Make.com CRM Automation Calendly SharpSpring Lead Capture

Automatically Create SharpSpring Leads from Calendly Bookings

Capture every sales meeting attendee as a qualified lead in your CRM instantly. Eliminate manual entry and never miss a prospect again.

Get This Workflow → Make.com · Free Template
Diagram showing automation flow from Calendly booking to SharpSpring lead creation

What This Workflow Does

For sales and marketing teams, the gap between a booked meeting and a logged lead is where opportunities vanish. Manually transferring attendee details from Calendly to SharpSpring is a repetitive, error-prone task that consumes valuable time and often leads to data loss or delays. This automation solves that by creating a seamless, real-time bridge between your scheduling tool and your CRM.

Every time a prospect books time on your Calendly calendar, this Make.com workflow triggers instantly. It captures the attendee's information—name, email, company, phone, and meeting notes—and uses it to create a new, fully populated lead record in SharpSpring. This ensures your sales team has immediate visibility into who they're speaking with, along with context for a more personalized conversation, all without lifting a finger.

Pro tip: Use the custom questions in your Calendly event type to gather qualifying information (like budget or project timeline). Map these answers to custom fields in SharpSpring to pre-score leads before the call even happens.

How It Works

The automation operates on a simple trigger-action principle, ensuring reliability and speed.

Step 1: A New Calendly Event is Scheduled

The workflow listens for a webhook notification from your Calendly account. The moment an invitee confirms a meeting slot, Calendly sends a detailed payload of event data to Make.com. This includes the invitee's details, the event type, the scheduled time, and answers to any custom questions.

Step 2: Data is Parsed and Prepared

Make.com receives the webhook data and routes it through a series of modules. It extracts the relevant fields (email, first name, last name, etc.) and structures them into the format required by the SharpSpring API. This step can also include data cleansing, like standardizing phone number formats.

Step 3: A Lead is Created in SharpSpring

The prepared data is sent to SharpSpring via its "Create/Update Lead" API endpoint. The workflow creates a new lead record, populating standard fields and mapping any custom Calendly responses to corresponding custom fields in SharpSpring. The lead is instantly available in your CRM dashboard, often assigned based on your rules.

Step 4: (Optional) Confirmation and Logging

After successful creation, the workflow can log the action, send a confirmation to a Slack channel for the sales team, or even trigger a personalized welcome email to the prospect—turning a simple data transfer into an automated engagement sequence.

Who This Is For

This automation is a game-changer for sales teams, business development reps, consultants, and agencies who rely on booked meetings to generate pipeline. It's perfect for anyone tired of copying and pasting information between tabs. If you use Calendly for discovery calls, demos, or consultations and SharpSpring to track your sales pipeline, this workflow will save you hours per week and improve data accuracy.

What You'll Need

  1. A Make.com account (free tier available to build and test).
  2. A Calendly Premium, Pro, or Teams account (required for webhook access).
  3. An active SharpSpring account with API access enabled.
  4. Your SharpSpring API keys (Public Key and Private Key) for authentication.
  5. Basic familiarity with your Calendly event types and SharpSpring lead fields.

Quick Setup Guide

You can have this automation running in under 30 minutes.

  1. Clone the Template: Click "Get This Workflow" to copy the template into your Make.com account.
  2. Connect Calendly: In the first module, authorize Make.com to access your Calendly account and set up the webhook for "Invitee Created" events.
  3. Connect SharpSpring: In the SharpSpring module, input your API credentials (Public and Private Key) to establish the connection.
  4. Map Your Fields: Review the data mapping. Ensure Calendly fields (like `invitee.email`) are correctly mapped to the corresponding SharpSpring lead fields (like `emailAddress`). Adjust for any custom fields.
  5. Test and Activate: Schedule a test meeting on your Calendly link. Watch the scenario run in Make.com and verify a test lead appears in your SharpSpring account. Once confirmed, activate the scenario.

Key Benefits

Eliminate manual data entry and save 5-10 minutes per booked meeting. This time adds up, allowing your sales team to focus on selling and preparing for conversations instead of administrative tasks.

