Problem It Solves

Businesses often juggle Calendly bookings and a separate sales tool (Pipeline) by copying details over by hand. This manual handoff leads to missed or delayed follow-ups, incomplete records, and wasted time. By automating the process, every booked meeting becomes a task (“ask”) in Pipeline the moment it’s scheduled, ensuring your reps never forget an appointment or scramble to track details.

Process Overview

1. A prospect books a meeting through Calendly.

2. Zapier detects the “New Event” in Calendly.

3. Zapier creates an “ask” (a simple reminder card) in Pipeline with name, email, event type, and scheduled time.

4. The assigned rep receives a notification (email or Slack) when the ask appears.

5. Reps see the ask in their Pipeline view and move it along (e.g., from “Scheduled” to “Completed”).

6. If the event is canceled or rescheduled, a follow-up Zap updates or removes the original ask.

Key Features & Capabilities

• Instant Task Creation
  Every new Calendly booking becomes a Pipeline “ask” automatically—no copying or manual entry.

• Clear Field Mapping
  Map basic Calendly details (Name, Email, Event Type, Date/Time) into Pipeline’s ask fields so nothing is left out.

• Real-Time Notifications
  Send an email or Slack alert to the rep as soon as a new ask is created, so they know exactly what needs attention.

• Automatic Updates
  If a prospect reschedules or cancels, Zapier updates or archives the ask in Pipeline, keeping your task list accurate.

• No Technical Jargon
  An “ask” in Pipeline is just a straightforward task card or reminder—like a sticky note—so there’s no confusing setup.

Typical Use Cases

• SaaS Demo Team
  Prospects book demos through Calendly, and each demo automatically appears as a task in Pipeline. Reps never miss a scheduled demo, improving show-up rates and follow-up speed.

• Customer Success Onboarding
  Onboarding calls scheduled via Calendly turn into “asks” labeled “Welcome Call” in Pipeline. Success managers see each upcoming call at a glance, handle cancellations, and follow up immediately afterward.

Prerequisites & Client Responsibilities

• Calendly Account
  Have a Calendly plan that supports Zapier integration and includes the event types you need.

• Pipeline CRM Access
  Ensure you use Pipeline and can create or modify “asks” (task cards) in your workspace.

• API Credentials
  Provide your Calendly API key and Pipeline API token so Zapier can connect and create tasks on your behalf.

• Event Type Definitions
  Decide which Calendly event types (e.g., “Demo,” “Consultation”) should generate asks in Pipeline.

• Team Permissions
  Identify who on your team needs “Viewer” access (to see incoming asks) vs. “Editor” access (to adjust field mappings or tweak the workflow).

Pricing

• One-Time Setup: $300
  (Set up the Calendly trigger, build and test the “Create Ask” Zap from Calendly to Pipeline, and confirm field mapping.)

• Monthly Support: $70/month
  (Ongoing Zap monitoring, updates if Calendly or Pipeline fields change, and general troubleshooting.)