Calendly Integration
Scheduling & MeetingsWhat It Does
Calendly is a professional scheduling platform that transforms how real estate professionals book appointments. Instead of the back-and-forth email tennis of 'Are you free Tuesday?', Calendly provides a branded booking page where clients select from your actual availability. You define your event types (15-minute buyer consultation, 30-minute listing presentation, 1-hour property showing), set your availability windows, and share a link. Clients book themselves instantly, and the appointment syncs to your Google Calendar or Outlook.
Why Real Estate Professionals Use It
Real estate is a relationship business built on responsiveness and professionalism. When a buyer clicks through a Zillow listing at 9 PM on Sunday, they're comparing multiple agents. The one who makes it easiest to book a showing wins. Calendly eliminates scheduling friction—buyers book showings in 30 seconds without waiting for a reply, which dramatically increases conversion from inquiry to scheduled appointment. Studies show that 60% of buyers book with the first agent who responds; Calendly makes you that agent by enabling instant self-booking.
Key Features for Real Estate
Discover how Calendly powers real estate automation workflows
Branded Event Types for Real Estate Scenarios
Create custom event types for different appointment types: '15-Minute Buyer Consultation', '45-Minute Listing Presentation', '1-Hour Property Showing', '30-Minute Virtual Tour'. Each event has its own duration, buffer time, location (office, Zoom, property address), and custom questions.
A buyer books a '30-Minute Property Showing' for 123 Oak St. Calendly asks 'Is this your first showing with us?' and 'Are you working with another agent?'. Answers flow to your CRM so you're prepared before arriving.
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Automation Workflows
Ready-to-deploy workflows powered by Calendly + NextAutomation
Showing Booked → CRM Deal + SMS Confirmation
When a buyer books a property showing via Calendly, this workflow creates a deal in HubSpot with the property address and showing time, sends an SMS confirmation via Twilio with directions, updates Google Calendar, and creates a task for the agent to send pre-showing details 24 hours before.
1Buyer books showing via Calendly link (e.g., 'Book Showing: 123 Oak St')
2Calendly webhook fires to n8n with invitee data: name, email, phone, showing time, custom question answers
3n8n creates or updates contact in HubSpot with showing interest
4Create deal in HubSpot: 'Showing - 123 Oak St' with scheduled date and property details
Buyer receives instant SMS confirmation with directions. Agent's calendar is updated automatically. CRM tracks the showing as a deal. Follow-up tasks are queued. Zero manual data entry required.
Triggers & Actions
Connect Calendly to your workflows with powerful triggers and actions
Triggers
Invitee Created
Fires when someone books a new meeting via your Calendly link. Returns invitee name, email, phone, scheduled time, event type, and answers to custom questions.
Buyer books showing for 789 Pine St. Trigger workflow to create CRM deal, send SMS confirmation, and update agent's calendar with property address and buyer preferences.
Invitee Canceled
Fires when an invitee cancels their scheduled meeting via the cancellation link sent in confirmation emails.
Buyer cancels tomorrow's showing. Trigger workflow to send 'Sorry to miss you' SMS, offer reschedule link, and log cancellation reason in CRM.
Invitee Rescheduled
Fires when an invitee changes their meeting time using the reschedule link. Returns old and new meeting times.
Buyer reschedules showing from Thursday 3 PM to Friday 10 AM. Update CRM deal with new time, send SMS confirmation with updated details.
Invitee No-Show
Fires when a scheduled meeting time passes without the invitee showing up (requires manual trigger or time-based workflow check).
Showing scheduled for 2 PM; by 2:15 PM no contact. Trigger workflow to mark no-show in CRM, send 'We missed you' SMS with reschedule link.
Meeting Started
Fires when a scheduled meeting's start time arrives (useful for time-based automations).
15 minutes after showing starts, trigger workflow to send post-showing feedback form: 'What did you think of 123 Oak St?'
Meeting Ended
Fires when a scheduled meeting's end time is reached.
30 minutes after showing ends, send SMS: 'Thanks for viewing 123 Oak St! Interested? Reply YES to discuss next steps.'
Actions
Create Event Type
Programmatically create new Calendly event types (e.g., 'Showing - 123 Main St') with custom duration, location, and questions.
New listing goes live. Auto-create Calendly event type 'Showing - 123 Main St' with property address and custom question: 'Are you pre-approved?'
Cancel Meeting
Cancel a scheduled Calendly meeting programmatically and optionally notify the invitee.
