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Playbook · Marketing agency

Booking confirmation for marketing agencies

Confirm every booking by text and email the moment it is made, with what to bring, and put the person in the CRM.

Use this templateBrowse the library

Start the 14-day trial, then find it under Templates → Library. It installs into the client you choose, switched off, with its checklist.

Steps
3
Client fills in
2
Accounts
4
Starts
From Calendly, within seconds

UsesBeta

Every step, in order

Branches show each arm; a step indented under one runs only on that arm. The words are the template’s own, and the client’s fields fill them in.

Why this workflow

A booking made online lands in a calendar and nowhere else: the customer gets the scheduler’s generic email, the business’s own instructions are never sent, and the person never reaches the CRM, so nobody can follow them up later. A confirmation in the business’s own words, with the forms and directions, and a CRM record, closes all three gaps.

  1. Starts whenSomeone books a meeting
  2. TextConfirm by text
  3. EmailConfirm by email
  4. App stepAdd to the CRM

What each client fills in

Business name
How messages sign off.
Before you come
One or two lines: forms to fill (with the link), what to bring, where to park.

The accounts it needs

Each is the client’s own, stored encrypted and never copied between clients. Until one is added the client’s checklist shows it, and nothing runs.

  • Calendly

    In the client’s Calendly: Integrations & apps → API and webhooks → Personal access tokens → Generate new token, with the scopes scheduling_links:write (booking links) and, for the triggers, users:read, webhooks:read and webhooks:write. A token made before Calendly introduced scopes keeps full access.

  • In the client’s HubSpot: Settings → Integrations → Private Apps (Legacy apps) → Create → scopes crm.objects.contacts.write, and for the triggers crm.objects.contacts.read, crm.objects.deals.read and tickets → copy the access token. A private app needs no HubSpot review.

After you install it

It lands switched off. The client’s checklist holds exactly this:

  1. Connect the client’s Calendly, for “Someone books a meeting”
  2. Connect the client’s Twilio (SMS), for “Confirm by text”
  3. Connect the client’s Resend (email), for “Confirm by email”
  4. Connect the client’s HubSpot (optional: the step can be turned off instead), for “Add to the CRM”
  5. Fill in Business name (How messages sign off)
  6. Fill in Before you come (One or two lines: forms to fill (with the link), what to bring, where to park)
  7. Confirm with the client: The client’s Calendly is on a paid plan (Standard, Teams or Enterprise): Calendly sends webhook events only on those.

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