Calendly FAQs

Calendly allows you to choose when you would like to be available for each event type.

From your Event Types page, select the event you would like to edit. Scroll down to the When can people book this event section. Your default availability is 9:00am-5:00pm Monday through Friday, but this can be adjusted either one day at a time, or for several days at once.

IN THIS ARTICLE:

Set recurring weekly availability

Set availability for specific dates

Blackout specific dates

Control your availability date range

Set recurring weekly availability

To adjust your recurring availability, click the day you would like to edit. You can either change the interval, add a new interval, or remove all availability by making yourself unavailable. Once you've customized the intervals to your liking, set this availability to recur on that weekday by choosing Apply to all Wednesdays. You can also apply those recurring settings to multiple days of the week if your open hours repeat themselves throughout the week.

Set availability for specific dates

Start by clicking the day you would like to add custom availability to.Edit the interval and apply the changes to the specific date only.

Blackout specific dates

Blackout a dateby selecting the I'm unavailableoption. Apply the changes to that date to prevent scheduled events.To blackout a range of dates, select Or apply to multiple...and choose the days you would like to show as unavailable. You can disable scheduling for specific dates or for recurring days of the week.

To remove availabilityacross all of your event types, create an event in your connected calendar during the dates or times you don't want to be available. Ensure it is marked as busy.

Control your availability date range

By default, events can be scheduled with you up to 60 rolling days in advance. You can edit this time frame within each event type depending on your needs. Adjust the number of rolling days, or only allow events during a specific date range.You can also allow events to be scheduled indefinitely.

IN THIS ARTICLE:

I'm unavailable when I should be free

I'm free when I should be unavailable

Connected calendar event status

I'm unavailable when I should be free

You can use your Admin view to determine why your unavailable time slots are blocked. There are two common reasons you may appear unavailable on Calendly when you should be free:

Your calendar may already have a "busy" event at that time

Asetting within your event type may be blocking your availability

Log in to your account and view any of your live event type pages. By default, youll see the public display of your availability shown to invitees. Locate the toolbar at the top of the page and click View as invitee. Update the setting to see an admin view of your page. Selecting a date will reveal any blocked time slots and the reasonthey'reunavailable.

Label

Why the time slot is unavailable

PAST

This time slot is in the past andcan no longer be booked

DAYMAX

A daily limit has been set for this event type, and the limit has been reached

GROUP

This group event has reached its maximum number of attendees

TOOSOON

This time slot isoutside of the event type's minimum scheduling notice

RANGE

This time slot is outside of the date range that has been set for this event type

EVENT

Someone has already scheduled this type of event during this time slot

OVERLAP

This time slot overlaps with another Calendly event that has been scheduled

BUFFER

You or your team members have a buffer setting that blocks this time slot

Team members' names and conflictingbuffer settings listed

CALENDAR

This time slot overlaps with a busy event in your connected calendar or one of your team members'

Team members with "busy" calendar events listed

NOCAL

Calendly isunable to connect to your calendar or one of your team members'

Team members whose calendarsaren't connected listed

UNFAIR

Only applies to round robin event types set to optimize for equal distributionThe only available team members have received too many meetings. This time slot will become available again when events are scheduled with other users and the distribution of meetings becomes equal. Current distribution of meetingsper team member listed

I'm free when I should be unavailable

To find out why you are being shown as available when you should be busy, visit your connected calendar and take a closer look at the specific time slots in question. Be sure to check the same calendar(s) you have asked Calendly to check for conflicts.

Outlook users may notice that Calendly shows you as available during events labeled Tentative.Visit your Calendar Connection page andclickEditin theCheck for conflictssectionto update this setting.

Scheduled Events

All-day and multi-day events may be automatically set asfreein your connected calendar. Prevent meetings from being scheduled by manually setting the status of all-day and multi-day events tobusy.

Connected calendar event status

When events in your calendar are set to busy, Calendly assumes you're unavailable at those times and prevents new events from being scheduled. Changing an event's status from busy tofreewill allow new events to be scheduled during this time.To allow invitees to schedule with you during an event on your connected calendar, simply update that event's status frombusy tofree. Calendly does not readfree events as conflicts.

Any events scheduled through your Calendly page will always be seen as conflicts until you cancel or reschedule them from the tab on your Home page.

When you sign up for Calendly with a Google, Office 365, or Microsoft Exchange email address, you'll be prompted to log in using the username and password for that account. This allows you to access your Calendly account with your other accounts credentials, so youdon'thave to create and manage a new password.

If youdon'twant to use those credentials, you can create a Calendly username and password instead at any time from the Password section of Account Settings.

Important notes:

Changing your email won't impact calendars already connected to Calendly. If you need to change your calendar, go to the Calendar Connection page to make changes.

If you're switching email platforms and need SSO turned off or on, contact the Calendly support team to make the change for you.

To change your login email

At the upper right side of any Calendly page, click Account, then select Account.

Click Login on the left.

Click Change login then select Use another account.

At Email or phone enter the email or phone you want to use to log into Calendly.

Contact Calendly support if you need assistance.

Invitations and confirmations

By default, when invitees schedule with you, Calendly sends a confirmation email with a link they can use to add the event to their calendars.

If you connect to Calendly witha Google,Office 365 or Outlook.com calendar to your account, Calendly can send a calendar invitation from your calendar application that automatically adds the event to yours and your invitee's calendars.If you change event details on your calendar, Calendly automatically notifies your invitee of the change and updates their calendar accordingly.

Notes:

If you connected to Calendly to iCloud or our Outlook plug-in, or if you didn't connect a calendar at all, you can still send email confirmations.

Calendar doesn't send calendar invitations for group events

If your invitee responds to a confirmation email, you'll receive the messageat the email address associated with your Calendly login

Personalize email and text messages and reminders

Calendly Pro and Premium subscribers can personalize email and text messages to change the title, subject, and message body.We provide a collection of variables you can use to insert values into the email that are specific to your invitee or the event. These values can come from the event details or from custom questions that invitees answer.

Reminders

To personalize email and text messages To reduce no-shows, send one or more reminder emails or text messages to invitees days, hours, or minutes before the event starts. Choose to send email or text reminders, or both.Invitees enter their phone number during scheduling; the reminders we send come from a Calendly number. Invitees can unsubscribe by replying "STOP".

Calendly Pro subscribers can sendunlimited text reminders without additional charge.

Follow-up emails

Send customized follow-up emails,minutes, hours, or days after the event ends. If you disable follow-up emails,we'll stop sending them immediately for existing and scheduled events.

Cancelling events

If you cancel the event, Calendly automatically notifies your invitee.You can also add your cancellation policy to let invitees know if and when they can change events. Your policy will be included in any email notifications they receive.

Rescheduling events

By default, email notifications include links that allow invitees to cancel or reschedule events. You can remove these links so invitees can't change the event.

See these procedures

To send calendar invitations To send email confirmations To personalize email and text messages To send reminders To send follow-up emails To prevent cancellations or add your cancellation policy

To enable or disable calendar invitations

From the Event Tab of your Home page, click the event.

Expand the Notifications and Cancellation Policy section.

Click Switch to Calendar Invitations.

(Calendly Pro and Premium subscribers only) To personalize your invitation see To personalize email and text messages.

Click Save & Close.

To enable or disable email confirmations

From the Event Tab of your Home page, click the event.

Expand the Notifications and Cancellation Policy section.

Click Switch to Calendar Invitations.

(Calendly Pro and Premium subscribers only) To personalize your invitation see To personalize email and text messages.

Click Save & Close.

To personalize email and text messages

Calendly Pro and Premium subscribers can use this procedure to change the title or body of text and email messages. You can also add variables that are placeholders for actual values from the event details or answers invitees provide to custom questions.

From the Event Tab of your Home page, click the event.

Click Personalise next to the type of message you want to personalize.

Add or change the message title, subject, or body.

To add a variable:- Click your mouse where you want to add the variable.- Click the down arrow just above the input box and select the variable you want to add.

Click Save & Close.

To enable or disable email or text reminders

From the Event Tab of your Home page, click the event.

Expand the Notifications and Cancellation Policy section.

To send text reminders, atText reminders click the button to turn them on or off.

To send email reminders, atEmail reminders click the button to turn them on or off.

Click Personalize, then at Timing specify how minute days, hours, or minutes before the event you want to send the reminder. To add additional reminders, click Add Another Reminder and enter the timing information.

(Calendly Pro and Premium subscribers only) To personalize your reminder message see To personalize email and text messages.

Click Save & Close.

To enable or disable follow-up emails

From the Event Tab of your Home page, click the event.

Expand the Notifications and Cancellation Policy section.

AtEmail Follow-upclick the button to turn them on or off.

Click Personalize, then at Timing specify how minute days, hours, or minutes before the event you want the email sent.

To personalize your reminder message see.

Click Save & Close.

To allow invitees to reschedule and cancel or add a cancellation policy

From the Event Tab of your Home page, click the event.

