Have calls scheduled in Calendly create Callback Tasks in Regal
Professional tier (or higher) Calendly plan required to integrate
In order for your Calendly account to integrate with other systems and send the appropriate API requests, you must have at least a Professional tier account. The following steps may not work otherwise.
This guide outlines how you can create and cancel scheduled calls in Regal based on Calendly events. This allows your customers to book directly into Calendly and have those calls automatically scheduled in Regal for your agents.
Step 1: Configure your Calendly Invitee Questions
- In your Calendly account, edit the Settings for your Event and navigate to "Additional Options" > "Invitee Questions"
Click "+ Add New Question"
Name the question "Contact Phone Number" or "Phone Number". Mark as "Required". Change the Answer Type to "Phone Number", and hit "Apply"
- Click "Save & Close"
Step 2: Retrieve your Calendly account's Personal Access Token
Refer to Calendly's authentication guide for instructions on how to generate a personal access token. You will need this token in the following step.
Step 3: Connect your Calendly Account Through the Regal App
Log in to the Regal app and navigate to "Settings" > "Integrations"
Find the Calendly Integration card and click "Connect"
Enter the Personal Access Token from Step 2, and click "Save"
The Calendly tile should now look like this:
To test your integration, schedule a meeting with one of your Calendly links, then navigate to Recent Activity in the Regal app. You should see a Calendly Call Scheduled event. Cancel the event through Calendly to remove it from the Regal tasks.
Calendly Call Scheduled
When a Calendly call is scheduled, you will see a Calendly Call Scheduled event in the Recent Activity page.
When defining your event form in Step 1, any responses to custom fields added to the form will appear in a "properties" block in the event json, as seen below:
Calendly Call Cancelled
When a Calendly call is cancelled, the corresponding Regal event will also be automatically cancelled. You will see a Calendly Call Canceled event in the Recent Activity page.
Rescheduling Calendly Calls
When a user reschedules a Calendly Call, in the Recent Activity page you will first see a Calendly Call Canceled event and then a new Calendly Call Scheduled event. This is consistent with how Calendly handles reschedules.
Calendly Calls in Regal
Calendly Calls will create Scheduled Callbacks in Regal and cancel events will cancel these tasks.
Scheduled within Next 14 Days
If a Calendly Call is scheduled within the next 14 days, the task will automatically get created and appear in a "Future Calendly Calls" queue. When the schedule time comes due, the task will be moved to the "Current Calendly Calls" queue and reserve an agent.
Scheduled more than 14 Days Out
If a Calendly Call is scheduled more than 14 days out, the task will not get created until its within 14 days. Once the 14 day window arrives, the Scheduled Callback task will get created and appear in a "Future Calendly Calls" queue. When the schedule time comes due, the task will be moved to the "Current Calendly Calls" queue and reserve an agent.
That way you can expect that "Future Calendly Calls" to always contain the next 14 days of scheduled Calendly Calls.
If you have any questions about this integration guide email [email protected]
Updated 3 months ago