Check or Cancel Calendly Meetings in Chat

This recipe lets people check, move or cancel their Calendly meeting by messaging you, with Calendly updated in the same conversation. Part of connecting Calendly to WhatsApp and AI chat.

What happens today

Someone messages on WhatsApp to ask what time their call is, or to say they can’t make it. The person replying opens Calendly, searches for the booking, copies the time and cancels it by hand. When nobody is free to do that, the meeting stays in the calendar and the slot is wasted.

The flow that works

AeroChat asks for the email the meeting was booked with.
It finds the person’s upcoming meetings in Calendly.
It replies with the date, time, time zone and meeting link.
If they want a new time, it sends the reschedule link from their booking.
If they want to cancel, it confirms, cancels the meeting in Calendly and records their reason.

The recipe

Copy this into AeroChat

When someone asks about a call they booked with us, follow these steps.

Ask: “Which email did you book with?”

Find their upcoming active meetings in Calendly by that email.

If there is one, reply with the meeting name, date, time in their time zone and the meeting link. If there are several, list them and ask which one they mean. If there are none, say so and offer to book a new call.

If they want a different time, send the reschedule link from their booking and tell them the original time is released once they pick a new one.

If they want to cancel, ask: “Shall I cancel your call on Tuesday 4 November at 3pm (example)?” When they confirm, cancel the meeting in Calendly with their reason, or “Cancelled by invitee in chat” (example) if they give none.

Confirm the cancellation and offer to book another time.

Only share meetings booked under the email they give. Never share another person’s meeting details. Reply in the customer’s language.

Change the cancellation reason to the wording your team uses before you paste it.

What to connect

Calendly. Create a personal access token in Calendly’s developer settings with access to scheduled events and cancellations. Paste it in when AeroChat asks.
Your cancellation policy. Add it to your AeroChat knowledge base if you want AeroChat to mention it before cancelling.

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

Whether people can cancel in chat, or only check and reschedule.
The cancellation reason AeroChat records.
Who gets the conversation if someone wants to discuss the change.

The result to expect

People get their meeting time in a few seconds, and cancelled calls leave your calendar straight away, so the slot opens for someone else. Your team stops searching Calendly to answer the same question.

Measure it with your own numbers: no-shows, and meetings cancelled ahead of time, for a month before and after.

Next: book Calendly meetings from 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.

Let people manage their own meetings in chat

Paste the recipe, add your Calendly token, book a test call, and then ask your own chat when it is.

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On Shopify? Install AeroChat from the Shopify App Store.