Connect Calendly to track booked meetings

With Calendly connected, a booking made through a campaign's Calendly link marks that conversation as booked, even when the prospect never writes back to say so. It counts in Meetings booked, and the Appointment Setter stops pitching. Without it, Victoria AI only knows about a meeting when the prospect mentions it or you mark it in the Inbox.

Everything about Calendly lives in Settings → Integrations → Calendly.

Connect Calendly

1. Go to Settings → Integrations and select Set up (or Manage) on the Calendly row.
2. Select Connect Calendly, sign in to Calendly and approve Victoria AI.
3. You land back on the Calendly page, with the account listed under Connections.

There's nothing to do per campaign: a campaign whose booking link this account hosts is attached automatically, now and whenever you save a new link. Connecting from a campaign's Appointment Setter tab works the same way and brings you back to the campaign. To add a second account, select Connect another.

Connect someone else's calendar with a share link

When the calendar belongs to a colleague or a client, select Share connect link and send them the link. They sign in to Calendly on their side and see a page confirming it's connected; they don't need a Victoria AI login. The link works once, for 7 days. Anyone who opens it can connect a Calendly account to your workspace, so send it only to the calendar's owner.

Workspace owners and admins create share links, run Check now and disconnect. Any member can connect their own Calendly.

Which Calendly links work

The booking signal needs to know which Calendly account and event a link belongs to. The Appointment Setter tab checks the Booking link when you leave the field, before you save, and tells you if it can be tracked.

• Event-type links, such as calendly.com/you/30min: the best choice.
• Your landing page, such as calendly.com/you: works. A booking on any of its event types counts.
• Team round robin and collective links: work for every host Victoria AI can see. The best setup is a Calendly owner or admin connecting: Victoria AI then gets every booking in your Calendly organization, whichever host it's assigned to. When a regular member connects, only that member's own bookings come through, and the Calendly page lists the other hosts under Team links, such as "Demo: 3 hosts, 1 connected". Select Copy connect link next to each missing host and send it to them, or ask a Calendly admin to connect instead.
• Routing forms and single-use links, such as calendly.com/d/…: can't be tracked, because they don't say which event or campaign a booking came from. Use an event-type link instead.
• Other booking tools, such as Cal.com: not tracked. A booking counts when the prospect says they booked or you mark it in the Inbox.

Calendly webhooks, or hourly checks on the Free plan

Each connection shows how bookings reach Victoria AI:

• Org-wide webhook (all hosts): a Calendly owner or admin connected; every host's bookings arrive within seconds.
• Your bookings only (webhook): a member connected; their own bookings arrive within seconds.
• Hourly polling (Calendly Free plan): Calendly's Free plan has no webhooks, so Victoria AI checks the calendar about once an hour and a booking can show up to an hour late. Everything else works the same.

Calendly connection health and Reconnect

Each connection has a status, with the reason and the one fix:

When a connection needs attention you get a notification in Victoria AI, and owners and admins an email; another notification says when it has recovered.

Bookings that need review

Sometimes a booking could belong to more than one conversation, such as the same person in two campaigns, or matches a name but not an email. Victoria AI doesn't guess: the booking waits in the Review queue tab of the Calendly page, and admins get an email. In the Inbox, a possible match shows Booking to review.

For each booking you see who booked, when, and which event, with the conversations it might belong to:

• Link to this conversation marks that conversation as booked and counts the meeting.
• Booked under a different email? Search any conversation in the workspace by name, email or company, and link it from there.
• Not a prospect dismisses it: it doesn't count as a meeting and the invitee's details are deleted from Victoria AI. The meeting stays in Calendly.

Selecting Mark meeting booked on the right conversation in the Inbox also clears the booking from the queue. A booking nobody reviews expires after 30 days.

Meetings on a connected calendar that don't match any prospect, such as calls with colleagues, are ignored and not kept.

How the booking signal changes the Appointment Setter

While the signal is healthy, the Appointment Setter knows a booking will reach it, so it doesn't ask prospects to reply once they've booked. When anything above needs fixing, or the campaign's link isn't tracked, it goes back to asking them to reply after picking a time, and its follow-ups allow for a prospect who may already have booked. Victoria AI rechecks the signal every hour.

When a booked prospect cancels in Calendly, the conversation comes back to you as Needs you, and the Inbox shows Canceled with the meeting time. A reschedule in Calendly stays on the same conversation.

Disconnect Calendly

On the Calendly page, select Disconnect on the connection and confirm. This affects every campaign using that account, and the confirmation lists them: bookings through their links stop closing conversations, and the agent goes back to asking prospects to confirm. Meetings already counted stay counted.

See Appointment Setter for the goal and booking link settings.