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Latest postLatest from the blogMake: Auto-email new Calendly bookings
Every new booking needs a prompt, personal-feeling reply — but typing the same welcome email by hand dozens of times a week is exhausting and error-prone. This build watches Calendly for new bookings and fires a customised Gmail message the moment someone books, with their name and meeting details already filled in.
Create a blank scenario in Make
A scenario in Make is a visual automation — a chain of blocks (called modules) that run in order. Think of it as a recipe: one thing triggers the next. Start by logging into Make at make.com, then click the + Create a new scenario button in the top-right corner of the Scenarios page. You'll land on a blank canvas with a single empty circle in the middle.
Add the Calendly trigger module
A trigger module is the first block in any scenario — it tells Make what event should start the automation. Click the empty circle on the canvas, then search for Calendly in the module picker that slides open. Select Watch Events. You'll see an INSTANT badge on the module — that means it fires the moment a booking happens, rather than checking on a schedule. Make will immediately ask you to create a webhook (a special web address that Calendly will ping whenever something happens). Click Create a webhook, give it any name you like, then click Save. Note: the Calendly Watch Events module requires a paid Calendly plan.
Connect the webhook URL inside Calendly
Make gives you a unique URL for your webhook. You need to paste that URL into Calendly so the two services know to talk to each other. In most cases Make handles this automatically when you click Create a webhook and authorise your Calendly account via OAuth (the standard login-with-Calendly flow). If Make asks you to paste the URL manually: copy the webhook URL Make displays, log in to your Calendly account, go to Integrations & apps → Webhooks, and paste it there. Once saved, come back to Make and click OK to close the module.
Test the trigger with a real booking
Make needs at least one real example booking before it can show you the data to map in later steps. Click Run once at the bottom of the canvas — Make will sit and wait. Then open your Calendly booking page in another tab and schedule a test event (use your own email address). The moment you confirm the booking, Make catches the data and highlights the Calendly module with a green bubble showing how many records arrived. Click the bubble to see the full payload — you'll spot fields like invitee name, invitee email, event name, and start time.
Add the Gmail 'Send an email' module
Now add the action that actually sends the email. Hover over the right edge of the Calendly module and click the + that appears to add another module. Search for Gmail and choose Send an email. Connect your Gmail account when prompted (Make opens a Google sign-in window — just follow the steps and click Allow). Once connected, you'll see a form with fields like To, Subject, and Content.
Map booking details into the email
Mapping means clicking a field in one module and inserting data that came from an earlier module — like filling in a mail-merge template. Click inside the To field and select the invitee email variable from the Calendly module. Do the same for Subject and Content, mixing your own text with Calendly variables. The finished email will look hand-written but fill itself in automatically for every new booking.
Test end-to-end, then activate
Click Run once again and make another test booking in Calendly. Check your inbox — the welcome email should arrive within seconds. When you're happy with the result, click Save (the floppy-disk icon at the top), then flip the toggle in the bottom-left from OFF to ON. Your scenario is now live and will run automatically for every new Calendly booking without you touching a thing.
What you get
You end up with a live Make scenario that fires a personalised Gmail welcome as soon as anyone books via Calendly — no manual copy-paste, no delay, and the invitee's name and meeting details are already in the message. Rough effort: ~30 minutes, free Make account (1,000 operations/month on the free tier); Calendly Standard plan or above required for the Watch Events webhook trigger.