davepoon/calendly-automation

Calendly Automation via Rube MCP

Automate Calendly operations including event listing, invitee management, scheduling link creation, availability queries, and organization administration through Composio's Calendly toolkit.

Toolkit docs: composio.dev/toolkits/calendly

Prerequisites

• Rube MCP must be connected (RUBE_SEARCH_TOOLS available)
• Active Calendly connection via RUBE_MANAGE_CONNECTIONS with toolkit calendly
• Always call RUBE_SEARCH_TOOLS first to get current tool schemas
• Many operations require the user's Calendly URI, obtained via CALENDLY_GET_CURRENT_USER

Setup

Get Rube MCP: Add https://rube.app/mcp as an MCP server in your client configuration. No API keys needed — just add the endpoint and it works.

1. Verify Rube MCP is available by confirming RUBE_SEARCH_TOOLS responds
2. Call RUBE_MANAGE_CONNECTIONS with toolkit calendly
3. If connection is not ACTIVE, follow the returned auth link to complete Calendly OAuth
4. Confirm connection status shows ACTIVE before running any workflows

Core Workflows

1. List and View Scheduled Events

When to use: User wants to see their upcoming, past, or filtered Calendly events

Tool sequence:

1. CALENDLY_GET_CURRENT_USER - Get authenticated user URI and organization URI [Prerequisite]
2. CALENDLY_LIST_EVENTS - List events scoped by user, organization, or group [Required]
3. CALENDLY_GET_EVENT - Get detailed info for a specific event by UUID [Optional]

Key parameters:

• user: Full Calendly API URI (e.g., https://api.calendly.com/users/{uuid}) - NOT "me"
• organization: Full organization URI for org-scoped queries
• status: "active" or "canceled"
• min_start_time / max_start_time: UTC timestamps (e.g., 2024-01-01T00:00:00.000000Z)
• invitee_email: Filter events by invitee email (filter only, not a scope)
• sort: "start_time:asc" or "start_time:desc"
• count: Results per page (default 20)
• page_token: Pagination token from previous response

Pitfalls:

• Exactly ONE of user, organization, or group must be provided - omitting or combining scopes fails
• The user parameter requires the full API URI, not "me" - use CALENDLY_GET_CURRENT_USER first
• invitee_email is a filter, not a scope; you still need one of user/organization/group
• Pagination uses count + page_token; loop until page_token is absent for complete results
• Admin rights may be needed for organization or group scope queries

2. Manage Event Invitees

When to use: User wants to see who is booked for events or get invitee details

Tool sequence:

1. CALENDLY_LIST_EVENTS - Find the target event(s) [Prerequisite]
2. CALENDLY_LIST_EVENT_INVITEES - List all invitees for a specific event [Required]
3. CALENDLY_GET_EVENT_INVITEE - Get detailed info for a single invitee [Optional]

Key parameters:

• uuid: Event UUID (for LIST_EVENT_INVITEES)
• event_uuid + invitee_uuid: Both required for GET_EVENT_INVITEE
• email: Filter invitees by email address
• status: "active" or "canceled"
• sort: "created_at:asc" or "created_at:desc"
• count: Results per page (default 20)

Pitfalls:

• The uuid parameter for CALENDLY_LIST_EVENT_INVITEES is the event UUID, not the invitee UUID
• Paginate using page_token until absent for complete invitee lists
• Canceled invitees are excluded by default; use status: "canceled" to see them

3. Create Scheduling Links and Check Availability

When to use: User wants to generate a booking link or check available time slots

Tool sequence:

1. CALENDLY_GET_CURRENT_USER - Get user URI [Prerequisite]
2. CALENDLY_LIST_USER_S_EVENT_TYPES - List available event types [Required]
3. CALENDLY_LIST_EVENT_TYPE_AVAILABLE_TIMES - Check available slots for an event type [Optional]
4. CALENDLY_CREATE_SCHEDULING_LINK - Generate a single-use scheduling link [Required]
5. CALENDLY_LIST_USER_AVAILABILITY_SCHEDULES - View user's availability schedules [Optional]

Key parameters:

• owner: Event type URI (e.g., https://api.calendly.com/event_types/{uuid})
• owner_type: "EventType" (default)
• max_event_count: Must be exactly 1 for single-use links
• start_time / end_time: UTC timestamps for availability queries (max 7-day range)
• active: Boolean to filter active/inactive event types
• user: User URI for event type listing

Pitfalls:

• CALENDLY_CREATE_SCHEDULING_LINK can return 403 if token lacks rights or owner URI is invalid
• CALENDLY_LIST_EVENT_TYPE_AVAILABLE_TIMES requires UTC timestamps and max 7-day range; split longer searches
• Available times results are NOT paginated - all results returned in one response
• Event type URIs must be full API URIs (e.g., https://api.calendly.com/event_types/...)

