A wellness brand needed a seamless connection between consultation scheduling and customer management. The challenge was capturing detailed health information during booking while automatically creating customer accounts for new prospects.

Solution

84EM built a custom integration connecting Calendly scheduling to WooCommerce customer management. The system uses authenticated webhooks to capture consultation bookings and automatically process customer data.

When prospects book appointments, the platform captures health questionnaire responses. The integration distinguishes between new prospects and existing customers, creating accounts for newcomers while updating profiles for returning members.

Technical Implementation

• REST API endpoint processes webhook payloads from Calendly with signature verification and timestamp validation.
• System routes booking events to specialized handlers for initial consultations, pre-purchase calls, and post-purchase follow-ups.
• Automated account creation generates WooCommerce customer profiles with secure password reset links.
• Health questionnaire data, including age, weight, height, wellness goals, and contact preferences stores as user metadata.
• Custom activation emails are triggered through the WooCommerce email system, with branded templates.
• WP-CLI commands enable bulk operations and webhook testing during development.
• Booking status tracking monitors scheduled, cancelled, and rescheduled appointments.

Results

The integration eliminates manual data entry between scheduling and customer management systems. Wellness coaches receive complete health profiles before consultations begin.

New prospects convert to customer accounts automatically, reducing friction in the sales process. The system maintains appointment history and cancellation tracking across the customer lifecycle.