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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Booking directly in the chat (rich channels like Apple Messages)

On rich channels — Apple Messages for Business, and the web widget — the bot can show a native time

picker of your real Calendly availability and book the chosen time **without the customer ever

leaving the conversation**. The customer taps a time and gets an instant "Confirmed" — Calendly then

sends its own calendar invite, reminders, and runs any Calendly Workflows, exactly like a normal booking.

What this needs (and the limitations)

• A paid Calendly plan. Direct in-chat booking uses Calendly's Scheduling API, which is only

available on paid Calendly plans. On the free plan, direct booking isn't available.

• A Personal Access Token connected in Velaro (Setup above). This works for booking on your own

account — you do not need to build a Calendly OAuth app.

• A default event type selected — that's the meeting type the bot books.
• Video / auto-location event types work with zero extra steps. If your event type is configured to

ask the invitee for a location (e.g. "invitee specifies a phone number" or multiple physical

addresses), Calendly needs that detail, so the bot falls back to sending a link for those.

If any of the above isn't met

The bot automatically falls back to sending a single-use Calendly scheduling link ("tap to lock in

your time"). The customer finishes on Calendly's page. Nothing breaks — the experience just gains one

extra tap. The bot will never tell a customer "Confirmed" unless the booking actually went through.

Want the most seamless native booking?

Calendly is fully supported, but because it's a scheduling platform its direct-booking path depends on a

paid plan. If you want a native picker → instant-confirmed experience with no plan dependency, connecting

Microsoft Bookings or Outlook Calendar in Velaro creates the calendar event directly. Velaro

books through whichever calendar you connect — you can switch anytime.

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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.