On a schedule
Get weekly Calendly booking numbers
Each Monday you see last week's bookings, cancellations and no-show rate for each event type, compared with the week before.
- Runs
- On a schedule
- Apps
- Calendly
- AI
- Not needed
- Access
- PAT (read)
Send this to your assistant
Create a ClickRuntime automation: every Monday at 8am, email me last week's Calendly bookings, cancellations and no-show rate for each event type, compared with the week before.
First time? Adding ClickRuntime to your assistant takes about two minutes.
Why use it
Why teams use this automation
A sales lead or practice manager who relies on Calendly rarely has a clear weekly picture. Are demo bookings rising or sliding? Is one event type, say the 15-minute intro, attracting cancellations while the 45-minute consultation holds steady? Without a regular count, the answers come from impressions formed during a busy week, and a drop in bookings can run for a month before anyone puts a number on it.
Each Monday, ClickRuntime pulls last week's Calendly events, active and canceled, counts them by event type, adds up the no-shows and compares the totals with the week before using figures kept in state. It then emails one compact summary, so the trend arrives alongside the numbers.
Founders, team leads and clinic managers who want a weekly pulse on scheduling, without building a report, use it.
What you get out of it
Declining demand shows up in weeks, not quarters
A booking count that falls two Mondays in a row is hard to ignore. Seeing the trend that early gives the team time to adjust outreach, ads or the booking page before the pipeline thins out.
Event types can be judged on their own
Splitting bookings by event type shows which meetings people actually want. If the long consultation books well while the short intro fades, you know where to focus your promotion and where to rethink the offer.
Cancellations are measured, not guessed
Counting canceled events each week shows whether last-minute drops are becoming common. A clear number supports decisions such as sending an extra reminder or requiring a short note when someone cancels.
No-show rate becomes a tracked figure
Adding up no-shows alongside bookings gives you a rate you can watch. When it climbs, you can test a different reminder timing and then see in the next Monday email whether it worked.
Week-on-week comparison is built in
Because last week's totals are kept in state, each email reports the change automatically. Nobody has to dig up an old spreadsheet to see whether Tuesday's launch actually moved anything.
How it works
What happens, step by step
Every Monday at 8:00, ClickRuntime pulls last week's Calendly meetings, including the cancelled ones.
For each event type it counts bookings, cancellations and no-shows, and works out the no-show rate.
It compares the bookings with the week before, which it saved last Monday.
You get one email with a line per event type, such as "Product demo: 14 booked (last week 11), 2 cancelled, 7% no-show".
Before it runs live
- Connect Calendly
What you get
Build your own
Need it to work differently?
Your own rules
Conditions, thresholds, filters and exceptions, written the way you'd explain them to a colleague.
Any number of apps
One automation can read from one app and update several others. Over 248 apps are ready, and anything with an API works too.
AI where it helps
Summaries, classification, extraction and drafts use ClickRuntime's built-in AI, with no extra key.
On a schedule or on each event
Runs as often as every 5 minutes, or the moment an app sends an event, and keeps track of what it already handled.
Changes you can ask for
- Run it at a different time, more or less often, or only on weekdays
- Add an AI step, for example to summarize, sort or draft a reply
- Add another app, for example also send it to Slack
- Combine it with other Calendly steps into one automation
Under the hood
The code that runs this automation
from collections import Counter
from datetime import datetime, timedelta, timezone
from clickruntime import on_trigger, credentials, http, state, notify
API = "https://api.calendly.com"
@on_trigger
def run(event):
h = {"Authorization": f"Bearer {credentials.secret('CALENDLY_TOKEN')}"}
me = http.get(f"{API}/users/me", headers=h).json()["resource"]["uri"]
end = datetime.now(timezone.utc).replace(hour=0, minute=0, second=0, microsecond=0)
params = {"user": me, "count": 100, "min_start_time": (end - timedelta(days=7)).isoformat(), "max_start_time": end.isoformat()}
booked, canceled, no_shows = Counter(), Counter(), Counter()
for status, counter in (("active", booked), ("canceled", canceled)):
for ev in http.get(f"{API}/scheduled_events", headers=h, params={**params, "status": status}).json()["collection"]:
counter[ev["name"]] += 1
if status == "active":
uuid = ev["uri"].rsplit("/", 1)[-1]
invs = http.get(f"{API}/scheduled_events/{uuid}/invitees", headers=h).json()["collection"]
no_shows[ev["name"]] += sum(1 for i in invs if i.get("no_show"))
last = state.get("last_week") or {}
lines = [f"{n}: {booked[n]} booked (last week {last.get(n, 0)}), {canceled[n]} canceled, "
f"{no_shows[n] / booked[n]:.0%} no-show" if booked[n] else f"{n}: 0 booked, {canceled[n]} canceled"
for n in sorted(set(booked) | set(canceled))]
state.set("last_week", dict(booked))
notify.email_me("Calendly bookings last week", "\n".join(lines) or "No bookings.")
return {"booked": sum(booked.values())}FAQ
Common questions
Does it count canceled events in the totals?
How are no-shows counted?
What happens the first week, before there is anything to compare with?
What permissions does it need?
Does it need AI?
How many runs does it use?
Can I change how it works?
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