Calendly, Your Solution to Appointment Scheduling Chaos

Many business owners and professionals have a hard time managing their daily schedule. If they are doing it themselves, it really just adds another parameter to their already busy and complicated daily routines. And when they outsource it to a secretary or assistant, the latter have a hard time organizing the daily schedule in a way that you can keep track of it without added hassle.

I am personally one of those who have tried both methods without real satisfaction. With the added complications of scheduling my daily appointments, I just couldn’t find the necessary calm and peace of mind to devote my time and energy to creative things.

Recently, I found a web application named Calendly that put an end to the back and forth of emailing to FINALLY schedule an appointment, call, demo or interview and made it all as easy as they should be in the first place.

Calendly features a clean, simple but modern interface that makes learning the service a breeze and lets you focus on your job.

How Calendly works

While Calendly’s own video tutorials are very good for learning the inside out of this web app, the basics are easy to grasp.

After you’ve created your account (and you have the option to choose a 14 day free trial account without even giving out your credit card details), it’ll take no more than a few minutes to set it up.

After that, you’ll save at least 2 to 3 minutes for every meeting you schedule.

Calendly, in its most basic form has 3 different event types that you can edit, delete or add to. The 3 default event are as follows:

  1. 15 Minute Meeting
  2. 30 Minute Meeting
  3. 60 Minute Meeting

calendly default event types

If you don’t need any further customization, your calendar is ready to be scheduled now.

How to schedule an appointment with you?

Every user has an unique URL with Calendly. You have to share this URL with whom your like and your in invitees need only to visit that URL and the scheduling procedure will be really straight forward. Following is how my basic Calendly page (right out of the box and without any customization) looks like for visitors:

my calendly page

The visitor clicks on one of the event types and will be redirected to the following pages to choose his/her preferred date and time:

mycalendly page

mycalendly page

Now, the invitee has only to enter name and email to schedule an appointment with me.

my calendly page schedule event

After a few appointments, my Calendly dashboard looks like this:

my calendly dashboard with-scheduled appointements

I can accept or reject the appointment by clicking on the details link.

Customizing Calendly’s Events:

When visiting the Event Types page, you can customize nearly anything regarding a particular event type. You need to click on the gear icon to the right of that event and choose edit:

customize calendly event

Here you can edit anything from the duration of the event, its link, its availability (you can have an event available for a particular point in time, while another event is not available at that point) to how far into the future an event can be scheduled.

You can also create custom questions for a particular event that are mandatory for invitees to fill, before scheduling an appointment of that type.

Integration and Team Work

Calendly, as the name suggests, is not an invoicing or mass mailing app, but it does its best to integrate with some popular apps on the market. One of the best ways to connect Calendly is via Zapier. With Zapier you can create MailChimp subscribers with Calendly invitees or create and update Hubspot contacts for new Calendly invitees.

calendly and zapier


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