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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.

We’ll walk you through the following steps:

  1. Check out New User Setup
  2. Connect integrations
  3. Create groups
  4. Create managed events
  5. Invite users
  6. Create teams for multi-user event types
  7. Add branding
  8. Set up Workflows: automated meeting communications

Let’s jump in!

Step 1: New User Setup

If you’re intending to personally use Calendly (in addition to managing a team), review and follow the New User Guide steps. You’ll gain an understanding of everything a user needs to know to use Calendly successfully. 

Step 2: Connect integrations

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

Integration_page__Admin_tag.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 custom 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, so your users will need to each connect with their preferred video conferencing tool from their Integrations page. Feel free to send them 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 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 Teams with an add-on

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's 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 offboarding of members.

Some other common integrations

CRM

Recruiting Software 

*Professional plan and higher

Reporting

*Professional plan and higher

Step 3: Create groups

Before your account has users, create groups to keep your account organized. Note: Only account admins and owners can create groups - group admins cannot.

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!

Delegate group admins to reduce your admin tasks and give group admins control over their direct reports. Group admin access is great for companies who want users in control of their group, but do not want them to access analytics and events at the organization level.  Lastly, 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 you might group users:

Group_departments.png

:question_mark: Questions? These resources may help:

Step 4: Create managed events

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

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

Let’s head to the Admin Management page and select Managed events. Select “Create”. 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 a user and one invitee
  • Group: an event between a user and more than one invitee

When creating/editing a Managed Event, there are five customizable areas — follow the steps in this video to learn about each: 

  1. Event Details
  2. Availability Settings
  3. Setting Invitee Questions
  4. Notifications and Cancellation Policy  
  5. Confirmation Page

Before inviting users, make sure you’re happy with your managed event. We’ll go over assigning them to users in Step 5. 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. Check out the Tip section in Step 3 for instructions.

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.

Screen_Shot_2022-12-12_at_3.02.33_PM.png

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

Screen_Shot_2022-08-15_at_12.32.11_PM.png

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

Screen_Shot_2022-08-15_at_12.32.21_PM.png

Next, choose which managed events to assign. You can add up to 5 managed events when adding users.

Screen_Shot_2022-08-15_at_12.32.43_PM.png

View the full demo on how to add users.

💡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 and additional resources:

Additional Resources

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:

  • 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: Create teams for multi-user event types

With your users organized, move on to scheduling setup.

For collaborative scheduling, in which multiple users participate in a single event type, you’ll want to create teams. From a team page, 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, add team members, create a team page, and add a team avatar.

New_team_page.png

:question_mark: Questions? These resources may help:

Reporting

To see data on your team's Calendly usage, we recommend using Calendly analytics. Use the analytics dashboard to discover trends — such as popular meeting days, top performers, and in-demand meeting types — so you can optimize scheduling to hit your goals.

  • Click here to learn more about how to track and report analytics through UTMs, export organization level analytics, and view your users’ scheduled events. 
  • Here’s another great resource if you’d like to export a list of group members’ analytics.

If you’re an Enterprise customer, you will also have access to Calendly’s activity log which can give you more detailed information on what actions are being taken in your account.

Step 7: 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, 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 the Calendly logo in the top left:

calendly_logo.png

Adding a logo

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

Below the logo, you can also decide if you want to turn Calendly Branding on or off (refer to the screenshot below).

branding_in_account_settings.png

Step 8: Set up workflows

Automate meeting communications - like a text reminder or post-meeting follow-up email - with Workflows. Once you’ve selected which event types your Workflow(s) applies to, Calendly will take care of sending the communications out under the parameters you’ve set.

Screen_Shot_2022-12-12_at_3.11.02_PM.png

💡Tip: Admins/owners can also create custom Workflows on behalf of users.

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! 

To help your users get started with Calendly, share these resources:

Support and troubleshooting resources