Calendly allows your customers quickly and easily book and reschedule meetings & tours/showarounds directly from your website or link in email.
This integration is quick and easy to set up, just follow the steps below.
Note: Use of this integration requires a Calendly account. Calendly subscriptions are separate.
Use Cases
When you have the BriteBiz - Calendly integration setup, there are three use cases.
Calendly Web Form On Your Website - You can put a Calendly web form on your website, and when somebody makes a booking, it will put the person's details into your Pipeline, and add the meeting date/time to the person's record.
e.g - You get a new tour or showaround booking from Joe Bloggs on your website, BriteBiz puts Joe Bloggs into your system (Maybe Pipeline Stage - Tour Booked), and adds the meeting date/time to your system. Joe Bloggs can use the Calendly meeting reschedule link to reschedule the meeting, and any reschedule will be updated in BriteBiz.
Contact already present - If the contact is already in your BriteBiz database (maybe the initial Lead was made 1 month earlier, and they are just booking the meeting/tour/showaround at a later point, BriteBiz will automatically change the stage from whatever stage they are at to whatever stage you choose, maybe Tour Booked.
Taking Payments With Calendly - You can link your Calendly to payment processing services like Stripe. In this case, you can make your calendar available for booking, and take a booking, and deposit payment.
If you do this, you will need to update the products and services of a booking when it comes in.
How To Set Up Calendly - BriteBiz
This is a one-way integration, changes in Calendly are updated in BriteBiz.
1. Setup Your Event Types In Calendly
In Calendly, create your Meeting/Event Types (Venue Tour / 30 Minute Meeting etc). These Event Types can be embedded on your website, or a link can be sent to a customer to book a meeting/tour.
2. How to Configure The Integration
In BriteBiz - Go to Settings >>> Integrations.
Navigate to the Calendly icon in Integrations. Click on the Connect to Calendly button in your BriteBiz and follow the prompts in the dialog to activate this integration
Once the integration is activated, the Event Types from all your Calendly users are imported:
Select an Event Type and configure what you want BriteBiz to do when a Calendly meeting is scheduled for this Event Type:
Two Options
You have the option of creating/updating a booking in BriteBiz when a Calendly Tour/Meeting is booked.
You also have the option to create/update a Meeting in BriteBiz when a Calendly Tour/Meeting is booked. This Meeting will be created in the Activities Section in your BriteBiz account.
Note: You can have either one or both turned on. If you don't turn on either option, nothing will happen in BriteBiz when someone books a meeting for that Event Type (in Calendly).
Map Your Fields
For each Calendly Event Type, you should choose the default values for your Contact and Lead/Meeting fields in BriteBiz.
If you have questions configured for an Event Type in Calendly, you can choose to have the answers to these questions auto-populate Contact, Lead/Booking, or Meeting fields in BriteBiz. These Calendly questions are denoted by "[Calendly] {question name}" in the field dropdowns.
Auto-populate of Contact fields only shows once if you want to create a Lead and a meeting for the one Event Type.
Auto Populate
If you choose to auto-populate Contact Type with - lets say "Bride", you can change that value after the Pipeline event is created. If a contact already exists in your pipeline, the new Calendly event will not overwrite the data in your system, so if a contact is a Goom in BriteBiz - and the Calendly integration is set to Auto Populate with Bride - it will not change the record.
Note - The integration will never change or overwrite information in BriteBiz - It will only populate if the information does not exist. And it will auto-change the Pipeline stage if you set it to do so.
To set up a Calendly Account - Click Here.