# Connect Calendly: bookings and instant updates

> Connect Calendly to see upcoming bookings inside Avox, cancel a booking with a reason, and get new and cancelled bookings as they happen, with what happens when Calendly fails.

Source: https://docs.theavoxai.com/connections/apps/calendly

Connect Calendly and the bookings people make on your Calendly pages show inside Avox, with their
invitees and meeting links. Your team can cancel a booking from Avox without switching apps.

## What Avox can and cannot do with Calendly

Avox can:

- **Show your upcoming bookings**, with each booking's invitees, time and meeting link.
- **Cancel a booking**, with a reason the invitee sees. Calendly emails the invitee.
- **Get new and cancelled bookings as they happen**, on paid Calendly plans.

Avox cannot:

- **Move a booking.** Calendly does not let apps do that. The invitee reschedules from their own
  Calendly email.
- **Start an automation or send a WhatsApp message** when a booking arrives. The updates only keep
  the **Bookings** page and the log up to date. No automation or Flow step uses Calendly.
- **Create a booking**, or show past ones. The list starts from an hour ago and looks ahead.
- **Show other people's bookings.** It shows the bookings of the Calendly account you connected.

## What you need

- A Calendly account. Connecting and viewing bookings work on any plan. Instant updates need a paid
  Calendly plan.
- Room in your plan for another app.
- The **Manage connected apps** permission (**Settings**, then **Switchboard**) to connect,
  reconnect and cancel bookings. Admins have it, and an Admin can give it to a Manager. Seeing
  bookings needs **See connected apps**.

## Connect Calendly

**1. Open Calendly in Apps**

In the sidebar open **Apps**, then **Calendly**, and click **Connect**. The first screen lists what
Avox will be allowed to do. Click **Continue**, then **Continue to Calendly**.

**2. Sign in and allow Avox**

On Calendly's page, sign in to the account whose bookings you want to see, and allow Avox. Calendly
shows no separate permission boxes for Avox, so there is nothing to untick. You come back to Avox.

**3. Check it worked**

Avox shows that Calendly is connected, with the account's email. Click **Open Calendly in Avox**, or
**See bookings**.

Right after you connect, Avox turns on instant updates by itself. Nothing to set up in Calendly.

> **Note**
>
> If the button says **Coming soon**, Avox's Calendly sign-in is not switched on yet ([AVX-3682](https://docs.theavoxai.com/error-codes/avx-3682)). If it is greyed out for another reason, hover it: your role lacks the permission ([AVX-3707](https://docs.theavoxai.com/error-codes/avx-3707)), the Switchboard has no plan ([AVX-3706](https://docs.theavoxai.com/error-codes/avx-3706)), or your plan's apps are all connected ([AVX-3683](https://docs.theavoxai.com/error-codes/avx-3683)).

## What you see in Avox afterwards

Open **Apps**, then **Calendly**. The menu (tabs along the top on a phone) has **Overview**,
**Bookings** and **Activity**.

- **Overview**: the status (**Connected**, **Needs reconnecting** or **Having trouble**), the
  Calendly account, who connected it, when it last worked, the last problem with its code, and
  **Instant updates**. That box says one of: Avox gets bookings as they happen; instant updates
  need a paid Calendly plan (Avox still reads your bookings when you open the page); Calendly
  already sends these updates to Avox; instant updates are not available for this account; or
  Avox could not turn them on, so click **Reconnect** to try again. **Test connection** asks
  Calendly whether it still accepts Avox's access.
- **Bookings**: upcoming bookings in start order, with **Load more** for the next ones and
  **Refresh** to read Calendly again. Open one for its time, meeting link, place, invitees, and
  who cancelled it and why. Lists hide most of people's details, and the booking's own page shows
  them to people who can see apps. Calendly's private reschedule and cancel links for invitees
  are never passed on.
- **Activity**: **Usage** (calls per day, success rate, speed, updates received) and **Log**
  (every call Avox made and every update Calendly sent).

## Cancel a booking

Open a booking that has not started and click **Cancel booking**. You can add a reason, up to 200
characters, and the invitee sees it. Calendly cancels the booking and tells the invitee. This
happens in Calendly itself and cannot be undone from Avox.

**Example (made up).** A customer writes in WhatsApp that they cannot make their consultation. Your
team opens **Bookings**, finds it, clicks **Cancel booking**, types a short reason and confirms. The
customer gets Calendly's cancellation email.

## Limits

- Avox makes at most 120 calls a minute per Switchboard to Calendly. Past that, calls are refused
  with [AVX-3695](https://docs.theavoxai.com/error-codes/avx-3695) until the minute passes. This never changes the status.
- Each call to Calendly gives up after 10 seconds.
- The list loads 20 bookings at a time, and a booking shows up to 50 invitees.
- Avox renews Calendly's access by itself, so you do not sign in again unless access is removed.

