Calendly integration

Calendly is an online tool for scheduling events and meetings in a way that allows you to share your schedule and available times with the invitee, and the invitee chooses a time that works for them as well as you.

When you connect to Calendly from your Ortto account, you can automatically add people, track their activities, and map their attributes to your Ortto account’s customer data platform (CDP) to capture when they book, reschedule, or cancel a meeting or event with Calendly.

Calendly prerequisites

This integration process requires a Calendly account on a paid plan (not the free plan) for which you have the authority and access credentials.

Ortto can connect to one Calendly account at a time. To connect to another Calendly account, disconnect and delete the data-source for the current Calendly account.

NOTE: Deleting a Calendly data source connection will not remove the current entries in the CDP for people or activities that were merged from that Calendly connection.

Connect from Ortto

If you initially followed the Configuring a new data source procedure, use this procedure to complete the integration between Ortto and your Calendly service from the Ortto interface, by establishing the connection between the products.

  1. Ensure you have clicked through All / Integrations > Calendly > Get started (from the New data source page), to access the Connect to Calendly page.
  2. On this page, configure:
    • Data retention to:
      • store only the last 90 days of activity data, or
      • select the time frame for the data stored, and the activities which will be stored.
    • Select Advanced options to:
      • Choose which CDP fields can be modified from the Calendly data source, or
      • Choose not to modify CDP data fields that already have a value.
  3. Click Connect, a confirmation window will appear when you have not adjusted the data retention settings. Click Review storage to adjust the settings, or click Continue.
  4. On the Merge page, select the appropriate strategy by which people’s data is merged from Calendly into your Ortto’s CDP. The Import and merge new records onlyImport and overwrite any records that exist, and Import new records only are equivalent to the respective Append onlyOverwrite existing, and Ignore merge strategies for people.
  5. Click Next to import and synchronize data from Calendly.
  6. After the sync completes, a summary of the sync will appear; click Done.

NOTE: It is a good idea to set the data retention limits while setting up the data source. Updating the data retention limits in the future will require a resync of the data source, which may affect multiple audiences and campaigns within the CDP.

Your Ortto account is now connected with Calendly.

This integration with Calendly adds the following Calendly-specific default configurations to your Ortto account:

How is the data merged into Ortto

Data is merged from Calendly to Ortto on the initial connection and subsequently, when an event occurs within Calendly. Data is not transferred from Ortto to Calendly.

When a person is added from the Calendly data synchronization, they are subscribed to receive email communications. No change is made to the person’s subscription to SMS notifications.

The Calendly integration syncs all contacts and associated data from your Calendly account, and is not limited to specific calendars.

Initial data sync

People details for the people who used Calendly to schedule, reschedule, or cancel an event are merged into the Ortto CDP. The merge follows the data merge strategy selected during the initial connection with Calendly. Ortto activities store data for each created, rescheduled and cancelled event.

Ongoing data merge

Data for the person and the event are merged with Ortto as the person schedules, reschedules, or cancels the event in Calendly. The individual data items continue to follow the data merge strategy selected during the initial connection with Calendly.

Resynchronizing data

Calendly data is resynchronized when the data source is reconnected and when the data retention limits are adjusted. A resync of the Calendly data may affect the audiences and campaigns within the CDP by resetting the attributes for the person, and activities. Causing a person to potentially re-enter an audience, or campaign within the CDP.

NOTE: A data resync may reset a persons Email permission attribute to subscribed after they have unsubscribed from receiving email communications.

Troubleshooting guide

Data source already connected

Disconnect, archive, and delete the existing Calendly connection to enable you to connect to the desired Calendly account.