topic Re: Calendly Reschedule workflow? in Marketing Integrations

Calendly Reschedule workflow?

Leigh_Oxley — Fri, 26 Nov 2021 20:34:47 GMT

I'm trying to figure out people who have rescheduled after no-showing for a Calendly-scheduled call.

We have a workflow that grabs everyone who schedules a call with Calendly next year (meeting name contains Calendly and meeting start time after 1/1/2022) and checks if they attend or not. If they no-show for the meeting, we want to send them an email asking them to reschedule.

If they do reschedule from that email, we want to wait until after the new meeting date and check if they attended; if they attend, we'll send a next steps email; if they don't attend, we want to put them back through the reschdule flow again.
If they don't reschedule from the first attempt, we want to wait a few days, send one last attempt email, then drop them (or if they reschedule from there, repeat and check if they show up, etc.).

My challenge is: how do I determine if someone has rescheduled in an If/Then branch? Calendly writes the meeting date to an activity property called Meeting Start Time. Since it's activity data, I can't copy it to another HS property, and I can't find any other way to see if the value changes. I also need to know how to do the "wait until after the new meeting date" piece... again, since there isn't a lot I can do with that meeting start date activity data.

Help! 🙂

Re: Calendly Reschedule workflow?

TitiCuisset — Mon, 29 Nov 2021 10:09:24 GMT

Hi @Leigh_Oxley

Thank you for reaching out.

I want to tag some of our experts on this - @Josh @Dan1 @Aakar do you have any thought for @Leigh_Oxley on this?

Thank you!

Best

Tiphaine

Re: Calendly Reschedule workflow?

Aakar — Mon, 29 Nov 2021 10:34:36 GMT

Thanks for tagging @TitiCuisset

I have not used Calendly, so I can't say much but it should be doable using HubSpot workflows. However, I suggest checking HubSpot <> Calendly integration doc or reaching out to Calendly rep. @Leigh_Oxley

Thanks

Re: Calendly Reschedule workflow?

Leigh_Oxley — Mon, 29 Nov 2021 16:59:28 GMT

Thanks for the tags @TitiCuisset, and the response, @Aakar!

I've looked through the documentation, but not making any progress. I'll keep my fingers crossed some of the other folks here might have used Calendly and have an idea! 🤞

Re: Calendly Reschedule workflow?

webdew — Tue, 30 Nov 2021 04:59:03 GMT

Hy @Leigh_Oxley

If you are having difficulty locating your contacts for rescheduling their meeting, you could consider using an Active list in your If/Then Branch.

For example: If Contact is on List X, do A, if Contact is not on List X, do B.

Your list could include Marketing Email Delivered* AND Meeting Start Time is known.

*For this, I would use the email reminder that you sent asking the contact to reschedule.

Hope this helps!

If we were able to answer your query, kindly help the community by marking it as a solution.

Thanks and Regards.

Re: Calendly Reschedule workflow?

Leigh_Oxley — Tue, 30 Nov 2021 19:12:43 GMT

Thanks, @webdew, but unfortunately that won't work, because we need to find the people who actually reschedule. That means they'll already have a meeting start date (from the first time they scheduled), and they'll all have received that "please reschedule" email because they no-show'd to the first meeting.

I'd love to do Meeting Name contains XYZ *and* meeting start date has changed, but the meeting date isn't changing... it's creating a new meeting entry. And there doesn't seem to be any way to copy the date from meeting start date to another property, which I could then maybe use to compare the two somehow.

I think I'm stuck... UGH.

Re: Calendly Reschedule workflow?

Leigh_Oxley — Tue, 30 Nov 2021 23:36:03 GMT

For those following: Zapier to the rescue! (although it's too bad we have to use another third-party app to accomplish what seems like a very simple task, in my head).

Solution:

I created a couple new properties, one to increment a Meeting Count value, and one for Meeting Date (date property, not a meeting/activity value). When someone schedules a Calendly meeting, we use Zapier to submit a Hubspot form that will capture Meeting Date in the contact property so we can evaluate when that value changes. Then we use the Form Submission trigger into the workflow and increment the Meeting Count by 1. Anyone with <=1 is a first-time scheduler, anyone with a count >1 is a repeat scheduler.

Other elements at play here, as well, but I think this'll do it! Thanks for the help!

Re: Calendly Reschedule workflow?

0hamanda — Thu, 17 Aug 2023 19:08:13 GMT

I've been working on a similar solution, so this helped me wrap the rest of my brain around it! Can I ask about the Hubspot form piece? So did you create a form that's just for Zapier to fill out once a Calendly meeting is scheduled?