Calendly to Wealthbox automation: new bookings to CRM and Slack

Build me a deterministic code workflow that fires on a Calendly webhook for the invitee.created event so that every time a prospect books a discovery call, we provision the lead end to end in Wealthbox and post it in Slack. The whole thing is structured CRUD with a fixed field mapping, so it should run as a code workflow, not an agent.

Trigger: Calendly webhook, event type invitee.created. The incoming payload gives me the invitee name, email, phone, the Calendly event type name, the scheduled start time, the Calendly join URL, and any answers the invitee filled in on the booking form. Pull all of those out and use them as the inputs for the rest of the workflow.

Step 1: Wealthbox List Contacts, filtered by the invitee email. If exactly one match comes back, treat that as the existing contact. If zero matches, we will create one in the next step.

Step 2a, if no contact exists: Wealthbox Create Contact with the prospect's first name, last name, primary email, and primary phone from the Calendly payload. Tag the new contact with the Calendly event type name so we can tell discovery calls apart from other intake types. Save the new contact id for later steps.

Step 2b, if a contact already exists: Wealthbox Update Contact on that contact id and fill in any of phone or company that are currently empty. Do not overwrite values that are already set. Keep the existing contact id for later steps.

Step 3: Wealthbox Create Event for the meeting itself. Use the Calendly scheduled start and end times, name the event after the Calendly event type, put the Calendly join URL in the event description or location, and link the event to the contact id from step 2.

Step 4: Wealthbox Create Opportunity linked to that same contact id. Use the firm's default pipeline and the first stage of that pipeline so the new prospect drops in at the top of the funnel. Name the opportunity after the prospect and the Calendly event type.

Step 5: Wealthbox Create Note linked to that same contact id. The note body should capture the Calendly event type, the scheduled time, the join URL, and every question and answer from the Calendly intake form, formatted as a readable Q and A list.

Step 6: Slack Send a Message to a configurable channel that defaults to #new-leads. The message should include the prospect name, the scheduled meeting time, the Calendly event type as the source, and a clickable link to the new Wealthbox contact's permalink so the team can jump straight to the record. Use the slack integration (not slackbot).

Configurable settings on the workflow: the Slack channel (default #new-leads), the Wealthbox pipeline id and first stage id to use for the opportunity, and an optional allow-list of Calendly event type names so the user can scope this to specific event types if they want. Everything else should map straight through from the Calendly payload.

Additional information

What does this prompt do?

Listens for new Calendly bookings and reacts the moment a prospect picks a time on your discovery call link.
Finds or creates the prospect in Wealthbox, tags them with the event type they booked, and fills in any missing phone or company.
Books the meeting on the Wealthbox calendar, opens a fresh opportunity in your first pipeline stage, and saves a note with every intake answer.
Posts a clean Slack message to your new-leads channel with the prospect, the meeting time, the source event type, and a one-click link to the Wealthbox contact.

What do I need to use this?

A Wealthbox account with permission to create contacts, events, opportunities, and notes.
A Calendly account that can send outgoing webhooks for new bookings.
A Slack workspace and a channel where you want new lead alerts to post.

How can I customize it?

Swap the Slack channel from new-leads to whatever your team actually uses, or fan it out to multiple channels.
Change which Wealthbox pipeline and first stage the new opportunity lands in so it matches your firm's funnel.
Adjust the contact tag, note title, or the fields you copy from the Calendly intake form.

Frequently asked questions

Does Calendly really send a webhook when someone books a meeting?

Yes. Calendly fires an invitee.created webhook every time a prospect picks a time, and that is the event this workflow listens for. You will connect your Calendly account once during setup.

What happens if the prospect is already a contact in Wealthbox?

The workflow looks up the contact by email first. If it finds a match, it updates any missing phone or company on the existing record instead of creating a duplicate.

Which Wealthbox pipeline stage does the new opportunity land in?

By default it lands in the first stage of your firm's default pipeline so every new prospect shows up at the top of the funnel. You can change which pipeline and stage are used when you set up the workflow.

Can I post to more than one Slack channel?

Yes. The Slack channel is a setting you control, and you can run the workflow more than once or extend the final step to fan out to several channels.

Will this work for any Calendly event type, not just discovery calls?

Yes. The workflow runs for every booking by default and tags the new Wealthbox contact with the Calendly event type name, so you can tell calls and consults apart later. You can also limit it to specific event types if you want.