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Hi everyone,

I'm currently working on an automation flow that integrates ManyChat, Calendly, and Zapier, but I'm encountering an issue with identifying and tagging contacts who book a call via Calendly.

Here’s the flow I’m trying to achieve:

  1. A lead engages with our Facebook Messenger bot and provides their details (such as phone number, email, AC type, etc).
  2. We then forward them to Calendly to book a call with our sales team.
  3. After the lead books a call, a Zap is triggered in Zapier to create a task in Asana for the booked call.
  4. At the same time, we want to tag the ManyChat contact based on their Calendly booking, which will then trigger another Zap that sends the contact’s additional information to Asana i.e. it should update the task associated with that contact.

The information we collect in ManyChat (name, email, phone, etc.) will only be forwarded to Asana once the lead has successfully booked a call. Additionally, we want the task in Asana for that particular lead to be updated with additional details we collected in Manychat using custom fields after they book the call in Calendly.

The issue is that I am having trouble identifying the correct ManyChat contact who booked the call in Calendly, and this is causing errors when trying to automate the process in Zapier. I need a way to accurately associate the contact’s ManyChat data with their Calendly booking.

Could anyone please provide guidance or step-by-step instructions on how I can:

  • Correctly identify the ManyChat contact that booked a call in Calendly, so I can trigger a tag in ManyChat?
  • Ensure that the tag is applied to that contact and that their additional details (home type, has a floor plan?, etc) are correctly sent to the Asana task via Zapier, updating the task created for that particular contact?

I’ve tried a few methods, but the contact identification in ManyChat seems to be where the flow breaks down. Any advice or resources would be greatly appreciated!

Thank you in advance for your help!

Best regards,

Kirsten

Hi, ​@thoughtfairy!

 

There are some ways to do what you are trying to do:

  1. Gathering data from every tool to a common “Database”​​:
    • When the contact clicks on the button/link to the Calendly booking, also send the collected data and the Contact ID to a Google Sheets.
    • After the booking is complete, use Zapier (or the automation tool you prefer) to lookup if the Contact email exists on you spreadsheet.
    • If it exists, you get the Contact ID and can set a Tag to the Manychat Contact
  2. Send the Contact ID via URL-Parameters directly to Calendly:
    • In Calendly's documentation it mentions that it's possible to easily send UTM parameters via your booking link (source)
    • In Manychats flow, set your Calendly link with the Contact ID as an UTM parameter. I.e: https://calendly.com/YOUR_LINK/30min?utm_source={{user_id}}
      Here I used “utm_source” as an example. You may choose any one of them.
    • Be sure to insert the variable in the link (it gets blue, as in the screenshot).
    • Send it to Zapier after the booking and you will be able to find and set a Tag in Manychat.

 

You can also gather the contact data to a spreadsheet using the second alternative in case you find it interesting to have some kind of report/ history for interactions and get in touch for those that didn't complete the booking process afterwards… 😉

 

Hope it helps!

🙌

 

 

 

Hi @fabio.gaulke,

Thank you so much for the detailed suggestions! I really appreciate you taking the time to explain the process. I'll give this a go and let you know how it goes!

 

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