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Featured Tips + Tricks

A collection of the best tips + tricks from Calendly employees and beyond.

  • 74 Topics
  • 128 Replies
74 Topics
David
Community Manager
DavidCommunity Manager
published in Featured Tips + Tricks
Calendly Bi-Directional Sync with Google Calendar

Hey Calendly! Have you ever run into an issue where a Calendar event was changed, but not reflected in Calendly? Causing Workflows and notifications to be sent on the wrong day and displaying the incorrect information?Well, for our users utilizing the Google Calendar connection, this will no longer be a problem! We’re excited to introduce Bi-Directional Sync! So anytime a Calendly event is moved on your Google Calendar, those changes will be reflected in Calendly as well! Bi-directional sync (for time, title, location, invitees, etc.) is one of our most requested features. While we plan to support more fields over time, we’re starting with syncing just the start/end time and date. Now anytime there is a change to the time and date of the Calendly event in your Google Calendar, this will sync over to Calendly - Automatically! So no more having to worry about making manual changes, this can be done through your calendar directly. Whenever there is an update to the date and time in the ex

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David
Community Manager
David
Community Manager
DavidCommunity Manager
published in Featured Tips + Tricks
Using the Contacts Page to Book Meetings with your Clients

Meeting with the same users frequently? Want to follow up with someone you met with a few weeks ago? With Calendly's Contacts feature, you can easily view meeting details, track scheduling history, and schedule follow-ups with your contacts. This feature helps you stay organized and ready for your meetings. Through the contacts page, there are two ways to book meetings with your clients. You’ll have the option to:Book Meeting - This books a meeting instantly with the contact that you’ve selected Share Availability - This sends an email to the client with a booking link to prompt them to book a meeting with you Both options have their own uses, so I’ve added walkthroughs on both below: To share availability:  Navigate to your Contacts tab.  Select Share availability next to the contact you are looking to reach out to.  Select the event you want your invitee to schedule with you. Select Next.  For users who have integrated Gmail for workflows or Outlook for workflows: Choose which email

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brutherford
Employee
brutherfordEmployee
published in Featured Tips + Tricks
NEW for Workflows: Follow up with no-shows

You’ve prepared for your meeting, are on the call or at a location ready to chat and…your invitee is a no-show. (Cue sad trombone womp womp). No-shows are no good, but they happen. Your customer or candidate may have had an emergency, gotten stuck in traffic, or simply lost track of time. While the missed meeting isn’t ideal, you typically want to forgive, forget, and get another meeting on the books, fast.  🌟Good news — now users on paid plans can use Workflows to automatically follow up with no-shows! 🌟  Before  When you marked a no-show in Calendly, your post-meeting Workflows were cancelled. You still had to manually reach out to no-shows to get a new meeting scheduled.    Now  No-shows, no problem! Set up and apply a no-show Workflow to Event Types. Then, when you mark a no-show, Calendly will automatically send invitees who missed the meeting an email prompting them to book a new time. (Don’t worry — other post-meeting Workflows like a thank you email will still be

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hilaryyeg
Employee
hilaryyegEmployee
published in Featured Tips + Tricks
Updates to our Stripe integration: New payment methods now available!

Do you use Calendly to charge for your time? (If not… what are you waiting for 💰) We just made it even easier to get paid. With our latest Stripe integration update, your clients can check out using: Debit or credit card Apple Pay or Google Pay Instant Bank Payments (via Link) New to Stripe + Calendly? You can collect payments via Calendly for consultations, coaching sessions, ‘pick your brain’ requests – whatever your business needs. The possibilities are endless! 🎥 I put together a quick video to walk you through how to connect your Stripe account and set up your payment preferences. You can also check out our latest blog post for more info.  🔍 A few things to know about your Stripe settings:All payment methods above are enabled by default once you connect Stripe to Calendly. You may choose to disable any of these methods in your Stripe account’s payment method settings. More info here. You may notice “Incomplete” charges in your Stripe transactions – this happens when an individu

