Zapier: Calendly Integration - Send an Automated Appointment Reminder (with Rescheduling Option)

Introduction

In this article, we will explain how to send an automated appointment reminder (with Rescheduling Option) as a WhatsApp message. This is part 3 of the Calendly x Superchat series. If you haven’t watched the first two parts on Contact Synchronization and Appointment Confirmation, please do so. Important! This guide only covers the path where a contact is created in Superchat. The same steps apply to contact updates as well.

Video Tutorial

Step-by-Step Guide

1. Add a Formatter and select Date/Time as the Event.

    

   

    

   1. Choose Add/Subtract Time under Transform.
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   2. Select the Output of formatted date from step 4 as the Input.
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   3. Add -1 day in Expression (to remind one day before the appointment).

       

       

2. Translate the event date to the correct language (optional):

    

   

    

   1. Choose the Source Language of the Event.
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   2. Select the Output from the formatted date in step 8 as the Text.
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   3. Choose the Target Language for the Time/Date translation.

       

       

3. Add a Delay and select Delay Until as the event.

    

   

    

   1. Choose the Output from step 8 for Date/Time Delayed Until.
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   2. Select “Continue if it’s up to one day (default)” as How should we handle dates in the past?

       

       

4. Create a WhatsApp Template with the reminder message, including a dynamic URL as a Call-To-Action button.

    

   

    

    

5. Add another Formatter and select Text as the Event.
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   1. Choose Replace under Transform.
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   2. Select the Reschedule URL from step 1 as the Input.
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   3. Copy the URL up to https://calendly.com/ from the Reschedule URL and paste it in Find (everything after "https://calendly.com/" should be dynamic and individual for each contact).

       

       

6. Set the next step to Superchat and choose Send WhatsApp Template as the Event.
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   1. Select the Output from step 3 (formatted phone number) for To (Phone Number or Contact ID).
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   2. Choose the WhatsApp Template created earlier as Template.

       

Next Step

We recommend reading the following article to add a step in the Zap that automatically sends info materials via WhatsApp after the appointment.
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