Ultra Calendly Events for Zoho CRM
Easy Calendly events booking and get notified of newly scheduled meetings
Zoho CRM is one of the best cloud-based Customer Relationship Management software which makes the entire working of the sales team easy. It is utilized and used in large numbers from small to medium-sized businesses. This CRM helps engaging customers faster and keeps an update of all the information.
In the digital world, an online appointment has made everything easier. Calendly is a cloud-based appointment scheduling software which enables owners to manage their online appointments. The application Ultra Calendly Events for Zoho CRM helps manage appointments with clients online and provides a real time update regarding the appointments inside the CRM itself.
Pre - requisites for application installation
Should have Zoho CRM
Should have Calendly account
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
Step 1: Go to the Zoho Marketplace and search for the application "Ultra Calendly Events for Zoho CRM". Click the "Install" option to install the application in the Zoho account.
Select the required checkboxes and click "Continue".
Step 2: Select the Users/Profiles to whom you want to install the application and "Confirm" the same.
Step 3: You can view the pricing for the application which you can choose accordingly and give "Pay Now" to pay for the extension. Or else, you can activate the 10 days free trial period for testing the application.
Step 4: 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 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.
Step 7: You can view the application under the "Installed" section in Zoho CRM and also view the status of the extension as "Active".
This is the installation of the application "Ultra Calendly Events for Zoho CRM".
Step 1: Click the three dots at the top panel and check for the option "Calendly Dashboard".
Step 2: Sign in to Ulgebra using any of the options. You can use either Sign in with google option or sign in with email option. But, make sure you are signing in with the Zoho CRM mail ID.
Step 3: Now, authorize your Calendly account by entering your Calendly access token in the given space and clicking the "Authorize Now" option. You can get your access token by clicking the "Get Here" option.
Step 4: 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 5: Get a note of the displayed message and click "Continue".
Step 6: Enter the name of the access token and click the "Create token" option.
Step 7: Give "Copy token" option to copy the access token from the Calendly account.
Step 8: Now, authorize your Zoho account by clicking the "Authorize Now" option.
Step 9: Go through the access details listed and click "Accept" to authorize the Zoho account.
Step 10: 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 has to be synced with the Zoho CRM.
Step 11: Once done, you can view all the Calendly users/agents and their corresponding Calendly events. You can select any of them and view the upcoming and past events under the "Events History" option.
You can also book new appointments using the "New appointment" option available and view or copy the Calendly event booking links from the "Events Links" section.
These are the configuration steps for the application "Ultra Calendly Events for Zoho CRM".
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 aapointment 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.
Step 6: Once you schedule an appointment, you will get notified of the same under the notifications section.
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 the notification inside the Zoho CRM.
Step 2: Once you click the notification, you can view the details of the event booked.
Step 3: Also, a new lead will be created for the meeting booked by new clients.
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.
1) View authorized Zoho account and Calendly account
2) Configure the incoming events syncing inside CRM
3) Manage the app usage by the users
Go to the "Calendly Dashboard" and click the profile picture at the top right.
You can view your authorized Zoho account and Calendly account. You can click either the "Re-Authorize Zoho" option or the "Re-authorize Calendly" option to re-authorize the respective accounts.
Click the "Incoming events sync" option to update the module in which the incoming events have to be added and the events to be synced.
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 ne 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 being 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".