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hilaryyeg
Employee
Sean Marlin
Community Manager
Sean MarlinCommunity Manager
published in Featured Tips + Tricks
New Homepage and Single Use Links Experience

Hiya! You might have noticed that your homepage has changed. We’ve made a few updates to simplify your experience and bring related tools closer together. These changes are designed to help you find what you need faster, take action with fewer clicks, and streamline your scheduling workflow. Here’s what’s new: What’s up with all these new names?Your homepage has a new name — what was once “Event Types” is now called "Scheduling." This better reflects everything you can now do from this page, which goes beyond just creating and managing Event Types. So let’s look at what’s changedThe Scheduling page includes three tabs to help you easily access your most essential features: Event Types – Your familiar lineup of scheduling events. Single-Use Links – One-off links you can create and manage. Meeting Polls – A space to view and manage your meeting polls.  It isn’t anywhere in the Meetings page!! This update also moves pending polls away from the “Meetings” page and to the Meetings tab in

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David
Community Manager
DavidCommunity Manager
published in Featured Tips + Tricks
Using Routing Forms to Schedule with Regional or Worldwide Clients

When you're working with clients around the globe, scheduling can quickly become complicated—especially when you need to ensure each person connects with the right team.That’s where Calendly’s Routing Forms come in. With just a few clicks, you can create a custom experience that automatically directs clients to the correct booking page based on their location, meeting type, or other key details. In this guide, we’ll walk you through how to set up a global routing form, step by step, so your clients always land in the right place, no matter where they are. Who Can Use This?Calendly’s Routing Forms are available on our Teams Plan and above.Have questions on our plans? Feel free to check out our pricing page! Want to learn more about Routing Forms?You can learn more by going to our help center here: Calendly Routing Routing Forms allow you to fully customize the questions and the logic behind how these forms work. So you can direct visitors to specific people or destinations based on fact

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David
Community Manager
David
Community Manager
DavidCommunity Manager
published in Featured Tips + Tricks
Adding Calendly to your Website

Hey CalPals!Simplifying the scheduling process on your website is easy with Calendly Embeds. Whether you're offering clients the ability to book meetings directly or guiding them through a routing form, embedding Calendly into your website streamlines the booking experience, keeping users engaged without the need to navigate away.With flexible embedding options and seamless integration, this feature enhances the user experience while saving you time.Ready to get started? Follow the simple steps below to add Calendly to your website and make scheduling a breeze for your customers!Who Can Use This?Calendly’s embeds are available on any of our plans! ​​​​Have questions on our plans? Feel free to check out our pricing page! First, you’ll want to choose what you want to embedThere are two ways to embed Calendly on your website:Landing page - Let users to choose from all your event types. Select the gear icon on the top right of your personal event types Select Add to website Booking page

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Todd75416
Calendly Connector
David
Community Manager
DavidCommunity Manager
published in Featured Tips + Tricks
Using Workflows to Notify Your Team Members

Need to keep people in the loop who aren’t part of your Calendly organization? With Calendly Workflows, it’s easy to automate email reminders - even to external contacts. Whether you're notifying a colleague, client, or anyone else outside your team, the “Email Reminder to Someone Else” workflow ensures they stay informed without manual follow-up. Who Can Use This?Calendly’s Workflows are available to anyone on any of our paid plans.Have questions on our plans? Feel free to check out our pricing page! Want to learn more about Workflows?You can learn more by going to our help center here: Workflows overview To set up this specific workflow, follow these steps: Select the workflow that matches what you’d like to do, you have an option between a: Reminder, Follow-up and a Cancellation Notification.   Here, I selected ‘Email Reminder to Someone Else’. It then brings me to a page where I can customize the name, timing, content and which events it applies to:In my case, I’ll change the name

