TL;DR:
- 5 steps: connect calendar → create event types → set availability → customize booking page → share link.
- Best practices: buffer times, qualifying questions, automated confirmations, payment integration, branded link.
- Setup: 15-30 minutes for basic. Power-user setup: 1-2 hours.
Step 1 — Sign Up + Connect Calendar
- Go to calendly.com → sign up.
- Connect calendar:
- Google Calendar.
- Outlook / Office 365.
- iCloud.
- Calendly auto-blocks busy times.
Step 2 — Create Event Types
Common event types:
- 15-min coffee chat — quick networking.
- 30-min discovery call — sales / consulting.
- 60-min consultation — paid expert call.
- 90-min coaching session — deep work.
For each: name, duration, location (Zoom / Meet / phone), description, color.
Step 3 — Set Availability
| Setting | Recommended |
|---|---|
| Days | Monday-Friday (or what works) |
| Hours | 9 AM-5 PM in your timezone |
| Time slot increments | 15 or 30 minutes |
| Buffer before | 15 minutes |
| Buffer after | 15 minutes |
| Min notice | 4 hours (avoid same-day rush) |
| Date range | 2-4 weeks ahead |
| Daily limit | 4-6 max meetings/day |
Step 4 — Add Booking Form
Qualify invitees with questions:
- Name (auto).
- Email (auto).
- Company / role.
- What you'd like to discuss?
- Phone number (optional).
For sales calls: add screening questions ("Annual budget?", "Timeline?").
Step 5 — Customize Booking Page
- Profile photo — humanizes booking.
- Bio / role — establishes credibility.
- Welcome message — set expectations.
- Branded color (Standard plan+).
- Custom URL — calendly.com/yourname.
Step 6 — Set Up Confirmations + Reminders
| Notification | When sent |
|---|---|
| Confirmation email | Immediately after booking |
| Reminder email | 24 hours before |
| Reminder email | 1 hour before |
| SMS reminder | 1 hour before (paid plan) |
| Follow-up email | After meeting (optional) |
Step 7 — Add Payment (Optional)
- Settings → Payments.
- Connect Stripe.
- Set price per event type (e.g., $100 for 60-min consult).
- Invitees pay before booking confirms.
Calendly Best Practices
- Buffer times = 15 min before / after each meeting.
- Limit daily meetings to 4-6 max.
- Qualifying questions for sales / consultation.
- Multiple event types — let invitees self-select duration.
- Round-robin for team scheduling (Teams plan).
- Embed on website — booking widget on contact page.
- Add to email signature.
Calendly Mistakes to Avoid
- No buffer times — back-to-back meetings burn out.
- Too many event types — paralyzes choice.
- No qualifying questions for sales calls.
- Wide-open availability — gets booked at random hours.
- No timezone awareness for international invitees.
Frequently Asked Questions
How many Calendly event types should I have?
3-5 max. More overwhelms. Common: 15-min, 30-min, 60-min options.
Can I use Calendly for paid sessions?
Yes — Stripe integration on paid plans. Invitees pay before booking confirms.
Do I need to buy Calendly Teams?
Only for round-robin scheduling, team booking distribution. Solo: Standard ($10/mo) is enough.
Can I embed Calendly on my website?
Yes — Calendly Embed feature. Pop-up button or inline widget.
How to share Calendly link?
Email signature, social bios, "Book a call" button on website, link-in-bio.
Key Takeaways
- Connect calendar → create event types → set availability → customize → share.
- Buffer 15 min before/after meetings.
- 3-5 event types max.
- Add qualifying questions for sales calls.
- Embed on website + email signature for max bookings.
Drive bookings from one link
Add a UniLink URL to your bios — features Calendly + your other platforms. Free.