How to Use Calendly: Full Step-by-step Guide

Calendly saves your organization time by eliminating back and forth emails with clients and simplifying scheduling processes in your business.

Calendly has some great integrations with other tools that can help you manage your schedule and even automate it. Here’s an in-depth guide on how to use Calendly.

How to sign up for Calendly

  1. Open Calendly in your browser.

    Free Online Appointment Scheduling Software - Calendly
    Calendly home page.
  2. Add your email and click Sign Up to create a new account.
  3. Enter your full name and password, then click Continue.

    Sign up - Calendly
    Sign up – Calendly.
  4. Calendly will send you a confirmation email. Click Confirm My Email.

    Calendly- confirm email
    Confirm your email
  5. The link will redirect you to Calendly. Add your password, then select Continue.

    Calendly- Sign in
    Add a password to sign in.
  6. Click Set Up Later to skip creating the Calendly URL.

    Calendly- Set up later
    Set up later.
  7. Click Continue without Calendar – we will add this later.

    Calendly- Continue without Calendar
    Proceed without linking with calendars.
  8. Click Set Up Later to skip adding your availability.

    Calendly- Set availability later
    Set your availability later.
  9. Enter your role at work and select Finish.

    Calendly-Select role
    Select your role at work.

How to customize your Calendly profile

  1. Click Account, then pick Account Settings from the drop-down to customize your profile.

    Calendly - Your Account
    Account settings.
  2. Upload your picture, add your name, the welcome message you would like people to see, language, date, time, country, and time zone.
  3. Click Save Changes.

    Profile - Account Settings - Calendly
    Account settings profile.
  4. Select Branding below “Account Settings.” Click Upload Image to add your business logo. Ensure the toggle button is on the right to activate “Calendly Branding” and select Save Changes.

    Branding - Account Settings - Calendly
    Account settings Branding.
  5. Click My Link below “Account Settings” to change your Calendly link to a name representing your business or brand.
  6. Click Save Changes to save the new Calendly link.

    My link - Account Settings - Calendly
    Account settings link.
  7. If you want to change your password or email, select Login under “Account Settings” and update your information.

    Login - Account Settings - Calendly
    Account settings login.

How to connect Calendly to other calendars

  1. Go to accounts, then click Calendar Connections from the drop-down menu.

    Calendly -calendar connections
    Calendar connections.
  2. Navigate to calendars and select the one you would like to connect with Calendly. In this case, let’s add a Google calendar.
  3. Click Connect next to Google Calendar.

    Calendly-Google calendar
    Select the calendar.
  4. Select the Google account that you would like to link with Calendly.

    Calendly - Google Accounts
    Google accounts.
  5. Click Allow to grant Calendly permission to make changes on your Google calendar.

    Calendly-Sign in - Google Accounts
    Grant permission to access your Account.
  6. After that, Calendly will sync to your Google calendar.
  7. You can add up to 6 different calendars. To add another calendar, click Add Calendar Account, and repeat steps 2 to 5.

    Calendly- Google Account Linked
    Google account is linked.
  1. Select the Integrations tab from the top left corner, scroll down, and select Zoom.

    Calendly-Zoom Integration
    Zoom Integration.
  2. Select Connect Zoom.

    Calendly- Connect Zoom
    Connect Zoom.
  3. You will be redirected to Zoom to sign in to your account. After adding login details, click Sign In.

    Calendly - Sign In - Zoom
    Sign in to Zoom.
  4. Enter the confirmation code sent to your email, then click Verify.

    Calendly- Zoom Verify
    Verify your zoom account.
  5. Once verified, check the box to give Calendly permission to access your Zoom account, then select Authorize.

    Calendly - Zoom Authorization
    Zoom Authorization
  6. You might receive this error message: “Unable to install this app because it needs pre-approval by your account admin. Please contact your account admin for more details.”If yes, follow the steps below.

