Connect Calendly to Outreach Magic

    Automatically track every booked meeting as a lead event in your pipeline

    Connect Calendly to Outreach Magic and every booked meeting becomes a tracked event in your local pipeline. When someone books a call, Outreach Magic creates or updates the lead, logs it as meeting booked, and sets the status to interested with positive sentiment.

    Calendly is different from other platforms. You don't paste a webhook URL. Instead, you give us a Personal Access Token, and Outreach Magic registers the webhook for you.

    • Booked meetings show up as lead events
    • Leads get status "meeting booked" with positive sentiment
    • No manual CSV exports, no Zapier workflows
    • Works alongside your email and LinkedIn outreach data

    What You Need

    A Calendly Personal Access Token (Standard, Teams, or Enterprise plan required for webhooks). Generate one at Calendly → Integrations → API and Webhooks.

    Calendly Setup Guide

    Takes about 2 minutes.

    1. 1

      Generate a Personal Access Token in Calendly

      Go to Calendly → Integrations → API & Webhooks and click "Generate Personal Access Token". Give it a name like "Outreach Magic" and copy the token.

    2. 2

      Open Connections in Outreach Magic

      Go to: https://app.outreachmagic.io/connections
      Click the Calendly tile to open the connection wizard.

    3. 3

      Paste Your Personal Access Token

      Paste the Calendly Personal Access Token into the input field and click "Connect Calendly". Outreach Magic will:

      • • Validate the token with Calendly's API
      • • Register a webhook subscription for your organization
      • • Subscribe to invitee.created and invitee.canceled events
      • • Generate and store your unique webhook URL
    4. 4

      Verify the Connection

      Book a test meeting through your Calendly link. Within a few seconds the event appears in your Outreach Magic pipeline. The lead shows:

      On invitee.created (meeting booked):

      • • Event type: meeting_booked
      • • Direction: inbound
      • • Pipeline stage: interested
      • • Lead status: meeting booked
      • • Sentiment: positive

      On invitee.canceled (meeting canceled):

      • • Event type: lead_disposition
      • • Direction: inbound
      • • Lead status: canceled
      • • Sentiment: negative
      • • No stage change (logged for history)

      The event type name is used for workspace routing and stored as the event subject. Time, hosts, and any link UTMs are stored in the event body.

    What Happens When a Meeting Is Booked

    Lead Created or Updated

    If the invitee is new, Outreach Magic creates a lead profile. If they already exist (same email), the lead gets updated with the new event.

    Pipeline Stage Moves to Interested

    A booked meeting moves the lead to the "interested" stage. You can prioritize follow-ups from there.

    Event Timeline Updated

    Every booking and cancellation shows up in the lead's timeline alongside email replies, LinkedIn messages, and enrichment data.

    See What Drove the Booking

    Calendly events sit alongside your email and LinkedIn data, so you can see which campaigns actually led to meetings.

    Workspaces & What Gets Stored

    Routing (multi-workspace)

    Each Calendly event type maps to a workspace by its display name and ID (e.g. Acme Corp - Demo). UTMs do not affect routing. Add a rule on the Workspaces page using the event type name as campaign name.

    Meeting note on the timeline

    Each booking is stored like an email. Subject is the event type name. Body is a short summary — time, people, form answers, and any UTMs from the booking link.

    Acme Corp Discovery Call
Jun 18, 2026 7:30 PM – 8:00 PM (America/New_York)
Invitee: Jane Doe (jane@acme.com)
Hosts: Alex Host (alex@acme.com)
Location: Google Meet
UTM: campaign=acme · source=instantly · medium=email

    Troubleshooting

    Connection Fails

    • • Make sure your Calendly plan is Standard, Teams, or Enterprise (webhooks require paid plans)
    • • Check that the Personal Access Token was copied correctly (no extra spaces)
    • • Verify the token has not expired. Generate a new one if needed.
    • • Make sure you have admin access to the Calendly organization

    Events Not Appearing

    • • Book a test meeting through your Calendly link to trigger an event
    • • Run pipeline.py pull in your terminal to sync the latest events
    • • Check the Connections page. The "last event" timestamp should update.
    • • Calendly sends events in real time. Check webhook subscription status in Calendly API settings.

    Need Additional Help?

    Still stuck? Reach out or check the Connections page for more resources.

    Contact Support

    Related Resources

    Ready to Connect Calendly?

    Generate your Personal Access Token and set up the integration in 2 minutes.

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