Book Cal.com Meetings on WhatsApp and Add Them to Your CRM
This recipe books a Cal.com meeting from a WhatsApp conversation and puts the lead in your CRM with a deal and a note, before the call starts. Part of connecting Cal.com to WhatsApp and AI chat.
What happens today
A lead on WhatsApp asks for a discovery call. Someone sends the Cal.com link, and the lead books a slot. The booking sits in Cal.com with a name and email, while the CRM has nothing. The person taking the call has to scroll back through WhatsApp to learn what the lead wanted, and the deal is added late or not at all.
The flow that works
- AeroChat answers the lead’s question first.
- It matches the request to a Cal.com event type and offers three free slots in the lead’s time zone.
- It books the slot they pick with their name, email and time zone.
- It creates or updates the contact in your CRM.
- It adds a deal for new leads and a note with the meeting and what they want.
The recipe
Copy this into AeroChat
When someone messages us on WhatsApp asking for a call, answer their question first from our knowledge base. Then follow these steps.
- Match the request to a Cal.com event type. Use the 20-minute discovery call for first conversations and the 60-minute strategy session for people who already know what they want (example event types).
- Ask which days suit them and confirm their time zone. Check Cal.com for free slots for that event type in the next 7 days (example) and offer the three closest to what they asked for.
- When they pick a slot, 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 slot in Cal.com with their name, email and time zone, and add one line about what they want to discuss.
- Search our CRM for a contact with that email, then with that phone number. Update the contact if it exists, or create it with their name, email, phone number and WhatsApp as the source.
- If this is a new lead, create a deal in the stage Discovery call booked (example stage).
- Add a note to the contact with the event type, date, time and a two-line summary of what they asked about.
- Confirm the date, time, time zone and meeting link in the chat.
Only offer slots Cal.com shows as free. If the slot has just been taken, check again and offer the next three. Do not ask for their email more than once. Reply in the customer’s language.
Change the event types and the deal stage to the ones in your accounts before you paste it.
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
- Cal.com. Create an API key in Cal.com under Settings, in the security section, using the account that owns the event types. 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 Cal.com, 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 stage.
- Who owns new contacts and deals in the CRM.
The result to expect
Every Cal.com meeting booked from WhatsApp arrives in your CRM with a contact, a deal and a note. The person on the call knows what the lead asked, and chat-sourced deals appear in your pipeline the moment they book.
Measure it with your own numbers: meetings booked from chat, and chat-sourced deals won, for a month before and after.
Next: book Cal.com 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 Cal.com and CRM connections behind it. See what each channel does on the Cal.com integration page.
Book your first Cal.com meeting into your CRM
Paste the recipe, add your Cal.com API key and your CRM key, and ask your own WhatsApp for a discovery call.