What does Calendly do?

Calendly lets users schedule meetings and appointments with the recipient(s) without having to send numerous emails for scheduling it. The user sends a meeting link to the recipient, the recipient clicks on that link and sees the dates and times that the user is available, and selects a date and time that works for him.

Once the user configures the Calendly/FranConnect integration, the Sales, Info Manager, CRM, and Field Ops modules are available to the user when sending meeting invites through emails, email campaigns, etc. to schedule meetings with leads, contacts, etc.

What is this document for?

Starting 30th September 2022, Calendly will discontinue the support for V1 API and webhooks the system was using. Calendly recommended moving from API V1 to API V2 using Personal Token Access.

This document is for the users to help them integrate Calendly into their FranConnect system. Few quick links for reference:

• Existing User Calendly Integration
• New User Calendly Integration

Existing users' Integration

Once the system is updated to Calendly API V2, the user with existing Calendly integration will be FORCED DISABLED i.e., the initial setup will stop working, and the user would have to re-authenticate Calendly configuration again.

• What will not work until Re-Authentication is done
  

  If the user does not do the re-authentication, then the following will be impacted:

  1. Recipients(Existing and New) would not be able to open the Calendly invite and accept the meeting invite.

  a. The Lead owner/logged-in user on the FranConnect system would be able to initiate an email (predefined campaigns/Email templates) with a valid Calendly invite link to the recipient. But the link would only be accessible once the user gets authenticated on the FranConnect system.

  2. New campaigns/Email templates will not be created with the Calendly link.

• What will work until Re-Authentication is not done
  

  1. Settings made under ‘Configure Defaults for Calendly’ in Admin (FranConnect System) will be retained. The user would not have to set up these default values again.

  2. The links used to create campaigns or email templates initially will be retained. Calendly invite link added to an email template or Campaigns will be saved back in the system.

• What will work upon Re-Authentication
  

  Once the re-authentication is done by the user (following the steps mentioned) they will be able to:

  1. Receive acceptance/decline requests from recipients.

  2. Create new campaigns/Email templates with the Calendly link.

  3. Calendly link that was sent before re-authentication will start working.

Steps to Re-Authenticate

• Login to your FranConnect account using your login ID and password.
• From the top-right corner, click on your name to open the drop-down menu.
• Select ‘Option’

• From the ‘Option’ window, click on the ‘Integrator’ tab and choose ‘Calendly Integration’. Due to Force Disable, the toggle against ‘Enable Calendly Integration’ will now be ‘Disabled’.

• Click the toggle button next to ‘Enable Calendly Integration’ to re-authenticate your integration.

• Once the toggle is active, you can now see a field to enter the ‘Calendly Personal Access Token'.

• To generate this token, click on the button next to the field ‘Get Personal Access Token’.

• You will be redirected to Calendly in a New tab.

a. If you are a logged-in customer you will land on to ‘Generate Token’ page,

b. If you are not logged in, click on log in/sign up to generate a token.

• Copy the Token and paste it into the FranConnect system - Calendly Personal Access Token field. Please note - if you wish to reuse this token again, kindly keep a copy of it offline as well.

• Click on ‘Validate and Save'. All relevant modules under Calendly will be shown. Users can customize the setup by activating relevant toggles.

• Under the ‘New Lead/Contact’ column, the user can define the module under which the newly created lead from Calendly can be viewed. Please Note: you can only define one module under which the newly created leads via Calendly would be visible.

• Existing Users who have selected the module under ‘New Lead/Contact’ is the same as what they have chosen before; the default values will be retained under the FranConnect system even after the version update.

• If in case, the user chooses a different module under ‘New Lead/Contact’, they would have to re-set up the default values for the chosen module:

a. Go to Admin > Configuration > Configure Defaults for Calendly

b. Select the module that you have set while configuring the Calendly integrations

c. The related mandatory fields will populate and select the relevant details from the drop-down

New User Integration

• Login to your FranConnect account using your login ID and password.
• From the top-right corner, click on your name to open the drop-down menu.
• Select ‘Option’

• From the ‘Option’ window, click on the ‘Integrator’ tab and choose ‘Calendly Integration’.

• Click the toggle button next to ‘Enable Calendly Integration’ to start the setup.

• Once the toggle is active, you can see a field to enter the ‘Calendly Personal Access Token'.
• To generate this token, click on the button next to the field ‘Get Personal Access Token’.

• You will be redirected to Calendly in a New tab. If you are a logged-in customer, you will land on to ‘Generate Token’ page; if not log in/sign up to generate a token.
• Copy the Token and paste it into the FranConnect system - Calendly Personal Access Token field. Please note - if you wish to reuse this token again, kindly keep a copy of it offline as well.
• Click on ‘Validate and Save'. All relevant Modules will be active. Users can customize the setup using appropriate toggles.
• Under the ‘New Lead/Contact’ column, the user can define the module under which the newly created lead from Calendly can be viewed. Please Note: you can only define one module under which the newly created leads via Calendly would be visible.

• To set the default values for the mandatory fields in the newly created leads, the user has to follow the following steps:

a. Go to Admin > Configuration > Configure Defaults for Calendly

b. Select the module that you have set while configuring the Calendly integrations

c. The related mandatory fields will populate and select the relevant details from the drop-down

To Generate a Personal Access Token

• Login to your Calendly Account and click on the ‘Integrations’ tab from the top-right options in Calendly.

• All Integrations section of Calendly will open. Choose the first option, ‘API and Webhook’, from the listed tiles.

• Under the API & Webhook integration, you can find the option ‘Personal access token’ under ‘How would you like to get started?'.
• Click on ‘Get a token now’.

• Choose a name for your token and click on ‘Create token’.

• Click on ‘Copy token’ to copy the entire token string. Please note: if you wish to reuse this token, paste it on a separate notepad as you won't be able to reaccess it.

• All generated tokens will be listed, and you can revoke a token to release a new token if required. A user can create a maximum of 10 tokens.