Overview
TimelinesAI allows you to integrate Calendly with WhatsApp using Make Integration.
This Make template will send an automatic WhatsApp message to your contact whenever they book a new Calendly event, send a reminder one day prior to the booked meeting, send an automatic WhatsApp message if the user didn’t attend the meeting, and send a message if the user did attend the meeting.
Step 1: Create a New Scenario on Make
To get started, we’ll go to Make and create a “New Scenario,” which will allow you to build your integration.
This will take you to a section where you’ll be required to select the trigger:
Click on the “+” button and you’ll be able to search for the trigger type “Calendly.” Then, proceed to click on “Watch Events.”
After doing this, clicking on the “Create a Webhook” button will allow you to connect your Calendly account with Make. After that, complete all steps as shown here:
In order for us to have content for these variables, we’ll need to run the Calendly webhook once.
Go to Make and click on the “Run Once” button that’s at the bottom.
Now you need to go to your Calendly booking page and book a meeting so Make can receive the data.
Step 2: Adding Another Module on Make
After configuring the Calendly Webhook, it’s time to go back to Make, to continue working on your integration. Now, we’ll add a module next to your Calendly Webhook, as shown below:
Hover your cursor over the “+” button, that’s on the right side of the Calendly icon, and click on it.
Make will display a search bar, where you can type “Tools” and then click on the “ Set Multiple Variables” option, select it from the search results.
Then, Make will display a window with some options for you to configure:
1º step: Variable name: you will add a name here for your variable
2º Step: Variable value: Click inside the option > click on the calendar icon > Click on the “FormatDate” option.
Now it’s time to add the date information we want to format: After the “formatDate(“ you will add the “Start Date” event and after the ; you will add the date format you want, in the case below we add the DD/MM/YYYY format as shown below:
Now it’s time to format the hour, we are going to do the same process but we will insert the Hour after the ; “HH:mm” format as shown below:
Let’s create a new “ Set multiples variables” Module in order to create a formula to send our 1 day before reminder. Add the name of the formula and choose the “addDays” function.
After the “addDays(“ you will add the “custom date you’ve created in the last module” and after the ; you will add the number of days you want to deduct let’s use “-1” as shown below:
Now let’s create one more “ Set multiples variables” Module in order to format this last formula we’ve created follow the steps below:
Step 3: Adding the Phone Number Module on Make
This module will convert the phone numbers in the correct format to use in our automation, at the Phone number section you will add the phone number answer from the Calendly Webhook and at the Default Country for parsing section you will choose the Country.
Step 4: Adding Google Sheets
Hover your cursor over the “+” button, that’s on the right side of the “Phone number” icon, and click on it.
Make will display a search bar, where you can type “Google Sheets” and select it from the search results
You’ll see a list of actions that you can select here; make sure to pick the “Add a Row” action
Then, Make will display a window with some options for you to configure:
Connection: Here you’ll select your Google Account – to add a new one, just make sure to click on the “Add” button.
Make will proceed to ask you for details about your Google Account. You can add a name within the “Connection name” text box. After that, you may click on the “Sign in with Google” button, which will present you with a prompt requesting access to your account; allow it in order to proceed.
Choose a Method: Click on “Select by path”
Choose a Drive: Here you’ll be able to select the section within your Drive, where you have your folders, which contain the spreadsheets you’ll be using
Spreadsheet ID: This section will allow you to specify the folders that Make will search for (i.e.: Folder #1 → Spreadsheets Folder → Spreadsheet for New Messages), to find the specific spreadsheet you’d like to use
We have prepared a Google Spreadsheet template that you can use. Click here to get it (download as a .CSV) and use it to configure this webhook.
Sheet Name: This field will show up after you set the “Spreadsheet ID”. Just make sure to select the specific sheet you want Make to add information into; like “Sheet1”
Table contains headers: This field will show up after you define the “Sheet Name”. If your spreadsheet has headers, then you may select “Yes”, so Make takes these headers into account when adding information to your spreadsheet
Make will display the values found in your spreadsheet, which are the same headers. We’ll work with these variables in the following step.
Unformatted: Select “No”
Step 5: Configuring the Variables (Values)
Now that we have set up the basic structure of this integration, between Webhooks and Google Sheets, we can now proceed and work on the variables found in your action module (Google Sheets).
In order for us to have content for these variables, we’ll need to run the Calendly webhook once:
Go to Make and click on the “Run Once” button that’s at the bottom: now you need to go to your Calendly booking page and book a meeting so Make can receive the data.
You’ll notice that, after clicking on that button, Make will display some information about the integration. After that, Make will display green checkmarks under both, the Webhooks and the Google Sheets modules, meaning that these are working fine and that there’s information for us to work with.
Configuring the Variables Gathered from the Webhook:
Click on the Google Sheets module and refer to the Values section:
When you click on one of these variables’ text box, Make will provide you with variables gathered from the Webhook. Proceed to add the respective variables into these fields (i.e.: Name (A) = “1. name”; Email (B) = “1. Email”; etc.) and then, click on the “Ok” button to save your changes.
Once you’re done configuring your variables accordingly, you may go back to Calendly and book another test meeting. After this is done, go back to Make and click on the “Run Once” button once again; Make will report that the process is done by displaying the green checkmarks below the two modules (Webhooks and Google Sheets).
This should be enough for you to see the first entry within your Google Sheet, just below the headers, as you have configured it. It should look something like this:
Step 6: Sending confirmation by Whatsapp
Let’s create a module to send the Calendly confirmation message by whatsapp using TimelinesAI and Make.
Hover your cursor over the “+” button, that’s on the right side of the “Google Sheets” icon, and click on it.
Make will display a search bar, where you can type “HTTPS” and select it from the search results
You’ll see a list of actions that you can select here; make sure to pick the “Make a Request” action
Then, Make will display a window with some options for you to configure:
URL: https://app.timelines.ai/integrations/api/messages
Method: POST
Headers: Name: Authorization Value: you can get you token here: Click here
Body type: Raw
Content type: JSON (application/json)
Request content:
{
“phone”: “Phone number variable“,
“whatsapp_account_phone”: “+insert your number connected with your TimelinesAI account “,
“text”: “Hello, {{1.name}}!\nThe Meeting: {{1.scheduled_event.name}} is confirmed! ✅\n📆 Date: {{2.`Data Brazil`}}\n⏰ Time: {{2.`Horário Brazil`}}”
}
Feel free to customize your message! here you can get more information about our API Doc here: Click here
That’s it now everyone that book a meeting will receive a confirmation message by whatsapp!
Step 7: Sending The Leads to Pipedrive CRM
Let’s create a module to send the leads to pipedrive CRM.
Hover your cursor over the “+” button, that’s on the right side of the “HTTPS” icon, and click on it.
Make will display a search bar, where you can type “pipedrive CRM” and select it from the search results
You’ll see a list of actions that you can select here; make sure to pick the “Create a person” action
You will need to connect your pipedrive account with Make.
Then, Make will display a window with some options for you to configure:
You can select the informations that you want to send, as shown below:
Before move to the next module you will need to create a new pipeline in you Pipedrive Account with 3 stages: Meeting Scheduled, No Show and Meeting Completed
Now go back to Make and let’s create another Pipedrive CRM module.
Hover your cursor over the “+” button, that’s on the right side of the “Pipedrive CRM” icon, and click on it.
Make will display a search bar, where you can type “pipedrive CRM” and select it from the search results
You’ll see a list of actions that you can select here; make sure to pick the “Create a Deal” action
Then, Make will display a window with some options for you to configure:
you can set the variables you want to include in the deal, is very important do include the “Person ID” variable and select the stage your lead will be added as show below:
Perfect now all your Leds will also go to your Pipedrive CRM where you can manage and have full control. Lastly, enable this integration by clicking on the toggle button that’s below the “Run Once” button.
Step 8: Setting up the 1 day before Whatsapp message reminder
To get started, we’ll go to Make and create a “New Scenario”, which will allow you to build up your integration:
This will take you to a section where you’ll be required to select the trigger:
Click on the “+” button and you’ll be able to search for the trigger type “Google Sheets” and select it from the search results
You’ll see a list of actions that you can select here; make sure to pick the “Search Rows” action
Then, Make will display a window with some options for you to configure:
Here you will select the Template Booking TimelinesAI Spreadsheet that have all Booking contacts that we used in the last automation as show below:
To setup the filter you need to follow the instructions below:
Filter: select the 1 day before column
Text operators: Equal to
Add the formatDate function: after the formatDate( include the variable “now” here and after the ; add the data format: DD/MM/YYYY as show below:
Step 9: Sending the 1 day before Whatsapp message reminder
Let’s create a module to send the Calendly confirmation message by whatsapp using TimelinesAI and Make.
Hover your cursor over the “+” button, that’s on the right side of the “Google Sheets” icon, and click on it.
Make will display a search bar, where you can type “HTTPS” and select it from the search results
You’ll see a list of actions that you can select here; make sure to pick the “Make a Request” action
Then, Make will display a window with some options for you to configure:
URL: https://app.timelines.ai/integrations/api/messages
Method: POST
Headers: Name: Authorization Value: you can get you token here: Click here
Body type: Raw
Content type: JSON (application/json)
Request content:
{
“phone”: “Phone number variable“,
“whatsapp_account_phone”: “+insert your number connected with your TimelinesAI account “,
“text”: “Hello {{1.`0`}}, how are you?\nIThe meeting: {{1.`2`}} is confirmed for tomorrow! ✅\n📆 Date: {{1.`4`}}\n⏰ Time: {{1.`5`}}”
}
Feel free to customize your message! here you can get more information about our API Doc here: Click here
Lastly, enable this integration by clicking on the toggle button that’s below the “Run Once” button and set a time of the day that the automation will run and send the 1 day before reminder for everyone that meets the criteria.
