Connect Calendly to WhatsApp

Unlike Google Calendar and Google Sheets, Calendly fires webhooks natively. When someone books, Calendly POSTs the booking details to a URL you specify. No third-party connector, no Apps Script, no API key in WA.Expert. Just register your WA.Expert webhook URL in Calendly's Integrations panel.

Calendly's API v1 and its webhooks were shut down in May 2025. This guide uses API v2 only. If you have any v1 webhook integrations, they have stopped working and need to be rebuilt using v2.

Calendly's Free plan does not include webhook support. You need the Standard plan or higher to register webhook subscriptions. If you are on Free, you can use a Zapier step as an alternative connector.

The question label you use here appears in the webhook payload. If you label it 'WhatsApp Number', the payload will have "question": "WhatsApp Number". Note this exactly; you will use it to extract the phone number in WA.Expert.

GET https://api.calendly.com/users/me
Authorization: Bearer YOUR_PERSONAL_ACCESS_TOKEN

Response:
{{
  "resource": {{
    "uri":                  "https://api.calendly.com/users/AAAA",
    "current_organization": "https://api.calendly.com/organizations/BBBB"
  }}
}}

Copy: resource.current_organization -> use as the organization value below.

POST https://api.calendly.com/webhook_subscriptions
Authorization: Bearer YOUR_PERSONAL_ACCESS_TOKEN
Content-Type: application/json

Body:
{{
  "url":          "YOUR_WA_EXPERT_WEBHOOK_URL",
  "events":       ["invitee.created", "invitee.canceled"],
  "organization": "https://api.calendly.com/organizations/BBBB",
  "scope":        "organization"
}}

Response (HTTP 201):
{{
  "resource": {{
    "uri":       "https://api.calendly.com/webhook_subscriptions/CCCC",
    "callback_url": "YOUR_WA_EXPERT_WEBHOOK_URL",
    "state":     "active"
  }}
}}

Personal access token from: Calendly → Integrations → API & Webhooks → Generate Token

{{
  "event": "invitee.created",
  "payload": {{
    "event_type": {{"name": "30 Minute Consultation"}},
    "name":       "Priya Sharma",
    "email":      "priya@example.com",
    "status":     "active",
    "rescheduled": false,
    "calendar_event": {{
      "start_time": "2026-06-25T10:00:00Z",
      "end_time":   "2026-06-25T10:30:00Z"
    }},
    "questions_and_answers": [
      {{
        "question": "WhatsApp Number",
        "answer":   "+919820000001"
      }}
    ],
    "cancel_url":    "https://calendly.com/cancellations/...",
    "reschedule_url": "https://calendly.com/reschedulings/..."
  }}
}}

Map these to WA.Expert variables:
  payload.name                            -> customer_name
  payload.email                           -> customer_email
  payload.questions_and_answers[0].answer -> customer_phone
  payload.calendar_event.start_time       -> appointment_start
  payload.event_type.name                 -> event_type
  payload.cancel_url                      -> cancel_url
  payload.reschedule_url                  -> reschedule_url
  payload.rescheduled                     -> is_rescheduled

The questions_and_answers array index depends on the order of questions in your event type. If WhatsApp Number is the first question, use index [0]. If it is the second, use [1]. Check the payload in WA.Expert's test mode to confirm.

1. Priya books a 30-minute consultation on your Calendly page.
   She enters her WhatsApp number: +919820000001.

2. Calendly fires the invitee.created webhook to WA.Expert.

3. WA.Expert receives the payload and maps variables:
   customer_name  = Priya Sharma
   customer_phone = +919820000001
   appointment_start = 2026-06-25T10:00:00Z
   event_type = 30 Minute Consultation

4. WA.Expert sends Priya a confirmation:
   'Hi Priya, your 30 Minute Consultation is confirmed for
    25 June at 10:00 AM IST.
    Need to reschedule? Tap here: {{reschedule_url}}'

5. WA.Expert sends your team an alert:
   'New booking: Priya Sharma (+919820000001)
    30 Minute Consultation — 25 June at 10:00 AM
    Email: priya@example.com'