Achieve 100% lead capture from meetings. No prospect ever slips through the cracks because someone forgot to log the meeting. Every Calendly booking is guaranteed to become a SharpSpring lead.

Improve sales call preparation with instant context. Sales reps can see the new lead, the meeting topic, and any pre-call qualifying answers immediately, leading to more personalized and effective conversations.

Maintain a clean, accurate CRM. Automated data transfer eliminates typos and inconsistent formatting, ensuring your SharpSpring database is reliable for segmentation and reporting.

Scale your scheduling without adding administrative overhead. As meeting volume grows, the automation handles the increased load effortlessly, supporting business growth without proportional increases in manual work.

Frequently Asked Questions

Common questions about Calendly and SharpSpring automation and integration

Connecting Calendly to SharpSpring eliminates manual data entry, ensuring every new meeting attendee is instantly captured as a lead in your CRM. This prevents leads from falling through the cracks, gives your sales team immediate context before a call, and creates a single source of truth for all prospect interactions.

For example, a marketing agency running multiple discovery calls per day can ensure all prospect details are logged accurately the moment a meeting is booked, allowing for timely follow-up and better pipeline management.

You can map the attendee's name, email, phone number, company, and the meeting details like scheduled time, event type, and any custom questions answered during booking. This rich data allows you to segment leads, personalize follow-ups, and track which marketing efforts are driving qualified meetings.

Beyond basics, you can pass answers to qualifying questions (e.g., "What's your biggest challenge?") into custom SharpSpring fields. This pre-qualifies leads and provides invaluable talking points for your sales team before the first conversation.

Automation saves sales reps 5-10 minutes per booked meeting by removing manual CRM entry. More importantly, it ensures 100% data accuracy and provides instant lead notification, allowing reps to prepare for calls with full prospect context. This leads to more personalized conversations and higher conversion rates from discovery calls.

The efficiency gain is both quantitative (time saved) and qualitative (better-prepared reps). Teams can handle a higher volume of meetings without needing additional administrative support, directly impacting revenue capacity.

Yes, the workflow can be configured to handle events from multiple team members or group sessions. You can route leads to different sales reps or assign specific tags in SharpSpring based on which team member's Calendly link was used, or the type of event booked, ensuring proper lead ownership and follow-up.

For instance, a SaaS company can have different Calendly links for product demos (routed to sales engineers) and pricing consultations (routed to account executives), with automation handling the correct assignment automatically.

A well-built automation should include a deduplication check, typically using the email address as a unique identifier. If a lead with the same email exists, the workflow can update the existing record with the new meeting information instead of creating a duplicate, keeping your CRM clean and providing a complete interaction history.

This is crucial for tracking lead engagement over time. You can see how many times a prospect has booked meetings, which topics they're interested in, and build a more accurate picture of their journey.

Yes, to use Calendly's native webhooks for real-time automation, a Premium, Pro, or Teams account is required. The free Calendly plan does not offer webhook access. The investment is typically justified by the time saved and revenue gained from seamless lead capture and improved sales process efficiency.

Consider the upgrade as an operational cost that directly reduces labor cost (manual entry) and increases sales effectiveness (better lead management), offering a clear return on investment.

Absolutely. This template is a foundation. You can extend it to trigger a personalized confirmation email via your ESP, create a follow-up task in your project management tool, or notify a Slack channel. This turns a simple data sync into a complete automated onboarding sequence for new prospects.

Common extensions include: adding the lead to a specific email nurture sequence, creating a pre-call research task for the sales rep in Asana, or posting the lead details to a dedicated #new-leads Slack channel for team visibility.

Yes, GrowwStacks specializes in building tailored automation systems. We can design a custom workflow that matches your specific sales process, integrates additional apps, includes lead scoring, manages deduplication, and provides detailed reporting.

Book a free consultation to discuss your unique requirements and build a solution that saves your team hours every week. We handle the technical complexity so you can focus on growing your business with a streamlined, powerful sales engine.

  • Integration with your email marketing and project tools
  • Advanced lead routing and assignment logic
  • Ongoing support and optimization

Need a Custom Calendly & SharpSpring Automation?

This free template is a starting point. Our team builds fully tailored automation systems for your specific business needs.

Get Free Consultation → Browse More Workflows