How to Automate Scheduling by Integrating Calendly with Discord

In this article, we will introduce how to integrate Calendly with Discord to automatically notify newly created appointments on Discord. This integration is expected to enhance communication and schedule management efficiency. We will also introduce a no-code integration method that is easy to start and explain how it can be utilized with specific examples. Even without programming knowledge, anyone can start immediately, so please refer to this. Recommended for those who: - Are using Calendly and Discord to streamline schedule management and notifications - Want to smoothly share schedules with a team by integrating Calendly and Discord - Wish to improve customer service efficiency using Calendly and Discord Benefits and Examples of Integrating Calendly and Discord Benefit 1: Streamlined Schedule Management By integrating Calendly with Discord, you can expect improved efficiency in schedule management. When a reservation is confirmed in Calendly, a notification is automatically sent to a designated Discord channel, saving the effort of checking schedules. Additionally, the reminder feature reduces the risk of forgetting meeting or event start times. For example, when a meeting schedule shared via Calendly is notified to everyone on Discord, it facilitates smooth preparation. Moreover, coordinating meetings with multiple clients is automated, allowing quick confirmation through notifications. This system is expected to reduce the time spent on complex schedule adjustments and information sharing, enabling a focus on more important tasks. Benefit 2: Accurate Information Sharing Integrating Calendly with Discord offers the advantage of quickly sharing accurate information. Scheduled appointments set in Calendly are automatically notified to a designated Discord channel, allowing all participants to quickly grasp the latest information. For instance, even if there are changes in meeting details or schedules, they are shared in real-time on Discord, preventing discrepancies in participants' understanding. Additionally, by utilizing individual notifications, it is possible to efficiently convey necessary information only to specific personnel. This system helps avoid errors that are likely to occur when manually transcribing information, facilitating smooth task and project progress. Benefit 3: Centralized Information Management Integrating Calendly with Discord provides the significant benefit of centralized information management. Schedule information is automatically notified from Calendly to Discord, consolidating all appointments and updates in one place, preventing information dispersion and oversight. For example, when a project team is conducting multiple meetings simultaneously, each schedule is recorded in a dedicated Discord channel, allowing everyone to easily access the necessary information. This eliminates the need to switch between multiple tools and emails, potentially improving work efficiency. Additionally, discussing schedules on Discord allows related information to be stored in the same place, making it convenient for later reference. This system simplifies and ensures schedule and information management within the team. From here, we will proceed with the setup using Yoom's template [Notify Discord when an appointment is registered in Calendly].

[About Yoom]

The steps for this integration flow are broadly as follows:

・Integrate Calendly and Discord with My Apps
・Copy the template
・Set triggers and actions
・Finally, confirm the trigger activation

Pre-configuration

1) First, please access the official Yoom website and create an account.
Yoom Account Issuance Page
2) An access token is required for Discord app registration.
Log in to the Discord Developer Portal in advance and obtain a Bot token.
Please refer to the following steps.
How to Integrate Discord Bot with My Apps | Yoom Help Center
How to Create an Integration Flow for Calendly and Discord

Step 1: Integrate Calendly and Discord with My Apps

1) After logging into your Yoom account, register the apps you will use.
Click "My Apps" and select "New Connection".

2) A list of apps that can be connected with Yoom will be displayed. Search for the two apps you will use this time, "Calendly" and "Discord", one by one from the search box at the top.

Once you have selected Calendly, log in with the account you will use.

For Discord, enter the account name and the access token obtained during preparation, and click "Add".

3) Once registered, an icon will be displayed in My Apps.
Check if the icon of the registered app is displayed.

Step 2: Copy the Template

Click on this banner.

1) Click on the "Try this template" icon.

2) A display like the one below will appear, so click "OK".

If it is displayed as shown below, the copy is complete.

The title and details can be edited by clicking, so please change them as needed.
Click the icon with "!" displayed on the right in order from top to bottom to set the operation.
Note that the template is saved in My Projects.
Therefore, the copied template can also be opened from My Projects.

Step 3: Set the Trigger

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Click on "App Trigger When a Schedule is Registered".

Step 4: Set the Calendly Action

1) Select the action "When a Schedule is Registered" and click "Next".

2) Enter the organization URI.
If the app is linked, you can select from the suggestions.

Once the input is complete, click "Test", and if the test is successful, click "Next".

3) Send a Webhook event or execute the trigger event, and click Test.
If the test is successful and the obtained values are correct, click "Save".

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Step 5: Set the Action

1) Return to the flow and click on the "Integrate with App Send Message" icon.

2) Select the action "Send Message" and click "Next".

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3) Enter the required fields.

If the app is linked, you can use Calendly's output information to input.
Select from the suggestions as needed for message content, and once input is complete, click "Save".

This completes the flow of [Notify Discord when a schedule is registered in Calendly].

Step 6: Test and Verify

Once the setup is complete, a display like the one below will appear, so click "Turn on Trigger".
Start the flow bot and verify that it operates correctly.

Here is the template used this time.

Other Automation Examples Using Calendly

Here are some other automation templates using Calendly available on Yoom.
Utilize these templates based on the tasks you want to automate and the applications you are currently using.

1. Notify Google Chat when an appointment is scheduled in Calendly
This template allows you to notify Google Chat when an appointment is scheduled in Calendly, improving scheduling efficiency.
For example, when the sales department accepts a meeting appointment with a client via Calendly, that information is automatically notified to Google Chat.
By quickly informing all responsible parties of the schedule, smooth preparation and progress can be expected.
Additionally, by using the reminder function, you can prevent missing meetings or appointments, speed up information sharing, and improve work efficiency.

2. Register a record in kintone when an appointment is scheduled in Calendly
This template allows you to automatically create a record in kintone when an appointment is scheduled in Calendly, eliminating the need for manual data entry and helping to prevent input errors and manage progress centrally.
For example, when the HR department schedules an interview in Calendly, the interview date and candidate information are automatically registered in kintone.
This makes it easier to share schedules and ensures quick and accurate responses.

3. When an appointment is scheduled in Calendly, send materials via Gmail
This template allows you to automatically send materials through Gmail when an appointment is scheduled in Calendly, eliminating the need for manual email handling and preventing sending errors while ensuring a prompt response.
For example, the marketing department can recruit webinar participants through Calendly, and once the reservation is confirmed, automatically send the participation URL and materials via Gmail.
This simplifies follow-up with participants and is expected to improve customer satisfaction.

Summary

Integrating Calendly with Discord can significantly streamline schedule management and enhance overall team productivity.
By improving real-time notifications and information sharing, it increases transparency in operations and can also improve the quality of customer service.
Centralized information management helps prevent overlooking schedules and tasks, facilitating smooth project progression.
Additionally, using the no-code tool "Yoom," which requires no programming knowledge, allows for easy setup of integration flows.
Take this opportunity to try integrating Calendly with Discord.