Integrating Redtail and Calendly for shared conference room scheduling

Hello... This is doable but requires a bit of logic. The approach would be to use Zapier to watch for new appointments in Redtail, then based on whether it's an in-office booking, trigger a Calendly block on the shared conference room event type only, leaving the Zoom/phone event types untouched. The tricky part is Calendly's API doesn't natively support blocking specific event types dynamically, so you'd likely need to use Calendly's scheduling rules or a workaround via their API to manage availability on the shared room link specifically.

Hi ​@carterg 

Perhaps consider using Acuity instead of Calendly.

Acuity has “Resources” for this specific purpose.

Help with Acuity Resources: https://help.acuityscheduling.com/hc/en-us/articles/16676949567757-Using-resources-to-limit-bookings

Resources are additional scheduling restrictions on top of your existing availability and scheduling limits. They can be used to limit the number of appointments happening at one time across multiple calendars.

Hey ​@carterg,

You can probably achieve this by creating a Conference Room sub calendar. 

One zap could be for Redtails to block the in person events in the sub calendar. The exact Zap will depend on the calendar provider you are using. Depending on your exact setup then you can check the availability for in office against this shared calendar and for the online against their personal calendar.

Hope it helps!

PS: If you need more active help, I’m happy to connect through my Zapier Solution Partner page if you’d like to reach out here- https://zapier.com/partnerdirectory/automation-jinn

Hi ​@carterg 

Here are two clean approaches to solve this:

1. Shared Calendar Workaround (Stay with Calendly): Docs Link

Create a dedicated Google Calendar for the conference room. Use Zapier to sync in-office Redtail appointments to that calendar, then add it as a secondary calendar check in each advisor's Calendly event types. Virtual meetings won't check it, so they remain available. This uses Calendly's native ability to check multiple calendars for conflicts. 

2. Acuity's Resource Feature (Switch Platforms) : Docs Link

Acuity Scheduling has a built-in "Resources" feature specifically for shared rooms and equipment. Create the conference room as a resource, assign it only to in-office appointment types, and the platform automatically prevents double-booking across advisors—no Zapier needed.

If you're still running into issues, drop a screenshot of the error and a quick description of what your Zap is doing, happy to take a look!

And if you'd rather just get it sorted quickly, I offer a free 20-min Zapier troubleshooting call. Book it under Resources on my Zapier Directory profile: https://zapier.com/partnerdirectory/automatemybiz

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