Expand the Notifications and Cancellation Policy section.

ExpandShow Cancellation Policythen click Include cancel and reschedule links in notifications.

To add your cancellation policy, enter it at Cancellation Policy.

Click Save & Close.

Use custom questions to collect additional information from your invitees during the scheduling process. These custom questions can also be used to obtain consent from your invitees, such as havingthem opt-in to your mailing list or agreeing to your policies.

Open the Invitee Questions section of any event type and create a new question. Add a link to your privacy policy and a single checkbox answer for invitees to agree to its terms. If your privacy policy link is too long, use a URL-shortening service. Utilize the Required setting to ensure their permission is given before they confirm their booking.

Scheduled Events

View a copy of their consent from the tab on your Home page within an event's details, along with any other information you've requested.

collective scheduling

Once you set up a team page, addevent types for invitees to choose from. Whether your goal is tohost a webinar for multiple guestsor toallow meetings with more than one member of your team, Calendly has an event type that will suit your scheduling needs.

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Round Robin

Collective

Group

Round Robin

Create a round robin event to allow invitees to select a time withanyavailable team member.You can choose to distribute events among team members evenly or by priority.

Collective

Use to pool team members' availability. Only show invitees times whenall team members are available. When an invitee schedules, all team members are added to the calendar event.

Group

Calendly's group eventfeature lets multiple invitees reserve a spot for the same event. Set the invitee limit and assign one of your team members to lead, whether it's a class, webinar or lecture.

Connect Calendly and your GoToMeeting account to generate a dynamic conferencing link for any of your event types. Invitees will receive location details in the confirmation notification after scheduling with you. The unique link will appear within the event details on the Scheduled Events tab on your Home pageand underMy Meetings in GoToMeeting.

IN THIS ARTICLE:

Connecting your GoToMeeting account

Personal event types

Team event types

Dial-in numbers

Connecting your GoToMeeting account

Access your Integrations page from the drop-down menu at the top-right of your Calendly account. Select the GoToMeeting option, and continue to connect your account.

Choose GoToMeeting as the location to any of your event types to have a dynamic conference link generated for each meeting. Invitees will receive the complete meeting details in their confirmation notification after scheduling with you.

All Teams view

Personal event types

Visit the Event Types tab on your home page and open the event you would like to edit. Expand theWhat event is this? section and click to add GoToMeeting as the location of the event. The location details will be included in event notifications sent to you and your invitees, so everyone will know where your meeting will take place.

Team event types

Navigate to the on your Homepage. Open the event you would like to edit, and expand the Team Members & Location section. Users must personally connect a GoToMeeting account to Calendly before it can be used as their location for team event types.

One user assigned to a collective event type will be chosen as the organizer, and the meeting will be hosted through their GoToMeeting account. You can manually reassign the organizer as long as another user has their GoToMeeting account integrated with Calendly.

Dial-in numbers

Paid GoToMeeting users can offer invitees a dial-in number in addition to the web conferencing link for each event scheduled. The dial-in number is generated from the Preferred Numbersset in your GoToMeeting account.

If you have multiple country codes selected, they will be displayed in the invitee notification as additional dial-in numbers.

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Upgrading your account

Billing options

Downgrade or cancel your subscription

Delete your account

Upgrading your account

Calendly's Premium and Pro plans have additional features that allow for greater flexibility and personalization, including access to our library of integrations. To upgrade your account, visit your Billing page fromthe drop-down menu at the top right corner of your account. When you clickUpgrade now, you'll be able to choose the plan that best suits your scheduling needs. Teams will be charged per user, or for each account accepting meetings.

downgrading your account

Choose to pay a small fee monthly, or commit to an annual subscription and receive a discount. Calendly subscriptions automatically renew at the end of the billing period each month or year, depending on the payment plan you selected. To prevent your subscription from being renewed automatically, you can preemptively downgrade your account.

Billing options

Paid users can make changes to their subscriptions from their Billing page at any time. From the drop-down menu, you can add or remove users, change your payment information and upgrade or downgrade your account.Premium users updating to the Pro tier will be charged a pro-rated amount for the time left remaining for the billing period.

Downgrade or cancel your subscription

To downgrade youraccount from Pro to Premium, or back to Basic, visit your Billing page. Expand the drop-down menu and choose the Downgradeoption to switch to a lower tiered plan.

The change to your subscription will occur at the end of the current billing period, so you'll never lose out on the subscription you've paid for. Once you've downgraded to our Basic subscription, you will no longer be charged moving forward.

For billing inquiries specific to your account, such as invoice requests or refund inquiries, contact our support team.

Delete your account

To cancel your account entirely, visit your Account Settings page. Locate and select theDelete Account button in the bottom-right corner of the page. Once your account has been deleted, you will not be able to recover any of the information stored there.

If you would prefer to remain on our free Basic plan, try instead.

Connect Calendly and Zoom to generate a dynamic conferencing link for any of your event types. Invitees will receive location details in the confirmation notification after scheduling with you. The unique link will appear within the event details on your Scheduled Events taband underMy Meetings page in Zoom.

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Connecting your Zoom account

Personal event types

Team event types

Dial-in numbers

Connecting your Zoom account

To connect, the Zoom account admin must search for Calendly on the App Marketplace. Locate the Pre-Approve toggle and enable it, then click Visit Site to Install to return to Calendly and finalize the connection.

Choose Zoom as the location to any of your event types to have a dynamic conference link generated for each meeting. Invitees will receive the complete meeting details in their confirmation notification after scheduling with you.

All Teams view

Personal event types

Visit the Event Types tab on your Home pageand open the event you would like to edit. Expand theWhat event is this? section and click to add Zoom as the location of the event. The location details will be included in event notifications sent to you and your invitees, so everyone will know where your meeting will take place.

Team event types

Navigate to the on your Homepage. Open the event you would like to edit, and expand the Team Members & Location section. Users must personally connect a Zoom account to Calendly before it can be used as their location for team event types.

One user assigned to a collective event type will be chosen as the organizer, and the meeting will be hosted through their Zoom account. You can manually reassign the organizer as long as another user has their Zoom account integrated with Calendly.

Dial-in numbers

Zoom users can offer invitees a dial-in number in addition to the web conferencing link for each event scheduled. For international numbers,visit yourMy Meeting Settings and navigate to the Telephone tab within Zoom. If you select multiple countries,a link will be displayed in the invitee notification leading to their dial-in options.

By default Calendly displays a confirmation page for your invitees after they schedule with you. You can choose to redirect invitees to another page or add links to the events confirmation page.

Add links and redirects

You can add a link to an events confirmation page that invitees can click to display another website.

If you have a Pro Calendly subscription, you can automatically redirect invitees to another website instead of displaying Calendlys confirmation page. You can also have Calendly pass information about the event to the redirected site, such as the event name and invitee information. With the help of a web developer, you can use this information to build custom thank you pages or track site usage and conversions.

SEE THESE PROCEDURES:

To allow invitees to schedule recurring events

To add a link to the confirmation page

To redirect invitees after scheduling

Information we send in the redirect URL

To allow invitees to schedule recurring events

From your Home page, select the event.

Expand the Confirmation Page section.

At Display button to schedule another event, select Yes.

(Optional) Enter the name you want to appear on the button.

Click Save & Close.

To add a link to an events confirmation page

From your Home page, select the event.

Expand the Confirmation Page section.

Click Add Custom Link, enter a name for the link, the URL (web address, e.g.http://www.example.com), then click Add.

To add additional links, repeat Step 4.

Click Save & Close.

To redirect invitees after scheduling

Note: this feature is available if you subscribe to Calendlys Pro plan. Upgrade now

From your Home page, select the event.

Expand the Confirmation Page section.

At On confirmation, select Redirect to an external site.

At Redirect URL, enter the web address you want to send invitees to.

If you want to pass event information to the other site, select Pass event details to your redirected page,

Click Save & Close.

Information we send in the redirect URL

Calendly can append the following variables to the redirect URL, use them to send event and invitee information.

event_type_name

event_type_uuid

event_start_time (in invitee timezone (iso8601 format))

event_end_time (in invitee timezone (iso8601 format))

invitee_uuid

invitee_email

invitee_first_name (when applicable)

invitee_last_name (when applicable)

invitee_full_name (when applicable)

invitee_payment_amount (when applicable)

invitee_payment_currency (when applicable)

guests

utm_source (if available)

utm_medium (if available)

utm_campaign (if available)

utm_content (if available)

utm_term (if available)

assigned_to

text_reminder_number (if available)

answer_1 (if available)

answer_2 (if available)

answer_3 (if available)

answer_4 (if available)

answer_5 (if available)

answer_6 (if available)

answer_7 (if available)

answer_8 (if available)

answer_9 (if available)

answer_10 (if available)

edit your start time intervals

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Customize start time frequency

Limit the number of events scheduled per day

Add a minimum scheduling notice

Add buffers before or after events

Customize start time frequency

Your availabilityincrementsdetermine how often your time slots appear. For example, if youset upa 60-minute event that startsevery 30 minutes, your event start times will appear as:

9:30

10:00

10:30

11:00

If an invitee schedules the 60-minute event for 9:30, then the next available time slot will be 10:30. Because the 60-minute event is from 9:30-10:30, the 10:00 time slot will disappear from the scheduling page.

