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🤔 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 ways to use Routing Forms ✨

 

📤 Simplify Sharing

Provide your invitees with a selection of event types from one link or website embed without sharing your main landing page link.

 

Who can benefit from this?

  • Entrepreneurs managing event types for multiple businesses.
    • Invitees can be routed directly to the appropriate event type, without revealing any inapplicable information from another business.
  • Teachers who have some event types for student use and some for parents.
    • Invitees can be routed to the correct event type for their needs without being offered any inappropriate or unsuitable event types. 
  • Appointment based offices looking to provide one booking link for all of their customers (both new and returning).
    • Invitees can be routed to a ‘first time appointment’ or ‘follow up appointment’ event type accordingly, as well as being able to select their preferred professional.
      • For a quick demonstration on how this could be configured for a Physical Therapy office, feel free to take a look here.

 

📍Provide Location Based Availability

Those with availability that differs based on the day can use routing forms to prescreen invitees for their location or day preference prior to routing them to the correct corresponding event type.

Who can benefit from this?

  • Hybrid workers who want to offer in-person or virtual on their in-office day(s) and virtual only on their out-of-office day(s). 
    • Invitees can be routed to one of two event types, one for in-office days and one for out-of-office days. 
    • The event type for in-office days can be configured to offer a choice between in-person and virtual, while the out-of-office event type would only offer virtual.
  • Specialists working out of two offices who want to work from a specific office according to the day of the week.
    • Invitees can select their preferred office or day of the week and be routed to the correct event type accordingly. 
      • For a quick demonstration on how this could be configured, feel free to take a look here.

 

❓Prequalify and Prescreen Invitees

Those looking to ensure the invitees who book time with them meet a set of requirements, or to ensure they book with the correct team member can leverage routing forms to prescreen invitees and route them to the appropriate end destination.

Who can benefit from this?

  • Sales Reps looking to offer bookings for invitees who meet a certain set of criteria.
  • By prescreening invitees for factors like ARR, projected timeline, or company size, you can ensure you’re receiving quality bookings with leads who match your criteria.
  • For a quick demonstration on how this could be configured, feel free to take a look here.
  • Teams with Regional Reps looking to route invitees to the correct rep (or group of reps) for their region.
    • Invitees can select their location and be routed to an event type with a specific rep, or to a Round Robin event type pooling the availability of all the available region reps.
      • For a quick demonstration on how this could be configured for a medical  supply sales team offering in-person or virtual meetings, feel free to take a look here.

 

💡Tip: Only ‘dropdown’ or ‘radio button’ routing form questions will be able to trigger routing logic.

 

Routing Form Options

For some background, Calendly's native routing can be used to build out the complete routing flow. You are able to configure the entire path, from intake form to routing logic, all natively in Calendly. 

Those who prefer forms powered by other softwares, or are looking to incorporate Calendly’s routing logic into their existing tech stack can utilize our direct integrations with

JOwDk4E8yaFb1gWcEPMAKjyFk7GcXyRTRMGxtyOU9_gE-D517d7k2psX8qeMm10XjU4Z3fciAYmpClGZspbYuesLUv6503maR-iGwOPLHnD8NDDyCjZAVaP8HaVVzlopFKJ2vlda4aE8fErMRbw_-Bs HubSpot, CyAbEKtYjq7APlIJsHBkMLcCbTceed4GDmYDr118SlCgcwK0fww0jirZ9uOZYHT4wQ5ZLbCHRc02_oQj5zjQMegi4Jd84YnBKuDnYx0ShwaGzO6JHvzAgBUl59U92fmrKzQF6mIgEeecQJ1B3EutlOY Marketo, and UzA3QFms1EwVHgdw81_NLzoogsF1ZrMBw8Mj23-JNxJyq9Cmz0I7iHEaJ4QoFB9sLjYUmPDWCcb_VSRgZrhtqNIGmot4t6H1aC0YBlzJoF-vGoAt0PLSFR7TYtcbUHs2dRocqNl0f9QT0tboFeoCd6Q Pardot.

