The Calendly trigger lets you start an automation automatically whenever someone books or cancels a meeting in Calendly. It is a native trigger node — no third-party tool like Zapier is required.
Use it to send booking confirmations via WhatsApp, notify a teammate when a meeting is cancelled, or create and update contacts as appointments come in.
What do I need before I start?
You need two things before you can use the Calendly trigger:
A Calendly account with at least one event type configured.
A connected Calendly integration in Superchat. If you have not connected one yet, the trigger node shows a Connect with Calendly button. Click it, log in to Calendly in the popup that appears, and grant Superchat the required permissions. Superchat will then automatically register a webhook with Calendly so events flow in.
Connecting and disconnecting a Calendly integration is an admin action. Any user who can edit automations can use an existing integration.
How do I add the Calendly trigger to an automation?
Open the automation builder and select the Calendly trigger as the start node. The configuration panel on the right walks you through the following steps.
Choose a Calendly account. Select the connected integration you want this automation to use. If you manage multiple Calendly accounts, they all appear here. A warning icon means the integration is in an unhealthy state and needs reconnecting.
[Add Screenshot: Calendly account dropdown in the trigger configuration panel, with a healthy integration selected and the warning icon state visible]
Choose a Calendly event type. Select which calendar this automation should watch (for example, "30 Minute Meeting" or "Discovery Call"). Use the refresh button if you have just created a new event type in Calendly and it is not showing yet.
[Add Screenshot: Event type dropdown showing a list of Calendly calendars, with the refresh button visible]
Choose what to trigger on. Select either Calendly appointment booked (fires when someone books a meeting) or Calendly appointment cancelled (fires when a booking is cancelled). One trigger node handles one event at a time.
[Add Screenshot: Trigger event dropdown with "Calendly appointment booked" and "Calendly appointment cancelled" as options]
Map output variables. Once an event type and trigger event are selected, the panel shows an Output variables section. Superchat pre-maps a set of useful variables by default. You can keep the defaults, rename them, add more from the full Calendly payload, or remove any you do not need. A sample payload is shown to help — Superchat uses the most recent real webhook received, or a generic skeleton if none have come in yet.
[Add Screenshot: Output variables section showing the default pre-mapped variables and the "Add more variables" button]
Add downstream steps and publish. Build the rest of your automation using the output variables as dynamic values. Once published and active, Calendly events will start triggering it.
What variables does the Calendly trigger output?
The trigger exposes Calendly event data as variables that other nodes can use — for example as message placeholders or contact field values.
Default variables
Variable | What it contains |
| Invitee's email address |
| Invitee's first name |
| Invitee's last name |
| Calendly's reference URI for the scheduled event |
| Link the invitee can use to cancel |
| Link the invitee can use to reschedule |
| Name of the Calendly event type (e.g. "30 Minute Meeting") |
| Meeting start time (ISO 8601) |
| Meeting end time (ISO 8601) |
| Meeting notes attached to the event |
Automatically suggested variables
Superchat also suggests variables for any custom questions the invitee answered when booking (one variable per question), and for each host on the event (host_1, host_2, and so on).
Custom variables
Use the Add more variables modal to turn any field from the Calendly payload into a named variable — for example, the invitee's timezone, the meeting join URL, or the location type. Give each custom variable an identifier and a type (Text, Number, Boolean, Email, or Date).
[Add Screenshot: "Add more variables" modal showing a list of available Calendly payload fields with identifier and type inputs]
Variable identifiers must be unique within the trigger. If a field in the webhook payload is empty or null, the corresponding variable will simply be empty for that run.
How can I use the Calendly trigger?
Send a WhatsApp booking confirmation Trigger: Calendly appointment booked → WhatsApp template node using first_name, event_name, event_start_time, and cancel_url as template variables. The invitee receives a personalised confirmation the moment they book.
Notify a teammate on cancellation Trigger: Calendly appointment cancelled → Assign conversation node or internal note using first_name, event_name, and event_start_time. Your team is informed straight away so they can follow up.
Create or update a contact on booking Trigger: Calendly appointment booked → Create or update contact node using email, first_name, and last_name. Contacts are kept in sync with your Calendly bookings automatically.
Why is my automation not working?
The automation did not run after a booking. Check that the trigger is set to Calendly appointment booked (not cancelled), that the correct event type is selected, that the automation is published, and that the Calendly integration is healthy (no warning icon).
A new event type is not appearing in the dropdown. Click the refresh button next to the event type dropdown — Superchat re-queries Calendly on demand.
A custom field I added in Calendly is not available as a variable. Auto-detected questions and hosts are based on the most recent sample webhook. Make a test booking after adding the field — once the new webhook arrives, the question appears in the variable mapping.
I want to react to both bookings and cancellations. Create two separate automations, each with its own Calendly trigger — one set to booked and one to cancelled. This is by design.
The integration is showing a warning icon. The Calendly token has expired or been revoked. Reconnect the account from your integration settings and the automation will resume.
Who can connect and manage the Calendly integration?
Connecting an integration: Admin only.
Using an existing integration: Any user who can edit automations.
Scope of access: Connecting a Calendly account gives Superchat access to the entire Calendly organisation, not just the personal calendar. All event types across your team are visible.
Disconnecting: Removing a Calendly integration also removes the corresponding webhook in Calendly. Automations that depended on it become invalid until repointed to another integration.