Limit the number of events scheduled per day

Use the "Max number of this event acceptable per day" setting to prevent days filled with back-to-back meetings.Defining a maximum number of events will be applied to that event type only. If you need to maintain control over the number of events scheduled, then you will want to ensure each event type has a limit.

Add a minimum scheduling notice

Enter the amount of time you would like to give yourself before a meeting can be scheduled. The default minimum scheduling notice for all event types is 4 hours but it can be left blank if you don't need it.

Add buffers before or after events

Adding a buffer allows time to be tacked on to events scheduled through Calendly. If you would like to add gaps between start times, then you'll want to for that day's availability. You can use buffer settings to:

Account for meetings running long

Give yourself adequate time to commute

Adequately prepare for a meeting

Regroup, take notes and send a follow-up

share your link with invitees and start accepting meetings

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Connect your calendar

Configure event types

Update your profile (Account Settings)

Connect your calendar

Navigate to your Calendar Connection page from the drop-down menu on the top right corner of your page. You can connect your calendar account from any of our integrated platforms:

Google Office 365 or Outlook.com Outlook desktop for Windows PC iCloud Exchange

Once connected, take a look at the settings on your Calendar Connection page. If there are multiple calendars on your email account, use Edit to choosewhich you would like Calendly to check for conflicts. Any events labeled busyin the selected calendars will be read as conflicts, and those times will be removed from your scheduling page. You can also select which calendar you would like your Calendly events added to.

When an invitee chooses an available time to meet with you, the details will be published to your connected calendar and the Scheduled Events tab on your Home pageautomatically.

Configure event types

When you sign up, Calendly adds three default event types to your account. You can customize these depending on your scheduling needs. Visit the Event Types tab from your Home page and click the event to open and edit its availability settings.

You can also add new event types to your scheduling page. Solo users can select from one-on-one or group events, and team accounts can add round robin, collective or group events to their pages.

One-on-one

An event between a user and one invitee

Group

An event between a user and more than one invitee

Round Robin

An event with one invitee that is distributed to any available team member based on the rules you determine

Collective

An event between one invitee and the multiple team members assigned to the event type

Update your profile (Account Settings)

At any time from the Account settings page, you can change your profile information such as:

name (that displays in Calendly and at the top of your scheduling pages)

language(which you can also set for each event type)

date format

country, and

default time zone (which you can also set for each event type)

How to change your profile information

At the upper right side of any Calendly page, selectAccount, thenAccount Settings.

Change your name, message, language, date format, country, or time zone as desired.

Click Save Changes.

What's next?

Once your availability and customizations are saved, you can .

Zapier

Let your invitees know where your event takes place by specifying thelocation for each of event type. Choose a physical location, web conference, phone, or allow your invitee to determine the location.

Display location information on the scheduling or confirmation pages. Calendly always includes locationinformation in the calendar event and in confirmation emails.

Web conference options

To offer web conferencing options, first integrate your web conferencing app with Calendly. See instructions for integrating GoToMeeting or Zoom ; if you use another app such as WebEx or Join.Me, add your web conferencing link or dial-in number instead.

If your conferencing link changes with each event, use calendar invitations instead of confirmation emails so you can change conferencing information at any time. With calendar invitations enabled, you can change the conferencing information from your connected calendar . Your invitee immediately sees the updated information in their calendar and also receives a notification that a change was made.

Tip: To automatically update calendar events once they're scheduled, use Calendly'sintegration.

Invitees can choose the location

You can have Calendly ask invitees for their preferred location.Once invitees confirm the event, we'll include the location they select in all notifications and calendars.

To set the location for an event

From the Event Types tab of your Home page, select the event.

Expand the What even is this section.

At Location, choose from the following: - In-person meeting, then enter a description of the location. - Phone call, then choose to call your invitee or have them call you (and enter the phone number to call). - Web conference. If you haven't integrated your web conference app with Calendly, click Edit, then go to Calendly's integration page and set it up. - Custom, then enter a location description and choose to display the location during booking or after confirmation.- Ask invitee. To offer an invitee two or more location choices, click Add a location and select a location. Repeat this step to add additional location options.

To add additional information for invitees, click Include additional information and enter a short note.

Click Update.

Click Save & Close.

Weebly supports Calendly's embed options including inline, pop-up text and pop-up widget. Sign in to Weebly and selectEdit Site. Under theBuild tab, select the page that you'd like to edit and use the Basictoolbar on the lefthand side. Locate the option to add an embed code, and drag it into position on the page.

copied from your Calendly account

Edit the custom HTML within the box and paste the embed code that you and publish the changes to your website.

IN THIS ARTICLE

Which version of Wordpress do I have?

Embed options for Wordpress.com

Embed options for Wordpress.org

Which version of Wordpress do I have?

Log in to Wordpress and visit the admin dashboard of your account. Hover your cursor over the W logo in the top left corner of the page. Wordpress.org users will see a drop-down menu appear with options. If no menu appears, the account is on Wordpress.com.

copied from your Calendly account

Embed options for Wordpress.com

Add a hyperlink to your scheduling page on a Wordpress.com site and invite visitors to schedule with you. While editing one of your pages, highlight any text and click the Insert/editlink button in the toolbar. Paste the URL to your personal scheduling page, an event type page or a team page. To an image, select the image and follow the same steps.

Embed options for Wordpress.org

Wordpress.org supports Calendly's embed options including inline, pop-up text and pop-up widget. If you've applied a theme to your website, it may affect the appearance of the embed code.

To embed Calendly on a single page of your site, sign in to Wordpress and visit the admin area. Go toPages and decide which you would like to edit, then click the + to add a new block. Choose a Custom HTML from the Formatting drop-down list,and paste the embed code that you copied from your Calendly account.Preview Changes to ensure the embed cooperates with your website's theme before selectingUpdate to save.

To apply the pop-up widget embed across your entire site, navigate to theAppearance section and open theEditor. Locate the Theme Filessidebar to the right of the page and scroll to find theTheme Footer. Locate the</body> tag at the bottom of the footer and paste the pop-up widget code that you just above it.

IN THIS ARTICLE:

Connect your calendar

I'm available during Out of Office/Away events

Admin restrictions

Connect your calendar

When you sign up for Calendly using your Office 365 or Outlook.com email address, your calendar will be automatically connected to your account. Visit your Calendar Connection page to confirm or customize your calendar settings.

If there are multiple calendars on your account,choose which you would like Calendly to check for conflicts by clickingEditin theCheck for conflictssection. You will be considered unavailable during any busy events added to these calendars, and the corresponding times will be removed from your scheduling page.

Calendar Connection

In the next section, select the calendar you would like your events added to. This is also where you can decide toSync Cancellations. When enabled, any Calendly event you decline or delete from this calendar will becanceled within Calendly. If an invitee makes the same changes on their calendar, the status of the event will remain unaffected.

I'm available during Out of Office/Away events

Events in your calendar may be labeled Free, Busy, Tentative, Working Elsewhere or Away. By default, Calendly will consider you unavailable during events labeledBusy,Working Elsewhere orAway,and those times will be removed from your scheduling page. If you would like to be considered available during these events,visit your page andclickEditin theCheck for conflictssectionto update this setting.

Admin restrictions

To successfully connect your calendar to Calendly, you'll need to have your organization admin grant permissions to allow third-party applications on your account. If you encounter an error during the setup process, ask them to visit their Admin Center and update the Integrated Apps settings.

IN THIS ARTICLE:

Canceling an event

Rescheduling an event

Edit the invitee limit for a group event

Canceling an event

To cancel a pending event, locate it under the Scheduled Events tab on your Home page. ClickDetails to expand, then select theCancel button.Calendly will give you the option to add a short message to be included in an email notification informing the invitee of the cancellation.

Event Types

Once finalized, the canceled time will be freed up in both calendars. Invitees can cancel an event using the cancellation button in the confirmation and reminder notifications they receive.

Rescheduling an event

If you know your invitee's availability, reschedule from the Scheduled Events tab on your Home page. Find the event, expand the details and click Reschedule.Once a new time is confirmed, both you and your invitee will be notified of the changes.

Unsure of your invitee's availability? Cancel the original event and re-share your Calendly link in the cancellation message. Invitees can reschedule at any time from within their confirmation email, or by declining a calendar invitation.

Edit the invitee limit for a group event

If a scheduled group event reaches the invitee limit, visit the Scheduled Events tab on your Home page to allow more people to sign up. Remove or reschedule someone who is already attending, or increase the limit for this specific event.

