Calendly Integration

Overview

Connect Calendly so OutCallerAI agents can check real availability and book meetings during voice calls. Confirmed bookings appear on the Dashboard calendar and Calendly emails the invitee automatically.

Capabilities

• Live booking: Agents fetch real Calendly availability and book meetings during Live calls.
• Event type mapping: Attach a Calendly event type to one or more usecases from Integrations Setup.
• Confirmation emails: Calendly sends the calendar invite and confirmation email to the invitee after a successful booking.
• Dashboard calendar: Booked meetings appear on Dashboard → Calendar alongside reminders and callbacks.
• OAuth connection: Connect with Calendly OAuth — reconnect anytime from the integration drawer.
• Reschedules via Calendly link: When an invitee reschedules in Calendly, OutCallerAI updates the same calendar meeting in place (no duplicate canceled + new event).

Prerequisites

• A paid Calendly plan that supports API booking.
• At least one active Calendly event type.
• An OutCallerAI usecase with an assigned agent.
• Invitee email collection in the calling workflow.

Setup

1. Open Integrations: Go to the Integrations Dashboard and select Calendly.

2. Connect Calendly: Click Connect Calendly and complete Calendly OAuth for the account that owns your event types.

3. Sync event types: On the Setup tab, click Sync to refresh active Calendly event types.

4. Map event type → usecase: Add mappings where you choose:

   • Event type (required) — for example “30 Minute Meeting”
   • Target usecase (required) — the usecase whose AI agent can book that event

   Use Add more to attach the same event type to additional usecases. Each usecase can use one event type.

5. Save: Save the mappings. Edit or Delete a saved mapping later from the same Setup tab.

6. Run a call: Place a call on a mapped usecase. When the lead wants to schedule, the agent uses getMeetingAvailability / bookMeeting to offer real slots and book after confirming email. Mappings are stored as campaign scheduling config.

How it works

During a live call on a mapped usecase:

1. Confirm the invitee email.
2. Fetch open slots with getMeetingAvailability — agents must not invent times.
3. Offer the returned local times to the lead.
4. Book the chosen slot with bookMeeting.
5. Only confirm the meeting after the booking tool succeeds. Calendly emails the invitee.

Bookings show on Dashboard → Calendar as meeting events (for example 30 Minute Meeting - Bhanwar).

Verify the integration

Place a test call on a mapped usecase, request a valid returned slot, and complete the booking. Confirm the event in Calendly, the invitee email, and the matching Dashboard calendar entry.

Troubleshooting

• Availability hours, cancelled slots, and invite templates stay in Calendly.
• Reschedule and cancel emails are sent by Calendly. OutCallerAI syncs status over webhooks: true cancels become canceled; reschedules update the existing Dashboard calendar event to the new time.
• Calendly booking is separate from follow-up tasks. A successful Calendly book does not replace REMINDER / CALL_BACK_AGAIN / SEND_DOCUMENTS created by post-call processing.
• Manage all usecase event type assignments from Integrations → Calendly → Setup.
• If no slots are returned, check availability, buffers, event type status, and the saved usecase mapping.
• If booking fails, confirm the invitee email and reconnect Calendly if OAuth access was revoked.

Disconnect

Select Disconnect Integration in the Calendly drawer. Reconnect and sync event types again when switching accounts. Existing provider bookings remain in Calendly.