In this article, we cover:
Preparing ProLine Event Types
Before setting up the integration, ensure your ProLine event types are properly configured. This includes setting up specific event triggers like inspections or initial appointments, which are commonly used with external booking tools such as Calendly.
To configure event types, navigate to: hamburger menu > Company Settings > Events. Verify that the "Start Campaign" and "Move to Stage" settings are correctly assigned for your event type.
Creating a New Zap in Zapier
To integrate your external booking system with ProLine:
Log into Zapier and select 'Create Zap'.
Set 'Calendly' as the trigger service. Connect your Calendly account and select the 'Invitee Created' trigger, which activates when a new event is scheduled.
For the webhook subscription, set the scope to 'Organization' to ensure the Zap functions across your entire team.
Configuring the Zap with Calendly and ProLine
Filter Steps (Optional): If you manage multiple event types in Calendly and want the Zap to act on specific ones, add a filter step in Zapier to restrict actions to certain event types.
ProLine Action Setup: Use the 'Create or Update Project' action in ProLine. This action is preferred over simple event updates as it handles both contacts and events, accommodating complex scenarios like new or returning customers.
Field Configurations:
External ID: Utilize the Calendly invitee URI as an external ID to manage rescheduled events without creating duplicates.
Assignee: Map the Calendly event host email to assign the project correctly in ProLine.
Location and Stage Settings: Leave these fields blank unless specific pre-assignments are needed, relying on ProLine to auto-fill based on the event type settings.
Testing and Adjusting Your Zap Configuration
After setting up the Zap, perform a test by scheduling a dummy event in Calendly and observe how it populates in ProLine. Adjust field mappings based on the output, ensuring that details like the project name, location, and assignee are correctly applied.
Contact Support
If you encounter difficulties or have further questions, contact our support team at support@proline.app or through the chat in the lower corner of your screen. We're here to help you with any issues or concerns.