To update the invitee limit for meetings scheduled moving forward, open the group event from your tab on your Home page and visit the What event is this? section.

on our Community

We take the work out of connecting so you can accomplish more. Using these proven pro tips will allow you to focus on the most relevant Calendly features so you can get time back for what matters: building your business.

When wearing multiple hats as a business owner, eliminating administrative work and building lasting client and partner relationships are essential to growth. Calendly helps you manage a full schedule with ease while focusing on your top priorities. Cut down on email traffic by automating how you schedule appointments and never double-book or miss a meeting again.

Build better client and partner relationships

Eliminate drop-off in the sales process to grow your customer base. Once a prospect fills out your existing inquiry form, direct them to a scheduling page automatically so they can schedule at the height of their interest. Use Calendly as the call-to-action in campaigns and emails to empower interested prospects to schedule so they can learn more about your offering.

Improve client satisfaction and retention. Enhance the client experience by allowing them to schedule quickly, whenever they need your services. Embed Calendly on your website so clients have open access, use your Calendly link in email correspondence or leverage Calendly for Chrome to open up more availability for high-priority clients. Communicate with clients remotely using GoToMeeting and other web conferencing, and never worry about miscommunicating across time zones with Calendlys automatic time zone detection.

Collect payments up front. Using Calendlys Stripe or PayPal integration, your clients can submit payment as soon as they schedule. Relieve the burden of billing, reduce no-shows and ensure you meet with clients who are serious about your services.

Automate tasks to accomplish more. Set up email or text reminders to reduce no-shows and provide meeting information like the location or web conferencing link, use buffers to add extra time before or after an event and use daily limits to cap how many meetings you take per day.

Join the discussion with other users in your industry !

key of events fired by Calendly

Take a closer look at how invitees interact with your booking flow using our Google Analytics integration. Create and measure campaign funnels to refine your strategies and increase conversions with this Pro feature.

IN THIS ARTICLE:

Connect your account

Events fired by Calendly

Create goals

Connect your account

Visit your Admin settings within Google Analytics. Locate your tracking ID by choosing your preferred account and the specific property you would like to track. Click Tracking Info and find your ID under Tracking Code. Highlight the ID and copy it to your clipboard.

Return to Calendly and navigate to your Integrations page. Select the option for Google Analytics and begin the setup. Paste your tracking ID and save to complete the connection.

For team accounts, only one tracking ID can be added by the owner or admin of the organization. Once the integration is enabled, events for all teams and users will be tracked. It may take 24 hours to generate reports, but invitee activity can be previewed in real time.

Events fired by Calendly

As an invitee navigates through scheduling, Calendly will fire events to Google Analytics. You'll see an event when an invitee:

lands on the scheduling page

eventCategory: calendlyeventAction: invitee_scheduling_page

chooses an event type

eventCategory: calendlyeventAction: invitee_event_type_pageeventLabel: Yourevent type name

selects a date

eventCategory: calendlyeventAction: invitee_select_dayeventLabel:Yourevent type name

selects a time

eventCategory: calendlyeventAction: invitee_select_timeeventLabel: Yourevent type name

schedules a meeting with you

eventCategory: calendlyeventAction: invitee_meeting_scheduledeventLabel: Your event type name

Google Analytics will record the events leading to a scheduled meeting so you can monitor yourinvitees experience. Set up a goal to track conversions andanalyze the success of your campaign.

The source of your events will always be direct unless you have added UTM parameters to the Calendly link shared with your invitee. If this is the case, the source in Google Analytics will match the UTM source prepended to your scheduling link.

Create goals

Once a goal is created within Google Analytics, any meetings scheduled through Calendly will be tracked as a conversion. From your Google Analytics account, navigate to your admin page to begin. Locate theGoals view, then add a new goal. Specifythe type as anevent, then use the to customize the goal to track your preferred events.

multi-person scheduling options

Start building yourCalendly team by adding users to your organization. Adding a team creates a new scheduling page with its own unique link. As an owner or admin, you can create a team page and assign one or more users to each event type.

Team pages allow you to distribute new events to team members round robin, let invitees meet with multiple team members at once or let invitees choose which team member to meet with.

Create a team page

As a Premium or Pro user, visityour Event Types page and navigate to theTeam tab. Create a new team, then specifythe name, scheduling link, and members. Upload a logo and customize a welcome message to match your company's branding.

Add event types to your team page to utilize any of our .

IN THIS ARTICLE:

Connect your calendar

Available during all-day events

Error when connecting calendar

Connect your calendar

Once you've created a Calendly account, visit your Calendar Connection page to connect your iCloud calendar. Choose the option toconnectto iCloud, then log in using your Apple ID and an app-specific password.

If there are multiple calendars on your iCloud account,choose which you would like Calendly to check for conflicts by clickingEditin theCheck for conflictssection. You will be considered unavailable during any busy events added to these calendars, and the corresponding times will be removed from your scheduling page.In the next section, select the calendar you would like your events added to.

Apple ID account page

If there are calendars in your Apple Calendar that are missing from the Calendar Connection page, then these may be subscribed calendars. Calendly is not able to read calendars subscribed to via a web address, so youll need to connect to the platform that your calendar is hosted on.

Available during all-day events

By default, iCloud sets the status of all-day events toFree. If you would like to be shown as unavailable, update the status to Busy from the Apple Calendar application on your iPhone.

Error when connecting calendar

When youintegrate your iCloud calendar with Calendly, we use your credentials to access the iCloud API. Calendly securely stores and restricts access to the iCloud information we collect. To furthersecure your account credentials, you are required to create an app-specific password for third-party apps that have been granted access to your iCloud account.

To successfully connect your iCloud calendar to Calendly, you must enable two-factor authentication and create an app-specific password. To begin, sign into your . Follow the steps to setup two-factor authenticationfrom your account's Security settings.

Apple will prompt you to access a secondary device to confirm the setup. Once completed, return to the Security section on your Apple ID account page to generate an app-specific password. Choose a label, then clickCreate. Copy the password generated, and return to Calendly to finish connecting your calendar with the new credentials.

By default, Calendly asks each invitee for their name and email address when they schedule with you. These are always required so event details can be shared automatically. You can also create additional questions to collect more information. Invitee answers will be saved to the event details on your Scheduled Events tab and added to notifications by default.

Name and email address

Custom questions

Additional guests

Name and email address

Once an invitee schedules, their name and email address will be automatically populated when they book again. You can disable theautofill setting from the Invitee Questions section within each event type. Hover over the fields to edit the settings, then uncheck the option forAutofill Invitee Name and email from prior bookings option.

Custom questions

For each event type, you can add up to ten additional questions.Each can be marked as required or left as optional for your invitees. Choose the answer type that best suits the information you're collecting.

Scheduled Events

Additional guests

After choosing their preferred date and time for a one-on-one event, an invitee can decide to add any additional guest email addresses to be notified about their booking. Guests will be sent a calendar invitation or a copy of the invitee confirmation email, depending on the notifications settings for that event type. View any added guests within a scheduled event's details from the tab on your Home page.

To enforce only one invitee per event, navigate to the event type you would like to update and expand theInvitee Questions section. Hover over the name and email fields to reveal the option to edit, then uncheck theAllow invitees to add additional guests option.

Change the information that displays about you or customize your Calendly scheduling pages in Account Settings.

IN THIS SECTION

Change your profile Manage the information about you that displayson your scheduling page. Learn more >

Customize your scheduling pagesAdd or change the logo, avatar, and other information to reflect your brand.

Overview

To add a logo or remove the Calendly badge to your scheduling page

To add an avatar to your scheduling page

To change the name, welcome message, language, and time zone on your scheduling page

Customize your scheduling page linkChange the link others use to schedule with you.

Overview

To change the link to your main scheduling page

To change the link to the scheduling page for a specific type of event

Change your login email Change the email address you use to log into Calendly. Learn more >

Use Calendly's language options to localize the scheduling experience for the people meeting with you. Your booking page and all event notifications can be automatically translated to French, Spanish, German, Dutch, Italian, and Portuguese (Brazil).

Event Types

Visit your page and open an existing event to change the language. The Invitee Language setting is locatedabove the What event is this? section. Click the current selection to expand the drop-down menu of more language options. Once the new language is set, Calendly will localize the invitee's view and notificationsmoving forward.

Any customizable text, such as the event type name, description or custom questions must betranslated manually.

When you sign up for Calendly with an Exchange email address, Calendly tries to automatically connect your Exchange calendar. If it's unable to connect, see If Calendly can't connect to your Exchange server for instructions. After we connect with your first calendar, you can additional calendars at any time.

We automatically check each calendar you connect with Calendly for times when you're available. When someone schedules a time to meet with you, we add information about that event to the calendar you choose.

Note: if you mark a block of time (event) on your Exchange calendar as "Working Elsewhere", it appearsas:

"busy" in the Outlook application

"not busy" for Outlook on the Web, and

"not busy" on your Calendly scheduling page

IN THIS ARTICLE:

How to connect an Exchange calendar to Calendly after initial setup

How to specify which calendar Calendly checks for conflicts

How to change the calendar Calendly adds events to

If Calendly can't connect to your Exchange server

How to connect an Exchange calendar to Calendly after initial setup

At the top right side of any Calendly page, select Accounts, then Calendar Connections.

