A collection of the best tips + tricks from Calendly employees and beyond.
Hey there CalPals! Something I find myself mentioning all the time in my support interactions is how robust a tool Calendly can be when you have a good understanding of how it all works. With that in mind, I thought it was about time that I write up some articles on different features and settings in every Calendly account, from the free plan to Enterprise. Unofficially, I’m calling these my Calendly 101 articles. We’re going to start off with a fun and fun-ctional setting you’ll find in every Calendly event type, start time increments. What are Start Time Increments?Ever wondered why your live booking page displays times in 30 min increments or intervals when you first create a new event type? That would be the default “Start time increments” settings at work. You might also find yourself asking:Why isn’t my booking page showing the right times to book? Why don’t the available times on my booking page match the availability blocks I set for my event type?Start time increments are the
🎼On the third day of Calendly, my community gave to me: a breakdown of how to use cloned event types as I please!🎼Welcome to 12 Days of Calendly, a series of guideposts in which we give you the gift of product knowledge and understanding! We are well into this series of guideposts, now, so if you haven’t yet, check out days one and two! Without further delay, let’s get you a better understanding of how to clone an event type and how to utilize this fun 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”:How to clone an ETOnce 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 p
🤔 Think about this— As a consumer, have you ever been so confused or off-put by a business’s interface that you throw in the towel and switch to a competitor? I can say with certainty that I have done this. Many times. On the other hand, think of a time when you were so impressed with the ease and simplicity of a business’s user interface that you found yourself filled with a feeling of fierce loyalty. Personally, these are usually the businesses that I recommend to anyone who will listen, unprompted. Routing Forms are the solution for so many things, providing qualified invitees with more on-demand options and a better user interface. Who can use this feature? Routing solutions are available to users on our Teams and Enterprise plans, as well as the legacy Professional plan. FYI: The Teams plan is available for both multi-user organizations as well as for individual use. To learn about the features in each plan, feel free to check out our pricing page! Here are some of my favorite w
Calendly is a powerful tool that seems to get more features by the month, but even a basic single Event Type can take you far. In this article we will explore how to get the most out of your free plan. If you are reading this, you might be an unaffiliated individual that has Calendly for personal use, a small business with a single type of service, someone at a larger organization that uses your plan for internal meetings, or anyone else that only needs a single meeting type. While we think our billable plans pay for themselves and then some, we still want everyone to get the most out of whatever plan they are on. The Event TypeMaybe you are just getting started. If you generally offer 30 minutes for a meeting, you can keep the description of your event vague and send this link to anyone who would like to meet with you. But you might want to consider customizing your event name to better reflect you or your services. Open your available hours so people can find time between your other
If you’re a Calendly Admin, you need organization management to be as easy as possible. Two top Calendly features help you do that: Groups and Teams. Groups and Teams have some similar benefits, like an Admin can view a user’s meetings, Workflows, Analytics, and more, so you may be asking what’s the difference between these features? And when should you use one vs. the other? ⭐ Groups: Perfect for Admins who want control, visibility, and standardizationGroups are available on the Teams and Enterprise plans, and allow you to: Manage day-to-day user operations: Groups are led by Group Admins, like a department head, who can invite users, assign permissions, and see a user’s profile details like their availability, integrations, meeting types, and more. Account Admins and Owners appreciate that Group Admins can onboard and manage daily tasks for their Groups, taking tasks off of the Account Admins and Owner’s plates. Create Managed Events (and Managed Workflows!): Group Admins can creat
As an admin, you know that in order for meetings to be productive and for your team to deliver the best customer experience, teammates need to send communications around their meetings. At a baseline, we recommend you set up reminders for your team’s meeting so everyone shows up (and on time!) and you prepare a follow-up email to help your team pass along resources and kick off next steps. Not an admin? Check out: How to turn a Reminder Basic Notification into a Reminder Workflow (and why you should!) To standardize your team’s meetings, you’re likely using Managed Events, which are admin-created and controlled meeting types. Calendly offers two features that automate pre- and post- meeting communications for Managed Events: Managed Workflows and Basic Notifications. Check out this great article that compares these two tools, but to cut right to it: we recommend Managed Workflows over Basic Notifications! Here’s why: ✅ Managed Workflows can be applied to MULTIPLE event types, making
It’s not enough to get a meeting scheduled — you need to send reminders beforehand so everyone shows up (and on time!) and you need to follow up afterwards to pass along resources and kick off next steps. Are you an Admin? Check out: Admin: How to turn a Reminder Basic Notification into a Reminder Managed Workflow (and why you should!) Calendly offers two features that automate pre- and post- meeting communications: Workflows and Basic Notifications. Check out this great article that compares these two tools, but to cut right to it: we recommend Workflows over Basic Notifications! Here’s why: ✅ Workflows can be applied to MULTIPLE event types, making them much easier to update and manage. ✅ Workflows can be sent based on more triggers, like if a meeting is booked, before it starts, once it starts, once it ends, or if it’s canceled. ✅ Workflows can be sent via email or SMS text message. Texts help make sure someone gets your message if they’re not in their email inbox. ✅ Workflows ca
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!)
