Ultra Calendly Events for Zoho CRM

Schedule and manage Calendly events inside Zoho CRM

About

This application connects Calendly with Zoho CRM in a few easy steps and has a good interface to book meetings with people. Scheduling, rescheduling, and cancellation can all be done just by staying from Zoho CRM itself. 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. Hence, if you are using this application, then you can get connected to your partners/customers without any delay and lack of communication.

Pre - requisites for application installation

  • Should have Zoho CRM

  • Should have Paid Calendly account

Features

  • Schedule appointments with clients from Zoho CRM

  • Access the extension from leads, contacts, deals, and accounts module

  • Receive new client appointments inside Zoho CRM

  • View the upcoming and past events inside Zoho CRM

  • View the appointment status inside Zoho CRM

  • Re-schedule or cancel event from Zoho CRM

Application Installation

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

Select the required checkboxes and click "Continue".

calendly for zoho crm - installation

Step 2: Select the Users/Profiles to whom you want to install the application and "Confirm" the same.

Step 3: Click the "Authorize" option to authorize your Calendly account if you already have an account or else use the "Signup" option to create a new Calendly account.

Step 4: Enter your Calendly mail ID and click "Continue" or sign in using the google option.

Step 5: Click the "Connect to Calendly" option to connect the Calendly account with Zoho CRM.

Step 6: Now, the account is authorized and click the "Finish" button.

This is the installation of the application "Ultra Calendly Events for Zoho CRM".

Application Configuration

Step 1: Now, click the settings option to authorize your Calendly and Zoho account.

Step 2: Select your Zoho account DC from the drop-down and click the "Authorize Now" option to authorize your Zoho account.

Step 3: Go through the access details listed and click "Accept" to authorize the Zoho account.

Step 4: Now, authorize your Calendly account by entering your Calendly access token in the given space and clicking the "Authorize" option. You can get your access token by clicking the "Get Here" option.

Step 5: Now, you will be redirected to your Calendly account where under the "Integrations" section, you can create a new access token using the "Get a token now" option.

Step 6: Get a note of the displayed message and click "Continue".

Step 7: Enter the name of the access token and click the "Create token" option.

Step 8: Give "Copy token" option to copy the access token from the Calendly account and paste it in the required space to authorize the Calendly account.

Step 9: Now, you can sync the incoming Calendly events and select the Zoho CRM module in which you want to add the new Calendly appointments. Enable or Disable the required meetings that have to be synced with the Zoho CRM.

Step 10: Scrolling down, you can view the Field mapping and Users mapping feature.

Step 11: Now, click the profile picture at the right side.

Step 12: Now, you can view all the settings on a single page.

App subscription - Purchase or activate the trial for the extension subscription.

Manage App users - Use Shared accounts with users

Incoming events sync - View incoming events synced with the Zoho CRM

Fields Mapping for Sync - Map Calendly fields with Zoho CRM fields

Open in new Tab - Opens the settings page in a new tab

Re-authorize Zoho - View the authorized Zoho account and re-authorize when required.

Re-authorize Calendly - View the authorized Calendly account and re-authorize when required.

App usage analytics - View all app usage details

These are the configuration steps for the application "Ultra Calendly Events for Zoho CRM".

Application working

1) Schedule Calendly events with clients from Zoho CRM modules

Step 1: Go to any of the Zoho CRM leads/contacts/accounts/deals and click the top right dropdown to check for the option "New Calendly Appointment".

Step 2: Select any of the Calendly users to assign the event/host and select the type of appointment you wish to schedule with the client.

Step 3: Select the event date and time and confirm the same.

Step 4: Enter all the required details and click the "Schedule Event" option to schedule the appointment.

Step 5: Now, you will get a confirmation regarding the booked appointment.

This is how you can schedule an appointment from Zoho CRM.

2) Receive booked meetings from clients inside Zoho CRM

Step 1: Whenever a new person books an appointment with you, you will receive a notification inside the Zoho CRM, "Calendly Dashboard" module.

Step 2: Once you click the notification, you can view the details of the event booked and a new lead/contact/account will be created as per the incoming events configuration.

This is how you can receive new appointment notifications inside Zoho CRM.

3) View the event details inside Zoho CRM leads/contacts/accounts/deals

Step 1: Go to any of the Zoho CRM leads/contacts/accounts/deals and scroll down at the left related list section and check for the option "Calendly Events" to view all the Calendly appointments associated with that particular CRM lead/contact/account/deal.

Step 2: To check the events user wise, click the option "Calendly Meetings" and under "Events History", click the Calendly user and view the upcoming and past meetings booked with that client.

Step 3: You can also use the "New appointment" option to schedule a new meeting with the client by selecting the event type and event date and time.

Step 4: Use the "Event Links" option to get and copy the booking link. Click "Open" to redirect to the booking page. Click the "Get single-use link" to copy the event booking link.

In this way, you can view the Calendly events of a particular lead/contact/account/deal inside Zoho CRM.

4) View all the Calendly client meetings inside Zoho CRM

Step 1: Click the three dots at the top panel and check for the option "Calendly Events".

Step 2: Here, you can view all the client's meetings all in one under the "Calendly Events" section.

Step 3: You can also manage the Calendly event details view by clicking the "Manage Columns" option.

Step 4: Select the check box of the required details you want and "Save" it. Example: View the Event type, Calendly ID, etc...

Step 5: Once done, you can view the respective column details under the "Calendly Events" section.

Here, for example, the "Event Type" and "Invitee Timezone" are selected and viewed.

In this way, you can view the Calendly events of all clients inside Zoho CRM.

5) View Calendly meetings under "Meetings" module

Step 1: Click the three dots at the top panel and check for the option "Meetings".

Step 2: View the Calendly meetings listed under the "Meetings" module.

6) View the status of the Calendly events inside Zoho CRM

  • Go to the "Calendly Dashboard" and under "Events history" you can view the status of all the Calendly meetings.

Note: You can also view the same under the "Calendly Meetings" option inside each Zoho CRM lead/contact/account/deal.

7) Reschedule or Cancel Calendly event inside Zoho CRM

Step 1: Go to the "Calendly Dashboard" and click the Calendly event you want to reschedule or cancel. Click the "Reschedule Event" or "Cancel Event" option to do the same.

Note: This process can also be done under the "Calendly Meetings" option inside each Zoho CRM lead/contact/account/deal.

Step 2: If you click the "Reschedule Event" option, then select the re-scheduling date and time and confirm the same.

Step 3: Provide the reason for re-scheduling the event and click the "Update Event" option so that the meeting details will be updated.

Step 4: If you give the "Cancel Event" option, enter the reason for the event cancellation and click the "Yes, Cancel" option.

Step 5: Once done, you can view the updated meeting status under the "Events History".

Step 6: Now, if you click the meeting details, you can view the reason for the cancellation or re-scheduling. You can also check whether the meeting is only canceled or canceled and re-scheduled at the bottom of the meeting details.

Thus, in this way, you can either re-schedule or cancel the meeting from Zoho CRM.

Other features

  • Calendly Field mapping

  • Calendly Users mapping

  • Using shared Calendly accounts

Mapping Calendly Events fields with Zoho CRM fields

Step 1: Go to the Calendly Dashboard and click the profile icon and check for the option "Incoming events sync".

Step 2: Scroll down the page and check for the option "Go to Field mapping" under field mapping section.

Step 3: Now, create a new mapping, by clicking the "Create New Field Mapping" option.

Step 4: Give a name to the mapping and select the event type from the drop-down for which the field mapping needs to happen.

Step 5: Select any one of the Zoho CRM module from the drop-down to sync the values.

Step 6: Now, trigger or book any event of the selected event type and select it from the drop-down to map the values.

Step 7: Place the cursor in the text box against the Zoho CRM field values on your left and select the Calendly field values to be mapped to those Zoho CRM fields. Click the "Close" option to close the Calendly field values displayed.

Step 8: 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 Zoho CRM fields as per the configuration for all the upcoming events of the selected event type.

Step 9: Now you can view the saved field mapping and the number of fields mapped. You also have additional options like "Edit", "Duplicate" and "Delete" the created mapping.

Step 10: Now, based on the field mapping, the Calendly field values will be added in Zoho CRM whenever an event is booked.

Mapping Calendly users with Zoho CRM Users

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

The process for the same is below.

  • 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 Zoho CRM user mail ID.

  • Now, against the Calendly users' mail ID, select the required Zoho CRM users from the drop-down.

  • So, whenever an event is booked from the Calendly user's link, the mapped Zoho CRM user will be the lead/contact owner.

How to share account credentials with other 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 Zoho CRM.

Hence, this is the overview and working of the extension "Ultra Calendly Events for Zoho CRM".