future the event is from now and delay until that time. Zapier doesn’t have a “Delay until datetime” natively on free form, but you can use “Delay For” with a duration. You have the event start time from Calendly. You could compute difference via a Code step or by using formatters, but since times vary, easier is a scheduled separate Zap triggered by time (outside scope). Simpler: use “Delay until date” – Zapier has Delay > Delay Until where you can input a specific date/time. Try that: map the Calendly event start time into Delay Until (and maybe subtract some minutes if needed by using Formatter to adjust time string). This requires the date in a specific format and that the Zap is on a paid plan because Delay Until might be premium (not sure).
For demonstration, assume immediate call (no delay) as confirmation.
(We’ll proceed without delay, meaning the call happens as soon as booking occurs.)
Step 3: Awaz.ai Call Action Setup
Add Awaz.ai “Make a Call” action: Same as earlier, select Awaz.ai, action “Make a Call”.
Map Calendly data to Awaz call fields:
Agent ID: Choose an appropriate agent. If this is a meeting confirmation call, maybe a friendly AI that says “Hi, thanks for scheduling with us, looking forward to our meeting on [date]. If you have any immediate questions, I can answer some now.” Or if it’s a reminder agent, something like “This is a reminder for your upcoming appointment at [time]. Press 1 to confirm...”. Make sure your agent script aligns with the purpose. Select that agent.
From Number: Your desired caller ID number (perhaps your main line).
Contact Name: Map to Invitee Name from Calendly. Calendly usually provides first and last name combined. Use that for a personalized call greeting.
Contact Phone Number: Map to the invitee’s phone number (from the Questions or field). Calendly’s payload might have phone in a field like “answer to question ‘Phone number’”. In Zapier, this could appear as a field or you might have to parse the “questions_and_answers” field. If Zapier didn’t parse it, you might see something like a single field with all Q&A. If so, use a Formatter step: e.g., use Text Split or Regex to extract the phone. For instance, if that field contains “Phone: 1234567890\nQuestionX: answer...”, you can split by newline and parse. Ideally, Zapier integration should give you each custom question as a field. Check the output carefully. If needed, use Formatter to isolate the phone.
Call DateTime: If calling immediately, leave blank. If you want to schedule the call for a later time (like the actual event time or 5 min later), you can put a datetime. For example, for a reminder at event time: map the event start time here (maybe minus a few minutes if needed by adjusting time string). Awaz will then schedule the call for that time. (Ensure the time is in a format Awaz expects, likely ISO8601, and consider timezone differences – Calendly times are usually in UTC or with timezone info).
In our immediate call confirmation example, we’ll leave Call DateTime blank to call right now.
Custom link (if needed): Perhaps you want the AI to know the meeting time to mention it. You could pass that as part of contact name (not great) or have the AI fetch it via integration. Not straightforward. Alternatively, schedule the AI call at the meeting time as a reminder, then the AI inherently knows “it’s calling at that time”, but to say the time, you might have to encode it in the prompt. Simpler: if you want the agent to mention the appointment time, possibly include it in the conversation via context you gave when designing the agent (like “the meeting is scheduled at [time]” – you could inject that if Awaz allowed dynamic prompt insertion; not sure if possible via Zapier directly). Likely too complex; maybe not mention exact time, or have agent say “scheduled soon”.
Test the action: Run the test with your sample. It will try to call the number from the sample invitee. Ensure that number is yours or a test number to avoid surprising a real customer during testing. Awaz should call and your AI agent should do the intended script. Check that the name was used properly, etc.
Turn on Zap: Name it like “Calendly Booking – Awaz Call” and activate.
Step 4: (Optional) Follow-up after call or other actions
You might want to log that the call happened (which loops back to scenario A concerns). Perhaps send yourself (or the meeting organizer) a Slack message “Called invitee X to confirm appointment”. This is easily done by adding a Slack action after Awaz step.
Or update CRM that invitee was called, etc.