    Zoom Calendly connection error.
    Zoom-Calendly linking error message.
  7. Go to Zoom Marketplace and search for Calendly (make sure you are logged in).

    Calendly Zoom Intergration App Marketplace
    Zoom marketplace.
  8. Move the toggle bar to the right to enable Calendly to connect with Zoom.

    Calendly for Zoom - Zoom App Marketplace (1)
    Calendly for Zoom.
  9. Head back to Calendly and continue from steps 3 to 5. Now Calendly is connected to your Zoom account.
  10. If you would like to remove the Zoom account, select Disconnect.

    Calendly - Zoom connected
    Zoom connected.

How to create events in Calendly

On the home page, delete the event automatically created by clicking on the engine icon and selecting Delete.

Calendly -Delete Event Types
Delete events.

How to create a One-on-One event in Calendly

  1. On the home page, select New Event Type.

    My Calendly -New Event Type
    New event type.
  2. Select Create next to the “One-on-One” event type.

    Calendly-One-on-one event
    One-on-one Event
  3. Add the event name, the location from the drop-down, general information about the meeting, the meeting link, and event color, then click Next.

    Calendly-Add details
    Add details.
  4. Below “Date range” select how long people can book you for. You can pick X days in the future, within a specific date range, or indefinitely.
  5. At “Duration” pick how long you want your meeting to last.

    Calendly- Duration
    Add duration.
  6. Below “How do you want to offer your availability for this event type”, select Set custom hours to create a new schedule.
  7. You can change the time zone and the time of the day when you will be available.
  8. If you aren’t available on a particular day, uncheck the box next to that day.

    Calendly-Set Custom hours
    Set Custom hours.
  9. To avoid back-to-back meeting scheduling or immediately jumping from one meeting to another, you should block time off. Under “Want to Add time before or after your events,” check the “Before event” box and “After event” box, then add how long you would like to block time off.
  10. Click Save & Close to save the updates.

    Calendly- Save changes.
    Save changes.
  11. On the home page, select Turn on to activate your calendar.

    Calendly - Activate
    Activate the event.
  12. Click on the view booking page to see what the calendar will look like for your visitors.

    Calendly - View
    View

How to create a group event in Calendly

You can use group events to schedule classes, tours, webinars, or conferences.

  1. On the home page, select New Event Type.

    My Calendly - Group Event Types - Calendly
    Add a new event type.
  2. Select Create next to the “Group” event type.

    Calendly- Group events
    A group event.
  3. Add the event name, location from the drop-down, general information about the meeting, the meeting link, the maximum number of people attending the event, and select the event color.
  4. You can check the “Display remaining spots on booking page” box so that your invitees can see the remaining slots.
  5. Calendly automatically generates the meeting URL. If you want a custom URL, make changes under “Event link.”
  6. Click Next.

    Calendly- Add details
    Add details.
  7. Below “Date range,” select the date range you will be available for. You can pick X days in the future, within a specific date range, or indefinitely. Let’s choose a particular range of dates.

    Calendly- Date range
    Date range.
  8. At “Duration,” pick how long you want your occasion to last—for example, 60 minutes.
  9. At “How do you want to offer your availability for this event type,” you can choose to create a new schedule or pick the one you created by clicking Use an existing schedule.
  10. To create a new schedule, select Set custom hours. Add your availability next to each day.
  11. You can change the time zone and the time of the day when you will be available. If you aren’t available on a particular day, uncheck the box next to that day.

    Calendly- New schedule
    New schedule.
  12. To avoid back-to-back meeting scheduling or immediately jumping from one meeting to another, check the “Before event” box and “After event” box, then add how long you would like to block time off.
  13. Click Next.

    Calendly- Buffer
    Block time off.
  14. Calendly will generate the event link.
    Calendly- Group Event Link
    Group event link.

    Click on the link to view how the calendar will look to other users.

