How to integrate Calendly with Microsoft Teams to automatically send scheduled events from Calendly to Microsoft Teams

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!

How do you share registered schedules with your team? If you are manually notifying every time a schedule is registered, it is recommended to integrate apps and introduce automation.
This time, we will introduce the benefits and methods of integrating Calendly and Microsoft Teams to smoothly share schedules.
If information sharing across the team can be done smoothly, there is a possibility of improving work efficiency. Why not take this opportunity to introduce automation and review your workflow?

Recommended for

・Those who adjust schedules with Calendly
・Teams utilizing Microsoft Teams
・Those who manually share schedules adjusted with Calendly using Microsoft Teams
・Those who want to automate schedule sharing to improve work efficiency

Benefits and Examples of Integrating Calendly and Microsoft Teams

Benefit 1: Easy to grasp schedules

By integrating the apps this time, when a schedule is registered in Calendly, a message can be automatically sent to Microsoft Teams. This increases the likelihood that members will be able to grasp the schedule.
Calendly automatically sends messages to those invited to the schedule, but notifications to other members must be done manually. Therefore, it can be useful when you want to inform in advance that you are unavailable at certain times or to prevent double bookings.

Benefit 2: Easier inter-departmental collaboration

Integrating Calendly and Microsoft Teams may make inter-departmental collaboration easier.
For example, when an online interview is conducted, the HR or general affairs department can adjust the schedule and notify the management or the leader of the assigned department, which should be beneficial. Additionally, by creating a thread on the received message, you can continue the conversation seamlessly.
With easier inter-departmental collaboration, work can be carried out more smoothly, potentially leading to improved work efficiency. It is expected to lead to a review of the workflow.

Benefit 3: Reduction of manual notifications

When a schedule is registered in Calendly, a message can be sent to Microsoft Teams, which is expected to reduce the workload.
For instance, normally, sending a message to Microsoft Teams must be done manually. Doesn't it feel a bit cumbersome to create a message every time you adjust a schedule?
By introducing this automation, you can eliminate the hassle of manually creating messages and reduce notification tasks. As a result, the burden of manually sending messages can be eliminated, potentially reducing the workload.

Now, let's introduce the flow of integrating apps using Yoom.
First, register with Yoom.
Yoom offers a 2-week trial. You can actually operate it and check the usability.

[What is Yoom]

This time, we will automate "Notify Microsoft Teams when a schedule is registered in Calendly" using the template below.

How to Create an Integration Flow between Calendly and Microsoft Teams

The integration flow this time is broadly divided into the following processes.

・Integrate Calendly and Microsoft Teams with My Apps
・Launch Calendly and set it to retrieve information in real-time
・Set up to send messages to Microsoft Teams
・Turn on the trigger button and verify the integration operation between Calendly and Microsoft Teams

Step 1: Integrate Calendly and Microsoft Teams with My Apps

After completing the registration with Yoom, please select "My Apps" from the menu on the left.

Next, click the new connection button at the top right.

Integration of Calendly with Yoom

1. Search

Click the Calendly icon.

2. Log in

The login screen will be displayed, so please log in.

3. Connect to Calendly

‍

The screen will transition. Click the red frame.

4. Integration Complete

If the above display appears, the integration is complete.

Integration of Microsoft Teams with Yoom

1. Log in
‍Log in to Microsoft365. By logging into Microsoft365, the My Apps integration will be completed quickly.

*Regarding Microsoft365 (formerly Office365), if you are not subscribed to the general corporate plan (Microsoft365 Business), authentication may fail.

2. Search

Click the Microsoft Teams icon.

3. Integration Complete

The screen will switch immediately. If the above display appears, the integration is complete.

Step 2: Copy the Template

Next, please copy the template to be used this time.

1. Click "View Details" on the top banner
2. Click "Try This Template" at the bottom of the transitioned screen
3. If you haven't registered with Yoom yet, please register

※ If you have already registered, the login screen will be displayed, so please log in.

When the Flowbot template is copied to "My Projects", the above display will appear.

You will transition to a page like the image, so let's proceed with detailed settings.

Step 3: Setting to Retrieve Calendly Data

1. Open My Projects

Open "My Projects" from the menu on the left side of the screen.

2. Open the copied template
‍Click "【Copy】Notify Microsoft Teams when a schedule is registered in Calendly".‍

3. Select App Trigger

Select "When a schedule is registered (webhook trigger)" from the Calendly icon.
Press Next.

4. Organization Settings

You will transition to the API connection settings screen. Please select an organization.

Select from the organizations displayed by clicking the box.

5. Execute Test

After selecting an organization, press the test button at the bottom.
If "Test Successful" is displayed, click Next.

4. Webhook Settings and Test Execution

Please create an event in Calendly. Then, click the test button in the red frame again.
If "Test Successful" is displayed, the settings are complete. Let's save.
By doing this setting, when an event is newly registered in Calendly, a message will be sent to Microsoft Teams in real-time.

Step 4: Setting to Post to Microsoft Teams

1. Integrate with the App

Select "Send a message to the channel" from the Microsoft Teams icon.
Press Next.‍

2. Set the Channel ID to Post

Set each ID. Click the box.

Select the channel from the list displayed.
The channel ID can also be set in the same way.

3. Confirm the Post Message

Set the content to be posted to Microsoft Teams.
It is already set, but you can add data. Click the box.

Select the Calendly icon.

The data from Calendly that was test-sent earlier will be displayed in a list.
Click and insert the data you want to notify Microsoft Teams.

It will look like the image when inserted.

4. Arrange the Layout

Arrange the layout using symbols, etc.
Note that Microsoft Teams uses the HTML tag <br> for line breaks.

5. Execute Test

Once the settings are done, press the test button at the bottom.
If "Test Successful" is displayed in blue, the settings are complete. Press Save.

6. Turn ON the Trigger

When the creation of the Flowbot is complete, the above display will appear.
The trigger is initially set to OFF, so turn it ON.

‍

Flowbot Template Used This Time
Notify Microsoft Teams when a schedule is registered in Calendly

Other Automation Examples Using Calendly

Yoom has other flow bots that use Calendly. Let's introduce a few!

1. When an event is scheduled in Calendly, send materials via Gmail

By integrating with Gmail, you can attach files. Use this feature to send materials in advance that you want reviewed before the meeting.

2. Register a lead in Salesforce when an appointment is scheduled in Calendly

You can automatically register the person who scheduled an appointment as a lead in Salesforce. This will save you the trouble of manual entry and automate the lead registration process.

3. Add a record to Google Sheets when an appointment is scheduled in Calendly

By transferring the schedule to Google Sheets, it becomes easier to understand and share with members.

Summary

By integrating Calendly, which is convenient for schedule adjustments, with Microsoft Teams, there is a potential to enhance collaboration among team members and departments.
It may prevent double bookings and make it easier to understand members' schedules, thereby simplifying resource management. Additionally, as the need to manually send messages is eliminated, notification tasks can be reduced, potentially decreasing the workload.
Why not consider incorporating automation to efficiently advance your work?