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Featured Tips + Tricks

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

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Sam SCommunity Manager

published in Featured Tips + Tricks

jillianCommunity Manager

published in Featured Tips + Tricks

What exactly is a browser extension?

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

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1 month ago

scottyEmployee

posted in Featured Tips + Tricks

Creating a Zendesk Macro for Ticket-Specific Calendly Links

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

1 month ago

Sam SCommunity Manager

published in Featured Tips + Tricks

Create a Multi-Step Routing Form

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?

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1 month ago

Kelsi at CalendlyCommunity Manager

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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1 month ago

jillianCommunity Manager

published in Featured Tips + Tricks

Calendly + Zapier: No-Show Zap Workflow

One of the questions we get asked quite a lot about here on Calendly Community is “How do I handle no-show invitees and follow up?” Since Calendly currently doesn’t have a built in workflow for this, we’ve got to get creative! Problem: Marking an invitee as a no-show prevents them from receiving scheduled post meeting workflows (as intended), but there isn’t a way to trigger a separate no-show follow up at this time. Solution: Using a combination of Calendly, your favorite spreadsheet application, Zapier, and email service, you can configure an external no-show follow-up automation process. For this example, we’ll be using Google Sheets and GMail. Who Can Use This? The Zapier integration is available on all of our paid plans. The suggested Zapier workflow only works on a paid Zapier plan as well. How does this work? The workflow we’re about to set up in the steps below has 3 parts to it. The first part (the trigger) uses a Zap to monitor a Google Sheet for new rows. New rows are added

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2 months ago

Sam SCommunity Manager

published in Featured Tips + Tricks

Maximizing Automation with Workflows

Gone are the days of manually sending reminders, reconfirming bookings, and following up post-meeting! Be your own best friend and do yourself a fun favor— take advantage of Calendly Workflows. 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! Here are three of my favorite ways to use Workflows: 🧠️ RemindersReminder texts and emails can be programmed for both you as the host and for your invitees. Reminder workflows help to reduce no-shows and allows you to send additional meeting prep materials, if applicable for the event type. You can opt to include the reschedule/cancellation links in your reminders if you would like to provide invitees easy access.👍️ ReconfirmationsReconfirmation workflows can be

41410

3 months ago

Sam SCommunity Manager

published in Featured Tips + Tricks

Maximizing Automation with Routing Forms

🤔 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

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3 months ago

willow.arthurEmployee

posted in Featured Tips + Tricks

Connect your favorite tools to Calendly with Zapier!

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

3 months ago

Sam SCommunity Manager

published in Featured Tips + Tricks

Workflows and Why to Make the Switch

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

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3 months ago

Sam SCommunity Manager

published in Featured Tips + Tricks

12 Days of Calendly, Day 12: NEW! Host Pools for Collective and Round Robin Events

🎼On the twelfth day of Calendly, my community gave to me: advanced multi-person scheduling, finally!🎼Welcome to the 12 Days of Calendly, a series of guideposts where we give you the gift of product knowledge and understanding! Welcome to the final festive day of our fun-fact-frenzy! We’ve had a blast curating topics for you over the past 12 days and hope that you feel more informed and equipped than ever to maximize your usage of Calendly and simplify your scheduling. Happy dance!In case you missed it, Kelsi’s article yesterday went over some of the most helpful Calendly integrations and I highly recommend checking that one out here. Today I have the pleasure of going over a very cool new feature that we’ve had in the works for a while now– Host Pools for Round Robin or Collective Event types. Who can use this?Host pools for Collective and Round Robin event types are available to users on our Teams and Enterprise plans.To learn about the features in each plan, feel free to check out

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4 months ago

Kelsi at CalendlyCommunity Manager

published in Featured Tips + Tricks

Articles and Topics You Should Definitely Read: A Note from Your Friendly Mod Team

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

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4 months ago

Sam SCommunity Manager

published in Featured Tips + Tricks

12 Days of Calendly, Day 8: Adding Calendly to Your Website

🎼On the eighth day of Calendly, my community gave to me: Calendly on my website, wow-WEE!!🎼Welcome to the 12 Days of Calendly, a series of guideposts where we give you the gift of product knowledge and understanding! Happy Monday Cal Pals! If you’re like me, you’re still turning the handle of the wind-up-toy that powers your brain for the week, especially this close to the end of the year. I thought I’d start the week off with something on the simpler side that will still have a massive impact on your business. Listen– I’m all about working smarter, not harder! Before I dive in, here’s what happened over the weekend:Day 6: Creating a Collective Event in a Team PageDay 7: Managing Your Branding with Multiple Businesses Alright, alright, I won’t keep you on the edge of your seat (as if the title of the article doesn’t give it away 🤪). Let’s dive into adding Calendly to your website, or “embedding”, for scheduling efficiency only matched by the big man in red himself 🎅. What is “embed

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4 months ago

jillianCommunity Manager

published in Featured Tips + Tricks

Stop agonizing. Start here.

I freaking love this blog article from Jeff (Head of Product Marketing here at Calendly) on Calendly etiquette and totally recommend it as a getting start point when you’re thinking about how to share that little link of yours.https://calendly.com/blog/is-calendly-rudeThe tl;dr (but you should read!):Open the door for others first. Let someone give their availability the old fashioned way and offer up your Calendly. That’s like opening all the doors at once. How polite! Ask for their Calendly link. Either they’ll have one and you’ll be like “Hey! ME TOO! Are we best friends?” or they’ll be like “What is this magical Calendly?”… or it’ll be a good opening for you to share yours. It just inherently is a good thing. Saving someone time and effort is an incredibly kind and thoughtful thing to do. Maybe channel all the good vibes and good intentions and assume the recipient sees it that way too?What would you add?

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4 months ago

Kelsi at CalendlyCommunity Manager

published in Featured Tips + Tricks

12 Days of Calendly, Day 3: Cloning Event Types

🎼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

1973

4 months ago

Kelsi at CalendlyCommunity Manager

published in Featured Tips + Tricks

12 Days of Calendly, Day 7: Managing Events for Multiple Businesses

🎼On the seventh day of Calendly, my community gave to me: work arounds for managing event types (as a solo user) for multiple businesses and with unique brandiiing!🎼 Welcome to the 12 Days of Calendly, a series of guideposts where we give you the gift of product knowledge and understanding! On day six, Sam went over creating a collective event in a team page! Day five was full of information about how to share your landing page in creative ways. If you haven’t checked those out yet, you definitely should! Now, let’s get to ~dashing through the snow~ and on our way to the helpful information about managing event types for multiple businesses/brands below! ☃️ Many solo users in Calendly are operating with higher level scheduling needs, have more than one business to book meetings and events for, and have a need to set up branding for those businesses/brands within a single account. While, at this time, there is not a way to setup separate branding per event type within a single user’s

6133

4 months ago

Sam SCommunity Manager

published in Featured Tips + Tricks

12 Days of Calendly, Day 4: Creating a Round Robin in a Team Page

🎼On the fourth day of Calendly, my community gave to me: Round Robin booking, carefree!🎼Welcome to the 12 Days of Calendly, a series of guideposts where we give you the gift of product knowledge and understanding! After yesterday’s yuletide yeller from Kelsi showed us how to clone event types to help optimize our time this holiday season (and beyond), I’m bringing it back to some more team-oriented topics for day four of the 12 days of Calendly ❄️.On day two, I raved about team pages, but today, I’m going to jingle my bells🧑‍🎄 about our scrumptiously tear-and-share 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 co

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4 months ago

Kelsi at CalendlyCommunity Manager

published in Featured Tips + Tricks

12 Days of Calendly, Day 11: Helpful Integrations

🎼On the eleventh day of Calendly, my community gave to me: info on integrations I can use with ease!🎼Welcome to the 12 Days of Calendly, a series of guideposts where we give you the gift of product knowledge and understanding! Here we are - the second to last installation in our holiday series being posted! Days nine and ten brought information regarding routing forms for individual users and teams. Today, I plan to sing one more carol for you at the top of my lungs before my wonderful peer, Sam, closes us out tomorrow. What tune am I jingling this time? Let’s dive in and learn - about integrations you can take advantage of as a Calendly user! 🎉 The BasicsNo matter who you are, you’ll want to be able to set up a calendar connection and video conferencing. That’s why these basic integrations are available to everyone, free and paid users alike! Click each link below to learn more about the integration and how to get started. Zoom Google Meet Google Calendar O365 Calendar or Outlook.c

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4 months ago

Sam SCommunity Manager

published in Featured Tips + Tricks

12 Days of Calendly, Day 10: Routing for Teams

🎼On the tenth day of Calendly, my community gave to me: pre-screening and re-direction for my leads!🎼Welcome to the 12 Days of Calendly, a series of guideposts where we give you the gift of product knowledge and understanding! It’s Day 10 and we’re approaching the end of our 12 Days of Calendly extravaganza. For some fun perspective, if we had gone with the traditional 12 days of Christmas, you’d currently be flocked with 23 birds of different varieties, enough milk to start a small creamery, and a personal 19 piece ballet. Glad we opted for fun tips and tricks? I am 😅Yesterday, Kelsi showed us how routing forms can be optimized for individual use, which you can read about here, and today I’m going to expand on that to show you some ways routing can be utilized for a team! What are Routing Forms?Routing forms are a powerful tool you can use to pre-qualify or pre-screen your invitees. You can use form responses to route traffic accordingly to the appropriate event type, a custom mes

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4 months ago

Kelsi at CalendlyCommunity Manager

published in Featured Tips + Tricks

12 Days of Calendly, Day 9: Calendly Routing for Individual Users

🎼On the ninth day of Calendly, my community gave to me: an easy way to route invitees!🎼Welcome to the 12 Days of Calendly, a series of guideposts where we give you the gift of product knowledge and understanding! Yesterday, Sam taught us all about adding Calendly to your website - an incredible topic that goes hand in hand with what we’re going over, today! If you haven’t read that article yet, go check it out and then dash through the snow to read Sunday’s post - Managing Events for Multiple Businesses. Done? Great! Let’s move on to routing! 🎉 📍 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! 📄 What are Calendly Routing Forms? Routing forms let you request information such as industry, company size, specific i

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4 months ago

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Featured Tips + Tricks

🦃 Giving Thanks and Gratitude: Calendly Tips and Tricks for the HolidaysBlog

Different Invitee Limits for Different Time Slots in Group Event TypesTutorial

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