Community Node Disclaimer: This workflow uses community nodes and is compatible only with self-hosted n8n environments.
How It Works
Enhanced Calendly Integration: This workflow processes bookings and cancellations in Calendly, dynamically managing invitee and guest data with KlickTipp.
Data Transformation: Dates and times are converted into formats (UNIX timestamps) compatible with KlickTipp’s API, ensuring seamless data integration.
Key Features
Calendly Trigger:
- Captures new bookings or cancellations of events, including participant details.
Invitee and Guest Subscription in KlickTipp:
- Adds or updates invitees and guests in KlickTipp based on booking details (event name, time, join link, reschedule link, cancel link, etc.).
- Tracks and processes cancellations for both invitees and guests.
- Handles rescheduling intelligently to avoid redundant operations.
Guest-Specific Operations:
- Processes guests individually for bookings and cancellations using dynamic arrays of email addresses.
- Recovers guest data from invitee records for cancellations since Calendly does not provide guest data upon cancellation.
Data Processing:
- Standardizes and validates input fields
- Converts phone numbers to numeric-only format with international prefixes.
- Transforms dates into UNIX timestamps.
- Reads out the name of the invitee based on both possible input fields for name (name vs. firstname and lastname field setup).
Error Handling:
- Validates critical fields like phone numbers, URLs, and dates to prevent incorrect data submissions.
Setup Instructions
Authentication:
- Set up the Calendly and KlickTipp nodes in your n8n instance.
- Configure authentication for both Calendly and KlickTipp nodes.
Custom Field Preparation in KlickTipp:
Create the following custom fields in KlickTipp to align with workflow requirements:
| Feld-Name | Feld-Typ |
|---|---|
| Calendly_event_name | Zeile |
| Calendly_join_url | URL |
| Calendly_reschedule_url | URL |
| Calendly_cancel_url | URL |
| Calendly_event_start_datetime | Datum & Zeit |
| Calendly_event_end_datetime | Datum & Zeit |
| Calendly_invitee_start_date | Datum |
| Calendly_invitee_end_date | Datum |
| Calendly_invitee_start_time | Zeit |
| Calendly_invitee_end_time | Zeit |
| Calendly_invitee_timezone | Zeile |
| Calendly_invitee_guests_adresses | Zeile |
After creating fields, allow 10-15 minutes for them to sync. If fields don’t appear, reconnect your KlickTipp credentials.
Field Mapping and Adjustments:
Open each KlickTipp node and map fields to match your setup. The workflow includes placeholders for:
- Invitee details (first name, last name, email, and phone).
- Event details (start/end times, timezone, etc.).
Workflow Logic
-
Trigger via Calendly event Booking:
A new form event booking or cancellation from Calendly initiates the workflow -
Data Transformation:
Processes raw Calendly event data to ensure compatibility with KlickTipp’s API. -
Add to KlickTipp Subscriber List:
Adds invitees and guests to the designated KlickTipp list, including event-specific details.
Benefits
Efficient lead generation: Contacts from event bookings are automatically imported into KlickTipp and can be used immediately, saving time and increasing the conversion rate.
Automated processes: Experts can start workflows directly, such as reminder emails or course admissions, reducing administrative effort.
Error-free data management: The template ensures precise data mapping, avoids manual corrections and reinforces a professional appearance.
Testing and Deployment
Test the workflow by triggering a Calendly event and verifying data updates in KlickTipp.
Notes:
Customization:
Update field mappings within the KlickTipp nodes to align with your account setup. This ensures accurate data syncing.
Other resources:
Calendly KlickTipp Knowledge Base help article