This article explains how syncing works between ZipLeads and Calendly once the integration is connected. You'll learn what gets synced, how appointments are handled, how contacts are created and what limitations exist. This helps you get the most out of your Calendly integration in ZipLeads.
Understanding syncing and why it matters
When you sync your ZipLeads calendar with Calendly, new events booked through your selected Calendly calendars automatically appear as appointments in ZipLeads. Contacts are created for you and automations can trigger from real-time bookings, so there's no manual data entry.
The integration is a one-way sync. Events come from Calendly into ZipLeads, but not the other way around. Syncing only starts after the integration is connected in Calendar Settings > Connections, and it only applies to the calendars you select during setup. If you later deselect a calendar, syncing stops for that calendar. Re-selecting it won't bring in events you missed. Only new ones will sync from then on. Syncing happens in real time, or close to it, after each Calendly booking.
For a smooth, reliable experience, use a supported Calendly plan, select only the calendars you need, and make sure your event types collect key guest details like name and email. Knowing how syncing is tied to your calendar selections helps prevent data conflicts and keeps your workflows running as intended.
What gets synced from Calendly?
The integration focuses on the core data you need to run your CRM workflows and manage appointments.
Synced | Not synced |
Event date and time | Cancelled or rescheduled events are not updated in ZipLeads |
Guest name and email | Past events created more than 180 days before the Calendly account is connected |
Appointment title | Attachments or notes |
Source (marked as "Calendly") | |
Calendar the event belongs to | |
Phone number from the meeting location or Q&A fields |
How does the Calendly integration work?
The Calendly integration works a little differently from other calendar platforms like Google, Outlook or iCloud. It's designed to bring events from Calendly into ZipLeads, not the other way around. Knowing how this works helps you make the most of it.
Calendly event syncing
Once your Calendly account is connected and at least one calendar is selected, ZipLeads imports all future scheduled events, plus past events created within the last 180 days at the time you connect. New Calendly events keep syncing after setup.
If you later remove a calendar from the connection, new events from that calendar stop syncing into ZipLeads. If you reconnect that calendar later, both upcoming events and past events created within the last 180 days at the time of connecting your Calendly account will sync. Appointments made while the calendar was disconnected won't be imported retroactively.
One-way syncing
The Calendly integration is one-way. ZipLeads fetches events from Calendly, but not the other way around. This means:
Events created in ZipLeads won't show up in Calendly.
Events that come from Calendly can't be edited in ZipLeads. Make any changes directly in Calendly so everything stays accurate.
Contact creation from bookings
Every new Calendly event that syncs into ZipLeads is treated as an appointment, not just a placeholder or blocked time. If the event includes a guest, a contact is automatically created using their name and email. From there, you can trigger automations, add them to workflows and manage them like any other contact in your CRM.
Who owns the appointment?
Ownership depends on the type of calendar:
For personal Calendly links, the user who connected their Calendly account is assigned as the appointment owner.
For shared calendars (like round-robin or team links), the appointment owner is randomly assigned from the connected Calendly users.
Contact assignment
The contact's Assigned User field is automatically updated to match the owner of their most recent appointment. This makes sure the right team member is linked to the contact and any follow-up automations go to the correct user.
Contact creation and management
When a Calendly booking is synced:
A contact is automatically created in ZipLeads using the guest's name and email.
If the contact already exists, the appointment is added to their record.
These contacts can be used in automations triggered by appointment status.
Appointment ownership and user assignment
Appointments in ZipLeads need an "owner" so tasks, notifications and automations are routed properly.
Appointment Owner
Personal calendars: The user who connected Calendly is the owner.
Shared calendars (e.g. round robin): One user from the connected team is assigned at random.
Contact Assigned User
A contact's Assigned User is updated to match the owner of their latest appointment. This makes sure the contact goes to the user who should follow up.
Managing calendars after setup
You can change your calendar selection at any time:
Go to Calendar Settings, then click the Connections tab.
In the list of connected calendars, find your Calendly integration.
Click the Edit icon next to it to open the calendar selection panel.
Add any new calendars you want to sync, or remove any you no longer need.
Click Save to apply your changes.
Only events from the calendars currently selected will sync from then on.
Reminder: Events from newly added calendars only sync from the time you select them. No historical data is imported.
Deleting synced Calendly events
When you disconnect a calendar or remove Calendly, you'll be asked whether you want to delete the synced events.
Deleting events from one calendar
You can choose to delete all events synced from a specific calendar.
Deleted events can't be restored later.
Shared calendars
If several users have connected Calendly to the same shared calendar, all of them must choose to delete the events before they're removed.
If one user keeps the calendar, the shared events stay visible.
Disconnecting Calendly completely
You'll have the option to delete all synced events from all calendars. Deletion is permanent. If you reconnect Calendly, we automatically import both upcoming events and past events created within the last 180 days at the time of connecting your Calendly account.
Known limitations of the Calendly integration
Here are the key limitations to keep in mind when using the Calendly integration:
One Calendly account per user in your account
Only supported on Calendly's Standard, Teams and Enterprise plans
Calendly's Free and Essentials plans are not supported
Events can't be edited in ZipLeads
Only the guest's name and email are synced (no Q&A or custom fields)
Phone number capture rules (Calendly → contact)
ZipLeads captures phone numbers from Calendly using clear source rules, so there's less manual cleanup.
If the guest's phone number is in the meeting location and the Calendly form has no phone fields, ZipLeads syncs the location phone number to the contact automatically.
If the Calendly form includes a phone field, ZipLeads shows a mapping screen so you can choose the source (form phone, location phone if there is one, or do not sync).
If there is no phone source (no location phone and no form phone), phone syncing is skipped.
Shared calendars: Changing the phone sync option affects all users linked to that calendar.
Frequently Asked Questions
Q: Why don't older Calendly events appear in ZipLeads?
When you first connect Calendly, ZipLeads imports past events created within the last 180 days. Past events created more than 180 days before you connect aren't included. ZipLeads also imports all future scheduled events.
Q: Can I edit or reschedule a Calendly event in ZipLeads?
No. Events must be edited directly in Calendly.
Q: What happens if I reconnect Calendly?
When you reconnect Calendly, ZipLeads imports upcoming events and past events created within the last 180 days at the time you connect.
Q: Who owns appointments synced from a shared calendar?
For shared calendars, one of the Calendly-connected users is randomly assigned as the owner.
Q: Can I connect my Calendly account to multiple ZipLeads users?
Yes. A single Calendly account can be connected to multiple users.