Next to Exchange Calendar, click Connect.

Enter your Exchange email address and password. Calendly will try to automatically detect your Exchange Server. If you need your server information, ask your IT department or check your Outlook settings:

iPhone: In Settings, select Accounts, then Exchange.

Mac: Select Preferences, then Accounts.

Windows:Select File, then Account settings.

Click Connect.See the confirmation message appear at the top of the screen.

How to specify which calendar Calendly checks for conflicts

At the top right side of any Calendly page, select Accounts, then Calendar Connections.

In the Check for conflicts section, clickEdit,and select one or more calendars.

Click Update.

How to change the calendar Calendly adds events to

At the top right side of any Calendly page, select Accounts, then Calendar Connections.

In the Add to calendar section, clickEdit.

Select the calendar you want to want to add scheduled events to.

To have Calendly change or delete events that are changed from that calendar, check the box belowSync cancellations.

Click Update.

If Calendly can't connect to your Exchange server

If Calendly can't automatically connect to your Exchange server, enter your Exchange server:

name

domain

username

If you need your Exchange server information, ask your IT department or check your Outlook settings:

iPhone: In Settings, select Accounts, then Exchange.

Mac: Select Preferences, then Accounts.

Windows:Select File, then Account settings.

From the Account menu at the upper right, select Account Settings.

Change your name, welcome message, language, or time zone as desired.

Click Save Changes.

Note: when you change the link, previous-shared links will no longer work.

At the upper right side of any Calendly page, click Account, then select Account Settings.

Click My Link on the left.

Change your link.

Click Save changes.

I'm trying to post my events to more than one calendar. It's not working, even though I have at least 2 of them connected. Help?

Calendly will check multiple calendars for availability conflicts on either of our paid subscriptions. Scheduled events will be posted to only one calendar, which you can select on your Calendar Connection page.

To have scheduled events posted to different accounts, create a separate user for your other calendar. Set up a team page that includes both accounts as users and create a round robin event type so invitees can continue scheduling for the same time slot as long as one of your calendars has availability. Keep in mind, you will have to pay for each additional Calendly account.

How do I text myself when someone books an appointment with me?

While youcan'ttext yourself directly through Calendly, you can with our Zapier integration. Set up a zap to text a specific phone number when an event is booked with you through Calendly. Keep in mind, you'll need a paid subscription to use our Zapier integration.

Why does Admin mode say I have buffers blocking out my time? I checked my events, I have no buffers, but the time slot is still blocked for the same reason.

Any edits you make to your event type settings will only be applied to events scheduled after those changes are saved. Events that were scheduled before those edits have locked settings.

To update an existing event to reflect any new changes to the settings, reschedule it for the same date and time. Include a cancellation note to your invitee so theyaren'tworried about the appointment rescheduling.

Why can't I reschedule my event for the same date and time? For some reason, itwon'tlet me.

If you visit your event types Advanced Availability settings, adjust your Minimum Scheduling Notice to the appropriate time, and save. Then try to reschedule your event.

Why am I showing as unavailable in Admin mode? I'm not.

If Calendly is showing you as unavailable when you should be free, you may need to take a closer look at your connected calendar. You'll want to make sure any Google events added to your calendars are showing you as "available" rather than "busy".

It's also important to make sure that Calendly is checking the correct calendar account(s) for conflicts. If you have other people's shared calendars selected on your Calendar Connection page, their events may get detected. This will cause your availability to be displayed incorrectly.

You can customize your main scheduling page and event-specific scheduling pages.

How to change the name, welcome message, language, and time zone on your scheduling page

Organization owners and administrators can choose to replace images previously posted by other team members. When members leave the organization, the organizations image no longer appears on their pages team members can upload a new image at that time.

See these procedures

How to add a logo or Calendly badge to your scheduling page

How to add your avatar to your scheduling page

IN THIS ARTICLE:

Connect your calendar

Checking multiple Google calendars

Disable automatic video calls

Connect your calendar

When you sign up for Calendly using your Google email address, your calendar will automatically be connected to your account. Visit your Calendar Connection page to confirm or customize your calendar settings.

If there are multiple calendars on your Google account, choose which you would like Calendly to check for conflicts by clickingEditin the Check for conflicts section. You will be considered unavailable during any busy events added to these calendars, and the corresponding times will be removed from your scheduling page.

Find out more on Google's help center

In the next section, select the calendar you would like your events added to. This is also where you can decide to Sync Cancellations. When enabled, any Calendly event you decline or delete from this calendar will becanceled within Calendly. If an invitee makes the same changes on their calendar, the status of the event will remain unaffected.

Checking multiple Google calendars

Calendly can read your availability based on one or more calendars. To connect existing calendars, you'll need to share them using the settings within Google.

Open your calendar on a computer and find the My calendarssection in the sidebar. Hover over the calendar you would like to share, and open the options drop-down to find Settings and sharing. Once the page opens, locate theShare with specific people section and add the email address of the receiving calendar account. Be sure to update the permissions selection to Make changes and manage sharing.If you prefer, you can create new calendars for different categories of events. Read more about sharing calendars on Google's help center. Once your calendars are shared, return to your Calendar Connection page and check off all that apply so Calendly can accurately read your availability.

Disable automatic video calls

By default, Google will automatically add video call links to all calendar events. In your calendar settings within Google, locate theEvent settings section to disable this feature. You may need to reach out to your administrator if you do not manage your account. .

Embedding a scheduling page onto your website is the best way to encourage visitors to book with you. With our three embed options, you can choose the look and functionality that suits your webpage the most. Because our embed code may perform differently across host platforms and site themes, we're providing answers to some common embed questions. You may wish to consult a developer for further customizations

IN THIS ARTICLE:

How to change the position of the widget

How to create your own button

How to remove the scroll bar

Change the position of the widget

fill out this form

When using our pop-up widget embed code, the default placement of the widget will be the bottom of the webpage aligned to the right corner. To change the alignment to either the left or center of your page, add one of the CSS codes below. Then, adjust the left and right inputs until you arrive at your desired spacing.

Left:

<!-- left align the badge widget --><style type="text/css"> .calendly-badge-widget { right: auto !important; left: 20px !important; } </style> <!-- end left align the badge widget -->

Center:

<!-- center align the badge widget--><style type="text/css">.calendly-badge-widget { left: 50% !important; margin-left: -100px!important; }</style><!--end center align the badge widget-->

Create your own button

Entice your site visitors to schedule with you with a button that triggers a pop-up scheduler.Adding this code somewhere within your web page will give you the Calendly CSS and Javascript resources, without the clickable text link:

<!-- Calendly link widget begin --><link href=" https://calendly.com/assets/external/widget.css " rel="stylesheet"><script src=" https://calendly.com/assets/external/widget.js " type="text/javascript"></script><!-- Calendly link widget end -->

Next, youll need to trigger this Javascript code when the button is clicked to initiate the pop-up. To an HTML element, add:

onclick="Calendly.showPopupWidget('YOUR_SCHEDULING_LINK');return false;"

Replace the link with your own URL, either for your schedulingpage or a specific event type.

Remove scroll bars

Depending on the host and theme youre using for your website, your visitors may encounter a Calendly embed module with a scroll bar. The scroll bar appears when the embed exceeds the size of the container, which is controllable in your site layout. To remove the additional scroll bar, you can increase the height specified in the code copied from your account:

<div class="calendly-inline-widget" data-url="https://calendly.com/YOUR_SCHEDULING_LINK" style="position: relative;min-width:320px;height:750px;" data-processed="true">

If you are experiencing performance issues with your embed code, to reach our support team. Include the link to your website and the host you are using, as well as screenshots of what youre seeing to help us better assist you.

on our Community

We take the work out of connecting with others so you can accomplish more. Using these proven pro tips will allow you to focus on the most relevant Calendly features so you can get time back for what matters: growing your organization.

Your time is in high demand and youdon'tneed to spend it exchanging hundreds of emails just to schedule meetings. Calendly simplifies balancing multiple roles and responsibilities by putting scheduling on autopilotmanaging your full schedule has never been easier.

Focus your time on growing your business

Manage external relationships. Whether youre meeting with clients, vendors, candidates, employees, influencers or partners, you can easily include your personalized scheduling link in an email. You can also embed time slots in an email using our Calendly for Chrome extension.

Set office hours with employees. Calendly will automatically read your connected calendar to prevent the double-booking of meetings. You can set office hours by blocking off certain days or times to take meetings within Calendly.

Limit access to your schedule. When your time is in high demand you have to be more conscious of who has access to schedule with you and when. We understand that your privacy is importantthe only way someone can see your availability or schedule with you is if you send an invitee the link directly. You can have some public-facing links and some private ; its totally up to you!

