If you book meetings through Calendly but manage your day in Outlook, things can get messy fast. This recipe keeps both calendars in sync by automatically creating an Outlook event for every new Calendly booking. No more double-bookings or missed meetings.
What You'll Need
- A Calendly account with active event types
- An Outlook account (Microsoft 365 or Outlook.com)
- Both integrations connected in Pipeworks
The Workflow
Check for new Calendly bookings
The agent queries Calendly for recently scheduled events. It pulls the event title, date and time, duration, invitee name, invitee email, and any notes the invitee included when booking.
Create matching Outlook calendar events
For each new Calendly booking, the agent creates a corresponding event on your Outlook calendar. It sets the correct time, duration, and title, and adds the invitee's name and email to the event description so you have all the details at a glance.
Avoid duplicate entries
The agent checks whether an Outlook event already exists for each Calendly booking before creating a new one. This prevents duplicate calendar entries if you run the sync multiple times or if Calendly's native integration already created a partial entry.
What Happens
Your Outlook calendar becomes a single source of truth for your entire schedule. Calendly bookings appear automatically, complete with invitee details, so you can plan your day from one place without worrying about conflicts.
Run this sync frequently — every 15 to 30 minutes — to catch new bookings quickly. This is especially important if you have back-to-back availability windows where a last-minute booking could cause a conflict.