Calendly Setup

Connecting Calendly gives your agent the ability to share scheduling links, find existing meetings, and provide reschedule or cancellation options. When a customer emails wanting to book, reschedule, or cancel a meeting, your agent handles it automatically.

What your agent can do with Calendly

• Share booking links for new meetings (pre-filled with customer email and context)
• Look up existing meetings by customer email
• Provide reschedule links for upcoming meetings
• Provide cancellation links for upcoming meetings

Prerequisites

• A Calendly account (Free or any paid plan)
• At least one active event type configured in Calendly
• A Know Reply workspace on a plan that includes integrations

Step 1: Generate a Personal Access Token

1. Log in to Calendly
2. Click your profile icon in the top-right corner
3. Select Account Settings (or go directly to https://calendly.com/integrations/api_webhooks)
4. Scroll down to the API & Webhooks section (on paid plans) or look for Personal Access Tokens
5. Click Generate New Token
6. Enter a name for the token (e.g., “Know Reply”)
7. Click Create Token
8. Copy the token immediately. Calendly only shows it once.

If you are on a free Calendly plan, Personal Access Tokens may be available under Integrations > API & Webhooks. If you do not see this option, you may need to upgrade your Calendly plan.

Step 2: Enter credentials in Know Reply

1. Go to Dashboard > Toolkit
2. Find Calendly in the list of available integrations
3. Paste your Personal Access Token
4. Click Connect Now
5. You should see a green indicator confirming the connection

Step 3: Configure capabilities

After connecting, review the enabled functions. The Calendly integration provides a single smart scheduling tool that handles booking, rescheduling, cancellation, and meeting lookups based on context.

Step 4: Test the connection

1. Go to Dashboard > Simulator
2. Send a test message like “I’d like to schedule a meeting”
3. The agent should return a booking link for your Calendly event type
4. You can also test with “I need to reschedule my meeting” or “Can I cancel my appointment?” (the agent will search for existing meetings by the sender’s email)

Common issues

“Calendly API key is required” error Make sure you pasted a valid Personal Access Token. The token is a long string that Calendly generates. Do not confuse it with webhook signing keys or OAuth client secrets.

“No available event types found” error Your Calendly account needs at least one active event type. Log in to Calendly and check that you have created and published an event type (e.g., “30 Minute Meeting”). Draft or disabled event types will not appear.

“No upcoming meetings found” when testing reschedule or cancel The agent searches for meetings by the sender’s email address. If no meetings are booked under that email, the search will return empty. Book a test meeting using the same email address you are sending from in the simulator.