What is Calendly?

Calendly is an online scheduling tool that automates booking appointments. Instead of endlessly emailing back and forth about available times, you share a Calendly link. Other people pick a time that suits them from your available time slots. Calendly checks your calendar, prevents double bookings and sends confirmations and reminders automatically.

The tool is ideal for professionals who schedule appointments regularly: consultants, coaches, salespeople and recruiters, but also for personal use, such as appointments with friends or family. The free plan offers basic functionality, while paid plans add extra features for teams and businesses.

Setting up your Calendly account

Signing up and logging in

Go to calendly.com and create an account with your email address or your Google or Microsoft account. Linking Google or Microsoft is handy because it enables direct calendar integration. After you sign up, Calendly guides you through a short setup wizard.

Connecting your calendar

Connect your calendar so Calendly knows your availability. Supported calendars are Google Calendar, Microsoft Outlook/Office 365 and iCloud Calendar. Calendly reads when you are busy and only shows free times to people who want to book. You can connect multiple calendars if you combine different calendars.

Setting your availability

Set when you are available for appointments. Define your working days and working hours. You can set different availability for different types of appointments. Also add blocked time for lunch, preparation or other recurring breaks. Calendly respects these settings and only shows available slots.

Creating event types

What are event types?

Event types are the kinds of appointments you offer. Each event type has its own settings: duration, location, availability and description. For example, you can set up a '30-minute introductory call' and a '60-minute consultation' as separate event types, each with its own conditions.

Creating an event type

Click 'Create' and choose the type: one-on-one, group or collective. For most users, one-on-one is the starting point. Give the event type a name that makes clear what it is. Set the duration, from 15 minutes to several hours. Add a description that explains what the appointment is about.

Location options

Decide where the appointment takes place. Options include a Zoom video conference, Google Meet, Microsoft Teams, a phone call, a physical location or a custom location. For video calls, Calendly integrates directly with the service and creates a meeting automatically. For phone calls, you can choose who calls whom.

Adding questions

Set up form fields that invitees must answer when they book an appointment. The standard fields are name and email, but you can add your own questions: phone number, company name, topic of the appointment or other relevant information. This helps you prepare for the appointment.

Advanced settings

Buffer time and limits

Add buffer time before and/or after appointments. This gives you room to wrap up, travel or simply take a short break. You can also set daily limits, for example a maximum of three appointments per day. These settings prevent overloaded days and protect your productive time.

Minimum scheduling notice

Set a minimum scheduling notice. If you require appointments to be booked at least 24 hours in advance, nobody can schedule a last-minute appointment an hour from now. This gives you time to prepare and prevents surprises in your calendar.

Reminders and follow-ups

Calendly can automatically send reminders to invitees: a day in advance, an hour in advance or at times you choose. You can also set up automatic follow-up emails that are sent after the appointment. This reduces no-shows and improves communication without manual work.

Every Calendly user has a personal URL (calendly.com/yourname) with an overview of all active event types. Share this link on your website, in your email signature or send it directly to people. They choose which type of appointment they want and select an available time.

Each event type also has its own direct link. If you know someone needs a specific type of appointment, you can share that direct link. This saves the recipient a step and takes them straight to booking the right type of appointment.

Embed options

You can also embed Calendly on your website. Choose from several options: an inline widget, a pop-up widget or a pop-up text link. This keeps visitors on your site while they book, which looks more professional than sending them to an external page.

Making the most of integrations

Video conferencing integrations

Connect Zoom, Google Meet or Microsoft Teams. When someone books an appointment, a video conference link is generated automatically and added to the confirmation. No more creating meetings by hand; everything is ready for the appointment right away.

CRM and other integrations

Paid plans support integrations with CRM systems such as Salesforce and HubSpot. Appointments can automatically be created as contacts or events. Connections with Zapier also open up thousands of automation options with other apps and services.

Payment integrations

For consultants and coaches who are paid for their time, Calendly integrates with payment services such as Stripe and PayPal. Invitees pay directly when they book. No separate invoices or reminders are needed; payment is part of the booking process.

Team features

Calendly for teams

Paid team plans offer features for multiple users. Create team event types where appointments are automatically distributed among team members. Round robin distributes appointments evenly, or you can combine availability so invitees choose from all available slots of the whole team.

Collective events

For appointments that require several team members, collective events are the solution. Calendly automatically finds times when all the required people are available. This is ideal for interviews with several interviewers or meetings with several stakeholders.

Tips for effective use

Come across as professional

Personalize your Calendly page with your photo, logo and brand colors. Write clear descriptions for your event types. A professional Calendly page strengthens your image and builds trust with people who want to meet with you.

Limiting your availability

Do not offer your entire week as available. Keep time free for focused work, admin and unexpected matters. By deliberately limiting your availability, you protect your productivity while still being accessible for appointments.

Optimizing workflows

Combine Calendly with other automations. Automatically send relevant information after an introductory call. Add new contacts directly to your mailing list. With Zapier or native integrations you can build complete workflows around the moment of an appointment.

Conclusion

Calendly turns scheduling appointments from a time-consuming task into an automated process. By letting other people choose from your available times, you eliminate endless back-and-forth emails. With integrations for video calls, automatic reminders and payment options, Calendly is a complete solution for anyone who handles appointments professionally.

Frequently asked questions

Is Calendly free to use?

Yes, Calendly has a free plan with basic functionality: one active event type, unlimited bookings and calendar integration. Paid plans add multiple event types, team features, integrations and advanced options. For basic individual use, the free plan is often enough.

Can other people see my entire calendar?

No, Calendly only shows available time slots. The details of your existing appointments and commitments are not visible. Invitees only see when you have indicated you are available and which times are not taken by other commitments.

Does Calendly work with my calendar app?

Calendly integrates with Google Calendar, Microsoft Outlook/Office 365 and iCloud Calendar. The integration works both ways: Calendly reads your existing appointments and adds new bookings directly to your calendar. Combined availability from multiple calendars is also possible.

Can I charge for appointments through Calendly?

Yes, with paid plans you can connect Stripe or PayPal. You set a price for event types and invitees pay directly when they book. This is ideal for consultants, coaches and others who work per session. Payment must be completed before the booking is confirmed.

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