Turning Calendly and Cal.com bookings into leads
How to connect a Calendly or Cal.com account, choose the event types that count and turn pending bookings into leads from the board or the list, what Billow suggests for each booking, and what cancellations, reschedules and disconnecting change.
You can connect a Calendly or Cal.com account to your workspace so that calls booked with you arrive in your lead pipeline. Only owners and admins can connect an account, and the integration is included on the Grow and Scale plans, along with the rest of the pipeline.
Connect an account
Go to Settings → Integrations.
Under Provider, choose Calendly or Cal.com.
Paste your Calendly personal access token or your Cal.com API key. The link under the field opens the page in Calendly or Cal.com where you create one.
Click Connect.
Billow confirms with “Calendly connected” or “Cal.com connected”, and the account appears in the list below. The token can’t be viewed or changed after connecting. To use a different token, disconnect the account and connect it again.
The Integrations tab only appears for owners and admins.
Choose the event types
A new connection has no event types checked, so no booking creates a lead until you choose some.
Go to Settings → Integrations.
Click the arrow next to the account to show its event types. A new connection shows them already.
Check each event type that should create leads.
Click Save.
Billow confirms with “Event types saved”. Bookings on event types you leave unchecked are ignored. Unchecking an event type doesn’t change the leads it already created.
The list is loaded from Calendly or Cal.com each time you open the page. Calendly lists only its active event types. An event type you checked stays checked when Calendly or Cal.com stops listing it, for example because you paused it, until you uncheck it. If Billow can’t reach the provider, it keeps your saved selection and shows “Couldn’t load the current event types.” followed by the reason.
Connecting more than one account
You can connect any number of Calendly and Cal.com accounts, for example your own and a partner’s. Each one has its own row and its own event types.
Each account can only be connected to a workspace once. Connecting it a second time fails with “This Calendly account is already connected.” or “This Cal.com account is already connected.”
Your connections
Each connected account appears as a row under Settings → Integrations. The row shows the provider, the account’s name and email, how many event types create leads, who connected it, and when the last booking was received, or “No bookings yet”.
Leads that Billow creates on its own are created in the name of the person who connected the account.
Connection errors
Message | What it means |
|---|---|
“Calendly did not accept this token. Check that it is copied in full and still active.” | The token is wrong, incomplete or revoked. Cal.com shows the same message for its API key. |
“Calendly webhooks need a paid Calendly plan (Standard or higher).” | Your Calendly account is on the free plan, which can’t send bookings to Billow. |
“Calendly could not be reached. Try again in a moment.” | Calendly or Cal.com didn’t respond. |
“Calendly refused the request.” | Calendly or Cal.com rejected the request, followed by its own reason. |
How a booking arrives
When someone books one of your checked event types, Billow looks for a contact with the invitee’s email address, ignoring capitalisation.
If the email matches | What happens |
|---|---|
Exactly one contact | Billow creates a lead for that contact straight away, in the Discovery Call stage with the source Inbound |
No contact, or several | The booking waits as a pending booking in the Discovery Call column |
Billow never creates an account or a contact on its own.
A lead created from a booking is first named after the event type and the invitee, for example “Discovery Call with Jane Doe”. Its notes hold the event type, the date and time of the call, the invitee’s name and email, and every answer from the booking form. Times are shown in your workspace’s timezone.
In the list view, the lead’s source reads Inbound via Calendly or Inbound via Cal.com. On the board, the provider appears next to the contact’s name.
Suggestions from each booking
Billow reads each booking once with AI, the same way autofill reads your notes. From the event type and the answers on the booking form, it suggests:
a title for the lead that names the work
a budget range
an account, either one already in your workspace or a new name, for example taken from the domain of a business email address
the contact’s details
The suggestion never sets the stage or the source, and Billow creates no account or contact from it.
For a lead Billow created straight away, the suggested title replaces the name made from the event type and the invitee. The suggested budget fills in while the lead’s budget is still unknown. Neither replaces a name or a budget you changed.
