Integrating Aptly with Calendly

Integrate Calendly scheduling with your boards in Aptly wherever you need to schedule tours or appointments. You’ll need a paid Calendly account in order to integrate.

How to Set Up Your Calendly Integration

Below are our step-by-step instructions for integrating your paid Calendly account with your workflow boards..

💡

NOTE: Only users with roles of Admin or Owners in Calendly will have the appropriate permissions to update the API settings.

In a new tab, log into your Calendly account. Go to Integrations and then click on API and Webbooks.

From there, you will need to generate a new personal access token by clicking Get a token now.

Label your access token Aptly and click Create Token. Copy your token and save it to a notepad for future reference especially if you will connect your Calendly account to multiple boards. You will not be able to access it again.

Log into Aptly and navigate to a board where you want to connect Calendly.

Click Card Sources from the Board Menu on the left.

Select Calendly from the list of sources.

Paste the Calendly token into the Calendly Access Token field in Aptly. Click Connect.

💡

Use the same token for all Calendly configured boards. You can have different events toggled on for different boards/use cases.

Once connected, Calendly will show as ON in Card Sources.

Calendly Settings

The Calendly settings control how scheduled events create or update cards in Aptly.

Calendly Access Token

At the top of the settings page, you’ll add your Calendly access token.

This token is generated in your Calendly account under API settings.

💡

A paid Calendly subscription is required to access the API and connect Calendly to Aptly.

Card Creation Options

These settings determine how Aptly handles cards when a Calendly event is scheduled:

Create new card

A new card is created every time an event is scheduled on the selected Calendly calendar.

Update if card exists

If a matching card already exists, it will be updated. If no card exists, a new one will be created.

You’ll also select:

The prospect type or contact type to create if the event is associated with a new contact

The time zone used for event details

Event Cancellation Behavior

Choose what happens in Aptly when a Calendly event is canceled:

Do nothing – The card remains unchanged

Remove event from card – The event details are cleared from the card

Archive card – The related card is archived

Event and Board Mapping

Next, select how Calendly events connect to your board:

Select the specific Calendly event type(s) to enable

Choose the Aptly calendar where events should be added

Select the target stage for newly created or updated cards

(Optional) Assign the card to a specific user when the event is scheduled

💡

To link a Calendly event to a card field, ensure the Field Type is Link to Events. There should only be one Link to Events field. Learn more about card fields and settings here. The Event Filter should match the calendar you select in the settings for the board.

Syncable Fields

When a new event is scheduled, it will populate different fields on the card:

Event Time - a date field that displays the Date and Time of the scheduled event

Description (Calendly Event Description - this field can be renamed to identify the Calendly field)

Calendly questions will be created if the field does not already exist.

Contact - if contact does not already exist with the same email.

💡

The scheduled event will be added to the Activity Log under the Related tab of the card.

Frequently Asked Questions

Why isn’t my card moving to the right stage after a Calendly event is scheduled?

There could be a few reasons why it’s not moving. Be sure to check the following:

You must have a paid Calendly account for the integration to work as expected.

Link to Events field - Make sure that you have a Link to Events field on the card. There can only be 1 Link to Events field. If there is more than one, the event will not show on the card.

Calendly settings - Have you selected the stage where you want the cards to go? You can have a new card created for every scheduled Calendly event or you can Update an existing card.

The email of the submitted Calendly event needs to match the email address on the card in Aptly if you expect the card to move to a stage.

I added a new Calendly event. Why isn’t it showing in the list?

Whenever you make any changes in Calendly like adding a new user or event, you’ll need to refresh the connection and event list.

An event was canceled. Why is it still showing on the card?

Canceled events only remove the event from the activities section under the related tab of the card. It does not clear out the Event Time field.

Why isn’t the event added to the card?

The event is added to the card under Related under the Activities section of the card. The date and time are added to the Event Time field on the card. You’ll use Event Time for your automations.

Why are there duplicate cards when an event is scheduled?

Whenever a Calendly event is scheduled, Aptly matches the email address supplied by the contact.

Connect and Use a Personal Calendar

Connect a Shared Calendar