Calendly best practices by industry

This guide shares some popular practices and features, so you can get the most out of Calendly. Feel free to jump to your specific industry or use case.

calendly_shapes40.pngAll users

Availability

Set up a schedule
Set up your weekly Calendly schedule to define when clients can schedule with you. Your schedule includes your available weekly hours, which you can apply to different event types. 

Add availability rules to your meetings
Add buffers and additional rules for your availability, such as start time increments and max events per day, to give you more control when scheduling.

Event type settings

Gather more info about your invitees
Collect additional info from clients using invitee questions. You can add questions to help you determine your clients' pain points and use cases.

Make events exclusive
Make your event secret to hide it from your landing page. That way, only clients who have your specific event link can schedule with you.

Integrations

Add video conferencing
Connect your video conferencing tool and add it to your event types. Calendly will automatically generate a dynamic conferencing link as invitees schedule.

Connect your CRM
Integrate Calendly with your CRM to update and track meetings.

Workflows

Automate reminder emails and texts
Use Workflows to automate personalized emails, SMS reminders, and follow-ups. Automated reminders let you share important details with clients before or after meetings, and they also help prevent no-shows.

calendly_shapes34.png Sales and marketing

Popular event types

  • Round robin: For one-on-one prospecting calls that any representative can handle, use round robin event types to automatically distribute leads among team members. Round robins work well for discovery calls and demos.
  • One-on-one: When a representative is communicating directly with a client, use one-on-one event types. One-on-ones work well for demos, pricing, or review calls.
  • Collective: For calls that require multiple team members, use collective event types. Collective events pool the availability of participating Calendly users and make it easy for your client to find time to meet with everyone. They work well for handoffs or technical calls.
  • Group: For webinars and other one-to-many events, use group event types to allow multiple clients to meet with you at once. Group events work well for demand generation webinars and customer webinars.

Popular ways to share your link

calendly_shapes35.png Customer success and support

Popular event types

  • One-on-one: When a team member is communicating directly with a client, use one-on-one event types for seamless scheduling. One-on-ones work well for account check-ins and advanced support calls.
  • Collective: For calls that require multiple success or support team members, use collective event types. Collective events pool the availability of participating Calendly users and make it easy for your client to find time to meet with everyone. Collective events work well for implementation calls and technical calls.
  • Round robin: For one-on-one support interactions that any team member can handle, use round robin event types to automatically distribute calls among team members. Round robins work well for troubleshooting calls.
  • Group: For webinars and other one-to-many events, use group event types to allow multiple clients to meet with you at once. Group events work well for client webinars and user trainings.

Popular ways to share your link

  • Calendly extension: Use the Calendly extension to instantly add meeting times to a support ticket or client email.
  • Set your links to expire after the first booking: Share single-use links to control how frequently customers can schedule calls.
  • Embed your link: Embed your scheduling link on a landing page or in your email signature to create an easy scheduling experience for clients.

calendly_shapes32.png Recruiting and interview scheduling

Popular event types

  • One-on-one: When a recruiter or interviewer is communicating directly with an interviewee, use one-on-one event types. One-on-ones work well for research interviews and candidate phone screens.
  • Collective: For interviews that require multiple interviewers at once, use collective event types. Collective event types pool the availability of all participating Calendly users, so your interviewee can find a time to meet with everyone. Collective events work well for panel interviews and collaborative research calls.
  • Group: Create group event types when you’re looking to gather feedback from multiple external participants at the same time, like a focus group.

Workflows

  • Within your Workflows, add reschedule and cancelation instructions, in case candidates or interviewees need to make changes to a scheduled meeting. 

Popular ways to share your link

  • Calendly extension: Use the Calendly extension to instantly add available meeting times to an email.
  • Embed your link: Embed your scheduling link on a landing page, a job board, or in your email signature to create an easy scheduling experience for interviewees.
  • Set your links to expire after the first booking: Share single-use links to control how frequently invitees can schedule interviews.

calendly_shapes31.png Education

Popular event types

  • One-on-one: When a teacher is communicating directly with a student or parent, use one-on-one event types for seamless scheduling. One-on-ones work well for parent-teacher conferences and counseling sessions.
  • Round robin: For sessions that any team member can handle, use round robin event types to automatically distribute calls among team members. Round robins work well for general counseling calls.
  • Group: Create group event types when multiple students or parents can attend at the same time, like group office hours or group tutoring sessions.

Popular ways to share your link

  • Calendly extension: Use the Calendly extension to instantly add available meeting times to an email.
  • Embed your link: Embed your scheduling link on a landing page, your syllabus, or in your email signature to create an easy scheduling experience for students. 
  • Set your links to expire after the first booking: Share single-use links to control how frequently students can schedule with you.
  • Create a Calendly “directory” on your website so parents or students can easily schedule time with the appropriate person using their Calendly link.

calendly_shapes33.png Popular features

Sales and marketing

Customer support and success

Recruiting and interview scheduling

Education