Three recipes for Calendly. Each names its trigger and the BlueBot step, lists the fields to map and says how to test it with your own number before anyone else gets a text.
How Calendly connects
Zapier: BlueBot’s Zapier app has a Send Text action and instant triggers for incoming texts and every change of state.
Make: BlueBot’s Make app sends texts and starts scenarios when a text comes in or changes state.
Ask for a phone number on your event type’s booking form.
Start a Zap with Calendly’s Invitee Created trigger.
Add BlueBot’s Send Text action and map the phone number to To.
Write the text with the invitee’s first name and the meeting time mapped in.
Map the fields
BlueBot field
Map it to
To
The person’s mobile number from Calendly. US numbers can leave off the +1.
Text
Hi {{first_name}}, you’re booked for {{event_time}}. Text me here if anything changes.
{{first_name}} in the text
Calendly’s first name field.
{{event_time}} in the text
Calendly’s event time field.
Metadata
source set to calendly, and record_id set to the record’s id, so the status and reply webhooks for this text can find the record again.
Service
Auto, the default: iMessage when the person uses it, otherwise SMS through your iPhone.
Test it
Put your own number in To and press Test step. A text arrives on your phone from your own number, and Zapier shows the message BlueBot returned with state: "queued". Then map Calendly’s field back into To and turn the Zap on.
Start a Zap with Calendly’s Invitee Created trigger.
Use Formatter by Zapier to take one day off the meeting’s start time.
Add Delay by Zapier to wait until that time.
Send the reminder with BlueBot’s Send Text action.
Map the fields
BlueBot field
Map it to
To
The person’s mobile number from Calendly. US numbers can leave off the +1.
Text
Hi {{first_name}}, a reminder that we’re meeting tomorrow at {{event_time}}. Reply here if you need to move it.
{{first_name}} in the text
Calendly’s first name field.
{{event_time}} in the text
Calendly’s event time field.
Metadata
source set to calendly, and record_id set to the record’s id, so the status and reply webhooks for this text can find the record again.
Service
Auto, the default: iMessage when the person uses it, otherwise SMS through your iPhone.
Test it
Put your own number in To and press Test step. A text arrives on your phone from your own number, and Zapier shows the message BlueBot returned with state: "queued". Then map Calendly’s field back into To and turn the Zap on.
Start a scenario with Calendly’s trigger for a canceled invitee.
Add BlueBot’s Send Text module and map the phone number to the recipient.
Write the text with your booking link in it.
Map the fields
BlueBot field
Map it to
To
The person’s mobile number from Calendly. US numbers can leave off the +1.
Text
Hi {{first_name}}, sorry we missed each other. Here’s my calendar if another time works: {{booking_link}}
{{first_name}} in the text
Calendly’s first name field.
{{booking_link}} in the text
Calendly’s booking link field.
Metadata
source set to calendly, and record_id set to the record’s id, so the status and reply webhooks for this text can find the record again.
Service
Auto, the default: iMessage when the person uses it, otherwise SMS through your iPhone.
Test it
Put your own number in To and press Run once. A text arrives on your phone, and the module’s output shows the message with state: "queued". Then map Calendly’s field back into To.
Before you turn it on
Text only people who asked to hear from you. Anyone who replies STOP goes on your stop list, and BlueBot cancels texts to them. Stop words
A text that can’t go yet waits with a hold rather than failing: quiet hours, your Mac away, a daily limit. Holds