 

Did you know?

Users on our Enterprise plan also have access to route leads with Salesforce lookup. This allows you to automatically schedule known leads with their assigned owner, filtering by deal stage, territory, or other fields in Salesforce. 

If you’re interested in our Enterprise plan, please feel free to reach out to our Sales team.

 

More helpful info on Routing Forms

How to view Routing Form responses

How to export Routing Form responses

How to embed a Routing Form

Routing Forms Best Practices
 

How do you use Routing Forms already? How would you like to use Routing Forms? Share in the comments below! 👇

 

Another excellent article, Sara. I have personally used routing forms to make sure invitees were sent to the correct booking page when setting up an event with different options based on goal. The overall event involved my offering resume building and social media management services. So, I created two event types (one for each goal) and routed invitees to the correct event type based on three questions! It is such a great tool to put to good use. 

Hi,

In relation to routings and workflow. Are you aware of the possibility of sending out two appointments for one request. To explain further, a customer may use the booking screen to book an appointment with a salesperson, this would place the appropriate booking in both the customer and salespersons calendars. What would also be great if another internal only appointment was scheduled into the salespersons calendar only, to discuss this customer internally ‘x’ days prior to the customer appointment. Is this possible? @Sam S 

Thank you

Mark

Hi,

In relation to routings and workflow. Are you aware of the possibility of sending out two appointments for one request. To explain further, a customer may use the booking screen to book an appointment with a salesperson, this would place the appropriate booking in both the customer and salespersons calendars. What would also be great if another internal only appointment was scheduled into the salespersons calendar only, to discuss this customer internally ‘x’ days prior to the customer appointment. Is this possible? @Sam S 

Thank you

Mark

Hey Mark! Great question!

At this time, bookings will result in an event being created for the invitee and the host and that’s where it stops. However, this is a great idea I am adding as product feedback for later review!

I know this isn't exactly what you wanted to hear but do hope the information helps, at least somewhat! In the meantime, if an internal meeting needs to take place ahead of meeting with invitees, I’d suggest having the host book an additional meeting manually. Have a great holiday! 

Is it possible to use logic in the form, itself, before you get to the branching of the calendar? For example, I’d like to ask a question about their area of inquiry (e.g. Do you need help with A or B?) and then a new question is provided depending on whether they selected A or B (e.g. which aspect of B do you need help with?)? But they’d get a different question if they selected A. This would be very helpful based on the way our teams are structured and the type of support we want to offer.

Hi @Rachel.L,

That's a great question! While a single routing form is not able to be dynamic in that way, I recommend “daisy-chaining” a couple of forms together to accomplish your goal. 

Using your example, you could configure three routing forms. An initial form to determine whether your invitee needs help with “A” or “B”, then forms for each of those two options. Because routing forms can redirect invitees to an external URL, you can enter the routing form link of the appropriate secondary form.

Feel free to take a look at this quick demo I created with a use case where a client was looking to offer their clients the ability to select a type of lawyer, then be redirected to a form where they select their desired lawyer by name, or book with any available lawyer of that variety. 

 

I hope this helps! If you have any other questions please feel free to reach back out!

This was helpful. Thanks, @Sam S ! A little bit more cumbersome than a single routing form, but it achieves the desired outcome without having to use an external resource for creating a form.

Is there any way to automagically follow up with those who complete the form and are routed to an event but don’t complete the booking?

Apologies Lindsay25145 but there isn’t a way to automate what you’ve described for invitee privacy reasons. An invitee would have to willingly give their information, usually at the point of booking, in order to capture their contact details. You could, however, ask a required screening question about their contact information but that would likely lower your conversion rate.

I do ask for contact information in the routing form - so I can follow up. I use it as an application form. All the details get passed on when they reach the booking page so they don’t need to double enter the information. There’s no privacy reasons I can see why that wouldn’t work.
The question is - how can I use that information in a workflow natively or share/integrate with active campaign to trigger a follow up sequence.

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