ActiveCampaign and Calendly have a powerful integration. Using this integration, you can pass information from a Calendly sign-up to a custom field in ActiveCampaign and assign tags based on the appointment type.

Once you have this information, your options for automations truly shine! With this functionality, you’re able to:

  • Notify team members when appointments are made and pass along important information
  • Move deals to various stages based on the appointment made
  • Give valuable information to the contact before the meeting occurs
  • Run support flows and winback sequences
  • Identify and segment your contacts based on where they found your Calendly invite

In this post, we’ll cover the following recipes:

  1. Calendly: Book First Meeting Email Series
  2. Calendly: Send Out Pre-Meeting Information
  3. Calendly: Notify When Contact Makes Appointment
  4. Calendly: Update Deal Stage
  5. Calendly: Support Appointment Email Series
  6. Calendly: Segment Contacts Based on Source
  7. Calendly: Cancellation Win-Back Series

1. Calendly: Book First Meeting Email Series

Encourage new contacts to schedule a meeting with you with this email series automation.

When a new contact subscribes to your email list, enter them into this meeting request email series to encourage them to set up a meeting with your team. As soon as the client books their first meeting with you through Calendly, thank them for setting an appointment and remove them from the automation.

Setting an initial meeting is the first step to turn contacts into leads, and leads into customers. Wondering how to schedule a meeting over email? This automation lets you automatically share your Calendly link with each new contact who subscribes.

You can use this appointment email series alongside your usual welcome email series, too — wait steps make it easy to space out your meeting request emails. By sending meeting schedule emails to new contacts alongside a welcome series, you can catch them while your company is still top-of-mind — which makes them more likely to book that first meeting with you.

The automation uses your Calendly integration to continuously check whether the contact has booked a meeting, so they don’t keep receiving the emails in your first meeting email series.

ActiveCampaign’s Calendly integration lets you seamlessly add or update contacts in ActiveCampaign whenever a meeting is booked in Calendly. With automations, you can also send contacts personalized follow-up messages (and close more deals faster).

Before importing this automation, set up your Calendly integration.

Here’s how the “Calendly: Book First Meeting Email Series” automation recipe works:

  1. The automation is triggered when a contact subscribes to your email list. You can choose a specific email list or a more general master list for this trigger.
  2. The automation waits 5 days. You can adjust the time on these wait steps. This automation is intended to run alongside your welcome email series, which is why the wait steps space the emails out.
  3. The automation sends the contact an email sharing your Calendly link and encouraging them to book their first meeting.
  4. The automation waits 5 days.
  5. The automation sends the contact a second email sharing your Calendly link and reminding them to book a meeting.
  6. The automation waits 10 days.
  7. The automation sends the contact a final appointment reminder with your Calendly link.
  8. An If/Else condition checks to see whether the contact has been assigned the “calendly-integration” tag, meaning they’ve scheduled an initial appointment. Make sure to adjust this step based on the tag you use for initial appointments.
  9. If the contact has scheduled an initial appointment, they move on to the goal step. Throughout the automation, this goal step checks to see whether or not the contact has the “calendly-integration” tag. If the contact books a first meeting at any point, the goal step is triggered.
  10. When the goal step is triggered, the automation sends the contact an email thanking them for signing up for an appointment and sharing any information they need to prepare for the appointment. The contact is then removed from the automation so that they won’t receive additional meeting request emails.
  11. If the contact has not scheduled an initial appointment by the If/Else step, the automation waits 20 days, then re-sends the final appointment reminder email with the Calendly link. If you don’t want the final appointment request email to be sent out every few weeks, you can end the automation here instead of re-routing the contact to step 7.

2. Calendly: Send Out Pre-Meeting Information

Make sure your contacts come prepared for their first meeting with this Calendly automation.

When a contact books a meeting through Calendly, send them an email with any pre-meeting information they need to know. Before the meeting, the automation checks to see whether the contact opened the email — then lets your team know if they have, so they can plan accordingly.

Pre-meeting information might include:

  • A meeting agenda
  • Materials your contact should bring to the meeting
  • A form for your contact to submit more information
  • Any questions your contact needs to think through before the meeting
  • Meeting FAQs
  • Anything else not included in the initial Calendly invite

With everyone at the meeting on the same page, you can make the most of your time and create a better experience for your contacts and your team alike.

