How to integrate Calendly with Gmail to automatically send documents via Gmail when an event is scheduled in Calendly

Every day, managing a vast number of projects and interacting with multiple clients makes information sharing and schedule management challenging.
Above all, using multiple tools makes management itself difficult.
This article introduces a template for "sending documents via Gmail when an appointment is scheduled in Calendly."
By integrating Calendly with Gmail, you can streamline schedule management and enhance reminder functionality.
We will discuss the advantages and disadvantages of app integration and automation settings, so please read to the end.

Advantages of Integrating Calendly with Gmail and Disadvantages of Not Doing So

By integrating Calendly with Gmail, you can streamline schedule management and enhance reminder functionality.
If the apps are not integrated, you need to manually set schedules and reminders, which is inconvenient.
Below, we summarize the advantages and disadvantages, so please read to the end.

Advantage 1: Streamline Schedule Management

Integrating Calendly with Gmail offers the advantage of streamlining schedule management.
For example, when an appointment is scheduled in Calendly, it can also be reflected in Gmail's calendar.
By utilizing this automation, you no longer need to manually input meeting schedules into Gmail's calendar.
This reduces the likelihood of common errors like schedule overlaps or mistakes when registering appointments.
It also allows you to automatically communicate important information to those who have booked meetings, enabling quick information verification.

Advantage 2: Enhance Reminder Functionality

Integrating Calendly with Gmail offers the advantage of enhancing reminder functionality.
For example, when a reminder is set in Calendly, it can be automatically sent to Gmail.
This ensures you won't forget deadlines or important meetings, allowing you to focus on your work.
This enables smooth project progression, allowing you to tackle important tasks.
This automation is recommended for those struggling with extensive task management or project managers.

Disadvantage: Increase in Manual Tasks

Not integrating Calendly with Gmail results in the disadvantage of increased manual tasks.
If the apps are not integrated, you need to manually set schedules and reminders.
When managing a vast number of projects and interacting with multiple clients daily, the burden of work increases, which is a disadvantage.
In such cases, integrating Calendly with Gmail and automating the process eliminates this concern.
With Yoom, anyone can easily automate, enabling efficient work.

How to Create a Calendly and Gmail Integration Flow

The template introduced here follows the flow of "sending documents via Gmail when an appointment is scheduled in Calendly."

You can set up this automation in the following three steps.

Connect your Calendly and Gmail accounts with Yoom
Set up a trigger to activate when an event is scheduled
Configure the action to send an email

By integrating Calendly and Gmail in this way, sending materials becomes easier.
Don't worry if you think, "But automation settings are complex and difficult, so it might not be for me..."
With Yoom, you can easily set up automation without any coding.
Even if you're not good with machines, Yoom provides templates to ensure peace of mind.

If you haven't used Yoom before, please register for free here.
If you are already using Yoom, please log in.

Step 1: How to Connect Calendly and Gmail Accounts with Yoom

First, let's register Calendly as My App.
On the left side of the screen, go to "My Apps" → "New Connection".
Find Calendly from the list of apps or search by "App Name".

When the following screen appears, please log in to Calendly.

Next, register Gmail as My App, and select Gmail as you did before.
When the following screen appears, please log in to Gmail.

Once the My App registration is complete, Calendly and Gmail will appear in your My Apps section.

Step 2: Set Up a Trigger to Activate When an Event is Scheduled in Calendly

Move on to the automation settings and click "Try it" on the banner below.

When the following screen is displayed, check the "Title" and "Description" and make changes from the page below if necessary.
First, start with the Calendly settings, and click "When an event is scheduled (trigger webhook)".

When the following screen is displayed, let's check the settings.

"App Trigger Title" → Can be changed according to your preference
"Account Information to Link with Calendly" → Check for any discrepancies in the account
"Trigger Action" → When an event is scheduled (trigger webhook)

When the following screen is displayed, select the "Organization URI" from the candidates.
Click "Test" → "Test Successful" → "Save".

When the following screen is displayed, send the Webhook event or execute the trigger event.
Click "Test" → "Test Successful" → "Save".

Step 3: Setting up the Action to Send Materials via Gmail

Next, set up Gmail by clicking "Send Email".
When the following screen is displayed, let's check the settings.

"Title" → Can be changed according to your preference
"Account Information to Link with Gmail" → Check for any discrepancies in the account

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Scroll down and fill in the required fields for "Email Content".
There are already inputs, but if you want to make changes, you can do so on the following screen.
You can attach materials by linking them in the body or, if it's a PDF, by attaching it from the "Add Attachment" section below.

When the following screen is displayed, check the sending content and click "Test" → "Test Successful" → "Save".

Once you turn the app trigger "ON", the automation setup is complete.

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Summary

This time, we introduced a template for "sending materials via Gmail when a schedule is registered in Calendly."
If Calendly and Gmail are not integrated, you will need to manually set schedules and reminders.
When managing numerous projects daily and interacting with multiple clients, the burden of tasks increases, which is a disadvantage.
By integrating Calendly and Gmail, you can streamline schedule management and enhance reminder functionality.
This automation reduces the likelihood of scheduling conflicts and errors when registering appointments.
If the apps are not integrated, the amount of manual work increases, adding to the burden.
Consider implementing Yoom to automate your current tasks.
Start with a free registration to experience the efficiency for yourself.