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 appointment types
Select action "Filter by Zapier" and continue
Filter the Zap using the "EventType Name" from Calendly -> "(Text) Contains" -> Type in the appointment name exactly as it appears in Calendly
3. Format your Zap to assign the appropriate appointment 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 appointment 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 "AppointmentType Name" from Calendly
Select Custom under Firm Attendees and use "Utilities"
All Day = False
Pull the Appointment Start Time and Appointment 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