Book Calendly Meetings from WhatsApp

This recipe turns a request for a call in chat into a Calendly meeting, with real free times offered in the conversation. Part of connecting Calendly to WhatsApp and AI chat.

What happens today

A lead asks on WhatsApp or Instagram whether they can talk to someone. The person replying pastes the Calendly link and hopes. Some leads open it and book, some ask which meeting to pick, and some never come back. The ones who wanted a quick answer first leave without a meeting.

The flow that works

AeroChat answers the lead’s question first.
It matches what they want to one of your Calendly event types.
It checks Calendly for free times and offers three in the lead’s time zone.
It takes their name and email and books the time they pick, on a paid Calendly plan.
On the free plan, or if the time has just gone, it sends a one-time booking link for that event type.

The recipe

Copy this into AeroChat

When someone asks to talk to us, book a call or get a consultation, answer their question first from our knowledge base. Then follow these steps.

Match the request to a Calendly event type. Use the 15-minute intro call for first conversations and the 45-minute consultation for people who already know what they want (example event types).

Ask which days suit them and confirm their time zone.

Check Calendly for free times for that event type in the next 7 days (example) and offer the three closest to what they asked for, in their time zone.

When they pick a time, ask: “Can I take your name and email for the invite?”

Book that time in Calendly with their name and email, and add one line about what they want to discuss.

Confirm the date, time, time zone and meeting link.

If the booking cannot be made, create a one-time scheduling link for that event type and send it with: “Here is a link to pick your time. It works once.”

Only offer times Calendly shows as free. Do not ask for their email more than once. Reply in the customer’s language.

Change the event types to the ones in your Calendly account before you paste it. On Calendly’s free plan, replace step 5 with step 7, since direct booking through the API needs a paid Calendly plan.

What to connect

Calendly. Create a personal access token in Calendly’s developer settings with access to event types, availability, scheduling links and scheduled events. Paste it in when AeroChat asks.
Your knowledge base. Upload your service details to AeroChat so it can answer before it offers a call.

After you paste the recipe, AeroChat builds the workflow as a draft and shows a checklist: connect Calendly, add your knowledge base if the recipe uses one, then switch it on. If it built the connection from Calendly’s public documentation, the checklist asks you to check it once against the current docs.

Using a different system? If it has a public API, it connects to AeroChat the same way: describe what you want, paste in its key, and it runs.

Can’t find your tool? Message us in the chat on this page and we’ll tell you how it connects.

What you still decide

Which event types AeroChat offers, and for which requests.
How far ahead it looks for free times.
Whether it books directly or always sends a booking link.

The result to expect

Leads who ask for a call leave the chat with a meeting in your Calendly, or a link to the right meeting type. Nobody has to explain which event type to pick, and your calendar rules still apply.

Measure it with your own numbers: meetings booked from chat conversations, and the share of call requests that end in a booking, for a month before and after.

Next: check or cancel a meeting in chat.

Works on every chat channel

This workflow runs the same way on WhatsApp, Instagram, Facebook Messenger, TikTok, Telegram, the chat on your website and email, with the same Calendly connection behind it. See what each channel does on the Calendly integration page.

Book your first Calendly meeting from chat

Paste the recipe, add your Calendly token, and ask your own chat for a call tomorrow.

Start your 7-day free trial. No credit card needed.

On Shopify? Install AeroChat from the Shopify App Store.