How to Automate Schedule Management by Integrating Calendly with Discord

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How to Notify Discord When an Appointment is Scheduled in Calendly

The steps for this integration flow are broadly as follows:

・Integrate Calendly and Discord with My Apps
・Copy the template
・Set triggers and actions
・Activate and verify the trigger

Pre-Setup

1) First, please access the official Yoom website and create an account.
Yoom Account Creation Page
2) An access token is required for registering the Discord app.
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 between 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, "Calendly" and "Discord", one by one from the search box at the top.

Once you can select Calendly, log in with the account you will use.

For Discord, enter the account name and the access token obtained during the pre-setup, 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 this banner.

1) Click the "Try this template" icon.

2) When the following display appears, click "OK".

If it is displayed as follows, 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 the top 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

‍Click "App Trigger When Schedule is Registered".

Step 4: Set Calendly Action

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

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

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".

Step 5: Set the Action

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

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

3) Enter the required fields.

If the app is linked, you can use Calendly's output information for input.
Select from the candidates as needed for the message content, and once the 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, the following display will appear, so click "Turn on Trigger".
Start the flow bot and check if it operates correctly.

This completes everything. Thank you for your hard work!

Other Automation Examples with Calendly and Discord

In addition to the flow introduced this time, you can achieve various business automations by using the APIs of Calendly and Discord. All of them can be used with simple settings, so if you find something that interests you, please give it a try!

Automation Example Using Calendly

1. Notify Google Chat When an Event is Scheduled in Calendly
When an event is scheduled in Calendly, you can notify Google Chat, which is expected to improve scheduling efficiency.
Additionally, using the reminder feature can prevent missing meetings or appointments, making information sharing faster.

2. Register a record in kintone when an appointment is scheduled in Calendly
When an appointment is scheduled in Calendly, a record can be automatically created in kintone, eliminating the need for manual data entry. This helps prevent input errors and allows for centralized management of progress.
This makes schedule sharing easier and ensures prompt and accurate responses.

3. When an appointment is scheduled in Calendly, send materials via Gmail
When an appointment is scheduled in Calendly, you can automatically send materials via Gmail, eliminating the need for manual email handling and enabling a swift response.
This is recommended for those who want to establish a follow-up system for participants and enhance customer satisfaction.

Example of Automation Using Discord

1. Transcribe Content Posted on Discord to Microsoft Excel

This flow automatically reflects conversations and information sharing on Discord into Excel.
This automation eliminates the need for manual data organization, supporting efficient business operations.

2. Update Google Calendar with an Event When a Message is Received on Discord

When an important message is received on Discord, an event is automatically added to Google Calendar, which will help in managing an efficient schedule.
This is a business workflow that seamlessly connects daily communication and schedule management.

3. Notify Discord when a file is updated in OneDrive

Every time a file is modified on OneDrive, the latest information is automatically notified to Discord, making it easier for members to always keep track of the latest updates.
It is an automation tool that streamlines team file management and communication.

Benefits and Examples of Integrating Calendly with Discord

Benefit 1: Streamlined Schedule Management

By integrating Calendly with Discord, you can expect more efficient schedule management. Once a booking is confirmed on Calendly, a notification is automatically sent to a designated Discord channel, saving you the hassle of checking schedules.
Additionally, the reminder feature reduces the risk of forgetting meeting or event start times.
For example, when you share a meeting schedule with team members via Calendly, everyone is notified on Discord, facilitating smooth preparation. Coordination of meetings with multiple clients is also automated, allowing for quick confirmation through notifications.
This setup reduces the time spent on complex schedule adjustments and information sharing, creating an environment where you can focus on more important tasks.

Benefit 2: Accurate Information Sharing

Integrating Calendly with Discord offers the advantage of quickly sharing accurate information. Scheduled events set on Calendly are automatically notified in a designated Discord channel, helping all participants quickly grasp the latest information.
For instance, even if there are changes to meeting details or schedules, they are shared in real-time on Discord, preventing misunderstandings among participants.
Moreover, by utilizing individual notifications, you can efficiently convey necessary information only to specific personnel.
This system helps avoid errors that often occur when manually transcribing information, ensuring smooth progress of tasks and projects.

Benefit 3: Centralized Information Management

Integrating Calendly with Discord offers the significant advantage of centralized information management.
Schedule information is automatically notified from Calendly to Discord, consolidating all appointments and updates in one place, which helps prevent information dispersion and oversight.
For example, when a project team is handling multiple meetings simultaneously, recording each schedule in a dedicated Discord channel allows everyone to easily access the necessary information.
This eliminates the need for members to switch between multiple tools and emails, potentially improving work efficiency.
Additionally, by conducting discussions about schedules on Discord, related information is saved in the same place, making it convenient for later reference.
This kind of system simplifies schedule and information management within the team.

Conclusion

Integrating Calendly with Discord significantly streamlines schedule management and seems to enhance the productivity of the entire team.
Real-time notifications and efficient information sharing increase transparency in operations, potentially improving the quality of customer service.
Furthermore, centralized information management prevents overlooking schedules and tasks, ensuring smoother project progress.
By using the no-code tool "Yoom," which requires no programming knowledge, you can easily set up the integration flow.
Take this opportunity to try integrating Calendly with Discord.