The integration of the Customer Relationship Management (CRM) module with the Calendly appointment scheduling tool enables you to collect in Eduka appointments made on one or more Calendly events. This article explains how to set up this integration and how it works in the Customer Relationship Management (CRM) module.

Activation and configuration of Calendly integration

Then create a new token linked to the use of the API in Eduka :

at the end of this step, a token will be generated, to be kept and transferred to Eduka's Customer Relations CRM module when a new Calendly event is referenced

Setting up an action and a campaign associated with the Calendly event

In order to collect Calendly appointments in the Customer Relationship module, you need to configure two elements:

• a "Calendly" typeaction, which will collect the date and time of the appointment in the form of a scheduled action in the Customer Relations module
• a ConnectCampaign, which will link the prospect or customer (new or existing) to a specific campaign, which will become the prospect's original campaign in the case of a new contact

Setting up a "Calendly" action:

Setting up a "Site visit" campaign :

Calendly event settings

You can set up several Calendly events for your CRM module (potentially from different Calendly accounts - with different API keys).
To add a new Calendly event, click on "Add" and enter the event parameters:

• Personnal Access Token : copy here the previous token generated in the Calendly administration interface
• Event : click on Refresh to see all the events that can be used on your Calendly
• Type : indicate the resulting action if a person booking an appointment does not exist in the Customer Relations database
• Campaign : associates the event with a campaign, enabling you to find all the people identified by the appointment booking and to determine the campaign of origin of a new prospect
• Action : associates the Calendly event with an action, useful for recording appointment details (date, time...)
• Categories : forces a Customer Relations category on the person attached to the appointment

Collecting appointments in the Customer Relations module

Once the event has been set up, all new appointments made since the Calendly event linked to it will be reported in Eduka (note that the history of appointments made before activation is not included).

The appointment will be individually retrieved from the person's CRM customer relations file, in the form of a planned action and a new campaign entry:

The appointment created can be found in the linked campaign:

The "Action list" menu also provides a complete view of actions, including those linked to a Calendly appointment:

Creation of a prospect or attachment to an existing contact

Appointments collected from the Calendly application can generate separate cases in the Customer Relations database:

• If the contact who booked the appointment already exists in your Eduka database (whether lead, prospect or customer), the appointment will be linked to him/her. This connection is based on the e-mail address entered in Calendly.
• If the contact who has made the appointment does not yet exist in your database, a new contact will be created in your customer relations database, in the form of a Lead or Prospect, depending on your Calendly event settings.

Changes and history

Changes (modifications, cancellations) must be made from the calendar linked to Calendly, so that they can be transferred to Eduka. Any changes made in Eduka will not be carried over to Calendly.

• If an appointment is cancelled, the corresponding action in Eduka is deleted (and traced in the History).
• If an appointment is modified, the corresponding action is modified in Eduka.

Changes are tracked in the history:

Pre-filling a Calendly form with information entered on a previous form

In order to collect a complete set of information, it is possible to combine your appointment booking form into two steps:

• An Eduka form, to be created from the menu Configuration / System registration / Other entry points, Customer relations type form.
• A Calendly event for actual appointment scheduling, associated with a calendar of available slots

You can link the two forms by applying, when submitting the Eduka Customer Relationship form, and pre-filling information on the linked Calendly form.

To do this, access the Entry Point created specifically for the campaign, then click on Access to Entry Point :

Then, in the Redirection section after sending the form, indicate the URL to access the Calendly appointment booking. Within this URL, you will be able to pre-fill the fields requested by Calendly, based on information pre-entered in the Eduka form (linked resources: https: //help.calendly.com/hc/en-us/articles/226766767-How-to-pre-fill-invitee-information-in-your-Calendly-link#h_01JS2A395WMV9D0CSHD704PDCH )