Integration with Calendly

Note: To use this integration, the Calendly subscription must be Professional or higher. Basic (free) and Essentials accounts do not have the required Webhook feature that this integration requires.

To learn how to add in the Calendly link to message templates, see our help article here.

Integration Setup

Calendly

MAKE SURE THE PERSON WHO IS LOGGED IN IS THE ADMIN OR OWNER ROLE IN THE CALENDLY ACCOUNT

Step 1: Go to Integrations & apps on the left side of the screen in the bottom menu

Step 2: Select API and Webhooks

Step 3: Select Generate New Token to generate the API Key

NOTE: THIS MAY ASK FOR AUTHENTICATION FROM A CODE SENT TO THE EMAIL ADDRESS LISTED ON THE ACCOUNT

Step 4: COPY THE CODE AND DO NOT EXIT THE SCREEN. Open a new tab in your browser and navigate to Lead Docket

Lead Docket

Step 5: Go to Manage > Settings > Integrations

Step 6: Open the Calendly box and click Connect to open the new page

Fill out the following fields:

Calendly Access Token: Token you generated from Calendly Account

Calendly Role to Schedule: Choose from the roles in Lead Docket

Default Scheduling URL: You will need to get this from Calendly*

Scheduled Status: Where these leads will go into once they are Scheduled

Cancelled Status: If the lead cancels the appointment, which status should it go into**

**If the Status you choose has a Substatus (i.e. Lost), a new box will pop up next to the Cancelled Status field for you to choose

*Calendly

Step 7: Go back to Calendly. You will need to find out what type of event the intake specialist would choose from

A. Routing Forms

Routing Forms are used in Calendly to determine which event should be scheduled after a series of questions are answered. For example: https://app.screencast.com/GSyn7I7B3ofNt

This routing form example has only one question, Type of Case.

When Motor Vehicle Accident is selected, it gives Taylor's Calendly

When Dog Bite is selected, it gives Toni's Calendly

To set up a routing form, go to Routing Forms in the left menu

Select New Routing Form to begin creating the Routing Form

Choose Start from scratch on the Create a new routing form page

Enter a name for this form

You will then need to add in questions for your logic:

In this example, I created a dropdown field labeled Type of Case and had the options listed as Motor Vehicle Accident, Dog Bite, and Slip & Fall

Once you are done creating your questions, click Next at the bottom of the screen

You will then be taken to a new page for Logic. This is where you determine which event/person the scheduler goes to based on the answers of your form

Click the Create button at the top right of the Routes box

Choose Use form answers on the next page

Use your question(s) to create a specific route for the scheduler.

In this example, I have used

IF Type of Case is Motor Vehicle Accident

Then Destination is Event Type and Event Type is Taylor Kinney, General Meeting (30 Minutes)

Click Save at the bottom of the screen when you are done with your first route

You will be taken back to the Logic screen to add in more routes based on the answer(s) to your question(s)

Once you are finished, click the Publish Form button at the bottom right of the screen

This will generate a pop-up box that gives you the Calendly link needed to be placed in Lead Docket

Go back to Lead Docket and add the Calendly Link as the final step and click Save on the integration

B. Team Link

Team Links are used in Calendly to create different events for the team members listed. For example: https://app.screencast.com/opeb45pTjeP22

To create this link, you must first create a Team in Calendly

Go to your main page in Calendly and under the words Event Types, open the dropdown

Choose New Team

Enter the information into the fields

Team Name:  What you want the Team Name to be displayed as

Team Page: What you want the Calendly link to end with

Welcome Message: The message that appears at the top of the Calendly Scheduling page

Team Members: The team members that you would like to have as an option to the scheduling page

Team Avatar: Company's Logo

Click the Create button at the bottom right

On the next page, choose Group

On the next page, fill out all fields

Event Name: What you want the selection to appear as

Duration: How long should the event last

Host: Choose one host

Location: Choose what type of location

Maximum invitees per event*: Choose how many individuals can subscribe to this event. Cannot be 1 (I suggest 2)

Click the Continue button at the bottom of the page

This will take you to an overview of your booking page

Repeat as many times as needed (number will depend on how many you have in the team)

Once finished, find your Team in Calendly and choose the link in that section

You should always test the link to make sure it looks exactly as you'd like it to be

Once you are sure your Team is set up in the link, copy the link and place in the Calendly integration field in Lead Docket.

To learn how to add in the Calendly link to message templates, see our help article here.