Company admin guide

November 18, 2024 20:44

Welcome to Calendly! 👋

We’ve put together a few simple steps for you, the company admin, to set up Calendly for your team.

Step 1 – Add your company logo

Each user within your Calendly organization will have their own booking page. A booking page is where invitees book a time to meet with the host.

If you'd like your company logo to show on all booking pages, upload a logo for all users. Adding a logo can provide consistency and name brand recognition to your team when they first reach out to invitees.

Here's an example of a booking page with a company logo in the top left:

Booking page with logo.png

Adding a logo

To add a company logo, navigate to the Admin Center, then select the Branding option on the left-hand side.

Once you upload a logo, you can enforce this display for all users, so that your logo shows on all booking pages. If you would like the logo to be applied to all users in your system, add the users first before applying the logo.

Organization Logo.png

Step 2 – Connect company-level integrations

On the Integrations page, you'll see lots of integrations. Sort by category and use case to find the integration you are looking for. You'll also see an Admin tag on integrations that you can install on behalf of all users in your organization.

Admin tag for integrations page.png

Calendly works with many tools, like Salesforce and Google Analytics. The integrations listed here are built by us, but some companies have created their own custom integrations. If you don't see what you need, try a quick Google search to find if the tool you want has a custom Calendly integration.

If you can't find one, you can use Zapier, a no-code tool that connects Calendly to thousands of apps. Check out the Calendly + Zapier guide to learn more.

Now, let's highlight some popular integrations.

Video conferencing

Calendly supports:

You'll notice there isn't an Admin tag on these tiles, this means your users will each need to connect their own preferred video conferencing tools from within their own account Integrations page. Feel free to send your team this article on how to schedule with video conferencing.

Customer relationship management (CRM) tools

If you want to connect your organization's CRM (available for users on our Teams and Enterprise plans), we recommend working with an IT admin or Salesforce admin.

Note: With the Salesforce package installed, Calendly's Salesforce integration automatically sends meeting data to Salesforce to create and update your Salesforce records as your invitees book, cancel, and reschedule.

The out-of-the-box scheduling behavior is completely customizable, so your Salesforce admin can modify the default behavior to make sure Calendly aligns with your preferred Salesforce setup.

To learn more, check out some additional Salesforce resources:

SAML single sign-on and SCIM provisioning

*Available for Enterprise plans and available as an add on for Teams plans

You'll see a few identity providers under Security and Compliance on the Integrations page. You'll also see a general single sign-on option if you need to connect with an identity provider that is not listed. We recommend working with an IT admin for setup.

Connect your identity provider on behalf of your members, so everyone can sign in with their company credentials. Once you've turned on SSO, you can choose to set up SCIM provisioning, for easy onboarding and off-boarding of members.

Some other common integrations

CRM

HubSpot

Recruiting Software

Greenhouse

Reporting

Google Analytics
Meta Pixel (formerly Facebook Pixel)
UTM Parameters
Webhooks

Step 3 – Create managed event types for your team

Before you start adding users to your Calendly organization, you can create managed events.

View all managed events.png

Managed events are standardized event types that you can assign across members of your organization. If your users tend to host similar events, like demo calls or advising sessions, then managed events can help keep these events uniform for all users.

Creating managed events

To create a managed event, head to your Admin Center and select Managed events. From there select New Managed Event. For detailed steps on how to set up your managed event, check out How to create and assign Managed Events.

Calendly supports two types of managed events:

One-on-one: an event between one team member and one invitee
Group: an event between one team member and many invitees

Before inviting users, make sure you are happy with your managed events set up. Note: While we suggest first creating a managed event and then inviting users, you can still apply managed events to any existing users on your account.

Step 4 – Invitee teammates

With your account set up, you're ready to add users!

Note that if you want to use SCIM provisioning to add users, you'll need to first configure SAML, SSO and SCIM with your IT admin. For more details, check out An overview of SAML single sign-on for your organization.

Adding users

You can add new users at any time from the Users section of your Admin center by clicking Invite users.

For step-by-step instructions on adding users or seats, see Adding or removing users and seats.

Communicating change to users

Invited users will receive an email invite from notifications@calendly.com. Once they successfully accept the email invitation, they will be added to your Calendly organization.

To prepare your users, feel free to send out an email in advance. Here's an example email template:

Subject: Get ready to join Calendly!

Body:

We're excited you're joining Calendly!

Shortly, you'll receive an invitation from notifications@calendly.com. You can follow the instructions in the email invitation to get set up. Once you've accepted this invite, you'll be part of our Calendly organization.

To complete your account setup and get ready for scheduling, check out these important steps and additional resources:

Managing users

Pending users

On the Users page, under Pending, you'll see any users who haven't accepted their invites to your organization. You can resend an invite by selecting the three vertical dots, but we recommend waiting at least a day before doing so.

Pending users.png

Active users

Under Active, you'll see all the users who have already accepted the invitation to join your organization. By default, anyone who joins is listed as a user but you can change their role by selecting the three vertical dots and Change role.

Active users.png

Step 5 – Choose a plan and setup billing

Account owners & admins can set up your Calendly subscription from within your Admin center under Billing. When updating your Calendly subscription, there are a few key words to know:

Seats: The number of seats you have on a Calendly subscription represents the number of users you can invite to join your organization account.
Users: Users are the actual team members using a Calendly account for scheduling meetings.
Upgrade: Move current subscription to a higher tiered plan (ex. changing from the Free plan to the Teams plan).
Downgrade: Move current subscription to a lower tiered plan (ex. changing from the Teams plan to a Free plan).

Your Calendly billing can be set up annually (charged once a year) or monthly (charged each month). Subscriptions automatically renew unless you choose to downgrade.

Calendly charges per seat in your organization, whether or not the seat is occupied by a user.

For example, if you have 5 seats and 4 active users, you’ll pay for all 5, whether they’re filled or not.
To manage your users and seats, check out this article.

Next steps

Thanks for following along! Calendly has a ton of additional functionality, from meeting polls to routing forms. We look forward to seeing you progress on your Calendly journey!