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The head image for the blog post showing a photo of a calendar on a yellow background. Next to the calendar is the Solvaa Automation academy & consultancy logo. Under that are the logos for the Calendly and Zapier apps.

When you’re using Zapier, it can be frustrating if the trigger or action you need doesn’t exist. If you’re technically minded, you may be able to build your own, but sometimes there’s a simpler solution. If you’re using Calendly with Zapier, you’ll know that there isn’t a Zap trigger for an event being rescheduled. This post explains why that is and, more importantly, how you can work around it using a Filter by Zapier step.

How Calendly ‘reschedules’ events

Calendly doesn’t technically ‘reschedule’ events, it cancels the original one and creates a whole new event.
 
Imagine looking at your online calendar. If you want to reschedule an event, you either drag and drop it to its new time, or you open and edit the event. When you do that, it’s the same event, with a new time. Instead of doing this, Calendly deletes the original event and makes an identical new one at the required time. This looks the same from the outside – an event moves from one time to another – but is fundamentally different.
 
So, if there’s no ‘rescheduled’ event, how can you trigger Zaps from rescheduled events in Zapier? The Invitee Created trigger will fire when a new event is created by an invitee. We know that Calendly treats rescheduled events as new events, so rescheduled events will also trigger an Invitee Created Zap. Knowing that, all we need is a way of only running Zap actions for rescheduled events. We can do that with a Filter by Zapier step.
 
 

What do rescheduled events look like in Zapier?

To understand what to add to the filter step, we need to start by looking at the information you get from the Invitee Created trigger.
A screenshot from Zapier showing the test data for the Calendly New Invitee trigger. The data is from a new event that hasn't been rescheduled. The screenshot highlights two fields, Old_invitee and Old_event, neither of which have data in them, they are empty.
If it’s a new event, there are fields called ‘old_event’ and ‘old_invitee’ that will be empty. There are also fields called ‘is_rescheduled’ and ‘is_cancelled’, these will both say ‘false’ if the event hasn’t been rescheduled.

 
Now let’s look at the test data you get from a rescheduled event.
A screenshot from Zapier showing the test data for the Calendly New Invitee trigger. The data is from a rescheduled event. The screenshot shows the different fields and data under 'Old_Invitee' and highlights a field called 'is_Rescheduled', which has the data 'true' in it.
When an event has been rescheduled, there are additional fields under ‘Old Event’ and ‘Old Invitee’, this is the information about the original event/invitee. If an event has been rescheduled there will be data in these fields. In addition, the old invitee field ‘is_rescheduled’ will say ‘true’ if an event has been rescheduled.

 
 

Creating a filter that will only allow rescheduled events to continue in the Zap

To set up a filter that will match only rescheduled events:
  1. Set the field to ‘Old invitee is rescheduled’
  2. Set the Condition to ‘(Boolean) is true’
You can also add additional conditions to the filter if you only want the Zap to process information for specific event types.
A screenshot from Zapier showing the setup of a Filter by Zapier action. There are two filter conditions, the first that tells the filter to only continue if the event type name is 'Meeting with Solvaa'. The second filter has 'Old Invitee is Rescheduled' as the field and the condition is '(Boolean) is true'
If the event that triggers the Zap is a new (not rescheduled) event, the ‘Old Invitee is Rescheduled’ field won’t exist and the filter will stop the Zap. With this filter, you’ll have a Zap that runs only when an event is rescheduled in Calendly.
 
 

Summary

Due to the way that Calendly handles rescheduled events, it’s not straightforward to set up a Zap that triggers from them. By using a filter action, you can create a Zap that will run for rescheduled events in Calendly. There are two important lessons to be learned here:
  1. You don’t need to know code to find ways around missing triggers or actions for an app in Zapier. Sometimes you can find simple, no-code solution.
  2. Understanding why something isn’t possible in an app can give you a clue about how to work around it. Look at the data that you do have and apply logic to see if there is another option.

Reduce your overwhelm with our automation training programme

And finally, if you’re really keen to reduce your overwhelmand  transform your business using automation, then visit the Solvaa Automation Academy. Our signature training programme, ‘Simple Automation Blueprint: Zero to Hero’ is aimed at anyone who wants to learn the fundamentals of business process automation from the experts – a sure-fire way to recession-proof your business.

It’s an 8-week blended learning course with on-demand videos, templates, resources and weekly group coaching sessions. And it’s more than just a Zapier course (although we do show you how to use Zapier like a pro) as you’ll learn about Process Mapping, Business Process Improvement and Business Process Management too – principles that can be applied to other areas of business too!

Whether you are a complete novice or have been using Zapier for a while, our programme is for you. It’s perfect for individuals and teams in micro, small and medium-sized businesses, including solopreneurs, consultants and freelancers. You’ll have access to our experts and can participate in live calls where you can ask all your burning questions, as well as hands-on workshops to keep you on track with implementing your new skills. We run regular cohorts so there will be an opportunity for everyone to participate.

Our head trainer, Kelly Goss, is a specialist in business systems, process improvement and automation, and one of less than 100 Zapier Certified Experts in the world. Kelly has many years’ experience in optimising systems and processes, and implementing automations for clients and is now passing on her knowledge to students through our trademarked ‘4-Step Solvaa Automation Methodology®‘. 

Find out more via our dedicated Solvaa Automation Academy website.

Read more about how our certified experts use Zapier workflow automations to simplify processes and increase efficiency.

Solvaa is a process and automation consultancy specialising in improving sales, operations and financial administration workflows. We help you to simplify and streamline existing processes, integrate your business tools to make data transfer more efficient and automate manual tasks to increase productivity. We are Zapier Certified Experts, Pipedrive Certified Experts and Xero Certified Advisors. 

Contact us today to discuss how Solvaa can help you simplify, improve and automate all aspects of your business with Zapier to save you time, reduce costs and keep you agile as you grow.

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