Calendly Event Automation for Klicktipp

This workflow is ideal for businesses and professionals who rely on Calendly for scheduling appointments and want to integrate it with KlickTipp for effective email marketing and subscriber management. It is particularly beneficial for:

• Event Organizers: Who need to manage multiple attendees and their details efficiently.
• Marketing Teams: Looking to automate data entry into their email marketing platform.
• Coaches and Consultants: Who schedule one-on-one sessions and want to keep track of client communications.
• Small Business Owners: Seeking to streamline their booking and follow-up processes without manual data handling.

This workflow addresses the challenges of managing bookings and cancellations through Calendly while ensuring that all relevant data is accurately captured and synchronized with KlickTipp. Key issues resolved include:

• Data Entry Errors: Automates the process of adding invitees and guests to the subscriber list, reducing the risk of manual errors.
• Guest Management: Effectively handles multiple guests associated with a single booking, ensuring that their information is captured without duplication.
• Cancellation Handling: Manages cancellations seamlessly, ensuring that both invitees and guests are removed from the subscriber list as needed, preventing outdated data from being retained.

1. Trigger Event: The workflow begins with a Calendly Trigger that activates whenever an event is booked or canceled.
2. Data Conversion: The Convert data for KlickTipp node formats the timestamps and extracts relevant details such as names, emails, and event times into the structure required by KlickTipp.
3. Booking Check: The Check event - booking or cancellation? node determines whether the event is a booking or a cancellation.
4. Invitee Subscription: If it’s a booking, the invitee is added to the KlickTipp subscriber list through the Subscribe invitee booking in KlickTipp node.
5. Guest Management: The workflow checks if there are guests associated with the booking. If guests are present, their details are processed individually using the Split Out guest bookings node, and each guest is added to the subscriber list.
6. Cancellation Handling: In the case of cancellations, the workflow ensures that both the invitee and any guests are removed from the subscriber list, utilizing the Subscribe guest cancellation in KlickTipp node to handle guest removals appropriately.
7. Error Handling: The workflow includes checks to differentiate between cancellations and rescheduling, ensuring that data integrity is maintained throughout the process.