Calendly

Have calls scheduled in Calendly create Callback Tasks in Regal Voice

This guide outlines how you can create and cancel scheduled calls in Regal Voice based on Calendly events. This allows your customers to book directly into Calendly and have those calls automatically scheduled in Regal Voice for your agents.

Scheduling Calls in Regal Voice from Calendly Events

Calendly allows you to subscribe to their Event Webhooks to receive real-time events to your server endpoint when events are scheduled or canceled by invitees.

Subscribe to Calendly's Event Webhooks

Refer to Calendly's Webhooks Guide for instructions on how to subscribe to Calendly events and the corresponding webhook section of the Calendly API docs.

Subscribe to Calendly WebhooksSubscribe to Calendly Webhooks

Subscribe to Calendly Webhooks

Calendly Call Scheduled

When a Calendly call is scheduled, you'll receive an invitee.created event from Calendly. When that happens, send an event to Regal Voice with the event name Calendly Call Scheduled and include a property called scheduledTimestamp with a timestamp value for when the call needs to be scheduled. (Just like all other events, make sure to also send either the userId and/or traits.phone so we know which customer it's for). This will create a call task in Regal Voice.

Acceptable timestamp formats for scheduledTimestamp include:

  • yyyy-MM-dd HH:mm:ss ZZ
  • 2000-01-01 00:00:00 -04:00
  • yyyy-MM-ddTHH:mm:ss.SSSZZ
  • 2000-01-01T00:00:00.000-04:00

Note: these are slightly different than the timestamps calendly sends through with their events.

❗️

Acceptable timestamp formats

Pay attention to the acceptable timestamp formats for scheduledTimestamp below. Note that these are slightly different than the timestamps Calendly sends through with their events. If you send an incorrect format, Regal Voice will interpret it as a string instead of a timestamp. Additionally, once a property is cast, the value type cannot be overwritten. Thus, it is important to set the right data type when creating fields in Regal Voice for the first time. API calls attempting to set or update an existing property with a value that cannot be coerced into the appropriate type will fail to be considered in journeys.

Additional event properties you can include (optional):

Property

Description

calendlyLink

the calendly URL that was used to book

calendlyAgentFirstName

the first name of the agent the calendly belongs to (if applicable)

calendlyAgentLastName

the last name of the agent the calendly belongs to (if applicable)

calendlyAgentEmail

the email of the agent the calendly belongs to (if applicable)

By sending these additional properties, it allows you to send text confirmations, reminders, reschedule requests etc. via Regal Voice, and reference the relevant agent's name. It also allows you to route the call task to a specific agent, if needed.

Calendly Call Canceled

When a Calendly call is canceled, you'll receive an invitee.canceled event from Calendly. When that happens, send an event to Regal Voice with the event name Calendly Call Canceled and include a property called scheduledTimestamp with a timestamp value for when the original call was scheduled. (Just like all other events, make sure to also send either the userId and/or traits.phone so we know which customer it's for). This will cancel the call task in Regal Voice.

Acceptable timestamp formats for scheduledTimestamp include:

  • yyyy-MM-dd HH:mm:ss ZZ
  • 2000-01-01 00:00:00 -04:00
  • yyyy-MM-ddTHH:mm:ss.SSSZZ
  • 2000-01-01T00:00:00.000-04:00

Note: these are slightly different than the timestamps calendly sends through with their events.

❗️

Acceptable timestamp formats

Pay attention to the acceptable timestamp formats for scheduledTimestamp below. Note that these are slightly different than the timestamps Calendly sends through with their events. If you send an incorrect format, Regal Voice will interpret it as a string instead of a timestamp. Additionally, once a property is cast, the value type cannot be overwritten. Thus, it is important to set the right data type when creating fields in Regal Voice for the first time. API calls attempting to set or update an existing property with a value that cannot be coerced into the appropriate type will fail to be considered in journeys.

Rescheduling Calendly Calls

When a user reschedules a Calendly Call, you can first send a Calendly Call Canceled event and then send a Calendly Call Scheduled event. This is consistent with how Calendly handles reschedules.

Calendly Calls in Regal Voice

Calendly Calls will create Scheduled Callbacks in Regal Voice.

Scheduled within Next 14 Days
If a Calendly Call is scheduled within the next 14 days, the task will automatically get created and appear in a "Future Calendly Calls" queue. When the schedule time comes due, the task will be moved to the "Current Calendly Calls" queue and reserve an agent.

Scheduled more than 14 Days Out
If a Calendly Call is scheduled more than 14 days out, the task will not get created until its within 14 days. Once the 14 day window arrives, the Scheduled Callback task will get created and appear in a "Future Calendly Calls" queue. When the schedule time comes due, the task will be moved to the "Current Calendly Calls" queue and reserve an agent.

That way you can expect that "Future Calendly Calls" to always contain the next 14 days of scheduled Calendly Calls.

If you have any questions about this integration guide email [email protected]


Did this page help you?