Notify Microsoft Teams when a specific event is scheduled in Calendly

■Overview

Do you manually share the details in a Microsoft Teams team channel every time a new appointment is booked in Calendly? While this task is simple, it can easily lead to missed updates or delays, potentially affecting preparation for important business meetings. By integrating Calendly with Microsoft Teams, this workflow automatically sends a notification when a specific appointment is scheduled, keeping your team informed and collaboration running smoothly.

■Who This Template Is For

• Sales representatives who share appointments coordinated through Calendly with their team in Microsoft Teams
• HR and recruiting teams who manually notify others about interview schedules set up in Calendly
• Anyone who uses Calendly and Microsoft Teams regularly and wants to streamline information sharing

■Benefits of This Template

• Automatically notify Microsoft Teams when an appointment is scheduled in Calendly, reducing the time spent sharing updates manually.
• Prevent human errors such as delayed notifications and missed updates, ensuring reliable information sharing across your team.

■How the Flowbot Works

1. First, connect Calendly and Microsoft Teams to Yoom.
2. Next, select Calendly as the trigger and set the action to “When an appointment is scheduled.”
3. Then, configure the “Branching” feature in the operation so that subsequent actions run only when specific conditions are met.
4. Finally, configure Microsoft Teams’ “Send a message to a channel” action in the operation to notify the specified channel of the appointment details.

※ “Trigger”: An action that starts the flow. “Operation”: An action that processes information within the flow after the trigger starts.

■Customize This Workflow

• When configuring the branching feature, set conditions to filter the appointments you want to notify others about. For example, you can send notifications only when a specific event type name is included, allowing for flexible customization.
• For the Microsoft Teams message action, customize the destination channel and message body as needed. You can include details retrieved from Calendly, such as the appointment date and time and participant information.

■Important Notes

• Connect both Calendly and Microsoft Teams to Yoom.
• Microsoft 365 (formerly Office 365) offers personal and business plans (Microsoft 365 Business). Authentication may fail if you are not subscribed to a business plan.
• Branching is an operation available on the Mini plan and above. On the Free plan, operations configured in your Flowbot will result in an error, so please take note.
• Paid plans, including the Mini plan, come with a two-week free trial. During the free trial, you can use apps and features (operations) that are otherwise subject to plan restrictions.