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This guide will help you transfer your scheduling system from Calendly to your CRM platform. By carefully migrating each component, you can ensure a seamless transition that preserves your current booking functionality while unlocking the expanded capabilities of the CRM.

Components to Migrate

For a complete migration, you will need to move the following elements from Calendly:

Users
Calendar Configurations
Availability Settings
Video Conferencing
Payment Collection
Calendars (Event Types)
Workflows (Automations)

Migrate Users

If you have multiple users in a Calendly organization, you will need to add them to your CRM sub-account.

Step 1: Export a List of Calendly Users

Log in to your Calendly account.
Navigate to the Account section and select Users.
Choose the option to export the user list. This will download a CSV file containing details for each member of your organization.

Step 2: Add Users to Your CRM Sub-account

In your CRM, go to Agency Settings and then to the Team section.
Review the exported Calendly list and use the 'Add Employee' function to create accounts for any users who are not yet in the CRM.
Assign the appropriate roles to each user based on the information from the Calendly export.

Migrate Calendar Configurations

To prevent double bookings, you must reconfigure your calendar sync settings in the CRM.

Step 1: Disconnect Calendars from Calendly

In Calendly, go to your Account settings and find the Calendar Sync section.
Disconnect your Google Calendar, Outlook, or iCloud calendar from Calendly.

Step 2: Connect Calendars to CRM

In your CRM, navigate to Settings and then to the Integrations area.
Connect your Google and Outlook calendars by following the on-screen prompts to sign in and grant access.
After connecting, go to the Calendars section and then Calendar Settings to configure your sync preferences, such as whether to sync cancellations.

Step 3: Verify the Sync

Create a test event in your external calendar (e.g., Google Calendar).
Check your CRM calendar to confirm the event appears as busy and that your availability is correctly blocked.

Migrate Availability Settings

Replicate your scheduling rules, such as working hours and buffer times, in the CRM.

Step 1: Document Your Calendly Settings

In Calendly, review and make a note of your current scheduling settings. This includes your available hours, buffer times before and after appointments, minimum scheduling notice, daily booking limits, and time zone display preferences.

Step 2: Configure Scheduling in CRM

In your CRM, go to the Availability settings for the specific calendar you are setting up.
Input the available hours, buffer times, and daily limits you documented from Calendly.
Ensure the time zone is correctly set in your CRM location and user profiles to match your previous Calendly configuration.

Step 3: Confirm the Settings

Review the calendar in your CRM to verify that the available time slots align with your documented settings and that all restrictions are properly enforced.

Configure Video Conferencing

If you used Zoom with Calendly, you can set it up in the CRM to automatically generate meeting links.

Step 1: Disconnect Zoom from Calendly

In Calendly, go to the Integrations section and select Zoom.
Follow the steps to disconnect your Zoom account.

Step 2: Connect Zoom to CRM

In your CRM, navigate to Settings, then Calendar, and find the Connections area.
Select Zoom and sign in to your account to authorize the connection.
In your calendar settings, you can set Zoom as the default location for appointments if desired.

Configure Payment Collection

To continue accepting payments for appointments, you will need to connect your payment gateway in the CRM.

Step 1: Disconnect Stripe from Calendly

Log in to Calendly and visit the Integrations page.
Find the Stripe integration and select the option to disconnect it. Note that any event types that were collecting payments will become free after this step.

Step 2: Connect Your Payment Gateway in CRM

In your CRM sub-account, go to the Payments tab and then to Integration.
Add your preferred payment gateway, such as Stripe.
After the gateway is connected, you can enable payment collection for your individual calendars.

Migrate Calendars (Event Types)

In Calendly, your schedulable appointment types are called Event Types. These define the meeting details, payment rules, and information collected from contacts. You will need to recreate these calendars within your CRM to maintain your scheduling structure.