4. Cancel Events

When to use: User wants to cancel a scheduled Calendly event

Tool sequence:

1. CALENDLY_LIST_EVENTS - Find the event to cancel [Prerequisite]
2. CALENDLY_GET_EVENT - Confirm event details before cancellation [Prerequisite]
3. CALENDLY_LIST_EVENT_INVITEES - Check who will be affected [Optional]
4. CALENDLY_CANCEL_EVENT - Cancel the event [Required]

Key parameters:

• uuid: Event UUID to cancel
• reason: Optional cancellation reason (may be included in notification to invitees)

Pitfalls:

• Cancellation is IRREVERSIBLE - always confirm with the user before calling
• Cancellation may trigger notifications to invitees
• Only active events can be canceled; already-canceled events return errors
• Get explicit user confirmation before executing CALENDLY_CANCEL_EVENT

5. Manage Organization and Invitations

When to use: User wants to invite members, manage organization, or handle org invitations

Tool sequence:

1. CALENDLY_GET_CURRENT_USER - Get user and organization context [Prerequisite]
2. CALENDLY_GET_ORGANIZATION - Get organization details [Optional]
3. CALENDLY_LIST_ORGANIZATION_INVITATIONS - Check existing invitations [Optional]
4. CALENDLY_CREATE_ORGANIZATION_INVITATION - Send an org invitation [Required]
5. CALENDLY_REVOKE_USER_S_ORGANIZATION_INVITATION - Revoke a pending invitation [Optional]
6. CALENDLY_REMOVE_USER_FROM_ORGANIZATION - Remove a member [Optional]

Key parameters:

• uuid: Organization UUID
• email: Email address of user to invite
• status: Filter invitations by "pending", "accepted", or "declined"

Pitfalls:

• Only org owners/admins can manage invitations and removals; others get authorization errors
• Duplicate active invitations for the same email are rejected - check existing invitations first
• Organization owners cannot be removed via CALENDLY_REMOVE_USER_FROM_ORGANIZATION
• Invitation statuses include pending, accepted, declined, and revoked - handle each appropriately

Common Patterns

ID Resolution

Calendly uses full API URIs as identifiers, not simple IDs:

• Current user URI: CALENDLY_GET_CURRENT_USER returns resource.uri (e.g., https://api.calendly.com/users/{uuid})
• Organization URI: Found in current user response at resource.current_organization
• Event UUID: Extract from event URI or list responses
• Event type URI: From CALENDLY_LIST_USER_S_EVENT_TYPES response

Important: Never use "me" as a user parameter in list/filter endpoints. Always resolve to the full URI first.

Pagination

Most Calendly list endpoints use token-based pagination:

• Set count for page size (default 20)
• Follow page_token from pagination.next_page_token until absent
• Sort with field:direction format (e.g., start_time:asc, created_at:desc)

Time Handling

• All timestamps must be in UTC format: yyyy-MM-ddTHH:mm:ss.ffffffZ
• Use min_start_time / max_start_time for date range filtering on events
• Available times queries have a maximum 7-day range; split longer searches into multiple calls

Known Pitfalls

URI Formats

• All entity references use full Calendly API URIs (e.g., https://api.calendly.com/users/{uuid})
• Never pass bare UUIDs where URIs are expected, and never pass "me" to list endpoints
• Extract UUIDs from URIs when tools expect UUID parameters (e.g., CALENDLY_GET_EVENT)

Scope Requirements

• CALENDLY_LIST_EVENTS requires exactly one scope (user, organization, or group) - no more, no less
• Organization/group scoped queries may require admin privileges
• Token scope determines which operations are available; 403 errors indicate insufficient permissions

Data Relationships

• Events have invitees (attendees who booked)
• Event types define scheduling pages (duration, availability rules)
• Organizations contain users and groups
• Scheduling links are tied to event types, not directly to events

Rate Limits

• Calendly API has rate limits; avoid tight loops over large datasets
• Paginate responsibly and add delays for batch operations

Quick Reference

| Task | Tool Slug | Key Params | |------|-----------|------------| | Get current user | CALENDLY_GET_CURRENT_USER | (none) | | Get user by UUID | CALENDLY_GET_USER | uuid | | List events | CALENDLY_LIST_EVENTS | user, status, min_start_time | | Get event details | CALENDLY_GET_EVENT | uuid | | Cancel event | CALENDLY_CANCEL_EVENT | uuid, reason | | List invitees | CALENDLY_LIST_EVENT_INVITEES | uuid, status, email | | Get invitee | CALENDLY_GET_EVENT_INVITEE | event_uuid, invitee_uuid | | List event types | CALENDLY_LIST_USER_S_EVENT_TYPES | user, active | | Get event type | CALENDLY_GET_EVENT_TYPE | uuid | | Check availability | CALENDLY_LIST_EVENT_TYPE_AVAILABLE_TIMES | event type URI, start_time, end_time | | Create scheduling link | CALENDLY_CREATE_SCHEDULING_LINK | owner, max_event_count | | List availability schedules | CALENDLY_LIST_USER_AVAILABILITY_SCHEDULES | user URI | | Get organization | CALENDLY_GET_ORGANIZATION | uuid | | Invite to org | CALENDLY_CREATE_ORGANIZATION_INVITATION | uuid, email | | List org invitations | CALENDLY_LIST_ORGANIZATION_INVITATIONS | uuid, status | | Revoke org invitation | CALENDLY_REVOKE_USER_S_ORGANIZATION_INVITATION | org UUID, invitation UUID | | Remove from org | CALENDLY_REMOVE_USER_FROM_ORGANIZATION | membership UUID |

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