Routing Forms Best Practices

Best practices for routing forms questions

Routing forms is a powerful tool to ensure your visitors reach the meetings you want them to reach, when you want them to reach them.

Keep your questions to a minimum

  • More questions means more effort for the person filling out your form. This could lead to lower conversions.
  • Only collect critical information you need during the scheduling process.
  • Ask yourself, "What information do I need to ask in order to screen and/or route people? and "What information do I need to contact this person again in case they don’t book a meeting?"

Keep your questions clear

  • Use simple terms to define a question rather than unnecessary phrases or statements.
  • For example, use "Email" as a field name rather than "What is your email address?" 

Use invitee questions

In addition to routing forms, you can use invitee questions to collect more information about your invitees right from your booking page. Use invitee questions to capture information that is not used for routing visitors.


For more information on using invitee questions, check out the help center article: Invitee questions on your booking page.

Best practices for routing with routing forms

Preview your routes before sending

Calendly offers an easy way to see how responses to your questions are routed. To preview how your questions are routed in routing forms:

  1. Navigate to Routing Forms from your Calendly Home page.
  2. Select the Routing Form you'd like to preview.
  3. Select Preview form in the bottom left of the Intake form page.
  4. Select the question(s) you'd like to preview.
  5. Select Submit to preview the question(s) routing logic.


Remember round robin event types

  • With routing forms, you can route to any Personal or Team Event Type within your account. This includes Round Robin event types.
  • If a visitor to your routing form could be routed to a number of meeting hosts, let Calendly do the work of finding an available host by using a Round Robin event type.
  • For more information on Round Robin event types, check out the following help center article: Distribute events round robin to team members.

Personalize your "Thank you for your interest" page

  • For visitors that are unqualified to book a meeting, consider how you can personalize the fallback page they are routed to.
  • Add an email address or helpful content to retain interest and provide visitors with additional information.
  • For more information on how to customize a fallback page, check out the following help center article: Getting started with Routing Forms

Preventing scheduling with non-business/unwanted email domains 

To ensure only qualified individuals with business email domains are able to schedule with you, establish routing logic to prevent non-business email domains, such as Gmail or Yahoo, from scheduling. 

  1. Navigate to Routing Forms from your Calendly Home page.
  2. Select the Routing Form you'd like to edit or create a new Routing Form by selecting + New routing form.
  3. + Add a question to your intake form for Email Address and make it required.
    • You can edit the question to specifically state Business Email while creating the question or after by selecting the pencil icon.
  4. From the Logic tab of your Routing Form, select + Create to create a new route.
  5. From IF, select your Business Email question. 
  6. In the next dropdown box, select includes domain, and add the domains you desire to include in the subsequent box. (i.e. Gmail, Yahoo, Hotmail)
  7. From GO TO, select Custom message to route the invitee to the custom message of your choice.
  8. Select Save.  
  9. Drag and place the Business Email route at the top of your Routing Form logic.