{"id":19895,"date":"2022-04-01T18:39:26","date_gmt":"2022-04-01T18:39:26","guid":{"rendered":"https:\/\/www.gmass.co\/blog\/?p=19895"},"modified":"2023-12-20T00:33:14","modified_gmt":"2023-12-20T00:33:14","slug":"calendly-zapier","status":"publish","type":"post","link":"https:\/\/www.gmass.co\/blog\/calendly-zapier\/","title":{"rendered":"How to connect Calendly and GMass using Zapier (6 great examples)"},"content":{"rendered":"

Calendly is one of the world\u2019s most popular tools for scheduling calls and meetings. GMass is one of the world\u2019s most popular cold email outreach tools. So it\u2019s only natural the two apps would fall in love.<\/span><\/p>\n

Thanks to both Calendly and GMass\u2019s <\/span>Zapier integrations<\/span><\/a>, you can connect the two apps to set up automations that will <\/span>improve your scheduling and emailing flow<\/b>, <\/span>save you hours of time on organization and logistics<\/b>, and even potentially <\/span>drive better results for your business<\/b>.<\/span><\/p>\n

So if you\u2019re a GMass user looking for better ways to wrangle how people schedule meetings with you (and all the emails surrounding those meetings), this Calendly connection could be a great solution.<\/span><\/p>\n

Or if you\u2019re a Calendly user looking for a better way to correspond with contacts and get those contacts into your automated email sequences, this GMass connection should be excellent for you too.<\/span><\/p>\n

And there\u2019s no high-level (or even intermediate-level) technical or coding skill required to make any of this work.<\/span><\/p>\n

In this article, we\u2019ll go through a <\/span>step-by-step guide for connecting Calendly and GMass<\/b> through Zapier. We\u2019ll also cover <\/span>several scenarios where you might want to use the GMass-Calendly connection<\/b> and how to set those up as well.\u00a0<\/span><\/p>\n

This article includes:<\/h2>\n

How to connect Calendly and GMass with Zapier (step-by-step)<\/span><\/a><\/p>\n

Sending automated emails with GMass after a contact schedules with Calendly<\/span><\/a><\/p>\n

Sending post-meeting follow-ups with GMass<\/span><\/a><\/p>\n

Cancelations and removals: Advanced techniques with GMass and Calendly<\/span><\/a><\/p>\n

How to connect Calendly and GMass with Zapier (step-by-step)<\/h2>\n

Before you\u2019ll be ready to connect <\/span>GMass<\/span><\/a> and <\/span>Calendly<\/span><\/a> via <\/span>Zapier<\/span><\/a>, you\u2019ll need to <\/span>make sure you have accounts with all three services<\/b>.<\/span><\/p>\n

You\u2019ll need a Professional-level account with Calendly and a Premium- or Professional-level account (or Team plan) with GMass. In theory, you could use the free account with Zapier to set up most of the examples in this article \u2014 but if you\u2019re planning to make heavy use of this Calendly-GMass connection, you\u2019ll find yourself in need of an upgrade.<\/span><\/p>\n

Setting up GMass in Zapier<\/h3>\n

It\u2019s a three-step process to set up GMass in Zapier: Getting your API key, following a public beta invite link, then making the connection.<\/span><\/p>\n

Step 1: Get your GMass API key<\/h4>\n

\"Getting<\/p>\n

Head to the GMass dashboard and click on the Settings icon to bring up the left sidebar. Click on API Keys, then the link to <\/span>Manage API Keys<\/span><\/a>.\u00a0<\/span><\/p>\n

Click on the <\/span>Create a new API Key<\/b> button to generate a new API key for Zapier. Then copy that key.<\/span><\/p>\n

Step 2: Enable the GMass-Zapier integration beta<\/h4>\n

\"Follow<\/p>\n

GMass is currently still technically in beta at Zapier (even though it\u2019s all thoroughly tested and working perfect), which means you need a beta invite.<\/span><\/p>\n

Make sure you\u2019re logged into your Zapier account, then click this <\/span>public invite link for the GMass-Zapier integration<\/span><\/a> to <\/span>enable GMass in your Zapier account<\/b>.<\/span><\/p>\n

Step 3: Adding your GMass API key to Zapier<\/h4>\n

\"Add<\/p>\n

Head to the <\/span>Apps section<\/span><\/a> of your Zapier dashboard. Click the blue button that says <\/span>+ Add connection<\/b>.<\/span><\/p>\n

In the search box, type in GMass. A pop-up window will appear asking your permission to connect Zapier and GMass. <\/span>Paste in your API key<\/b> and hit the Yes, Continue button.\u00a0<\/span><\/p>\n

Zapier will check the API key, make the connection, and you\u2019ll be all set to use GMass with Zapier. (You can read all about the things you can do with <\/span>GMass in Zapier<\/span><\/a> in our in-depth blog post.)<\/span><\/p>\n

Setting up Calendly in Zapier<\/h3>\n

The Calendly setup in Zapier is a two-step process: Getting your Calendly API key, then adding it to Zapier.<\/span><\/p>\n

Step 1: Get your Calendly API key<\/h4>\n

\"Get<\/p>\n

From your main Calendly user screen, click Integrations in the menu bar. Click Zapier, then click the <\/span>Go to Setup<\/b> button. On that <\/span>screen<\/span><\/a>, you\u2019ll get your API key. Copy it and head over to Zapier.<\/span><\/p>\n

Step 2: Adding your Calendly API key to Zapier<\/h4>\n

\"Connect<\/p>\n

Once again, go to the <\/span>Apps section<\/span><\/a> of your Zapier dashboard. Click the blue button that says <\/span>+ Add connection<\/b>.<\/span><\/p>\n

Search for Calendly, and enter the API key in the pop-up window.<\/span><\/p>\n

Set up Google Sheets in Zapier<\/h3>\n

\"Connect<\/p>\n

Google Sheets will play a key role in a lot of the Calendly-GMass actions<\/b> we\u2019ll discuss in the article. So it\u2019s also a good idea to add a Zapier connection to Google Sheets as well.<\/span><\/p>\n

Go to the <\/span>Apps section<\/span><\/a> of your Zapier dashboard. Click the blue button that says <\/span>+ Add connection<\/b>. Search for Google Sheets, then sign in to your Google account and give Zapier the required permissions.<\/span><\/p>\n

Using a Calendly link in GMass emails<\/h3>\n

\"Using<\/p>\n

We wanted to make one quick mention here of the most basic way to use Calendly with GMass \u2014 adding a scheduling link to your emails.\u00a0<\/span><\/p>\n

You won\u2019t need Zapier or any other integrations to simply put a Calendly scheduling link in your emails. Just create a new event in Calendly (e.g., Introductory call), grab the link, and include it in the email you compose in Gmail.<\/span><\/p>\n

Now let\u2019s dive into the ways you can use the Calendly-GMass-Zapier connection to create automations to save time and nurture leads.<\/span><\/p>\n

Sending automated emails with GMass after a contact schedules with Calendly<\/h2>\n

After you send out a Calendly link, people are (most likely\/hopefully) going to start booking meetings with you.<\/span><\/p>\n

Calendly does have built-in options to send those contacts email confirmations, reminders and more. You can set all of those up in their <\/span>Workflows<\/span><\/a> area.<\/span><\/p>\n

However, all of <\/span>Calendly\u2019s workflow emails are sent through Calendly \u2014 not through your Gmail or Google Workspace account like your emails from GMass<\/b>. Plus, you very well may want to enhance those emails, as we\u2019ll get into below. That\u2019s when we\u2019ll bring Zapier into the mix.<\/span><\/p>\n

Sending a one-time confirmation email<\/h3>\n

\"The<\/p>\n

Calendly can automatically send an email after someone books a meeting time with you.<\/span><\/p>\n

But maybe you want that email to come from your email account (not Calendly) for a <\/span>personal touch<\/b>. Maybe you want to <\/span>track opens and clicks<\/b> for that message.<\/span><\/p>\n

Or maybe you <\/span>want that email to be in your sent folder for future use<\/b> (like using GMass\u2019s <\/span>list building feature<\/span><\/a> to create a new list targeting people who\u2019ve booked meetings with you).<\/span><\/p>\n

With Zapier, you can create a Zap (that\u2019s an automation that features a trigger happening in one app and an action happening in another) so when someone creates a meeting in Calendly, you send an email to them right away via GMass. You can set the subject line, message, message type (plain text or email), and tracking (for opens or clicks).<\/span><\/p>\n

Create a new Zap in Zapier. For the trigger, choose \u201cInvitee Created in Calendly.\u201d For the action, choose \u201cSend a transactional email in GMass.\u201d You can then customize the email.<\/span><\/p>\n

You can also use Calendly for <\/span>mail merge personalization on that email<\/b>; as you\u2019re composing your message in Calendly, you can choose to insert data from a dropdown menu.<\/span><\/p>\n

Now a confirmation message can go out through your Gmail account<\/b>, via GMass, rather than through Calendly.\u00a0<\/span><\/p>\n

If you\u2019re using this Zap, make sure to turn off automated confirmation emails in Calendly \u2014 you probably don\u2019t want the contact getting both a confirmation email via Calendly and a confirmation email via your Gmail account.<\/span><\/p>\n

Adding someone who scheduled a meeting to an automated series<\/h3>\n

When someone books a meeting with you, that means they\u2019re probably a very solid lead.<\/span><\/p>\n

And while you <\/span>could<\/span><\/i> wait until your scheduled meeting to give them all the info about you and whatever you\u2019re selling or promoting, you could <\/span>start nurturing the lead even sooner<\/b> with an automated email series.<\/span><\/p>\n

With the Calendly-GMass-Zapier connection, you can <\/span>automatically drop anyone who signs up for a meeting into an email series<\/b>.\u00a0<\/span><\/p>\n

Step 1: Create a Google Sheet to collect the info of everyone who books a meeting<\/h4>\n

Create a Google Sheet.<\/b> Make sure to have columns for, at the very least, email address and contact name. (You can create columns for any other info you plan to ask\/collect through the Calendly signup as well.)<\/span><\/p>\n

Step 2: Set up a recurring automation series in GMass<\/h4>\n

\"Building<\/p>\n

Click the spreadsheet icon next to the Gmail search bar to connect your Google Sheet.\u00a0<\/span><\/p>\n

Once it\u2019s connected, you can <\/span>build your automation sequence in GMass<\/b>.<\/span><\/p>\n

For all the details on how to set up a drip campaign<\/a>,<\/span>\u00a0check out our in-depth blog post. But in brief: In the <\/span>GMass settings box, go to the Auto Follow-up section<\/b>. Create the emails (and the sending schedule) for the email in your series. Decide whether you want every email in the series to go to every recipient, or if it should stop if they open, respond, or click. (In the screenshot above, I\u2019ve set all the emails to go to everyone, regardless of whether or not they take any action in the emails.)<\/span><\/p>\n

Now go to the In the Schedule section of the GMass settings. <\/span>Check the box next to repeat<\/b>. Then set the frequency with which you want to check your Google Sheet for new contacts. If you set the frequency at daily, then once a day, GMass will check to see what new contacts are on the Google Sheet and start them on your automation sequence.<\/span><\/p>\n

When everything is ready, click the GMass button to start the automation. New people who\u2019ve booked meetings will receive it automatically as you add them to the Sheet.<\/span><\/p>\n

And now, we\u2019ll use Zapier to automatically add those people who book meetings to that sheet.<\/span><\/p>\n

Step 3: Create a Calendly-Google Sheets Zap in Zapier<\/h4>\n

\"Setting<\/p>\n

Create a new Zap in Zapier. Choose \u201cInvitee Created in Calendly\u201d as your trigger.<\/span><\/p>\n

For the action, choose \u201cCreate Spreadsheet Row in Google Sheets.\u201d Then choose the corresponding Google Sheet and its worksheet. Use Zapier\u2019s data variables from Calendly to fill in information like email, name, and more. (If you request custom fields with your Calendly invites, like business name or phone number, you can also pass those along here.)<\/span><\/p>\n

Test out the Zap, then, once everything is working right, set it live.<\/span><\/p>\n

Step 4: Your automation sequence will go out to new contacts<\/h4>\n

Now, <\/span>whenever someone books an appointment through Calendly, they\u2019ll begin receiving your automated series<\/b> to get them ready for the meeting. And this whole process should be totally hands-off for you (unless you ever want to change the content of that series).<\/span><\/p>\n

If rather than adding these contacts as new rows in a new spreadsheet you\u2019d prefer to update the contacts\u2019 info in an existing Google Sheet, check out the instructions in the next section for using Zapier to update a Sheet for GMass automations.<\/span><\/p>\n

Sending post-meeting follow-ups with GMass<\/h2>\n

Follow-up emails are crucial after a meeting, and using the Calendly-GMass connection, you can <\/span>send highly-targeted, personalized follow-ups through your Gmail account<\/b>.<\/span><\/p>\n

Sending an automated post-meeting follow-up message (or sequence)<\/h3>\n

It\u2019s almost always a good practice to send a follow-up note after a meeting \u2014 and you can use Calendly, GMass, Google Sheets, and Zapier to set up an automated, personalized message (or sequence) to go out after every meeting you have.<\/span><\/p>\n

Step 1: Add a column for meeting dates to your Google Sheet<\/h4>\n

\"Setting<\/p>\n

For this example, rather than make a brand new spreadsheet of people\u2019s meeting dates, we\u2019re going to add their meeting dates to the spreadsheet you used to reach out to them in the first place.<\/span><\/p>\n

So in the Google Sheet you used for your cold outreach, add a column for meeting dates.<\/span><\/p>\n

Step 2: Connect your spreadsheet to GMass and filter for date<\/h4>\n

\"Filter<\/p>\n

Click the spreadsheet icon next to the Gmail search bar to connect a Google Sheet to a new GMass campaign.<\/span><\/p>\n

Choose your Google Sheet. Then <\/span>add a filter based on the date<\/b>. I\u2019ve set the filter here of MeetingDate=CurrentDate \u2014 meaning the spreadsheet will filter the column MeetingDate to only include people whose meeting date is today. (For more on using <\/span>date filtering on Google Sheets with GMass<\/span><\/a>, check out our in-depth blog post.)<\/span><\/p>\n

The reason I\u2019m filtering the date<\/b> is because I <\/span>only want this automation to go out on the day of the meeting<\/b>.<\/span><\/p>\n

Step 3: Create your post-meeting follow-up message (or sequence) in GMass<\/h4>\n

Compose your post-meeting follow-up message<\/b>. You can use any of the mail merge fields from your Google Sheet in that message.\u00a0<\/span><\/p>\n

If you want to send an auto follow-up series after your meeting, you can set that up too, in the Auto follow-ups section of the GMass settings box. In the screenshot below, I\u2019ve set up a follow-up sequence that will stop once the contact responds.<\/span><\/p>\n

\"Post-meeting<\/p>\n

Whether you\u2019re sending one message as a follow-up or a series, you\u2019ll need to take the next two steps to make sure your email(s) go out at the right time and date.<\/span><\/p>\n

In the Schedule section of the GMass settings, choose the date and time you want this email to go out for the <\/span>first<\/span><\/i> time. <\/span>All subsequent sends will go out at that time on future dates.<\/b><\/p>\n

In this situation, we\u2019d recommend something in the later afternoon so you make sure this email will go out after all your daily meetings are wrapped up. In the screenshot below, I set the first email to go out at 4:45 P.M.; as this email recurs in the future, it will continue to go out at 4:45 P.M.<\/span><\/p>\n

You <\/span>also need to set up this email to Repeat<\/b> (so it can go out every day to everyone with whom you met). Check the box next to Repeat. Then set the email to repeat every 1 Day to all rows. That will ensure your email(s) go out to everyone who met with you today; there\u2019s no need to set the frequency faster than that.<\/span><\/p>\n

\"Setting<\/p>\n

Send this message for the first time by hitting the GMass button.<\/span><\/p>\n

Step 4: Set up a Calendly-Google Sheets automation to add meetings with dates to your Google Sheet<\/h4>\n

Our last step here is to create a Zap that adds new Calendly meetings to your Google Sheet.<\/span><\/p>\n

Create a new Zap and choose \u201cInvitee Created in Calendly\u201d as the trigger.<\/span><\/p>\n

For the action, choose Google Sheets. For the Action Event, choose <\/span>Lookup Spreadsheet Row in Google Sheets<\/b>.<\/span><\/p>\n

We\u2019re including that step because <\/span>we want to add meeting dates to our already-existing list of cold outreach contacts<\/b>. If you want to build a follow-up list as a fresh spreadsheet, you can skip this step (and just choose \u201cCreate spreadsheet row\u201d as your action).<\/span><\/p>\n

Choose your Google Sheet of contacts. <\/span>Choose your email address column as the Lookup Column<\/b>. Then for lookup value, choose the Calendly variable \u201cInvitee Email.\u201d Now this integration will update the correct row.<\/span><\/p>\n

\"The<\/p>\n

The last step is to now update the correct row in Google Sheets. Use the Google Sheets Action Event \u201cUpdate Spreadsheet Row in Google Sheets\u201d and connect to the correct spreadsheet.<\/span><\/p>\n

Then <\/span>update the MeetingDate field with the Calendly variable called \u201cEvent Start Time Pretty.\u201d<\/b> (We need to use that field because GMass searches for a standard U.S. date format in its date lookups. The Event Start Time Pretty includes a standard date format.)<\/span><\/p>\n

\"Post-meeting<\/p>\n

Set the Zap live.<\/span><\/p>\n

Now, <\/span>every time someone schedules a Calendly appointment, the Zap will add their meeting time to your spreadsheet<\/b>. And then, <\/span>late in the afternoon on the day of their meeting, they\u2019ll automatically receive a follow-up message<\/b> (or the first in a sequence of follow-up messages).<\/span><\/p>\n

Re-targeting Calendly meeting contacts in the future with GMass\u2019s list builder<\/h3>\n

\"Building<\/p>\n

As we discussed earlier, one of the advantages of the Calendly-GMass connections is that <\/span>your email correspondence can go through your Gmail account<\/b>.<\/span><\/p>\n

That <\/span>makes the emails very searchable in the future<\/b>. And you can now use those emails in the future with GMass\u2019s list builder feature, which creates new email lists for you out of Gmail searches.\u00a0<\/span><\/p>\n

For example, let\u2019s say you used the technique we covered earlier in this article to send one-time confirmation emails to everyone who scheduled a meeting.<\/span><\/p>\n

Six months from now, <\/span>you could run a Gmail search for every email with the subject line you chose for that confirmation email<\/b>.<\/span><\/p>\n

Then hit the GMass list builder button (the magnifying glass icon that appears next to the Gmail search box).<\/span><\/p>\n

GMass will build a brand new email list of everyone who received one of those confirmations and open up a Compose window. Now you can contact everyone on that list again, say, to let them know about a new product or service you\u2019re offering.<\/span><\/p>\n

Cancelations and removals: Advanced techniques with GMass and Calendly<\/h2>\n

You can use the Calendly-GMass connection to <\/span>really<\/span><\/i> make sure people schedule meetings with you \u2014 and if they cancel those meetings, that they reschedule them.<\/span><\/p>\n

Removing a contact from a follow-up sequence only after they schedule<\/h3>\n

With GMass, you can set up auto follow-up sequences to go out until someone opens, clicks or replies to an email.<\/span><\/p>\n

But <\/span>what if you want to remove a contact only after they\u2019ve scheduled a meeting<\/b> \u2014 merely clicking on your Calendly link isn\u2019t good enough?\u00a0<\/span><\/p>\n

We\u2019ll remove them from your series using one of the GMass actions in Calendly.<\/span><\/p>\n

Step 1: Build or edit your automation outreach sequence in Gmail and GMass<\/h4>\n

Compose the automation sequence you\u2019re going to use to try to get people to book a meeting with you (or edit an automation sequence you already created) \u2014 which is also the sequence from which we\u2019ll remove booked contacts.<\/span><\/p>\n

When you\u2019re setting up your auto follow-up, make sure you send them to \u201cEveryone\u201d and don\u2019t stop the series for an open, click, or reply. That\u2019s because <\/span>we only want to end the series when someone <\/b>books<\/i><\/b> a meeting<\/b>.<\/span><\/p>\n

\"Follow<\/p>\n

Once the campaign is ready, start sending it by hitting the GMass button.<\/p>\n

Step 2: Removing people who book with a Zap<\/h4>\n

\"Remove<\/p>\n

Head to Zapier and create a new Zap.<\/p>\n

For trigger, choose “Invitee Created in Calendly.” Then for action, choose GMass and pick “Remove email address from campaign”<\/strong> as the action event.<\/p>\n

Use the Calendly variable to add the contact’s email address. To get the correct campaign ID, here are a few places to quickly grab it:<\/p>\n