How to Set Up Calendly Webhook Notifications with Webhookify

Published Feb 21 202610 min read
Calendly webhook setup with Webhookify

Calendly is the leading scheduling automation platform, used by millions of professionals to eliminate the back-and-forth of meeting scheduling. Sales teams, recruiters, consultants, and service providers rely on Calendly to manage their availability and streamline bookings. Every new booking, cancellation, and routing form submission generates events that professionals need to respond to quickly. While Calendly sends email confirmations, those can get buried in busy inboxes and lack the immediacy needed for time-sensitive scheduling. Webhookify transforms Calendly webhook events into instant, AI-summarized notifications delivered to Telegram, Discord, Slack, Email, or your mobile device, so you never miss a booking or cancellation again.

This guide walks you through connecting Calendly webhooks to Webhookify step by step. Whether you are a solo professional or manage a sales team, you will be set up in under 15 minutes.

Why Monitor Calendly Webhooks with Webhookify?

  • Instant Booking Notifications: Know immediately when someone books a meeting with you. Webhookify delivers AI-summarized notifications that include the invitee's name, email, event type, and scheduled time -- giving you context before you even open Calendly.

  • Cancellation Awareness: Get notified the moment someone cancels a scheduled meeting. This is critical for sales teams who can immediately reach out to reschedule, and for service providers who can open up the freed time slot for other clients.

  • Sales Pipeline Acceleration: For sales teams using Calendly as a lead capture tool, instant booking notifications mean faster lead response times. Studies show that responding to leads within 5 minutes increases conversion rates by 9x. Webhookify ensures you know about every booking the second it happens.

  • Team Coordination: Route booking notifications to shared channels so the entire team knows about upcoming meetings. This is especially valuable for teams with round-robin scheduling, where any team member may be assigned the meeting.

  • AI-Powered Context: Instead of a raw JSON payload, Webhookify summarizes booking details in plain language. A new booking becomes "Jane Smith booked a 30-Minute Discovery Call for Thursday Feb 26 at 2:00 PM EST" rather than a complex payload with URI references.

Prerequisites

  1. A Calendly account (Professional plan or higher for webhook access)
  2. A Webhookify account (sign up free at webhookify.app)
  3. At least one notification channel configured in Webhookify (Telegram, Discord, Slack, Email, or mobile push)
  4. Access to the Calendly Developer Portal or Calendly API for webhook registration

Step-by-Step Setup Guide

1

Create a Webhookify Endpoint

Log into your Webhookify dashboard at webhookify.app. Click "Create Endpoint" to generate a unique webhook URL:

https://hook.webhookify.app/wh/cal_mno123pqr456

Copy this URL. Name the endpoint descriptively, such as "Calendly - Sales Bookings" or "Calendly - All Event Types." If you want separate notification rules for different event types (discovery calls versus demos versus onboarding sessions), create a separate endpoint for each one.

2

Configure Your Notification Channel

Set up your preferred notification channels in the Webhookify settings before connecting Calendly.

For Telegram: Connect the Webhookify bot and select a chat or group. Sales teams often create a dedicated "Meeting Bookings" group where the entire team can see incoming appointments.

For Discord: Authorize the bot and choose a channel like #bookings or #sales-alerts in your Discord server.

For Slack: Complete the OAuth flow and select a channel. Teams commonly use channels like #calendly-bookings, #sales-meetings, or #client-appointments.

For Email: Add individual or team email addresses. This creates an additional notification layer on top of Calendly's built-in confirmations.

For Mobile Push: Install the Webhookify app on your phone, sign in, and enable push notifications. This is ideal for sales professionals who need to prepare for upcoming meetings the moment they are booked.

3

Register Your Webhook in Calendly

Calendly supports webhook configuration through the Developer Portal or the API.

Method 1: Developer Portal (Recommended)

  1. Log into developer.calendly.com
  2. Navigate to your app or create a new one
  3. Go to the Webhooks section
  4. Click "Subscribe to events"
  5. Paste your Webhookify endpoint URL in the Callback URL field
  6. Select the events to subscribe to (see next step)
  7. Set the scope to Organization (for all users) or User (for your account only)
  8. Click "Create Webhook Subscription"

Method 2: Calendly API

You can also register webhooks programmatically using the Calendly API:

curl --request POST \
  --url https://api.calendly.com/webhook_subscriptions \
  --header 'Authorization: Bearer YOUR_PERSONAL_ACCESS_TOKEN' \
  --header 'Content-Type: application/json' \
  --data '{
    "url": "https://hook.webhookify.app/wh/cal_mno123pqr456",
    "events": ["invitee.created", "invitee.canceled"],
    "organization": "https://api.calendly.com/organizations/YOUR_ORG_ID",
    "scope": "organization"
  }'

Replace YOUR_PERSONAL_ACCESS_TOKEN with your Calendly API token and YOUR_ORG_ID with your organization ID.

