How to Integrate Calendly with Brevo to Save Invitees for Seamless Meeting Notifications

Manually adding Calendly invitees to your Brevo contact list wastes time and risks mistakes. But there’s a better way.

Integrating Calendly with Brevo automates this entire process. As soon as someone books a meeting, their details sync instantly.

In this guide, you’ll learn exactly how to set it up step-by-step, without needing any technical skills.

Why integrate Calendly with Brevo?

Keeping your contact list updated automatically helps you:

• Save hours of manual work
• Improve email follow-ups and campaigns
• Avoid missing important leads
• Keep your CRM organized without lifting a finger

If you use Brevo (formerly Sendinblue) for email marketing or client communication, this integration is a no-brainer.

What you’ll need

Before you start, make sure you have:

• A Calendly account (free or paid)
• A Brevo account
• A Zapier account (free plan works for basic needs)

We’ll use Zapier to connect Calendly and Brevo, no coding required.

How to set up Calendly and Brevo integration

Step 1: Create a Zapier account (if you don’t have one)

1. Go to zapier.com (opens in new tab).
2. Sign up for a free account or log in.

Tip: Free plan gives you 100 tasks/month. Enough if you have a small number of meetings.

Step 2: Connect Calendly as your trigger app

1. In Zapier, click Create Zap.
2. For the trigger, search and select Calendly.
3. Choose the event Invitee Created.
4. Connect your Calendly account.
5. Test the trigger to fetch a sample meeting booking.

Step 3: Set Brevo as your action app

1. For the action step, search and select Brevo.
2. Choose the event Create or Update Contact.
3. Connect your Brevo account using your API key.
   • Find your API key inside Brevo under SMTP & API > API Keys.

Step 4: Map the meeting fields to Brevo fields

Map Calendly information to Brevo contact fields, such as:

• Email → Email
• First Name → First Name
• Last Name → Last Name
• (Optional) Meeting type → Add to a specific list or tag

Pro Tip: You can even assign contacts to different Brevo lists based on which Calendly event they booked.

Step 5: Test and publish your Zap

1. Send a test record from Calendly to Brevo.
2. Check if the test contact appears correctly inside Brevo.
3. If successful, click Publish your Zap.

Congratulations, you’re done!
Now, every time someone books a Calendly meeting, they’ll automatically be saved to your Brevo contact list.

Bonus: Advanced tips

If you want to take it further, you can:

• Add custom fields in Brevo (e.g., “Meeting Topic” or “Booking Source”).
• Trigger email sequences immediately after someone books.
• Segment lists based on meeting type (for better targeting).

You can also build more powerful automations inside Brevo itself once the contact is added.

Common issues and fixes

Problem	Solution
Contact not appearing in Brevo	Check API key connection and Zap history for errors
Duplicate contacts created	Use Brevo’s “Update Contact” instead of “Create Only”
Wrong list or no list assigned	Double-check field mapping and list selection in the Zap

Final thoughts

Integrating Calendly with Brevo is a simple but powerful way to automate your lead management.
Instead of wasting time on manual updates, you can focus on better meetings and better follow-ups.

Set it up once and your workflow will stay clean and efficient.

Need help with advanced integrations or setting up custom workflows?
Contact me here