What's New?

Tekmatix now integrates directly with Calendly inside Workflows, making it easier than ever to automate your scheduling, follow-up, and appointment management processes.

With five powerful Calendly triggers and nine workflow actions, you can build automations that respond instantly to booking activity, cancellations, no-shows, routing form submissions, and more.

Whether you're managing sales calls, coaching sessions, consultations, or customer appointments, Tekmatix and Calendly now work together to keep your workflows running automatically.

How It Works

The Calendly integration connects your scheduling activity directly to Tekmatix Workflows.

Most triggers operate in real time using Calendly's native webhook system, allowing workflows to launch within seconds of an event occurring.

Available triggers include:

• Invitee Created

• Invitee Cancelled

• Invitee No Show Created

• New Routing Form Submission

• Event Cancelled

Four of these triggers operate instantly through Calendly webhooks.

The Event Cancelled trigger checks for host-initiated cancellations every five minutes, as Calendly does not currently provide a native webhook for this event.

You can also choose whether workflows monitor:

• Individual user activity

• Entire organisation activity

This provides flexibility for both solo operators and larger teams.

Available Calendly Workflow Actions

Tekmatix now supports the following Calendly workflow actions:

• Create One-Off Meeting

• Book Meeting for Invitee

• Find Event

• Cancel Event

• Mark Invitee as No Show

• Create Contact

• Find Contact

• Update Contact

• Find User

These actions allow workflows to both react to Calendly activity and perform actions inside Calendly automatically.

How to Use It

Step 1: Connect Your Calendly Account

Inside Workflows:

1. Add a Calendly trigger or action.

2. Click Connect Account.

3. Enter a friendly account name and email address.

4. Complete the Calendly authorisation process.

Step 2: Configure Your Trigger

For trigger-based workflows:

1. Select your preferred Calendly trigger.

2. Choose your monitoring scope:

   • User

   • Organisation

3. Apply any additional filters required.

Step 3: Configure Workflow Actions

For action-based automations:

1. Select the desired Calendly action.

2. Complete the required fields.

3. Use Test Action to validate your setup.

4. Save and publish your workflow.

Example Use Case

A prospect books a discovery call through your Calendly booking page.

The Invitee Created trigger instantly launches a workflow inside Tekmatix that:

• Finds or creates the contact record

• Stores appointment information

• Captures booking responses and custom questions

• Sends a confirmation email or SMS

• Delivers pre-call resources and preparation materials

If the prospect later cancels, the Invitee Cancelled trigger activates another workflow.

Tekmatix can automatically:

• Wait a set period of time

• Send a personalised follow-up

• Offer alternative appointment times

• Deliver a rescheduling link

This ensures no opportunity slips through the cracks.

Additional Notes

Trigger Types

TriggerTypeInvitee CreatedInstantInvitee CancelledInstantInvitee No Show CreatedInstantNew Routing Form SubmissionInstantEvent CancelledChecks Every 5 Minutes

Webhook Subscription Scope

For real-time triggers, choose:

• User for individual team member automations

• Organisation for company-wide workflows

One-Off Meeting Creation

When creating one-off meetings:

• Meeting durations can be up to 720 minutes (12 hours)

• Time zones default to the host user's settings

• Standard IANA time zones are supported

Rescheduled Meetings

When an appointment is rescheduled in Calendly, Tekmatix receives:

1. An Invitee Cancelled event for the original booking

2. An Invitee Created event for the new booking

This allows your workflows to respond appropriately to both actions.

Why This Matters

Scheduling is often the first critical interaction between a business and a potential customer.

By connecting Calendly directly to Tekmatix Workflows, you can automate appointment confirmations, reminders, follow-ups, rescheduling sequences, CRM updates, and no-show management without manual intervention.

The result is a smoother customer experience, faster response times, and more opportunities converted into booked appointments.