Calendly is exploring adding a new action and template to the Workflows feature. This new “do this” action and template would allow you to automate sending meeting update emails to someone who isn't the host or invitee to help them stay in the loop on your meeting status. Here are a few examples of where this feature will be helpful:- A manager may want visibility into when someone on their team has a meeting cancellation- An Executive Assistant needs to know when their boss books a new meeting so they can help them prep- A Recruiting Coordinator wants to know when an interview they booked on behalf of a hiring manager gets rescheduled incase they need to adjust subsequent interviews We have two questions for you.Please respond to the first question in the comments section. For the second question please select from the choices below. Question for comments section: What would you call this action? Please pick one. Send email to someone else Send email to non-attendee Can you think of
Helllooo, Calendly Community Pals! 🤗Firstly, allow me to thank you sincerely for joining us here as our community is fresh and getting started. 😎 I am a firm believer in the fact that peer-to-peer support should be facilitated whenever possible. While we, the Calendly Staff Proper, might have access to the most up-to-date knowledge and internal tools needed to make sure that all of your technical questions are answered as quickly and accurately as possible - you, the users of the product, are the ones that have use case based knowledge, insight and ideas that I deem important and deeply necessary to have a platform to be shared on.Enter: community. As the year comes to an end and community activity inevitably slows down until we all rush back to work in January, I wanted to take time to share some of the most valuable topics that have arisen thus far here in our little corner of the world. Objectively speaking, these topics have resulted in discourse and a deeper understanding for al
As a product marketer, I’m almost never an admin for anything. That great power usually lies with my ops and IT counterparts, and they do a great job keeping the trains running + the likes of me aligned with process and protocol. That said, there’s a little thrill I get when something like Calendly’s event type permissions gets democratized and rolled out for non-admins like me 💃🏻What does this mean? What power did I inherit overnight? It means that I can now grant any of my teammates view or edit access to any of my event types. It’s kind of like granting permissions to a file or folder online, same idea:Just as a normal, regular user -- on a standard or above plan -- with no admin controls needed. How awesome is that? I sit in on enough user calls to know that when teammates need access to each others’ event types, they typically resort to pretty manual workarounds. Like keeping a spreadsheet, doc, pinned Slack note, or post-it with a list of other people’s scheduling links. I love
➡️ Q: Who is this article for? ➡️ A: All Calendly users on all plans. 🔎 Picture this: you are an avid Calendly user and a massive Hubspot fan. You’ve set up routing forms via Hubspot that you are now implementing into your Calendly flow, and you want to be able to pass information between the Hubspot form and your Calendly booking page without others being able to see this information. Is that possible? If so, how do you achieve it? The answer is “yes” – it’s possible! The “how” is by using hidden fields (paired with UTM parameters) to pass information between the two. Hidden fields are an invisible-yet-powerful tool that can be used to send information which you don’t want others seeing from one form to another, or from your Calendly booking page to your website -- and more. What are hidden fields? We’ve all typed something into Google only to populate overwhelming results that are unclear. “Hidden fields” might very well have been one of those subjects for you, until now (I hope!)
