Move Calendly contacts through your Attio pipeline 

Move a person along your Attio sales pipeline automatically when they schedule an event with you in Calendly. We recommend reading our introduction to Zapier if you're new to building custom Zaps.

Prep: Connect Attio to Zapier

To get started, follow our guide on how to connect Attio to Zapier, making sure you've set up your API key with Read-write permissions.

This Zap requires you to have set up a collection in Attio using the Kanban view.

To help you follow along, you'll need to name the Attio collection "Sales" and create three stages; "New" "Meeting" and "Deal Won". Your completed Zap will move a person into the "Meeting" stage once they've scheduled a particular type of Calendly event.

Prep: Connect Calendly to Zapier

To automate Calendly invites, you'll first need to connect Calendly to Zapier. In your Calendly dashboard (once you've linked your calendar), you can create a new event type, and customize it however you like. For this walkthrough, you'll want to call your event type 'sales-meeting'.

1. Create a Calendly Trigger

In your Zapier dashboard, click Create Zap in the top left corner. First, you'll be asked to choose a trigger. The trigger will be when someone schedules a 'sales-meeting' event with you in Calendly. Search for Calendly and choose it from the resulting options. For the Trigger Event field, choose Invitee Created.

Next select Continue, select your Calendly account from the dropdown and then Continue to test your trigger.

Note: If no one has ever scheduled a meeting with you before in Calendly, Zapier won't be able to run this test. To remedy this, you may need to schedule a mock event with an alternative email address.

A trigger step being configured in Zapier - the trigger for this example is Invitee Created, which happens when someone new schedules a meeting with you.
Tell Zapier which Calendly action should trigger your Zap

2. Add a conditional Filter

Filters in Zapier are conditions that tell the Zap to run only if certain criteria are met. We'll tell Zapier that we only want the Zap to continue if the event scheduled is a 'sales-meeting'.

In the Action dialogue box that appears below the Trigger you set up in step 1, pick Filter from the list of options on the right.

The cursor hovers over Zapier's Filter tool for changing how incoming data is formatted.
Use Zapier's Filter tool to set some specific parameters for your Zap

We'll now choose the specific conditions needed to trigger the Zap. You'll want to set up your filter like this:

This screenshot shows how to set up your filter, with various conditions set. In this example, the filter tells the Zap to only run if the event name exactly matches 'sales meeting'
Customize the conditions under which your Zap will run

Select Continue, and proceed with the test.

3. Split the name

Because Calendly collects full names as one text field, we'll tell Zapier to split that data in two (first and last name) before creating a new record in Attio.

To do this, click the plus icon and pick Format from the options on the right of the Action box.

Next, choose Text from the Action Event dropdown. Select Continue and for Transform search for Split Text and select it from the dropdown. For Input, we want to choose Invitee Created in Calendly, and then Invitee Name. Leave the Separator field blank. For Segment Index, pick First.

After you’ve tested it, add another Format action. Repeat the process again, but for the final step choose Last for Segment Index. This sends both the first and last names of your person to Attio.

4. Create an action

With the trigger and filter in place, we'll create an action. Click the blue plus icon beneath the filter you just set up to add the first Action to your Zap.

Note: If at any point you can't find the plus icon, it might be obscured by a grey dialogue box asking if you want to turn on your zap, which you can just close for now.

Pick Attio from the list of app options, and choose Find or Create Person from the Action Event dropdown, selecting your Attio account. You'll now tell Zapier what to send to Attio from Calendly; first name, last name and email address. For the First Name field choose 3. Text and then 3. Invitee Name. For Last Name pick 4. Text and then 4. Invitee Name. Select Invitee Email for the Email Addresses field. Finally, hit Test and Continue.

5. Add a final action

Finally, we'll tell to Zapier to add an entry in the Sales Collection in Attio for your new person, and move the entry along the Sales pipeline to 'Meeting'. This can be done with one action.

Add another action with + and pick Attio from the choice of apps. Select Find or Create Entry. Continue with your Attio account, and set it up like this:

The Set up action window in Zapier. These completed fields tell Zapier which collection to create an entry in (Sales) and which kanban stage (Meeting) to move them to.
Choose which collection and kanban stage Zapier should assign to your new entry

For Entry ID, choose Find or Create Person in Attio and then Show All Options. Scroll down and pick ID (it will be appended by a string of characters) from the dropdown. Your string of characters will differ from the example above. In Collection, pick Sales.

You'll notice some new fields appearing as you go. In the Attribute field, pick Sales Stage. And finally, in Attribute Value select Meeting.

Once tested, your Zap is good to go! You can turn on your Zap either from the bottom of the page or toggle the switch in the top right corner.

Now every time someone schedules a 'sales-meeting' event in Calendly with you, Zapier will create a person in Attio, create a corresponding entry in your Sales collection, and change the entry's kanban status to "Meeting."

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