What Is Calendly and How Does It Work?

When your days are filled with calls and meetings and consultations, juggling your calendars can become tedious. Back-and-forth emails confirming and rescheduling appointments not only fill up your inbox but leave a lot of room for error, too.

If you’re looking for a solution that will put an end to this, Calendly may have the answer for you. Read on to find out why over 10,000,000 people already use this hugely popular app.

What Is Calendly?

Calendly is a freemium online scheduling service that takes time management to the next level. Using this cloud-based app, you can make scheduling time with your clients easy.

You can create events and let those interested in meeting you book an appointment with just a few clicks. By defining your open hours and linking your calendar app, you’ll never have to worry about conflicting appointments. Smart calendar integration will keep your schedule updated at all times and consistent across applications. Customizing the days and time slots you’re available also gives you full control of your time. Clients can book an appointment that perfectly fits both them and you without anyone having to so much as lift a finger.

And this is just the beginning.

Calendly has a myriad of customization options already and is constantly introducing new features. From automating reminders to routing leads through screening, there’s a lot more this app can do than just keep your calendar organized.

Who Can Use Calendly?

Almost everyone today needs a hand in scheduling. Essentially, whether you just need some executive help as a freelancer or you’re looking to get your entire 30+ member team on the same page, Calendly can provide you with the solution you need. Teachers can utilize the group event options for classes, while consultants can stay on top of their one-on-ones. Whether you are offering online or in-person meetings, those interested in your services can connect with you with ease.

Calendly Pricing Plans

As mentioned, Calendly is a freemium tool. Anyone can try it out and use it as long as they select the free Basic plan. However, to get access to the more advanced features, you’ll need to pick a subscription. Calendly offers several pricing plans so everyone can find the package they need. A free 14-day trial is also available for Teams so you can get a taste of all the customization options.

Calendly Basic

This plan only includes the basic features of the app. You can link only one calendar to your Basic account, and create only a single event type for your clients to book. You won’t be able to leverage follow-ups or customize your notifications. However, you and your clients will still receive automatic event notifications so you don’t have to deal with rescheduling and cancellation manually. You can also brand your booking page and customize your booking link in the Basic version.

Calendly Essentials

If a single event type won’t cut it for you, you can get unlimited event types by upgrading just one level. For $8 per month, you get access to a few more features, most notably, group events. You also get a somewhat higher level of customization in the Essentials plan.

Calendly Professional

If you’re using multiple calendars, you may want to go for the Professional plan. This package allows as many as six calendars per person, in addition to access to all the customization features. This $12-plan is Calendly’s most popular.

Calendly Teams

If you’re looking to implement Calendly for your entire team, check out the Teams package. With Salesforce integration, one more thing will be struck off your to-do list. The Teams and the Enterprise plan are the only ones that offer live chat support to users, too.

Calendly Enterprise

Enterprises that are considering the implementation of Calendly will have to contact them directly. This plan offers heightened security that enterprises can’t do without.

How to Set Up Calendly

If you’re interested in trying Calendly, you’ll need to set up your account. Note that you won’t need a credit card for this.

1. Head to the Calendly website and click the blue “Get Started” button.
   
2. Enter your business email and click “Sign up.”
   
   

You’ll need to enter your information and then verify your email address. Then, you can log in and start setting up your Calendly. The app will ask you for information such as your time zone, your available hours, and your role at work. It will also prompt you to create your custom URL and link your calendar of choice. You can do this right now or just click “Set up later” and finish the sign-up process.

Complete Your Profile

To make a positive impression on those visiting your Calendly page, you must complete your profile. Do this in your Account Settings.

1. From your Calendly home page, click “Account” and then “Account Settings” in the dropdown menu.
   
2. Complete your profile information under “Profile.” Be sure to upload a profile photo as well.
   
3. Click “Branding” and upload your business logo. This isn’t mandatory but it helps you look professional.
   
4. Customize your Calendly link under “My link.”
   
   

Connect Your Calendar

A key step in setting up your Calendly will be connecting your calendar to the app. Whether you use Google, Microsoft, or Apple calendars, you’ll be able to link your calendar. By doing this, you won’t have to edit your available hours every time you add something to your calendar. Your appointments made through Calendly will also automatically appear in your calendar app.

Here’s how to add your calendar:

1. Click “Account” on the Calendly home page and choose “Calendar Connections.”
   
2. Choose the calendar you want to connect.
   

You can add two calendars in the Essentials, and up to six calendars in the Professional, Teams, and Enterprise Plans.

Create Your Event

To create an event on Calendly, follow these steps:

1. Go to your Calendly home page and find the “+ New Event Type” button.
   
2. Pick “One-on-One” or “Group” event type on the next page. Basic accounts can only create one-on-one events.
   
3. Fill in the information about your event and click next.
   
   
4. On the next page, you’ll get to customize when the event will take place.
   In the “Hours” tab, you can set up everything from the event duration to the available time slots. You can change your available hours for each day separately. To remove a day from the available slots, click the day in the calendar, and press the button that says “I’m unavailable.” Customize how far ahead your clients can book you by changing the date range.
   
   In the “Advanced” tab, you can further organize your schedule. Pick how many meetings can take place in one day and tweak other details as you like. When you’re done, click “Next.”
   
   
5. On the last page, you’ll see a slew of additional options, from invitee questions through reminders to cancellation policies. Make sure you go through each option and edit the fields you want.
   

When you’re done, click “Save & Close.” Your event is now available for booking through your custom link.

Additional FAQs

Is Calendly free?

One of the best things about Calendly is that you can get started completely free. You can use the Basic version of Calendly for as long as you like. However, the free version limits the number of your linked calendars to one, alongside other restrictions. You can try the premium “Teams” version for free for 14 days to see whether it’s worthwhile.

What apps work with Calendly?

Another feature that makes Calendly appealing to many is app integration. Besides linking your Calendar app, Calendly also allows the integration of many other apps. Zoom, Typeform, Slack, Salesforce, and Microsoft Teams are just a few examples.

Manage Your Schedule Like a Pro With Calendly

Calendly can help you keep your schedule under control. Not only is it a convenient tool, but it also offers a streamlined booking experience to your clients. Getting started is completely free but the advanced features make the paid packages worth considering as well.

How do you manage your overflowing schedule? Do you need a tool like Calendly? Tell us what you think about the app in the comments section below.