Interact with invitees, no matter where they are. Easily meet with everyone from clients to candidates no matter where they are in the world by using Calendly with tools like GoToMeeting, Zoom, join.me, WebEx and many others. Calendlys direct integration with GoToMeeting automatically creates web conferencing details upon scheduling or you can include a static link from any other platform in the location field of your event.

Automate to accomplish more. Set up email or text reminders to reduce no-shows and provide meeting information like the location or web conferencing link, use buffers to add extra time before or after an event and use daily limits to cap how many meetings you take per day.

Join the discussion with other users in your industry !

Calendly Click

Receiving a meeting through Calendly is as simple as sharing your link. Once invitees arrive on your scheduling page, they'll be able to choose from any of your active event types. From there, they can select the date and time that works best for them.

IN THIS ARTICLE:

Locate your scheduling links

Single-use links

Add times to email

Control who schedules with you

Locate your scheduling links

Once you've logged in to your account, locate your scheduling link in the top right corner of your Home page. Click the link to open the drop-down menu and selectShare Your Link.

Copy your scheduling link to your clipboard and paste it into a message, or email invitees letting them know how to schedule with you. To embed Calendly on to your website, choose from any of our embed options.

Visit your Event Types page to grab the unique URL for any of your event types. ClickCopy Link, thenpaste it anywhere you'd like.

Single-use links

Create a unique one-time URL for any event type using the Single-use Link feature. Once a meeting is scheduled, the link will expire, and invitees will not be able to book another. Your event type URL will never be exposed, preventing any unexpected bookings on your calendar.

From the Event Types page, locate the event type you would like to share. Expand the drop-down menu located to the right of theCopy Link option. ClickCreate Single-Use Link and the URL will be generated and added to your clipboard for you to paste and share anywhere.

Add times to email

Encourage invitees to schedule with you by emailing them an embedded preview of your availability. On any of your event types, expand the drop-down menu next to theCopy Link button. ClickAdd Times to Email andselect up to three days to suggest. Calendly will detect the first three available time slots on each date and generate an embeddable invitation for you to add to an email. Once you clickFinish, the available times will be copied to your clipboard for you to paste directly into an email.

If none of the displayed time slots work for your invitee, they can easily navigate to that event type's scheduling page to view your full availability.

Control who schedules with you

Would you like to make yourself available to anyone in your network? Maximize the number of meetings you receive by adding your scheduling link to your email signature. You can even embed Calendly onto your website to open up your availability to the public.

If you prefer your availability to be more exclusive, you can distribute your links as you see fit. Create secret event types to hide them from your main Calendly page. An invitee can only schedule a secret event type if you share its unique link with them directly. Use these templates to show invitees that you value their time:

I would love to connect with you. Want to schedule atcalendly.com/YOURLINKso we can avoid the back and forth of finding a time?

Let's skip the back and forth, and connect at the time that's best foryour schedule: calendly.com/YOURLINK

I'm free this afternoon. If you need more notice, choose the time that's best for you atcalendly.com/YOURLINK and I'll be happy to connect then.

Our Calendly for Chrome extension or can make scheduling even smoother.Using these tools, you'll always have easy access to your links for sharing.

We take securing your credentialsextremely seriously. Here's how we manage your Exchange calendar credentials:

When you connect your Exchange calendar to Calendly by providing your login credentials, we pass your email and password to our servers through an encrypted SSL connection. Once your credentials reach our servers, we encrypt it before storing them in our database.

The encryption key is stored as an environment variable on our servers, ensuring more security. When we need to access your Exchange calendar, we decrypt your credentials in memory, and access your calendar with the credentials.

Wenever store your decrypted credentials anywhere.

All of this ensures that your Exchange calendar credentials are very safely stored usingindustry best practices.

IN THIS ARTICLE:

How Calendly detects your time zone

How Calendly handles invitees' time zones

Locking an event type toa specific time zone

How Calendly detects your time zone

Calendly automatically detects your time zone when you create an account. When an invitee schedules an event with you, it is published to your calendar in the time zone you've set within your calendar settings. You can view or change your time zone at any time from your Account Settings.

Event Types

How Calendly handles invitees' time zones

Calendly will auto-detect your invitee's time zone and adjust the display of your availability accordingly. After scheduling with you, the event added to their calendar will reflect the time zone from their calendar's settings.

If an invitee would like to view your availability in a different time zone, they can expand the drop-down menu on your scheduling page and adjust the display setting.

Locking an event type to a specific time zone

If youre holding in-person meetings, you may want to lock an event type's time zone. This willensure that invitees view the scheduling page in the time zone that the event will be taking place.

From your page, select the event you would like to update. Expand theWhen can people book this event?section and find the Event Timezone setting. Click to edit and update the setting to Locked before choosing the time zone of the event type.

You can change the link (URL) to your main scheduling page and the link to event-specific scheduling pages.

To change the link for an event-specific scheduling page See these procedures

To change the link to your main scheduling page

When you use Calendly as a team, each team member enjoys their own personal Calendly link and our full suite of Premium or Pro features within their account. Plus, you get extra benefits at no added cost:

Centralized billing: one easy payment covers all team members' subscriptions

The ability to unlock our team features: distribute events round robin, let invitees meet with multiple team members and view team reporting

The ability to grant team members admin/team editing privileges

Whether you're the only one on your team using Calendly so far, or whether several colleagues are already on individual accounts, it only takes a few clicks to transition to a team account.

IN THIS ARTICLE:

Create event type templates for users

Add users and paid seats

Change user roles

Remove users and paid seats

Create event type templates forusers

As an Owner or Admin, you can assign customized event typesto your users' accounts. Event type templates are predefined settings for the event types that can beassigned to new or existing users.Default templates are provided to get you started. Visit your Users page and select Templates to manage event type templates. Team owners or admin can also save solo event types to a template from the Event Types page. Select the gear icon associated with the event you'd like to save, then choose the option Save to Template.

A team owner or admin can add templates to existing users by navigating to the All Users view ontheir Event Types page. Expand the drop-down menu to the right of NewEvent Typefor the preferred user, then select a template.

Add users and paid seats

Adding a new user simultaneously purchases a paid seat on your account and sends them an email invitation to join your team. Each new user getstheir own account and individual Calendly page, along with event types you assign to their account. You'll also be able to include them in team scheduling.

Navigate to your Users page and clickAdd Users. Enter the email addresses of the users you're adding to your organization then choose which event types they will start with.

Billingpage

A popup window will appear confirming the number of users youd like to add, the cost of the new users and the prorated cost of your account as it currently stands. Once the changes are confirmed, invitations will be sent askingnew users to join your organization.Monitor pending invitations from the Pending tab on the Users page. Those new to Calendly willset up an account while existing Calendly users will join your billing plan while their account settings and events remain intact.

Change user roles

Update user permissions by changing their roles from your Users page. Click the gear icon next to the user and selectChange role.

Users

have their own personal scheduling page

can be added to a team and included in event types onteam pages

can only edit the settings and event types of their personal page

Team managers

have all abilities of a user, and...

cancreate and manage event types that appear on a team page

can add/remove users from a team

Admin

have all abilities ofteam managers and...

can add/remove users

can add/edit/remove event types from users' accounts

can create their own teams

can manage team billing

Owner

has all abilities ofadmin and...

can edit user roles

can reassign ownership,a one-time switch

To create team managers, navigate to your event types page and chooseEdit team from the drop-down menu for each. Scroll to the members added to the team and check the box for them to manage the team.

Remove users and paid seats

To remove a user from your organization, visit your Users page. Click the gear icon next to the individual you would like to delete, and selectRemove. When a user is removed from your organization, their paid seat remains. This allows you to invite a newuser to your organization in their place without having to purchase an additional seat.

Remove the remaining paid seat from your if you do not plan on inviting another user. Expand the drop-down menu and select Remove Users.In the popup window that appears, type the number of seats you'd like to delete and click Remove.

Calendlys Outlook add-in makes it easy to schedule meetings without ever leaving your inbox. From your Outlook toolbar, you can access your scheduling links or create a customized invitation for your invitee to choose from.

IN THIS ARTICLE:

Install the add-in

Adhoc meetings

Manage pending adhoc invitations

Team adhoc BETA

Install the add-in

To get started, choose your supported version of Office or Outlook below. Click theStoreicon on the Outlook ribbon within your email client, or visit the Microsoft AppSource store. Next, search for Calendly and selectGet it now from the listing page.

Office 365

Outlook for Windows

Outlook for Mac

Outlook 2013 for Windows

Outlook 2016 for Mac & Windows

Outlook 2019 for Mac & Windows

Adhoc meetings

Create anadhoc event invitation that can only be booked once, giving you more flexibility for scheduling on the fly.

While drafting a new email,open the Calendly for Outlook add-in and select New Adhoc Meeting. Specify the duration and location of the event, then select the time slots you would like to offer. From here, you can create a link to share with your invitees or add the invitation to an email.

