Featured Tips + Tricks

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

81 Topics
159 Replies

Sean MarlinCommunity Manager

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 ellipses all the way to the right of the event type > click “Duplicate”: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 consid

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7 months ago

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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7 months ago

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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7 months ago

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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7 months ago

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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7 months ago

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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7 months ago

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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7 months ago

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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9 months ago

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’

9240

9 months ago

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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10 months ago

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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10 months ago

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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10 months ago

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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10 months ago

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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11 months ago

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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1 year ago

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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1 year ago

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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1 year ago

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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1 year ago

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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1 year ago

KelsiCalPal Emeritus

published in Featured Tips + Tricks

Hidden Fields: What they are and how to use them

➡️ 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!)

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1 year ago

Sam SEmployee

published in Featured Tips + Tricks

Start Time Increments: Managing your booking page's intervals of availability.

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

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1 year ago

KelsiCalPal Emeritus

posted in Featured Tips + Tricks

Heads Up: Google Analytics 4 has replaced Universal Analytics

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

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1 year ago

Sam SEmployee

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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1 year ago

KelsiCalPal Emeritus

published in Featured Tips + Tricks

An Overview of Booking ConfirmationsTutorial

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.

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1 year ago

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 year ago

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