Welcome to Calendly! đ
Weâve put together a few simple steps for you to set up your account and book your first meeting.
Weâll walk you through the following steps:
- Set up your profile
- Connect your calendar
- Connect your video conferencing tool
- Create your schedule(s)
- Create/edit your event type and test the invitee experience
- Share your booking link
- Access Calendly anywhere
Letâs jump in!
Step 1: Set up your profile
Create your account through the email invitation from notifications@calendly.com and head over to your Account Settings page.
Under Profile, update your photo, name and welcome message, which will show on your booking page when people schedule with you. Think of your booking page as a first introduction with your invitees.
đĄTips:
- Photo: Some users use their LinkedIn photo to keep their branding uniform.
- Name: Feel free to add your role or company to your name, like âLisa from Calendly.â
- Welcome message: Your message will show on your booking page above all your event types so make sure itâs informative and broad enough to apply to all events.
Under the My link section, modify your personal Calendly link to share for bookings.
Note: Youâll have to update your invitees with your new link if you modify it after sharing.
Step 2: Connect your calendar
Connecting your calendar is a key part of scheduling. When you connect your calendar, Calendly can:
- Accurately show your availability to invitees
- Check for âBusyâ events on your connected calendar to avoid double bookings
- Add events to your calendar
Connecting your calendar
To connect your calendar, navigate to your Calendar Connections page. You can connect any of the following calendar platforms:
Select the â+ Add Calendar Accountâ 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 pageâno 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 âAdd to Calendarâ section then select âEditâ.
No calendar?
If you donât want to connect a calendar, you can manually enter your availability in Calendly from the Availability page. However, features like notifications and checking for conflicts wonât be available since Calendly won't be automatically syncing your availability from your calendar.
Step 3: Add video conferencing
Letâs check out the Integrations page.
Youâll see lots of integrations on this page, from analytics tools to scheduling extensions. Let's focus specifically on an important part of the meeting process: video conferencing.
You can connect with the following video conferencing options:
- Zoom
- Google Meet
- Microsoft Teams Conferencing
- Webex
- GoTo Meeting
Adding video conferencing
On the Integrations page, select your video conferencing platform and log in. In this example, your page will look something like this after connecting Zoom:
Once connected, make sure to go to your event types where you'll be using video conferencing, and choose your video conferencing platform as the location. We'll also go over this in Step 5: Create/edit your event type.
đĄTip:
- For one-on-one event types, you don't have to select just one locationâyou can connect with multiple video conferencing platforms to give your invitees options.
Now that you've completed your account setup, let's move on to the scheduling set up, so invitees can book with you!
Step 4: Create your schedule
Calendly looks at your availability from two main places to calculate when you can accept new meetings:
- Your connected calendar, like Google, Outlook, etc.
- Your Calendly schedule
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.
Creating a schedule
Letâs go to the Availability page. Here, create a new schedule or edit your default hours.
Setting unavailable hours
Youâll 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, weâve marked Friday as âUnavailableâ, since we donât want to accept any meetings on Friday.
Adding time intervals
Use the â+â button to add more time intervals if you want to accept meetings during a specific time period each day: