The Calendly steps work with your bookings: find the events booked in a date range, read an invitee's answers, cancel an event, or make a link someone can use once to book — sent to a new customer after they pay, say.

Who can do this

Workspace Admins and Editors, on every plan.

Before you start

A Calendly connection in this workspace. See Connect Calendly.

The steps

Step What it does
Find scheduled events Your booked events in a date range, active or cancelled.
Get an invitee Reads one invitee: who they are, their booking and their answers.
Cancel an event Cancels a booked event; Calendly emails the invitees your reason. Tagged Deletes data in the picker.
Create a single-use scheduling link A booking link for one event type that works once. Tagged Changes data.

Steps

  1. Select +, then in Apps select Calendly, or search Calendly.
  2. Choose the step — for example Create a single-use scheduling link.
  3. Choose the Connection.
  4. Fill in the step:
    • Find scheduled events — From and To, each a date or a date and time (with no time zone, UTC; a day alone in To takes in the whole day; empty is no limit), Status — Active, chosen to begin with, or Cancelled — and Most events, 100 to begin with, up to 1,000.
    • Get an invitee — the Event, usually {{ trigger.eventId }}, and the Invitee, usually {{ trigger.id }}. The invitee's whole address — https://api.calendly.com/scheduled_events/…/invitees/… — works in Invitee alone.
    • Cancel an event — the Event, usually {{ trigger.eventId }}, and optionally a Reason — Rohan is unwell; we will send a new time.
    • Create a single-use scheduling link — the Event type, for example Onboarding call, from your own event types.
  5. Select Run this step, then check Output. A test of Cancel an event cancels it.

Output

Step What comes back
Find scheduled events count, events and first, and note when more matched than Most events — Only the first 100 events are kept. Each event has id, name, start, end, status (active or cancelled), eventTypeId, eventTypeName, location, joinUrl and inviteeCount. Nothing found gives count 0 and found false, and takes When nothing is found.
Get an invitee The invitee, with the same names as the Invitee booked trigger — answers named from their questions, and questions — and found. An invitee Calendly does not have gives found false.
Cancel an event id, status — cancelled — cancelReason and cancelledAt.
Create a single-use scheduling link url, eventTypeId and eventTypeName.

Good to know

  • Find scheduled events finds the token's own events — those booked with the Calendly user the connection belongs to — earliest first.
  • Find scheduled events keeps up to 1,000. When there were more, note on the Output says so; narrow the dates.
  • Cancelling tells the invitee. Calendly emails them with your reason.
  • A single-use link stops working once someone books with it.
  • Runs once per item.

If something goes wrong

What the run says Why What to do
"Calendly refused: You are not allowed to cancel this event." The token's user is not the event's host or an organisation admin. Use a token of the host or an admin.
"Calendly refused: Event is already canceled." It was cancelled before. Nothing to do.
"Calendly refused: Event in the past." The meeting has already happened. Nothing to do.
"From “next Tuesday” is not a date Calendly understands — 2026-10-05, or 2026-10-05 10:00." From or To is not a date. Write a date, or a date and time.
"Event “…” is not a Calendly id — the last part of its address." Event, Invitee or Event type holds something else. Use {{ trigger.eventId }}, {{ trigger.id }}, or choose from the list.