Company admin guide

Welcome to Calendly! 👋

We’ve put together a few simple steps for you, the company admin, to set up Calendly for everyone.

We’ll walk you through the following steps:

🏗 Account setup

  1. Add branding
  2. Connect integrations
  3. Create templates

🗓 User setup

  1. Create groups
  2. Invite users
  3. Set up team scheduling

Let’s jump in!


Step 1: Add branding

Each user in your Calendly organization will have their own booking page. A booking page is where invitees book a time to meet with the host. 

If you’d like your company logo to show on all booking pages, you can upload a logo for all users.

Here’s an example of a booking page with the Calendly logo in the top left:

calendly_logo.png

Adding a logo

To add a logo, let’s navigate to the Account Settings page, then select the Branding option on the left-hand side.

Once you upload a logo, you can enforce this display for all users, so that your logo shows on all booking pages.

Below the logo, you can also decide if you want to turn Calendly Branding on or off.

branding_in_account_settings.png


Step 2: Connect integrations

On the Integrations page, you’ll see lots of integrations.

We’ll first point out some admin-managed integrations, which you can set up on behalf of all your users. Once you connect an admin-managed integration, all users will be connected.

Some admin-managed integrations include customer relationship management tools (CRMs), like Salesforce and HubSpot, and marketing tools, like Mailchimp.

💡Tip:

  • If you’re connecting a CRM, we recommend working with your IT admin or Salesforce admin. For Salesforce, the default Calendly flows are highly customizable, and your Salesforce admins can modify these flows to fit your company’s needs.

Here are some additional Salesforce resources:

Video conferencing is also an important integration to call out. Calendly supports Zoom, Google Meet, Microsoft Teams Conferencing, Webex, and GoTo Meeting. However, you won't be able to connect on behalf of users; your users will need to individually connect their video conferencing platform from their Integrations page. Feel free to send them this article on how to schedule with video conferencing.

Other integrations

If you’re not seeing an integration you use, check out Zapier. Zapier is a non-code solution that connects Calendly with the tools you use. To learn more about what’s possible, view Getting Started with Zapier.


Step 3: Create templates

Before you start adding users to your Calendly organization, you’ll want to create templates.

Event_type_templates_examples.png

Templates are standardized event types that you can assign across members of your organization. If your users tend to host similar events, like demo calls or advising sessions, then templates can help keep these events uniform for all users.

Creating templates

Let’s head to the Admin Management page and select Templates. Select + Template to create a new template. For detailed steps on how to set up your template, check out Event type templates and user management.

Before inviting users, make sure you’re happy with your template. We’ll go over assigning templates to users in Step 5.


Step 4: Create groups

Before your account has users, you'll want to create groups to keep your account organized. 

With groups, you can organize your users into specific segments. This helps you contain your users and keep track of users by department, location, job function, or however you'd like!

You can also delegate group admins, to reduce your admin tasks and give group admins control over their direct reports. Lastly, you can report on groups, to see how group members are performing.

Creating a group

To create a group, go to your Admin Management page and select the Groups tab. Then, select New group, and start adding users.

Here’s an example of how people group users:

Group_departments.png

:question_mark: Questions? These resources may help:


Step 5: Invite users

With your account set up, you’re ready to add users!

Note that if you want to use SCIM provisioning to add users, you’ll need to first configure SAML SSO and SCIM with your IT admin. For more details, check out An overview of SAML single sign-on for your organization.

Adding users

To add users directly in Calendly, let’s head to the Admin Management page, and select + New User.

You’ll add user emails here, and can paste up to 100 emails at once.

Invite_users_.png

Next, you can choose which templates to apply. You can add up to 5 templates when adding users.

Add_templates_when_onboarding.png

💡Tip:

Communicating changes to users

Once you’ve invited users, users will receive an email invite from notifications@calendly.com. They’ll need to accept the email invitation to join your Calendly organization.

To prepare your users, feel free to send out an email in advance. Here’s an example email template:

Subject: Get ready to join Calendly

We’re excited you're joining Calendly!

Shortly, you’ll receive an invitation from notifications@calendly.com. You can follow the instructions in the email invitation to get set up. Once you’ve accepted the invite, you’ll be a part of our Calendly organization.

To complete your account setup and get ready for scheduling, check out these important steps:

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

Managing users

Pending users

On the Admin Management page, under Pending, you’ll see any users who haven’t accepted their invites. You can resend an invite from the three dot menu, but we recommend waiting at least a day to do so.

Pending_tab.png

Active users

Under Active, you’ll see all the users who have joined. By default, anyone who joins is listed as a user, but you can change their role from the three dot menu.

💡Tip:

  • You can use this page to also see who has (or hasn’t) connected their calendar.

Active_page_Calendly.png

:question_mark: Questions? These resources may help:


Step 6: Set up team scheduling

With your users organized, you can move on to scheduling setup.

For collaborative scheduling, you’ll want to create teams. From a team page, you can set up round robin and collective event types:

  • Round robin: A one-on-one meeting that is cycled through your team, depending on each team member's availability or distribution preferences.
  • Collective: A many-to-one meeting, where multiple Calendly hosts meet with an invitee at once.

Besides collaborative event types, teams also have their own space, booking page, and logo.

Creating a team

From your Calendly Home page, select + Create. Select New Team. From here you can add team members, create a team page, and add a team avatar.

New_team_page.png

:question_mark: Questions? These resources may help:

Reporting

Once users start to schedule events, you can export reports for scheduled events, user activity, groups, and templates. For more details, see Tracking and reporting and Export a list of group members.


Next steps

Thanks for following along!

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

To help your users get started with Calendly, feel free to share some of these resources: