How to automate Appointments with KlickTipp and Calendly

Step-by-Step Instructions

Prerequisites

• KlickTipp account with API access: Check if you have a Premium subscription or higher to use the API.
• Calendly account: Make sure you have an active Calendly account.
• n8n installation: n8n and the KlickTipp node should be installed and accessible.
  • Setting up n8n - using Elestio as an example
  • Install KlickTipp Community Node

Set up Calendly API access

• In Calendly, go to the → Integrations and Apps  section.
• Navigate to → Personal Access Tokens and create a new token.
• Give the token a name, e.g. → KlickTipp Integration.
• Select → Read & Write as the scope.
• Save the API key, as you will need it later in n8n.

Create master record fields in KlickTipp

Name	Type
Calendly_event_name	Line
Calendly_join_url	URL
Calendly_reschedule_url	URL
Calendly_cancel_url	URL
Calendly_event_start	Date & time
Calendly_event_end	Date & time
Calendly_invitee_timezone	Line

n8n Workflow: Import, Authentication and Test

Workflow Import

• Call up the page with the integration template and click on → Use Workflow.  A pop-up with various actions is displayed.
• Click on → Copy Template to Clipboard  in the popup. This copies the workflow content (as JSON) to your clipboard.
• Open n8n, create a new workflow and click in the empty content area of the editor. Paste the copied JSON content with → CTRL+V  (Windows) or → CMD+V  (Mac).
• Enter a name for your workflow at the top left and save it.

Set up Calendly Node Authentication

• Open the Calendly node with a double click.
• Go to → Credential to connect with  and select → Create New Credential.
• Enter the Calendly API key from step 1.
• Specify which events should be monitored:
  • Event Created (bookings)
  • Event canceled (cancellations)

Set up KlickTipp Node Authentication

• Open the KlickTipp node with a double click.
• Go to → Credential to connect  and select → Create New Credential.
• Enter your KlickTipp username and password.
• If necessary, select a suitable opt-in process.
• Connect the Calendly fields with the matching KlickTipp master record fields.

Activate Workflow

• Click → Save  in n8n to save the workflow.
• Select → Inactive  to activate the workflow.

Test Integration

• Book a test appointment via your Calendly link.
• Check whether the data has been transferred correctly to KlickTipp.
• Cancel the appointment and check whether the status has been updated accordingly.

Configure Integration Template

Customize Mapping

• Make sure that all required fields are correctly transferred from Calendly to KlickTipp. Pay particular attention to the following:
  • All relevant information from your Calendly events is captured
  • All required master record fields are correctly created and assigned in KlickTipp
• If you want to save additional information, you can:
  • Add new fields in Calendly (e.g. notes, questions or individual text fields)
  • Create these fields in KlickTipp as master record fields
  • Adjust the values in the node in the workflow so that they are converted in the desired format and the field assignment in the KlickTipp node is correct.

Use Tags

• Use the option to automatically tag contacts in KlickTipp. Tags make it possible to divide your contacts into different target groups and control targeted campaigns.
• Examples:
  • Tag → Strategy meeting booked
  • Tag → Has canceled appointment

Customize Opt-in Process

• Make sure that the opt-in process selected in the KlickTipp node matches your scenario.
• If you use different opt-in processes for different target groups, adjust them accordingly.
• Examples:
  • Specific opt-in email content for webinars or coaching sessions
  • Redirects to various confirmation and thank you pages

Next steps in KlickTipp

• Email automation: Create a campaign that automatically sends emails based on the submitted data. For example:
  • A welcome email after registration.
  • A reminder of the webinar 24 hours before it starts.
  • A follow-up email with further information or offers.
• Personalization: Use the data stored in the master data fields to personalize your messages (e.g. by addressing them or using specific interests).

Segmentation and Filters

• Target group segmentation: Create contact groups based on tags and master record fields. For example:
  • All participants of a specific webinar.
  • Contacts with an interest in certain topics.
• Create filters: Use filters to select contacts for specific campaigns or newsletters.

Analytics and Optimization

• Monitor statistics: Keep an eye on the open and click-through rates of your campaigns to evaluate their effectiveness.
• Perform A/B tests: Test different variations of emails to find out which version works best.

Further Resources