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Meeting with the same users frequently? Want to follow up with someone you met with a few weeks ago? With Calendly's Contacts feature, you can easily view meeting details, track scheduling history, and schedule follow-ups with your contacts. This feature helps you stay organized and ready for your meetings.

 

Through the contacts page, there are two ways to book meetings with your clients. You’ll have the option to:

  • Book Meeting - This books a meeting instantly with the contact that you’ve selected
  • Share Availability - This sends an email to the client with a booking link to prompt them to book a meeting with you

 

Both options have their own uses, so I’ve added walkthroughs on both below:


 

To share availability:
 

  1. Navigate to your Contacts tab.
    Contacts Tab.png
     
  2. Select Share availability next to the contact you are looking to reach out to.
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  3. Select the event you want your invitee to schedule with you.
    Contacts Select an Event Type to share.png
  4. Select Next.
    Contacts next button.png
     
  5. For users who have integrated Gmail for workflows or Outlook for workflows:
    1. Choose which email address you would like to be used to send an email.
       

❗️Make sure you have an email connected through the integrations page under Gmail or Outlook for Workflows to send it from your email

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  1. Here, you can adjust the email and select the box to include a reminder if the user hasn’t scheduled a meeting within a set timeframe:
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  2. Select Send Email.
    Contacts send email button.png

 

To Book a Meeting Instantly:
 

  1. Navigate to your Contacts tab.
    Contacts Tab.png
     
  2. Select Book Meeting next to the contact you are looking to reach out to.
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  3. Select the event you’d like to book
    Contacts Select an Event Type to share.png
  4. On the booking page, you have a few editing options:
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    1. Edit the Title, Duration or Location
    2. Add any guests to the meeting
    3. Override your availability by selecting the button on the top right

      💡Overriding your availability also lets you see what Calendar Events Calendly is detecting:

       

  5. Once this is configured how you’d like, select the Book Meeting button to send the confirmation to yourself, and to your guests.


Post booking

Once the meeting is booked with a contact, you’ll be able to see a list of upcoming meetings with that specific client:

 

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Have you used the contacts page before? Is there a feature you’d like to see here in the future? Let us know!

 

FAQ

Q.  Can I remove a contact?
A. Yes! Just select Edit on their contact, then select delete:
 



Q.  How many guests can I add when I select ‘Book Meeting’?
A. You can add up to 10 different emails
 

I love this feature! However, I am having an issue with a text/SMS workflow when I book a Meeting for the invitee through Contacts. 

I use a workflow that sends a text/SMS reminder to the invitee a day before the meeting. However, the workflow is not triggering when I book the meeting through Contacts, even though the phone number is listed in the Contact record.  

I wonder if the text/SMS workflow is not triggered because there is no prompt for the invitee’s phone number on the booking page? That would be unfortunate especially if the user has previously included their phone number for text reminders in previous bookings. 

Hi ​@BPinATX - Thanks for reaching out!

Yes this is correct. Because the invitee does not have a way to ‘opt in’ to receiving text messages for this booking, they are not able to receive those types of workflows. However, any email workflows will still be sent this way.

I’ll forward this along to our team as feedback - Let me know if you have any other questions!

Thanks for the quick reply and explanation, David. That makes sense from a GDPR/governance perspective.

Suggestion: If the invitee is already stored in Contacts, it would be great to track those who had previously opted in to text messages so that text messages are available when I am book meetings through Contacts. 

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