Calendly to Slack meeting prep briefs with RocketReach enrichment

Build me a pre-meeting prospect research workflow that fires the moment a prospect books time on my calendar.

Trigger: a Calendly webhook subscription on the invitee.created event. When the payload arrives, pull the invitee's email and name, the scheduled event's start time and end time, the public Calendly event link, the event type name, the meeting host (the Calendly user who owns the event type), and any custom question/answer pairs the invitee submitted on the booking form.

Then enrich the prospect:

1. Call RocketReach Person Lookup using the invitee's email to retrieve their current title, seniority, recent work history, and LinkedIn URL. Person lookups can be async, so wait for status to be complete before using the result.

2. Extract the domain from the invitee's email. If the domain is a known free email provider (gmail.com, yahoo.com, outlook.com, hotmail.com, icloud.com, aol.com, proton.me, etc.), skip the company lookup. Otherwise call RocketReach Company Lookup on the domain to fetch headcount, industry, funding stage and most recent round, growth signals, and tech stack.

Now compose a tight one-page meeting brief with these sections:

- Who they are: name, current role, tenure in role, one line on prior roles, LinkedIn link.

- Company snapshot: size, industry, funding stage and last round, anything notable in recent growth or tech stack.

- Three plausible pain points or talking points tied to their stack, headcount, or funding stage.

- Two open-ended discovery questions tailored to their role and company stage.

- Anything they shared in the Calendly booking form answers that the rep should know before the call.

- The Calendly event link and the scheduled start time in the host's timezone.

Delivery: send the brief as a Slack direct message to the meeting host. Timing should be at least one hour before the event start time. If the booking happens more than an hour before the meeting, schedule the Slack message so it lands roughly sixty minutes before the start. If the booking happens inside the one-hour window, send the brief immediately.

Graceful degradation:

- If RocketReach Person Lookup returns no match, send a short note saying the person could not be matched, plus whatever company data was found, plus the booking form answers.

- If the email domain is a free email provider or the Company Lookup returns no match, skip the company snapshot section and note that the company could not be identified from the email domain.

- If both lookups fail, still deliver a minimal brief built from the invitee name and the booking form answers, with the Calendly event link, so the rep at least sees the booking context in Slack.

Use Slack's mrkdwn formatting (single asterisks for bold) so the brief reads cleanly inside a Slack DM.

Additional information

What does this prompt do?

Watches your Calendly and fires the moment a prospect picks a time on your calendar.
Researches who they are and where they work, then writes a one-page brief with role, company snapshot, three talking points, and two discovery questions.
Delivers the brief as a Slack message to the meeting host about an hour before the meeting starts so you walk in already knowing them.
Degrades gracefully when the prospect can't be matched, so you still get a useful brief from the booking form and any company data found.

What do I need to use this?

A Calendly account on a plan that supports outgoing webhook subscriptions.
A RocketReach account on a paid plan that includes API access and company lookups.
A Slack workspace where the meeting host can receive a direct message.

How can I customize it?

Change the lead time so the brief arrives 30 minutes, an hour, or a full day before the meeting starts.
Scope it to specific event types (sales demos only) so internal or recurring bookings are skipped.
Tweak the brief sections, for example swap discovery questions for a recent news line, or add a Loom link to your standard demo.
Send the brief to a private team channel instead of a direct message when more than one person preps for the call.

Frequently asked questions

Will this work on a free Calendly plan?

You need a Calendly tier that allows webhook subscriptions, which is included on most paid plans. The free plan does not expose webhooks, so the trigger will not fire.

What happens if RocketReach can't find the person?

The workflow degrades gracefully. You still get a short brief with whatever company data was found, plus the booking form answers the invitee submitted, so the rep is not flying blind.

Does this work when prospects book with a personal Gmail or Yahoo address?

The person lookup may still match by personal email, but the company snapshot needs a business domain. For free email domains the brief skips the company section and notes that the company could not be identified from the email.

Can the brief go to a Slack channel instead of a direct message?

Yes. When you customize the workflow you can swap the direct message for a post in a private prep channel, which is what most account executive teams prefer.

Will it run for every meeting on my calendar?

Only meetings booked through Calendly will fire the trigger. You can also limit it to specific event types so internal one on ones or recurring syncs never produce a brief.