Calendly to Follow Up Boss pre-meeting brief in Slack

Build me an agent workflow that prepares me before every showing or consultation by combining Calendly, Follow Up Boss, and Slack.

Trigger: poll Calendly for a new scheduled event. Each fire passes the agent the new booking, including the invitee's name, email, the event type, the start time, and any answers they gave to the booking questions.

When the trigger fires, the agent should do the following:

1. Use Follow Up Boss List People to look up the invitee by email. Match on the booked invitee's email address. Treat the first match as the contact for the rest of the run.

2. If a person is found, gather their history: call Follow Up Boss List Events filtered to that person to get prior activity and any property of interest, and call Follow Up Boss List Deals filtered to that person to get open and recent deals (pipeline, stage, value). Also pull any tags, stage, source, and last activity that come back on the person record itself. Optionally include the most recent notes if they are readily available.

3. Create a matching appointment in Follow Up Boss using Create Appointment. Link it to the contact, set the start and end time from the Calendly booking, set a clear title (for example "Showing with <name>" or "<event type> with <name>"), include the event type and the Calendly event link in the description, and invite me (the authenticated FUB user) so it syncs with my calendar.

4. If no person is found in Follow Up Boss, fall through to Follow Up Boss Create Event instead so the lead is captured properly with the platform's dedupe logic and so any action plans fire. Use the invitee's name, email, the Calendly event type as the source description, and a source of "Calendly". Then still create the appointment on the newly-created contact.

5. Post a single Slack message to my showings channel using the Slack Bot Send a Message action. The message is the prep brief and should include: who they are (name + email + phone if available), what they booked (event type + start time in my timezone), their stage and tags in Follow Up Boss, the original lead source, any open deals with pipeline and stage, the last few touchpoints from the events list (most recent first, 3-5 of them), and a direct link to their Follow Up Boss profile. Format it cleanly with Slack mrkdwn (use *bold* for section headers, bullet points for lists). Keep it scannable: I want to read it on my phone walking up to the property.

6. If the contact was brand new (created via Create Event in step 4), prepend the Slack message with a clear callout like ":sparkles: New contact - no prior history in Follow Up Boss yet" so I know to introduce myself fresh rather than reference past conversations.

Inputs I should be asked for at setup: the Slack channel ID to post to, my Follow Up Boss user id (or email) so appointments are assigned to me, and optionally a list of Calendly event type names to limit the workflow to (default to all event types if I leave it blank).

Behavior notes: be resilient if a section is empty (no open deals, no prior events) and just omit that section from the Slack message rather than printing an empty header. If the Follow Up Boss lookup or appointment creation fails, still send a Slack message with whatever was gathered and a short note that something failed, so I am never left walking into a showing blind.

Additional information

What does this prompt do?

Watches Calendly for new bookings and kicks off the second a showing or consultation is on your calendar.
Looks the booked client up in Follow Up Boss by email, then pulls their tags, recent notes, last activity, open deals, and prior events into one prep brief.
Logs the booking back to Follow Up Boss as an appointment linked to the contact so your CRM stays in sync.
Posts a single readable Slack message to your showings channel so you have everything you need before you walk in.
If the lead is brand new and not in Follow Up Boss yet, creates them as a fresh lead so they get your dedupe rules and action plans, and flags them as new in Slack.

What do I need to use this?

A Calendly account where you take buyer showings or consultation bookings.
A Follow Up Boss account with your pipelines, stages, and lead sources already set up.
A Slack workspace and a channel where the prep briefs should land (a private channel for yourself or your team works great).

How can I customize it?

Change which Slack channel the briefs post to, or send them as a direct message to yourself instead.
Adjust what goes in the brief: add or remove sections like recent texts, task list, deal stage history, or the original lead source.
Filter by event type so it only runs for showings, only for buyer consultations, or only for events booked through a specific calendar.
Decide what happens for brand new contacts: auto-enroll them in a buyer action plan, tag them as a Calendly lead, or just create the bare record.

Frequently asked questions

Does this work for buyer showings, listing consultations, and discovery calls?

Yes. Any event type you take on Calendly will trigger the brief. You can scope it to specific event types if you only want it for showings, or leave it open so every booking gets a prep brief.

What happens if the person who booked is not in Follow Up Boss yet?

The workflow creates them as a new lead in Follow Up Boss using your standard lead intake, so dedupe rules and any action plans you have set up still fire. The Slack message will call out that this is a brand new contact so you know to introduce yourself fresh.

Will the booking show up on my Follow Up Boss calendar?

Yes. A matching appointment is created in Follow Up Boss and linked to the contact, so the showing lives in their timeline alongside everything else you've tracked.

How fast does the Slack message arrive after someone books?

Within a few minutes of the booking landing in Calendly. It is meant for pre-meeting prep, not real-time alerts, so you get the brief well before you walk in.

Can I change which Slack channel the brief posts to?

Yes. You pick the channel during setup, and you can move it to a different channel or a DM at any time. Some agents pipe it to a private team channel; others send it just to themselves.

Does it work if I use multiple Calendly event types or calendars?

Yes. By default it runs for every new booking on your Calendly account. You can narrow it to specific event types if you want different prep flows for showings versus consultations.