Scheduling Podcast Interviews - inserting a Squadcast link into Calendly Meeting Confirmation and reminders
I’d like to Zap a Squadcast “scheduled recording” link into my Calendly meeting for a Podcast Interview. Right now, it’s messy. The meeting attendee is receiving TWO meeting confirmations. One from Calendly that does not have a Squadcast Link in it. AND a Second from Zapier that does not have the templated confirmation text and instructions in it. This appears clunky on the recipient’s end. And means that they will receive reminders from Calendly that don’t have the squadcast link.
Can you please direct me on how to make there be just ONE meeting confirmation with the Squadcast Link - ideally from Calendly? And that the meeting reminders would also include the Squadcast link?
Hi @Troy Tessalone - Yes, I already have the Calendly Workflows set up - but I want to have the SQUADCAST link inserted into the Calendly meeting confirmation and the reminders. Can you direct me on how to do that?
@allisonlanelit
Is the link you are trying to use:
generic for all meetings
if this, then you should be able to edit the Calendly Workflow email template to use this link
unique for each meeting
you likely won’t be able to use the Calendly Workflows for this and would have to use a custom email notification via a Zap
If you have Calendly integrated with GCal, then you can use the GCal Zap app triggers/actions:
thank you @Troy Tessalone ! To clarify, you’re saying that I should NOT use the Calendly workflow -= and instead customize the email notification via a Zap. Correct?
@allisonlanelit
Depends on the type of link you are trying to use.
Best to provide a specific example to give us more context.
What type of SquadCast link you are trying to use?
generic for all meetings
unique for each meeting
Hi @Troy Tessalone the Squadcast link would be unique for each meeting because the link is for a specific session within Squadcast.
@allisonlanelit
In that case, you would likely have to turn OFF the Calendly notifications/reminders, and instead create your own using GCal and Gmail, assuming Calendly is integrated with GCal.
OR
Leverage the Calendly Workflows, and adjust the wording to include context that other emails will be send that contain additional info to reference to help guide the user and managed their expectations.
Thanks @Troy Tessalone - Thank you for the clarity. (sigh). Not what I wanted to hear but at least it’s clear. This is such a pain. Thank you!
@allisonlanelit
I’m not familar with Calendly specifically, but have experience with other booking apps that might help here.
Are you able to post your current Zap workflow?
It appears you are able to schedule a Meeting in Calendly from Zapier, can you confirm this is correct?
I’ll be looking for your reply
Here is the Workflow, @Troy Tessalone @shane.massey
My Goal:
When Podcast Interview is booked through Calendly,
Create Squadcast session link, and insert the link into Meeting Confirmation / Calendar Invitation
Send the Meeting Confirmation / Calendar invitation to Me and the Podcast Guest.
Send Reminder emails to me and the Podcast Guest
From what I understand of your input, you suggest:
Delete the Calendly meeting confirmation emails and reminder emails.
Allow Zapier to send the Meeting Confirmation and Reminder Emails instead. OR create Zap from Calendly to Google Calendar? (this is where I’m lost).
Can you please clarify?
@allisonlanelit
TIP: Instead of using the “Email by Zapier” Zap app, you should use your own email account via Gmail, Outlook, etc.
@Alison
What @Troy Tessalone has posted will work well for an intial confirmation email. You would then need to set up some other trigger or scheduling to send the reminders also. Option 2 with Google Calendar means you can put the appointment into a google Calendar and have that easily trigger your reminders also.
The one advantage of this approach is you can customise emails and communications beyond what may be available in Calendy.
Though from your previous reply “Thank you for the clarity. (sigh). Not what I wanted to hear but at least it’s clear. This is such a pain. Thank you!” it seems you are happy with Calendy and the effort you have put into any setup there.
Alternatively you can likely do something like this - the specifcs will depend on Calendly capability
Turn off notifications from Calendly bookings for the service/appointment type customers can book
Do your first 3 zap steps
Then set zep step 4 to create another Calendly appointment for a service/appointment type that is user only. Use all the information all the same information form your trigger and include your Squadcast link
This appointment tyoe should have notifications enabled, and it you will have everything in Calendly. This is similar to what you would have if you used a Google Calendar.
The technical Claendy stuff that will determine available approaches to this for the notifiction to work properly…… (because I don’t know the specifics of Calendly)
If you can setup two calendars, i.e if you had multiple staff who need these apoinments scheduled. Then Calendar 1 is what the person booking the appointment sees (disable all notifications for this) Book your updated appointment on to the second Calendar and ensure notifications are enabled for this calendar.
Take a service based approach as above if you are able to have hidden Appointment types that Calendly can customise notifications for. i.e “1 hour Podcast” and “1 hour podcast(private)
There are other approaches also if these don’t work, but there will be something if you keeping it all in Calendly is important to you
Happy to work through specifics if you want to follow further with this approach and need further help.
