Calendly

Calendly is the scheduling connection in TopClosers. It syncs new bookings and cancellations, so each call gets its business context: who booked, when, and what happened to that appointment.

It is a per-agency connection: the owner connects it once, against the Calendly account where the team books meetings. Closers neither see nor manage this card.

Before you start

• You must be the owner of the agency in TopClosers.
• Connect the Calendly account your team actually books sales meetings in, not a personal one.
• Calendly’s automatic syncing requires a paid Calendly plan. Without one the connection still works, but you will have to import bookings manually.

How to connect Calendly

1. Open Settings → Integrations.

   Find the Calendly card.

2. Click “Connect Calendly”.

   Calendly opens so you can approve access. It takes under a minute.

3. Approve access with the right account.

   It must be the Calendly account your team books meetings in.

4. You are returned to TopClosers.

   You will see “Calendly is connected”. The card shows the Active status and the connection date. Automatic syncing is registered on its own: there is nothing to configure inside Calendly.

5. Choose which event types count as sales calls.

   This is the key step. See the next section.

6. Decide whether to import your bookings.

   Right after connecting, TopClosers offers to pull the last 7 days plus your upcoming bookings. Accept, or click Not now.

Choosing event types

With the connection active you get a Choose event types button. Open it and tick the event types in your Calendly that represent sales calls.

Only what you tick comes in

Only bookings from the selected event types become appointments in TopClosers. Bookings from the types you leave unticked are ignored entirely: they do not show up under Appointments and they do not count in statistics.

This is exactly what you want if your Calendly mixes sales calls with onboarding, support, interviews or coffee chats. Leave only the commercial ones ticked and the dashboards will reflect the real shape of your funnel.

If you want everything, tick everything

Keeping every type selected also lets event types you create later flow in automatically. If you leave a partial selection, remember to come back here whenever you add a new sales event type.

Click Save selection to apply the change. You can revisit it whenever you like.

What it syncs

With the connection active and the event types chosen:

• New bookings. Every booking from a selected type appears under Appointments with its lead, its date and the matching closer.
• Cancellations. If the lead cancels in Calendly, the appointment is marked as cancelled in TopClosers.
• The link to the call. When the closer records that meeting, TopClosers joins the call to its appointment if the contact and the time slot match, so the analysis sits next to its outcome.

Importing bookings

Automatic syncing only brings in what happens after you connect. For everything else, use the Import bookings button on the card: it pulls the last 7 days plus your upcoming bookings, so the calendar you already have booked shows up right away.

You can repeat it safely: whatever already exists is not duplicated. Only bookings from the event types you have selected come in.

When you need to reconnect

• The status reads “Expired”. The permission lapsed or was revoked in Calendly and new bookings have stopped arriving. Click Reconnect to resume; your existing data is safe.
• Automatic-syncing warning. If TopClosers could not enable it (Calendly webhooks require a paid Calendly plan), the card says so. Upgrade in Calendly and reconnect to retry, or work with manual imports.

Disconnecting

Click Disconnect on the card and confirm.

• New bookings stop syncing.
• Everything already imported — appointments, calls and scores — stays in your workspace.
• Calendly access is removed from TopClosers.

If something goes wrong

“The connection attempt expired or was opened in a different browser.” Go back to the card, click Connect and complete the flow in one go, in the same window.

“Calendly didn’t accept the connection.” Try again and make sure you approve access with the Calendly account your team books meetings in.

Meetings get booked but never show up in TopClosers. It is almost always the event-type selection: open Choose event types and check that the type used for the booking is ticked.

“No active event types found.” The connected account has no active event types. Check that you connected the right account and that the types are published in Calendly.

A warning says automatic syncing could not be set up. Calendly webhooks require a paid Calendly plan. In the meantime, use Import bookings to bring your calendar in manually.

Cancellations are not reflected. If automatic syncing is not active, cancellations do not arrive on their own. Reconnect, or import again.

“Your agency is on the Free plan.” Importing bookings requires an active TopClosers subscription; see Plans and billing.

I cannot see the Calendly card. Only the agency owner manages this connection.

If it still does not add up, see Common issues or contact support from Account and support.