New user guide

Welcome to Calendly! 👋

We’ve put together a few simple steps for you to set up your account and book your first meeting. This should take about 30 minutes.

We’ll walk you through the following steps:

🏗 Account setup

  1. Set up your profile
  2. Connect your calendar
  3. Add video conferencing

🗓 Scheduling setup

  1. Create your schedule
  2. Edit your event type
  3. Share your availability

Let’s jump in!


Step 1: Set up your profile

Let's head over to your Account Settings page.

From here, you can personalize your profile, so your invitees can learn more about you. These details will show on your booking page. You can think of your booking page as a first introduction. To make the intro go smoothly, you can update your photo, name, and welcome message.

Account_Settings_Profile_details.png

💡Tips:

  • 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 “Lisa from Calendly.”
  • Welcome message: Your message will show on your booking page above all your event types. 

Under the My link section, you can view your Calendly link for your booking page. You can change your link from the provided one, but make sure not to change it once you’ve sent it out to invitees.

My_Calendly_link_account.png


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
  • Consider meetings outside of Calendly
  • Prevent overlapping meetings
  • Add events to your calendar

Connecting your calendar

To connect your calendar, navigate to your Calendar Connections page.

Here, you’ll connect your main calendar. If you already see a calendar connected, you may have already connected a calendar during your sign-up process.

Calendar_connections_page.png

Note that while you can connect multiple calendars, Calendly can only add events to one calendar. You can choose which calendar that is under Add to Calendar, then select Edit.

With your calendar connected, Calendly will now only display times when you’re free on your booking page.

If you don’t want to connect a calendar, you can manually enter your availability in Calendly. However, this is a bit more work, since you’re not automatically syncing your availability from your calendar.

:question_mark: Questions? These resources may help:


Step 3: Add video conferencing

Let’s check out the Integrations page.

Integrations_page.png

You’ll see lots of integrations on this page, from analytics tools to scheduling extensions. However, we’ll focus specifically on an important part of the meeting process: video conferencing.

You can connect with:

  • Zoom
  • Google Meet
  • Microsoft Teams Conferencing
  • Webex
  • GoTo Meeting

Adding video conferencing

To connect, on the Integrations page, select your video conferencing platform and log in. In this example, this is what your page will look like after connecting Zoom:

Zoom_Setup.png

Once connected, you’ll also need to choose video conferencing as your location in your event types, but we’ll also go over that in Step 5: Edit your event type.

Add_ZOOMMM.png

For now, know that your designated Calendly meetings will automatically include a unique link with your video conferencing details.

💡Tip:

  • You don't have to select just one option—you can connect with multiple video conferencing platforms!

:question_mark: Questions? These resources may help:

 


Step 4: Create your schedule

To understand when you can accept new meetings, Calendly looks at your availability from two main places:

  1. Your connected calendar, like Google, Outlook, etc.
  2. Your Calendly schedule, which you’ll set up in this step

Creating a schedule

Let’s go to the Availability page.

In this section, you can build out schedules to tailor your available hours.

You’ll 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, we’ve marked Friday as unavailable, since we don’t want to accept any meetings on Friday.

Friday_is_unavailable_schedule.png

You can also add more time intervals if you want to accept meetings during a specific time period each day:

multiple_intervals_schedule.png

Once you're happy with your schedule, you can apply it to any event types that need these times.

active_on_schedule.png

If there are hours that fall outside of the availability in your schedule, you can also set a date override. Date overrides are for times that don’t follow a pattern, like holidays or days you know you won’t be in office.

💡Tip:

  • You can create as many schedules as you like, and apply them to different event types.

:question_mark: Questions? These resources may help:


Step 5: Edit your event type

On your Home page, you’ll notice a pre-built event type with a set duration. You can think of an event type as a meeting that you’ll schedule regularly, like a product demo, a customer call, or office hours.

You can choose to:

Creating a new event type

On your Home page, select + Create. Select Event type.

From here, you’ll see a few different options:

New_event_type.png

The most popular option is the one-on-one, so let’s select that for now.

Next, let’s customize your event type (you can skip the Editing an existing event type section below).

Editing an existing event type

Let’s go ahead and edit an event type to meet your scheduling needs (don’t worry, you can edit the title and duration in the next step).

To edit an existing event type, go to your Home page and click into an event type.

Customizing your event type

In the What event is this? section, you can set the:

  • Event name
  • Location
  • Description

If you’ve already connected a video conferencing platform, you’ll want to set it as your location:

Mutliple_location_options_.png

💡Tip:

  • You can let your invitee pick how you meet by offering multiple location options.

When_can_people_book_this_event_.png

In the When can people book this event? section, you can set your booking preferences.

We’ll point out a few important settings:

  • Duration: Choose how long your event will be.
  • Schedule or custom hours: You can pull in the schedule you set up in Step 4, or create custom hours. Custom hours are useful if you want hours that differ from what you’ve built so far.
  • Buffers: You can add time before and after meetings to build in breaks.

Another feature to point out is the Invitee questions section, where you can add up to 10 questions to your booking page. This is useful if you want to gather more information about your invitee. 

Invitee_questions.png

There are a lot more settings within the event type, but we’ll focus on these for now. We recommend taking a look at the additional rules for your availability, if you’d like to:

  • Limit daily bookings
  • Prevent last-minute bookings
  • Set the frequency of available times

:eyes: View your booking page

Now that you’ve made all these changes, let’s see what your booking page looks like! Within your event type, select View live page. This is the page your invitees will see when you send them your Calendly link.

View_live_page.png

💡Tip:

  • If you’re noticing any availability issues, it’s a good idea to select the Troubleshoot tool at the bottom of the page, to understand how your availability is shown.

troubleshoot_tool.png

:question_mark: Questions? These resources may help:


Step 6: Share your availability

Woohoo! Now that we’ve done all the hard work of setting up your account and event type, you’re ready to share your availability. You have a few ways to share your available times with invitees.

The first option is to share your landing page link, which includes all active event types for your invitee to choose from. This is the link we looked at when editing your profile in Step 1. You can copy it from your Home page, under your name:

book_page_link.png

The second option is to share your event link, if you want your invitee to book a specific event type. You can access it from the Share button on your event types:

Share_button.png

When you select Share, you have the option to:


Bonus step: Download the Calendly extension

If you’d like to share your Calendly links from any web page or from your inbox, then Calendly extensions are a great scheduling shortcut.

From your extension, you’ll see all the events you’ve created. You can share links, create one-off meetings, and share your availability—from any web page. You can also share links directly from your Gmail toolbar, so you don’t need to leave your email.

The Calendly extensions work with Chrome, Firefox, Edge, Outlook, and LinkedIn.

:question_mark: Questions? These resources may help:


What’s next?

Thanks for following along!

Calendly has a ton of additional functionality, from meeting polls to Workflows.

To keep exploring and learning about Calendly, check out the following: