How to send a Calendly single-use link from Zendesk
By Jake Marsh · Updated
To send a Calendly single-use link from Zendesk, open the ticket, find Send a booking link in the Huddlewell sidebar, pick the event type and click Put single-use link in reply. The link lands in your reply with your team's wording around it. It books one meeting and then stops working, and Huddlewell logs it on the ticket with the huddlewell_link_sent tag.
Why single-use
A regular Calendly scheduling link can be used again and again, so a forwarded email can keep booking. A single-use link books one meeting, then stops working. Calendly's API FAQ says single-use links that haven't been used expire after 90 days.
Steps
- Open the ticket. Huddlewell lists the requester's meetings first, so you can see whether they already booked.
- Go to Send a booking link. The event types you're allowed to offer are listed, with the suggested one for this ticket's group or brand first.
- Pick the event type.
- Click Put single-use link in reply. Huddlewell creates the link in Calendly and adds it to your reply, inside the Booking link reply text.
- Send the reply as usual. The customer opens the link and picks a time.
- Check the ticket. An internal note records who sent which link, and the
huddlewell_link_senttag is added. On a new, unsaved ticket the link still goes into the reply, without a note.
Settings that shape the link
| Setting | What it does |
|---|---|
| Event types to offer | Words from event type names, comma separated. Only matching active types are offered. Empty offers all. |
| Suggested event type by group or brand | One rule per line: group:<id> = <name>, brand:<id> = <name>, default = <name>. Group rules win over brand rules, which win over default. The name can be the event type's slug. |
| Booking link reply text | The text around the link. {link} is replaced by the link. |
| Link bookings to the ticket | Adds utm_source=zendesk and utm_content=ticket-<id> to the link. A meeting booked from it shows "from ticket # |
| Allow booking and reschedule links | Turns the action on or off for everyone. |
| Who may take actions | agent, admin, custom role ids or group:<id>, comma separated. |
Find a group id in Admin Center > People > Groups (in the address bar when you open a group), and a brand id in Admin Center > Account > Brand management.
Example setup
group:360001234567 = Onboarding call
brand:360009876543 = Demo
default = Support call
An agent in the onboarding group sees "Onboarding call" first. On the other brand's tickets, "Demo" comes first. Everyone else starts with "Support call".
Which event types appear
Huddlewell acts as the Calendly user who connected it. If that user is an owner or admin, agents can offer every active event type in the organization. Any other user can offer only their own. Inactive event types never appear.
What it costs
Huddlewell Team is $90 a month per Zendesk account for up to 14 agents and admins. Scale is $7 per agent per month from 15 agents. Every feature is on both, after a 14-day trial, billed monthly by Zendesk. Your Calendly plan is separate. The Huddlewell documentation has every setting.
Huddlewell
Calendly meetings in tickets: see them, send a one-time booking link, cancel or reschedule. From $90 a month per Zendesk account.
Questions
How do I make a Calendly link single use?
In Zendesk with Huddlewell, every link from Put single-use link in reply is single use. It books one meeting, then stops working.
Does a single-use link expire?
An unused one expires after 90 days, according to Calendly. A used one stops working after the first booking.
Can I tell which ticket a booking came from?
Yes, with Link bookings to the ticket on. The booked meeting shows "from ticket #<id>" in the sidebar.
Does this work on Calendly's Free plan?
Yes. Calendly's API works on every plan, Free included, and Huddlewell uses only the API.
Why is the booking link option missing?
Booking links are turned off in the app settings, or your role isn't in Who may take actions. The sidebar says which.