ActiveCampaign’s Calendly integration lets you seamlessly add or update contacts in ActiveCampaign whenever a meeting is booked in Calendly. With automations, you can also send contacts personalized follow-up messages (and close more deals faster).

Before importing this automation, set up your Calendly integration and the tag for your first touch meeting.

Here’s how the “Calendly: Send Out Pre-Meeting Information” automation works:

  1. The automation is triggered when a contact makes a first touch appointment through Calendly and is assigned the “calendly-integration-first-touch” tag. You can adjust the trigger based on the type of meeting you want to send out pre-meeting information for.
  2. The automation sends the contact an email with any information they need to know before your first meeting. You could also include a form in this email to collect any follow-up information your team needs to know before the meeting.
  3. The automation waits for 3 days, or until the contact opens the email — whichever comes first. You could also set this step to wait until the contact has clicked a link in the email. You can adjust this wait step based on the timeline that makes sense for your business.
  4. An If/Else step checks whether the contact opened the email (or clicked a link, depending on your setup).
  5. If the contact has opened the email (or clicked the link), the automation notifies the person or team of your choice that the contact has opened the pre-meeting email or clicked the link. If you use the ActiveCampaign CRM, you can use %DEAL_OWNER_EMAIL% to automatically send the email to the contact’s deal owner.
  6. If the contact has not opened the email (or clicked the link), the automation ends.

3. Calendly: Notify When Contact Makes Appointment

Notify your sales team when a contact makes an appointment through Calendly. This automation keeps your team up-to-date on meetings booked through Calendly and shares the relevant contact information so they can follow up accordingly.

ActiveCampaign’s Calendly integration lets you seamlessly add or update contacts in ActiveCampaign whenever a meeting is booked in Calendly. With automations, you can also send contacts personalized follow-up messages (and close more deals faster).

Make sure you map custom fields to contacts based on the information you gather when someone books an appointment. This lets you pass the information from each booking on to your sales team and update deals in your pipeline based on Calendly appointments.

Before importing this automation, set up your Calendly integration and sync your custom fields from Calendly to ActiveCampaign.

Here’s how the “Calendly: Notify When Contact Makes Appointment” automation works:

  1. The automation is triggered when a contact makes an appointment through Calendly and is assigned the “calendly-integration” tag. The automation is currently set to trigger when any Calendly appointment is set, but you can adjust the trigger if you want to build out a custom workflow for a specific appointment type.
  2. The automation removes the “calendly-integration” tag from the contact so that they can be tagged (and enter the automation) again next time they make an appointment. If you want to only trigger this automation the first time an appointment is made, remove this action.
  3. A notification action notifies your team or team member via email that an appointment has been made. If you use the ActiveCampaign CRM, you can use %DEAL_OWNER_EMAIL% to automatically email the deal’s specific owner. You can also adjust the notification message to include personalization tags that pass along all relevant contact and appointment information.
  4. The automation ends. This workflow is just a starting place — feel free to add more actions and steps to customize it for your business!

4. Calendly: Update Deal Stage

When a contact books a meeting through Calendly, update their deal stage and move them through your sales pipeline accordingly with this automation.

ActiveCampaign’s Calendly integration lets you seamlessly add or update contacts in ActiveCampaign whenever a meeting is booked in Calendly. With automations, you can also send contacts personalized follow-up messages (and close more deals faster).

If you have appointment types that correspond to each stage of your sales pipeline, this automation makes it easy to move contacts through those deal stages based on the type of appointment they book. A series of goals and “update deal stage” actions let you automatically move your contact through your pipeline as they book different appointment types, including:

  • Introductory calls
  • Demos
  • Contract negotiations

You can adjust the automation based on your sales pipeline and the calls your sales team uses to qualify and close deals.