You invest in many different tools and want to know how you can maximize them all to work together (why not keep yourself from all that manual back-and-forth?). While your Integrations page is the best place to go for specific Calendly integrations (think Salesforce, Hubspot, LinkedIn, Slack, Chrome), sometimes you need help creating your own integration between Calendly and the tools you use every day. Enter: Zapier! Zapier will act as the middleman between Calendly and other apps to trigger actions in the tools you use every day based on what happens in Calendly (such as an invitee booking a meeting or canceling). Check out this article to learn more about how Zapier works! With Zapier, you can create connections between Calendly and your other apps! Just think, you could: Create a connection between Calendly and monday.com to add items in monday.com for new invitees created in Calendly (when an invitees books an event) Create a connection between Calendly and Google Sheets to updat
It’s frustrating when you get bookings out the wazoo - when all you’d hoped for was a handful. It’s also frustrating when you, the ever-popular King 🤴🏽, Queen 👸🏼 or Nonbinary Royal 👑 cannot keep up with the spam-bot bookings that might be attacking your booking page. While Calendly does not currently have a feature that allows for blocking bookings (spam or otherwise - we are taking feedback about this into strong consideration! 🔊), we do have some methods of managing who can and cannot book your event types. 💦 Let’s dive in! 💦Depending on how you've shared your link, you may want to consider exploring the following options:Changing the event URL, and sharing a new event link. 🖇 If you have shared your personal scheduling page- and not the event-specific link- you could make the event secret which would ensure it did not appear on your main scheduling page. Any invitees would need to use the event-specific link to access your booking page, which would only be provided by you.
If you read my post about the new Admin-Managed Zoom feature, you know that admins do behind the scenes prep-work to ensure teammates are able to easily use Calendly from day 1. This often involves an admin configuring things on behalf of their team so everyone can simply focus on their work, not software setup tasks. Who can use this feature?Calendly’s Admin-Managed Workflows feature is available to users on our Teams and Enterprise plans. FYI: The Teams plan is available for both multi-user organizations as well as for individual use. To learn about the features in each plan, feel free to check out our pricing page! The Calendly team is always looking into user feedback, and admins, we heard you loud and clear — you wanted to add Workflows to Managed Events. Now you can! Let’s dig into the details. BeforeWe had Managed Events, a popular feature that allows admins to create event types for their team. For example, an admin may assign their entire Sales team an “Intro Call” Managed E
Hey, Community Pals! Just a heads up, as this impacts anyone that uses Google Analytics + has integrated GA with Calendly. This news is from Google. Calendly has been letting customers use the old Universal codes as well as the newer GA4 codes for quite some time re: our GA integration. On July 1st Google is finally going to get rid of the older codes. From Google“Starting March 2023: If you didn't manually migrate your active standard Universal Analytics property to a new Google Analytics 4 property and didn't opt out of an automatic property creation, we created a Google Analytics 4 property on your behalf. Automatically created Google Analytics 4 properties reuse existing site tags whenever possible. Learn more” “Starting July 1, 2023: Standard Universal Analytics properties stopped processing hits, including standard properties in accounts that also contain 360 properties. Some properties continued to process data for a short period after this as we staged the shutdown of Universa
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
Cal Pals! I’ve missed you! We’re back with a new year and I’m excited to talk about one of my favorite features for maximizing your Calendly ROI and making your day-to-day workflows ( 😉) so simple you’ll feel like you’re on vacation 🌴 Generally speaking, both Workflows and basic reminders are great tools to reduce no-shows and keep your invitees in the loop. This said, I am ✨such ✨ a Workflows cheerleader. I hope to help shed some light on my obsession and bring some new folks to the Workflows party. Who can use this feature?Calendly’s Workflows are available to users on our Standard, Teams, and Enterprise plans, as well as the legacy Professional plan. FYI: The Teams plan is available for both multi-user organizations as well as for individual use. To learn about the features in each plan, feel free to check out our pricing page! Workflows vs. Basic Reminders Workflows Basic Reminders You can configure *unlimited Workflows per event type. You can track wh
You’ve set up a slew of event types and you’re eager to get booking, but you see the “Communications” section in each of your event type’s settings and aren’t sure where to begin. For some background, when setting up your Calendly event types, you have the option to notify your invitees of new bookings using either calendar invitations or email confirmations. There are pros and cons to each option depending on your specific use case, so here’s a guide to help you better understand how each of these work. Who Can Use This?Both our calendar invite and email confirmation notification options are available to users on all plans, from Free to Enterprise. Users on our paid plans have the ability to personalize these booking notifications as well as to configure different booking reminder options. You can read more about our pricing, plans and features associated with each on our Pricing Page! FYI: The Teams plan is available for both multi-user organizations as well as for individual use.