4

Select Events to Monitor

Calendly supports the following webhook event types:

invitee.created -- Triggers when someone books a meeting. This is the most commonly monitored event and includes:

  • Invitee name and email
  • Event type (e.g., "30-Minute Discovery Call")
  • Scheduled date and time
  • Timezone information
  • Any custom questions and answers
  • Assigned team member (for round-robin events)

invitee.canceled -- Triggers when a booking is canceled by the invitee. Includes:

  • Cancellation reason (if provided)
  • Original event details
  • Cancellation timestamp

routing_form_submission.created -- Triggers when someone submits a Calendly routing form. Includes:

  • Form responses
  • Routing result (which event type they were directed to)
  • Submission timestamp

For most use cases, subscribe to both invitee.created and invitee.canceled to get complete booking lifecycle visibility. Add routing_form_submission.created if you use Calendly routing forms for lead qualification.

5

Test Your Configuration

After registering the webhook, test the connection by booking a test meeting:

  1. Open your Calendly scheduling page in a browser (or use an incognito window)
  2. Select an event type and book a meeting using a test email address
  3. Check your Webhookify dashboard for the incoming invitee.created event
  4. Verify the notification arrived on your configured channel (Telegram, Discord, Slack, or mobile)

To test the cancellation webhook:

  1. Open the confirmation email for the test booking
  2. Click the cancel link and confirm the cancellation
  3. Check for the invitee.canceled event in your Webhookify dashboard

If events appear in the Webhookify dashboard but notifications are not delivered, check your notification channel configuration. If no events appear at all, verify the webhook subscription is active in the Calendly Developer Portal.

Calendly Webhook Events You Can Monitor

Calendly EventDescription
invitee.createdTriggered when invitee created occurs
invitee.canceledTriggered when invitee canceled occurs
routing_form_submission.createdTriggered when routing form submission created occurs

Real-World Use Cases

  • Sales Lead Response: A sales team routes invitee.created events to a Slack channel shared by all account executives. When a prospect books a discovery call, the team immediately sees the booking details including custom form responses like company size and budget. The assigned AE can begin preparing for the meeting within minutes of the booking, dramatically improving close rates.

  • Cancellation Recovery: A consulting firm monitors invitee.canceled events via Telegram push notifications. When a client cancels a session, the consultant receives an instant alert with the cancellation reason. They can immediately reach out to reschedule, recovering meetings that would otherwise be lost. The firm reduced their no-show and cancellation rate by 40% with proactive follow-up.

  • Recruitment Pipeline Tracking: A recruiting team uses invitee.created webhooks to track candidate interview bookings. When a candidate books a screening call, the hiring manager and recruiter both receive notifications in their shared Discord channel. The team can then update their ATS and prepare interview materials before the scheduled time.

  • Service Business Scheduling: A freelance designer routes all Calendly booking notifications to their personal Telegram. Each new booking triggers an AI-summarized notification with the client's name, project type (from custom questions), and meeting time. This lets them block off preparation time and review the client's background before each consultation.

Example Notification

Here is what a typical Webhookify notification looks like for a Calendly booking event:

New Webhook Event Received

Source: Calendly
Event: invitee.created
Endpoint: Calendly - Sales Bookings

AI Summary:
New meeting booked on Calendly:
  Event: 30-Minute Discovery Call
  Invitee: Jane Smith (jane.smith@acmecorp.com)
  Scheduled: Thursday, Feb 26, 2026 at 2:00 PM EST
  Host: Michael Chen
  Custom Responses:
    Company Size: 50-200 employees
    Main Challenge: "Need better CI/CD pipeline monitoring"

Timestamp: 2026-02-21T11:23:47Z

View full payload in Webhookify Dashboard

Troubleshooting

  1. Webhook subscription returns a 401 or 403 error: Your Calendly API token may be expired or lack the necessary permissions. Generate a new Personal Access Token from your Calendly account settings under Integrations > API & Webhooks. Ensure the token has the webhook_subscriptions scope.

  2. Bookings are made but no webhook fires: Verify the webhook subscription is active by listing your subscriptions via the Calendly API or checking the Developer Portal. Also confirm the scope is set correctly. If the scope is "User" but the booking is on another team member's event, you will not receive the webhook.

  3. Webhook includes minimal data: Calendly webhook payloads contain URIs that reference the full event and invitee details. Webhookify fetches and displays the complete payload, but the initial webhook payload intentionally uses URI references rather than inline data. The AI summary in Webhookify extracts the key information for you.

  4. Cancellation webhooks not firing: Ensure you subscribed to the invitee.canceled event when creating the webhook subscription. If you only subscribed to invitee.created, cancellations will not trigger notifications.

  5. Round-robin bookings showing wrong host: For team events with round-robin scheduling, the webhook fires after Calendly assigns a host. If the notification shows an unexpected host, this is Calendly's scheduling logic working as designed. The webhook correctly reflects who was assigned the meeting.

For sales teams, create a dedicated Webhookify endpoint for high-value event types like "Enterprise Demo" or "Sales Discovery Call" and route them to a high-priority channel with mobile push notifications. Route lower-priority event types like "15-Minute Quick Chat" to a standard Slack channel. This ensures your team responds fastest to the most valuable leads while still tracking all bookings.

Never Miss a Booking Again

Get instant notifications for new Calendly bookings and cancellations. Webhookify delivers AI-summarized scheduling alerts to Telegram, Discord, Slack, or your phone.

Get Started Free

Related Articles

Frequently Asked Questions

How to Set Up Calendly Webhook Notifications with Webhookify - Webhookify | Webhookify