Using Calendly Automations

  • Updated

Create tasks in ClickUp using data from Calendly. This is great for creating action plans with your team based on scheduled events.

What you'll need

  • Due to Calendly limitations, you need to have a Calendly Professional Plan or above to use this Automation.

  • The Workspace admin or owner must enable the Automation ClickApp

  • Guests can't set up Automations.

  • All ClickUp Plans include an unlimited number of Automations

  • The number of automated Actions that can be completed per month depends on your Plan:

    • Usage alert emails are sent to owners and admins of Workspaces when an Automations usage is at 90% and again when usage is over 100%

    • Free Forever: 100 Actions / month

    • Unlimited: 1,000 Actions / month

    • Business: 10,000 Actions / month

    • Business Plus: 25,000 Actions / month

    • Enterprise: 250,000 Actions / month

    • Usage limits reset on the first of every month (PST)

  • Free Forever and Unlimited Plans can set up Triggers and Actions

  • Business Plans and above can also set up Conditions and add multiple Actions

Enable and set up Calendly

Before you can set up Calendly, your Workspace owner or admin will need to enable the Automation ClickApp.

Once enabled, you can start using Calendly as a Trigger to automatically create a task with event information.

To set up a Calendly Automation:

  1. Make sure a Workspace owner or admin has enabled Automation ClickApp.

  2. Navigate to the List, Folder, or Space that you want to automate and click Automate in the upper-right corner of your screen.

  3. Press + Add Automation.

  4. Select Calendly from the left sidebar.

  5. Click the Calendly Automation.

    Screenshot showing the Calendly option in the sidebar of the Automation menu.
  6. In the new window, add an account or pick from any existing accounts that you have access to.

  7. Name your Calendly integration account.

  8. Go to https://calendly.com/integrations/api_webhooks, scroll to the bottom of the page, and click Copy Key next to the API key.

  9. Paste the key into ClickUp.

  10. Click Connect account.

  11. Decide who you want to have automation-creation access: Only me, Every member, or Admins only.

  12. Click Done.

Note: To edit a connected account, you'll need to remove the account and reconnect it. Removing an account won't break any existing Automations, but the account will no longer be available for any new Automations.

Remove a Calendly account from ClickUp

To remove a Calendly account:

  1. Go to any List, Folder, or Space and click Automate in the upper-right corner.

  2. Press + Add Automation.

  3. From the left sidebar, select Calendly.

  4. Click the Calendly Automation.

  5. Select your Calendly account from the dropdown.

  6. Hover over your account name and click Remove.

Gif of someone selecting their Calendly account inside ClickUp and then hovering over it to see the remove option.

Data mapping

You can map data from your Calendly event directly into a new task by using the dropdown menu next to any field.

Static values are great if you want to do something like assign every new task to a specific person. Dynamic values are great for automatically generating customized task titles, descriptions, and more!

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