How to Extract Emails from Calendly Group Event Registrants
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Export and import options vary by plan, permissions and product version. Check the platform’s current help documentation if a menu or format differs. Use only contact data you are authorized to process; an extracted address is not proof of marketing consent.
Why Extract Registrant Emails from Calendly?
Calendly is a scheduling platform for booking meetings, appointments, calls and events. Beyond one-on-one scheduling, Calendly supports group events, webinars and round-robin meetings. Group events and webinars can have many registrants, each providing their email address during registration.
Extracting email addresses from Calendly registrant data is useful for building attendee lists for follow-up, importing into a marketing platform, sending post-event communications, creating a master list across multiple events or consolidating event data with other tools.
This guide focuses on group event and webinar registrants. For individual booking data, see Extract emails from Calendly bookings.
How to Export from Calendly
Exporting scheduled events
- Log in to Calendly.
- Go to Scheduled Events (or Activity).
- Filter by event type, date range or status.
- Click Export to download as CSV.
- The CSV includes invitee email, name, event type, date, status, custom question responses and other fields.
Exporting from a specific event type
- Go to Event Types and select the group event or webinar.
- View the scheduled events for that type.
- Export the event data as CSV.
Using integrations
Calendly integrates with Google Sheets, Zapier, HubSpot, Salesforce and other tools. If integration is active, registrant data may already be in those systems.
How to Extract the Email Addresses
- Go to bulkemailextractor.com.
- Select "Text and files."
- Upload the CSV file(s) exported from Calendly. Up to 25 MB per file, 100 MB per batch.
- Click "Extract emails."
- Review the results. Duplicates are removed automatically (including across multiple event exports).
- Download as TXT for a plain list, CSV for a single-column spreadsheet, or CSV with sources to see which event each email came from.
Working with the Results
Post-event follow-up
Import the extracted list into a marketing platform (Mailchimp, ActiveCampaign, Kit) to send follow-up emails, share event recordings, surveys or information about future events.
Build a master registrant list
If you run multiple group events or webinars, upload all exports together. Deduplication reveals your total unique registrant base.
Import into a CRM
Import the extracted list into your CRM to create contact records and track the relationship beyond the event.
Verify addresses
Registrant emails are generally valid since they are provided during registration. However, some may be disposable or temporary. Verification before marketing campaigns is recommended. See Best email verification services.
Things to Know
Contact data is not preserved
Email Extractor outputs email addresses only. Names, event types, dates, custom question responses, UTM parameters and other fields from the Calendly export are not carried over.
Individual vs group events
This guide applies to group events and webinars with multiple registrants. For one-on-one bookings, the process is the same but the data represents individual appointments. See Extract emails from Calendly bookings.
Cancelled registrations
Calendly exports may include cancelled registrations. These entries still contain email addresses and will appear in extraction results.
Custom questions
Calendly allows adding custom questions to booking forms. Responses are included in exports but not preserved by Email Extractor.
No-shows
Registrants who did not attend still have valid registrations with email addresses. They appear in exports and extraction results.
Consent
Registrants provided their email for event scheduling. Using it for marketing beyond event communications may require additional consent. See Consent types explained.
