How to Manage Calendly Webhook Subscriptions

Calendly doesn't offer a graphical interface for managing webhook subscriptions, so creating and viewing them means working directly with Calendly's API. This guide walks you through that process using Postman, starting with authentication, so Calendly can notify Act-On's Incoming Webhook whenever someone books, cancels, or no-shows an appointment.

Create Webhook Subscription

Authentication

1. Sign in to Calendly.
2. Navigate to Integrations:

3. Click on API and Webhooks:

4. Generate and save a Calendly personal access token:

Webhook Subscription

To create a webhook subscription in Calendly, you can utilize Postman, a versatile API testing and development tool. Postman will allow you to send API requests to Calendly and manage your webhook subscription effectively. We have prepared a Postman collection that includes all the necessary API requests to streamline the process.

Download and Install Postman

If you haven't already, download and install Postman from the Postman website. It's available for Windows, macOS, and Linux, and you can use the free version for this task.

Import the Calendly Webhook Subscription Collection

To simplify the process, we have created a Postman collection that contains all the required API requests. Here's how to import it:

1. Download the Calendly Webhook Subscription Postman Collection from this download link.
2. In Postman, click on the "Import" button in the top-left corner:

3. Choose the downloaded file (the collection file), and it will be added to your Postman workspace.

Configure Calendly Webhook Subscription Collection

Now that you have imported the collection, you can start using it to create and manage webhook subscriptions.

Step1. Get user details

1. Select the "Calendly Webhook Subscription" collection from the left sidebar in Postman.
   
2. Choose "1. Get Current User" request.
3. Confirm request is configured with "GET" and "https://api.calendly.com/users/me"
   

4. Navigate to Authentication.
5. Select Bearer Token from the drop-down.
6. Add the Calendly Bearer Token from the prior step.
7. Click on Send to make the request.
8. You should now see a list of variables.

9. Copy the values for the following variables. They are required to create the webhook subscription:
   • current_organization (e.g., "https://api.calendly.com/organizations/xxxxx")
   • url (e.g., "https://api.calendly.com/users/xxxxx")
     

Step 2. Create webhook subscription

1. Choose "2. Create Subscription" request.
2. Confirm request is configured with "POST" and "https://api.calendly.com/webhook_subscriptions"
   
3. Navigate to Authentication.
4. Select Bearer Token from the drop-down.
5. Add the Calendly Bearer Token from the prior step:

6. Navigate to Body.
7. Replace values for the following variables.
   • • organization - replace with current_organization response from 1. Get Current User request
     • user - replace with url response from 1. Get Current User request
     • url - replace with the Act-On Incoming Webhook URL
8. Choose the desired webhook events to subscribe to:
   • invitee.created
   • invitee.cancelled
   • invitee_no_show.created
9. Click Send to make the API request.
10. You should now see a response confirming the webhook subscription was complete for the desired events:

Calendly Webhook Test Request

Now that you have created the subscription, you will need to test that the request is being sent to Act-On. This is a required step before the Incoming Webhook can be enabled in Act-On. There are two ways to send a test request:

Calendly

Simply schedule time using any of your Calendly scheduling links.

Postman

Import the Calendly Webhook Subscription Collection

1. Download the Testing with Act-On Postman Collection from this download link.
2. In Postman, click on the "Import" button in the top-left corner:

3. Choose the downloaded file (the collection file), and it will be added to your Postman workspace.

Send Test Request

1. Choose the "Testing with Act-On" request.
2. Confirm request is configured with "POST" and Act-On Incoming Webhook URL.
   
3. If the Incoming Webhook requires Token Authentication, continue; otherwise, skip to the next step.
4. Navigate to Authentication.
5. Select Bearer Token from the drop-down.
6. Add Act-On Generated Token.
7. Click on Send to make the request.

Attachments In This Article

• Calendly Webhook Subscription.postman_collection.json8 KB
• Testing with Act-On.postman_collection.json3 KB