Tips & tricks by profession

Tips & tricks by profession

Here are some of the best tricks for using Calendly, based on your needs:


Sales & account management

  • Use this template in outreach emails to cut through the back-and-forth and get more meetings booked, more quickly:

    I'm free at [time you're available today], but if you need more advance notice, name the time that's best for you at calendly.com/mylink [replace this with your actual link] and I'm happy to meet you then.

  • Make your link easy for prospects to find in an email thread by adding it to your signature:


Pro Tip: Use Calendly Click when sending meeting invites on the fly.

  • For meetings involving multiple team members (e.g., an SDR and AE, or an AE and Sales Engineer), use collective scheduling to loop in the right people. Calendly will only display start times that work for everyone and will publish the new event to one team member's calendar automatically, adding all other team members as guests.
  • Want to match prospects with any available rep? Calendly can assign meetings round robin or by your preferred priority. Meetings can continue to be scheduled during any given time slot until no more reps are available at that time.

 

Founders & execs

  • Use this template in outreach emails to cut through the back-and-forth and get more meetings booked, more quickly:

    "Would love to connect with you. Want to schedule at calendly.com/mylink (replace this with your actual link) so we can avoid the back and forth of finding a time?"

  • Your time is valuable, and precious little of it is free. By making your event types secret (hiding them from your main Calendly page), you choose who can schedule a 15-minute phone call, or who gets a 60-minute in-person meeting.
  • Set a minimum scheduling notice to prevent people from scheduling surprise meetings. 
  • Add buffers before and after events to account for driving time, meetings running long, and to give yourself time to prepare/regroup.

 

Recruiting & hiring

  • Interviewers: create a separate event type on your Calendly page for each stage of the process (e.g., "Phone screening," "First face-to-face," "Second face-to-face"). When it's time to speak with a candidate, email them with the link to the appropriate event type.
  • Customize your confirmation and reminder emails to include next steps and day-of details, so candidates will have everything they need automatically--without you having to copy, paste, and manually send info to each person.
  • If multiple team members need to be present for some interviews, use collective scheduling to loop in the right people. Calendly will only display start times that work for everyone and will publish the new event to one team member's calendar automatically, adding all other team members as guests.

 

Customer support & client services

  • Create a separate event type for each stage of the client onboarding process (e.g., "Welcome call," "Account setup," "Quarterly check-in"). Guide a new client through the process by sharing the direct link to each appropriate event type as onboarding proceeds.
  • Customize confirmation and reminder emails for each event type to include essential details/links to important files. Clients will have everything they need automatically--without you having to copy, paste, and manually email each person.
  • Use group event types to host webinars, training sessions or group onboarding calls for clients with similar needs.
  • Want to match clients with any available support rep? Calendly can assign meetings round robin or by your preferred priority. Meetings can continue to be scheduled during any given time slot until no more reps are available at that time. OR:
  • Let clients select their preferred team member from one convenient link. 

 

Consultants & coaches

  • Create a separate event type for each stage of your client process (e.g., "Free consultation," "In-depth discovery call," "Session 1/2/3"). Guide a new client through your workflow by sending them the direct link to each appropriate event type as they progress.
  • Make some event types (like your paid services) secret to hide them from your main Calendly page. A secret event type can only be seen by an invitee when you share its direct link--because you probably don't want just anyone booking a 3-hour "Deep-Dive Session" with you.
  • Customize your confirmation and reminder emails to include next steps, essential details or links to important documents, so clients have everything they need automatically--without you having to copy, paste, and manually send info to each person, before each meeting.
  • Prevent meetings from consuming your lifeset "office hours" by allowing new events only on certain weekdays, then turn "off" the rest. This keeps your "off" days interruption-free for maximum productivity.

 

Solopreneurs & freelancers

  • Create a separate event type for each stage of your client process (e.g., "Free consultation," "In-depth discovery call," "Session 1/2/3"). Guide a new client through your workflow by sending them the direct link to each appropriate event type as they progress.
  • Make some event types (like your paid services) secret to hide them from your main Calendly page. A secret event type can only be seen by an invitee when you share its direct link--because you probably don't want just anyone booking a 4-hour "Deep-Dive Session" with you.
  • Customize your confirmation and reminder emails to include next steps, essential details or links to important documents, so clients have everything they need automatically--without you having to copy, paste, and manually send info to each person, before each meeting.
  • Prevent meetings from consuming your life: set "office hours" by allowing new events only on certain weekdays, then turn "off" the rest. This keeps your "off" days interruption-free for maximum productivity.

 

Financial services

  • Reduce email ping pong ("Where should we meet?" "How can I reach you?" "Is this a phone call or a face-to-face?") by creating a separate event type for each scenario you regularly use. By sharing location information in your "Description/Instructions" section and including contact info in your confirmation and reminder emails, clients have everything they need at their fingertips--without you having to fiddle with calendar invites or handle last-minute questions before every meeting.
  • For client meetings held in-person and out of the office, add buffers to automatically account for commuting time.
  • Customize your confirmation and reminder emails to include essential details or links to important paperwork, so clients have everything they need automatically--without you having to copy, paste, and manually send info to each person, before each meeting.

 

K-12 education

  • Teachers: set availability for your daily/weekly office hours, so students and parents know exactly when you're free. Add blackout dates for school holidays, in-services, etc.
  • Tech coaches: create separate event types for each school location you serve, including buffers to automatically account for commuting time. By sharing meeting details in your "Description/Instructions" section and including contact info in your confirmation/reminder emails, faculty members have everything they need right away--without you having to handle last-minute questions before every session or race from campus to campus without enough time.
  • During parent-teacher conferences: each teacher on Calendly has their own personal Calendly link (e.g., calendly.com/janedoe). Share the list of faculty members' links with families (on the school website, in an email newsletter, etc). Parents can click the link of each teacher they need to meet, reserving a time in about three clicks. OR:
  • Create a school-wide Calendly page, then add all faculty members. Parents can visit the main page, then select their preferred teachers and schedule conference times.

 

Higher education

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