Send Online Bookings to LeadCentre as Leads
LeadCentre works with booking tools such as Calendly and Acuity Scheduling through Zapier or Make. When someone books online, the tool's new booking trigger starts a Zap or scenario that posts the person's name, email, phone and answers to your LeadCentre webhook URL. LeadCentre creates a lead, alerts your team, and gives you Call and Text buttons, statuses and follow-ups for everything that happens after the booking.
Via Zapier/Make: Connect it through a Zapier or Make account of your own.
- Each online booking becomes a lead with the customer's details and their answers to your questions
- A push alert to the people who need to prepare, with one tap to call ahead
- Bookings tracked through Booked, Quoted and Won, with the job value recorded
What this does
A booking tool fills your diary. LeadCentre tracks what each booking turns into. Sending bookings across means a survey, a consultation or a first clean sits in the same Leads list as your other enquiries, with its own status, follow-ups and job value.
What a booking sends
Calendly's booking record includes the invitee's name, email, answers to your booking questions and any UTM tags on the booking link, as its API documentation lists. A phone number comes through when your booking page asks for one, as a question or for text reminders. Other tools are similar, so check the trigger's sample in Zapier or Make.
Where the appointment time goes
Put the appointment's start time in a custom field, such as Appointment. Keep Date received for when the booking was made: a future date there is ignored, and the lead takes the time it arrived.
Reschedules
Calendly's developer guide says a reschedule cancels the old booking and creates a new one, with a link back to the old booking. On a Zap using Invitee Created, a new time arrives as a new booking.
What happens when someone books online?
Step 1
Someone books a time
On your Calendly or Acuity booking page, answering your questions.
Step 2
The new booking trigger fires
Calendly's Invitee Created or Acuity's New appointment starts your Zap or scenario.
Step 3
Zapier or Make posts it
The name, email, phone, answers and appointment time go to your LeadCentre URL as JSON.
Step 4
LeadCentre creates the lead
A push goes to the people switched on for New lead alerts on the Team page.
Step 5
You confirm it and track the result
Call ahead, mark it Booked, set a follow-up for after the visit, and record the job value when it's won.
What you can do with booking leads
On every plan
- Get a push on iPhone or Android for each new booking, sent to the people switched on for New lead alerts on the Team page.
- Call or Text to confirm, with a pre-written message from your templates, such as one using {first_name} and {service}.
- Mark the lead Booked, then Quoted or Won as the job moves on, or Lost with a reason such as Job cancelled.
- Set a follow-up for after the appointment, so the quote goes out and gets chased.
- Assign the lead to the person doing the visit, who gets an alert.
- Record the job value when it's won.
- Send an automatic Instant Reply email from your business, alongside the booking tool's own confirmation.
With the Respond add-on
- An automatic SMS reply to the customer's mobile, from your dedicated UK business number.
- Two-way texting in the app's Messages tab, for questions about access, parking or timing.
- Lead Rescue: automated follow-up texts to leads still at New or Contacted who haven't replied. A lead you've marked Booked has moved on, so it gets none.
The push notification goes to your team. The Instant Reply email and Respond's texts go to the customer who booked.
How to connect a booking tool to LeadCentre
You'll need a LeadCentre login with the Admin role, a Zapier or Make account of your own, and a booking tool with a new booking trigger:
- Calendly with Zapier: Calendly's guide says you need a Standard plan or higher, and lists the Invitee Created trigger, which fires when someone books.
- Calendly with Make: Calendly says its Watch Events module in Make needs a paid Calendly plan.
- Acuity Scheduling: Acuity's Zapier guide uses the New appointment trigger, where you choose a calendar and an appointment type.
On Zapier, the POST step is Webhooks by Zapier, and that guide lists the plans it's on. On Make, it's the HTTP module, as the Make guide shows. The steps below use Zapier.
- 1
Create a key for your bookings
In LeadCentre, go to Settings > Connections. Under "Add another key", type a name such as Calendly bookings and press "Create". The name becomes the lead's source. Press "Copy" before you leave the screen, because the URL won't be shown again.
- 2
Make a test booking
Book a time on your own booking page, answering every question and giving a phone number. Zapier uses your most recent booking as its sample, so this gives it something complete to work with.
- 3
Set up the trigger
In Zapier, create a Zap and choose Calendly with Invitee Created, or Acuity Scheduling with New appointment. Sign in and test the trigger. In Calendly, pick the user scope for your own bookings, or organization if you're an admin or owner.
- 4
Add the POST step
Add an action, choose Webhooks by Zapier and pick POST as the event. Set Payload Type to JSON and paste your LeadCentre URL into URL, whole.
- 5
Fill in Data
Add rows for name, email, phone, service (the event or appointment type), message (the answers to your questions), appointment (the start time) and id (the booking's own ID, such as Calendly's invitee URI). Avoid double underscores in names, as Zapier uses them to build nested objects.
- 6
Listen, then test the step
In LeadCentre, follow "Next: test and match fields" and press "Listen for test data". Back in Zapier, test the POST step, and the fields appear under "2. Match the fields" a few seconds later.
- 7
Match, save and publish
Confirm Smart Match's suggestions and check id is matched to Unique ID. Type Appointment next to the appointment row to create a custom field. Press "Save field matching", then "Stop listening". Publish the Zap and make one more booking to check it arrives.
What data can you send?
You type the names on the left in Zapier's Data section, and pick each value from your booking trigger. The examples in brackets come from Calendly's booking record. Smart Match recognises every name here except appointment, which becomes your custom field.
