This guide walks you through how to create a dynamic call booking link that automatically displays the correct link based on the project owner.
When set up properly:
Each internal user (CSM, Onboarding Manager, etc.) will have their own booking link stored in their profile.
The correct link will dynamically appear inside your playbook tasks based on who owns the project.
You’ll complete this in three main stages:
Create a data field
Add booking links to users
Add the merge field to your playbook
Step 1: Create the Data Field
First, create a custom data field that will store each internal user’s booking link.
1. Go to Settings
Navigate to Settings → Data Fields.
You may already see an existing “Call Booking Link” field in your space. If not, create one.
2. Create a New Data Field
Click to create a new data field and configure it as follows:
Name: Call Booking Link (or any clear name you prefer)
Description: Optional but recommended (e.g., “Internal user’s calendar booking link”)
Object Type: Internal User
(This is important — the link belongs to your employee/team member.)Field Type: Link
Display Text: Optional (you can add button text if desired)
3. Recommended Settings
Enable Open in new tab
The other options are not required
You may choose to make it available to all users (optional)
4. Save the Field
Once saved, the new field will appear at the top of your Data Fields list.
Step 2: Add Booking Links to Each User
Now that the field exists, you need to populate it for each team member.
1. Go to Users
Navigate to your Users section.
2. Edit a User
Click on a user
Click Edit
Scroll down until you see the new field you created (e.g., “Call Booking Link”)
3. Add the Link
Click the gear icon (if needed)
Paste that user’s actual calendar booking link
Save
4. Repeat
Repeat this process for every internal user who should have their booking link dynamically appear in projects.
Step 3: Add the Merge Field to Your Playbook
Now you’ll connect the data field to your playbook so it appears dynamically inside tasks.
Part A: Create the Merge Field
Go to Library
Open the relevant Playbook
Navigate to Merge Fields
Create a new merge field
Configure it as follows:
Choose System
Select Owner of the Project
Choose your newly created field (e.g., “Call Booking Link”)
Once created, this merge field will now be available for use in tasks.
Part B: Insert the Merge Field Into a Task
Open the task where you want the booking link to appear.
Type a backslash (
\)Select Merge Fields
Choose Call Booking Link
Note: you can add merge fields to the task description, to subtask text, or to the title of a module or task!
You will see merge field code appear (usually shown in brackets or squiggly formatting).
What Happens When the Playbook Triggers?
When this playbook is used to create a project:
The system checks who the project owner is.
It pulls that person’s booking link from their user profile.
The merge field is replaced with the actual live link.
Instead of seeing merge field code, the project will display the correct clickable booking link — specific to that project owner.
Final Result
You now have a fully dynamic booking link system:
Each CSM or onboarding manager has their own stored link.
The correct link automatically appears in projects.
No manual editing is required when assigning different owners.
This setup ensures consistency, accuracy, and automation across all kickoff or onboarding workflows.