Book Calendly Meetings on WhatsApp and Add Them to Your CRM
This recipe takes a lead from a WhatsApp message to a booked Calendly meeting and a CRM record with a note of what they want, all in one conversation. Part of connecting Calendly to WhatsApp and AI chat.
What happens today
A lead asks on WhatsApp for a call. Someone sends the Calendly link, the lead books, and the meeting shows up in the calendar. The lead never reaches the CRM unless someone copies them in by hand. The salesperson opens the call with no idea what was said in the chat, and the deal is missing from the pipeline report.
The flow that works
- AeroChat answers the lead’s question first.
- It matches the request to one of your Calendly event types and offers three free times.
- It takes their name and email and books the time they pick in Calendly.
- It searches your CRM by email and WhatsApp number, then creates or updates the contact.
- It adds a deal for new leads and a note with the meeting time and what they want to discuss.
The recipe
Copy this into AeroChat
When someone messages us on WhatsApp asking for a call, a demo or 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.
- When they pick a time, ask: “Can I take your name and email for the invite?” Use the WhatsApp number they are messaging from as their phone number.
- Book that time in Calendly with their name and email, and add one line about what they want to discuss.
- Search our CRM for a contact with that email, then with that phone number. If one exists, update any missing details. If not, create a contact with their name, email, phone number and WhatsApp as the source.
- If this is a new lead, create a deal named after their company or name, in the stage Meeting booked (example stage), with the meeting date.
- Add a note to the contact with the meeting date and time, the event type and a two-line summary of what they asked about.
- Confirm the date, time, time zone and meeting link in the chat.
Only offer times Calendly shows as free. Do not ask for their email more than once. If the booking cannot be made, send a one-time scheduling link for that event type and still create or update the contact, with a note that a link was sent. Reply in the customer’s language.
Change the event types and the deal stage to your own before you paste it. On Calendly’s free plan, replace step 4 with the one-time scheduling link, since direct booking through the API needs a paid Calendly plan.
The recipe says “our CRM”, so it works with whichever CRM you connect. In HubSpot, AeroChat creates or updates the contact, adds a note and creates a deal when the recipe asks for one. In Pipedrive, it creates or updates the person, adds a note and, when the recipe asks for one, a deal. In Zoho CRM, it creates or updates the contact, or a lead if you keep new enquiries as leads, and adds a note and any deal the recipe asks for. The meeting stays in the scheduler and the customer record stays in the CRM.
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 CRM. Connect the one you use. For HubSpot, a super admin creates a private app with read and write access to contacts, deals and notes and copies its access token. For Pipedrive, copy your personal API token from Personal preferences, then API. For Zoho CRM, an admin registers a Self Client in the Zoho API Console and generates a code with read and write access to contacts, leads, deals and notes. Any other CRM on the integrations page connects the same way.
- 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, connect your CRM, add your knowledge base, then switch it on. If it built a connection from the tool’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.
- Which leads get a deal, and in which pipeline stage.
- What goes in the note, and who owns new contacts in the CRM.
The result to expect
Every meeting booked from WhatsApp arrives in your CRM with a contact, a deal and a note before the call starts. The salesperson knows what the lead asked, and chat shows up in your pipeline reports.
Measure it with your own numbers: meetings booked from chat, and chat-sourced deals in your CRM, for a month before and after.
Next: book Calendly meetings from chat without the CRM step. For more ways to keep your CRM current from chat, see WhatsApp CRM workflows.
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 and CRM connections behind it. See what each channel does on the Calendly integration page.
Book your first Calendly meeting into your CRM
Paste the recipe, add your Calendly token and your CRM key, and ask your own WhatsApp for a call tomorrow.