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Featured Tips + Tricks

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

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  • 125 Replies
75 Topics
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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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D
Employee
Kelsi
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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Kelsi
Sam S
Employee
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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brutherford
Employee
brutherfordEmployee
published in Featured Tips + Tricks
NEW for admins: Managed Workflows — standardize and scale your team’s full meeting experience

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

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brutherford
Employee
Kelsi
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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Kelsi
Kelsi
KelsiCalPal Emeritus
published in Featured Tips + Tricks
Organize your booking page: rearranging event types and more

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

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Kelsi
Sam S
Employee
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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Kelsi
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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Kelsi
Kelsi
KelsiCalPal Emeritus
published in Featured Tips + Tricks
Exciting Update: Workflows for Shared Event Types

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

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Kelsi
Kelsi
KelsiCalPal Emeritus
published in Featured Tips + Tricks
🦃 Giving Thanks and Gratitude: Calendly Tips and Tricks for the HolidaysBlog

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

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jillian
Community Manager
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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Kelsi
scotty
Employee
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

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scotty
Employee
Sam S
Employee
Sam SEmployee
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

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jillian
Community Manager
W
Employee
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

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W
Employee
Sam S
Employee
Sam SEmployee
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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Sam S
Employee
Kelsi
KelsiCalPal Emeritus
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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jillian
Community Manager
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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Kelsi
Kelsi
KelsiCalPal Emeritus
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

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Todd75416
Calendly Connector
Kelsi
KelsiCalPal Emeritus
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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Kelsi
Sam S
Employee
Sam SEmployee
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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Sam S
Employee
Kelsi
KelsiCalPal Emeritus
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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Kelsi
Sam S
Employee
Sam SEmployee
published in Featured Tips + Tricks
12 Days of Calendly, Day 6: Creating a Collective Event in a Team Page

🎼On the sixth day of Calendly, my community gave to me: Collective booking for you and me!🎼 (and anyone else on your team with whom you would like to co-host meetings… teehee 🤭)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 six and we’re halfway through our festive fortnight 🌝! Well, technically it’s a little bit less than a fortnight, but I couldn’t resist the alliteration. Kelsi brought the magic yesterday, with tips on how to master the art of sharing your landing page. If you missed it, click here to check it out! As Buddy the elf says– “The best way to spread Christmas [or any Holiday!] cheer, is singing loud for all to hear!” …but how do I make sure my whole team is available and included in meetings when an invitee books?What a great question! I’m so glad you asked, because I’d love to tell you! What is a Collective Event Type?Calendly’s Collective event types allow invitees to book meeti

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Sam S
Employee
Kelsi
KelsiCalPal Emeritus
published in Featured Tips + Tricks
12 Days of Calendly, Day 5: Sharing Your Landing Page

🎼On the fifth day of Calendly, my community gave to me: an overview of the landing page experience for invitees!🎼 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 this article that goes over what the series is, what’s been posted to date, and keep checking back as each day will include a link to a new addition! ☃️ Yesterday (day four), Sam decked our halls with boughs of info about creating Round Robin Event Types in a team page, and on day three I went into detail about cloning event types ! Today I am going to jingle all the way into Sharing Your Calendly Link intuitively! Picture this: you are a solo Calendly user that offers a variety of different classes and meetings. Perhaps you are a college professor that wants to provide an ability for their students to join lectures online, attend office hours and schedule lab time whi

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Kelsi
W
Employee
willow.arthurEmployee
posted in Featured Tips + Tricks
Want to have your invitee questions pre-populate?

 Invitee questions are a great way to obtain vital context from your invitees before they schedule a meeting with you. You can use invitee questions to ask invitees necessary screening questions or what they’d like to discuss in your meeting - all to help you gather information that will create a more valuable, efficient meeting. However, there are some instances where you want pertinent information about your invitee, such as name, location, and answers to custom questions, to automatically display without them having to manually enter it. Having this information already displayed for your invitee creates a personalized experience for them, especially if they've  already been asked similar questions before. You can automatically display information such as:Name First name Last name Email Location Custom question responses Checkboxes and radio button Additional guests Phone number To learn how to add invitee information to your Calendly link, click here  

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Kelsi
baileyperezthompson
Employee
baileyperezthompsonEmployee
posted in Featured Tips + Tricks
Tip: Creating a "One-on-One" Event Type for Teams

Many admins and owners (for tracking purposes) like to have their team members’ events all in one place. However, Teams do not offer one-on-one events… or do they? One of the first “tricks” customers often learn in the system is that you can make a Collective event type within a Team act as a One-on-One event type. How do you do this? Follow the steps below!Go to your Team → select the “New Event Type” button on the right hand side of your screen → and click on “Collective Event Type”. Once you are in the “Team Members and Location” section of the event type, add the one team member you’d like to be a part of the Collective event type. Note: If there are multiple team members selected, uncheck the checkboxes for those team members and only select the user / team member you’d like to be on the event type.  Proceed as normal when setting up a collective event type.It’s that easy! Want to see all the steps at once? Watch this quick loom video.

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baileyperezthompson
Employee
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