Calendly Form to Emails

Greet your prospects & customers with a one-of-a-kind, individualised email containing a hyper-personalised image each time they request a meeting through Calendly. An innovative way to set the tone for your appointment and guaranteed to make a noteworthy first impression.

In our demonstration we have used Pabbly to create this automated workflow by connecting the following:





The steps to achieve this have been detailed below:

1. Get started by logging into your https://connect.pabbly.com/ account and click on Create Workflow. If you’re new to Pabbly, or need a refresher, you can have a look at their tutorials
2. Under Choose a Trigger, select the application via which meeting requests are made. In our demonstration, we have used Calendly, but you may replace this with any other Meeting request/ calendar application that is integrated with Pabbly
3. Once you have selected the application, set the Trigger Event to Invitee Created



4. You will now need to connect Pabbly with the selected application, which in our case is Calendly. For this, click on Connect with Calendly.  You will be prompted to enter the API key. You can log in to your Calendly account and navigate to Integrations to find the API Key. Click on Copy API Key from here, and paste into Pabbly and click on Save





5. Once the two platforms are connected, you can validate the connection with the following steps:

• Click on Save & Send Test Request. This will generate an API response
• Then click on Capture Webhook Response.
• While the Capture is processing, navigate to your Calendly account, and schedule a sample event to test the integration
• Once you’ve clicked on Schedule Event in Calendly, go back to Pabbly to view the API response results.
• Once you have verified the details that have been captured, click on Save to complete

You can also find more information on connecting Calendly or other similar applications with Pabbly in their integrations documentation

As can be seen in the video above, the various responses captured from Calendly in the Test, are stored under variable names. For example, Payload > invitee > name has recorded the name Harpreet Bambra, and so on

6. Next, click on the ‘+’ icon to add another step to the workflow. You now need to extract the information that the customer would have shared while scheduling the meeting - such as Name, company domain, etc. 

Hence, in this step, select the Application as Text Formatter. Subsequently, select the Trigger Event as Split Text.



7. Our aim for this step is to extract the first name of the customer from the full name. Click on Connect with Text Formatter, and the corresponding fields will appear below

• select the variable of the full name (as captured under the trigger event above), click on the 3-line icon corresponding to the Text to Split field.
• From the drop-down list that appears, under 1. Trigger, select payload > invitee > name.
• Next, enter the Separator as {{space}}. This is done because, in our Calendly test response, the captured Name has separated the first and last names by space.
• Finally, set the Segment Index to First. This is done because from the split text we would like to extract the first part.
• Click on Save & Send Test Request and then expand API response to confirm if the split and extracted text is correct.
• Click on Save to complete this Action



As is demonstrated in the video, the result from the above Text Formatter is the first name of the customer.

8. Click on the ‘+’ icon to add another Action to the workflow. Through this step, our aim is to extract the company domain from the email address entered by the customer while scheduling the meeting.

• Once again, select Text Formatter under Choose App, and set the Action Event to Split text.
• Click on Connect with Text Formatter, and the corresponding fields will appear below
• Now, click on the 3-line icon corresponding to Text to Split and select the field - Payload > invitee > email.
• Next, set the Separator as @. This is done to split the email address into its prefix and the domain suffix (text before and after ‘@’)
• Finally, set the Segment Index to Last. This is done because we want to extract the company domain from the email address (i.e, company.com), which appears after the separator.
• Click on Save & Send Test Request and then expand API response to confirm if the split and extracted text is correct.
• Click on Save to complete this Action



As is displayed above, the result from the above Text Formatter is the company domain of the customer.

9. In the next step, click on the ‘+’ icon to Add another action to the workflow. You will now connect your workflow to Nexweave and select the hyper-personalised media file to set as an auto response to a Meeting request. 

Select the App under this section as Nexweave. Adjacent to this, select the Action Event as Create an Experience with a Campaign.

10. Before you proceed, you have to connect Nexweave with Pabbly. This can be executed via the following steps:

• Navigate to your Nexweave Account and go to the Integrations section.
• Here, click on Add Key. In the pop-up that appears, enter the name of the API Key as Pabbly and click on Add key to confirm.
• The key then appears within your integrations list. Click on the Copy icon adjacent to the key
• If you already have an existing API key in the list, directly click on the Copy icon adjacent to the key
• Navigate back to your Pabbly workflow and paste the copied API key. Click on Connect with Nexweave to complete.



11. Once the above connection is established, select the campaign that you would like to use as an automated response to the form submission. The list mentioned contains the campaigns that you have created on the Nexweave platform. You can learn more about Nexweave Campaigns and how to create them here

In our demonstration, we have used an Image Campaign titled – [EMAIL] Meeting Request

12. Once your campaign is selected, the variables employed in it appear below. You will now need to map these Nexweave variables with the results of the Text Formatter sections. 

To do so, against each of the listed Nexweave variables, you will need to click on the 3-line icon and select the corresponding field from under Trigger.



In our demonstration, we have mapped:

• USERNAME --- 2. Result (under 2. Text Formatter: Split Text)
• WEBSITE --- 3. Result (under 3. Text Formatter: Split Text)

13. Click on Save & Send Test Response. This will generate a link for the media used in the campaign selected above and can be viewed under API response. You can copy the Image link and open it in a new tab to verify if the hyper-personalized image is displayed correctly. 



14. You now have to specify how you would like for this personalized image to be shared with your audience. Click on the ‘+’ icon once again, to open another Action.

In our demonstration we have chosen Gmail as the Application for this step, however, you may choose to replace that with any other email marketing platform integrated with Pabbly.

15. Select the Action Event as Send an Email. When the trigger event takes place, this will ensure that the selected Nexweave Campaign is automatically launched, and the media link created is subsequently shared via email with the customer





16. Once the App in this section is selected, you will need to click on Connect with Gmail, and select the Gmail account you would like to use to send these emails from. You can find more information on Connecting your Gmail account and other action events available on Pabbly via their tutorials

17. Once the Email App is selected and connected, the various email fields appear below. These fields, when populated, maybe a combination of text as well as variables that have been created through the course of the workflow. You will need to fill in all the fields before completing the workflow

 To add variables, against each of the listed fields, you will need to click on the 3-line icon and select the corresponding variable from the list.

In our demonstration, we have mapped:

• Recipient Name --- 2. Result (under 2. Text Formatter: Split Text)
• Recipient Email --- payload > invitee > email (under 3. Text Formatter : Split Text)
• Email Subject --- Hey, 2. Result! We are excited to connect with you.

To add the generated personalized image to the email body, you will need to input the code <img src=”generated image link”/>.  The image link will be populated by clicking on the 3-line icon and selecting 2. Image link





18. Once completed, click on Save & Send Test Request to verify if the email has been sent, as designed, and containing the data collected from the form.

19. On the top right corner of the page, ensure that the Workflow Status is kept to ON. 

That’s It! Once set up, this workflow is automated and will run smoothly without intervention.