Calendly -> Lawmatics

Objective

1. When an appointment is created in Calendly for a new prospect (not yet existing in Lawmatics), a new PNC will be created in Lawmatics and the appointment is added to that PNC in Lawmatics
2. When an appointment is created in Calendly for a prospect that already exists in Lawmatics, that appointment will update the existing matter in Lawmatics

**You will need a "Professional Plan" in Zapier for this Zap to work.


1. Create your Trigger in Zapier

- The app is Calendly
- The Trigger Event is Invitee Created

- Choose the appropriate Calendly account

- Test your trigger and continue

2. Filter your Zap if you have multiple event types

- Select action "Filter by Zapier" and continue

- Filter the Zap using the "EventType Name" from Calendly -> "(Text) Contains" -> Type in the event name exactly as it appears in Calendly

3. Format your Zap to assign the appropriate Event Host

- Select the Action "Formatter by Zapier" and the Action Event "Utilities"

- Select "Lookup Table" under Transform
- "Lookup Key" = Event Assigned To
- On the Left of your "Lookup Table" type in the names of each possible event host as they appear in Calendly
- On the right, enter that user's ID from Lawmatics. To access the user's ID, go to your settings page in Lawmatics, select "Manage Users", click the edit pencil next to one of your users, and then grab the ID number from the URL (see picture below).

- Test action and continue

4. Find Matter in Lawmatics

- Select the Lawmatics app and the "Find Matter" action event

- Select your Lawmatics account

- Search Type = Search by Email Address -> Value = Invitee Email from Calendly -> Should this step be considered a "success" when nothing is found? = True

- Test and continue

5. Split up your Zap using "Paths"

Path A

- Select "Paths" as your action

- Start with Path A and give it a name. This path will be used for matters that do not currently exist in Lawmatics.

- Under "Only continue if..." select "Find Matter" and "ID"
- On the right, choose "Does Not Exist"
- Continue

- Select Lawmatics as your next action and the action event is "Create Matter"

- Choose your Lawmatics account

- Add the Calendly fields you would like to use to create your matter in Lawmatics
- Test and Continue

- Select Lawmatics as your next action with the Action Event "Create Appointment"
- Continue
- Select your Lawmatics account

- Set up your appointment action
- Choose the appropriate "Appointment Type" in Lawmatics (refer to your filter earlier in this Zap)
- Pull the "EventType Name" from Calendly
- Select Custom under Firm Attendees and use "Utilities"
- All Day = False
- Pull the Event Start Time and Event End Time from Calendly
- Contact Attendee Type is Matter
- You will pull the ID from the "Create Matter" action in Lawmatics (see picture below) - Select what Calendly field you would like to pull into the appointment description
- You will only want to use the last three fields if you are not sending a calendar invite/reminders via Calendly

- Test and continue

Path B

- Name this path. This will be used for matters that already exist in Lawmatics

- Under "Only continue if..." select "Finder Matter" and "ID"
- On the right, choose "Exists"
- Continue

- Select Lawmatics as your next action with the Action Event "Create Appointment"
- Continue
- Select your Lawmatics account

- Set up your appointment action
- Choose the appropriate "Appointment Type" in Lawmatics (refer to your filter earlier in this Zap)
- Pull the "EventType Name" from Calendly
- Select Custom under Firm Attendees and use "Utilities"
- All Day = False
- Pull the Event Start Time and Event End Time from Calendly
- Contact Attendee Type is Matter
- You will pull the ID from the "Find Matter" action in Lawmatics (see picture below) - Select what Calendly field you would like to pull into the appointment description
- You will only want to use the last three fields if you are not sending a calendar invite/reminders via Calendly

- Test and continue

This Zap is now ready to turn on.