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If you're looking to automatically send a Reachdesk direct mail or gift upon a meeting being booked in Calendly, you can use the Zapier integration to send these gifts with ease.

Before you get started creating your Zap

1. Create API token

If this is your first time integrating Reachdesk with Zapier, you'll need a Reachdesk admin (any user of yours with admin privileges) to create a new API token. Head into Reachdesk > Organisation > API tokens and create a new token, call it Zapier (or whatever makes sense to you). Copy that token down somewhere, we'll need it later. Note: Once a token has been created, you won't need to create any more to connect Reachdesk to Zapier; you can use one token for the whole organisation (so keep the token value safe for re-use!)

2. Create the Reachdesk Campaign

Create the Reachdesk campaign that you'd like to send new meeting bookers - this should be created in the campaigns section, not triggered campaigns. It should follow the same format as all other campaigns.

3. Book a meeting in the calendar you're connecting, for testing this zap

As you'll want to test the zap, we'd recommend creating a test record and booking a meeting in the calendar you intend to connect, so we can test later.

Set up your Zap

We've created a ready-made Zap for you to set up your integration in a few minutes.

Add your trigger

Choose your app and event trigger > Calendly > Invitee Created.

Pick your account and test your trigger.

Add Formatter by Zapier Action

Add your first action which will be a bit of formatting needed on the Name field in Calendly. This is to break the Name field out into First Name and Last Name for Reachdesk's app. Select your app and event > Formatter by Zapier > Text.

Set up action > Extract Pattern > Input (is the invitee name from Calendly). Pattern is coding which we have done for you in the ready-made Zap. If not, copy this: ([^ ]*) ?(.*)

Test your action. You should see your test data that you created earlier.

Add Reachdesk Action

Add your final action > Reachdesk > select e-gift or physical gift.

Choose your account or connect a new Reachdesk account.

To connect a new account you will need to head into Reachdesk > Organisation > API tokens and create a new token, call it Zapier/Calendly (whatever makes sense to you). Copy that token into the below when prompted (you can use one token for the whole organisation).

You’re now connected. Set up your action:

  • Add your campaign ID. This is found by going into the Reachdesk campaign you'd like to send, and grabbing the 4-digit number in the URL. Ie:

  • Add your sender email address. This is the Reachdesk user account the gifts will send from. If multiple users want to send the same campaign, they'll each just need to setup a Zap to make sends from their user instance in Reachdesk. The sender email must be a Reachdesk user.

  • The Zap will show you which Reachdesk fields need to be populated with information from Calendly i.e recipient first name, last name, email, and an optional company name. In each field select the field that corresponds with the Reachdesk field - there will be a dropdown of fields to pick from.

Select whether you want to auto-approve all sends, or require all sends to be reviewed. If you choose:

  • Auto-approve, the send will process automatically with no human intervention/review.

  • If you'd like to review sends before they are processed, choose require all sends to be reviewed. If you select this option, the sender will be notified when there is a new pending send, they'll need to head into the Reachdesk platform to approve or reject that send.

Test your zap, and you're good to go!

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