Plutio + Calendly Integration (2026)

Turn every Calendly booking into a Plutio client record with contact details and intake answers ready before your first call.

Connect Calendly to Plutio through Zapier. When someone books a discovery call, their name, email, phone, and intake answers appear in Plutio within minutes. By the time the call starts, you have a client profile ready for notes, proposals, and contracts.

Freelancers use this connection to eliminate manual data entry. Walk into calls prepared because the client's budget, timeline, and project description are already in Plutio.

Note: Plutio includes built-in scheduling with calendar sync and booking pages. You may not need Calendly. Last updated January 2026.

Plutio

Calendly

Sync bookings

Via Zapier

10 min setup

What is Calendly

Calendly is a scheduling tool that eliminates back-and-forth emails when booking meetings. You share a booking link, clients select available times from your calendar, and meetings appear on your schedule automatically. Calendly syncs with Google Calendar, Outlook, and iCloud to show only your true availability.

TLDR (summary)

Plutio manages your client relationships, including contacts, projects, proposals, and invoices. Calendly extends Plutio by capturing leads through scheduling and pushing their details into your client database automatically. Together, you get a lead capture system where meeting requests become actionable client records without manual data entry.

All three tools have free tiers. Calendly Free includes one event type with unlimited bookings. Zapier Free allows 100 automation runs per month. Plutio offers a 14-day free trial. You can test the full workflow without spending anything.

Connecting Calendly to Plutio through Zapier takes about 10 minutes and requires no coding. You pick the booking event that starts the automation, map the contact fields, and activate. After that, every new booking creates a contact in Plutio automatically.

Popular automations

What you can sync from Calendly to Plutio

Every time someone books a meeting through Calendly, their contact information, intake answers, and booking details flow automatically to Plutio. You stop copying details from confirmation emails and manually creating client records after every discovery call.

Bookings to Contact records

New bookings create contacts in Plutio with the invitee's name, email, phone number, and company name (if collected). The contact record is ready for proposals and contracts before your first conversation.

Intake answers to Contact notes

Calendly intake questions capture project details before the call. Budget range, timeline, project description, and how they found you all transfer to Plutio contact notes so you arrive prepared.

Bookings to Projects

Use multi-step automations to create a project linked to the new contact. The project can include the event type as the project name and the meeting date as the start date.

Bookings to Tasks

Create follow-up tasks automatically. A task titled "Send proposal" with a due date 24 hours after the meeting ensures you never forget post-call action items.

Cancellations to Status updates

When someone cancels a booking, update the contact status in Plutio to "Cancelled" so you know which leads dropped off before the first call.

Reschedules to Notes

Track rescheduling patterns by logging reschedule events to contact notes. Clients who reschedule multiple times may need different handling than those who show up reliably.

How do I capture intake question answers in Plutio?

Create intake questions in Calendly first, then map each answer to Plutio contact fields or notes during your Zapier setup.

Intake questions turn passive meeting bookings into qualified leads. Instead of starting discovery calls blind, you already know the client's budget, timeline, and project scope. The answers live in Plutio permanently, so you can reference them when writing proposals weeks later.

During automation setup, Zapier shows every field Calendly captures, including all custom intake questions. You can map each answer to a specific Plutio field (like "Budget" to a custom contact field) or combine all answers into the notes field with labels.

Strategic intake questions to capture: "What's your budget range?" (qualifies the lead), "What's your deadline?" (sets expectations), "Describe your project" (preps you for the call), "How did you find me?" (tracks marketing channels).

Mapping strategies

Individual fields: Map budget to a "Budget" custom field, timeline to a "Deadline" field. Best for filtering and sorting contacts later.
Combined notes: Concatenate all answers into one notes field with labels like "Budget: $5K-10K | Timeline: March | Project: Website redesign". Best for quick scanning.
Hybrid approach: Map the most important answers (budget, timeline) to fields, put the rest in notes. Balances searchability with simplicity.

How do I create projects from Calendly bookings?

Use a multi-step Zapier automation that creates the contact first, then creates a project linked to that contact in subsequent steps.

