Event Types & Karbon: Pushing data into Karbon from Booking Forms
Once Karbon is connected in Calendr, you control what gets sent to Karbon from each event type. This article covers how to configure an event type so booking form answers flow into Karbon — contacts, organizations, work items, and timeline notes.
13 Aug 2026 · by Peter Grillet
Once Karbon is connected in Calendr, you control what gets sent to Karbon from each event type. This article covers how to configure an event type so booking form answers flow into Karbon — contacts, organizations, work items, and timeline notes.
What this does
When someone confirms a booking, Calendr runs a Karbon sync in the background. Depending on your event type settings, that sync can:
- Find or create the person and organization in Karbon
- Apply contact types you have chosen
- Update Karbon fields with answers from the booking form
- Create a work item from a Karbon template
- Add a timeline note to the contact, organization, and work item
- Create Karbon contacts for any additional attendees
You configure all of this per event type, so a discovery call and an onboarding meeting can push different data and create different work items.
Before you configure an event type
Make sure Karbon is already connected:
- Go to Settings → Integrations → Karbon
- Save your API credentials and confirm the connection works
- Run Connect & sync contacts and Refresh templates
Template refresh loads work templates, contact types, and Karbon field options used in event type settings. If dropdowns are empty when you edit an event type, return to Karbon settings and refresh templates first.
Where to configure Karbon on an event type
Open the event type you want to connect and scroll to the Karbon sections. They appear in this order:
- Contact type
- Work item template
- Intake fields
Below those is the Custom form section, which is separate from Karbon but still appears on the booking page and in the Karbon timeline note.
The same Karbon sections are available on team event types and qualifying forms. This article focuses on standard booking event types, but the configuration works the same way.
The same Karbon sections are available on team event types and qualifying forms. This article focuses on standard booking event types, but the configuration works the same way.
Contact type
Contact type is an admin-only setting. Clients never see it on the booking page.
Use it to set the Karbon contact type applied when a booking is confirmed:
- Person contact type — applied to the primary booker
- Organization contact type — applied to the organization linked to the booking
Leave either dropdown as Not set to keep Karbon’s default for new records.
Example: For a new business enquiry event type, set both to Prospect. For an onboarding event type, set both to Client.
Contact type options come from your Karbon account and appear after you refresh templates.
Contact type options come from your Karbon account and appear after you refresh templates.
Work item template
You can optionally create a Karbon job when someone books.
Work template — Choose which Karbon work template to use. Leave blank if you only want contact and field updates, with no job created.
Start date — When the work item starts, relative to the booking date. Options include same day, 1 day after, 7 days after, 14 days after, and 30 days after.
Due date — The job’s due date in Karbon, calculated from the start date. Options include no due date, or 7, 14, 30, 60, or 90 days after the start date.
Status — The initial work item status (for example, Ready To Start). If your Karbon account uses custom statuses, refresh templates to load them.
Start date — When the work item starts, relative to the booking date. Options include same day, 1 day after, 7 days after, 14 days after, and 30 days after.
Due date — The job’s due date in Karbon, calculated from the start date. Options include no due date, or 7, 14, 30, 60, or 90 days after the start date.
Status — The initial work item status (for example, Ready To Start). If your Karbon account uses custom statuses, refresh templates to load them.
How the client is attached: Calendr attaches the work item to the organization when one is provided. If there is no organization, it attaches to the contact.
Duplicate protection: Calendr will not create a second open work item with the same template for the same client. If a matching open job already exists, the sync skips creating a new one.
Intake fields
Intake fields control which Karbon person and organization fields appear on the public booking form under Additional Information.
Fields are grouped into sections such as Profile, Business details, Tax & financial, Registration numbers, and Custom fields. Person fields and organization fields are configured separately.
For each field you can:
- Select — Show the field to the booker
- Required — Make it mandatory before they can confirm
Only fields you select appear on the booking page. Answers are saved to the matching Karbon contact or organization when the booking syncs.
Types of fields available
Person fields include native Karbon fields (such as role / job title), accounting detail fields, and custom fields visible to contacts in Karbon.
Organization fields include native fields (such as description), organization accounting details, and custom fields visible to organizations in Karbon.
Accounting detail fields cover things like entity type, financial year end, tax country, registration numbers, and related business information. Some fields use dropdowns — for example, financial year end day and month appear as selects rather than free-text numbers.
Accounting detail fields cover things like entity type, financial year end, tax country, registration numbers, and related business information. Some fields use dropdowns — for example, financial year end day and month appear as selects rather than free-text numbers.