Property goes under contract. Cancel all upcoming showings for that property via Calendly API, send SMS: 'Property now under contract. Let me show you similar homes: [link]'
Get Invitee Details
Retrieve full details about a scheduled meeting, including invitee responses to custom questions.
Agent prepares for showing by querying Calendly for buyer's answers to 'Budget range', 'Pre-approval status', 'Must-have features' before arriving.
List Scheduled Events
Query all scheduled meetings for a specific date range or event type.
At end of week, generate report of all showings scheduled for next week, grouped by property. Send to team via Slack for coordination.
Update Event Type Availability
Change availability hours for an event type (e.g., block out vacation days, adjust showing hours).
Agent goes on vacation. Automatically block Calendly availability for 2 weeks, redirect bookings to backup agent's calendar.
Send Reschedule Link
Generate and send a unique reschedule link for a specific booked meeting.
After no-show, send personalized SMS: 'Hi [Buyer], want to reschedule? Use this link to pick a new time: [unique reschedule link]'
Add Invitee to Event
Manually add someone to a scheduled group event (useful for collective scheduling or team showings).
Buyer's spouse wants to join scheduled showing. Add spouse's email to Calendly event, send them confirmation with details.
Setup Guide
Get started in approximately 10 minutes for basic setup; 30 minutes for full webhook integration and first automation workflow
Prerequisites
- Calendly account (free or paid tier)
- Google Calendar or Outlook calendar synced to Calendly
- Calendly API key (generated in Settings → Integrations → API & Webhooks)
- n8n instance with Calendly node available
Create Calendly Account and Sync Calendar
Sign up at calendly.com and connect your Google Calendar or Outlook account. This allows Calendly to check your availability and block off booked times. Set your default availability hours (e.g., Mon-Fri 9 AM - 6 PM) and timezone.
Use your primary business calendar where showings and appointments are already scheduled. Calendly will avoid double-booking by checking this calendar for conflicts.
Create Event Types for Real Estate Scenarios
In Calendly, go to Event Types and create: (1) '15-Min Buyer Consultation' (video call), (2) '45-Min Listing Presentation' (in-person or video), (3) '1-Hour Property Showing' (in-person), (4) '30-Min Follow-Up Call' (phone). Set duration, location type, and buffer time for each.
For property showings, use 'Custom Location' and dynamically change the address per booking. Add 15-min buffer after showings for travel time.
Add Custom Intake Questions
For each event type, add custom questions to collect information before booking. Examples: 'What's your budget range?', 'Are you pre-approved?', 'Preferred neighborhoods?', 'How soon are you looking to buy/sell?'. Mark critical questions as required.
Keep questions short (5-7 max) to avoid booking abandonment. Use dropdowns for easier data entry and consistent answers.
Generate Calendly API Key
In Calendly, go to Settings → Integrations → API & Webhooks. Click 'Generate New Token', copy the API key. This key allows n8n to read and write Calendly data.
Treat API keys like passwords—store securely in n8n credentials, never commit to Git. If exposed, regenerate immediately.
Set Up Webhook in Calendly
In Calendly, go to Settings → Integrations → API & Webhooks → Create Webhook. Create an n8n webhook node first, copy its URL, then paste into Calendly. Select events to trigger: Invitee Created, Invitee Canceled, Invitee Rescheduled. Calendly will POST data to n8n when these events occur.
Test webhook by booking a test event and checking n8n execution log. You should see JSON payload with invitee name, email, phone, and meeting time.
Connect Calendly to n8n
In n8n, add a Calendly node. Click 'Create New Credentials', paste your API key. Test connection by adding a 'Get User' action and executing—it should return your Calendly user profile.
Save credentials as 'Calendly - Production' for reuse across workflows. Keep a 'Calendly - Test' credential for development to avoid polluting real data.
Build Your First Workflow: Showing Booking Automation
Create n8n workflow: Webhook (Calendly Invitee Created) → Extract data (name, email, phone, showing time) → Create HubSpot deal → Send Twilio SMS confirmation → Add to Google Calendar → Create follow-up task. Test by booking a test showing and verifying data flows correctly.
Start simple with just CRM creation and SMS confirmation. Once working, add layers like AI-generated messages, pre-showing prep emails, and post-showing follow-ups.
Customize Confirmation and Reminder Emails
In Calendly, go to each event type → Notifications & Cancellation. Customize confirmation email with your brand voice, include directions, parking instructions, and contact info. Enable SMS reminders (requires phone number collection) to reduce no-shows.
Use 'Insert Custom Variable' to personalize messages with invitee name, property address, or custom question answers. Include your headshot for personal touch.
Frequently Asked Questions
Common questions about Calendly integration
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