Contacts

Contacts make it easy to see who you're meeting with, review notes and scheduling history, and book follow-up engagements directly from Calendly's web application. With contacts functionality, you have the capability to:

Create a contact

Contacts are automatically created for each invitee that schedules with you from 2024 and beyond. You also have the option to manually add contacts within your Calendly account. 

To create a contact
  1. Navigate to your Contacts tab
    Contacts Tab.png

  2. Select + New Contact.
    Create contact button.png

  3. Enter contact Name.
    Contact Name.png

  4. Enter contact Email address.
    Contact Email.png

  5. (Optional): Enter contact Timezone.
    Find contacts timezone GIF.gif

  6. (Optional): Enter contact Phone number.
    Contact Phone Number.png
    • Select your contact's Country code for their phone number.
      Contacts phone number Country code GIF.gif

  7. Select Save contact.
    Save contact button.png

Edit a contact

Change invitee phone numbers, timezones and names within your contacts tab. When changes occur, update your contact within Calendly.

To edit a contact
  1. Navigate to your Contacts tab.
    Contacts Tab.png

  2. Select the Three Edit Dots Image.png icon to the right of the contact you are looking to edit.

  3. Edit the contact details you are looking to change.

    (IMPORTANT NOTE: In the instance your contact changes their email address, this portion of a contact cannot be changed once the contact has been created. You will need to create a new contact within Calendly).

Schedule a contact

Schedule a meeting on behalf of your contact. Choose an event type, a date and time, then send a notification of the scheduled meeting to your contact.

To schedule a contact
  1. Navigate to your Contacts tab.
    Contacts Tab.png

  2. Select Book meeting next to the contact you are looking to schedule time for.
    Contacts Book Meeting CTA.jpg

  3. Select the event you are looking to schedule with your invitee.
    Contacts Select an Event Type to share.png
  4. Select Next.
    Contacts next button.png

  5. Choose the desired date and time you would like the meeting to take place.
    • Answer required invitee questions on behalf of your invitee.

  6. Select Book meeting.
    Contacts book meeting button.png

Share availability 

For users on our paid plans, you can share a scheduling link via email from within Calendly. To share availability with a contact, please ensure you have connected your Gmail for Workflows or Outlook for Workflows integration. 

To share availability with a contact
  1. Navigate to your Contacts tab.
    Contacts Tab.png

  2. Select Share availability next to the contact you are looking to reach out to.
    Contacts Share Availability Button.png

  3. Select the event you want your invitee to schedule with you.
    Contacts Select an Event Type to share.png
  4. Select Next.
    Contacts next button.png

  5. Once you have integrated Gmail for workflows or Outlook for workflows:
    1. Choose which email address you would like to be used to send an email from the drop down menu.
  6. (Optional) Edit your email content.

  7. (Optional) Select the checkbox next to Include cancellation policy to include your event cancellation policy.
    Contacts include cancellation policy checkbox.png

  8. Select Send Email.
    Contacts send email button.png

Review contact specific scheduled events

Review scheduled events within Calendly for a specific contact within their contact card.

To review contact specific scheduled events
  1. Navigate to your Contacts tab.
    Contacts Tab.png

  2. Select the name of the contact you are looking to review meeting history for.

  3. Select View all from the meeting history section of your contact card.

Favorite a contact

Favorite a contact to add it to your Favorites list making that contact easier to find later on!

To favorite a contact
  1. Navigate to your Contacts tab.
    Contacts Tab.png
     
  2. Select the star next to the contact you would like to favorite.
    Favorite a contact GIF.gif
    • Once selected, that contact will appear within your contact favorites list.

 

 

Expected Behavior with Contacts

Select a Calendly event type below to review how contacts are created.

One-on-one Event Types Collective Event Types Round Robin Event Types
One-on-one events
One on One Event Type.jpg

  • A new invitee schedules an event
    • New contact is created for: the event host.
  • An existing contact schedules an event
    • The contacts next meeting information is updated within Calendly.