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Overview

The Calendly integration lets your agent generate single-use booking links for your Calendly event types. Instead of directly managing calendar events, the agent sends a link and Calendly handles the scheduling.

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Booking method

After selecting an event type, choose how the agent books meetings:
  • Send booking link (default) — the agent sends a unique Calendly link and the lead picks a time on Calendly.
  • Book in chat — the agent checks availability, proposes a time, and books the meeting directly in the conversation, similar to the Google Calendar experience.
In-chat booking uses Calendly’s scheduling API, which Calendly includes from the Standard plan upwards. SetterMaxer AI can’t see which plan your Calendly account is on, so selecting it shows a reminder. If your plan doesn’t include it, bookings fail and the agent automatically falls back to sending a booking link.

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Connect Calendly

1

Open integrations

Go to your agent’s Integrations page.
2

Click Connect

Click Connect next to Calendly. You’ll be redirected to Calendly’s OAuth consent screen.
3

Authorize access

Grant SetterMaxer AI access to your Calendly account.
4

Select an event type

Choose which Calendly event type the agent should use for booking links.

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How it works

  1. When the lead is ready to book, the agent generates a single-use Calendly booking link
  2. The link is sent in the chat as a clickable URL
  3. The lead books through Calendly’s interface
  4. A webhook from Calendly notifies SetterMaxer that the booking was completed
  5. The conversation is marked as appointment_booked = true and a confirmation message is sent

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Book in chat

  1. When the lead is ready to book, the agent checks the event type’s available times
  2. The agent proposes an open slot; if the lead prefers another time, the agent re-checks availability
  3. Once a time is agreed, the agent asks for the lead’s email address
  4. The agent books the meeting directly and confirms it in the chat
  5. The conversation is marked as appointment_booked = true

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Reschedule an appointment

For appointments created with either booking method, a lead can ask to change the time in chat. The agent sends the trusted reschedule link for that booking, and the lead chooses a new time on Calendly. The agent does not create a second appointment or ask for the lead’s details again. After Calendly confirms the replacement, SetterMaxer updates the appointment time and reschedule link, adds a localized confirmation to the conversation, and fires an appointment.rescheduled webhook event when configured.
Calendly hosts the time selection because its API does not support programmatic rescheduling. If an older conversation has no stored reschedule link, the agent directs the lead to the reschedule option in their Calendly email or calendar invitation.
If you select a different Calendly event type after a booking, a later reschedule of that older booking may not synchronize automatically. The appointment remains correct in Calendly but may show the old time in SetterMaxer.

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Booking confirmation

When Calendly’s webhook fires (event: invitee.created), SetterMaxer:
  • Matches the booking to the correct conversation via a tracking parameter
  • Stores the Calendly event and invitee identities used to reconcile future reschedules
  • Marks the session as booked
  • Injects a locale-aware confirmation message into the chat
  • Fires a appointment.booked webhook event (if configured)
The confirmation message language is automatically detected from the conversation — German if the agent’s messages contain German text, English otherwise.

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Token management

SetterMaxer automatically refreshes your Calendly OAuth tokens. If a refresh fails, reconnect the integration from the agent’s Integrations page.