Product | Calendly integration |
Expert(s) | Enterprise team |
Slack channel | |
This article was last verified on | 06/27/2024 |
đź“– Customer-facing Resources
Overview
If a customer incorporates a Calendly link into their sequence messages, the Calendly integration will automatically stop the sequence and further follow-ups from being sent once the candidate books time on the customer’s calendar.
There are two different methods to configure the Calendly integration, based on their Calendly account type:
- Company-managed Calendly account - These types of accounts have a Calendly Admin who manages all of the Calendly accounts under the team. If they have this type of account, a Calendly+Gem Admin will be able to set up the integration for the entire team so that individual users won’t need to do it themselves.
- Example: A new employee would need to ask a Calendly Admin for a Calendly account under their team.
- Personal Calendly account - These types of accounts do not have a Calendly Admin and each person manages their own individual Calendly account. If the customer has this type of account, they will need to set up the integration themselves.
- Example: An employee creates their own Calendly account and pays for it themselves or expenses it.
Note: Customers can always add a Calendly link to their sequence and send it out without setting up the Calendly integration, but they will need to remember to manually stop the sequence and mark the candidate as replied/interested. In this scenario, Gem will warn them about this condition when they send the sequence out and will only stop the sequence for them if the candidate replies to the thread.
Customer Requirements
The requirements for setting up the Calendly integration will vary, depending on the customer’s Calendly account type. See the Calendly integration section above for more details.
Company-managed Calendly accounts:
- The individual setting up the integration is a Gem Admin
- The individual setting up the integration is a Calendly Admin
- They are on a paid Calendly Professional (or above) subscription, trials are not supported
Personal Calendly accounts:
- They are on a paid Calendly Professional (or above) subscription, trials are not supported
Customer Setup
First, the customer should determine if they are using a company-managed or personal Calendly account. The easiest way for them to do this is by going to their Billing page on Calendly. If they are on a company-managed account and are not an Admin, they will be prompted to contact their Admin. (If they are an Admin, they will see your subscription details, including the number of seats they’ve purchased.) If they are on a personal account, they will see only your own subscription details.
After they determine your Calendly account type, they can select it below:
Company-managed Calendly accounts
The individual setting up the integration needs to be both a Gem and Calendly Admin in order to set this up for their team. They can follow these instructions:
- Navigate to your Gem Team Settings dashboard: https://gem.com/admin/additional
- Under “Calendly Integration”, click “Grant Access”.
- If this button is not displayed and you see a Calendly team admin email address displayed instead, the Calendly integration has already been set up and you do not need to do anything.
- Log into your Calendly Admin account.
- That’s it! Everyone on your team can now add Calendly links to their sequences and use this integration. (Usage instructions in section below.)
Personal Calendly accounts
- Navigate to your API and webhooks page in Calendly and click “Generate New Token”.
- Name the token (ex. “Gem”), and click on “Copy token” to copy the access token to your clipboard.
- Note: You won’t be able to view this token again. If you plan to reconfigure the Calendly integration in the future, you could choose to save the access token in a secure password manager or just create a new token.
- In your Gem Settings under the Calendly section, select “Personal Token” in the dropdown menu and paste in the access token that you copied earlier.
- That’s it! You can now add Calendly links to your sequences and use this integration. (Usage instructions in section below.)
Using the Calendly Integration
Company-managed Calendly accounts
- To enable the integration in your sequence, check in the “Enable Calendly reply tracking” box while editing the sequence.
- Select “Team Calendly Integration”.
- If you are using your own Calendly link , enter in your Calendly email address to associate the sequence with your Calendly account.
- If you’re using a colleague’s Calendly link , enter in their Calendly email address to associate the sequence with their Calendly account.
Personal Calendly accounts
- To enable the integration in your sequence, check in the “Enable Calendly reply tracking” box while editing the sequence.
- Select “Personal Token”.
- If you are using your own Calendly link and have already performed the integration steps above, you’re all set. Otherwise, enter in your Calendly personal access token to associate the sequence with your Calendly account.
- If you’re using a colleague’s Calendly link , ask them to generate their own Calendly personal access token and provide it to you so that you can save it to your sequence’s settings. This will associate the sequence with their Calendly account.
Additional Notes
- Different Calendly & Gem domains - It’s okay if the individual setting up the integration’s Calendly Admin account is on a different domain than their Gem team account. As long as the individual is both a Calendly and Gem Admin, they will be able to configure the integration. Note that the rest of their team’s Gem users will need to have Calendly accounts under the same domain that they are using for their own Calendly Admin account.
- Concurrent Calendly integration setup - If a customer set up the Calendly integration themselves (personal account) and later on down the line becomes a part of a company-managed Calendly account, this will not result in a disruption in the integration as long as their Calendly+Gem Admin sets the integration up for their team.
- Who is my Gem Admin - If a customer is not a Gem Admin and/or does not know who is on their team, they will likely contact the Gem Support team for help, who can find the team’s admins from the Support Dashboard.
- Calendly Admin leaves team - If the Calendly Admin account gets deactivated, a new Calendly Admin will be needed to replace them in Gem. After the team determines who this person is, they will liekly contact the Gem Support team for assistance. The Support team (or the team’s CSM) can follow the instructions below to unlink a Calendly admin so that someone else from the customer’s team can set up the integration.
- How to unlink a Calendly admin - To unlink a Calendly admin account from https://www.gem.com/admin/additional, Support or Success can assume the admin user (whose Calendly account is linked) with write access, then navigate to http://www.gem.com/api/calendly/unlink_admin. Afterwards check the team’s https://www.gem.com/admin/additional page to ensure that the Calendly section looks unlinked from any account.
- How much data is being shared by Calendly to Gem through the integration - For the sequence stopping functionality, we use Calendly’s webhook subscription. Aside from the webhooks, no additional data is stored from Calendly.