A booking with an email or phone number is enough for a lead. Name the UTM rows utm_source, utm_medium and utm_campaign, and they're kept on the lead without being matched.
| Field sent | Usually matched to |
|---|---|
| name (the invitee's name) | Full name |
| first_name, last_name (when your page asks for them separately) | First name, Last name |
| phone (a phone question, or the text reminder number) | Phone (mobile or landline) |
| service (the event or appointment type) | Enquiry type |
| message (the answers to your booking questions) | Enquiry / Message |
| appointment (the start time) | A custom field, such as Appointment |
| utm_source, utm_medium, utm_campaign (from the booking link) | Kept automatically |
| created_at (when the booking was made) | Date received |
| id (Calendly's invitee URI, or the tool's booking ID) | Unique ID (stops duplicates) |
Managing bookings beyond your booking tool's own emails
Booking tools look after the diary: the slot, the confirmation and, with many, reminders before the day. Once the appointment is in, the rest is follow-up, and that's what LeadCentre keeps track of:
- A status for each booking, from New and Booked through Quoted to Won or Lost.
- Follow-up reminders after the visit, so quotes go out and someone chases them.
- Call and Text buttons with your own templates, to confirm a time or ask about access.
- A job value on each win.
- One Leads list for bookings, forms, ad leads and calls.
Keep your booking tool's confirmations and reminders on. Instant Replies go to every new lead with an email address, so word yours to make sense after a booking as well, for example by saying you'll call to confirm the details.
A worked example: a cleaner's first bookings
Say a cleaning company takes first cleans through Calendly. Its booking page asks for a phone number, the address and how many bedrooms. Each booking posts to LeadCentre with the answers in the enquiry text and the start time in a custom field called Appointment. The owner gets the push, taps Text to send their confirmation template, and marks the lead Booked. After the first clean, a follow-up reminds them to ask about a regular slot. When the customer agrees, the lead is marked Won with the value of the work.
For agencies managing client enquiries
Each client's booking tool connects to that client's own LeadCentre account. Open the client with Manage, create a key under Settings > Connections and point the client's Zap at that URL. Every client account has its own webhook keys, so bookings never cross between clients.
- Clients see their own bookings as leads in the app and the portal.
- Alerts reach the right person. The push goes to the people switched on for New lead alerts on that client's Team page, so the person doing the visits can be the one alerted. Agency staff don't get it.
- Permissions stay separate. Agency Users only reach the clients assigned to them, and you can untick Connections for a client's own people.
- Snapshots keep clients consistent. Custom fields such as Appointment, the key names and their field matching come across when you apply a snapshot to a new client. Copy the new client's own URL into its Zap.
- Calendly access. Calendly says only admins or owners can use its organization-level triggers, so connect Zapier with a login that has that access for each client.
There's more on agency accounts.
Pricing and requirements
What you need for this connection. Prices for each plan and the Respond add-on are on the pricing page.
- LeadCentre plan
Any plan. An Admin creates the webhook key and the custom field for the appointment time.
- Respond add-on
Optional. Adds a dedicated UK business number, automatic SMS replies, two-way texting and Lead Rescue follow-ups. See Respond.
- Booking tool plan
One that includes its Zapier or Make connection. Calendly lists Zapier on Standard and higher plans, and its Make Watch Events module on paid plans. Check Acuity's plans for its Zapier connection.
- Zapier or Make
A Zapier account with Webhooks by Zapier, which Zapier's guide lists by plan, or a Make account using the HTTP module. Each booking uses part of your Zapier or Make allowance.
- Messaging usage
Respond's allowances are monthly. When one runs out, the account is told and can buy credits for extra usage. New bookings still become leads.
Common problems
Zapier's test shows an old booking, or none
Zapier uses the most recent matching booking. Make a fresh test booking with every question answered, then test the trigger again.
A rescheduled booking appeared as a new lead
Calendly treats a reschedule as a cancellation plus a new booking, so Invitee Created fires again. Archive whichever lead you don't need. To skip reschedules, add a Zapier filter that only continues when the old invitee field is empty.
Leads have no phone number
Your booking page doesn't ask for one. Add a phone number question, or switch on text reminders, then pick that value in the phone row of your Data section.
The appointment time shows as when the lead arrived
The start time was matched to Date received, where a future date is ignored. Open the key, press "Edit field matching", match it to a custom field such as Appointment and save.
A cancelled booking is still showing as Booked
The Zap sends new bookings only. When someone cancels, mark the lead Lost with the reason Job cancelled. LeadCentre then offers to cancel the lead's outstanding follow-ups.
A real booking didn't arrive, and the response says test
The key was still listening, so it counted as test data and won't become a lead. Press "Stop listening", then contact the customer from your booking tool.
Questions about this connection
Which booking tools work with LeadCentre?
Any with a new booking trigger in Zapier or Make. Calendly and Acuity Scheduling both have one.
Do I need a paid Calendly plan?
For Zapier, Calendly lists Standard or higher. For Make, Calendly says its Watch Events module needs a paid plan.
Will the customer get two confirmation emails?
If you use Instant Replies as well as your booking tool's confirmation, yes. Word your Instant Reply so it adds something, such as saying you'll call to check access.
Where does the appointment time show?
In the custom field you matched it to, such as Appointment, on the lead's details. Date received shows when the booking was made.
Can I send only some appointment types?
Yes. In Acuity's trigger you choose a calendar and an appointment type. In Calendly, add a Zapier filter on the event type, which Calendly notes needs a paid Zapier plan.
Should I mark booking leads as Booked straight away?
Yes, if the booking means the visit is arranged. Booked shows in your pipeline counts, and it keeps Lead Rescue from texting someone who has already booked.
Connect your lead sources
Set up your LeadCentre account and connect this source, and your next enquiry can arrive on your phone.