Redtail & Calendly Question

Hi ​@carterg 

Can you elaborate about your issues configuring the Zap steps?

Post screenshots to give us more context.

Thank you so much! That actually worked. I now have a separate question.

I created a “team page” on Calendly that allows clients to select their advisor, then choose whether they want to meet in office, by Zoom, or phone call. 

But if our redtail meetings are separated based off location (in office, Zoom, or phone), would Zappier have the ability to detect which location someone chooses and sync it up to the respective Redtail meeting? Please see the example below.

For example, client John books a meeting with advisor Jason on Calendly. He chooses in office as he likes communicating with the team. How would I set up Zappier to accomplish this?

Before I had to create separate Calendly events to sync up with Redtail. I had to make one event called “In Office Review with Jason” and another called “Phone Call With Jason.” Zappier was able to sync up Redtail due to the event type already being known. I assume Zappier is not dynamic enough to understand which event the client chooses, and sync it up with the Redtail calendar since we have specified, separate Redtail events.

I understand this is a tad complicated but it would really make our jobs 10x more efficient! I’m eager to hear your thoughts.

Thanks a lot,

Carter

Hi ​@carterg,

To integrate Calendly with Redtail based on a client's selected meeting location, use the "Invitee Created" trigger in Calendly to start your Zap and capture booking details. Add a "Filter" or "Paths by Zapier" step to route the workflow based on whether the meeting is in-office, via Zoom, or by phone. Each path can create or update a specific Redtail event with mapped details like the advisor's name and meeting type. Be sure to test each path and document the setup for future reference.

By setting up conditional paths, you can dynamically handle different meeting types and sync them with the appropriate Redtail events. Feel free to ask if you have further questions or need additional assistance.

Is there any chance I can setup a call to help with this? It would take no longer than 30 minutes. I’m having with Redtail and the Zapier filters. I’ve been chatting with Copilot but no help.  

I just started a free trial on the professional plan. I’d love to speak with someone today to help my company set this up. 

Hi ​@carterg,

Thank you for reaching out about setting up a Zap with Redtail and filters on Zapier's professional plan. While phone support isn't available, Zapier's support team can assist via email or live chat. For the best help, please provide specific details about the issues you're experiencing so they can guide you more effectively.

I actually figured it out with the help of a support agent! 

Is there a reason why my Calendly account is not picking up the redtail scheduled activities?

For example, if someone has a vacation booked all week, why are clients still able to book meetings on Calendly? I want it set up so that if part of the schedule is blocked on redtail, then it should be blocked on Calendly. I have my Redtail account linked to Zapp and my calendly account to Calendly.  

Hi ​@carterg,

When troubleshooting a syncing issue between Redtail and Calendly. First, confirm your Zap is correctly configured to detect new or updated activities in Redtail and adjust availability in Calendly. Ensure two-way syncing is supported and that Calendly's availability settings respect Redtail's busy times. Verify the correct calendar is linked, check for time zone inconsistencies, and review Zapier logs for errors.

I hope these suggestions help you resolve the issue. If you have any further questions or need additional assistance, please feel free to ask.

I’m still unsure how to fix this. Everything is working fine except for the fact that Calendly is not detecting redtail events.

For example, if my boss has a vacation, it lets a client book a meeting on that date for Calendly. I want Calendly to detect the redtail schedule and make that day unavailable. Or if something is going on during a specific time in Redtail, I want Calendly to recognize this and make that time unavailable. I thought this was what Zappier can do. I swear I made a Zap in the past that was letting me do this.

In other words, Calendly is completely ignoring the events on my Redtail calendar, even though I have them both connected on my Zap. I have put in a support ticket as this is the final step to allowing our company to use Calendly. It would be an enormous help if somebody could spend 30 minutes to an hour working on this with me. 

It is allowing clients to book meetings and then showing up on Redtail properly, which is great. Just the scheduling part needs to be fixed and then our company can get the ball rolling.

Hi ​@carterg,

To ensure Calendly and Redtail sync correctly and prevent scheduling conflicts, verify that both platforms are properly connected and authenticated in your Zap. Check the Zap configuration to confirm it references Redtail events before allowing bookings in Calendly. Enable Calendly's availability settings to detect conflicts and consider setting up a two-way connection where events in one platform update the other. Conduct test bookings in Redtail to see if they correctly block availability in Calendly. Reviewing integration documentation and reaching out to Zapier support can provide further guidance.

If you need further assistance, please feel free to reach out. We're here to help.