    Calendly - View (1)
    Live view

How to create a collective event in Calendly

In collective events, the calendar is open for booking only when all team members are available—for example, invitees meeting with the CEO and the salesperson.

  1. On the home page, select New Event Type.

    Calendly - Event Types - Calendly
    Event types.
  2. Click invite members to add new team members.

    Calendly - Invite members
    Invite members.
  3. Add their emails and click Next, then select Finish.

    Calendly-Finish
    Finish
  4. On the home page, select New Event Type.
  5. Select Create next to the “Collective” event type.

    Calendly- Collective
    Collective events.
  6. At “Who will be part of this event type?” enter the team member’s name to add them.
  7. Click Next.

    Calendly - Member
    Members.
  8. At “What event is this?” enter your event name, meeting description, and color, then click Next.

    Calendly -Event team
    Add the event details.
  9. At “Hosts & Location,” select the location that best suits you and other team members.
  10. Select Next.

    Calendly- Hosts and Location
    Hosts and Locations.
  11. Below “Date range” select the days you want event to be available. You can pick X days in the future, within a specific date range, or indefinitely. Let’s choose seven days into the future.

    Calendly - Date range
    Date range
  12. Under “Duration,” pick how long you want your event to last, for example, 45 minutes.
  13. Under “Available hours,” choose a different schedule for each host or use the same program for all the hosts.
  14. When you choose the same schedule for each team member, you will have one calendar for all team members.

    Calendly- Each calendar
    Same calendar.
  15. If you select “choose hours for each host,” the calendar will be open for booking when all the team members are available.
  16. Click on Edit to set availability for each team member.

    Calendly- Each calendar
    Different calendar.
  17. You can check the “Before event” box and “After event” box to add time before and after your events.
  18. Select Next.

    Calendly- Block time off (1)
    Block time off.
  19. Select the view booking page to see how the calendar will look for visitors on the home page.

    Calendly - Live view
    Select view booking page.

How to create a round-robin event in Calendly

A round-robin event rotates the host of the event between team members. The invitee will pick the time when any team members are available.

  1. On the home page, select New Event Type.

    Calendly - Event Types
    Event type.
  2. Select Create next to the “Round Robin” event type.

    Calendly- Round Robin
    Create a round-robin event.
  3.  In “Who will be part of this event type,” type the team members’ names to add them to the event.
  4. Select Next.

    Calendly - Add Team Members
    Add team members.
  5. At “What event is this?” enter your event name, meeting description, and color.
  6. Click Next.

    Calendly- Event details
    Event details.
  7. You can optimize the event by availability or equal distribution. Optimizing by availability enables invitees to book any available host while optimizing by equal distribution ensures all the hosts have almost the same number of meetings.

    Calendly- Optimization
    Optimize.
  8. When you optimize for availability, you need to add hosts priority. Click on the “star icon” to show hosts’ priorities. Clicking three times shows high priority, twice medium, and once low importance.
  9. Add the location that best suits each host. Under “Show advanced settings,” add the reschedule preference. Click Next.

    Calendly - Team members Priority
    Team members priority
  10. Below “Date range,” select a range of dates meetings can be accepted. Calendly- Date range (1)Date range.
  11. At “Duration,” Pick how long you want your Event to last—for example, 30 minutes.
  12. You can choose a schedule for each host or use the same schedule for all hosts at “Available hours.”
  13. If you select “choose hours for each host,” Click on Edit to set availability for each team member.

    Calendly- Set availability.
    Set availability
  14. You can add time before and after each event to prevent back-to-back meetings. When finished, click Save & Close.

    Calendly- Save and close.
    Save changes.

How to customize Calendly events

  1. Select the event that you would like to customize.

    Select Event Types - Calendly (1)
    Select event type.
  2. Scroll down to “Additional Options” and expand Invitee Questions.

    Calendly- Invitee questions
    Expand invitee questions
  3. To add the questions that you have for your invitees. Create a new question by selecting Add New Question.

