How to use Calendly

By The IFTTT Team

January 26, 2023

  • If you manage your own time, you know how important it is to have a good scheduling system. You want something that’s easy to use and integrates well with other tools you use. Calendly is a great option, and in this post we’ll show you how to get the most out of it by walking you through the features it has to offer and how to use them to streamline your schedule. Let’s get started!

    Calendly helps you schedule meetings. It's simple as that. It's perfect for small businesses, solopreneurs, schools, colleges, and any person or organization that needs to meet with other individuals. IFTTT makes Calendly extremely powerfull by connecting it to 750+ other digital tools. For example you can connect Calendly to Zoom, Calendly to Google Sheets or even Calendly to Gmail. Sign up to IFTTT for free today!

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    Table of Contents

    1. What is Calendly?
    2. Price for Calendly
    3. Signing up for your Calendly account
    4. How to create a meeting
    5. One-on-one
    6. Group
    7. Collective
    8. Round Robin
    9. One-off meeting
    10. Meeting poll
    11. Inviting others to your meeting
    12. How integrating Calendly with IFTTT is helpful

    What is Calendly?

    Calendly is a web-based application that allows users to schedule appointments and events with ease. It provides the ability to integrate with your calendar and email so you can easily keep track of your meetings and improve the scheduling process for new clients. Conveniently, you can easily share your Calendly link with others so they can schedule time on your calender. There are a variety of ways you can use Calendly, whether it is for business meetings, personal meetups, or healthcare appointments.


    Calendly pricing options

    If you are looking to save time and energy when it comes to scheduling meetings or events, Calendly can be a great investment! Calendly provides an extensive range of pricing options to meet your needs. It ranges from free for their basic account plan, $12 a month for their Pro plan and more for their enterprise plans. There are additional costs if you want to set up automations and integrations.


    Signing up for your Calendly account

    Creating your Calendly account is fast and simple. First, you will need to Sign Up with either your email address, Google, or Microsoft. Additionally, as you go through the steps of the sign up process, you can always set up each step later. Secondly, you will need to create your Calendly URL.


    Thirdly, you can integrate your other existing calendars with Calendly, such as Google Calendar and Microsoft Outlook. This helps out those who use multiple calendars and platforms for their own business and/or personal use. Next, you will be asked to set your availability which lets people know when you are free for meetings.


    Lastly, you are able to personalize your booking page experience in which Calendly will be able to provide you support for your specific role at work. The booking page will host all of your different event types and help your contacts with scheduling appointments in a time slot on your calendar.


    How to create a meeting

    To create a meeting, tap on ‘New Event Type’ on the right-hand side of the page. There will be 6 different event types available for users to choose from. Those event types are the One-on-One event type, Group, Collective event type, Round Robin event type, One-off meeting event type, and Meeting poll. Each event type will carve out time slots differently on your calendar. Group events will carve out time slots across multiple users' calendars. Setting the event type is an extremely important step because you only have a limited amount of events and booking links within the Calendly features. When someone scheduling a meeting on your Calendly, it will work for anyone across mulitiple time zones or just your specific time zone. Once the meeting is scheduled, the meeting details will be shared with all parties involved in the meeting.


    One-on-one event type

    Creating a One-on-One event type consists of two people in the meeting. As seen below, when creating a meeting you must include the event name, location, description/instructions (optional), booking link, and you can choose the event color. When they schedule a one-on-one meeting it will be for their specified time in your time zone.


    Group event type

    A Group meeting consists of one host and a group of people you invite. Then again, include the event name, location, description/instructions, event link, and you can choose the event color.


    Collective event type

    A Collective meeting consists of multiple hosts and one invited person. In the first step, you are going to need to add emails you want to invite as seen below.


    You will then set roles for each person invited as either a user or admin.


    Round Robin event type

    A Round Robin meeting is where the host role will get rotated around to multiple people while there is one invited person. Just like a Collective meeting, you set each person’s role.

    One-off meeting event type

    A One-off meeting gives a person the ability to pick a scheduled time with you for a meeting. The options they are able to select from are based on your availability through the calendar shown below.


    Meeting poll event type

    A Meeting poll gives the ability for the people you invite to the meeting to vote on a time that works best for everyone. As shown below, you can have an extensive list of options available.


    Inviting others to your meeting

    To invite others to your Calendly Schedule or public Calendly page, under the “Event Types” tab, you will see all your upcoming/existing meetings.


    Choose a meeting then tap on either “Copy link” or “Share.” If you click on “Share,” it will give you options to make the link a single-use, preview your availability, add times to email, and add to your website.

    Integrating other calendars to Calendly

    Using more than one calendar? Fortunately, Calendly gives you the ability to easily combine your calendars and find the right availability for others. Under ‘Account’ on the upper right-hand side, tap on ‘Calendar Connections.’

    Calendar connections: calendly14

    You can add multiple calendar accounts to Calendly and it will automatically check for scheduling conflicts and add new events from calendar to calendar. Now, you don’t have to worry about mismatched availability and double-booking!

    How integrating Calendly with IFTTT is helpful

    By integrating Calendly with IFTTT, it creates a powerful combination which can save you time and effort when it comes to scheduling and canceling a meeting. For example, setting an IFTTT trigger can automatically send a Slack message when an event is canceled on your Calendly. You can look at our already published Calendly Applets here or you can create your own recipe.

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