Migrate from Calendly
Sales NewMoving to Preb from Calendly doesn't mean rebuilding everything by hand. Connect the Calendly account you're leaving and Preb reads your setup, then lets you pick exactly what to bring over — event types, booking questions, availability, your team, and your booking history — in one guided migration.
Preb only reads your Calendly account. Nothing there is changed or deleted, so you can migrate and keep Calendly running side by side until you're ready to switch off. You'll find this under Integrations → Switch to Preb → Calendly, and it's also offered during onboarding under "Migrating from another tool?".
Before you start
Prerequisites
- A Preb workspace where you're an admin — importing writes workspace-wide data (event types, contacts, invites), so it's an admin-only action.
- A Calendly account you can log into. Connecting a Calendly owner or admin account lets you bring over the whole organization's events and team; a regular member account brings over only its own events.
What comes across
Set expectations before you start — here's what the import brings over and what you'll finish in Preb afterwards.
| From Calendly | What happens |
|---|---|
| Event types (name, duration, description, hidden/"secret" flag) | Imported |
| Booking questions | Imported as booking-form fields |
| Locations | Imported — video links (Meet, Teams, Zoom) generate automatically once the host connects that tool |
| Availability schedules | Imported as new schedules — your existing Preb default is left untouched |
| Team members | Sent Preb invites (owner/admin connections only) |
| Booking history — past and upcoming | Imported as Preb contacts, each with their answers saved as a note |
| Buffers, minimum notice, booking limits, booking window, confirmation page, reminders | Preb defaults — Calendly's API doesn't share these, so the review checklist flags them on each event for you to set |
| Group and collective (multi-host pool) events | Skipped — not supported in Preb |
| The meetings themselves | Never imported — no bookings, emails, or ads are ever created from your history |
Bring over the whole team
Connect Calendly with an owner or admin account to migrate the organization's event types and invite the team. A regular member account imports only its own events and availability.
Running the import
Open Integrations → Switch to Preb → Calendly
In Preb, go to Integrations, open the Switch to Preb tab, and click Manage on the Calendly card.
Connect Calendly
Click Connect Calendly. You'll log in on Calendly's side and approve read-only access, then land back in Preb.
Scan your account
Click Scan Calendly account. Preb reads your event types, availability, team, and booking history and shows you everything it found. Nothing is imported yet.
Choose what to import
Tick the event types, availability schedules, and team members you want, and choose whether to import booking history as contacts (with a time range). Unsupported events are shown but can't be selected.
Start the import
Click Start import. Preb brings everything over and you can leave the page — progress is saved. When it finishes you'll see Migration complete with a summary of what came across.
Review your import
After the import, Preb shows a review checklist of everything it created, with a link to open each item. Open each imported event once to set the handful of settings Calendly doesn't share (buffers, minimum notice, limits, booking window, confirmation page, reminders) and to confirm its location before you go live.
Only what you imported shows up
Anything you left unticked stays available to import later, and unsupported events (group or collective) are listed as skipped with the reason. The review list only shows what the run actually did.
Import again to catch new data
Need to bring over a teammate who accepted their invite late, or bookings that came in after your first import? Just run Import again. Preb matches event types by their URL slug and contacts by email, so re-running never creates duplicates — it only adds what's new.
When you're done
Once you've checked everything in the review, click Finish & disconnect Calendly. Preb hands you a direct link to cancel your Calendly subscription — do that only after you've confirmed everything works. Anything already imported stays in Preb; disconnecting just stops Preb from reading Calendly.
Troubleshooting
| Problem | What to do |
|---|---|
| "Only workspace admins can connect Calendly" | Importing is admin-only. Ask a workspace admin to run the migration, or have them connect. |
| An event was skipped | Group and collective (multi-host pool) events aren't supported in Preb — recreate those manually if you need them. |
| An imported event says it has no location | Calendly's location couldn't be mapped (e.g. a free-text custom location). Open the event and add a location before it can be booked. |
| A contact already existed | Preb adds the Calendly meeting as a note on the existing contact and never overwrites their details. |
| A team member didn't import | Members already in your workspace (or already invited) are skipped. Invite anyone else and re-run Import again. |
Still stuck? See our contact & support guide and we'll help you sort it out.
Data & privacy
- Read-only. Preb never creates, edits, or deletes anything in your Calendly account — it only copies data into Preb.
- Booking history becomes contacts, not bookings. Each past or upcoming invitee is imported as a contact with their answers and UTM attribution saved as a note. No bookings, confirmation emails, or ad conversions are ever created from imported history.
- Disconnecting keeps your data. When you disconnect, Preb removes the stored Calendly access token but keeps everything already imported and your review history.
If you push leads to a CRM
If Send unfinished leads to your connected CRM is on (Settings → Data retention), imported contacts will also be sent to your connected CRM about two hours after import. The wizard warns you when this applies — turn the setting off first if you don't want that.