    Calendly- Add new question
    Add a new question.
  4. If the question is not optional, check the “Required” box.
  5. Choose “Answer Type” from the drop-down.
  6. You can select the One-Line answer type for short answers and the Multiple Lines answer type for lengthy explanations. For option list selection, select Radio Buttons and Checkboxes answer type.

    Calendly- Answer types
    Answer types.
  7. Use the trash can icon to delete expected answers or questions.
  8. Click Save & Close to save changes.

    Calendly- Save changes. (2)
    Save changes.
  9. Expand Notifications and Cancellation Policy.

    Calendly- Notification and cancellation policy
    Notification and cancellation policy.
  10. Select Personalize next to “Email Confirmation’ or “Email Cancellations.’

    Calendly Personalize email
    Personalize email.
  11. Make the changes you’d like on the email to brand it. Click Save & Close to save the email.

    Calendly- Edit notification
    Edit notification.
  12. If you would like an event reminder, email follow-up, or text reminder sent to your invitees, click the OFF toggle button next to “Email Reminders” and turn it to ON. Do the same next to “Text Reminders”.
  13. Click Personalize to edit the reminder or email follow-up.

    Calendly- reminder
    Reminder.
  14. To add cancellation policies, select Show Cancellation Policy to expand it.
  15. Type in your policy, then click Save & Close.

    Calendly- Cancellation policy
    Add cancellation policy.

How to create a one-off meeting in Calendly

A one-off meeting is used to set up a one-time meeting function with high priority and is not the same as your other events.

  1. Select Create and pick a one-off meeting from the drop on the home page.

    one-off meeting - Event Types - Calendly
    One-off meeting,
  2. Select the duration of the meeting at “Duration” If you would like to add another host from your team, enter their email at “Hosts”
  3. Select the month you would like to have this meeting from the month drop-down. You can only book a one-off session up to 3 months in advance.
  4. Select the time and date when you’d like to have this meeting and click Next.

    Add details - Event Types - Calendly
    Add duration and hosts.
  5. Add the meeting name and location.
  6. Select Add details/Agenda to add more information about the meeting.
  7. Select the slide button next to “Reserve times” When you enable reserve times, a placeholder will be added to your calendar so that no one else can book you at this time until the invitee books you via the one-off meeting invitation.
  8. Select Publish meeting.

    Add details - one-off meeting - Calendly
    Add details.
  9. Your meeting URL will popup – this is a customizable link which you can change.

    link - one-off meeting - Calendly
    Copy link.
  10. Copy the link and open it in a new window to view the booking page.

    Calendly - Live view (1)
    Live view one-off meeting.
  11. Once you have created the meeting, you can find it under Scheduled Events at Pending.

    View - one-off meeting - Calendly
    View one-off meeting.

How to set up your availability in Calendly

  1. On the home page, select Availability from the top menu.

    Calendly -Availability
    Availability.
  2. To set your availability, select New Schedule.

    Set your availability - Calendly
    Set your availability.
  3. Add a schedule name, then select Create.

    Create your availability - Calendly
    Create Availability
  4. Check the boxes next to the days when you are available.
  5. Select the addition sign to add multiple time frames of availability, and pick the time from the drop-down. Multiple time frame ensures booking does not occur during specific durations like lunchtime.
  6. To delete time, click on the trashcan icon.

    Time frame - Set your availability - Calendly
    Time frame.
  7. If your availability is recurrent from the one you just created, click the copy icon, select the recurrent days, and select Apply.

    Copy time frame- Set your availability - Calendly
    Copy time frame.
  8. To make changes on a specific day, select Add a date override.

    Date override- Set your availability - Calendly
    Date override
  9. Select the day you would like to make changes, then click Apply.

    Working hours - Set your availability - Calendly
    Select the date.
  10. If you are away for a specific period of time, select the dates, then under “what hours are you available,” click on the trash can icon.
  11. Click Apply. You’re now unavailable on the selected dates.

