Last reviewed: September 2026.
Calendly is a scheduling tool. The SurgeTK Calendly integration pulls meetings booked in Calendly into a Surge's Calendar Mode and matches each meeting to a household by the invitee's email address. SurgeTK only reads from Calendly. It never writes to your Calendly account.
Requires the Admin role to connect, sync, or disconnect. Every role can see the synced meetings in Calendar Mode. No plan upgrade is needed to sync meetings; preparing packets from them requires the Pro plan.
What the integration does
One Calendly connection per firm. Whoever connects it, the connection is shared by everyone in the firm.
Syncing is manual and per Surge. Nothing syncs on a schedule. Open a Surge in Calendar Mode and run the sync there.
A sync pulls the meetings whose start time falls on or between the Surge's Start Date and End Date, and only meetings that are still active in Calendly.
Each meeting becomes a meeting on that Surge's calendar. It is linked to a household when an invitee email matches a client in SurgeTK.
Nothing is written to Calendly. Linking, editing, or deleting a meeting in SurgeTK does not change the booking in Calendly.
Where to find it
Place | What you see |
Surge › Calendar Mode, not connected | A Connect Calendly button. |
Surge › Calendar Mode, connected | A Calendly menu with Sync with Calendly and Disconnect. |
Surge › Calendar Mode on a narrow screen | The same actions under the More menu: Connect Calendly, Sync from Calendly, Disconnect Calendly. |
Settings › Integrations, Calendly card | A toggle, a Connect or Disconnect button, the status ("Connected" or "Not connected"), "Last successful sync:" and a Learn more link that opens the "Calendly Meeting Sync" panel. |
Calendly does not appear in Basic View.
Connect Calendly
Sign in to SurgeTK as an Admin.
Open a Surge and choose Calendar View, or open Settings › Integrations.
Click Connect Calendly (Calendar Mode), or turn on the toggle or click Connect (Settings).
You are sent to Calendly. Sign in there and authorize SurgeTK.
Calendly sends you back to the page you started from. In Calendar Mode the Calendly menu now appears. In Settings the card shows "Connected".
Connect with a Calendly organization admin account. SurgeTK then syncs meetings for every user in your Calendly organization. If the connecting user is not a Calendly organization admin, only that user's own meetings are synced. To change this later, disconnect and connect again with an admin account.
If a sync stops with "Calendly sync failed due to insufficient permissions. Please disconnect and reconnect your Calendly account to grant the required access.", do exactly that.
Sync a Surge
Open the Surge in Calendar View.
Click Calendly › Sync with Calendly.
The Sync with Calendly? window says "This will sync meetings from your Calendly account into this Surge." and "New meetings will be added and existing meetings will be updated." Click Sync.
When it finishes, a message reports the result in this form: "Calendly sync complete: N events (N added, N updated, N removed). N linked, N unlinked." The calendar refreshes.
Each Surge is synced on its own. Syncing one Surge does not touch another.
You can sync at most twice per minute. A further attempt fails with "Calendly sync failed. You may have sent too many requests. Please wait a while and try again."
Sync again whenever bookings change in Calendly. See "What a re-sync changes" below.
What a sync reads
Item | Detail |
Which meetings | Meetings that are active in Calendly and start on or between the Surge's Start Date and End Date. Canceled meetings are not pulled. |
Whose meetings | Every user in the Calendly organization when the connecting user is a Calendly organization admin. Otherwise only the connecting user's meetings. |
Per meeting | Start and end time, time zone, event name, location, and the names and email addresses of the active invitees. |
Time zone | The event's time zone when Calendly provides one, otherwise the first invitee's time zone, otherwise Pacific Time. |
Location | Shown as "Zoom", "Google Meet", "Microsoft Teams", the address for in-person meetings, "Phone" (with the number when Calendly provides it), or the join link. |
How the meeting type is set
SurgeTK sets the meeting type from words in the Calendly event name. If no word matches, it looks at the location. Otherwise the type is Other.
Event name contains | Meeting type |
intro, initial, prospect, discovery, consult | Intro |
review, annual, quarterly, progress | Review |
check-in, check in, checkin | Check-in |
virtual, zoom, teams, meet | Virtual |
in-person, in person, office, onsite | In-person |
No match, but the location is Zoom, Google Meet, Microsoft Teams, a phone number, or a video link | Virtual |
No match, but the location is a street address | In-person |
Nothing matches | Other |
On a later sync, the type is updated only when the meeting's current type is empty or Other. A type you set by hand is kept unless it is Other.
How meetings are matched to households
Each invitee email address is compared with the email addresses of the clients in SurgeTK. Clients from any source count: CRM sync, imports, or added by hand.
The first matching client whose household is active links the meeting to that household. Archived households are skipped, so a meeting for an archived household stays unlinked.
