Calendly is great at scheduling meetings, less great at telling your team about them. The default email confirmation lands quietly in someone’s inbox; the rest of the team doesn’t notice. With PingBell wired in, every booking rings a bell on every team phone — with a custom sound and a live counter to match.
What is PingBell?
PingBell is a web and mobile app that lets you create custom notifications for events on websites and apps — including Calendly. Every event becomes a push notification, a counter increment, and a point on a real-time graph.
Step 1: Create a PingBell
Create your account. Sign up at PingBell.io. From the dashboard, click the button in the middle of the page to create your first PingBell.
Configure it. Title and description appear on every notification — pick something the team will recognize (“New demo booked”, “Sales call scheduled”). Pick a sound from PingBell’s library of 70+ built-in options. Invite teammates by username or email if you want them to hear the bell on their own phones.
Edit later. Click the bell icon at the bottom right to make a new PingBell, or the three dots and pencil icon to edit one.
Step 2: Set up the Calendly trigger via Zapier
Create a Zap. Sign in to Zapier and click Create Zap.
Pick the trigger. Search for Calendly and choose an event — New Invitee is the standard pick for “someone just booked”.
Connect your Calendly account. Authorize Zapier and pick the event type you want to track. Test the trigger with a recent booking to confirm.
Set the PingBell action. For the action, search for PingBell and select Notify PingBell.
Authenticate. Get your API key from PingBell (user icon → Settings → API Key) and paste it into Zapier.
Pick which PingBell to notify. Select the PingBell you created in Step 1.
Save and test. Book a test meeting and confirm the notification fires.
Step 3: Customize the counter view
Open the view. Click the celebration icon next to your PingBell. Hover the right side of the screen to reveal the settings menu.
Enable the counter. Toggle the visual counter on.
Pick a message style. Static (always shows title), disappearing message (briefly on new notification), or disappearing bubble (same with a more visual effect).
Customize the look. Pick a Google Font, set background / font / counter / counter-text colors. Set a baseline if you want the counter to start at an existing total.
Step 4: View analytics
Click the graph icon next to any PingBell to see how often it fired in the past 24 hours, 7 days, or 30 days. Useful for spotting trends in your booking velocity.
Try it
Booked-demos is one of the cleanest leading indicators a sales team has. Putting it on the wall (or in every team member’s pocket) changes how the team feels about the day.
Start a free 7-day trial and the next demo your team books will ring louder than the last.