How to integrate Calendly with Google Chat to receive notifications in Google Chat when an event is scheduled in Calendly

Calendly is a convenient tool for schedule management. It offers robust synchronization with calendars and notification features, providing support for smoothly managing daily schedules.
However, if you manually send notifications to Google Chat every time a new appointment is created in Calendly, it can take up your time and prevent you from focusing on your core tasks.
This article will detail the benefits of integrating Calendly with Google Chat and how to proceed with the setup.

Recommended for

The content introduced this time is recommended for the following people!

・Those who are using both Calendly and Google Chat and want to streamline notifications
・Those who want to share reservation information with their team in real-time to prevent response errors
・Those in sales or customer support who want to simplify team schedule sharing

Benefits and Examples of Integrating Calendly with Google Chat

Benefit 1: Strengthening Team Collaboration

By integrating Calendly with Google Chat, notifications are automatically sent to the entire team whenever an appointment is registered, allowing for smooth sharing of the latest information.
For example, if a meeting with a client is set up by the sales team, that appointment is quickly notified to the entire team.
Important information such as who will conduct the meeting, the date and time, client name, and even the purpose is shared, making it easier for the entire team to accurately understand the situation.
Moreover, for sales managers, it becomes easier to grasp the team's schedule and progress in real-time, enabling them to provide necessary support or adjustments at the right time.
As a result, it helps create an environment where all members can focus on their roles.

Benefit 2: Streamlining Schedule Management

By utilizing the mechanism where appointments registered in Calendly are notified in Google Chat, you can reduce the risk of missing important meetings or double bookings.
For instance, if a project manager in the IT department is handling multiple projects simultaneously, they can receive notifications in Google Chat every time a meeting schedule for each project is registered in Calendly.
With automatic notifications, they can accurately grasp which project is having a meeting and when, allowing them to adjust schedules to avoid overlaps.
As a result, it will lead to reduced schedule overlaps and improved quality of work.

Benefit 3: Improving Customer Response Accuracy

Immediate notifications to Google Chat allow you to quickly check reservation information from customers or clients.
For example, if a staff member in the customer support department receives an inquiry from a client and a meeting reservation is set through Calendly, they can receive immediate notifications in Google Chat.
This enables the staff to check the customer's past inquiry history in advance or gather relevant materials.
Additionally, it allows for the appropriate communication of information to related departments or stakeholders, making it easier to provide a consistent response.
As a result, it may not only improve efficiency but also enhance the quality of interactions with customers.

In this article, we will proceed with the integration using Yoom.
If you haven't used it yet, please take a look at First Time with Yoom.

[What is Yoom]

How to Create a Flow for Integrating Calendly with Google Chat

This time, we will create a flow of [Notify Google Chat when an appointment is registered in Calendly].

The integration flow is broadly created through the following processes.

・Registering Calendly and Google Chat as My Apps
・Setting a trigger to activate when an event is scheduled in Calendly
・Configuring to send messages to Google Chat
・Testing and verification

Step 1: Integrating Calendly and Google Chat with My Apps

First, log in to your Yoom account.
If you do not have an account, please create one on the Yoom account creation page.

1. Click on My Apps, then click on New Connection.

2. You can search by app name in the input field.
Search for Calendly and Google Chat respectively and register them.

Registering Calendly as My App

Let's start by registering Calendly. Enter "Calendly" in the input field, and the Calendly icon will appear. Click on the icon.

1. The following screen will appear.
Enter the Application ID and Secret.
Click "Add" to complete the registration of Calendly as My App.

Registering Google Chat as My App

Integration with Google Chat is only possible with Google Workspace.
For more details, refer to here.
Search for Google Chat in the same way and click on the icon.

1. The following screen will appear.
Click "Sign in with Google".

2. Enter the Client ID and Client Secret.
For detailed instructions on registering Google Chat as My App, refer to here.
Once you have finished entering, click "Register".

This concludes the registration of Calendly and Google Chat as My Apps.

Once the registration is successful, the following screen will be displayed.
Check if the icons for Calendly and Google Chat are displayed on the My Apps screen.

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For more detailed information about Yoom, please check the Yoom Help Center.

Selecting a Template and Preparing the Storage Location

Click "Try it" from the link below.

If the following display appears, the template copy is successful.

Step 2: Set up a trigger to activate when an expense request is approved in Calendly

1. First, click on "When an event is scheduled (webhook trigger)" at the top.

2. You can set the title freely.
Enter the account information to link with Calendly.
Select "When an event is scheduled (webhook trigger)" as the trigger.
Once you have finished entering, click "Next".

3. Set the organization URI.
When you click on the input field, suggestions will appear, so select from them.
Once the setup is complete, click "Test" and if there are no issues, click "Next".

3. The following screen will be displayed. Click "Test" and if there are no issues, click "Save".

Step 3: Set up notifications in Google Chat

1. Finally, click on the "Send Message" icon.

2. Enter the account information to link with Google Chat.
Select "Send Message" as the action.
Once you have finished entering, click "Next".

3. Set the resource name of the space and message content.
When you click on the input field, the output you obtained earlier and suggestions will be displayed.
Select the resource name of the space from the suggestions.
When you click on the message editing field, the output will be displayed, so use it as needed.
Once the setup is complete, click "Test" and if there are no issues, click "Save".

4. With this, the flow of [Notify Google Chat when an event is scheduled in Calendly] is complete.

Step 4: Test and Verify

Once the setup is complete, the following screen will be displayed.
Click the "Turn on Trigger" button to activate the flow bot.

No need to worry if you don't have programming knowledge.
With Yoom, you can easily complete the setup without any code.
Try this convenient flow from the link below.

Other Automation Examples Using Calendly

There are many other examples of automation using Calendly on Yoom, so here are a few.

1. This flow registers a record in kintone when an appointment is scheduled in Calendly.
‍ By using this template, a record is automatically registered in kintone when an appointment is scheduled in Calendly.
This eliminates the need for manual input into kintone, making it easier to prevent information registration omissions and helping to improve work efficiency.

2. This is a flow to create a page in Notion when an event is scheduled in Calendly.
‍By using this template, you can automatically create a page in Notion whenever an event is scheduled in Calendly.
This will reduce the effort of manually organizing contacts and information, allowing you to establish a more efficient working environment.

3. This is a flow where once an appointment is registered in Calendly, it integrates with Gmail to send materials.
‍ By using this template, you will be able to send materials via Gmail when an appointment is registered in Calendly.
This allows for quick material dispatch based on appointments, reducing the workload and the risk of sending errors.

Summary

By integrating Calendly with Google Chat, you can now automatically receive notifications in Google Chat whenever an appointment is scheduled in Calendly.
This reduces the need to repeatedly check the management screen or notification emails, allowing for smoother information sharing.
Yoom is an automation tool that even beginners can start using easily, without requiring programming knowledge.
By automating daily routine tasks and detailed work prone to errors, you can improve work efficiency and aim for a more relaxed working style.
Try using Yoom to enhance your work efficiency!