Manage pending adhoc invitations

You can manage your pendingadhocinvitations using the add-in. Access this page at any time from the drop-down menu next to your icon. View the invitations you have sent, or cancel them before your invitee has booked.

Team adhoc BETA

Team scheduling is easier with Calendlys collective adhoc feature. Create an impromptu meeting invitation that includes multiple team members without having to shuffle through their calendars. Open the extension to create a New Adhoc Meeting, then add the location and duration of the event. Locate the Add Team Members button next to your avatar in the top left corner to choose up to eight additional people.

The calendar will update with your colleagues availability as you select them so you can choose the time slots that suit everyone on your team.

If your team members work different hours, you can use shifts to assign them to separate intervals of availability. Shifts alloweveryone to remain on the same team and team event type even though their location or working hours may vary.

Add shifts to team event types

Visit your Event Types page and navigate to theTeam tab.Select the event you would like to update, then expand theWhen can people book this event?section to view the availabilitysettings. Calendly will automatically assign all team members to each time this event is offered.

Select the day you would like to update user shifts, then add the intervals to suit your team. ClickShow to display the list of users assigned to that event type, then deselect anyone who will not be accepting meetings during that specific interval.

In this example, Jacob will accept these meetings from 9am-2pm, while Zach will be available 12pm-5pm. These shifts overlap, so we created a separate interval for each combination of team members.

From the Account menu at the upper right, select Account Settings.

To add an avatar, click Upload Picture, select an image, then click Apply.

To replace an avatar, click Update and select another file.

Click Save Changes.

Calendly is incredibly intuitive and makes scheduling without the back-and-forth an automated part of your routine. If any questions or technical issues arise while using Calendly, you can immediately use our Help Center and Community or reach out to our Support team.

IN THIS ARTICLE:

Calendly Help Center

Calendly Community

Email Support

Live Chat

Phone Support

Calendly Help Center

While signed into your account, you can click on the Help tab in the top righter corner of the navigation bar.

Q + A

You will be redirected to the landing page for the Help Center from which you will be able to select support topics and related guides, navigate to the community, or contact our support team.

Using our search bar, you can begin typing in your question and relevant support guides will be presented in real-time as you type.

Calendly Community

Calendly's community is a public space where users can read about what's new in Calendly, submit ideas and feature requests, and ask or answer questions. Users can make a new post by clicking on the blueNew Post button in the top right section of the community landing page. Users can ask a question in the Q + A topic or add a User Tip that will be beneficial for other Calendly users.

When you make a new post in the community, please be sure to select 1 of 3 appropriate topics:

Q + A for when you want to ask or answer a question within the community

User Tips for when you want to post a pro tip that helpsother Calendly users

Ideas for when you want to submit an idea or feature request to our Product team

If you click on a topicfirst from the main community pageandmake a new post, then it will automatically be added to the correct topic.

Email Support

Most scheduling issues can be resolved without the need to write in, but if you are unable to resolve your issue by using our support guides or asking our community, then you can write in to support Monday through Friday from 8am-6pm Eastern Standard Time.

To reach out to support, click onContact Usin the top right hand section on the main landing page of the Help Center.

Just like when the help icon is clicked, we present a window for you to ask your question and we provide any relevant support guides. If none help resolve your issue, then your question will be forwarded to our support team's inbox.

Our Service Level Agreement is 3 business hours for Premium and Pro members. This means that you can expect a response to your support ticket within that time frame. If you're on the Basic plan, then the SLA is Standard, but all support tickets are answered with the goal in mind to get you back to scheduling as soon as possible.

Live Chat

Team accounts of 10+ or more users will have the ability to reach out to our support team via live chat Monday through Friday from 8am - 6pm Eastern Standard Time.Live Chat can be accessed by clicking on theblue and white helpicon and typing in your question.If you're unable to locate a guide with a resolution, then you can chat with our team immediately.

Within moments, our support team will reach out to answer your questions and get you back to scheduling without the back-and-forth.

Phone Support

At this time, we do not offer inbound phone support.

Calendly's seamless functionality and ease-of-use prevents the majority of scheduling issues, but for those issues that doarise, we provide an ample amount of online support with self-help resources like our Help Center guides, Community, and Admin View. We've found that online support is most helpful for a few different reasons:

Efficiency. Your account details are instantly available so that we can troubleshoot effectively without putting you on hold.

Documentation. All tickets and chats are documented and easily referenced by all parties. This means that everyone is always on the same page no matter who you work with and if the same question ever comes up again, then you'll be able to revisit the answer right in your inbox.

Community. Questions posted in the community topic may already have the answer you're looking for. This public space helps the greater good of the Calendly community and maybe one day you can pay it forward, too.

integrations page

Calendly's Chrome extension makes impromptu scheduling fit seamlessly into your standard workflow. From your browser's toolbar, you can access your scheduling links or create an invitation with customized time slots for your invitee to choose from.

IN THIS ARTICLE:

Install the extension

Using the extension

Adhoc meetings

Team adhoc BETA

Install the extension

Install the extension from the Chrome web store, or by visiting your and choosing the Calendly for Chrome option. Once installed, you'll be able to open the extension on any webpage by clicking the Calendly icon in your browser's toolbar. It will also appear when you're drafting a message within Gmail.

If you have trouble logging in through the extension, you may haveenabled the Block third-party cookiesoption in your Chrome browser. Visit your cookie settings by enteringchrome://settings/content/cookiesinto the address bar, and locate the Allow section at the bottom of the page. ClickAdd and enterhttps://calendly.comto create an exception.

Using the extension

When youre ready to share a scheduling link, expand the extension sidebar to show a complete list of your event types. Hovering over an event type will reveal sorting and sharing options.

For quicker access to your most frequently used event types, click the corresponding star icon. Once selected, that event will appear under the Starred tab for easier sharing.

Copy the URL for your personal or event specific scheduling page by clicking the corresponding hyperlink icon. Share the link through email, paste it into your signature, or add it to your webpage to encourage invitees to schedule with you.

Increase the privacy of your scheduling page with a single-use link. A random URL will be generated that will only allow one meeting to be booked. The event type link will never be exposed, preventing invitees from scheduling unexpected meetings. If an event is not booked within 90 days, the single-use link will expire.

Encourage invitees to book with you by adding an embedded preview of your event type's availability to an email. Choose up to three days to suggest, and the first three available times slots will be displayed. If none of those times work for them, your invitee can click through to see the full availability that youre offering for that event.

Hovering over an event type will also reveal the option to add an internal note. These will never be visible to invitees, and can only be seen by you or your team within the extension.

Adhoc meetings

Generate a unique event invitation on-the-fly thatisn'tlimited by your event types settings. Adhoc meetings provide ample scheduling flexibility without having to leave your current webpage.

Open the Calendly for Chrome extension and select New Adhoc Meeting. Specify the duration and location of the event, then choose the times you would like to offer. Add time slots that overlap with calendar events scheduled outside of Calendly, allowing you to decide the priority of this meeting. You can even show weekends to offer more options for your invitees.

Create a link to send invitees, or click Finish and Share to copy the invite to your clipboard and add it to an email on any platform that supports HTML. An adhoc event can only be booked once, and the invitation will expire after the invitee schedules.

Manage your pendingadhocinvitations within the extension sidebar. Access this page at any time from the drop-down menu next to your icon. View the invitations you have sent, or cancel them before your invitee has booked.

Team adhoc BETA

Team scheduling is easier with Calendlys collective adhoc feature. Create an impromptu meeting invitation that includes multiple team members without having to shuffle through their calendars. Open the extension to create a New Adhoc Meeting, then add the location and duration of the event. Locate the Add Team Members button next to your avatar in the top left corner to choose up to eight additional people.

The calendar will update with your colleagues availability as you select them so you can choose the time slots that suit everyone on your team.

Your profile contains information about you and your location. At any time you can add or change these items:

NameDisplays in Calendly and at the top of scheduling pages.

AvatarA representation of you that appears on your main scheduling page

Date formatDetermines format of dates.

LanguageDisplays your Calendly pages in this language. You can also choose the language for each type of events scheduling pages.

Time zoneDetermines the time zone used in Calendly pages. You can also choose the time zone to use for each type of events scheduling pages and emails.

To set language and time zone options for the types of events you offer, see Customizing Event Types.

To change your profile information

At the upper right side of any Calendly page, select Account, then Account Settings.

Change your name, scheduling page welcome message, language, date format, country or time zone as desired.

Click Save Changes.

Note: when you change this link, the previous link will no longer work.

On the Event Types tab of your Home page, click gear icon on the right, and select Edit.

Expand the What event is this? section.

At Event Link, change the event link.

Click Save & Close.

