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Hi all,

I'm currently working on an automation flow that integrates ManyChat, Calendly, and Zapier, but I'm encountering an issue with identifying and tagging contacts who book a call via Calendly.

Here’s the flow I’m trying to achieve:

  1. A lead engages with our Facebook Messenger bot and provides their details (such as phone number, email, AC type, etc).
  2. We then forward them to Calendly to book a call with our sales team.
  3. After the lead books a call, a Zap is triggered in Zapier to create a task in Asana for the booked call.
  4. At the same time, we want to tag the ManyChat contact based on their Calendly booking, which will then trigger another Zap that sends the contact’s information to Asana i.e. it should update the task associated with that contact.

The information we collect in ManyChat (name, email, phone, etc.) will only be forwarded to Asana once the lead has successfully booked a call. Additionally, we want the task in Asana for that particular lead to be updated with additional details we collected in Manychat using custom fields after they book the call in Calendly.

The issue is that I am having trouble identifying the correct ManyChat contact who booked the call in Calendly, and this is causing errors when trying to automate the process in Zapier. I need a way to accurately associate the contact’s ManyChat data with their Calendly booking.

Could anyone please provide suggestions on how I can:

• Correctly identify the ManyChat contact that booked a call in Calendly, so I can trigger a tag in ManyChat?
• Ensure that the tag is applied to that contact and that their additional details (home type, has a floor plan?, etc) are correctly sent to the Asana task via Zapier, updating the task created for that particular contact?

I’ve tried a few methods, but the contact identification in ManyChat seems to be where the flow breaks down. Any advice or resources would be greatly appreciated!

Thank you in advance for your help!

Kirsten

Hi ​@amkirsten,

 

Welcome to the Community.

 

To track and update lead information across ManyChat, Calendly, and Asana, create a unique identifier (UUID or timestamp) for each lead in ManyChat. Include this ID as a custom question in Calendly, then set up a Zap to trigger when an event is booked, using the ID to tag the lead in ManyChat. Create an Asana task with the lead's information, and set up another Zap to update the task in Asana when the tag is applied in ManyChat. Test each step to ensure data flows correctly across all platforms.

 

I hope this helps. Let me know if you have any other questions.

Hi ​@JammerS ,

Thank you for reply. Why can’t I use the contact’s email address instead as a unique identifier? When I tried to set up a zap, it kept returning an error when I used the contact’s name or email address.

Kirsten

Hi ​@amkirsten, hope you don’t mind me hopping in here to lend a hand! 👋

Thank you for reply. Why can’t I use the contact’s email address instead as a unique identifier? When I tried to set up a zap, it kept returning an error when I used the contact’s name or email address.

Hmm, I’d have thought that an email address would be unique enough to find a user! 🙂

It looks like there’s a search action that would allow you to search for a contact via a value that’s in a specific custom field:

790696f6e4ed25cdb246825e119e9f7a.png
So I’m thinking that perhaps you could use that to search action to look for a match in a specific field that contains their email address to find the right user. Do you think that could work or have you already tried that action and that’s where you were seeing that error message appear? 

If you could share some screenshots of the full error message as well as the current setup of the ManyChat search action that’s erroring that would be super helpful to us in troubleshooting this further—asking for screenshots here as us folks in the Community don’t have access to your Zaps or account. Make sure to blur or remove all personal information (names, emails, addresses etc.) from screenshots before sharing - you can use a tool like Zappy for that.

Looking forward to hearing from you on this!

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