Sending WhatsApp Appointment Reminders from Calendly

If you use Calendly to let clients book appointments with you, you can connect it to Broadcaster and send automatic WhatsApp reminders before each booking. Calendly handles the scheduling, Broadcaster handles the WhatsApp communication.

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What your clients receive

Your client receives a WhatsApp message from your business number ahead of their appointment. The message includes their name, the booking date and time, and any details from your reminder template. You choose the timing, a few days before, the day before, the morning of, or a combination.

Calendly already sends its own email reminders. Broadcaster adds WhatsApp on top of that, which typically gets significantly higher open and read rates.

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How to connect Calendly to Broadcaster

Calendly syncs booked appointments to Google Calendar or Microsoft Outlook. Broadcaster reads that calendar feed. Your Calendly bookings flow through to Broadcaster automatically.

Option A: Via Google Calendar

Step 1: Connect Calendly to Google Calendar

Calendly connects to Google Calendar during initial setup. If you have already connected it, your bookings are already syncing. To check or set this up:

1. Log into your Calendly account
2. Go to Integrations and then Calendar connections
3. Connect your Google Calendar account if not already connected
4. Make sure the calendar you want Broadcaster to read is selected as the destination for new bookings

Step 2: Get your Google Calendar iCal feed URL

1. Open Google Calendar in a desktop browser
2. Find the calendar Calendly is booking into under My calendars
3. Click the three dots next to the calendar name and select Settings and sharing
4. Scroll down to Integrate calendar
5. Copy the Secret address in iCal format

Option B: Via Microsoft Outlook

Step 1: Connect Calendly to Outlook

1. Log into your Calendly account
2. Go to Integrations and then Calendar connections
3. Connect your Microsoft 365 or Outlook account

Step 2: Get your Outlook ICS feed URL

1. Go to Outlook Calendar in a desktop browser
2. Click the Settings cog and select View all Outlook settings
3. Go to Calendar and then Shared calendars
4. Under Publish a calendar, select the calendar Calendly books into
5. Set permissions to Can view all details and click Publish
6. Copy the ICS link

Step 3: Add the feed to Broadcaster

1. Log into your Broadcaster account
2. Go to Integrations in the left-hand menu
3. On the ICS Calendar Feed card, press Add connection, then paste your Google Calendar or Outlook ICS URL into Calendar URL and choose how often Broadcaster should check it: every hour, every 6 hours, or twice a day
4. Press Add calendar feed

For full details on the iCal connection process, see our calendar connection guide.

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What gets synced

What syncs	Notes
Booking date and time	Yes
Event type / title	Yes, from the Calendly event name
Client phone number	Used to find the matching contact. If nobody matches, the visit is held until you add the person, or Broadcaster can add them for you
Client name	Matched from Broadcaster by phone number, then email, then name
Booking notes	Depends on what Calendly passes through to the calendar

Broadcaster matches a calendar event to a contact by phone number first, then by email, then by name. If nobody matches, the visit is not booked: it is listed on your Integration Activity page until you add the person, and then books itself. If you would rather Broadcaster added the person and booked the visit straight away, choose that option in the feed’s settings under Integrations.

One thing to note: Calendly collects client details at the point of booking. If you ask clients for their phone number in your Calendly booking form, make sure those numbers are also added to Broadcaster so the matching works correctly.

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Does this work for my trade?

Calendly is used by trades and service businesses that take bookings online, domestic cleaners, lawn care, pest control, and window cleaners commonly use it to let clients self-book rather than calling or emailing. If you are running a service business with a public booking page, connecting Broadcaster means every new booking automatically gets a WhatsApp reminder without you doing anything after the initial setup.

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Ready to connect Calendly to Broadcaster?

Start your free trial and follow the steps above. Most businesses are up and running within the same day.