If you have a Facebook business page, integrate Calendly with Facebook Pixel, theanalytics tool that helps you get the most out of your social ad campaigns, so you can track:

Actions people take on your site (including payments, items added to carts or wish lists, registrations, content viewed, and more)

Conversion from your Facebook ad campaigns to events booked through Calendly

Conversions by type of Calendly event

In this article:

Two ways to usePixel with Calendly

Before you begin

To connect Pixel to Calendly

To track Pixel events

Tips for troubleshooting your pixel

To disconnect Facebook Pixel and Calendly

Two ways to usePixel with Calendly

Once you connect Pixel with Calendly, you can track visitors that originate from your Facebook page to your:

Calendly scheduling pages

Website whereyou'veembeddedCalendly booking on the page (youdon'thave to install HTML code to make it work)

Before you begin

Make sure you have:

A Facebook business page account

A Calendly Pro account with administrator privileges (if not, at the top or any Calendly page select select Accounts and upgrade)

Your personalized Facebook Pixel ID (see the Facebook Business Event Manager documentation for instructions)

To connect Pixel to Calendly

At the top of any Calendly page select Integrations, then FaceBook Pixel.

Click Go to Setup.

At Facebook Pixel ID, enter your Pixel ID, then click Connect.If the connection is successful, youll see Successfully connected at the top of the page.

In Facebooks Eventssection, activate and send test traffic to the pixel to ensure its tracking the specific events you want (see Facebook documentation for details).

To track Pixel events

Once you set up Calendly to work with Pixel, use Facebooks Events Manager to track the activity (or events). You can set up:

standard events, which are actions Facebook recognizes and supports across ad products, like registrations, search, additions to shopping carts and wish lists, or

custom events where you add your own name or code to segment events based on value, type, custom information fields, and more.

Use Facebooks Event Setup Tool to ensure that you set up your events correctly and to debug any issues. For more information, see the Facebook Event Manager documentation.

Tips for troubleshooting your pixel

If you use the Google Chrome browser, you can install the Facebook Pixel Helper extension to troubleshoot your pixel, check for errors, and understand the data coming from a pixel. See the Facebook Business documentation for more information.

If your visitors use the Firefox browser, the browsers default settings may block pixels. You may want to recommend that your visitors use another browser for best results.

To disconnect Facebook Pixel and Calendly

At the top of any Calendly page select Integrations, then FaceBook Pixel.

On the right, click Disconnect.

Click Disconnectagain to confirm.

I changed my log-in email but my notifications are still coming from the old address. Why?

Calendar Invitations within your event types will come from the email address that is associated with your connected calendar. You can switch your connected calendar, or update your event type notifications to Email Confirmations so notifications come from [email protected].

I thought I edited my logo already, but I see a different picture when I visit my link. Help?

From your Account Settings page, change your individual picture or logo under the Picturetab.If you are looking to add a logo to your team page, youll need to edit the settings for your team page.

First, select the team from your My Calendlydrop-down menu on the Home page. Click on the grey gear icon to the right of the team page to edit it. From there, you can upload a separate image or logo for your team.

Where can I download my invoices from?

Our invoices are sent from our payment provider Stripe to the email address that we have on file for your account. Contact us and well be happy to locate any invoices that youre missing.

Using our bulk actions toolbar, you can make changes to more than one event type at a time.

Edit availability or copy it from one event type to others

Activate or disable multiple event types

Delete event types in groups

These changes can be made for your personal event types or for those on team pages. An owner or admin can also perform bulk actions on their users personal event types.

IN THIS ARTICLE:

Tracking conversions

Filter events on your Home page

Export event details

Tracking conversions

Many of our users successfully trackconversions by using our Google Analytics or Facebook Pixel integrations or by redirecting invitees toan external site after scheduling.

To track conversions directly within Calendly, add UTM parameters to your scheduling links. Using these customized links will allow you to see what sources in your campaign are driving the most scheduling traffic.

When sharing your scheduling link, append the URL and include the title of your campaign or source. You can track the campaign, source, medium, content, or term. If you were running a summer campaign across different social media platforms, for example, you may wish to track how many scheduled events come from each. Here's a link you might use:

Calendly.com/YOURLINK?utm_campaign=summer&utm_source=facebook

Once an event is scheduled by an invitee who followed the unique link, Calendly will begin tracking the parameters you've set. You can view the parameters you've set by filtering your Home page.

Filter events on your Home page

On your Home page, Calendly lists all of your upcoming events. To include past events, click All Upcomingin the upper right corner of the page and set a date range. SelectShow Filterto sort these events by event type, active or canceled events, and the tracking IDs from using UTM parameters.

Home page

If you are an owner or admin of an organization, you'll be able to view events for all other users as well. Navigate to the All Users tab on your Home page and use theShow filter options to sort through the events you would like to view.

Export event details

Once you've filtered the events on your, you can use the Export button to exportyour event details into a CSV file to use in external spreadsheets. Invitee names and email addresses, tracking ID information, and the answers to your custom questions will be included.

Scheduled Events

Useround robin events to increase your team's flexibility by allowing invitees to choose a time with any available member of your team. These eventsare perfect for:

Connecting leads with sales reps for intro calls and demos

Connecting new customers with the client services team for onboarding and training

Connecting existing customers with a member of the support team

Connecting candidates with recruiters for phone screenings

IN THIS ARTICLE:

Setting up a round robin event type

Optimize for availability

Optimize for equal distribution

Reassign events to different team members

Setting up a round robin event type

First, complete the steps to setting up a team. Creating a round robin event type is very similar to creating a solo event, with a few additional steps. Visit the All Teams view and locate your desired team. Click + New Event Type next to the team you prefer and selectRound Robinas the style of the event type. From there, set the availability and select your preferred meeting distribution option.

Once an event is scheduled, both the invitee and the assigned team member will receive a confirmation notification informing them of who they are meeting with.

Optimize for availability

When invitees schedule an event set to optimize for availability, they will see the pooled availability of all the assigned team members. If any one team member is available, the corresponding time slot will be offered.

When more than one person is available for a particular time, Calendly assigns the meeting to the team member with the highest priority. You can set individuals' priority by filling in the stars next to their names while editing the event type. If team members have equal priority, the meeting will be assignedto the person who has been scheduled least recently for this event type.

Optimize for equal distribution

To have events assigned to team members evenly, optimize for equal distribution. Calendly will monitor how many events are distributed to each individual. If someone has been assigned too many meetings of this type, their availability will be hidden from the scheduling page until others catch up.

When optimizing for equal distribution, some time slots may not be offered if the only available team members have received too many meetings.Using Admin Mode, you can see time slots that have been removed from the scheduling page due to unequal distribution.

Calendly will compare the number of meetings assigned to each person in the mutual time they have been assigned to the event type.

Reassign events to different team members

Reassign another team member to a round robin event by rescheduling it from the tab on your Home page. Find the event and click Reschedule, then Choose team member. Select a new team member from the list and pick the same date and time of the original event.

The originally assigned team member, the new team member and the invitee will all be notified of the updated event details once you confirm the rescheduled event. The time slot will also be freed up in Calendly for the originally assigned team member.

on our Community

We take the work out of connecting so you can accomplish more. Using these proven pro tips will allow you to focus on the most relevant Calendly features so you can get time back for what matters: selling.

Shorten sales cycles by compressing scheduling time for you and your prospects. Whether you focus on inbound selling, lead distribution, email campaign development or all of the above and more, Calendly aligns with your sales efforts and helps to eliminate drop-off. Connect with your current platforms, like your CRM, so you and your reps can spend time in the tools you use most.

Shorten the sales cycle and automate your workflow to close more deals

Convert interested prospects to scheduled leads from your marketing campaigns. Using Calendly as the call-to-action in campaigns empowers interested prospects or customers to schedule with a sales rep via a Calendly link to learn more about your offering.

Turn website visitors into scheduled meetings. Once a prospect fills out your existing inquiry form, automatically direct them to a scheduling page so they can schedule at the height of their interest. If youd rather review the submission, you can qualify the lead first and then offer availability with Calendly.

Automate lead distribution. Want to get your prospect in touch with a rep even faster in a way thats aligned with your lead distribution model? Utilize our round robin functionality to automatically route leads based on priority, availability or equal distribution.

Offer scheduling options to your prospect. Showcase multiple meeting types with team pages and give your prospect the freedom to select which one pertains to them, whether organized by rep, product, territory, duration, etc. Want to make it even easier for your prospect to schedule a time? Embed Calendly on your site.

Include all necessary reps in meetings. Use collective scheduling to include all necessary team members in one meeting, like an SDR and AE or AE and sales engineer, for example.

Offer white-glove service for top prospects. Use Calendly for Chrome to open up availability for high-priority clients or last-minute meetings.

Eliminate data entry. Integrate with Salesforce, GoToMeeting and other tools to let your reps work from their favorite tools.

Measure campaign conversions. Use the Google Analytics integration to track conversions throughout the scheduling process to determine when your invitees visit your scheduling pages and their engagement with them. Assess campaign sources and performance to make campaign improvements based on your findings.

Streamline reporting toidentify how the team is spending time. Unlock even more powerful reporting capabilities with our Salesforce integration.

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