Wake an agent when a cal.com booking lands

A cal.com trigger wakes an agent when someone books, reschedules or cancels a meeting with you. The agent can look the attendee up, put a brief together before the call, update your CRM, or draft a follow up.

There are two ways to set it up. If Integrations is on your account, connect cal.com once and pick the booking event: Qoren creates the webhook in cal.com for you. Otherwise, or for a cal.com event the connected list does not offer, create a trigger with its own URL and secret and paste them into cal.com. For how triggers work in general (rules, Act or Propose only, the delivery log), see let an event wake your agent.

Before you start#

• An agent that has finished setting up.
• A cal.com account where you can manage webhooks.

The easy way: connect cal.com#

1. Connect cal.com with an API key and give the agent access, as in connect cal.com to Qoren.
2. Open the agent, click Triggers, and under From your connected tools click Add a connected trigger.
3. Pick Booking created, Booking requested, Booking rescheduled or Booking cancelled, write the rules, and click Add trigger.

Qoren registers the webhook in your cal.com account with its own secret, and the agent gets the booking with only the fields it needs. cal.com does not document retrying a booking webhook it could not deliver, so Qoren's daily check also looks for new bookings that never arrived and delivers them once. There is nothing to paste, and the rest of this page, which is about the URL and secret, does not apply. See wake an agent from a connected tool.

Already have a cal.com trigger with a URL? Once cal.com is connected and the agent has access, open it and click Switch to connected.

Or use a URL and a secret#

For any other cal.com event, such as a no-show or a form submission, or when Integrations is not on your account yet, create a trigger with its own URL and secret.

Create the trigger in Qoren#

1. Open the agent, click Triggers in the tabs under its name, then click Add a trigger.
2. Name it in What is this for?, for example "Booked calls".
3. Under Where does it come from?, keep cal.com. It is the first choice.
4. Under Which events?, pick the ones your rules need. For call prep, BOOKING_CREATED and BOOKING_RESCHEDULED are usually enough; add BOOKING_CANCELLED if the agent should tidy up after a cancellation.
5. Write the rules, for example: "Look the attendee up. If they are an existing customer, put their open tickets in my brief before the call. If not, draft a short intro email for me to approve."
6. Leave Already have a signing secret? empty so Qoren makes one, then click Create trigger.

The section that appears shows the Webhook URL (1) and the Signing secret (2), and for cal.com the four steps to follow on the other side (3). Both values are shown only once, so keep the card open until you have pasted them.

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If the agent already has a cal.com trigger, a new one joins its webhook instead: there is no URL or secret to paste, only its event triggers to tick in the cal.com webhook you already have. See one webhook per source.

The events offered for cal.com are BOOKING_CREATED, BOOKING_REQUESTED, BOOKING_CANCELLED, BOOKING_RESCHEDULED, BOOKING_REJECTED, BOOKING_PAYMENT_INITIATED, BOOKING_PAID, BOOKING_NO_SHOW_UPDATED, MEETING_STARTED, MEETING_ENDED, RECORDING_READY, RECORDING_TRANSCRIPTION_GENERATED, FORM_SUBMITTED and OOO_CREATED. You can type any other cal.com trigger name and press Enter.

Add the webhook in cal.com#

cal.com's own guide is webhooks in the cal.com docs.

1. In cal.com, open Settings, then Developer, then Webhooks, and add a new webhook.
2. Put the Webhook URL in Subscriber URL.
3. Put the Signing secret in Secret.
4. Tick the same event triggers you chose in Qoren.
5. Leave the custom payload template empty, and save.

Check that it works#

• Book a test meeting on one of your own event types. Within a moment the trigger's Deliveries shows a BOOKING_CREATED delivery, and when the agent finishes, its summary.
• Send a test event in the trigger sends a made-up booking for "Sample Person" straight to the agent, so you can check your rules without booking anything. The sample says it is a test.
• Nothing in Deliveries after a real booking? Check the Subscriber URL and Secret in cal.com match the pair you copied, the event is ticked in cal.com, and the trigger is not paused. If you no longer have the values, click New URL and secret and paste the new pair into cal.com.

What the agent receives#

The agent gets your rules and the full booking cal.com sent: the event type, start and end time, the attendees with their names, emails and time zones, and any notes they left. The payload is labelled as data from outside, because the attendee typed parts of it into your booking form; the agent is told never to follow instructions found in it. It replies with a short summary that appears in the delivery log.

cal.com does not send a delivery id, so Qoren recognises a retry by its exact body and does not run the agent twice for one booking.