Categories: Business Tools

How to Setup and Schedule Meetings with Calendly

Getting a prospect on the phone is a pivotal moment in the lead generation process. Calendly makes scheduling and managing these events a simple process.

In this article, you’ll learn the basics of Calendly and how to integrate it on your website.

What is Calendly?

Calendly is an online appointment scheduling software. Its core feature is allowing its user to set their availability, sharing this schedule, and scheduling events with others. The meeting scheduling software integrates with other tools like Google calendar. It also includes a plug-in/embedding feature so users can add Calendly on a website or linked in social profiles.

There are three Calendly pricing plans:

  • Basic: $0/mo
  • Premium: $8/mo
  • Pro: $12/mo

The basics (free) version of Calendly is enough for our general purposes (of this post). This lets us set a single calendar event type which is fine for your 1-on-1 calls. However, the upgraded Premium plan does add nice features that improve quality of life so give it consideration.

How to Setup a Calendly Account

Using Calendly begins by setting up an account. This is rather self-explanatory as all that’s needed is you visiting https://calendly.com/ and using your email to sign up. 

Step 1: Sign up for an account

You’ll receive a verification email which brings you to a final step to create your account.

Step 2: Setup your Calendly URL and time zone

Step 3: Connect your Google Calendar

If you have Google Calendar setup then this is the time to connect these tools.

Step 4: Set your availability

The default is Monday – Friday 9AM to 5PM but you’re free to set this to whatever you need.

Step 5: Finish the initial Calendly setup

Select your role and then click ‘Finish’.

You now have a basic Calendly account setup.

How to Configure a Calendly Event

Your next step in using Calendly for business is setting an event type. 

Event types simply mean the bookings (time blocks). By default, Calendly provides 3 templated event types set as 15-minutes, 30-minutes, and 60-minute meetings. You can configure the basics of these by clicking the cog wheel in the top-right corner (more on this later).

You may also create a ‘New Event Type’ that builds a booking from scratch. This option takes you through the event setup process step-by-step.

Now, let’s get into the finer details of setting the booking details for an event type.

Step 1: Click an event type and let it open the ‘Edit One-on-One Event Type’ page

Start by clicking on one of the event types from the three default booking options. Clicking on an event will bring you to the next page where you can edit the event’s options.

Step 2: Configure the ‘When can people book this event?’ feature

You’re welcome to tinker with other features on this page but the main item we’re looking to configure is the ‘When can people book this event?’ option. This defines the event type such as the duration, availability, buffers, and additional rules.

The event will inherent your weekly hours if set when linking your calendar. Otherwise, you can use this opportunity to define custom hours that apply specifically for this event.

Define your options and then click the ‘Save & Close’ button.

That’s really about it when it comes to setting up a Calendly event. If you have a paid account then you can tinker with other features such as confirmation pages, notification emails, cancellation policies, and the like. But, for our purposes, the free version + a default time block is enough to begin taking calls and connecting with prospects.

How to Add Calendly to Your Website

There are a few ways you can add Calendly to your website (or social profiles).

The easiest way is to copy and paste your link:

You could also click the ‘Share’ button and select from its expanded options:

The option we’re interested in is the ‘Add to Website’ as this lets us embed our Calendly.

Step 1: Click ‘Embed inline’ from the ‘Add to Website’ tab in the share options

Step 2: Copy the ‘Embed Code’

Note: You can use this moment to configure basic page settings to match your site/branding colors (if desired).

Step 3: Add the code to your website

Paste the embed code onto your website.

You can achieve this two easy ways:

  • Open the HTML file for your page and pasting the embed code
  • Using your CMS’s or site builder’s editor to paste the embed code

Here’s what it looks like when we embedded a Calendly event onto our page. Using our site’s theme builder, we created/selected a ‘custom HTML’ area where our code would go:

Save your page/section and then verify that it’s working.

If everything went well then you’ll have an embedded Calendly event that looks a little this:

Congratulations!

You’ve successfully embedded Calendly onto your site. Now, you can begin fielding bookings and start making those valuable business connections!

Using Calendly for Business

We use Calendly for almost all of our scheduling needs here at TeachToScale. 

Our process is super simple:

  1. Get a person to set a meeting using Calendly
  2. Confirm their details and follow-up with a confirmation
  3. Call or use Zoom to chat with the individual

Calendly is great because it handles the scheduling and reminders. There’s no more awkward moments where you accidentally booked two people at the same time. You also set the tone for the meeting since there’s a defined block of time.

Give it a try! Explore how you can use Calendly to streamline communications. And, leverage this handy tool for lead generation and sales.

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