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David
Community Manager
David
Community Manager
DavidCommunity Manager
published in Featured Tips + Tricks
How to let invitees choose their host using a Team Page

Hey CalPals!Whether you're coordinating meetings with specialized support staff, setting up advising sessions with faculty, or directing leads to the right regional sales representative, this setup gives your guests the flexibility to choose who they meet with - by offering host-specific event types through your Calendly team page.For example, you can:Offer meetings with support team members specializing in different areas Schedule advising sessions or conferences with teachers or faculty Provide the option to meet with a sales team member based on their regionWho Can Use This?Calendly’s team pages are available to anyone on Standard Plan and above!Have questions on our plans? Feel free to check out our pricing page! Before you beginYou'll need to be an owner, admin, group admin, or team manager. Owners, admins, and group admins need to set up a team page and add your hosts as team members. It's also encouraged to confirm that team members have their calendars connected. You can check

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David
Community Manager
David
Community Manager
DavidCommunity Manager
published in Featured Tips + Tricks
How to let invitees choose their host using Routing Forms

Hey CalPals! 👋When scheduling becomes a team effort, making sure invitees land on the right calendar is crucial - and that's where Calendly’s Routing Forms shine.Whether you're managing a diverse support team, coordinating faculty meetings, or organizing regional sales calls, Routing Forms simplify the process by collecting key information and automatically directing each invitee to the right person. It’s smart scheduling, tailored to your team’s needs.For example, you can:Offer a selection of members from your support team with different specialties Schedule advising sessions or conferences with different teachers or faculty-staff Allow invitees to choose a sales team member that represents their regionWho Can Use This?Calendly’s Routing Forms are available to anyone on Teams Plan and above!Have questions on our plans? Feel free to check out our pricing page!Before you beginCreate event types for your form to route to. From the Routing page, all users in the account can view and shar

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David
Community Manager
David
Community Manager
DavidCommunity Manager
published in Featured Tips + Tricks
Using Buffers for Travel Time

If you’re meeting clients, colleagues, or partners in person, you know travel time can be tricky to manage between appointments. That’s where Calendly’s buffer feature comes in. Buffers help you build in extra time before or after your events—so you’re not rushing across town or stuck juggling overlapping meetings.You can use buffers to allow for travel time between your in-person meetings to allow more time for you to get where you need to be - Automatically!Who Can Use This?Calendly’s buffers are available to anyone on any of our plans.Have questions on our plans? Feel free to check out our pricing page! Want to learn more about buffers?You can learn more by going to our help center here: How to use buffersWhile there isn't any way right now to automatically determine the length of travel buffer needed between two addresses… If you have places to commute between, you can create an event for each location, and set a before buffer that would give you enough time to travel to that speci

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Todd75416
Calendly Connector
David
Community Manager
DavidCommunity Manager
published in Featured Tips + Tricks
Using Group Events for Webinars

Looking to streamline your webinar scheduling?Calendly’s Group Events feature makes it simple to host and manage webinar sessions, whether you're using Zoom, Webex, or another video platform. In this guide, we’ll walk you through how to set up Group Events for your webinars, customize your meeting links, and make the most of your Calendly experience. Who Can Use This?Calendly’s Group Events are available to anyone on any of our paid plans.Have questions on our plans? Feel free to check out our pricing page! Want to learn more about Group Events?You can learn more by going to our help center here: Group Event TypesFirst, you'll need to create a Group Event:Go into your Calendly account Select the blue Create button Select Group Events Here, you can set the name, duration and location of the meeting from this tab: ❗One limitation to point out, you can’t use Zoom Webinar links through the integration at this time. However, you can generate a Webinar link in Zoom, and include it as a custo

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David
Community Manager
Kelsi
KelsiCalPal Emeritus
published in Featured Tips + Tricks
Organize your booking page: rearranging event types and more

