Send DocuSeal waivers automatically for new Calendly bookings
When a client books a consultation, email them a pre-filled waiver to sign and log it in a tracker so your front desk sees who still owes paperwork.
DocuSeal
Calendly
Google SheetsOperationsDocument ProcessingOnboarding AutomationMeeting WorkflowsWatch my Calendly account for new bookings and, whenever someone books an appointment type that requires paperwork, automatically send them the waiver or client intake agreement they need to sign before they turn up. Use the Calendly new booking poll trigger so this runs within minutes of the booking being made.
Only act on the Calendly event types that actually require paperwork. Let me configure the list of qualifying event type names, for example New Client Consultation. If the booking is for any other event type, stop and do nothing.
Before sending anything, read my Google Sheets paperwork tracker with Get Values and look up the invitee's email address. If that email already has a row showing their paperwork was sent and signed, skip this booking so repeat clients are never asked to sign the same agreement twice.
For a booking that passes both checks, take the invitee name, invitee email and the appointment date and time from the Calendly booking payload and call DocuSeal Create Submission against my intake template. Add the invitee as the submitter using their name and email, and pre-fill the template field values with their name, email and the appointment date and time so the client only has to add their signature. Leave DocuSeal's send_email behaviour at its default of true so the signature request is emailed to the client automatically.
Then log the send in my Google Sheets tracker with Append Values, one row per send, containing the booking date, the invitee name and email, the appointment date and time, the template used, and the DocuSeal submission id. Front desk staff use this sheet to see at a glance who still has paperwork outstanding before their appointment.
Ask me for my DocuSeal intake template id, the spreadsheet and tab to use as the tracker, and the Calendly event type names that require paperwork.
What does this prompt do?
- Watches your Calendly account for new bookings and only acts on the appointment types that actually require paperwork, such as new client consultations.
- Sends the client their waiver or intake agreement automatically, already filled in with their name, email, and appointment time, so all they have to do is sign.
- Adds a row to a shared Google Sheets tracker for every form sent, showing the client, their appointment time, which form went out, and its reference number.
- Skips anyone who has already signed, so repeat clients are never asked for the same paperwork twice.
What do I need to use this?
- A Calendly account with the booking types you want to cover
- A DocuSeal account with your waiver or intake agreement already saved as a template
- A Google account and a spreadsheet to use as the paperwork tracker
- The names of the Calendly appointment types that require paperwork
How can I customize it?
- Choose which appointment types trigger paperwork, and add more as you introduce new services.
- Swap in a different form for each appointment type, so consultations and treatments each get their own agreement.
- Change which columns land in the tracker, or point it at a spreadsheet your front desk already checks.
FAQs
Does the client get emailed the form automatically?
What happens if someone books more than once?
Can I use this for only some of my appointment types?
How quickly does the form reach the client?
Do I need to build a new form for this?
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Stop chasing clients for paperwork before their appointment.
Every booking that needs a signed form gets one sent automatically, pre-filled, with a tracker your front desk can check at a glance.