Before you can include external actions in your action flows, you must connect the action builder to the external system.

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Summary: ◀▼

You can connect Calendly to action flows to automate scheduling tasks like creating invitations, generating single-use links, and retrieving event or user details. Use a dedicated service account for connections and review permissions carefully. Available actions include booking events, listing event types, and searching scheduled events, helping you streamline calendar management within your workflows.

By connecting the action builder to external systems, such as Calendly, admins can integrate Zendesk with external systems in automated workflows, improving collaboration and maintaining a seamless experience across multiple platforms.
Note: The steps associated with external systems in action flows are referred to collectively as external actions.
This article contains the following topics:
  • Connecting Calendly to action builder
  • Using Calendly actions in action flows

Connecting Calendly to action builder

Before you can include external actions in your action flows, you must connect the action builder to the external system.

When connecting to external systems for use in action flows, the following best practices are recommended:
  • All external actions performed by an action flow are attributed to the user who connected the external system. Therefore, it's a best practice to use a dedicated service account rather than personal credentials when connecting to each external system.
  • All integrations request access to necessary scopes. However, it's important that you review and validate the scopes before authorizing the connection to the external system.
  • When managing credentials for API key-based tools, such as OpenAI, it's best to store keys in a secure vault or credential manager.
To connect action builder to Calendly
  1. In Admin Center, click Apps and integrations in the sidebar, then select Actions > Action flows.
  2. Create or edit an action flow.
  3. Open the step sidebar.
  4. Under External actions, click Calendly.
  5. Click Connect.
  6. Follow the Calendly prompts to authenticate and complete the connection.

    The Calendly connection uses OAuth 2.0 authentication with the authorization code grant type. When you connect Calendly to action builder, you will be redirected to Calendly to authorize the connection. The connector will receive an access token that allows action flows to perform operations on your behalf.

    Review the requested permissions carefully before authorizing the connection. Calendly will use the default scopes configured for API integrations, which typically include read and write access to your event types, scheduled events, and user information.

    Note: All external actions performed by an action flow are attributed to the user who connected the external system. Therefore, it is a best practice to use a dedicated service account rather than personal credentials when connecting to each external system.

After you've connected to the system, you'll see an indicator that it's connected and details about the instance you're connected to, as well as the actions available for Calendly.

Using Calendly actions in action flows

The following Calendly actions are available:
  • Create invitation
  • Create single-use scheduling link
  • List event types
  • Lookup current user
  • Lookup event type
  • Lookup scheduled event
  • Lookup user
  • Search scheduled events

Creating an invitation

Use the Create invitation action to book an invitee directly for a Calendly event type without redirects or iframes. This action requires a paid Calendly plan.

This action has the following inputs and outputs:

  Variables
Inputs Required: Event type, Start time, Invitee email, Invitee timezone, Invitee name, Location type

Optional: Invitee SMS reminder number, Guest emails, Location, UTM campaign, UTM source, UTM medium, UTM content, UTM term, Salesforce UUID

The Start time field accepts dates in YYYY-MM-DD HH:mm format (for example: 2026-05-20 09:00). The Location type is dynamically loaded based on the selected event type.
Output Invitee details including URI, email, name, status, timezone, event, timestamps, cancel URL, reschedule URL, tracking information, questions and answers, cancellation details, payment information, and no-show status.

Creating a single-use scheduling link

Use the Create single-use scheduling link action to generate a single-use scheduling link for a specific event type. The link can only be used once to book a meeting.

This action has the following inputs and outputs:

  Variables
Inputs Required: Event type
Output Booking URL, owner, and owner type

Listing event types

Use the List event types action to retrieve a list of event types visible to the authenticated user.

This action has the following inputs and outputs:

  Variables
Inputs Optional: User, Organization, Active, Count, Next page token, Previous page token

The Count field accepts a maximum of 100 results per page. Use the pagination tokens to retrieve additional pages of results.
Output Array of event types containing URI, name, slug, scheduling URL, duration, kind, type, color, active status, and booking method, with pagination details.

Looking up the current user

Use the Lookup current user action to retrieve information about the currently authenticated Calendly user.

This action has the following inputs and outputs:

  Variables
Inputs None
Output User details including URI, name, slug, email, scheduling URL, timezone, avatar URL, timestamps, current organization, resource type, and locale.

Looking up an event type

Use the Lookup event type action to retrieve detailed information about a specific Calendly event type, including its locations, duration, custom questions, and scheduling URL.

This action has the following inputs and outputs:

  Variables
Inputs Required: Event type
Output Event type details including URI, name, active status, booking method, slug, scheduling URL, duration, duration options, kind, type, color, timestamps, descriptions, locations, custom questions, and configuration settings.

Looking up a scheduled event

Use the Lookup scheduled event action to retrieve details about a specific scheduled event by its UUID.

This action has the following inputs and outputs:

  Variables
Inputs Required: Event UUID
Output Scheduled event details including URI, name, status, start time, end time, event type, location, invitees counter, timestamps, event memberships, and event guests.

Looking up a user

Use the Lookup user action to look up a Calendly user by their email address or UUID.

This action has the following inputs and outputs:

  Variables
Inputs Required: Email or UUID
Output User details including URI, name, slug, email, scheduling URL, timezone, avatar URL, timestamps, current organization, resource type, and locale.

Searching scheduled events

Use the Search scheduled events action to retrieve scheduled events for the authenticated user with optional filtering by invitee email, user, date range, or status.

This action has the following inputs and outputs:

  Variables
Inputs

Optional: User, Organization, Status, Start date from, Start date to, Count, Next page token, Previous page token, Invitee email

The Start date from and Start date to fields accept dates in YYYY-MM-DD HH:mm format (for example: 2026-05-01 09:00). The Status field defaults to active if not specified. The Count field accepts a maximum of 100 results per page.
Output Array of scheduled events containing URI, name, status, start time, end time, event type, location, invitees counter, timestamps, event memberships, event guests, and meeting notes, with pagination details.
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