Company admin guide

Welcome to Calendly! 👋

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


Step 1: Add your company logo

Each user within 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, upload a logo for all users. Adding a logo can provide consistency and name brand recognition to your team when they first reach out to invitees.

Here's an example of a booking page with a company logo in the top left:

Calendly booking page view.png

Adding a logo

To add a company logo, navigate to the Admin Center, 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. If you would like the logo to be applied to all users in your system, add the users first before applying the logo. 

Calendly Admin Center Branding Page.png


Step 2: Connect company-level integrations

On the Integrations page, you'll see lots of integrations. Sort by category and use case to find the integration you are looking for. You'll also see an Admin tag on integrations that you can install on behalf of all users in your organization. 

Admin checklist admin integrations.png

Calendly supports a wide range of tools, from Salesforce to Google Analytics. The integrations on this page are ones we've built ourselves, but some companies have built their own customer integrations. If you can't find what you're looking for on this page, try doing a quick Google search to see if the tool you want to use has built a custom Calendly integration.

If there isn't a clear solution, you may want to use Zapier, a no-code solution that lets you connect Calendly with thousands of apps. To learn more about what's possible, view Getting started with Zapier.

Next, we'll point out some popular integrations.

Video conferencing

Calendly supports:

You'll notice there isn't an Admin tag on these tiles, this means your users will each need to connect their own preferred video conferencing tools from within their own account Integrations page. Feel free to send your team this article on how to schedule with video conferencing

Customer relationship management (CRM) tools

If you want to connect your organization's CRM (available for users on our Teams and Enterprise plans), we recommend working with an IT admin or Salesforce admin.

Note: With the Salesforce package installed, Calendly's Salesforce integration automatically sends meeting data to Salesforce to create and update your Salesforce records as your invitees book, cancel, and reschedule.

The out-of-the-box scheduling behavior is completely customizable, so your Salesforce admin can modify the default behavior to make sure Calendly aligns with your preferred Salesforce setup.

To learn more, check out some additional Salesforce resources:

SAML single sign-on and SCIM provisioning

*Available for Enterprise plans and available as an add on for Teams plans

You'll see a few identity providers under Security and Compliance on the Integrations page. You'll also see a general single sign-on option if you need to connect with an identity provider that is not listed. We recommend working with an IT admin for setup.

Connect your identity provider on behalf of your members, so everyone can sign in with their company credentials. Once you've turned on SSO, you can choose to set up SCIM provisioning, for easy onboarding and off-boarding of members.

Some other common integrations

CRM

Recruiting Software

Reporting


Step 3: Create a managed event type for your team

Before you start adding users to your Calendly organization, you'll want to create managed events.

View all managed events.png

Managed events 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 managed events can help keep these events uniform for all users.

Creating managed events

To create a managed event, head to your Admin Center and select Managed events. From there select New Managed Event. For detailed steps on how to set up your managed event, check out An overview of managed events.

Calendly supports two types of managed events:

  • One-on-one: an event between one team member and one invitee
  • Group: an event between one team member and many invitees

When creating/editing a managed event, there are 6 customizable sections within the event editor:

  1. What event is this?
  2. When can people book this event?
  3. Invitee Questions
  4. Notifications and Cancellation Policy
  5. Confirmation Page
  6. Collect Payments

Before inviting users, make sure you are happy with your managed events set up. Note: While we suggest first creating a managed event and then inviting users, you can still apply managed events to any existing users on your account. 


Step 4: Invite teammates

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

Add users directly to Calendly by heading to your Admin Center users page, and selecting Invite users.

Invite users to Calendly organization.gif

Under the Add emails you want to invite section, type or paste your user emails. You can add up to 100 emails at once.

Invite users step 2.png


Then, select which roles you want to apply to these new users. Most will be assigned User status by default.

Set user roles.png

Communicating change 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 this invite, you'll be  part of our Calendly organization.

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

  • Connect your calendar(s)
  • Connect your video conferencing
  • Set your meeting location
  • Set your hours of availability
  • Preview & share your booking page

Managing users

Pending users

On the Users page, under Pending, you'll see any users who haven't accepted their invites to your organization. You can resend an invite from theThree Edit Dots Image.pngmenu, but we recommend waiting at least a day before doing so.

Pending users.png

Active users

Under Active, you'll see all the users who have already joined your organization. By default, anyone who joins is listed as a user but you can change their role from the Three Edit Dots Image.pngmenu.

Active users.png


Step 5: Choose a plan and setup billing

Account owners & admins can set up your Calendly subscription from within your Admin center under Billing. When updating your Calendly subscription, there are a few key words to know:

  • Seats: The number of seats you have on a Calendly subscription represents the number of users you can invite to join your organization account.
  • Users: Users are the actual team members using a Calendly account for scheduling meetings.
  • Upgrade: Move current subscription to a higher tiered plan (ex. changing from the Free plan to the Teams plan).
  • Downgrade: Move current subscription to a lower tiered plan (ex. changing from the Teams plan to a Free plan).

Your Calendly billing cycle can be set up either annually (charged once per year) or monthly (charged once per month). Calendly subscriptions will automatically renew at the end of each billing period unless the account has been set up to be downgraded. Calendly is charged per seat within your organization. If only one user exists within your Calendly organization, you will only be charged for one seat. If you have 5 total users within your Calendly organization, you will be charged for 5 seats.


Next steps

Thanks for following along! Calendly has a ton of additional functionality, from meeting polls to routing forms. We look forward to seeing you progress on your Calendly journey!