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Featured Tips + Tricks

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

  • 75 Topics
  • 127 Replies
75 Topics
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: 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. 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 does the No-Show Trigger do?The Zapier no-show trigger activates whenever an invitee does not attend a scheduled meeting and you mark them as a no-show. This allows you to set up automated workflows, or “Zaps

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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
Sam S
Employee
Sam SEmployee
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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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. By default, Calendly does not allow overlapping meetings, but because of a 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?Calendly is currently rolling out a new UI experience to all of our users, the process is slow to ensure stability, so some users may still be on the Old UI. I’ve added a walkthrough for both below!Old UI Edit your event and select Scheduling Settings Then, select the arrow nex

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Employee
willow.arthurEmployee
published in Featured Tips + Tricks
Calendly Hands On (Office Hours)

Calendly friends, Thank you for joining our inaugural Calendly Hands On (Office Hours) hosted in our Community! It was an engaging and insightful hour, and we’re so grateful to have had the opportunity to interact with you.    What sets this Hands On (Office Hours) apart? It's a live, interactive session where you can engage directly with our Success team. This is your chance to ask questions, discover new features, and receive personalized support—right when you need it. Make sure to sign up for our next session HERE! During our November Office Hours, we focused on Workflows, covering topics such as: A sneak peak at our new “Email to Someone Else” workflow (now live!) •  This amazing new workflow gives you the ability to send workflow emails to non-meeting participants.  Think of a world where you can:Prep meeting materials: Remind your teammates to create a meeting agenda or presentation Make cancellation adjustments: Prompt your Executive Assistant to reschedule or fill the time slo

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Sean Marlin
Community Manager
Sean MarlinCommunity Manager
published in Featured Tips + Tricks
Calendly link Etiquette

A common concern we hear from new users is that simply sharing a scheduling link could come across as impersonal or even rude. It might feel like you are shifting the burden of scheduling onto your invitee but, when approached with care, the practice can be a considerate way to respect the time and preferences of all parties. Here’s how to share your Calendly link in a way that even Emily Post would be proud of. Contextualize and PositionDropping a link without explanation can feel abrupt and even like task shifting. Instead, provide context before sharing. Most people appreciate efficiency, especially when their schedules are packed. By framing your Calendly link as a way to avoid an unnecessary back-and-forth you highlight its convenience and time savings. “I'd love to connect! Here’s a link to my availability so you can pick a time that works best for you.” Or “To make scheduling easier, feel free to use my Calendly link to find a time that suits your schedule.” Match your Invitee's

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Sean Marlin
Community Manager
David
Community Manager
DavidCommunity Manager
published in Featured Tips + Tricks
The Powered By Calendly Banner

Hi CalPals! 👋 Long time no see (or read, hah!) Maybe you’re new to Calendly, or a long time user - but a first time subscriber and you’re looking for the steps to get rid of the Powered By Calendly banner on your booking pages. Today, I wanted to go through this, and dig into some common issues we see when disabling it for the first time. What is this banner?The Powered By Calendly banner appears on your booking pages and routing forms, it will appear in the upper right corner if it’s enabled. It also includes the ‘Sign up for free’ email field on the confirmation page, as well as the email that’s sent to the Invitee.Who is this for?Any users on a paid plan. If you’re on a free plan, you will not be able to remove the Calendly branding. To learn about the features in each plan, feel free to check out our pricing page!The process for doing this will be slightly different if you are a single user, part of an organization or if you have your pages embedded on your site! (To check if you’

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David
Community Manager
hilaryyeg
Employee
hilaryyegEmployee
published in Featured Tips + Tricks
Calendly + ActiveCampaign

We’re entering the holiday season which (much to my excitement) means it’s time to start shopping the best buys for the important people in your life.As a partner marketer, I spend a lot of time thinking about Calendly’s integration partners, and I know that the marketing, email, and CRM automation tools small teams use are so important for growth. So, if you’re a solopreneur, small business, or even a larger business looking to continue growing and a new marketing automation tool is on your wish list this year, I’m here to add some sparkle to your holiday tech stack. Here are a few reasons why ActiveCampaign might be a helpful tool for you:You need to do more with less – ActiveCampain is a one-stop shop for marketing automation and CRM, so you can consolidate multiple tools into one You need to save time – customers save an average of 20 hours per month by automating their marketing workflows with ActiveCampaign You want to email your prospects and customers at scale – send targeted e

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Kelsi
KelsiCalPal Emeritus
posted in Featured Tips + Tricks
Secret Event Types: Control Who Books With You

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. 

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Sam S
Employee
Sam SEmployee
published in Featured Tips + Tricks
Maximizing Automation with Integrations

Teamwork makes the dream work! With its many native integrations, Calendly teams up with tons of other softwares and seamlessly integrates into your flow. Three of my favorite integrations for enhancing automation are our Zapier, Stripe, and PayPal integrations. Who can use these features? Our integrations with Zapier, Stripe, and PayPal 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!  ZapierZapier is a productivity tool that lets end users - like you! - integrate thousands of other applications and create automations. There are SO many ways to use Zapier, so I’ll start with a layman's overview of Zapier’s logic and what can be done with it. How it works:When someone schedules or cancels a Calendly event with you, Zapier will trigger an action in

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Sam S
Employee
Sam SEmployee
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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Sean Marlin
Community Manager
Sean MarlinCommunity Manager
published in Featured Tips + Tricks
Getting the Most Out Of Your Free Calendly Plan

Calendly is a powerful tool that seems to get more features by the month, but even a basic single Meeting 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 MeetingMaybe 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 meeti

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Sam S
Employee
Sam SEmployee
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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brutherford
Employee
brutherfordEmployee
published in Featured Tips + Tricks
Admin: How to turn a Reminder Basic Notification into a Reminder Managed Workflow (and why you should!)

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

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brutherford
Employee
brutherford
Employee
brutherfordEmployee
published in Featured Tips + Tricks
How to turn a Reminder Basic Notification into a Reminder Workflow (and why you should!)

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

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brutherford
Employee
brutherford
Employee
brutherfordEmployee
published in Featured Tips + Tricks
Groups vs. Teams: Which feature do I need for organization management?

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

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brutherford
Employee
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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brutherford
Employee
brutherfordEmployee
published in Featured Tips + Tricks
Help Us! What would you call this Workflows template and action?

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

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brutherford
Employee
D
Employee
Danielle MaEmployee
posted in Featured Tips + Tricks
Event type permissions for non-admins

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

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