Turn Calendly bookings into prepped Keap records and Slack briefs

Watch Calendly for new scheduled events and turn each new booking into a fully prepared Keap record plus a Slack prep brief for the rep who owns the call. Use a Calendly poll trigger on new scheduled events so this runs within minutes of someone booking.

When a booking comes in, use Calendly's Get Event Invitee to pull the invitee's full name, email address, the event type they booked, and their answers to the booking questions. Those intake answers are the most valuable part of the brief, so keep them close to verbatim rather than paraphrasing them away.

Before writing anything into Keap, work out whether this person is already known to us. Use Keap's List Contacts filtered by their email address. If a contact comes back, use Keap's List orders to pull their order history so we know whether they are an existing paying customer and what they have already bought. Treat anyone with at least one past order as an existing customer.

Then upsert the invitee into Keap with Create or Update a Contact, matched on email address so we never create a duplicate. Note that contact upsert is a Keap v1 capability: v1 resource ids are integers and v2 resource ids are strings, so do not carry an id returned by one version into a call against the other.

Apply a Keap tag reflecting the meeting type using Apply Tag, for example "Discovery Call Booked" for a discovery event type versus "Demo Booked" for a demo. If the invitee turned out to be an existing customer with past orders, still apply the meeting type tag but skip any new lead tag.

Write the intake answers onto the record with Create a Note, so the booking questions and their answers live on the contact where the rep will actually look for them. Include the event type and the scheduled time in that note.

Add a Keap task with Create a Task due the morning of the call, assigned to the call owner, spelling out what to prepare. Make the task specific to this booking rather than generic, for example reviewing a particular answer they gave or pulling their account's order history.

Finally, send the assigned rep a Slack message using Slack Bot's Send a Message containing a short prep brief. Cover who booked and their company or role if the booking answers reveal it, what they said they want, whether they are an existing Keap contact with past orders, and the two or three questions worth asking on this specific call. If the invitee is an existing customer, say so prominently at the very top of the brief along with what they have already bought, so nobody runs a cold discovery script at a current customer. Keep the brief short enough to read on a phone on the way into the meeting.