How to connect Calendly to Zendesk

By Jake Marsh · Updated

To connect Calendly to Zendesk, install Huddlewell, then open Admin Center > Apps and integrations > Zendesk Support apps > Huddlewell, click the sign-in link under Calendly connection, sign in to Calendly and click Allow. Save the settings. Connect as a Calendly owner or admin so agents see every host's meetings. Agents don't need Calendly seats.

Choose the Calendly user first

Huddlewell acts in Calendly as the one user who signs in during setup. Everything agents see and do goes through that connection.

Connected userMeetings agents seeEvent types agents can offer
Calendly owner or adminEvery host in your Calendly organizationEvery active event type
Any other Calendly userOnly that user's meetingsOnly that user's event types

The Whose meetings setting is auto by default: every host's when the connected user is an owner or admin, otherwise their own. Set organization or own to force one.

Steps

  1. Install Huddlewell from the Zendesk Marketplace and pick Team (up to 14 agents and admins) or Scale (15 or more). The 14-day trial starts at install.
  2. Open the settings in Admin Center > Apps and integrations > Zendesk Support apps > Huddlewell.
  3. Leave Connection type set to oauth.
  4. Click the sign-in link under Calendly connection, sign in to Calendly as the user you chose, and click Allow.
  5. Save. Zendesk stores the connection as part of the app settings, and agents never see it.
  6. Check it. Open any ticket. The sidebar's Calendly card names the connected user and whose meetings they cover.

If your organization blocks app sign-ins: token mode

A Calendly owner or admin makes a personal access token instead:

  1. In Calendly, go to Integrations, open the API & Webhooks tile and create a personal access token. Calendly's token guide notes that tokens aren't shown again after you generate them, so copy it right away.
  2. Give it these scopes: users:read, organizations:read, event_types:read, scheduled_events:write and scheduling_links:write.
  3. In Huddlewell's settings, set Connection type to token and paste it into Calendly personal access token. Zendesk stores it as a secure setting and only sends it to api.calendly.com.

Set who can act

SettingWhat it does
Who may take actionsagent (everyone, the default), admin, custom role ids, or group:<id>, comma separated. Everyone else sees meetings read-only.
Allow booking and reschedule links, Allow canceling meetings, Allow no-show marksOne switch per action, each on by default.
Look up other email addressesAlso finds meetings booked with the requester's other verified addresses, up to 3 in total.

Fixing a broken connection

What you seeCause and fix
"Calendly did not accept the connection."Calendly signs every app out when the connected user changes their login email, password or login method, or leaves the organization. An admin signs in again in the app settings.
"The Calendly connection is missing a permission"Sign in to Calendly again from the app settings to grant it, or add the missing scope to the token.
Only some hosts' meetings showThe connected user isn't a Calendly owner or admin. Connect one, or set Whose meetings accordingly.
A meeting is missingIt was booked with an address Zendesk doesn't have for this person. Add it as an identity on the Zendesk user.

What it costs

Huddlewell is $90 a month per Zendesk account for up to 14 agents and admins (Team), or $7 per agent per month from 15 (Scale). It has a 14-day trial with a card at install and is billed monthly by Zendesk. Calendly is billed separately by Calendly, and any plan works. See the Huddlewell documentation.

Huddlewell

Calendly meetings in tickets: see them, send a one-time booking link, cancel or reschedule. From $90 a month per Zendesk account.

Install HuddlewellAbout HuddlewellDocumentation

Questions

Does Calendly need a paid plan to connect to Zendesk?

No. Calendly says its API works on every plan, Free included, and Huddlewell uses only the API.

Do all agents need Calendly accounts?

No. One Calendly user connects, and every agent works through that connection.

Can we connect more than one Calendly account?

No. Huddlewell has one Calendly connection per Zendesk account. Connect an owner or admin to cover every host in the organization.

How do I disconnect Calendly?

Uninstall Huddlewell, which removes the stored connection, then remove Huddlewell under Calendly > Integrations or revoke the personal access token there.

More Huddlewell guides

More Zendesk guides