Calendly Integration Guide for Researchers
This guide will help you connect and use Calendly to schedule sessions with participants on our platform.
Overview:
Our Calendly integration allows you to use your existing Calendly events to schedule participant sessions. The workflow is the same as our native calendar booking system, except you manage your availability and meeting configurations directly in Calendly.
1. Connect your Calendly account:
To get started, navigate to the Calendars tab in your project and click Add Calendly.
A connection dialog will appear. Click Connect Calendly to authorize the integration.
Once you log in to your Calendly account, the connection will be established automatically and your existing Calendly events will be imported.
2. Link Calendly events to your Project:
After connecting Calendly for the first time, the event selection dialog will appear automatically. If you need to access this later, simply click Manage Calendly in the Calendars tab.
Select the Calendly events you want to use for participant bookings in this project, then click Add Calendly Event.
3. View and Manage Linked Events:
Once linked, your Calendly events will appear in the Calendars tab alongside any native calendars.
From here, you can:
Preview booking - View how the booking page will appear to participants
Remove - Unlink the event from this project (only available for events with no invitations or bookings
4. Invite Participants to book via Calendly:
When inviting participants, select a calendar from the dropdown menu. Your linked Calendly events will appear in the list alongside native calendars.
Select the Calendly event you want to use for this participant's session.
5. Participant Booking Experience:
Once invited, participants will receive a Calendly booking link. They can use this link to:
Book a session at an available time
Cancel their booking
Reschedule to a different time
All of these actions are managed through Calendly's booking interface.
6. View Scheduled Sessions:
After a participant books a session, you can view the scheduled booking in the Bookings tab.
Sessions booked through Calendly are marked with the Calendly icon. If your Calendly event includes a Google Meet or Zoom video conferencing link, it will be displayed in the booking details with a Join Meeting button.
7. Removing Linked Events:
If you need to remove a Calendly event from your project, go to the Calendars tab and click Remove next to the event.
Note: You can only remove events that have no pending invitations or confirmed bookings.
8. Disconnecting Calendly:
To disconnect your Calendly account, navigate to the Calendars tab, click Manage Calendly, and select Disconnect Calendly.
Please Note:
Once disconnected, you won't be able to add Calendly events to new projects
Existing linked events and scheduled sessions will continue to work
Participants with existing invitations can still book, cancel, and reschedule
You can reconnect your Calendly account at any time by following Step 1
9. Cancel, Reschedule, & Deletion:
Cancellations: If you cancel a participant's booking in either Calendly or the Respondent app, the booking will be cancelled in both systems.
Rescheduling: If you or a participant reschedule a Calendly booking, we'll automatically update the scheduled time in the Respondent app.
Deleting Calendly Events: If you delete a Calendly event that's linked to a project, it will remain linked in the Respondent app. You'll need to manually remove it from your project if you no longer want to use it.
Need More Help?!
If you encounter any issues or have questions about using Calendly, please contact our Support Team using the in-app chat functionality (bottom, right hand corner of your screen when logged into the Respondent platform or by emailing support@respondent.io - and we will take a closer look!