Project creation turns meeting bookings into billable work pipelines. When a prospect books a discovery call, you automatically have a project record ready for proposals, contracts, and invoices. The project links to the contact, so all client work stays connected in one place.

The automation sequence matters: contact must exist before you can link a project to it. Zapier handles this by running steps in order. Step 1 creates the contact and returns the contact ID. Step 2 uses that ID to create a project linked to the contact.

Multi-step automations require Zapier Starter ($29.99/month) or higher. Single-step automations (contact creation only) work on Zapier's free tier.

Project fields to populate

Project name: Use the Calendly event type or combine it with the client name ("Discovery Call: Acme Corp")
Start date: Use the scheduled meeting date as the project start
Status: Set to "Lead" or "Discovery" so the project appears in your pipeline view
Description: Include intake question answers so project context is visible without opening the contact

Should I use Plutio's scheduling instead of Calendly?

If you already use Plutio for client management, consider migrating scheduling to Plutio and eliminating the Calendly subscription entirely.

Plutio includes native scheduling with booking pages, calendar sync, and automatic meeting links. Contacts are created natively when clients book through Plutio scheduling, no Zapier needed. You also get payment collection during booking, which Calendly only offers on paid plans.

The main reasons to keep Calendly: you have existing booking links shared everywhere (updating them is painful), you use Calendly-specific features like round-robin team scheduling or routing forms, or your workflow depends on Calendly integrations that Plutio doesn't replicate.

Migration path: Set up Plutio scheduling first. Run both systems for a month. Update your booking links gradually. Once traffic shifts to Plutio links, disconnect Calendly.

Plutio scheduling features

Calendar sync: Connects to Google Calendar and Outlook to show real availability
Booking pages: Custom pages with your branding and availability settings
Video conferencing: Auto-generate Zoom or Google Meet links for bookings
Payment collection: Charge consultation fees during booking (free on all plans)
Native contacts: Booking creates contacts automatically without Zapier

How do I connect Calendly to Plutio?

Use Zapier to connect Calendly and Plutio. Choose the booking event that starts the automation, choose what happens in Plutio, map the contact fields, and activate.

Zapier watches for new bookings in Calendly and creates contacts in Plutio. The automation runs within minutes of someone booking, so the contact record exists before you even see the booking confirmation email.

Step by step

Step 1: Decide what booking events should create contacts. "Invitee Created" fires for all new bookings. You can also use specific event types if you only want discovery calls (not recurring client meetings) to create contacts.
Step 2: In Zapier, create a new automated workflow. Choose Calendly as the starting app. Pick "Invitee Created" as the starting event.
Step 3: Choose Plutio as the destination app. Pick "Create Contact" as the action.
Step 4: Connect your Calendly and Plutio accounts when Zapier asks. Map invitee name, email, phone, and intake answers to Plutio contact fields.
Step 5: Test the workflow with a real booking, then activate.

Tip: Create a test event type in Calendly for testing. Book yourself through it to verify the automation creates the contact correctly before going live.

How much does Calendly + Zapier + Plutio cost?

Calendly, Zapier, and Plutio all have free tiers that work together. You can run the full Calendly-to-Plutio automation without paying anything.

Calendly pricing

Calendly's free plan includes one event type with unlimited bookings. You can add intake questions, connect one calendar, and embed booking pages on your website. Most freelancers start here.

Standard plan ($10/month per seat) adds unlimited event types, multiple calendar connections, and removes Calendly branding. Teams plan ($16/month per seat) adds round-robin scheduling and admin controls.

Zapier pricing

Zapier's free plan includes 100 automation runs per month with 15-minute check intervals. One booking equals one run. If you get 20 discovery calls per month, the free tier covers you easily.

Starter plan ($29.99/month) adds 750 runs, 2-minute intervals, and multi-step automations needed for project creation.

Plutio pricing

Plutio offers a 14-day free trial with full features. Solo plan costs $19/month and includes all integrations. Studio plan costs $39/month and adds team features.

Bottom line: Test everything free. Upgrade Calendly when you need multiple event types, Zapier when you need multi-step automations or faster syncing, Plutio when your trial ends.

