> For the complete documentation index, see [llms.txt](https://docs.coupler.io/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.coupler.io/sources/category/sales/calendly/data-overview.md).

# Data Overview

Calendly exposes scheduling data across three broad categories: **event and booking data**, **availability data**, and **organization management data**. Reports are pre-joined views that combine multiple entities for easier analysis.

## Entities and reports

| Entity                            | Level | Date range filter |
| --------------------------------- | ----- | ----------------- |
| Scheduled events for organization | Org   | No                |
| Scheduled events for user         | User  | No                |
| Event types for organization      | Org   | No                |
| Event types for user              | User  | No                |
| List of users for organization    | Org   | No                |
| Available time for user           | User  | Yes               |
| Busy time for user                | User  | Yes               |
| Routing forms                     | Org   | No                |
| Report: Events                    | Org   | Yes               |
| Report: Events without teams      | Org   | Yes               |
| Report: Events with invitees      | Org   | Yes               |
| Report: Questions and answers     | Org   | Yes               |
| Report: User availability         | User  | Yes               |

## Scheduled events

#### Key fields

| Field                 | Description                     |
| --------------------- | ------------------------------- |
| `uri`                 | Unique identifier for the event |
| `name`                | Event type name                 |
| `status`              | Active, canceled, etc.          |
| `start_time`          | Scheduled start (UTC)           |
| `end_time`            | Scheduled end (UTC)             |
| `event_type`          | Link to the event type record   |
| `location`            | Meeting location or video link  |
| `created_at`          | When the event was booked       |
| `updated_at`          | Last modification timestamp     |
| `cancellation_reason` | Reason if canceled              |

## Event types

#### Key fields

| Field            | Description                          |
| ---------------- | ------------------------------------ |
| `uri`            | Unique identifier for the event type |
| `name`           | Display name of the event type       |
| `duration`       | Meeting length in minutes            |
| `kind`           | Solo, group, round robin, etc.       |
| `slug`           | URL slug used in booking links       |
| `active`         | Whether the event type is enabled    |
| `scheduling_url` | Public booking URL                   |

## Invitees (via Reports)

#### Key fields available in Report: Events with invitees

| Field                                        | Description                               |
| -------------------------------------------- | ----------------------------------------- |
| `invitee_name`                               | Invitee's full name                       |
| `invitee_email`                              | Invitee's email address                   |
| `invitee_timezone`                           | Timezone selected at booking              |
| `invitee_created_at`                         | When the invitee booked                   |
| `utm_source` / `utm_medium` / `utm_campaign` | UTM tracking parameters passed at booking |
| `questions_and_answers`                      | Responses to custom booking form fields   |

## Availability and busy times

#### Key fields

| Field        | Description                             |
| ------------ | --------------------------------------- |
| `user`       | User the availability belongs to        |
| `start_time` | Start of available or busy window       |
| `end_time`   | End of available or busy window         |
| `type`       | Availability schedule name or busy type |

## Organization membership

#### Key fields

| Field          | Description            |
| -------------- | ---------------------- |
| `user_name`    | Member's display name  |
| `user_email`   | Member's email address |
| `role`         | Admin, owner, or user  |
| `organization` | Organization URI       |

## Common metric combinations

* **Bookings over time:** Use **Report: Events** filtered by date range, then group by `start_time` (day/week) in your destination
* **Cancellation rate:** Pull **Report: Events**, filter by `status = canceled`, and compare against total events
* **UTM-to-booking attribution:** Use **Report: Events with invitees** and match `utm_campaign` or `utm_source` to your ad data using a Join transformation
* **Team workload:** Use **Scheduled events for organization** combined with **List of users for organization** and Join on user URI to see bookings per team member

## Use cases by role

{% tabs %}
{% tab title="Sales teams" %}

* Export **Report: Events with invitees** to Google Sheets or BigQuery to track demo and discovery call volume by rep
* Match UTM parameters from Calendly bookings against ad campaign data to measure which channels drive qualified meetings
* Use the **Questions and answers report** to analyze pre-meeting form responses and qualify leads automatically
  {% endtab %}

{% tab title="Operations" %}

* Monitor team availability and busy times across users to spot scheduling conflicts or underutilization
* Pull **List of users for organization** to audit team membership and roles
* Append scheduled events from multiple team members into a single sheet for a unified scheduling dashboard
  {% endtab %}

{% tab title="Marketing" %}

* Track booking volume from campaigns using UTM parameters in **Report: Events with invitees**
* Feed Calendly booking data into ChatGPT or Gemini to generate summaries of which campaigns are driving the most meetings
* Join Calendly event data with CRM or ad data to close the loop between booking activity and pipeline
  {% endtab %}
  {% endtabs %}

## Platform-specific notes

* All timestamps are returned in **UTC**. If you're seeing unexpected times, convert to your local timezone in your destination tool.
* Organization-level entities (e.g., **Scheduled events for organization**, **Event types for organization**) require that your connected Calendly account belongs to a paid Calendly organization.
* UTM parameters are only captured if your Calendly booking links are embedded or shared with UTM parameters appended — they are not retroactively populated.
* The **Contacts** entity is not available through the Calendly API and cannot be exported via Coupler.io.
* User-level entities require selecting a specific user from your organization during data flow setup.


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