How to Send SMS Confirmation on Cancelled Calendly Event Using Pabbly Connect

Learn how to automate SMS confirmations for cancelled Calendly events using Pabbly Connect and Twilio. Follow this detailed step-by-step tutorial. This comprehensive guide reveals exactly how to connect your applications and automate repetitive tasks — accessible for professionals of all technical backgrounds.

Watch Step By Step Video Tutorial Below

1. Accessing Pabbly Connect for Integration

To start using Pabbly Connect for sending SMS confirmations on cancelled Calendly events, you first need to access the platform. Visit the Pabbly Connect website and sign up for a free account. This process is quick and can be completed in just a few minutes.

Once logged in, navigate to your dashboard. Here, you will find the option to create a new workflow. Click on the ‘Create Workflow’ button and name your workflow, for example, ‘Calendly to Twilio’. This naming will help you identify your automation later.

2. Creating a Trigger in Pabbly Connect

In this step, you will set up the trigger for your workflow using Pabbly Connect. In the trigger window, search for ‘Calendly’ and select it. Next, choose the trigger event as ‘Invitee Canceled’. This setup ensures that every time an appointment is cancelled, the details are captured in Pabbly Connect.

• Select ‘Calendly’ from the app options.
• Choose ‘Invitee Canceled’ as the trigger event.
• Connect your Calendly account by clicking on ‘Connect with Calendly’.

After establishing the connection, select your organization and user from the dropdown menus. Ensure you have a Calendly Pro Plan to use this integration. Once done, click on ‘Save & Send Test Request’ to capture the cancellation details, which will be used in the next steps.

3. Setting Up Twilio in Pabbly Connect

Now that you have the trigger set, it’s time to set up the action to send SMS confirmations using Twilio through Pabbly Connect. In the action window, search for ‘Twilio’ and select it. Choose ‘Send SMS’ as the action event. This allows you to send an SMS whenever a cancellation occurs.

Connect your Twilio account by entering your Account SID and Auth Token, which can be found in your Twilio account dashboard. After entering these details, click on ‘Save’. This connection allows Pabbly Connect to send SMS messages on your behalf.

• Select ‘Twilio’ from the applications.
• Choose ‘Send SMS’ as the action event.
• Enter your Twilio Account SID and Auth Token.

Once the connection is established, you can begin to customize the SMS message that will be sent to the user. This message can include the user’s name and the details of the cancelled appointment.

4. Customizing the SMS Message

In this section, you will customize the SMS message that will be sent to the user after a cancellation using Pabbly Connect. In the Twilio action setup, you can define the body of the SMS. Start with a greeting, followed by the user’s first name, which you can map from the trigger response.

For example, your message could say, ‘Hello [First Name], your appointment scheduled for [Date & Time] has been cancelled.’ To achieve this, you will map the respective fields from the trigger response to fill in the user’s first name and appointment details. Use the date and time formatter in Pabbly Connect to adjust the time zone and format as required.

5. Testing and Activating the Workflow

Once you have configured the SMS message, it’s essential to test your workflow using Pabbly Connect. Click on ‘Save & Send Test Request’ to send a test SMS to ensure everything is working correctly. Check the recipient’s phone to confirm the message has been received.

After successful testing, activate your workflow. This means every time a user cancels an appointment in Calendly, Pabbly Connect will automatically send an SMS confirmation. This automation saves time and keeps your clients informed about their appointment status.

Conclusion

By following this tutorial, you can effectively automate SMS confirmations for cancelled Calendly events using Pabbly Connect and Twilio. This integration not only keeps your clients informed but also enhances your operational efficiency.