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.
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.
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'.
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.
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.
We'll now choose the specific conditions needed to trigger the Zap. You'll want to set up your filter like this:
Select Continue, and proceed with the test.
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.
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.
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:
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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