Introduction:
In this guide, our developers at HikeBranding will walk you through the seamless integration process, enabling you to optimize your operations. From managing appointments in Calendly to updating records in Airtable based on Keap Tags, you’ll discover how to leverage these tools in perfect harmony to drive efficiency and productivity across your organization.
Automated Appointment Management:
Seamlessly synchronize appointments created in Calendly with Keap, ensuring that contact records are updated or created automatically without manual intervention.
Dynamic Tagging:
Utilize Keap Tags to categorize contacts based on specific criteria, enabling personalized communication and targeted marketing efforts.
Real-time Data Updates:
Experience real-time updates across platforms, ensuring that changes made in one system are reflected instantaneously in others, maintaining data integrity and accuracy.
Platforms:
We will use Customer Relationship Management (KEAP CRM), Calendly, Airtable and Make.com for this automation.
In this integrated workflow, appointments created in Calendly are seamlessly added to Keap. Upon applying a designated tag in Keap, appointment data is then transferred to Airtable. Subsequently, Airtable triggers automation to update credit card details in Keap.
Steps:
1) Calendly Setup:
- Create a developer Account in Calendly and fill the app details
- Login to your Calendly Account and create an Event for meeting, set your Host and Invitees, Scheduling setting and Booking Page Options(For setup Form Page) from sidebar options.
- Once you will setup a page it will show in Events.
- Below is the Appointment Form
2) Keap Setup:
- Login to your Keap Account and add a custom field for Calendly Appointment ID and also generate a new Tag Named: Calendly Appt. to Airtable.
3) Airtable Setup:
- Login to your Airtable Account and generate its Client and Secret ID
- By clicking on + sign you can Create fields in Table as per your requirement. You have to select field type and add field name.
- Create an Interface page for Table View: For this Go to Interfaces Tab and click on + sign to add a new page
- Select the Layout that is use to display data.
- This is the Preview of Inteface Page which contains all fields of Table
- I have added card details in this form, it will be use to store card details in Keap for this i create an automation that will be trigger on button click.
- Automation Setup: When a form button is clicked then a script will run, which sends data on Webhook URL.
4) Make.com Setup:
- Create a Scenario named: Calendly to Keap, In this scenario i add Watch Event of Calendly Module, whenever an appointment is created in Calendly then I create a contact in Keap.
- Mapped Calendly fields with Keap fields.
- Create another Scenario named: Keap to Airtable, In this scenario i add Watch a Tag Event of Keap Module to check a Tag Apply on any contact.
- Add Retrieve a Contact Module to access the contact details with custom field(using the Contact ID retrieved from Watch a Tag Event).
- Utilizing the Calendly Contact ID retrieved from the contact details. I fetch the Appointment Details from Calendly for this I use API.
- Add Create a Contact Airtable Module to add a record details in Airtable.
- Create another Scenario named: Update In Keap, in this Scenario i add Custom Webhook Event of Webhook Module and i also add Make an API Call of Keap Module to add Credit card details in Keap.
5) Results:
- Calendly: View of Calendly when an appointment booked.
- Keap: View of Keap contacts when a record added.
- Airtable: View of Airtable when a record added with complete details.
Conclusion:
In summary, this integrated workflow seamlessly connects Calendly, Keap, Airtable, and Make.com, optimizing operations and enhancing productivity. From scheduling appointments to updating customer details and automating tasks, this ecosystem streamlines processes and minimizes manual effort. With Make.com’s innovative features complementing the integration, you’re empowered to deliver exceptional service and drive growth efficiently. We at HikeBranding are always thrilled to work on automations to make the workflow easier for our clients.
