Overview
If you incorporate a Calendly link into your sequence messages, the Calendly integration will automatically stop the sequence and further follow-ups from being sent once the candidate books time on your calendar.
There are two different methods to configure the Calendly integration, based on your Calendly account type:
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Company-managed Calendly account - These types of accounts have a Calendly Admin who manages all of the Calendly accounts under your team. If you have this type of account, a Calendly+Gem Admin will be able to set up the integration for the entire team so that individual users won’t need to do it themselves.
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Example: A new employee would need to ask a Calendly Admin for a Calendly account under your team.
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Personal Calendly account - These types of accounts do not have a Calendly Admin and each person manages their own individual Calendly account. If you have this type of account, you will need to set up the integration yourself.
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Example: An employee creates their own Calendly account and pays for it themselves or expenses it.
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Note: You can always add a Calendly link to your sequence and send it out without setting up the Calendly integration, but you will need to remember to manually stop the sequence and mark the candidate as replied/interested. In this scenario, Gem will warn you about this condition when you send the sequence out and will only stop the sequence for you if the candidate replies to the thread.
Requirements
The requirements for setting up the Calendly integration will vary, depending on your Calendly account type. See the Overview section above for more details.
Company-managed Calendly accounts:
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You are a Gem Admin
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You are a Calendly Admin
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You are on a paid Calendly Professional (or above) subscription, trials are not supported
Personal Calendly accounts:
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You are on a paid Calendly Professional (or above) subscription, trials are not supported
Setup
First, determine if you are using a company-managed or personal Calendly account. The easiest way to do this is by going to your Billing page on Calendly. If you are on a company-managed account and are not an Admin, you will be prompted to contact your Admin. (If you are an Admin, you will see your subscription details, including the number of seats you've purchased.) If you are on a personal account, you will see only your own subscription details.
After you determine your Calendly account type, select it below:
Company-managed Calendly accounts
You need to be both a Gem and Calendly Admin in order to set this up for your team.
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Navigate to your Gem Team Settings dashboard: https://gem.com/admin/additional
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Under “Calendly Integration”, click “Grant Access”.
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If this button is not displayed and you see a Calendly team admin email address displayed instead, the Calendly integration has already been set up and you do not need to do anything.
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Log into your Calendly Admin account.
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That’s it! Everyone on your team can now add Calendly links to their sequences and use this integration. (Usage instructions in section below.)
Personal Calendly accounts
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Navigate to your API and webhooks page in Calendly and click “Generate New Token”.
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Name the token (ex. “Gem”), and click on “Copy token” to copy the access token to your clipboard.
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Note: You won’t be able to view this token again. If you plan to reconfigure the Calendly integration in the future, you could choose to save the access token in a secure password manager or just create a new token.
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In your Gem Settings under the Calendly section, select “Personal Token” in the dropdown menu and paste in the access token that you copied earlier.
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That’s it! You can now add Calendly links to your sequences and use this integration. (Usage instructions in section below.)
Using the Calendly Integration
Company-managed Calendly accounts
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To enable the integration in your sequence, check in the “Enable Calendly reply tracking” box while editing the sequence.
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Select "Team Calendly Integration".
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If you are using your own Calendly link, enter in your Calendly email address to associate the sequence with your Calendly account.
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If you're using a colleague's Calendly link, enter in their Calendly email address to associate the sequence with their Calendly account.
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Personal Calendly accounts
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To enable the integration in your sequence, check in the “Enable Calendly reply tracking” box while editing the sequence.
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Select "Personal Token".
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If you are using your own Calendly link and have already performed the integration steps above, you're all set. Otherwise, enter in your Calendly personal access token to associate the sequence with your Calendly account.
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If you're using a colleague's Calendly link, ask them to generate their own Calendly personal access token and provide it to you so that you can save it to your sequence's settings. This will associate the sequence with their Calendly account.
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Additional Notes
- Different Calendly & Gem domains - It is OK if your Calendly Admin account is on a different domain than your Gem team account. As long as you are both a Calendly and Gem Admin, you will be able to configure the integration. Note that the rest of your Gem users will need to have Calendly accounts under the same domain that you are using for your own Calendly Admin account.
- Concurrent Calendly integration setup - If you’ve set up the Calendly integration yourself (personal account) and later on down the line become a part of a company-managed Calendly account, this will not result in a disruption in the integration as long as your Calendly+Gem Admin sets the integration up for your team.
- Round Robin Events - Reply tracking is not supported for round robin or other shared Calendly events, as these are considered shared links and do not allow us to track individual replies reliably.
- Who is my Gem Admin - If you are not a Gem Admin and/or do not know who is on your team, you will need to contact the Gem Support team for help: support@gem.com
- Calendly Admin leaves team - If the Calendly Admin account gets deactivated, a new Calendly Admin will be needed to replace them in Gem. After you determine who this person is, contact the Gem Support team for assistance with the update: support@gem.com
Have any issues or questions on this topic? Please feel free to contact your dedicated Gem Customer Success Manager directly or our Support team at support@gem.com.