Calendly Integration
Calendly Integration
Overview
The Calendly integration lets your bot send personalized scheduling links directly in the chat conversation. When a visitor requests a demo or consultation, the bot collects their name and email, generates a Calendly booking link pre-filled with their information, and shares it in the chat. The visitor clicks the link and the Calendly booking page opens in a new browser tab.
Everything is automatic — the visitor does not need to retype their information on the Calendly page.
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Setup
Step 1 — Create a Personal Access Token in Calendly
1. Sign into your Calendly account.
2. Go to My Account → Integrations & apps → API & Webhooks → Personal Access Tokens.
3. Click Generate new token.
4. Give it a name (e.g. "Velaro Integration").
5. Enable these three scopes:
- users:read — lets Velaro fetch your Calendly profile
- event_types:read — lets Velaro list your event types
- scheduling_links:write — required to create single-use booking links
6. Copy the token — it is shown only once.
> If you do not see scope checkboxes, your Calendly plan may use a simplified token flow. In that case, all standard scopes are included automatically.
> If scheduling_links:write is not available on your plan, uncheck Single-use links in the Velaro settings. The bot will send a reusable booking URL instead.
Step 2 — Connect Calendly in Velaro
1. Go to Integrations → Calendly.
2. Paste your Personal Access Token and click Save.
3. Velaro will automatically detect your event types.
4. Select a default event type (the type used when no specific type is chosen in a workflow).
5. Choose whether to use single-use links (recommended — each link works for one booking only).
6. Click Save.
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How booking links work
When a visitor reaches a Send Calendly Link node in a workflow:
1. The bot resolves the visitor's name and email from the current conversation variables.
2. Velaro calls the Calendly API to generate a booking link.
3. If single-use links are enabled, a unique link is created that expires after one booking.
4. The visitor's name and email are pre-filled into the link — they do not need to enter them again on the Calendly page.
5. The link is sent in the chat. When the visitor clicks it, Calendly opens in a new browser tab.
6. The visitor picks a time and confirms on the Calendly site. Calendly sends them a confirmation email and calendar invite automatically.
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Workflow setup
The simplest booking workflow looks like this:
1. Ask for name — "What's your name?" → save as visitorName
2. Ask for email — "What's your email address?" → save as visitorEmail
3. Send Calendly Link — the node uses visitorName and visitorEmail automatically
4. Send message — "Your booking link has been sent! Click it to pick a time."
You do not need to configure the variable names manually — the node defaults to visitorName and visitorEmail. If you store name and email under different variable names in your workflow, update the node's variable settings accordingly.
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Bot-guided scheduling vs. link-based scheduling
Velaro offers two ways to handle Calendly:
| Send Calendly Link | Calendly AI (bot conversation) | |
|---|---|---|
| How it works | Bot collects info, sends a link; visitor picks time on Calendly site | Bot converses about scheduling and can book directly in the chat |
| Visitor experience | Click link → Calendly opens in new tab | Stays in the chat the whole time |
| Calendly confirmations | Yes — Calendly sends its own email + reminders | Yes — Calendly sends its own email + reminders |
| Best for | Self-service demo booking, quick consultations | High-touch sales, qualification + booking in one flow |
Most teams start with the Send Calendly Link approach. It's simpler to set up and uses Calendly's own scheduling UI.
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Common questions
Q: Does the Calendly link expire?
A: Single-use links expire after they are used once. If the visitor does not click the link, it remains active until the conversation closes. Reusable links do not expire.
Q: What if I have multiple event types?
A: The default event type is used unless the workflow node specifies a different event type URI. You can set the event type on individual Send Calendly Link nodes in your workflow.
Q: The booking link is not being generated — what's wrong?
A: Check that your Personal Access Token is still valid in Calendly (tokens can be revoked). Also verify that scheduling_links:write scope was enabled when you created the token. If single-use links fail, try disabling that option in the integration settings.
Q: Can the bot book the appointment without the visitor leaving the chat?
A: Yes — use the Calendly AI workflow node instead of Send Calendly Link. The AI node holds a full conversation and creates bookings via the Calendly API without opening an external page.
Q: Does Velaro store the visitor's Calendly booking data?
A: No. Velaro only generates and sends the link. All booking data (time, confirmation, attendees) is stored in your Calendly account.
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