Hey there, Calendly Community! It’s a sunny ☀️ Thursday morning where I am - I hope that the spring weather wherever you are is pleasant, too! What pairs well with spring weather? Spring cleaning, of course! 🧼 So let’s clean up your booking page and make it look nice, fresh and new. You’ll be glad when you’ve done it - just like you’ll be glad when you’ve finally admitted it’s time to get the dust bunnies from behind your washer and dryer, and actually made it happen. 🧹What exactly can you do in order to “clean up” your booking page? It all starts within your Calendly account, where you can rearrange event types, change the color that identifies event types and customize your event types in other ways. This translates to your public booking page - where invitees will marvel at your organization. Let’s dig in!Q: Who will this article benefit? ​​​​A: Everyone! There is a tip and/or trick in this article that can be applied to all free and paid users alike, though some will be more usef

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David
Community Manager
David
Community Manager
DavidCommunity Manager
published in Featured Tips + Tricks
Overlapping Meetings

Hey Community! 👋 Have you ever wanted to host two meetings at the same time? Or maybe you have multiple services that can be offered in the same time frame. With this new feature, this is now available for you to use! Lets take a look to see how you can use our new book over meetings feature! Who is this for?Any user on any of our plans can utilize this!Before we can use this feature, you will need to make sure you have a Calendar connected and being checked for conflicts, you can see if you have one connected over on your Calendar Sync page❗If your calendar is not set to be checked for conflicts, this feature will not workWhere is this configured?To find this, you can follow the instructions below! Edit your event and select More OptionsSelect the Free/Busy rules dropdown    Now that we found it, what options do we have to configure it?First, select (+ Add meeting exception)Using the dropdown menu, select one of the following options:  Includes This option will search your connected

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David
Community Manager
Lindsay Cope
Employee
Lindsay CopeEmployee
posted in Featured Tips + Tricks
Using Calendly to schedule webinars

Hey Calendly Community! What are your best practices for scheduling webinars with Calendly? I’d love to hear any pro tips and lessons learned 😄(In case you haven’t tried it yet, you can set up a Group event type to allow multiple invitees to sign up for a single event + integrate with Zoom, Google Meet, Microsoft Teams, GoTo Meeting, and Webex!) 

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David
Community Manager
Kelsi
KelsiCalPal Emeritus
published in Featured Tips + Tricks
Different Invitee Limits for Different Time Slots in Group Event TypesTutorial

Hey, Calendly Community! 👋🏻 I am casually coming to you this fine evening with a workaround - don’t you just love those? What’s a workaround, you ask?Well, a workaround is something we can implement when there’s not exactly an existing feature or functionality that helps to meet a goal you have - but with a little extra effort and creativity - still allows for the endgame to look nearly identical. 💪🏻This specific workaround pertains to Group Event Types and the invitee limit that you set within each. 💡Use Case ExampleYou have set up a group event with an initial invitee limit of “15” per time slot - and you are excited! You will be teaching groups of people how to paint while also displaying art by you and other local artists for sale, gallery style. To top it off, you will be offering discounts for a series of painting lessons - and you are expecting a full house in every time slot due to some strategic marketing on TikTok. 📱 Way to go! You’re doing it - you’ve done it! 💃That s

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Sean Marlin
Community Manager
Sean MarlinCommunity Manager
published in Featured Tips + Tricks
Calendly Basics: Sharing Your Landing Page

You’ve landed on an article that is part of a series surveying the basic components that make Calendly such a powerful tool. We will cover core features, essential processes, and key concepts that will help you get the most out of your Calendly account. In this article we will show you how to Share Your Landing Page This feature allows you to share one single link that gives invitees the ability to look over all of your event types. It is a powerful feature. To Share Your Link from the Calendly Website To share the link to your: Landing page (that lists all events you offer), on the left side of the Calendly home page just below your name, select the link. A specific type of event, on the Calendly home page, find the event you want to share and select Copy Link. You can also find a Share button in the event type editor.   Share your Calendly landing pageShare a specific ET  Paste the link into a text, email or other message.  To Share Your Link from the Calendly Mobile App