And that’s it! You have successfully created a 1 day before reminder – now everyone that booked a meeting will receive a reminder.
Step 10: Sending the No show and Meeting Completed Whatsapp message
To get started, we’ll go to Make and create a “New Scenario”, which will allow you to build up your integration:
This will take you to a section where you’ll be required to select the trigger:
Click on the “+” button and you’ll be able to search for the trigger type “Pipedrive CRM” and select it from the search results
You’ll see a list of actions that you can select here; make sure to pick the “New Deal Event” action
Then, Make will display a window with some options for you to configure:
Click on create a Webhook option and then connect you account
Now let’s create another Pipedrive CRM module.
Hover your cursor over the “+” button, that’s on the right side of the “Pipedrive CRM” icon, and click on it.
Make will display a search bar, where you can type “pipedrive CRM” and select it from the search results
You’ll see a list of actions that you can select here; make sure to pick the “Get a Deal” action
Then, Make will display a window with some options for you to configure:
Add the Deal ID variable as show below:
Now we need to get the “No Show Stage ID” and the “Meeting Completed ID” from Pipedrive CRM.
1º Go to Make and press the RUN ONCE button:
2º Go to your Pipedrive CRM account and move a Deal Card to the “No Show Stage”
3º Go back to make and check the data received, as you can see in the image below in this case the No show stage ID is: 16
4º Repeat the same process but move the deal card to the Meeting Completed Stage to get the Stage ID
Now you have both Stages IDs we need to create a router
Step 11: Create a router and filters
Go to Tools and choose Router option as show below:
Step 12: Send the No Show Message on Whatsapp
Let’s create a new module to send the No Show Message by whatsapp using TimelinesAI and Make.
Click on the “+” button and you’ll be able to search for the trigger type “HTTPS” icon, and click on it.
You’ll see a list of actions that you can select here; make sure to pick the “Make a Request” action
Then, Make will display a window with some options for you to configure:
URL: https://app.timelines.ai/integrations/api/messages
Method: POST
Headers: Name: Authorization Value: you can get you token here: Click here
Body type: Raw
Content type: JSON (application/json)
Request content:
{
“phone”: “Phone number variable“,
“whatsapp_account_phone”: “+insert your number connected with your TimelinesAI account “,
“text”: ” Hello {{7.person_id.name}}, how are you?\nOur meeting was canceled due to no show\nWould you like to schedule a new date?”
}
Feel free to customize your message! here you can get more information about our API Doc here: Click here
Step 13: Set up No Show Filter
First right click with the mouse on the line and select the Setup a filter option as you can see below:
Now lets setup the no show filter:
Label: No show
Condition: Stage ID
Text Operators: Equal to: “add your No show Stage ID” as show below:
Perfect! Now when a Deal is moved to the “no show” Stage in your Pipedrive CRM they will pass through this filter and receive the notification by whatsapp automatically.
Step 14: Assign the label “Meeting completed” to a chat in TimelinesAI interface and Send the notification by Whatsapp
Let’s create a new module to Assign the label and send the Meeting completed Message by whatsapp using TimelinesAI and Make.
Click on the “+” button and you’ll be able to search for the trigger type “HTTPS” icon, and click on it.
You’ll see a list of actions that you can select here; make sure to pick the “Make a Request” action
Then, Make will display a window with some options for you to configure:
URL: https://app.timelines.ai/integrations/api/messages
Method: POST
Headers: Name: Authorization Value: you can get you token here: Click here
Body type: Raw
Content type: JSON (application/json)
Request content:
{
“phone”: “Phone number variable“,
“whatsapp_account_phone”: “+insert your number connected with your TimelinesAI account “,
“text”: ” Thank you! {{7.person_id.name}} or attending our meeting!\nIf you have any questions, we’ll be happy to help 🙂 “,
“label”: “Meeting Completed”
}
Feel free to customize your message! here you can get more information about our API Doc here: Click here
Step 15: Set up Meeting Completed Filter
First right click with the mouse on the line and select the Setup a filter option as you can see below:
Now lets setup the Meeting Completed filter:
Label: Meeting Completed
Condition: Stage ID
Text Operators: Equal to: “add your Meeting Completed Stage ID” as show below:
Lastly, enable this integration by clicking on the toggle button that’s below the “Run Once” button.
That’s it! Now, when you move a Deal card to “no show” or “meeting completed” on your Pipedrive CRM, it will automatically notify them by WhatsApp.
