Calendly

What it is

Calendly is the booking page you send people to so they can pick a time with you. This connection links that booking page to Joby. When somebody books a time, Joby opens a job for them with their name, email and the time slot already filled in, and puts it in the status you nominate. When somebody cancels, the same job moves to a different status of your choosing.

The page describes itself the same way at the top: "Turn scheduled demos into Joby lead status updates." You never have to copy a booking across by hand, and nobody has to remember to chase the ones that fell through.

You open it from Settings›Connections & AI›Integrations, then click the Calendly tile. On the Integrations page you can find it faster by clicking the Scheduling button in the row of category buttons, or by typing Calendly into the search box at the top right. On a phone, go to More›Integrations and the same tile is there.

When to use it

• You take demo calls, consultations or estimate visits through a Calendly link and you are currently retyping each one into Joby.
• You want the new booking to appear in the right column of your pipeline the moment it is made, even if it comes in at 11pm.
• You want cancellations handled without anybody watching an inbox — the job drops into a "Lost" style status by itself.
• You want the booked time and the person's email on the job so whoever picks it up already has what they need.

Use something else when the job is going the other way. To push jobs you already have in Joby out onto a calendar your team looks at, connect Google Calendar on the same Integrations page instead. To take bookings on your own website with your own questions and service areas, use your Joby booking form under Settings›Booking Form rather than Calendly.

Before you start

• You must be an owner or admin. Connecting, changing the settings and disconnecting are all owner and admin only. Anyone else gets a red message reading "Only an owner or admin can connect Calendly" and nothing is saved.
• Your role needs Integrations access. That is switched on per role under Settings›Team Roles, in the Admin & Settings group, under Integrations. Without it the Integrations page will not open at all.
• Your statuses need to exist first. The two drop-downs are filled from Settings›Pipeline›Lead Statuses and only offer statuses that are switched on, in the order you put them there. Joby starts with Booked Demo and Lost in mind, so either create a status called Booked Demo or be ready to choose two of your own.
• A Calendly account with at least one live event type. Only event types that are currently active in Calendly are offered to you here. A paused or deleted one will not appear in the list.
• Calendly access token permission. You need to be able to create a personal access token in Calendly, and your Calendly plan has to allow it. If it does not, Joby tells you so in plain words when you press Connect.
• One Calendly account per Joby company. This connection belongs to the company you are signed in to, not to you personally. Connecting a second Calendly account replaces the first one.

Step-by-step

1. Create the access token in Calendly

1. Open Calendly in another browser tab and sign in.
2. Go to Integrations & apps›API and webhooks›Personal access tokens. Joby repeats this path under the token box so you do not have to keep this guide open.
3. Create a new token and give it a name you will recognise later, such as "Joby".
4. Copy the whole token. Calendly usually shows it once only — if you lose it, make another one.

2. Connect it in Joby

1. Go to Settings›Connections & AI›Integrations.
2. Click Scheduling in the row of category buttons, or type Calendly in the search box. The Calendly tile reads Connect while it is not set up.
3. Click the tile. The Connect Calendly card opens with a single box labelled Paste your Calendly personal access token.
4. Paste the token and click Connect (pressing Enter does the same thing).
5. A message reading Calendly connected appears and the page changes to show your settings. If it fails you get Could not connect Calendly with the reason underneath — see Common mistakes.

3. Tell Joby which bookings to track

1. Demo event type — the drop-down lists your live Calendly meeting types by name. Joby has already put your first one in here when you connected, so check it is actually the one you want before you move on.
2. When booked — the status a job should land in when someone books that meeting. It starts on Booked Demo.
3. When canceled — the status the job should move to when they cancel. It starts on Lost.
4. Click Save changes. All three are saved together and you get a short Saved message.
5. Read the sentence in the card at the bottom of the page. It spells your choices back to you: "New scheduled invitees become Booked Demo. Canceled invitees become Lost." If that sentence is not what you meant, fix the drop-downs and save again.

4. Test it with a real booking

1. Open your own Calendly booking link in a private browser window.
2. Book the exact meeting type you chose in Demo event type, using an email address you can check — and one that is not already on a job in Joby.
3. In Joby, go to Work›Leads and click the All tab. The new job appears at the top of the list, because the list arrives newest first.
4. Now cancel that booking from the confirmation email and watch the job change status.
5. Delete the test job when you are happy, and you are live.

How to check it worked

• On the Calendly page: a green Connected badge sits next to the Calendly heading on a computer, and the top card reads Connected: your@email with a Disconnect button beside it.
• On the Integrations page: the Calendly tile changes from Connect to Manage, shows a green tick with Connected, and is counted in the Connected button at the top right.
• Your settings stuck: leave the page and come back. The event type and both statuses should read exactly what you saved.
• A booking arrived: the job is at the top of the All tab under Work›Leads, carrying the customer's name, the status you chose, the booked time in Start Time and End Time, and the Calendly meeting name in Service Type.
• The note on the job: open it and the notes contain "Calendly invitee booked a demo." A cancelled one gains "Calendly invitee canceled." underneath.
• A cancellation arrived: the same job is now in your When canceled status — it does not disappear, and the booked time stays on it as a record of what was arranged.

Common mistakes

• Expecting a cancellation to create something. A cancellation only ever updates a job that is already in Joby. If somebody books and cancels while the connection is switched off, there is nothing to update and nothing appears.
• Forgetting that the same email — or phone number — means the same customer. If a booking comes in on an email address that already sits on a job, Joby updates that existing job rather than opening a second one — and it uses the most recently created match. If the email is new but the phone number matches a job you already have, Joby updates that job too: it keeps the email already on the job and records the booking's email in the job notes. That is usually what you want for a repeat customer, but it does mean a colleague's own details used for testing will keep overwriting the same job.
• Waiting for a phone number that was never asked for. Joby fills the phone in only when Calendly actually collected one — either the text-reminder number, or an answer to a booking question with "phone", "mobile" or "cell" in its wording. Add that question to your Calendly event if you want phone numbers.
• Expecting an address. Calendly bookings carry no service address, so the address, service area, ad source and the assigned people are all left blank for your team to fill in.
• Connecting a second Calendly account "as well as" the first. There is only one connection per company. Pasting a new token replaces the old one, and the old account stops sending bookings across.
• Changing settings from a non-admin login. The page opens for anyone with Integrations access, but saving from a non-admin login is refused with "Only an owner or admin can change this setting".