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

When you receive a lot of emails every day, it can be quite a hassle to save files to Dropbox each time.
Moreover, many people might have experienced the struggle of missing a file save or saving a file in the wrong folder, making it difficult to find later.

In this article, we will introduce a method to automatically save files received in Gmail to Dropbox!

By using no-code tools, you can easily set up automation between Gmail and Dropbox.
You can start using it right away, so be sure to give it a try!

Recommended for

Those who want to automatically upload files attached to Gmail to Dropbox
Those who want to integrate Gmail and Dropbox to facilitate smooth file sharing within the team
Those who want to prevent the loss of attachments and ensure proper document storage

For those who want to try it immediately

In this article, we will introduce the integration method using the no-code tool "Yoom".

No complicated settings or operations are required, and even non-engineers can easily achieve it.

You can start right away using the template below, so please give it a try!

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 materials via Gmail when an appointment is scheduled in Calendly."
By integrating Calendly with Gmail, you can streamline schedule management and enhance reminder functions.
We will discuss the advantages and disadvantages of app integration and automation settings, so please read to the end.

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

Integrating Calendly with Gmail offers the advantage of streamlining schedule management and enhancing reminder functions.
If the apps are not integrated, you need to set schedules and reminders manually, 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 enter meeting schedules into Gmail's calendar.
This reduces the likelihood of common errors like duplicate entries or mistakes when registering schedules.
It also allows for automatic communication of important information to those who have booked meetings, enabling quick information verification.

Advantage 2: Enhance Reminder Functions

Integrating Calendly with Gmail offers the advantage of enhancing reminder functions.
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 progress, allowing you to tackle important tasks.
This automation is recommended for those struggling with extensive task management or project managers.

Disadvantage: Increase in Manual Work

Not integrating Calendly with Gmail results in the disadvantage of increased manual work.
If the apps are not integrated, you need to manually set schedules and reminders.
For those managing numerous projects and interacting with multiple clients daily, the increased workload 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 materials via Gmail when an appointment is scheduled in Calendly."

You can set up this automation in the following 3 steps.

Connect your Calendly and Gmail accounts with Yoom
Set up a trigger to activate when an appointment is scheduled
Set up an 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 seems out of reach for me..."
With Yoom, you can easily set up automation without any coding.
Even if you're not good with machines, Yoom provides templates, so you can feel at ease.

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

Step 1: How to connect Calendly and Gmail accounts with Yoom

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

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

Next, register Gmail as a My App, and select Gmail in the same way as 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: Setting up a trigger to activate when an appointment is scheduled in Calendly

Move on to setting up automation, and click "Try it" in the banner below.

When the following screen is displayed, check the "Title" and "Description", and if you want to make changes, do so from the page below.
Start with the Calendly settings, so please click "When an appointment is scheduled (trigger webhook)".

When the following screen is displayed, check the settings.

"App Trigger Title" → Can be changed as you like
"Account Information to Link with Calendly" → Check for any discrepancies in the account
"Trigger Action" → When an appointment 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 a webhook event or execute the event that triggers it.
Click "Test" → "Test Successful" → "Save".

Step 3: Setting Up the Action to Send Materials by Integrating with Gmail

Next, set up Gmail, so please click "Send Email".
When the following screen is displayed, check the settings.

"Title" → Can be changed as you like
"Account Information to Link with Gmail" → Check for any discrepancies in the account

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Scroll down and enter the required fields for the "Email Content".
There is already input, but if you want to change it, you can do so on the screen below.
Attach the materials by linking them in the body or, if it's a PDF, attach 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 "When an appointment is registered in Calendly, send materials via Gmail."
If Calendly and Gmail are not integrated, you need to manually set schedules and reminders.
If you handle numerous projects daily and interact with multiple clients, the burden of work increases, which is a disadvantage.
By integrating Calendly and Gmail, you can streamline schedule management and enhance reminder functionality.
This automation makes it less likely for scheduling overlaps or mistakes when registering appointments.
If you don't integrate the apps, there will be more manual tasks, increasing the burden.
Be sure to implement Yoom to automate your current tasks.
First, register for free and experience the efficiency for yourself.