Hey, Calendly Community! 👋 What’s better than a tool that you’ve already come to know and love using within one of your favorite products (Calendly, duh)? The expansion of that tool to additional event types! 🤗Something that we’ve seen Calendly users asking for since (seemingly) the dawn of time is the ability to use Workflows on Shared Event Types. Great news - now you can!Q: Who does this article apply to? A: All Calendly users on paid plans (Standard, Teams and Enterprise). Before we get into the ✨new and shiny✨, let’s quickly refresh ourselves on Shared Events and Workflows! ⬇❓What exactly are Shared Events? Shared event types = great for quick collaboration with colleagues.Shared event types, just like team event types, include collective and round robin events. However, whereas an admin sets up and controls team event types, any user can create a shared event type.❓When should you use Shared Events? Shared events are useful for ad hoc or short-term situations, since they are no
Can you feel it coming? The rumbling of the many feet that have waited outside in long lines, cold weather and anticipation-drenched glory in order to be the first in-store for Black Friday? Are you ready for server crashes on all of your favorite shopping sites during the Cyber Monday rush? Do you feel a veil of excitement when considering what all of the holiday hustle and bustle might mean for your own business? Of course you do! Calendly wants to help establish some tips and tricks and best practices surrounding how to use your virtual tools, this holiday season. We want to save you some time and energy while allowing you to optimize your ROI. Let’s get to it! 💡 Tips and Tricks, Best PracticesYou might offer some of the best yoga sessions around, cooking classes that will knock the socks off of anyone’s “Friendsgiving” pot-luck dinner, or a series of tutorials teaching others how to code like geniuses - and now that the holidays are near, you’d like to offer discounts, event serie
✌🏻Hey, Calendly Community! I am writing this morning to offer some education regarding workarounds for a feature that many of you post to ask about: an ability for event types to be booked simultaneously (in an overlapping manner). Let’s dig in! 🕵🏻As a reminder: 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. In short: they’re awesome! Q: Who will this article benefit? A: All Calendly users on paid plans! Calendly users on our free plan can have one active event type at any given time - so a need for overlapping event types is a non-issue. All users on our paid plans, at any tier, can have numerous active event types - so keep reading! Note: For each of these workarounds, you will need to be on at least our Standard plan or above. You can read more about our plans, pricing and features on
Alright, scheduling friends. I know we’re usually talking about all things meetings around here, but we’re going to swap it up a bit today and talk about something else that makes you super efficient. They’re small but mighty and usually casually live in the upper right hand corner of your screen. Any guesses?Browser extensions!Browser extensions make your life easier by adding custom features to your web browser, whether you use Chrome, Safari, or Firefox. They’re kind of like mini-apps. Each adds more functionality to your browser of choice so you can do the things you want faster, easier, and more efficiently. Why would you want to use one?The whole idea behind browser extensions is pretty simple. Like browser bookmarks, browser extensions are easy to access (one click!), but more powerful — they bring additional features to the forefront of the tab you're already working in. Instead of opening software in a new browser tab or app, you can access the app from your current tab.This m
Add context to your meetings to help understand the impact of Calendly on your support metrics Calendly is a great tool for support agents. They can quickly book time with customers and get to the heart of their issue. As usage grows, support leaders get curious about the impact of Calendly on their metrics. For example: How many tickets are solved with at least one Calendly meeting? Do certain Topics tend to involve Calendly? How does Calendly impact handle time? How does it impact CSAT? Calendly links and reporting helps answer these questions.A string added to the URL, called a UTM, can pass context to meetings. Context like a ticket id. You can then join ticket data with meeting data.However, it’s hard for humans to write UTMs. Fortunately Zendesk Macros with Placeholders can do the writing for the agent. This guide will take you through how to build a Macro that builds the link with the UTM added for them. The Finished ProductBy adding a UTM parameter with a placeholder, you
Hey there CalPals! Your resident Routing Form cheerleader is back with another routing form workaround to help you create multi-step or “tiered” routing forms in Calendly. Problem: At this time, a Calendly routing form acts as a single-step form when used stand-alone. Solution: By “daisy-chaining” multiple routing forms together, you can achieve multi-step routing. Who Can Use This?Calendly’s Routing Forms are available to users on our Teams and Enterprise plans, as well as the legacy Professional plan. FYI: The Teams plan is available for both multi-user organizations as well as for individual use. To learn about the features in each plan, feel free to check out our pricing page! When would I want a multi-step routing form?Generally speaking, multi-step routing forms can be used in any scenario where you want to offer conditional routing form questions. Think: “I want to offer different sets of routing form questions/answers to different groups of people”. What might this look like?