Troubleshooting & Tips:
Calendly data parsing: If phone or other needed info isn’t directly available, adjust your Calendly event type settings. Add a required question for phone. Also note, Calendly’s trigger includes invitee email always, so as worst case, you could do an email-to-phone lookup if you had them in a CRM, but that’s heavy. Best to collect phone upfront.
Multiple event types: If you only want this for certain event types (say only for “Consultation” but not for “Internal meeting”), you can filter by Event Type Name or Event Type URI which is in the payload. Use a Zapier Filter: e.g., if Event Type Name = “Consultation Call”. That way, not every Calendly booking triggers the call, only those you want.
Prevent double calling: If someone reschedules, Calendly might fire Invitee Canceled and a new Invitee Created. The Zap will trigger on the new one too. That’s fine (you may want another confirmation call). Just be aware it will not trigger on cancellations (unless you set a separate Zap for Invitee Canceled if you wanted an AI call to follow up cancellations which is unusual).
Timezones: Calendly gives event time likely in UTC or with timezone. If you map that to Call DateTime for scheduling, ensure Awaz knows timezone or use a formatted UTC. Example: If an event is at 3 PM EST, Calendly might give 2025-03-01T15:00:00-05:00. Awaz likely can accept that with offset or you convert to UTC 2025-03-01T20:00:00Z. Test scheduling carefully with different timezones.
Call purpose clarity: If doing an immediate confirmation call, make sure the user knows or isn’t confused. Many might expect an email confirmation, getting a call from a bot might be unexpected. However, if framed as a courtesy or quick info, it could be okay. Perhaps mention on the Calendly confirmation page or email something like “You might receive a confirmation call to go over details.”
No answer scenarios: If the invitee doesn’t answer the confirmation call, what then? You might let it go (they still have the meeting scheduled, they’ll presumably show up). Or you could have Awaz leave a voicemail or send a text. Awaz might not do SMS directly (unless integrated, or you use Twilio in Zapier to SMS). Could add a step: if call status from Awaz (via scenario A New Call trigger) is “No Answer”, then send SMS “Sorry we missed you, looking forward to meeting on ...”. This is a complex multi-Zap feedback loop, but good to note for completeness.
Organizer calls: Another scenario is to have Awaz call an internal team member when a meeting is booked, to brief them or confirm something. E.g., call the sales rep “You have a new meeting scheduled with John on X date.” Awaz could even ask the rep “Press 1 to confirm you saw it.” This is like an internal alert. In that case, you’d use invitee data to call the assigned rep. Calendly doesn’t directly give assigned user beyond the host (usually you or a specific user’s link scheduled). If multiple team members, each could have their own event type or you parse event type to know who’s meeting. This may be overkill, but pointing out possibilities.
Cancelling calls on event cancel: If you schedule a reminder call for future, but then the invitee cancels the meeting (Calendly Invitee Canceled triggers), you might want to cancel the scheduled Awaz call. Awaz scheduled calls might not be cancelable via Zapier easily (unless Awaz has an API for cancel or if you scheduled via some unique ID and can remove it). This is advanced and likely requires Awaz’s API and a code step to delete the call. If not possible, you risk calling someone about a meeting that’s canceled – not good. To avoid this, perhaps don’t schedule calls far in advance via Awaz. Instead, for reminders, consider a separate Zap triggered at a time (like use “Schedule by Zapier” daily to find events starting in 1 hour and then call). That way it checks if event is still on (via Calendly or calendar). This is beyond the one Zap, but a thought to maintain accuracy.
Testing end-to-end: Simulate an actual Calendly booking after Zap is on – schedule on your Calendly link as if you’re a customer (use a test name, your phone/email). See that Zap triggers and Awaz calls you. Check logs in Zapier and Awaz to confirm all good.
By connecting Calendly and Awaz.ai, you add an interactive voice layer to your scheduling process – either to enrich the confirmation process or to ensure attendees don’t forget appointments. It’s a cutting-edge way to engage users who schedule meetings.
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