Before importing this automation:

  • Set up your Calendly integration
  • Map custom fields to contacts based on the information you gather when someone books an appointment
  • Make sure that you have appointment types set up for each stage of your sales pipeline

Here’s how the “Calendly: Update Deal Stage” automation works:

  1. The automation is triggered when a contact makes an appointment through Calendly and is assigned the “calendly-integration” tag. The automation is currently set to trigger when any Calendly appointment is set, but you can adjust the trigger if you want to build out a custom workflow for a specific appointment type.
  2. The automation creates a deal for the contact in the CRM if they don’t already have one.
  3. A goal step checks to see whether the contact books the next appointment in your sales process through Calendly (and is assigned the corresponding tag). In our example, this goal step is triggered when the contact books an intro call appointment. You can adjust the goal step based on your sales pipeline.
  4. The action removes the generic “calendly-integration” tag so that the contact can trigger the automation again when they schedule their next appointment.
  5. The automation updates the contact’s deal stage to correspond with your first appointment type (and the goal in step 3). In our example, booking an intro call appointment will cause the automation to update the deal stage to “Intro Call.”
  6. A goal step checks to see whether the contact books the next appointment in your sales process through Calendly (and is assigned the corresponding tag). In our example, this goal step is triggered when the contact book a demo. You can adjust the goal step based on your sales pipeline.
  7. The action removes the generic “calendly-integration” tag so that the contact can trigger the automation again when they schedule their next appointment.
  8. The automation updates the contact’s deal stage to correspond with your second appointment type (and the goal in step 6). In our example, booking an intro call appointment will cause the automation to update the deal stage to “Demo.”
  9. A goal step checks to see whether the contact books the next appointment in your sales process through Calendly (and is assigned the corresponding tag). In our example, this goal step is triggered when the contact books a final negotiation meeting. You can adjust the goal step based on your sales pipeline.
  10. The action removes the generic “calendly-integration” tag so that the contact can trigger the automation again when they schedule their next appointment.
  11. The automation updates the contact’s deal stage to correspond with your third appointment type (and the goal in step 9). In our example, booking an intro call appointment will cause the automation to update the deal stage to “Negotiation.”
  12. The automation ends.

5. Calendly: Support Appointment Email Series

Create a better experience for your customers and your support team with this automation.

When a contact books an appointment with your support team through Calendly, send them a message to confirm the appointment. After the appointment, reach out to make sure that the contact was able to resolve their issue. If they still need help, reach out to schedule a follow-up support appointment through your Calendly link.

This automation makes it easier for your support team to track the status of support appointments and follow-up with any customers who still need help after their first appointment. A better customer support experience means less frustration for your support team and happier customers — which means better customer loyalty, lower churn rates, and better reviews.

The automation uses your Calendly integration to keep track of when contacts book support appointments. ActiveCampaign’s Calendly integration lets you seamlessly add or update contacts in ActiveCampaign whenever a meeting is booked in Calendly. With automations, you can also send contacts personalized follow-up messages — like a support appointment follow-up email.

Before importing this automation, set up your Calendly integration and map your custom fields from Calendly to ActiveCampaign. You’ll also need a tag for your support appointment meetings.

Here’s how the “Calendly: Support Appointment Email Series” automation recipe works:

  1. The automation is triggered when a contact books a support appointment and is assigned the corresponding tag. In our example, the tag is “calendly-integration-support.”
  2. The automation sends an email to the contact to confirm their support appointment. You can include a confirmation link or other important pre-meeting information in this email.
  3. The automation removes the “calendly-integration-support” tag so that the contact will be re-entered into the automation if they book another support appointment.
  4. The automation waits 9 days. You can adjust this wait time — the goal is to wait until after the contact has had their appointment to send a follow-up email.
  5. The automation sends the contact an email asking whether their issue has been resolved. Within the email, you can include a link that the contact can click to indicate that they need more help.
  6. The automation waits 5 days or until the contact clicks the link in the email, whichever comes first.
  7. An If/Else step checks to see whether the contact clicked on the “need more help” link.
  8. If the contact did click on the “need more help” link, the automation sends them an email inviting them to schedule another support appointment through your Calendly link. The automation ends.
  9. If the contact did not click on the “need more help” link, the automation ends.

