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. You can 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 create automated workflows with 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:

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

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 tools (CRM)

If you want to connect your organization’s CRM, we recommend working with an IT admin or Salesforce admin. 

A note on Salesforce:

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.

However, 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 

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.

You can 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.


Step 3: 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.

Before inviting users, make sure you’re happy with your managed event. We’ll go over assigning them 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.

Under Add emails, you can 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, you can 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

💡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

To see data on your team's Calendly usage, we recommend exporting an Activity Report. Activity Reports display Calendly usage data by team member, so you can understand total events scheduled, identify your power users, and reach out to anyone who hasn't scheduled events recently. You can also view your company's activity log for more information on what actions are being taken in your account.

To learn more, view 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: