Meetings & calls
Set up Calendly
Connect Calendly to make scheduling searchable — each event type (how people book you) and each booked meeting with its host, status, location and invitees becomes a document, so “how do people book us” and “what calls are lined up” answer from the calendar itself. Read-only.
Before you start
- A personal access token: in Calendly open Integrations & apps → API & webhooks and generate one under personal access tokens.
- The token reads the organization its user belongs to — event types and scheduled meetings. Only reads are ever issued; there's nothing here for Calendly to write back to.
- An organization owner or admin's token sees the whole organization's bookings; a plain member's token may be refused for org-wide reads — Calendly's own rule, and Test surfaces whatever Calendly says. A token whose user belongs to no organization is refused outright.
- Generate the token as above.
- Documents → Calendly, paste it as Personal access token; optionally set History to sync (days) under Advanced — 90 days if left blank.
- Choose access groups, Test, then Sync.
What comes in
- One document per event type — its name, whether it's active, its duration, kind, host, booking link and description. A switched-off event type stays, marked inactive, and never outranks a live one.
- One document per booked meeting in the window, titled by its name and date — its status, when it runs (in UTC), its event type, its host(s) and where it happens (the location type with its address or join link).
- Each meeting's invitees follow as a list — name, email and, where a booking is no longer active, its status; up to 500 per meeting. A cancelled meeting stays, with its status, and never outranks an active one.
| History to sync (days) | How far back to read booked meetings — 90 days if left blank. Meetings that started earlier than that are not read on a sync; future bookings are always included, and event types are always read in full. |
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Access
Access is allow-only: every event type and booked meeting is visible to the access groups you choose here — Calendly names no per-item viewers for this source to mirror. An invitee's name and email inside a meeting's document are content, not a grant of access.
Event types are capped at 500 and booked meetings at 2,000 per sync; Sync notes it if a cap is hit, and says on every run which window of meetings it read. Meetings already synced stay searchable when they age out of the window; remove a document under Documents if one really must go. Test lists the event types the token can see and names the first few; on failure it says why — a rejected token reports that Calendly rejected the credentials, with Calendly's own message. To cut access, revoke the token where it was generated, under Integrations & apps → API & webhooks.
Last updated 20 Sep 2026