If no invitee matches, the meeting is added as unlinked. It shows the invitee name, and in list view the badge "Household unlinked".
On a later sync, an email match always wins, even over a household you linked by hand. If there is no email match, a link you made by hand is kept.
Link an unlinked meeting by hand
Click the meeting on the calendar or in the list. The details panel shows the household as unlinked.
Click Link meeting to a household.
Search for the household ("Search for a household...") and pick it.
Click Link. The message "Meeting linked to household." appears and the page reloads.
Unlinked meetings cannot be selected for packet preparation. If you try, you see "This meeting must be linked to a household before it can be selected for packet preparation."
What a re-sync changes
Meeting | Result |
New in Calendly | Added to the Surge calendar. |
Already synced and still in Calendly | Time, time zone, location and invitees are updated. The status you set (Scheduled, Completed, Canceled) is kept. The household link follows the rules above. |
Synced before, but no longer returned by Calendly (canceled, rebooked as a new meeting, or moved outside the Surge dates) | Removed from the Surge calendar, even if you had linked it to a household or marked it Completed. |
Added by hand in Calendar Mode | Never changed or removed by a sync. |
Meeting rules in Calendar Mode
A meeting you add or edit by hand must stay on one day: "Meetings cannot span multiple days."
It must be inside the Surge: "Meeting must fall within this Surge date range." The form notes "Only dates within this Surge will be accepted."
Calendly meetings are only pulled when they start inside the Surge dates. If a booking falls outside them, change the dates with Edit Surge and sync again.
How synced meetings feed packets
Select linked meetings in Calendar Mode (Multi-Select in calendar view, Select all in list view) and click Prepare (N) Packets, or open one meeting and click Prepare Packet. The usual Prepare Packets window opens. Requires the Pro plan; at most 20 households per batch.
When the Surge includes Homework (the Meeting Worksheet), each household's build takes that household's earliest scheduled or completed meeting in this Surge and writes its date, time, time zone and type into the household's Meeting Worksheet settings. The worksheet header then shows that meeting.
Meetings do not change any other Value Add.
For the full packet flow, see Creating Surge with SurgeTK.
Disconnect Calendly
In Calendar Mode: Calendly › Disconnect. The Disconnect Calendly? window says "This will disconnect your Calendly account from SurgeTk." and "Existing meetings will remain on this calendar." Click Disconnect. You then see "Calendly has been disconnected. Existing meetings will remain on this calendar."
In Settings › Integrations: turn the toggle off or click Disconnect. The window says "Disconnecting will remove the Calendly connection for your entire firm. Previously synced meetings will be preserved on your surge calendars, but no new syncs can occur until you reconnect." Click Disconnect. You then see "Successfully disconnected Calendly."
Disconnecting removes the connection for the whole firm and clears the stored Calendly credentials in SurgeTK. Meetings already synced stay on their Surge calendars.
SurgeTK does not revoke its authorization on the Calendly side. Remove it there if you want it gone from Calendly as well.
Who can do what
Action | Who |
Connect, sync, disconnect | Admin only. Other roles see the buttons, but the request is refused with "Forbidden: Administrator access required." |
See synced meetings in Calendar Mode | Every role. |
Link, add, edit, or delete meetings | Admin, Lead Advisor, Assistant, and Team Member with View/Edit. |
Prepare packets from meetings | The same roles, on the Pro plan. |
Troubleshooting
The sync finds no meetings
Check the Surge dates. Only meetings that start on or between the Start Date and End Date are pulled. Change the dates with Edit Surge and sync again.
Check whose meetings are synced. A connection made by a non-admin Calendly user pulls only that user's meetings. Disconnect and reconnect with a Calendly organization admin account.
Canceled meetings are never pulled.
A meeting is unlinked
The invitee's email address in Calendly does not match any client email address in SurgeTK. Add or correct the client's email, then sync again, or link the meeting by hand.
The matching client's household is archived. Restore the household, then sync again. See Archiving households and closing accounts.
A meeting I linked or marked Completed disappeared
Calendly no longer returns that booking for these dates (canceled, rebooked, or moved), so the sync removed it. Rebook it in Calendly and sync again, or add the meeting by hand in Calendar Mode. Meetings added by hand are never removed by a sync.
"Calendly sync failed. You may have sent too many requests. Please wait a while and try again."
You can run two syncs per minute. Wait a minute and try again. The same message also appears for other sync errors. If it keeps happening, disconnect and reconnect Calendly.
The sync fails with an insufficient permissions message
Disconnect Calendly and connect again, preferably with a Calendly organization admin account.
The meeting type is wrong
The type comes from words in the Calendly event name, then from the location (see the table above). Edit the meeting in Calendar Mode and set the type by hand. A type you set is kept on later syncs unless it is Other.