## When Calendly fails or says no

1. **Avox tries again when that is safe.** Reading bookings and opening one are tried up to two more
   times (after about 0.4 seconds, then 1.2 seconds) if Calendly is busy or cannot be reached. If
   Calendly says how long to wait, Avox waits up to 5 seconds. **Cancel booking** is **not**
   retried by Avox. If it fails, open the booking and check it before you try again. If it was
   already cancelled, Avox says it cannot be cancelled now ([AVX-3721](https://docs.theavoxai.com/error-codes/avx-3721)).
2. **The status changes only when it should.** If Calendly stops accepting Avox's access, the status
   becomes **Needs reconnecting** at once ([AVX-3692](https://docs.theavoxai.com/error-codes/avx-3692)). Five failed calls in
   a row on Calendly's side make it **Having trouble**. One good call, or a passing **Test
   connection**, puts it back to **Connected** by itself. A booking that cannot be cancelled,
   Avox's own 120 a minute brake and a paused Switchboard do not count against it.
3. **The call is logged.** **Activity** keeps the time, the action, where it came from, the result,
   the number of tries and Calendly's reason. Email addresses and phone numbers are masked, links
   are cut to their address, and sign-in details are never kept.
4. **Automations and Flows are not affected.** No automation or Flow step uses Calendly, so none
   can stop or skip because of it. Calendly being down only affects the **Bookings** page and
   **Cancel booking**.
5. **Pages show what Avox saved.** If Calendly cannot be read, **Bookings** shows the bookings
   Calendly told Avox about ([AVX-3717](https://docs.theavoxai.com/error-codes/avx-3717)), with the reason's code. On a free
   Calendly plan Avox has none saved. Click **Refresh** later.

**What happens to a booking.** Avox never creates or changes a booking on its own. A cancel that
Calendly confirms is marked cancelled in what Avox saved. A cancel that fails leaves the booking as it was,
and the invitee is told only when Calendly cancels it. Updates that arrive twice are kept once.

| Code | What it means here |
| --- | --- |
| [AVX-3692](https://docs.theavoxai.com/error-codes/avx-3692) | Calendly's access was removed or ran out. Click **Reconnect**. |
| [AVX-3694](https://docs.theavoxai.com/error-codes/avx-3694) | Calendly is not answering. Avox already retried where it could. |
| [AVX-3695](https://docs.theavoxai.com/error-codes/avx-3695) | Calendly or Avox asked for a slower pace. Try again in a minute. |
| [AVX-3713](https://docs.theavoxai.com/error-codes/avx-3713) | Calendly refused the request. The log entry has its reason. |
| [AVX-3721](https://docs.theavoxai.com/error-codes/avx-3721) | The booking cannot be cancelled now, for example it already ended or was cancelled. |
| [AVX-3716](https://docs.theavoxai.com/error-codes/avx-3716) | That booking could not be found. |
| [AVX-3711](https://docs.theavoxai.com/error-codes/avx-3711) | The Switchboard is paused. Resume it in **Settings**. |

For more, see [Apps troubleshooting](https://docs.theavoxai.com/connections/apps/troubleshooting).

## Disconnect Calendly

Open **Calendly**, then **Disconnect**, then confirm, or click **Keep it connected**.

- Avox removes its instant-update subscription and its access at Calendly, and deletes the sign-in
  it saved.
- The log, usage and the bookings Avox saved stay for your retention period.
- If Avox shows [AVX-3697](https://docs.theavoxai.com/error-codes/avx-3697), Calendly did not confirm: open Calendly's
  settings for connected apps and remove Avox there too.

## Common questions

**Why does my free Calendly plan not get instant updates?**

Calendly only allows apps to subscribe to updates on paid plans. Avox still reads your bookings
whenever you open **Bookings**. If you upgrade later, click **Reconnect** on **Overview** to turn
instant updates on.

**Can Avox reschedule a booking?**

No. Calendly does not let apps move a booking. Cancel it from Avox, or ask the invitee to
reschedule from their own Calendly email.

**Does a new booking send my customer a WhatsApp message?**

Not today. New bookings appear in **Bookings** and in the log, but they do not start an automation.

**Why don't I see a colleague's bookings?**

Avox shows the bookings of the Calendly account you connected. Connect with the account whose
bookings you want to see. Signing in with a different account while reconnecting is refused
([AVX-3703](https://docs.theavoxai.com/error-codes/avx-3703)).

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