📅 When a Meeting is Booked, End Sequence for a Contact

Estimated time to complete: 10-15 minutes

When it comes to cold outreach the goal of most programs is to get meetings on the calendar. Besides a direct reply to a cold email that's sent using a Sequence thread, there are a number of different methods that could ultimately lead to a meeting being scheduled. Whether that's a web chat, inbound call, outbound call, LinkedIn message (reply), etc. Whatever the channel was that generated the meeting on your calendar, we want to make sure that booking is communicated to Leadfwd to stop any automated outreach.

To accomplish this goal we'll be using a few different no-code tools:

1. Pabbly (connected to Google Workspace and Leadfwd) with Webhooks
2. Contact data field property in Leadfwd [meeting_booked]
3. Automation Workflow in Leadfwd to End Sequences when a meeting is scheduled

While we'll be building this article around Google Workspace, you can leverage Pabbly to connect Office 365 and Leadfwd as well. In addition to Pabbly, Zapier and Make also have comparable integrations that will work with Google Workspace, Office 365, Calendly and Leadfwd.

You can expect this process to take 10-15 minutes to configure and once it's done, it can scale multiple calendars and one or many of your Sequences. In other words, it doesn't need to be configured on a Sequence by Sequence basis or by every single user in the platform.

Before you begin... Create a new Data field property: [meeting_booked]

1. Navigate to Contacts and select Manage Fields under the options menu.
2. From the Custom data fields view you'll see Add a new field. Select Text in the drop menu and enter a field name of meeting_booked
3. Click Save

Step 1. Connect your Calendar (Google Calendar, Outlook 365 or Calendly)

Select the Trigger Event: New Calendar Event or New Event

OR

Step 2. Create and retrieve a sample meeting entry from your calendar

We recommend that you create the dummy event for a test contact that exists in Leadfwd using an email address that you control. If such a contact doesn't exist, please create one now in Leadfwd and then schedule a meeting with that contact on your calendar using the same email address.

Then return to Pabbly and click Save and Send Test Request. At which point your results should look similar to the output in the screenshot below:

Now, click Save to complete the condition step and continue to the action.

Step 3. Select action (Do this...) API by Pabbly

Step 4. Configure action

1. Action Event: Select POST
2. Endpoint URL: Create an Inbound Connector using Integrations / Webhooks / Create Connector. See how in this article and be sure to configure the Inbound Connector to 'Update existing contacts only'
3. Payload Type: JSON
4. Authentication: Basic Auth | Paste your Auth Key and Auth Secret. Not sure where to find these? See how in this article

Step 5. Setup data mapping

For the purposes of this integration we only need to access and write to two data field properties: 

1. email
2. meeting_booked

The first (email) is to find the contact that's already in Leadfwd and potentially Working in a Sequence. The second (meeting_booked) is the field that we're going to write the name of the upcoming meeting to and also leverage in the Leadfwd Workflow that will End any Sequence.

Under Set Parameters

• Enter 'email' in the first row Label column and in the Value column find Attendees 0 Email: and select it. 
• + Add a second row and enter meeting_booked in the Label column and in the Value column find Meeting Summary and select it.

Step 6. Save & Send Test Request

Click Save & Send Test Request to push the dummy/sample record you selected from your calendar to Leadfwd. Unless you created a dummy record that used the email address of a contact in Leadfwd, this request should result in a failure -- due to the fact that the Inbound Connector was configured to only update existing record. 

If you created a sample calendar entry that used the email address for a contact that exists in Leadfwd, you can now check that contacts timeline profile to see if the meeting_booked field has been updated.

Step 7. Create Automation Workflow to End Sequences

The final step is to create a simple Automation Workflow in Leadfwd that will End Any Sequence when our [meeting_booked] data field property has a value. Since our field is completely new, none of our current contacts will have a value. The only function that can write to that field is our connector with Google Calendar.

1. Navigate to Engage and select Automation Workflow
2. Click New Automation
3. Click the gear icon to begin configuring your Workflow
4. Name your Workflow
5. Select Contacts and Match current condition only
6. Click Save Changes
7. Select Condition: Data field
8. Choose meeting_booked from the pick list and select the condition of 'Is Provided'
9. Click Add Condition to save
10. And a 2 minute Wait Connector
11. Select an Action: Transfer or End (Sequence)
12. Select 'End' and 'Any Enrolled Sequences' and click Add Action
13. Click Save and Finish
14. Toggle the Automation Workflow to 'On'