Create the perfect scheduling setup

Overview 

In this getting started article, we'll walk through step-by-step instructions on configuring your perfect scheduling setup. Begin by creating a one-on-one event type, connect your video conferencing tool, and customize your event details. Finally, share your scheduling link to start booking meetings effortlessly.

 


calendly_shapes23.png Create your first one-on-one event type

Let's get started by creating your first one-on-one event type.

  1. From the Calendly Home page, select + Create in the top left-hand corner and choose Event Type.
  2. From the list of options, select On-on-one.
  3. From Who will host this one-on-one event type?, select the event host from the dropdown menu.
  4. From the New Event Type page, set up the following:
    • Event name: The name of your event as it appears in Calendly and on your scheduling page.
    • Event Color: The color of your event as it appears in Calendly and on your scheduling page.
    • Duration: How long the event will be. 
    • Location: How and where both parties will connect at the scheduled time. 
      • Video conferencing: If you want to use video conferencing as your event location but haven't connected your tool yet, follow the steps in the next section to integrate.   
  5. Once you've configured these event settings, select Continue.

    Create Event.gif

Note

Learn how you create different types of event types, such as Group, Collective, or Round Robin.


calendly_shapes19.png Connect your video conferencing tool

Now that you've created your first one-on-one event type, lets connect your video conferencing tool so you can host virtual meetings.

  1. From the Calendly Home page, navigate to the Integrations and apps page.
  2. Select Video conferencing from the list of integrations on the left-hand side. 
  3. Select Zoom, Google Meet, Microsoft Teams, GoTo Meeting, or Webex to integrate your Calendly account.
  4. Once connected and set as your event location, Calendly will automatically generate video conferencing details when someone schedules with you.


    Video Conferencing.gif

Note

To learn more about integrating your video conferencing tool, check out Schedule with video conferencing


calendly_shapes40__3_.png Customize your first event type

Next, let's customize your first event type to fit your specific scheduling needs.

Scheduling settings

  1. From the Event Type Summary page, select Scheduling settings.
  2. From here, you'll configure the following settings for your event:
    • Date range: Set how many days into the future invitees can schedule.
    • Available Hours: Set recurring times or date-specific overrides for when the host can be scheduled for this event.
    • Buffer time: Add time before or after booked Calendly events.
    • Minimum notice: Set the minimum amount of notice that is required before an event.
    • Daily limit: Set the maximum events allowed per day.
    • Time zone display: Set how timezone shows on your booking page.
    • Start time increments: Set the frequency of available time slots for invitees.
  3. Once complete, select Save and close.

    Scheduling Settings.gif

Booking page options

  1. From the Event Type Summary page, select Booking page options.
  2. From here, you'll configure the following settings for your event: 
    • Event link: The event specific URL.
    • Invitee questions: Set the questions invitees will complete on your booking form.
    • Collect payment on form: Set up your event to collect payments using PayPal or Stripe prior to scheduling.
    • Confirmation page: Set the booking confirmation page details that invitees will see once they schedule an event.
  3. Once complete, select Save and close.

    Booking page options.gif

Communications 

  1. From the Event Type Summary page, select Communications.
  2. From here, you'll configure the following settings for your event:
    • Basic notifications: Send automatic communications for your events. 
    • Advanced notifications (Workflows): Send more advanced communications for your events using Workflows.
  3. Once complete, select Save and close.

    Communications.gif

calendly_shapes11__2_.png Share your scheduling page

Now that you've set up and customized your first event type, let's explore the three ways to share your scheduling link so you can start booking meetings. 

Share a link

  1. From the Calendly Home page, select Share on your event type.
  2. Select Share a link.
  3. Select Copy Link, and paste the link into an email or text. 
    • Note: Toggle the Let this link expire after the first booking button on if you would like this to be a single-use link.

      Share a link.gif

Add times to email

  1. From the Calendly Home page, select Share on your event type.
  2. Select Add times to email.
  3. From your calendar, select dates and time slots to add to your email.
  4. Select Continue.
  5. Select Copy times to clipboard and paste the times into the body of your email.

    Add times to email.gif

Add to website

  1. From the Calendly Home page, select Share on your event type.
  2. Select Add to website.
  3. Select Inline Embed, Popup Widget, or Popup Text. 
  4. Select Continue.
  5. Review and customize the Booking Page Settings.
  6. Select Copy code and place the code in your HTML where you want your scheduling link to appear.

    Add to website.gif

What's next?

Check out Automate meeting prep and follow-up to explore how to enhance your work routine with automated meeting communications.