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Sean Marlin
Community Manager
Sean Marlin
Community Manager
Sean MarlinCommunity Manager
published in Featured Tips + Tricks
Calendly Basics: Creating a Round Robin in a Team Page

You’ve landed on an article that is part of a series surveying the basic components that make Calendly such a powerful tool. We will cover core features, essential processes, and key concepts that will help you get the most out of your Calendly account.This article will tackle essential aspects of the team page event type— Round Robin Events.  What is a Round Robin Event Type?Round Robin event types allow your invitees to book a time when any assigned host has availability in their schedule. You can configure your Round Robin event type to be optimized for availability or for equal distribution, depending on your team’s scheduling needs. For more info on Round Robin distribution, feel free to take a look here. When could I use a Round Robin event type?To connect  leads with sales reps for intro calls and demos To connect new customers with the the client services team for onboarding and training To connect existing customers with a member of the support team To connect candidates with

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Sean Marlin
Community Manager
Sean Marlin
Community Manager
Sean MarlinCommunity Manager
published in Featured Tips + Tricks
Calendly Basics: Cloning Event Types

You’ve landed on an article that is part of a series surveying the basic components that make Calendly such a powerful tool. We will cover core features, essential processes, and key concepts that will help you get the most out of your Calendly account.This article will tackle how to clone and Event Type, a simple and super useful out-of-the-box feature.  How to Clone an Event TypeTo clone an event type, click the gear icon in the top right corner of the event type > click “clone”:Once you’ve done this, the cloned event type will automatically pop up and you will be able to edit any/all sections you please (name, description, duration, availability, booking notifications and so on).  💡 Tip: Your booking pages link will not dynamically change with the event name. When cloning your event type, be sure to also update the booking page link in the “Booking page options” section of your event type editor.  Once you’ve figured out the act of cloning your ET, you’ll want to consider ways t

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Sean Marlin
Community Manager
David
Community Manager
DavidCommunity Manager
published in Featured Tips + Tricks
Zapier No-Show Trigger

There’s almost nothing we love more than getting to archive some complex workaround in favor of announcing a new feature that just makes things easier. Calendly’s latest Zapier integration will make handling meeting no-shows easier for everyone. The No-show trigger for Zapier allows you to automate follow-up processes for those unfortunate times when invitees miss their scheduled meetings. Whether you want to automate follow-up emails, updating a CRM, sending an invoice for missing the meeting, or using one of the 6000+ Zapier automations, it’s here and ready to go. If you don’t use Zapier we have another solution for you. We have a built in workflow to automatically follow up with no-shows and prompt them to book a new meeting time. You can read more about that HERE. Who Can Use This? The Zapier integration is available on all of our paid plans. Utilizing advanced Zapier workflows with multi-steps, paths, high volume Zaps, and other features require a paid Zapier plan as well. What do

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David
Community Manager
Sean Marlin
Community Manager
Sean MarlinCommunity Manager
published in Featured Tips + Tricks
Calendly Basics: What is a Team Page?

You’ve landed on an article that is part of a series surveying the basic components that make Calendly such a powerful tool. We will cover core features, essential processes, and key concepts that will help you get the most out of your Calendly account.This article will be taking a more ~team focused~ approach to help you optimize Calendly when managing scheduling for multiple users. What is a Team Page? One of my favorite tools for multi-user Calendly organizations, the team page is a space where you can configure and organize events specific to a team, as well as offer your invitees various event type options with different hosts, all from one landing page.For step-by-step instructions on how to set up a team page, take a look at this great Help Center article. Team pages allow you to:Organize event types, meetings, and Workflows by team Provide invitees a landing page that offers event types with multiple host options Add Workflows to collective or round robin event types Add unique

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Sean Marlin
Community Manager
Sean Marlin
Community Manager
Sean MarlinCommunity Manager
published in Featured Tips + Tricks
Calendly Basics: Different Event Types