6. Calendly: Segment Contacts Based on Source

Learn more about where your contacts come from with this automation. When a contact books an appointment through Calendly, add them to a specific segment based on how they found your Calendly page — then track which sources drive the most appointments.

You can link to your Calendly appointment invite from a variety of different traffic sources, including:

  • Social media posts
  • Blog posts
  • Website
  • Email message
  • Email signature

To segment contacts by source in ActiveCampaign, include “What led you to our form?” as a required multiple-choice question when someone makes an appointment with you through Calendly. List all of the places you share your Calendly link as the multiple-choice options. Make sure that the answers to your traffic source question are mapped to custom fields in ActiveCampaign. This lets you add tags to segment your contacts based on their answer.

This automation uses your Calendly integration to track contacts’ appointments. ActiveCampaign’s Calendly integration lets you seamlessly add or update contacts in ActiveCampaign whenever a meeting is booked in Calendly. With automations, you can also send contacts personalized follow-up messages.

Before importing this automation, set up your Calendly integration and map your custom fields from Calendly to ActiveCampaign.

Here’s how the “Calendly: Segment Contacts Based on Source” automation recipe works:

  1. The automation is triggered when a contact books an appointment through Calendly and is assigned the “calendly-integration” tag. You can also adjust this trigger to the tag for a specific Calendly appointment type.
  2. An If/Else step checks whether or not the custom field for the answer to “What led you to our form?” is “Website.”
  3. If the custom field for “What led you to our form?” is “Website,” the automation tags the contact with “Calendly Source: Website.”
  4. If the custom field for “What led you to our form” is not “Website,” an If/Else step checks whether or not the custom field for the answer to “What led you to our form?” is “Email.”
  5. If the custom field for “What led you to our form?” is “Email,” the automation tags the contact with “Calendly Source: Email.”
  6. If the custom field for “What led you to our form” is not “Email,” an If/Else step checks whether or not the custom field for the answer to “What led you to our form?” is “Social Media.”
  7. If the custom field for “What led you to our form?” is “Social Media” the automation tags the contact with “Calendly Source: Social Media.”
  8. If the custom field for “What led you to our form” is not “Social Media,” the automation ends. If you have more than 3 traffic sources to your Calendly appointment invite, you can build out more actions and pathways in this automation to tag and segment contacts accordingly.

7. Calendly: Cancellation Win-Back Series

When a contact books an appointment through Calendly to cancel their subscription or service, follow up with a win-back email series to incentivize them to stay.

This automation lets you:

  • Gather more information about why a contact wants to cancel before their cancellation appointment
  • Reduce churn by offering clients incentives to stay, like a discount or upgraded service

This automation works with Calendly, so you can automatically reach out to contacts as soon as they book a cancellation appointment through your Calendly account. ActiveCampaign’s Calendly integration lets you seamlessly add or update contacts in ActiveCampaign whenever a meeting is booked in Calendly. With automations, you can also send contacts personalized follow-up messages — like a win-back series for clients who want to cancel.

Before a contact’s cancellation appointment, send them a form asking for more information about why they want to cancel. This helps your team prepare for the cancellation call (and hopefully win the client back).

You can also use this automation to send canceled contacts a win-back email series. Win-back emails are a series of targeted and personalized emails sent to lapsed customers. It costs 5 times more to get a new customer than it does to keep a loyal customer you already have — so a win-back email series can be vital to your bottom line.

Before importing this automation, set up your Calendly integration so that contacts are tagged when they book an appointment.

Here’s how the “Calendly: Cancellation Win-Back Series” automation works:

  1. The automation is triggered when a contact makes a cancellation appointment through Calendly and is assigned the “calendly-integration-cancellation” tag.
  2. The automation sends the first email in your win-back email series. This email will most likely go out before the appointment takes place, so you can include a form to gather reasons why your contact wants to cancel. This helps your team prepare to address the client’s concerns during the appointment or call.
  3. The automation waits 2 days. Adjust this wait step to what makes sense to your business.
  4. The automation sends the second email in your win-back email series. This email can include win-back incentives, like a discount or service upgrade, to convince your client not to cancel their subscription or service.
  5. The automation ends. This workflow is just a starting place — feel free to add more actions and steps to customize it for your win-back series!