Combining Brevo with Booking Apps (Calendly, Acuity) for Service Providers

Running a service‑based business means juggling appointments, reminders, and client communication. What if you could automate those tasks with a single click? By linking Brevo (formerly Sendinblue) with popular scheduling tools like Calendly or Acuity Scheduling, you create a streamlined workflow that saves time, reduces no‑shows, and nurtures every lead automatically.

Why Connect Brevo and a Booking App?

• Instant confirmations: As soon as a client books, Brevo sends a personalized email or SMS.
• Automated reminders: Reduce no‑shows with timed reminders triggered by the booking date.
• Follow‑up sequences: Deliver post‑appointment surveys, upsell offers, or thank‑you notes without lifting a finger.
• Centralised data: All client information lands in Brevo’s contact database, ready for segmentation and future campaigns.

Step‑by‑Step: Integrating Brevo with Calendly

1. Prepare Your Brevo Account

1. Log in to Brevo and navigate to Contacts → Settings → API Key. Generate a v3 API key if you don’t have one.
2. Create a “New Contact List” (e.g., “Calendly Bookings”) to keep booked clients separate.

2. Set Up a Calendly Event Type

1. In Calendly, create the event type you want to sync (e.g., 30‑minute Consultation).
2. Under Invitee Questions, ask for the email address and any custom fields you’ll need later (phone, service type, etc.).

3. Connect via Zapier (or Make)

While Brevo offers a native Calendly integration, using Zapier gives more flexibility:

• Trigger: New Event Created in Calendly.
• Action 1: Create/Update Contact in Brevo – map email, name, phone, and custom fields.
• Action 2 (optional): Add to List – place the contact in your “Calendly Bookings” list.
• Action 3 (optional): Send Transactional Email – use a pre‑designed confirmation template.

Turn the Zap on, and every new booking instantly populates Brevo.

4. Build an Email/SMS Reminder Workflow

1. In Brevo, go to Automation → Create Workflow.
2. Choose Trigger: Contact added to list “Calendly Bookings”.
3. Add timed actions:
   • 24 hours before the appointment – send a reminder email.
   • 2 hours before – send an SMS reminder (if phone number collected).
   • Immediately after – send a thank‑you email with a link to a feedback form.
4. Activate the workflow.

Step‑by‑Step: Integrating Brevo with Acuity Scheduling

1. Generate an Acuity API Key

1. Log into Acuity → Integrations → API. Copy the Personal Access Token.
2. Make sure your Acuity account is set to collect the required client fields (email, phone, notes).

2. Use Make (Integromat) for a Direct Connection

• Trigger Module: Watch Appointments – fires when a new appointment is booked.
• Action Module: Brevo – Create/Update Contact. Map the Acuity fields to Brevo contact attributes.
• Optional: Brevo – Add Contact to List to segment Acuity clients.
• Optional: Brevo – Send Transactional Email for a personalized confirmation.

3. Auto‑Send Post‑Appointment Follow‑Ups

Set up another scenario that runs 30 minutes after the appointment end time and triggers a “Post‑Visit” email with a discount code or survey link.

Best Practices for a Smooth Integration

• Standardise field names: Use the same custom field IDs in both platforms to avoid mismatched data.
• Test with a dummy booking: Verify that the contact appears in Brevo, receives the confirmation, and triggers the reminder workflow.
• Monitor deliverability: Keep an eye on open and click‑through rates; adjust subject lines or SMS timing if performance drops.
• Keep lists clean: Periodically purge inactive contacts or use Brevo’s segmentation to re‑engage them.

FAQ

Do I need a paid plan on Brevo to use automation?

Brevo’s free tier includes basic automation for up to 300 contacts. For advanced workflows, SMS, or higher contact limits, a paid plan is recommended.

Can I sync multiple Calendly event types to different Brevo lists?

Yes. In Zapier, set a separate Zap for each event type and map it to a distinct list (e.g., “Consultations” vs. “Workshops”).

Is it possible to send a reminder in a client’s preferred language?

Brevo supports multilingual templates. Include a language field in your booking form and use conditional blocks in the email/SMS content.

What if a client reschedules?

The Zap/Make scenario can include a “Updated Event” trigger that updates the contact’s appointment date in Brevo, automatically shifting the reminder schedule.

Do I need a developer to set this up?

No code is required. Zapier, Make, and Brevo’s native integrations provide a drag‑and‑drop experience suitable for non‑technical users.

Conclusion & Call to Action

Linking Brevo with Calendly or Acuity turns a simple booking into an automated client‑nurture engine. You’ll cut manual admin work, lower no‑show rates, and keep every client engaged from the first click to post‑service follow‑up.

Ready to automate your appointments? Sign up for a free Brevo account, connect your favorite scheduling tool, and watch your client communication run on autopilot.