Calendly to Sparkforge Migration Guide

This guide walks through moving every Calendly component into Sparkforge: users, calendar sync, availability, video conferencing, payments, event types, and workflow automations. Migrate in this order to avoid double-bookings and broken booking links.

Components to migrate

1. Users
2. Calendar configuration (Google, Outlook, iCloud)
3. Availability settings
4. Video conferencing (Zoom)
5. Payment collection (Stripe)
6. Calendars (Calendly's "event types")
7. Workflows / automations

Migrate users

Calendly organizations support multiple users, each with their own page and event types. Owners and admins can export the user list as a CSV.

1. In Calendly, go to Account > Users and click Export to download the CSV.
2. In Sparkforge, go to Agency Settings > Team. Verify each Calendly user exists in the subaccount.
3. Click + Add Employee for missing users. Use the CSV to set the right role.

Migrate calendar configuration

Run these steps for every user being migrated. Calendly syncs Google, Outlook, and iCloud to prevent double-bookings; Sparkforge does the same.

Disconnect from Calendly

In Calendly, go to Account > Calendar Sync and disconnect the calendar.

Connect to Sparkforge

1. In Sparkforge, go to Settings > Integrations.
2. Connect Google or Outlook and authorize Sparkforge.
3. Set sync preferences under Calendars > Calendar Settings > Connections.

Verify

Schedule a test event in Google or Outlook and confirm it shows as blocked in Sparkforge.

Migrate availability settings

Document Calendly's available hours, buffer times, minimum notice, daily limits, and timezone. Recreate them under each Sparkforge calendar's Availability settings, and confirm the location and user timezones match.

Configure Zoom

1. In Calendly, go to Integrations > Zoom and disconnect.
2. In Sparkforge, go to Settings > Calendar > Connections, connect Zoom, and authorize.
3. Set Zoom as the default meeting location on the relevant calendars.

Configure payment collection

Calendly personal event types use the user's Stripe account; team event types use the owner's. Disconnecting Stripe in Calendly makes paid event types free.

1. In Calendly, go to Integrations > Stripe and disconnect.
2. In Sparkforge, add the gateway under Payments > Integrations in the subaccount.
3. Enable payment collection on the relevant calendars.

Migrate calendars (event types)

Document each Calendly event type — name, duration, location, buffer times, minimum notice, daily limits, and any custom fields. Then in Sparkforge:

1. Go to Calendars > Calendar Settings and click Create New Calendar.
2. Set name, duration, location, and scheduling rules to match Calendly.
3. Add team members for round-robin or collective calendars.
4. Recreate any custom intake questions as Sparkforge form fields.
5. Generate the new scheduling link and replace Calendly URLs on your site, in emails, and in signatures.
6. Run a test booking end to end.

Migrate workflows (automations)

Calendly Workflows automate reminders and follow-ups. Sparkforge Workflows handle the same use cases plus multi-channel sends.

1. In Calendly, open Workflows and document each trigger and action.
2. In Sparkforge, go to Automation > Workflows and create matching workflows. Use triggers like Appointment Booked, Canceled, and No Show.
3. Customize email and SMS messages with Sparkforge's variables.
4. Book a test appointment and confirm sends fire correctly.

Migrate contact data

Filter Calendly's Meetings view, click Export, and download the CSV. Clean it for Sparkforge import (UTF-8, dates as YYYY-MM-DD, no emojis or stray line breaks), then import via Contacts > Import Contacts.

Run in parallel

Keep Calendly active until you've tested every booking, reminder, payment, and Zoom link in Sparkforge. Then phase Calendly out and cancel the subscription.