    Dates to override- Set your availability - Calendly
    Select dates.
  12. The calendar will display the changes. If, for instance, changes occur to your vacation dates and you will be available, just click on the trashcan icon, and the calendar will undo the override.

    View override - Set your availability - Calendly
    View override
  13. Select Event Types and pick which event type to use with the calendar from the drop-down.
  14. Click Save to complete setting up your schedule.
  15. You can now view your calendar in List view or Calendar view.

    Event type - Set your availability - Calendly
    Add the event type.

How to add rules to your availability in Calendly

  1. Select the event you would like to add availability rules to on the home page.

    Select Event Types - Calendly
    Select event types.
  2. Select When can people book this Event? to expand this section.

    Calendly- Activity
    Select when people can book you.
  3. Scroll down and select Additional rules for your Availability.

    Calendly - Additional rules
    Select additional rules.
  4. To adjust the available time to start a meeting, select the time at “Start time increments”. Shorter increments give your invitees more time options for booking.

    Calendly- time increments
    Time increment.
  5. To prevent last-minute scheduling, head over to “Scheduling conditions” at “Invitees can’t schedule within…” and select the minimum time prior to an event booking.
  6. You can also set the maximum amount of events per day at “Maximum allowed events per day for this type of event.”

    Calendly- Scheduling condition
    Set time condition.
  7. Under “Time zone display”, make sure Calendly automatically detects your invitees’ time zone.
  8. If you want to make your meeting hidden so that only the people with the link can see, check the box under “Secret event.”
  9. Click Save & Close.

    Calendly- Save changes. (1)
    Save changes.

How to receive payments in Calendly

  1. Select the Integrations tab from the top left corner, scroll down, and select your preferred payment method. For example, you can use PayPal or Stripe. For this tutorial we will be using Paypal.

    Calendly- Payment method
    Select payment method.
  2. Select Connect with PayPal.

    Calendly- Connect PayPal
    Connect PayPal.
  3. You will be redirected to your PayPal account, enter your email and country, and click Next.
  4. Enter your password and select Login.

    Calendly- Add email
    Add email.
  5. Click Agree and Connect to allow Calendly to handle your payments.

    Allow PayPal to connect your account with Calendly LLC
    Allow PayPal to connect your Account with Calendly.
  6. Now your PayPal is connected to Calendly.

    Calendly- PayPal is connected
    PayPal is connected.
  7. To receive payment, select the event you are charging.

    Select event types - Calendly (2)
    Select event types
  8. At “Additional Options,” select Collect Payments to add the payment details.
  9. Select the method of payment, the amount of money, and your terms for the payment.
  10. Click Save & Close.

    Calendly- Collect payment.
    Add payment details.
  11. Click on the View booking page to view the paid event.

    Calendly - View event
    View event.

How to create meeting polls in Calendly

Meeting polls are helpful when setting up a meeting with a group of people or on various calendars.

  1. Select the Create button and then pick Meeting poll from the dropdown menu.

    Meeting poll - Event Types - Calendly
    Create a meeting poll.
  2. Add the meeting duration. If you have multiple schedules, select the one you would like to use.

    Add duration - meeting poll - Calendly
    Add duration.
  3. From the calendar, select the time you will be available for the meeting.
  4. There’s a maximum of 40-time slots available by clicking on the times selected. If you want to delete a time, you can cancel a time from “Selected times”. Click Next.

    Select time- meeting poll - Calendly
    Select time.
  5. Add the meeting poll name and location. Select Add details/Agenda to add more information about the meeting.
  6. Toggle on the button next to “Reserve times.” When you enable reserve times, a placeholder will be added to your calendar so that no one else can book you at this time.
  7. Click Publish meeting poll.

    Add details - meeting poll- Calendly
    Add details.
  8. Customize the poll’s URL if you prefer. To view the meeting poll, click View live page.
    View meeting poll - Calendly
    View the meeting poll link.

