Creating an extended integration for Calendly users

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You'll get complete visibility of your users as data from Calendly is automatically transformed into consumable information and actionable insights.

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Get the information and insights that you need to reduce costs and the time that you spend on administration tasks such as:

• Configurable dashboards and list views of key user information
• Configurable reports to share information about users with your colleagues and management
• Configurable workflows that you can easily create such as:  
  • Workflows for inviting users to Calendly
  • Workflows for getting a Calendly user's details
  • Workflows for removing users from Calendly
  • Workflows for retrieving the SaaS user role 

Navigation

Add credentials

Add your Organization ID as a global variable

Create the user integration

Create workflows

Before you start

To stream Calendly user data into Oomnitza, you must obtain your Calendly Client ID and Secret and Organization ID.

To obtain your Calendly Client ID and Secret, you need to complete the following steps:

1. Create a Calendly developer account for free, if you have not already done so.
2. Log in and create a new app
3. Give your app a name
4. Choose web app
5. Choose an environment
6. Enter the following redirect URI: https://generic-oauth2-proxy.oomnitza.com/oauth2/redirect_url 
7. After you create your application, copy your client ID and Client Secret.

To get your Calendly organization ID, complete the following steps:

1. Send the following URL in your browser with the correct Client ID: https://auth.calendly.com/oauth/authorize?client_id=123456&response_type=code&redirect_uri=https://generic-oauth2-proxy.oomnitza.com/oauth2/redirect_url
2. Retrieve the code which is the value that appears in your browser after the equals sign
3. Copy and paste the URL into Postman and include the code that you retrieved: https://auth.calendly.com/oauth/token?grant_type=authorization_code&code=replacewiththecodeyourretrieved&redirect_uri=https://generic-oauth2-proxy.oomnitza.com/oauth2/redirect_url
4. Select Basic Auth and for the username and password enter your Client ID and Secret.
5. Send the request as a POST request in Postman.
6. Your organization ID appears in the response in the organizations URL. For example, if the organizations URL is: https://api.calendly.com/organizations/EBHAAFHDCAEQTSEZ, your id is EBHAAFHDCAEQTSEZ
7. Make sure to copy and store your organization id, as you will need to generate a new code to send the request again.

Useful links

Calendly API Documentation: Get Access Token

Calendly API Documentation: Register your OAuth application

Add credentials to the vault in Oomnitza

To authorize connections between Oomnitza and Calendly, complete these steps:

1. In Oomnitza, click Configuration > Security > Credentials.
2. Click Add new credential (+).
3. Search for the integration, and then click the forward button > to select the integration.
4. Enter your client credentials and any other additional information.
5. Click Authenticate. You are prompted to log in to authorize your request.
6. Click CREATE.

Information
If the integration is not listed, click Advanced Mode, and add your credentials.

1. Add the information details.
2. Click the AUTHORIZATION tab.
3. Ensure that OAuth 2.0 is selected as the Authorization type.
4. Ensure that Calendly is selected from the SaaS list.
5. Enter your Calendly client ID and secret.
6. Authenticate the connection.
7. Click CREATE.

Next

You use the credentials that you added to create and customize your Calendly integrations with Oomnitza.

Add your Organization ID as a global variable

To save time entering information when you create the integration, you can add the Organization ID as a global variable in Oomnitza.

1. From the menu, go to Configuration>General.
2. Click Global Settings.
3. Click Add new variable (+). 
4. Enter Calendly.OrganizationID as the key.
5. Enter your Organization ID.
6. Save your changes.

Create the user integration

1. In Oomnitza, click Configuration > Integrations > Overview.
2. Click Block view .
3. On the Integrations page, scroll down to the Extended section for user integrations.
4. Click NEW INTEGRATION.
5. In the sidebar, search for the integration.
6. Click ADD.

Integration details overview

More information is provided about the following fields to help you complete the integration:

• User only. Add user records.
• User plus SaaS user. Add user and SaaS user records. 

The benefit of adding SaaS user records is that you can run a workflow to validate the status and activity of SaaS users and retrieve information such as the role of the SaaS user. The information that can be retrieved depends on whether SaaS user workflows are available for the integration. 

Installation types

• Cloud. Store credentials in the Oomnitza cloud.
• Local. Store credentials locally. If you want to sync Oomnitza with vendor applications that require AWS or OAUTH authentication, select cloud as the type of installation. Local installations don't support AWS and OAuth authentication. 

Integration preferences

• Create & Update. Add and update records.
• Create only. Add records.
• Update only. Update records.

Editing the integration details

1. Click Edit .
2. Make your changes.

Editing the credential details

If you selected Cloud as the installation type, choose one of the following options:

• Select the credentials that were created for the integration.
• Edit the credentials that were created for the integration.
• Create new credentials

Scheduling the integration

By default, data is synced once every day. Change the interval or the time so that the data is streamed when your system isn't busy.

1. Click Edit .
2. Make and save your changes.

Mapping fields to Oomnitza

To map the fields to Oomnitza, click Edit .

  Selecting Edit integration to add rules for syncing data. Filtering integration results.  
 

You can add new fields to your integration by selecting Add new field   on the mapping page. 
Creating custom API fields. 

Mappings

To map the fields to Oomnitza, click the pencil.

Create custom mappings

1. Click Smart Mapping to automatically detect appropriate mapping fields. Values from the integration can also be dragged to the appropriate field on the Oomnitza side, or selected from the integration field dropdown.
2. Create a custom mapping to map for the Calendly Id field. To create a custom mapping, do the following:
   1. Click the down arrow on the Id field.
   2. Select Add new Oomnitza users field.
   3. Change the name of the field to Calendly User ID.
   4. Select the Unique checkbox.
   5. Click CREATE. 
3. Map the Organization Id field to a custom field called Calendly Organization ID.
4. Map the Organization Membership Id field to a custom field called Calendly Organization Membership ID.   
5. Ensure that the Email is mapped to the
   1. Username field on the Oomnitza side (required for integration).
   2. Email field on the Oomnitza side (required for integration).
6. Select the Role field on the Oomnitza mapping side.
7. Choose a suitable role from the list (a defined role is necessary for the integration)
8. Assign a sync key to a unique field, such as the Email.
9. Click UPDATE.

Custom Calendly to Oomnitza mappings

The following Calendly fields can be mapped to Oomnitza:

• Connector Sync Time
• Created at
• Email
• Full Name
• Id
• Organization Id
• Organization Membership Id
• Role
• Time Zone
• Updated at

Launching the integration

Your integration is in Draft mode until the required mandatory fields are added. When added, click Launch to activate your integration. 

If you selected Cloud as the installation type when creating the integration, see Running an extended integration

If you selected Local as the installation type when creating the integration, see Running an extended integration locally.

Viewing data ingested by Oomnitza

Viewing ingested asset data

For asset integrations, click Hardware. If the asset integration also ingests software data, click Software.

Viewing ingested user data

For user integrations, click People. If you chose the option to ingest User and SaaS user data, click Software > SaaS, click the SaaS app, and then click the Users tab. 

Related Links

• Running an extended integration
• Troubleshooting integrations
• Mapping extended integrations

Create workflows

Use API presets to create workflows

To reduce your workload and automate complex and repetitive tasks, you can use the following presets:   

• Calendly Invite User
• Calendly Get User Details
• Calendly Remove User Membership

1. Click Configuration > Workflows 
2. Click Add (+) and select People from the list.
3. Edit the Begin Block and add rules to trigger the workflow. For example, if you set the Actions to Schedule and add a rule so that the Email Equals <EmployeeEmail> you can trigger a workflow to fetch a user matching a certain name on a specific date. Refer to Using the Begin block. 
4. Drag and drop the API block onto the Sandbox.
5. Click Edit on the API block and enter Calendly  in the search field
6. Choose one of the following presets:
   • Calendly Invite User
   • Calendly Get User Details
   • Calendly Remove User Membership   
7. Enter your credentials.
8. Select the Response tab. You can map the entire response by placing {{response}} in the Response field and mapping it to an Oomnitza field.
9. Connect the Blocks. 
10. Save, validate, and activate your workflow.

Reference articles for workflows

• Mapping positive and negative responses
• Troubleshooting workflows 
• Using the API block

Use the SaaS User Role to create workflows

You can create a Saas User workflow in Oomnitza using the Calendly User Role preset.  This preset supplies you with the role of your SaaS users.

Prerequisites

Before you create a SaaS user workflow, you should have already run your extended user integration and selected User plus SaaS User to populate the software entry in the Software > SaaS menu.

To create a Saas User workflow using the Calendly User Role preset, complete the following steps:

1. Click Configuration > Workflows > Saas Users from the menu.
2. Click Add (+). The Begin and End blocks are automatically added to the sandbox.
3. Enter the name and a description of the workflow. 
4. Edit the Begin block by adding the rules that will trigger the workflow. For further information see SaaS User Roles.
5. Click the Blocks tab, and drag and drop the SaaS User Role retrieval block onto the canvas.
6. Click the Edit icon.
7. Enter Calendly in the search field and choose the Calendly User Role preset.
8. Click the right arrow >.
9. Enter your Credentials.
10. Enter your Organization ID.
11. Select the Deactivate User checkbox to deactivate the SaaS user in SaaS > Calendly > Users if they are not found in your Calendly instance.
12. Click SAVE.
13. Connect the blocks.
14. Save, validate, and activate your workflow.

To view active Calendly users in the SaaS Users UI, complete the following steps:

1. Click Software from the menu.
2. Select the SaaS tab, and select your software entry for Calendly.
3. Click Users in the side pane.
4. The Role column will be populated with the user details to confirm that this user has been found in your Calendly SaaS.          

Reference articles for creating workflows

• Creating SaaS user workflows.
• Offboarding SaaS users.

Unleash the power of Oomnitza

To get valuable actionable insights that help you manage your assets, learn how to:

• Configure dashboards for your assets and software
• Configure custom reports about your assets and software
• Create workflows

Getting started