Integrations

Connect Karbon to Calendr (Complete Guide)

Calendr’s Karbon integration links your booking pages to your Karbon practice management workspace. This guide walks through connecting the integration and configuring your event types.

13 Aug 2026 · by Peter Grillet

Calendr’s Karbon integration links your booking pages to your Karbon practice management workspace. When someone books a meeting or submits a qualifying form, Calendr can create or update Karbon contacts and organizations, collect intake data, add a timeline note, and create a work item from a template.

This guide walks through connecting the integration and configuring your event types.

What Calendr syncs to Karbon

When a booking is confirmed, Calendr can:
  • Find or create the person and organization in Karbon (matched by email and name)
  • Apply contact types you set on the event type (e.g. Prospect, Client)
  • Update Karbon fields you choose — person fields, organization fields, accounting details, and custom fields
  • Create a work item from a Karbon work template, with start date, due date, and status
  • Add a timeline note on the contact, organization, and work item with booking details and form answers
  • Add additional attendees as Karbon contacts, linked to the organization
Contact changes in Karbon can also flow back into Calendr via webhooks after you connect.

Before you start

You will need:
  • Admin access to your Calendr firm settings
  • Karbon API access — an Application ID and Access Key from Karbon
  • At least one event type (or qualifying form) you want to connect to Karbon

Step 1: Create API credentials in Karbon

  1. In Karbon, go to Settings → Connected Apps → API Applications
  2. Create a new API application (or use an existing one)
  3. Copy the Application ID (Bearer token) and Access Key (JWT)
Keep these credentials secure. You will paste them into Calendr in the next step.

Step 2: Connect Karbon in Calendr

  1. In Calendr, go to Settings → Integrations
  2. Find Karbon and click Configure
  3. Paste your Application ID and Access Key
  4. Click Save credentials
  5. Click Test connection to confirm Calendr can reach your Karbon account

Import contacts and load templates

After credentials are saved:
  1. Click Connect & sync contacts
    This imports organizations and contacts from Karbon into Calendr, registers webhooks for two-way updates, and loads work templates.
  2. Click Refresh templates whenever you add new work templates, custom fields, or contact types in Karbon
You should see a success message with counts for organizations, contacts, and work templates. Template refresh also loads Karbon field options used on your event types.

Step 3: Configure your event type

Open the event type you want to connect (e.g. a discovery call or onboarding meeting) and scroll to the Karbon sections.

Configure them in this order:

Contact type

Set the Karbon contact type for the person and organization when a booking is confirmed.
  • Example: set both to Prospect for new business enquiries
  • Leave as Not set to keep Karbon’s default for new records
Contact type is an admin setting — clients do not see it on the booking page.

Work item template

Optionally create a Karbon job when someone books:
SettingWhat it doesWork template | Which Karbon template to use
Start date | When the job starts (e.g. same day as the booking)
Due date | The job’s due date in Karbon
Status | Initial status (e.g. Ready To Start)
Calendr attaches the work item to the organization when one is provided; otherwise it attaches to the contact. Open jobs with the same template and client are not duplicated.

Intake fields

Choose which Karbon fields to collect on the public booking page under Additional Information.

For each field you can:
  • Select — show the field to the booker
  • Required — make it mandatory before they can confirm
Fields are grouped (Profile, Business details, Tax & financial, Registration numbers, Custom fields, etc.). Person and organization fields are configured separately.

Answers are saved to the matching Karbon contact or organization when the booking syncs.

Custom form (optional)

Below the Karbon sections, you can add Calendr custom form questions. These appear on the booking page alongside Karbon intake fields and are included in the Karbon timeline note. They are stored in Calendr only — they do not map to Karbon fields unless you also add equivalent Karbon intake fields.

What your client sees

On the booking page, clients see an Additional Information section when you have Karbon intake fields and/or a custom form enabled. They do not see the word “Karbon” or internal contact type settings.
Typical flow:
  1. Choose a time and enter name, email, and organization
  2. Optionally add additional attendees (each gets a Karbon contact when the booking syncs)
  3. Fill in Karbon intake fields and any custom questions
  4. Confirm the booking

What happens after a booking

Calendr runs a Karbon sync in the background. In order:
  1. Resolve the client — find or create the organization and primary contact in Karbon
  2. Apply contact types — if configured on the event type
  3. Create the work item — if a template is selected
  4. Update intake fields — person and organization data from the form
  5. Add additional attendees — as Karbon contacts linked to the organization
  6. Create a timeline note — attached to the contact, organization, and work item (when each exists)
The note includes booking details, custom form answers, and intake field responses in a readable format.

Qualifying forms

The same Karbon settings (contact type, work template, intake fields) are available on qualifying forms. When someone submits a qualifying form, Calendr syncs to Karbon in the same way as a booking.

Checking sync status and fixing issues

On Settings → Integrations → Karbon, scroll to the Activity log. Each booking sync shows:
  • Success or Failed
  • A summary (e.g. work item created, fields updated)
  • Step-by-step API details if something went wrong
If a booking sync failed, use Retry next to that entry to run it again.
Common fixes:

Work templates or fields missing | Click Refresh templates in Karbon settings
Contact types not in dropdown | Run Refresh templates after connecting
Sync failed after a booking | Check the activity log, fix any config issue, then Retry
New custom fields in Karbon not showing | Refresh templates, then re-open the event type

Tips for accounting firms

  • Use separate event types for different meeting types (discovery, onboarding, review) so each can have its own work template and intake fields
  • Set Prospect on enquiry event types and Client on onboarding event types so Karbon stays categorised correctly
  • Mark registration numbers and key accounting fields as required only when you truly need them at booking time — shorter forms convert better
  • Run Refresh templates after changing custom fields or work templates in Karbon
  • Include organization name on the booking form when you want work items attached to the org rather than the individual

Quick setup checklist

  • API credentials saved in Calendr
  • Test connection successful
  • Connect & sync contacts completed
  • Refresh templates run
  • Event type: contact types set
  • Event type: work template selected (if needed)
  • Event type: intake fields selected and required fields marked
  • Test booking submitted and verified in Karbon (contact, org, note, work item)
#Karbon #CRM

Related help articles

Connect Calendr MCP

The Calendr MCP server connects calendr.so to AI assistants such as Cursor and Claude Desktop. Once configured, your assistant can call Calendr tools to check availability, crea...