New user guide

Welcome to Calendly! 👋

We’ve put together a few simple steps for you to set up and book your first meeting.


Step 1: Connect your calendar(s)

 

When you connect your calendar, Calendly can:

  • Accurately show your availability to invitees
  • Check for ‘Busy’ events on your connected calendar to avoid double bookings
  • Add events to your calendar

Connect your calendar

To connect your calendar, navigate to your Calendar sync page. You can connect any of the following calendar platforms: 

Calendar Connection.png

Select + Add Calendar Account button to connect your calendar. If you already see a calendar connected, you may have already connected it during your sign-up process.

With your calendar connected, Calendly will automatically display your available times on your booking page—no need to manually check your calendar for availability! 

Adding events to your calendar

Depending on your plan, connect up to 6 calendars to your account; however, Calendly can only add scheduled events to one calendar. Choose which calendar that is under the “Add to Calendar” section then select “Edit”.

No calendar?

If you don’t want to connect a calendar, you can manually enter your availability in Calendly from the Schedules page. However, features like notifications and checking for conflicts won’t be available since Calendly won't be automatically syncing your availability from your calendar.


Step 2: Connect your video conferencing

 

Let’s check out the Integrations page. You’ll see lots of integrations on this page, from analytics tools to scheduling extensions. We will focus on video conferencing.

Connect with the following video conferencing options:

Video Conferencing.png

Connecting your video conferencing integration

On the Integrations page, select your video conferencing platform and log in. In this example, your page will look something like this after successfully connecting Zoom:

Zoom_Setup.png


Step 3: Set your meeting location

Set event location.gif

On your homepage, you’ll notice a pre-built event type with a set duration. Think of an event type as a meeting that you’ll schedule regularly, like a product demo, customer call, or office hours.

Create a new event type

On your homepage, select the + Create button. Then select Event type. From here, you’ll see a few different options:

Create new event type.png

*Note: Collective event types are available on Professional/standard plan and above, and Round Robin event types are available on the Teams plan and above.

The most popular option is the one-on-one, so we will create this event type throughout the example below.

Next, let’s customize your event type (for now, skip the Editing an existing event type section below).

Edit an existing event type

Let’s go ahead and edit an event type to meet your scheduling needs (don’t worry, you can edit the title and duration in the next step).

To edit an existing event type, go to your Home page and click into an event type or click on the toggle icon in the upper right hand corner of the event and select “Edit”.

Edit.png

Customize your event type

In the Event details section, be sure to set the following:

  • Event name
  • Duration
  • Location
  • Description

If you’ve already connected a video conferencing tool, you’ll want to choose it as your location (unless it is a phone call, in person event, etc):

ETR Event Details Image.png

💡Tip: For one-on-one event types, you can allow your invitee to pick how you meet by adding multiple location options.

Few important settings

  • Duration: Choose how long your event will be.
  • Schedule or custom hours: Pull in the schedule you set up in Step 4, or create custom hours within the event editor. Custom hours are useful if you want hours that differ from what you’ve built so far.
  • Buffers: Add time before and after meetings to build in breaks.
  • Invitee questions: Add up to ten questions to your booking page to gather more information about your invitee

There are more settings within the event type, but we’ll focus on these for now. We recommend taking a look at how to customize your event types, if you’d like to:

  • Limit daily bookings
  • Prevent last-minute bookings
  • Set the frequency of available times
  • Lock the timezone for in-person events

Step 4: Set your hours of availability

 

In this step, we'll build out a Calendly schedule to tailor your available hours. It's a good idea to set up a schedule if you want to limit your availability on certain days, or only take meetings during certain windows. In other words, schedules allow you to narrow down when people can book with you.

Create a schedule

Let’s go to the Availability page. From here, create a new schedule or edit your default hours.

Setting unavailable hours

You’ll notice that you can remove hours from some days or block entire days altogether. If you want to remove a day, you can deselect it, or use the trash icon.

In this case, we’ve marked Friday as Unavailable, since we don’t want to accept any meetings on Friday.

Friday_is_unavailable_schedule.png

Add time intervals

Use the “+” button to add more time intervals if you want to accept meetings during a specific time period each day:

multiple_intervals_schedule.png

Once you're happy with your schedule, apply your schedule to any event types that need these times.

active_on_schedule.png

Date-specific hours

If there are hours or days that don't adhere to your usual schedule, set up non-weekly schedules using date-specific hours. Date-specific hours are for times that don’t follow a pattern, like holidays or days you know you won’t be in office.

💡Tip: Create multiple schedules for different use cases, events, and more.

:question_mark: Questions? These resources may help:


Step 5: Preview and share your booking page

 

Woohoo! Now that you’ve done all the hard work of setting up your account and event type, you’re ready to share your availability.

:eyes: View your booking page and test the invitee experience

Now that you’ve made these changes, let’s see what your booking page looks like! Within your event type, select “View live page.”

View live page.png

This is the page your invitees will see when you send them your Calendly link. Try selecting a date and time, and book a time with yourself to test the scheduling process before sharing with invitees! Edit your event type as needed to fine-tune any settings.

💡Tip: If you’re noticing any availability issues, use the Troubleshoot tool at the bottom of the page to understand how (and which) settings are affecting your availability.

troubleshoot_tool.png

:question_mark: Questions? These resources may help:

Share your available times with invitees

The first option is to share your landing page link, which includes all active event types for your invitee to choose from. 

💡Tip: If you don’t want an event to appear on your booking page for all users to see, mark it as a secret event in the “Additional rules for availability” section in the event settings. The event will then only be seen when you share the link directly with an invitee.

 Copy your landing page link from your homepage, under your name:

book_page_link.png

The second option is to share your event link, if you want your invitee to book a specific event type - access it from the “Share” button on your event types:

Share_button.png

When you select the “Share” button, you also have the option to: