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.
All users
Availability
Set your default schedule
Set up your default schedule to define when clients can normally schedule with you. Your default 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 scheduling limits, 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.
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. Check out our 10 tips for 1:1s here!
- 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 extension: Use the Calendly extension to instantly add meeting times to a client email.
- Embed your link: Add your scheduling link in your marketing automation emails, email signature, or website to move leads through the funnel faster.
- Set your links to expire after the first booking: Share single-use links to control how frequently customers can schedule calls.
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. Check out our 10 tips for 1:1s here!
- 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: Add your scheduling link in your email signature or website to create an easy scheduling experience for clients.
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 your website, 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.
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 your website, 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.
Popular features
Sales and marketing
- Shared event types
- Workflows: email and SMS reminders
- Additional guests
- Browser extensions
- Video conferencing integration
Customer support and success
- Shared event types
- Workflows: email and SMS reminders
- Additional guests
- Single-use links
- Browser extensions
Recruiting and interview scheduling
- Adding a headshot
- Customizing the description and instructions
- Workflows: email and SMS reminders
- Reschedule and cancelation instructions
- Date range availability
Education
- Workflows: email and SMS reminders
- Reschedule and cancelation instructions
- Allow invitee to choose location (One-on-one and collective)
- Additional guests