How to use the Calendly extension for Gmail

The Calendly extension makes impromptu scheduling easy. From your Gmail message window you can: 

• See and share your scheduling links with invitees
• Easily add Calendly links as hyperlinks 
• Add available times to an email 
• Create a one-off meeting 
• Create a meeting poll

Before you begin

• Install the Calendly extension by navigating to the Integrations & apps page and select the Extensions and apps section.

How to enable the Gmail integration 

1. Open the Calendly extension from your web browser.
2. Click the three vertical dots at the top and select Settings.
3. Locate the Gmail icon and select the toggle.
   
4. Accept the Calendly permissions to enable the Gmail integration.
5. Once enabled, Calendly will be displayed in your Gmail Menu. 

Sharing your link

The Calendly icon will appear in your Gmail toolbar when composing a Gmail message.

1. Select the Calendly icon then select Event Types to access and share your most recent event types.
2. Locate the event type you would like to share, and choose one of the link sharing options. 
   • Insert Link immediately adds your Calendly link to to the body of your email. 
     Note: Highlight a word or phrase in your message then select Insert Link to quickly hyperlink text.
     
   • Select Add times to email to select up to 3 available dates and times you want to offer. Click Finish and Share and your times will automatically be copied to your clipboard. From there, simply paste the times into the body of your email.
   • You can also create a new meeting poll or create a new one-off event.
     Selecting these options will open Calendly in a pop-up window and allow you to create your event or meeting poll there. When you are finished, select Copy Link to paste the link into your message. 

Keyword detection

When writing an email in Gmail, the Calendly extension detects scheduling-related keywords and links you to your event types. This detection happens only on your device, so your email content stays private. Calendly will show a list of matching phrases and a quick link to share your booking.

To turn off keyword detection, click the X at the bottom right. You can either hide it temporarily by selecting Hide this time or disable it permanently by choosing Don't show me this again.

How to disable the Gmail integration

To remove Calendly from your Gmail Menu follow these steps:

1. Open the Calendly extension from your web browser.
2. Click the three vertical dots at the top and select Settings.
3. De-select the Gmail icon to turn off the Gmail integration.

Once disabled, Calendly will no longer be displayed in your Gmail Menu. 

Permissions and Privacy

When enabling the Gmail integration for the first time, Calendly will request additional permissions. 

How does Calendly use these permissions? 

Calendly uses Gmail permissions to add a button with the Calendly icon to your Gmail toolbar. These permissions also help us track errors and analytics to improve your experience.

For details on our security and privacy policies, check out our Privacy Policy and Security Center.