If Billow can’t read a booking, the booking keeps its details without a suggestion. For a pending booking, Billow tries again when you open Create Lead. A lead Billow created straight away keeps the name made from the event type and the invitee.
Pending bookings
A booking without a single matching contact waits as a pending booking. On the board, it appears as a card with a dashed border at the top of the Discovery Call column, above every lead. In the list view, it appears as a row at the top of the list, on the first page only. Pending bookings show under the All and Needs action tabs.
A pending booking isn’t a lead yet. You can’t drag it to another stage, and it doesn’t count toward the tab counts.
Card field | What it shows |
|---|---|
Title | The suggested title, or the event type until there is one |
Badge | Inbound |
Account | The suggested account |
Contact | The invitee’s name, with the provider next to it (via Calendly or via Cal.com) |
Date | The date of the call, with a Cancelled badge if the invitee cancelled |
Budget | The suggested budget range |
The suggested account and budget appear in italics until you confirm them in the lead form. A field without a value reads Unknown. In the list view, the row shows the same suggestions, the source Inbound via Calendly or Inbound via Cal.com, and the stage Discovery Call.
Create a lead from a booking
Go to Leads.
Click Create Lead on the pending booking.
If a dialog offers to create a new account or contact, click Create & Fill to create them, or Skip to choose them yourself.
Choose the Account and the Person of Contact if they are still empty.
Check the other fields.
Click Create Lead.
The form opens with the suggested title and budget, the source Inbound, the stage Discovery Call and the booking details in the Notes panel. A suggested account or contact that clearly matches one in your workspace is already chosen. The invitee’s name and email appear under Person of Contact.
Billow creates the account and the contact only when you click Create & Fill, and the lead only when you click Create Lead. If the invitee isn’t a contact yet, you can also choose the account, then choose Create followed by the invitee’s name in Person of Contact.
The pending booking disappears once the lead is saved. If someone else created a lead from the same booking or dismissed it in the meantime, the form shows “This booking already has a lead or was dismissed.” Click Save without the booking to save your lead on its own.
Dismiss a booking
Go to Leads.
Click the X on the pending booking, in the card’s corner on the board or next to Create Lead in the list.
Billow confirms with “Booking dismissed.”, with an Undo button for ten seconds. Undo brings the pending booking back.
Cancellations and reschedules
Billow follows a booking after it arrives. Each change adds a line to the lead’s notes, such as “Booking cancelled on Oct 2, 2026: Something came up” or “Booking moved to Oct 9, 2026, 2:00 PM CEST.”
Change | Lead in Discovery Call | Lead in any other stage | Converted lead | Pending booking |
|---|---|---|---|---|
Cancelled | Moves to Lost | Keeps its stage | Keeps its status | Stays, with a Cancelled badge |
Rescheduled | Stays in Discovery Call | Moves back to Discovery Call | Keeps its status | Shows the new date |
A rescheduled booking that Billow never received, such as one made before you connected the account, arrives as a new booking.
When bookings are ignored
Billow drops a booking, instead of holding it for later, if it arrives while:
your plan doesn’t include the lead pipeline
the workspace is read-only because its subscription has lapsed
Bookings made in those periods don’t appear in Billow later. See Failed payments, cancelling and read-only access.
Disconnect an account
Go to Settings → Integrations.
Click the Disconnect icon next to the account.
Click Disconnect in the dialog.
New bookings for that account stop creating leads straight away. Leads already created stay as they are, and pending bookings stay where they are. You can disconnect while the workspace is read-only.
Access follows the person who connected
A connection runs on the Calendly or Cal.com account of the person who made it.
If they leave the workspace or are removed from it, every account they connected is disconnected.
If they delete their Billow account, every account they connected is disconnected.
If the workspace is deleted, every account is disconnected.
A change of role doesn’t disconnect anything.
