When an event is created in Calendly, create an event in the Microsoft Teams calendar and notify attendees

■Overview

After scheduling a meeting in Calendly, manually transferring the event to Microsoft Teams and notifying everyone involved can be time-consuming. This is especially true when multiple team members are involved, as it can lead to integration errors and missed notifications. With this workflow, creating an event in Calendly triggers the automatic creation of an event in the Microsoft Teams calendar and notifications to the relevant participants, making team schedule management more efficient.

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■Who This Template Is For

• Teams that use Calendly and Microsoft Teams for scheduling
• Teams that manage schedules manually and struggle with data entry errors or missed notifications
• Those who want to automate routine tasks such as follow-ups and event creation after scheduling, so they can focus on core work

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■Benefits of Using This Template

• When an event is created in Calendly, it is automatically added to Microsoft Teams and notifications are sent, reducing the time spent on manual tasks
• Prevent human errors such as manually entering events incorrectly or failing to notify participants, helping your team manage schedules accurately

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■Workflow Steps

1. First, connect Calendly and Microsoft Teams to Yoom
2. Next, select Calendly as the trigger and set the action to “When an event is scheduled”
3. Then, set the Microsoft Teams operation to “Create an event in the calendar” and map the event details retrieved from Calendly
4. Next, set the Microsoft Teams operations to “Create a channel” and “Add members to a private channel” to automatically prepare a channel for the meeting
5. Finally, set the Microsoft Teams operation to “Send a message to a channel” to notify the created channel of the meeting details

* “Trigger”: An action that starts the workflow. “Operation”: An action that processes data within the workflow after the trigger runs.

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■Customization Options

• In the Calendly trigger settings, specify the URI of the organization you want to target. This allows you to automate only events for specific organizations or users
• In each Microsoft Teams operation, specify the user ID for creating the event and the team ID for creating the channel and sending notifications

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■Notes

• Connect both Calendly and Microsoft Teams to Yoom.
• Microsoft 365 (formerly Office 365) offers plans for home users and business users (Microsoft 365 Business). Authentication may fail if you are not subscribed to a business plan.