What if my Calendly sync breaks?

Check Zapier's task history first because the log shows exactly which booking failed and why it failed.

Most sync problems come from authentication expiration or field mapping issues. Calendly and Plutio connections expire periodically and need reconnecting. Field mapping breaks if you rename intake questions in Calendly after setting up the automation.

Common issues and fixes

Authentication expired: Reconnect Calendly and Plutio in Zapier's "My Apps" section. Connections expire after password changes or security updates.
Missing intake answers: Check that intake questions still exist in Calendly and have the same names. Renamed questions break the field mapping.
Duplicate contacts: Use Zapier's "Find or Create Contact" action instead of "Create Contact" to check for existing contacts by email first.
Automation turned off: Zapier disables workflows after repeated errors. Check the error log, fix the issue (usually reconnecting accounts), then reactivate manually.

Disconnecting Zapier doesn't delete Plutio contacts. Everything already created stays there. Reconnect anytime and new bookings start syncing again.

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Calendly integration questions

Does Plutio integrate with Calendly directly?

Plutio connects to Calendly through Zapier, not directly. Zapier acts as a bridge that passes booking data between the two apps. Using Zapier gives you control over exactly which fields sync and lets you add conditions like "only create contacts for discovery calls" or "only sync bookings from specific event types."

Is the Plutio Calendly integration free?

Yes, you can use all three tools for free. Calendly Free includes one event type with unlimited bookings. Zapier Free allows 100 automation runs per month. Plutio offers a 14-day free trial with full features. Most freelancers stay on free tiers until they need multiple event types or faster syncing.

How long does it take for bookings to appear in Plutio?

Sync speed depends on your Zapier plan. Free plan checks every 15 minutes. Starter plan checks every 2 minutes. Professional plan checks every 1 minute. Contacts appear in Plutio within that time window after someone books.

What booking data transfers to Plutio?

You can sync invitee name, email, phone number (if collected), company name, event type, scheduled date and time, timezone, and all intake question answers. Map each field during Zapier setup to control exactly what appears in Plutio.

Can I capture intake question answers in Plutio?

Yes. Create intake questions in Calendly, and Zapier shows all answers during setup. Map each answer to a Plutio contact field (like Budget or Timeline) or combine all answers into the notes field. Arrive at discovery calls already knowing the client's project details.

Can I create projects from Calendly bookings?

Yes. Use multi-step Zapier automations: Step 1 creates the contact, Step 2 creates a project linked to that contact. Multi-step automations require Zapier Starter plan ($29.99/month). Single-step contact creation works on the free tier.

What if a contact already exists in Plutio?

Use Zapier's "Find or Create Contact" action instead of "Create Contact." Zapier searches for existing contacts by email first. If found, it can update the existing contact instead of creating a duplicate.

Does Calendly's free plan work with this integration?

Yes. Calendly Free includes one event type with unlimited bookings. Every booking can sync to Plutio through Zapier. The only limitation is one event type, not the number of bookings or the Zapier integration.

Should I use Plutio's built-in scheduling instead?

Consider it. Plutio includes native scheduling with booking pages, calendar sync, video conferencing links, and payment collection. Contacts are created automatically without Zapier. If you already use Plutio, migrating scheduling eliminates the Calendly subscription and automation complexity.

How do I handle cancellations and reschedules?

Create separate Zapier automations for each event type. Use "Invitee Canceled" to update contact status or add notes. Use "Invitee Rescheduled" to log the new time. Each automation runs independently based on the specific Calendly event.

Can I filter which bookings create contacts?

Yes. Use Zapier's Filter step to create contacts only for specific event types, only for bookings with certain intake answers (like budget over $5K), or only for first-time bookers. Filtering requires Zapier Starter plan.

How much does Calendly + Zapier + Plutio cost?

All three have free tiers. Calendly Free: one event type. Zapier Free: 100 runs/month. Plutio: 14-day free trial, then $19/month Solo. Paid Calendly starts at $10/month. Paid Zapier starts at $29.99/month. Start free and upgrade only when you hit limits.

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