The AdvisorEngine CRM Calendly integration allows for accepted calendar invitations from Calendly to create Action items within AE CRM, and be updated should those calendar items be rescheduled or cancelled. Whether an Action is created and which Workflow Template is used can be configured for each Calendly Event type the user has.
The Calendly integration has the following requirements before it can be used:
To enable the Calendly integration:
At this point you will be returned to AE CRM to configure the integration. See below for configuration details.
To disable the Calendly integration, clear thecheckbox in the Calendly Setup dialog.
The Calendly Setup dialog opens automatically after the initial connection has been made, or by returning to the User Preferences tab and selecting Setup on the Calendly Integration line.
The following configuration options are available:
Select or clear this checkbox to enable or disable the integration.
Default Action Template
Select the Workflow Template that will be used by default to generate an Action when a calendar invite from Calendly is accepted. This behavior can be overriden with the override Grid below.
Invitee Cancel Option
If the invitee chooses to cancel an invitation, select automatic behavior within AE CRM.
Create an alert for events
Select this checkbox to generate an Action Alert any time an invitation is accepted, rescheduled, or cancelled.
Default Override Grid
The Grid at the bottom can be used to create rules specific to different Calendly event types. You can select different Workflow Templates for different events or have specific events ignored by AE CRM.
Use the edit command to make changes to a rule, and the remove command while in edit mode to remove a rule.
When an invitee accepts an event, the system checks to see if the email address invited matches a Record in the system. The following criteria must be met to match (note this is the same criteria for automatic email capture):
If a match is found, an Action is created on the matched Record, based on the Workflow Template defined during setup. The Action Notes are automatically populated with the following information:
Additionally, the Start Date and Due Date of the Action are set to the event date, and an Action Tag of Calendly is applied.
If the invitee reschedules the event, the Action Notes and Due Date if necessary are updated with the new information. The new information is appended to the Action Notes, it will not replace the original notes or anything that was added in the meantime.
If the invitee cancels an event and the cancellation behavior has not been set to Delete in Setup, the Action Notes are again updated with the cancellation information.
If your firm uses Web Forms for prospecting, you can embed a Calendly event link into the web form flow. See Web Forms Overview for more details.