    Calendly - live view poll
    Live view poll.
  9. Calendly will send you an email notification when people vote on a time that works best for them.

    Calendly- Sample email
    Sample email notification.
  10. To set the best time to book the meeting, select Pending at Scheduled Events. Click the meeting poll to expand and view the votes.

    Meeting poll - Scheduled Events - Calendly
    Meeting poll location
  11. Choose the overall winner with the top vote. Select Book meeting time under the winning vote.

    Poll votes- Scheduled Events - Calendly
    The meeting poll votes.
  12. Calendly will send a meeting invitation to them and add it to your calendar. From here, you can add or remove invitees.

    Book meeting - Meeting poll- Calendly
    Book meeting.

How to automate Calendly with workflow

Workflow allows you to send personalized messages to your invitees after a meeting.

  1. Select the Integrations tab from the top left corner, scroll down, and select Gmail for Workflows.

    Calendly- Gmail for Workflow
    Select Gmail for Workflow.
  2. Select Connect Gmail.

    Calendly - Connect Gmail
    Connect Gmail.
  3. Select the Gmail account you would like to link with Calendly from the popup.

    Calendly - Sign in - Google Accounts
    Select the Account.
  4. Check the box next to “Send an email on your behalf” to allow Calendly to access your Gmail account.
  5. Select Continue.

    Calendly - Google Accounts Access
    Grant Gmail access.
  6. Now that your calendar is connected, select Explore workflows.

    Calendly- Workflows
    Explore workflows.
  7. Click Create your own workflow to get started.

    Calendly- Create workflow
    Create workflow.
  8. At “When this happens,” select what will trigger Calendly to send an email. For example, if you want to send a thank-you email after a meeting, at “when this happens,” select Event ends.

    Calendly- Create email trigger.
    Create an email trigger.
  9. At “How long after event is canceled?” select when you would like the message sent.
  10. At “Do this” pick whom you would like to send the email – it can be the host or invitee. Click Next.

    Calendly- Create the action.
    Create the action.
  11. Add the workflow name and pick which event type you want to send the message. Select Apply to save changes.

    Calendly- Workflow description
    Add workflow description.
  12. Under “Do this” select Edit to customize the message sent.

    Calendly- Edit workflow action
    Edit workflow action.
  13. You can choose the email template and add the subject line and body. By selecting the Thank you template, the other fields auto-populate. Click Done.

    Calendly - Workflow add the message
    Edit the email.
  14. We can add more activities by selecting Add Action. You can add up to 5 activities to the workflow. These activities include sending a reminder to the event organizer, sending a follow-up message to invitees, or sharing resources. To add more actions, repeat the same process from steps 8 to 16. Select Save to continue.

    Calendly- Workflow
    Save changes.
  15. To view the automation, Select Workflows. You can also edit, clone, or delete a workflow from here.

    Calendly- Workflow location
    Workflow location.

There are two main Calendly scheduling links: landing page link (which lists all of your meetings) and specific event page links.

  1. Click on Account on the top right to share the landing page, then select Share Your Link.

    Calendly - Share link
    Share landing page link.
  2. A popup will appear. You can share your landing page as a link, email, or add it to your website.

    My Calendly - Event Types - Calendly
    Select the method of sharing the link.
  3. For example, press the edit button next to Add to Your website and pick how you would like your calendar to appear on your website, then click Continue.

    Calendly- Add to website.
    Add the link to the website.
  4. At “Booking page settings,” customize the booking page background, text, button, and link color. Click Copy Code.

    Calendly - Copy code
    Copy code.
  5. Paste the code as HTML on your website.

    Calendly- Appointment html
    Paste the HTML to your website.
  6. Click Preview.

    Calendly - View landing page
    View embedded landing page.

 

  1. If you would like to share a specific event, click on share and select which format you would like.

    Calendly - Share single event
    Share a single event.

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