You’ve landed on an article that is part of a series surveying the basic components that make Calendly such a powerful tool. We will cover core features, essential processes, and key concepts that will help you get the most out of your Calendly account. Who is the forWhile this article is primarily intended for new Calendly users just about anyone could gain something from this series.  In this article we will cover an overview of different event types available to our solo users (those without additional users in their Calendly organization, scheduling meetings for just themselves). Each of these guideposts will be concise - so let’s dive right in! 🗓 One-on-one Event TypesA one-one-one event type is precisely as it sounds - an event type you create in order to share with as many people as you wish, to allow them to book individual, one host/one invitee meetings. Note: one-on-one event types are available on all plans, free and paid.  🗓 Group Event TypesA Group Event Type is a one ho

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Sean Marlin
Community Manager
David
Community Manager
DavidCommunity Manager
published in Featured Tips + Tricks
Outlook Plug-in Hub #3: Other Plug-in Errors

This is article number three of three exploring common issues with the Outlook Plug-in. This piece covers the Outlook Plug-in, not the Outlook Add-in. The Plug-in connects your desktop Outlook calendar to Calendly in order to check for conflicts and add events. If you installed an .exe to set up the integration, you have the Plug-in. The Outlook Add-in, on the other hand, is available through Microsoft AppSource. For more about the Add-in, visit This Page. A few details about this article:This is for users who are getting a specific error appearing when attempting to sync the plug-in with Calendly Its important to note these are not normal troubleshooting steps, and should not be done when facing syncing issues. If you have not already, please refer to: Article #1: Basic plug-in troubleshooting Article #3: Local plug-in settings If the error you’re seeing is not listed, first check that your plug-in and computer are both up to date.  If you are seeing errors not listed here, please l

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David
Community Manager
David
Community Manager
DavidCommunity Manager
published in Featured Tips + Tricks
Outlook Plug-in Hub #2: Local Plug-in Settings

This is article number two of three exploring issues and their resolution with Microsoft Outlook’s Plug-in. This piece covers the Outlook Plug-in, not the Outlook Add-in. The Plug-in connects your desktop Outlook calendar to Calendly to check for conflicts and add events. If you installed an .exe to set up the integration, you have the Plug-in. The Outlook Add-in, on the other hand, is available through Microsoft AppSource. For more about the Add-in, visit This Page. This article is intended for users who have already confirmed the following:The plug-in is showing as active in Calendly The Version is up to date  Your computer has no pending updates If you have checked those, and your plugin is still not syncing, you are in the right place. If you have not, please check out our previous article. Outlook Plugin Hub#1 What this article coversHow to check that the plugin is running correctly on your machine How to check that Outlook Plug-in settings are setup correctly Let’s get started! C

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David
Community Manager
David
Community Manager
DavidCommunity Manager
published in Featured Tips + Tricks
Outlook Plug-in Hub #1: Basic Troubleshooting

Happy New Year Community! 👋This article is a deep dive on issues you may be experiencing with your Outlook Plug-in. If you're having trouble with your Outlook plug-in, this article breaks down the most common issues you might face. Whether it’s syncing errors or problems with the initial setup, we’ll walk you through various potential causes and solutions.  Who is this for?Any user that's utilizing the Calendly Outlook plug-in tool, and noticing issues with syncing, not picking up events from outlook, or a specific error. This article covers the Outlook Plug-in, not the Outlook Add-in. The Plug-in connects your desktop Outlook calendar to Calendly to check for conflicts and add events. If you installed an .exe to set up the integration, you have the Plug-in. The Outlook Add-in, on the other hand, is available through Microsoft AppSource. For more about the Add-in, visit This Page. ❗Calendly's Outlook desktop plug-in is for PC users with Outlook 2007 or later and Windows XP or newer.❗ 

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David
Community Manager
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