Calendly for Freshdesk

About

This application connects Calendly with Freshdesk. Scheduling, rescheduling, and cancellation can all be done within the Freshdesk. The Calendly dashboard gives the complete record of all upcoming events, past events, and their corresponding status. Quick notifications of booked meetings in the application help easy tracking of events and make us available for meetings on time.

Pre - requisites

Application Installation

Application working

Appointment from Tickets

Appointment from Contacts

Real-time Notifications

Manage App Users

Reset Application

Pre - requisites

Should have a Freshdesk account.
Should have a Paid Calendly account.

Features

Schedule Calendly appointments from Freshdesk Tickets and Contacts using any of the Calendly events
View the details of the Calendly appointments booked within the Ticket
Instantly schedule Calendly appointments from anywhere within Freshdesk
Access the history of appointments with the contact from both the Ticket and Contact
Receive real-time notifications for the Calendly appointments
Access the integration at all times in a separate tab.

Application Installation

Step 1: Go to the Freshdesk Marketplace and click the "Install" option to install the application in the Freshdesk account.

Step 2: Enter your Calendly Access Token and Click on 'Install'.

Step 3 : Initially, Authorize your Freshdesk account with the Freshdesk credentials.

Step 4: Go to the profile settings to access the Freshdesk API Key.

Step 5: Copy the FreshDesk API key.

Step 6: Enter all the Credentials and click the "Authorize Now".

Step 7: Next, Enter all the Calendly account Credentials and authorize Calendly.

Step 8: Open the Settings page of the extension and access the 'Incoming Events Sync'.

Step 9: You can configure the Incoming settings to receive the incoming events and create Freshdesk tickets or contacts.

Step 10: Click open the profile icon and access the entire Settings page of the extension Calendly for Freshdesk.

Application working

Appointment from Tickets

Go to any of the Freshdesk Ticket and click on the Ulgebra icon then select Calendly Meeting.

You can now view the list of all the Calendly events. Click on 'Book' adjacent to the name of the event you wish to book the appointment using.

Select the date for booking and appointment time then Click on 'Next'.

Enter the required Details for booking the appointment and select 'Schedule Event'.

Access the details of the appointments booked within the respective ticket as Notes.

Appointment from Contacts

Go to any of the Freshdesk contact and click on the Ulgebra icon then select the Calendly meeting.

Select the required Calendly event to book the appointment.

Select the appointment date and time then schedule the Calendly appointment.

Enter the required Details for booking the appointment and select 'Schedule Event'.

Access the details of the appointments booked within the respective contact as Notes.

Events History

Click on 'Events History' and you can now view all the upcoming and past Calendly appointments booked.

Search for any email id to view the appointments scheduled using the particular contact.

You can cancel an upcoming appointment.

Click on Cancel. In order to complete cancellation, click on 'Yes, cancel'.

In order to reschedule the event, Select the preferred date and time then reschedule it.

Booking Links

Select 'Event Links' within the application.

You can now view the list of all the Calendly events along with the booking links. Click on Copy to share the Single-use link easily.

Real-time Notifications

Receive real-time notifications for Calendly appointments. Get notified at the Ulgebra and Calendly meetings icon. Click on the bell icon within the application. Here you can access the latest and viewed appointments which would be differentiated for ease.

Click enable the notifications in order to receive the destop notifications.

Receive desktop Notifications when an appoinment is being booked.

Access the associated contact from each notification.

Field Mapping

Go to the Calendly settings page and access 'Field Mapping for Sync'.

Now, create a new mapping, by clicking the "Create New Field Mapping" option.

Give a name to the mapping and select the event type from the drop-down for which the field mapping needs to happen.

Select any one of the Freshdesk module from the drop-down to sync the values.

Now, trigger or book any event of the selected event type and select it from the drop-down to map the values.

Place the cursor in the text box against the Freshdesk field values on your left and select the Calendly field values to be mapped to those Freshdesk fields. Click the "Close" option to close the Calendly field values displayed.

Once you have mapped all the required values, click the "Save Field Mapping" option to save the configured mapping. Once saved, the values will be added to the Freshdesk fields as per the configuration for all the upcoming events of the selected event type.

Now you can view the saved field mapping and also have additional options like "Edit", "Duplicate" and "Delete" the created mapping.

Users Mapping

If you have multiple users in your Calendly account and wish to assign the owner of the Ticket/Contact in Freshdesk whenever an event is being booked in Calendly, then "Users mapping" has to be done.

Go to the Calendly Dashboard and click the profile icon and check for the option "Incoming events sync". Scroll down the page and at the bottom view the "Users Mapping" section.

On the left, you have the Calendly users' mail ID and on the right, you have the Freshdesk user mail ID. Now, against the Calendly users' mail ID, select the required Freshdesk users from the drop-down. So, whenever an event is booked from the Calendly user's link, the mapped Freshdesk user will be the Ticket/contact owner.

Manage App Users

Go to the "Calendly Dashboard". Click the profile and check for the option "Manage App Users" to grant permission to users to access the extension and book appointments.

In the admin system, view the list of users and add the users who want to use your credentials to book appointments.

Once added, now in the user system, you can view the account shared by the admin or you can also use the "Use another account" option to configure a new Calendly account to book events from Freshdesk.

Reset Application

Open the Extension's Settings page and select 'Reset App Configurations'.

Enter 'confirm' and click on 'Reset'.

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