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How to create Google Calendar events from Calendly

By Khamosh Pathak · March 18, 2024
A hero image of the Calendly app logo connected to the Google Calendar app logo on a light blue background.

Calendly is a great way to schedule meetings with someone at a time that works for you. But blocking off time in Calendly might not play nicely with your schedule. A meeting invite sitting in Calendly or your email is easy to miss.

If your day lives in Google Calendar, you can set up a simple Zap—Zapier's automated workflows—to automatically block off new Calendly meetings in your preferred calendar. That way, your Google Calendar will always be up to date. Here's how!

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How to connect Google Calendar and Calendly

Zapier lets you create automated workflows called Zaps, which send your information from one app to another. You can create your own Zap from scratch without any coding knowledge, but we also offer quick templates to get you started. 

If you'd like to start with a template, click on the Zap template to go to the Zap editor. You'll need to create a Zapier account if you don't already have one. Then, follow the directions below to set up your Zap.

Create Google Calendar events from new scheduled Calendly events

Create Google Calendar events from new scheduled Calendly events
  • Calendly logo
  • Google Calendar logo
Calendly + Google Calendar

Set up your Calendly trigger

First, set up your trigger—the event that starts your Zap. If you're using the Zap template, the trigger app and event will already be selected for you. Otherwise, search for and select Calendly as the trigger app and Invitee Created as the trigger event. Click Continue.

A trigger step in the Zap editor with Calendly selected for the trigger app and Invitee Created as the trigger event.

Next, connect your Calendly account, if you haven't already, then click Continue

Now, it's time to customize your action step. In the Webhook subscription scope field, select User. Calendly also has an Organization subscription scope field, but that only applies if you're an admin or an organization owner for a Calendly account. As an individual user, the User setting will do. 

The webhook subscription scope field in the Zap editor with "user" entered in the field.

Then, click Continue

Now, it's time to test your trigger step. Zapier will pull in the most recent Calendly appointments in your account to set up the rest of your Zap. If you don't have any appointments in your account, add one now before testing.

Once you have at least one appointment, click Test trigger. Choose one of the appointments for this test, then click Continue with selected record.

Sample data from a Calendly event in the Zap editor.

Set up your Google Calendar action

Now it's time to set up the action—the event your Zap will perform once it's triggered. If you're using the Zap template, these will already be selected for you. Otherwise, search for and select Google Calendar as your action app and Create Detailed Event as your action event. Click Continue.

An action step in the Zap editor with Google Calendar selected for the action app and Create Detailed Event as the action event.

Next, sign in with your Google Calendar account, if you haven't already, then click Continue.

Now, it's time to customize your action step. First, select the appropriate calendar in the Calendar field. 

Next, create a Summary and a Description for the event. You can use data from Calendly like Event Type Name and Invitee Name to create a customized description. Just click in the field and select the information you'd like to use from the dropdown. You can also add static text and formatting to these fields.

Fields in the Zap editor to customize a Google Calendar event.

Next, make sure to add the Scheduled Event Start Time to the Start Date & Time field, and the Scheduled Event End Time to the End Date & Time field. 

Start date and end date and time fields in the Zap editor.

If you'd like, you can add the invitee email to the Google Calendar invite as well—this will send the invitee an email with the Google Calendar invite. But if you only want to keep this for your own personal calendar, you don't need to do this (Calendly will have already sent them an email invite when that event was created, so you might not want to double send notifications).

The Attendees field with an email added to the field.

After you're done customizing your action step, click Continue.

Next, test your action step by clicking Test step. If your test is successful, you should see a new event added to your Google Calendar with the sample data from the Calendly appointment. This is what our sample event looked like.

A calendar event in Google Calendar.

If everything looks right, your Zap is now ready to use. Now every time someone creates a meeting with you in Calendly, it will automatically show up on your Google Calendar, so you can block your time accordingly.

Related reading:

  • Popular ways to automate Calendly

  • Automate Google Calendar events, notifications, and more

  • 5 calendar automation ideas

  • How to add new Eventbrite events to Google Calendar

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