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Log Calendly Bookings Against the Right Contact

When someone books (or cancels) through your Calendly link, Brixi can log it against the matching contact automatically. You sign in to Calendly once, approve the requested access, and events start flowing in on their own.

Entry pointProfile → My Apps

What You Need​

  • A Calendly account you can sign in to (sign up at calendly.com if you don't already have one).
  • Permission to authorize the connection in Calendly — you complete the Calendly sign-in window yourself.
  • A modern browser with pop-ups allowed for brixi.ai so the Calendly authorisation window opens cleanly.

Use the Calendly account whose booking links your customers see. Booking events arrive on the account that authorised the connection — switching accounts later splits the booking history across two records.

Connect Calendly​

  1. Open Profile → My Apps. Find the Calendly card.
  2. Turn on the Calendly toggle. A Connecting to Calendly… banner appears and a Calendly authorisation window opens.
  3. Sign in to Calendly in the popup if you're not already signed in.
  4. On the Calendly Connect to Calendly screen, review the requested permissions (see below) and select Approve.
  5. Calendly returns you to Brixi. The Calendly card shows as connected, the toggle stays on, and a Calendly is linked toast appears.

Toggle Calendly on in My Apps, approve in the Calendly popup, return to Brixi with the Calendly is linked toast.

Let the connection finish

Don't reload Brixi or close the Calendly popup until you're returned to the My Apps page with the Calendly is linked toast — the connection may not save otherwise.

Permissions You'll Grant​

On the Calendly Connect to Calendly screen, select Approve to grant all the access below — booking events will not flow in if you cancel. Calendly requests:

GroupPermissionWhy Brixi needs it
SchedulingRetrieve event type details and available timesKnow your meeting types and current availability.
SchedulingView and manage scheduled events and inviteesReceive bookings and cancellations and log them on the matching contact.
User managementRetrieve your user informationIdentify your Calendly account so events land on the right user.

What Syncs After Connecting​

Once the connection is live, Brixi will:

  • Receive booking events from Calendly and log them on the matching contact's timeline.
  • Receive cancellation events and mark the linked meeting as cancelled in Brixi.
  • Receive reschedule events and update the meeting time on both sides.
  • Match bookings to contacts by invitee email — new invitees that don't match an existing contact are created automatically.

Events typically reach Brixi within seconds of being created in Calendly.

Disconnect​

To stop receiving events, turn the Calendly toggle off in My Apps.

  • Disconnect stops new bookings and cancellations from reaching Brixi immediately.
  • Bookings already logged in Brixi stay on the matching contact — they don't disappear when you disconnect.
  • Reconnecting later re-runs the OAuth flow — your previous mappings are restored if you sign in with the same Calendly account.

Common Issues​

IssueWhat to check
The connection didn't saveReconnect and let the Connecting to Calendly… banner finish without reloading or closing the Calendly popup.
Calendly popup didn't openAllow pop-ups for brixi.ai in your browser, then turn the toggle off and on again.
Stuck on Calendly sign-inUse Calendly's password reset or magic-link flow. Brixi never sees your Calendly password.
Wrong Calendly account connectedDisconnect, sign out of Calendly in your browser, then reconnect with the correct account.
Toggle is missing from My AppsAsk your admin to review your access to integrations.
Bookings arrive but not on the right contactBrixi matches by invitee email — verify the email Calendly sent matches the Brixi contact's email. Merge or update the contact if needed.
Cancellations don't reflect in BrixiConfirm both View and manage scheduled events and invitees was approved — partial-permission grants only push the initial booking.
Events delayedCalendly events normally arrive within seconds; long delays usually mean Calendly revoked the token — disconnect and reconnect.
Still stuck after checking with your adminSee Getting Help — include the connected Calendly account, the time a test booking was made, and the invitee email so support can trace the event.
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Was this article helpful?If something is unclear or out of date, email support@brixi.ai with the article title — or see Getting Help for what to check first.