How to Connect Google Calendar, Zoom and Calendly in CrmLeaf
All editions. Google Calendar is configured in the account's settings. Zoom and CalendlyIntegration are separate add-on modules that an Administrator must enable. Confirm which are included in your plan.
Availability: All editions. Google Calendar is configured in the account's settings. Zoom and CalendlyIntegration are separate add-on modules that an Administrator must enable. Confirm which are included in your plan.
Overview
These three integrations cover the meeting side of your sales and delivery work. Google Calendar keeps CrmLeaf events and your calendar aligned. The Zoom module lets you schedule and manage online meetings from CrmLeaf, with categories, notes and webhooks. Calendly turns a booking made on your Calendly page into a lead in CrmLeaf automatically, so a self-booked meeting starts a CRM record without manual entry.
How It Works
Each integration is connected separately, and they solve different problems. Google Calendar is configured in the account's Google Calendar settings. Zoom is an add-on module that must be enabled before meetings can be scheduled from CrmLeaf. Calendly is an add-on module that works through an inbound booking webhook: when someone books a slot, Calendly notifies CrmLeaf and a lead is created.
Enable module → Connect service → Schedule or receive booking → Record created in CrmLeaf → Work the follow-up
- Google Calendar configuration lives in the account's settings, so calendar alignment is available without an add-on module.
- The Zoom module supports scheduling and managing meetings, meeting categories, meeting notes and Zoom webhooks.
- The Calendly integration receives a booking webhook and creates a lead from it, which then flows into your pipeline like any other captured lead.
- Because a Calendly booking creates a lead, the pipeline and stage configuration that receives new deals matters before you switch it on.
Who Can Use This Feature?
Administrator
- Configure the Google Calendar connection for the account.
- Enable the Zoom module and connect the company's Zoom account.
- Enable the Calendly module and register the booking webhook in Calendly.
- Confirm that bookings create leads and that meetings are created correctly.
User
- Schedule a Zoom meeting from CrmLeaf and record meeting notes.
- See CrmLeaf events alongside their calendar.
- Follow up on leads created from Calendly bookings.
Access depends on the modules and role assigned by your Administrator.
Prerequisites
- Administrator access to CrmLeaf for the connection steps.
- A Google account for calendar synchronisation, and permission in that account to authorise a third-party application.
- A Zoom account with rights to create meetings, and administrator rights in Zoom if your organisation restricts application access.
- A Calendly account with an active booking page, and administrator rights there so you can register a webhook.
- At least one pipeline configured, because Calendly bookings arrive as leads.
For Administrators
Step 1: Configure Google Calendar
What to do: Complete the Google Calendar configuration for the account and authorise access with your Google account.
What to verify: The settings screen shows the calendar connection as configured.
Step 2: Enable and connect Zoom
What to do: Enable the Zoom module, then open its settings and connect your company's Zoom account using the credentials you obtain from Zoom. Configure the Zoom webhook so meeting events are reported back to CrmLeaf.
What to verify: A test meeting created from CrmLeaf appears in your Zoom account with the same time and title.
Step 3: Enable Calendly and register the booking webhook
What to do: Enable the Calendly integration module, then register CrmLeaf's booking endpoint as a webhook in your Calendly account so new bookings are sent to CrmLeaf.
What to verify: Make one test booking on your Calendly page and confirm a lead is created in CrmLeaf.
Step 4: Decide how booked leads are handled
What to do: Confirm which pipeline and first stage receives new leads, and agree who owns and follows up a lead created from a booking.
What to verify: A test booking appears in the intended pipeline and an owner picks it up.
For Users
Step 1: Schedule a meeting
Create the meeting with its attendees and time. Where the Zoom module is connected, schedule it as a Zoom meeting so attendees receive a joining option.
Step 2: Record the outcome
After the meeting, add meeting notes so the discussion is on record, and set the next follow-up on the related lead or deal.
Expected Result
CrmLeaf events and your Google Calendar stay aligned, meetings can be created and managed as Zoom meetings from CrmLeaf, and every Calendly booking creates a lead in CrmLeaf ready for follow-up.
Service Organisation Context
Service delivery is largely booked time: discovery calls, requirement workshops, review sessions and steering meetings. Keeping CrmLeaf events aligned with a consultant's own calendar helps avoid committing someone who is already booked on client delivery, online meetings give a distributed engagement somewhere to happen, and a self-service booking page removes the scheduling exchange before a first conversation by creating the lead directly. Where consultants charge by the hour the meeting is often the billable unit itself, so time logged against the project, not the calendar entry, remains the record of what is charged. Sales teams in any edition use the same three integrations.
Important Notes
- Menu names and their position can differ between product editions and can be customised for your account, so your sidebar may not match these paths exactly. Use Search or your Quick Access items if you cannot find a screen.
- Zoom and Calendly are add-on modules and must be enabled before their settings appear. Confirm plan inclusion.
- Calendly creates a lead, not a meeting record. Plan the follow-up process accordingly.
- The webhook registrations for Zoom and Calendly happen in those services, not in CrmLeaf, so someone with administrator rights there must be involved.
- Meeting-related features also exist in the Performance module for one-to-one meetings; those are separate from Zoom scheduling.
Common Scenarios
Example: inbound demo bookings. A marketing page links to a Calendly booking page. Each booking creates a lead in CrmLeaf, and the sales team works those leads through the normal pipeline instead of watching a mailbox.
Example: online client review. A project manager schedules a Zoom review from CrmLeaf, records notes afterwards, and the client meeting history sits alongside the project work.
Troubleshooting
| Issue | Possible Cause | Resolution |
|---|---|---|
| Zoom or Calendly settings cannot be found | The add-on module is not enabled for the account | Enable the module in module settings, or confirm plan inclusion |
| A Calendly booking does not create a lead | The booking webhook is not registered in Calendly, or was registered against a different account | Register the webhook in the correct Calendly account and make a test booking |
| A meeting scheduled in CrmLeaf does not appear in Zoom | The Zoom connection is not complete or its credentials are no longer valid | Reconnect the Zoom account and create a test meeting |
| Calendar entries do not match | Google Calendar configuration is incomplete or authorisation has lapsed | Reconfigure the Google Calendar connection in settings |
Frequently Asked Questions
Do I need all three integrations?
No. They are independent. Connect only the services you use.
Does a Calendly booking create a deal as well as a lead?
The documented behaviour is that a booking creates a lead. Confirm downstream deal creation with the product team.
Can Users connect their own Zoom account?
Connecting the integration is an Administrator task. Users schedule meetings once it is connected.