Overview
Calendly lets your agent share meeting availability: your published meeting types, free times, locations and the hours each meeting is offered.
It can also help manage appointments: find a customer's appointments, request a new booking, or help a customer cancel their own booking when you allow it.
The journey at a glance
- 1Find CalendlyOpen Integrations, search for Calendly and click Connect.
- 2Connect CalendlySign in to Calendly and approve access.
- 3Check the Calendly pageConfirm Connected, then use Test connection.
- 4Set up Actions and approvalsSwitch on the Calendly actions and set their approval.
- 5Try itAsk about free times in the Playground, then try a change.
- 6Review pending approvalsApprove or reject the request in Governance → Approval Queue.
Before you start
You need:
- A Calendly account with access to the meeting types you want to offer.
- At least one active, published meeting type, if you want the agent to show availability.
- Availability and booking settings set up in Calendly.
Prepare Calendly
- 1Sign in to Calendly and open your event types.
- 2Check that each meeting type you want to offer is active, with the right duration, location and availability schedule.
No API key
Calendly uses a sign-in and approve screen. You do not copy an API key or create your own OAuth application.
Step 1
Find Calendly
- 1In Cevanos, go to Agents and select the agent you want to set up.
- 2Under Deployment, open Integrations.
- 3Type Calendly in the search box, or look under Scheduling.
- 4Click Connect on the Calendly card.
Result
The Connect Calendly pop-up opens.
Step 2
Connect Calendly
2a. Before you start
The first screen explains that you sign in to Calendly and approve access, and that nothing is saved until you approve. Click Connect Calendly.
2b. Approve access in Calendly
- 1Sign in to the Calendly account you want to use.
- 2Read what access is requested, then click Approve.
2c. Connected
Calendly sends you back to Cevanos. Check that the integration shows Connected.
Result
Calendly is connected for the workspace. No action is switched on for your agent yet.
Step 3
Check the Calendly page
- 1Go to Deployment → Integrations and select the connected Calendly card.
- 2Check the connection details and status.
- 3Click Test connection whenever you want to check that access still works.
Result
You can confirm Calendly is connected and reachable.
Step 4
Set up Actions and approvals
- 1In your agent, open the Actions tab.
- 2Find the Calendly card and open it.
- 3Turn on the actions this agent should use. Each switch saves as you change it.
- 4Review the approval setting for any action that changes something in Calendly.
Per agent
Connecting Calendly does not give every agent every action. You decide which actions each agent can use.
Choose when an action needs approval
- Run without approval: when the agent has enough information and the request passes the checks, it carries out the action without waiting for a team member. This does not override an active Governance policy.
- Wait for approval: the agent prepares the action but does not carry it out. A team member with approval access approves or declines it. Waiting actions appear in Pending actions; requests a policy controls can also appear in Governance → Approval Queue.
- Set one action differently: the Calendly setting applies to all its actions by default. On a single change action, choose Same as the system, Run without approval or Wait for approval. Reads need no approval setting.
Result
You know which Calendly actions this agent can run, and which ones wait for approval.
Step 5
Try it
- 1Open the agent's Playground.
- 2To test anything personal, use a test customer who exists in your Calendly account.
- 3Ask a question that uses a read first.
- 4For a change, check whether it ran, needs the customer to confirm, or is waiting for approval.
- 5Check the outcome in Calendly before you treat the change as done.
| Ask | What to check |
|---|---|
| “What times do you have available for a 30-minute call on Friday?” | The agent checks Calendly and returns the right free times. A booking is confirmed only when Calendly accepts it. |
Result
Your agent answers availability questions from Calendly, and any booking shows up in Calendly.
Step 6
Review pending approvals
If Governance is set up for this agent, a policy may require approval even when an action is switched on or set to Run without approval.
- 1In the Playground, send a request that uses a switched-on action.
- 2If the result says Approval required, open Governance → Monitoring & Audits to see the decision and the policy that applied.
- 3Open Governance → Approval Queue, select Pending and click Review beside the request.
- 4An authorised reviewer approves or rejects it. For an operation with several steps, one approval can cover all the steps shown.
- 5After approval, check the execution status and the outcome in Calendly.
Approved is not done
Approval is not the same as success. Always check the result in Calendly.
Result
You have seen a request go through approval and confirmed the outcome in Calendly.
Reference
What Calendly can do
Calendly supplies ten actions: seven reads and three that make changes. Each one can be switched on separately.
10 capabilities · 7 reads · 3 that change something
- Anyone can ask
List what can be booked
List the meeting types the connected team publishes.
calendly.list_event_types - Anyone can ask
Check when the team is free
Find free times for a meeting type and date.
calendly.list_available_times - Anyone can ask
Look up one kind of meeting
Show the details of one meeting type.
calendly.get_event_type - Anyone can ask
Check the hours a meeting is offered in
Show a meeting type's schedule.
calendly.list_event_type_schedule Check where meetings happen
Show published meeting locations.
calendly.list_meeting_locationsCheck when the team is already booked
Check busy times without showing private event details.
Find this customer's appointments
Find appointments for the identified customer.
Book a meeting for this customer
Request an appointment for an identified customer, subject to any approvals.
- Confirmed customer
Cancel this customer's meeting
Request cancellation of an appointment that belongs to that customer.
Book a meeting from details entered in a card
Create a booking from the name, email and time sent through a booking card.
- Availability depends on the event types and schedules published in your Calendly account.
- Bookings may be offered through an interactive booking card, where set up. Showing free times is not the same as making a reservation.
- Cancelling needs a stronger identity check than a public availability lookup.
Troubleshooting
| Problem | What to check |
|---|---|
| No meeting times are shown | Check that the event type is active and that availability is set for the requested date and time zone. |
| The agent gave availability but did not book | Check that the booking action is switched on and that any confirmation and approval have been completed. |
| Cancellation is not offered | Check that the appointment belongs to the identified customer and that the customer has passed the identity check. |
Optional
Disconnect Calendly
- 1Go to Agents, select your agent, then Deployment → Integrations.
- 2Select the connected Calendly card.
- 3Use Disconnect to remove Cevanos's access to the account.
Your data stays
Disconnecting does not delete anything in Calendly.
Help from Calendly
Ready to connect Calendly?
Open your agent's Integrations and click Connect on the Calendly card.