Calendly Tutorial for Beginners

What You Will Learn

Prerequisites

Step by Step Guide

1. 1

   Setting Up Your Account

   Create your account at calendly.com and connect your primary calendar. Calendly reads your existing events to know when you are busy and only shows available times to people booking with you. Set your working hours, time zone, and any buffer time you want between meetings.

2. 2

   Creating Event Types

   Event types define the different meetings people can book. Create separate events for discovery calls, consultations, team syncs, and office hours. For each event, set the duration, location (Zoom, Google Meet, phone), and any questions you want invitees to answer before booking.

   Pro Tip: Create a "Quick Chat" event type set to 15 minutes for informal conversations. This prevents your calendar from filling up with unnecessarily long meetings.

3. 3

   Customizing Your Booking Page

   Your Calendly link leads to a booking page where people see your available events. Customize the page with your brand colors, logo, and a welcome message. Add descriptions to each event type so visitors know exactly what to expect. You can also embed your booking page directly on your website.

4. 4

   Setting Availability Rules

   Beyond basic working hours, set advanced availability rules like only accepting bookings 48 hours in advance, limiting to three meetings per day, or blocking specific dates. Create different availability schedules for different event types so your sales calls and team meetings pull from separate time blocks.

5. 5

   Team Scheduling and Round Robin

   Calendly Teams lets multiple people share a booking page. Round robin automatically distributes meetings across team members based on availability and priority. Collective events require all specified team members to be free before showing a time slot. This is perfect for sales teams, support teams, and interview scheduling.

   Pro Tip: Use round robin with equal distribution to make sure no team member gets overloaded while others have empty calendars.

6. 6

   Workflows and Automations

   Calendly workflows let you send automated emails and SMS before and after meetings. Set up reminder emails, follow up messages with meeting notes templates, and no show notifications. Use routing forms to direct visitors to the right event type based on their answers to qualification questions.

7. 7

   Integrations and API

   Connect Calendly to your CRM (HubSpot, Salesforce), video conferencing tools, payment processors (Stripe), and automation platforms (Zapier, Make). When someone books a meeting, automatically create a CRM contact, send a Slack notification, and add a prep task to your project management tool.

Automation Ideas After Learning Calendly

Frequently Asked Questions