If you add new custom fields in Karbon, run Refresh templates in Calendr, then reopen the event type to select them.
Custom form (Calendr-only questions)
The Custom form section below the Karbon settings lets you add Calendr-specific questions to the booking page.
On the public form, Karbon intake fields appear first, then custom form questions below them — both under Additional Information.
Important distinction:
- Karbon intake fields — Answers are written to Karbon contact and organization records
- Custom form questions — Answers are stored in Calendr and included in the Karbon timeline note, but are not mapped to Karbon fields automatically
If you need data in a specific Karbon field, add it as a Karbon intake field rather than only as a custom form question.
What your client sees on the booking page
Clients always enter their name, email, and optionally organization and phone as part of the standard booking flow.
If you have selected Karbon intake fields and/or enabled a custom form with during booking timing, they also see an Additional Information section. The page does not mention Karbon — it simply asks for the details you have chosen.
If you allow additional attendees on the booking, each attendee’s name and email can also be synced to Karbon as contacts (see below).
What happens when a booking is confirmed
Calendr resolves the client in Karbon, then pushes data in this order:
1. Find or create the client
Calendr looks up the booker by email and the organization by name. If they do not exist in Karbon, Calendr creates them. The organization name can also be derived from organization intake fields if the booker did not enter one separately.
Calendr looks up the booker by email and the organization by name. If they do not exist in Karbon, Calendr creates them. The organization name can also be derived from organization intake fields if the booker did not enter one separately.
2. Apply contact types
If you configured person and/or organization contact types on the event type, Calendr applies them to the matching records.
If you configured person and/or organization contact types on the event type, Calendr applies them to the matching records.
3. Create the work item
If a work template is selected, Calendr creates the job with your chosen start date, due date, and status — unless a duplicate open job already exists.
If a work template is selected, Calendr creates the job with your chosen start date, due date, and status — unless a duplicate open job already exists.
4. Update intake fields
Answers from Karbon intake fields on the booking form are written to the person and organization in Karbon. This includes native fields, accounting details, and custom Karbon fields you selected.
5. Sync additional attendees
Each additional attendee (name and email) is created or matched in Karbon as a contact and linked to the organization, using the same person contact type setting if configured.
Answers from Karbon intake fields on the booking form are written to the person and organization in Karbon. This includes native fields, accounting details, and custom Karbon fields you selected.
5. Sync additional attendees
Each additional attendee (name and email) is created or matched in Karbon as a contact and linked to the organization, using the same person contact type setting if configured.
6. Create a timeline note
Calendr adds a note to the contact timeline, organization timeline, and work item timeline (when each exists). The note includes:
Calendr adds a note to the contact timeline, organization timeline, and work item timeline (when each exists). The note includes:
- Booking details (event type, time, invitee, host, organization, phone)
- Additional attendees
- Any notes the booker left
- Custom form answers
- Person and organization intake field responses
The note is formatted with clear section headings so it is easy to read in Karbon.
Reviewing your configuration
On the event type show page, Calendr displays a summary of selected Karbon intake fields so you can confirm what bookers will be asked before going live.
After a test booking, check Karbon for:
- The contact and organization records updated with the right fields
- A work item created (if configured)
- Timeline notes on the contact, organization, and work item
- Additional attendees appearing as contacts linked to the organization
You can also check Settings → Integrations → Karbon → Activity log to see whether the sync succeeded and what each step did. If a sync failed, use Retry after fixing the issue.
Tips for getting the most from booking → Karbon sync
Use different event types for different purposes. A discovery call might create a Prospect work item with minimal intake fields. An onboarding call might set contact types to Client and collect registration numbers and accounting details.
Only require fields you truly need at booking time. Shorter forms convert better. You can always collect more detail later in Karbon.
Include organization name on the booking form when you want work items attached to the org rather than the individual contact.
Refresh templates after Karbon changes. New work templates, custom fields, or contact types in Karbon will not appear in Calendr until you refresh.
Use Karbon intake fields for data that must live on the Karbon record. Use custom form questions for internal context you only need in the timeline note.
Test with a real booking before sharing the link widely. Confirm the contact, organization, work item, and note all look correct in Karbon.
Quick checklist
- Karbon connected and templates refreshed
- Event type: person and organization contact types set (if needed)
- Event type: work template, start date, due date, and status configured (if needed)
- Event type: Karbon intake fields selected; required fields marked
- Custom form enabled only for questions that do not need to map to Karbon fields
- Test booking completed and verified in Karbon and the activity log
If you also need the initial Karbon connection steps (API credentials, sync contacts, webhooks), see the separate guide on connecting Karbon to Calendr.
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