Ask every Calendly invitee for a review after the meeting ends
Calendly has no “meeting ended” trigger, so this guide asks at booking time and tells GossipGarden when to send: not before the meeting ends. A second Zap cancels the request if the invitee cancels.
Connect your tools › Calendly · Checked against the vendors' own documentation on October 16, 2026.
What you need
- A GossipGarden account with your business and review link set up, and your private address from Settings › Connect.
- A paid Calendly plan: Zapier's Calendly triggers need Calendly's Standard plan or higher. And a Zapier plan with Webhooks by Zapier.
- Two Zaps. They are short, and the second is what stops a cancelled meeting from being asked about.
Your private address. Every account has one. Find it in GossipGarden under Settings › Connect and copy it from there. It ends in 22 letters and numbers, and anyone who has it can add customers to your account, so keep it private. If it leaks, make a new one on the same page and the old one stops working at once.
Set it up
Zap 1: ask after the meeting ends
It runs when someone books or reschedules, and sends the booking with the time the meeting ends.
- Start the Zap with Calendly
Choose Calendly as the trigger app and Invitee Created or Rescheduled as the event. Choose the scope and event type Zapier asks for, and test the trigger.
- Add Webhooks by Zapier, POST
Choose Webhooks by Zapier and the POST event. Paste your private address as the URL and set Payload Type to JSON. The Zapier guide has the detail.
- Map the fields
Fill in Data with the rows below, picking each value from the Calendly step. send_after is what makes GossipGarden wait until the meeting is over.
- Test, then turn it on
Test the step with a booking. An answer of 202 with status created and a send_after time means the invitee is queued to be asked after the meeting. Then turn the Zap on.
What to send
Add one row per field, with the name on the left exactly as written and the matching value from the earlier step on the right. Only an email address or a phone number is required.
| Name | Choose | Why |
|---|---|---|
| name | Invitee Name. | Always present on a Calendly booking. |
| Invitee Email. | Always present on a Calendly booking. | |
| phone | Invitee Text Reminder Number. | Only there when your event type asks for a mobile number. Saved with the invitee, not asked on its own. |
| external_id | Invitee URI. | Identifies this booking. The second Zap sends the same value to cancel it. |
| source | Type calendly. | Names the tool in Recent customers received. |
| send_after | Scheduled Event End Time. | Don't ask before the meeting is over. |
Zap 2: cancel the request if they cancel
It runs when an invitee cancels, and stops the request if it has not gone out yet.
- Start a second Zap with Calendly
Choose Calendly as the trigger app and Invitee Canceled as the event.
- Add Webhooks by Zapier, POST, to your address followed by /cancel
Paste your private address and add /cancel to the end of it. Set Payload Type to JSON.
- Send the booking number
Fill in Data with the two rows below. The same number you sent when the booking was made tells GossipGarden which request to stop.
- Test, then turn it on
An answer of 202 with status canceled means the request was stopped. “too_late” means it had already been sent, which a cancellation can't undo. Turn the Zap on.
What to send
Add one row per field, with the name on the left exactly as written and the matching value from the earlier step on the right. Only an email address or a phone number is required.
| Name | Choose | Why |
|---|---|---|
| external_id | Invitee URI. | The same value Zap 1 sent. |
| source | Type calendly. | Must match Zap 1, so the two find each other. |
The webhook step in detail, with every field and every answer: the Zapier
If it doesn't work
- What happens when someone reschedules?
- Calendly cancels the old booking and creates a new one with a new Invitee URI. Zap 2 stops the old request and Zap 1 queues a new one for the new end time.
- What if the cancel arrives before the booking?
- Zapier doesn't promise the order of two Zaps. GossipGarden remembers the cancellation, so a booking that arrives after its own cancellation asks nobody.
- Why not wait inside Zapier until the meeting ends?
- Zapier's Delay step is a paid-plan feature, a delayed run doesn't know the invitee cancelled, and Make can wait at most five minutes. send_after puts the wait on GossipGarden's side, where a cancel can still reach it.
- When exactly is the invitee asked?
- No sooner than the meeting's end time, and within your sending hours. A meeting that ends at 6 pm may be asked the next morning.
Every customer this sends is asked exactly like one you type in: the same ask, to everyone, never twice for the same job. Nothing in this guide, in the address or in GossipGarden looks at how the visit went, and you shouldn't filter on it either: asking only the happy customers is review gating, which Google and the FTC prohibit. What review gating is and why it matters.