How Calendly Syncs With Sparkforge Calendars

The Calendly integration imports new bookings into Sparkforge as appointments and creates contacts automatically. Sync is one-way — changes made in Sparkforge do not flow back to Calendly.

How sync works at a glance

• Events sync from Calendly to Sparkforge in real time after each booking.
• Only the calendars you select under Calendar Settings > Connections are synced.
• Reconnecting a previously connected calendar imports upcoming events plus past events created within the last 180 days at the time of reconnection.
• Deselecting a calendar stops sync for that calendar going forward.

What syncs and what doesn’t

Contact creation from bookings

Every synced Calendly event is treated as an appointment, not a placeholder. If the event includes a guest:

• A new contact is created using the guest’s name and email.
• If the contact already exists, the appointment is appended to that record.
• The contact becomes eligible for any automation triggered by appointment status.

Appointment ownership

Appointments need an owner so notifications, tasks, and automations route correctly.

• Personal Calendly links — the user who connected Calendly owns the appointment.
• Shared calendars (round-robin or team links) — Sparkforge randomly assigns the owner from connected Calendly users.

The contact’s Assigned User updates to match the owner of their most recent appointment.

Manage calendar selections after setup

1. Open Calendar Settings.
2. Click the Connections tab.
3. Find your Calendly integration and click the Edit icon.
4. Add or remove calendars to sync.
5. Click Save.

Only events from currently selected calendars sync going forward. Newly added calendars sync new events only — historical data is not imported retroactively.

Deleting synced Calendly events

When you disconnect a calendar or remove Calendly entirely, Sparkforge prompts whether to delete the synced events.

• You can delete all events synced from a specific calendar. Deletions cannot be undone.
• For shared calendars, all connected users must opt to delete events for them to be removed. If one user keeps the calendar, the shared events stay visible.
• Disconnecting Calendly entirely lets you delete every synced event in one action. If you reconnect later, upcoming events plus past events from the last 180 days are imported.

Phone number capture rules

• If the guest phone number is in the meeting location and the Calendly form has no phone field, Sparkforge syncs the location phone to the contact automatically.
• If the Calendly form has a phone field, Sparkforge shows a mapping screen so you can pick the source: form phone, location phone (if present), or do not sync.
• If neither source has a phone, phone sync is skipped.
• For shared calendars, the phone sync option applies to every user linked to that calendar.

Known limitations

• One Calendly account per user per sub-account.
• You can connect the same Calendly account in multiple sub-accounts you belong to.
• Supported on Calendly Standard, Teams, and Enterprise plans — Free and Essentials are not supported.
• Events cannot be edited inside Sparkforge — edit them in Calendly.
• Only guest name and email sync. Q&A fields and custom data are not synced beyond the phone capture rules above.