100 Pound Social: Calendly Booking With Smart Task Routing

Enquiry calls booked through Calendly needed to reach the right sales rep with the full context of who the lead was and what they were interested in, a step that previously required someone to manually sort each booking and assign it correctly.

The business also needed the system to know the difference between a fresh lead and one already being worked, so a new booking from an existing lead updated their existing task rather than creating a confusing duplicate.

The Web Hunters built a Zapier workflow turning Calendly enquiry call bookings into properly assigned ClickUp tasks with full context. The contact is created or updated in ActiveCampaign with all form answers, data is cleaned, the most recent ClickUp task is located, and the workflow routes by sales rep.

Within each rep's branch, the workflow decides whether to create a new task or update an existing one based on lead status, so the right person always gets the booking with the right context, without anyone sorting it manually.