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Using Calendly


HOW TO GET THE MOST FROM YOUR FREE BASIC CALENDLY PLAN

READ TIME: 6 MINUTES

Calendly, May 23, 2022

Thousands of Calendly users begin with the free Basic plan. Not only because
their current scheduling needs only require one type of meeting, but because
Calendly comes with so many useful features and great flexibility right out of
the box. 

If you’re new to Calendly, this guide is a great place to learn  how to make the
most of your free Basic plan.



1:43












If you don’t have a Calendly account yet, go ahead and sign up!

Sign up FREE for Calendly




RECOMMENDED SINGLE EVENT TYPE CONFIGURATIONS

The first step towards getting more out of your free plan is fully setting up an
Event Type. You have one active Event Type at a time on the free Basic plan, but
you can customize it with a few options to suit how you’re going to use
Calendly. 

 * Date range controls how soon and how far in the future invitees can book time
   with you. You can also limit meetings to a specific range of days.

 * Schedules let you set the hours during each day of the week you’re available
   to meet.

 * Buffers are periods of time you can add before and after an Event Type. They
   give you breathing room so you always have time to prepare for your next
   meeting.

 * Maximum allowed events per day limits the number of meetings you have in a
   day, so you don’t get overbooked.

Users on the free Basic plan tend to use one of two configurations shown below.
Start by trying the recommended setup that makes the most sense for you!




1. RECURRING MEETING EVENT TYPE

Use case: You schedule the same kind of meeting over and over

Recommended settings:

 * Date Range: 20 rolling days

 * Schedule: Tuesdays and Thursdays 1–4 p.m. (for example)

 * Buffers: 10 minutes before and after

What is the one meeting you have to schedule all the time? Interviews? Sales
demos? Support calls? Office hours? If you have one kind of event you schedule
often, take full advantage of Calendly’s free Basic plan to automate scheduling.
Set up your Event Type so the description, duration, and availability are
specific to that meeting and use it every day.




2. GENERAL USE EVENT TYPE

Use case: You schedule different types of meetings and want to automate as many
as possible

Recommended settings:

 * Date Range: 5 rolling days

 * Schedule: Monday–Friday, 10 a.m.–4 p.m. (for example)

 * Maximum events per day: 5

If you generally offer 30 minutes for a meeting, you can keep the description of
your event vague and send this link to anyone who would like to meet with you.
Open your available hours so people can find time between your other meetings.
Keeping the rolling days lower helps you better manage your connected calendar 
so you’re never double-booked.

These are just two examples of general use Event Types. To fully customize your
Event Type to your specific needs, visit the Event Type section of your Calendly
account.






GET MORE FEATURES WITH CALENDLY FOR CHROME

Our free Basic plan has even more flexibility when you pair it with  Calendly
for Chrome. There are two huge reasons why, as a free user, you should use our
Chrome extension:


SHARE YOUR LINK MORE EASILY

Calendly for Chrome gives you instant access to your link, no matter what site
you’re on. You also can choose to share a single-use link to avoid unwanted
meetings in the future. And when you use Gmail or LinkedIn Messaging, your
Calendly functionality is embedded directly in the messaging platform.



1:15













OFFER MEETING TIMES OUTSIDE YOUR NORMAL SCHEDULE

Calendly for Chrome lets you create one-off meetings to share custom events of
any duration or location. One-off meetings allow you to offer times  outside of
your existing Event Type’s scheduled availability for VIP meetings you can’t
miss. Just suggest a handful of times and embed them directly in an email.






MEETING POLLS: FIND THE BEST MEETING TIME FOR EVERYONE IN A GROUP

Sometimes you need to meet with several people at once. But juggling the
different calendars and time zones to find a time that works for everyone is
tedious and time-consuming.

Calendly’s Meeting Polls feature helps you quickly surface the most convenient
time for a group. Before scheduling the meeting, your invitees can vote on their
preferred times. Once you find the most popular time, simply book the meeting
directly from the poll results — all within Calendly.



Meeting invitees share their preferences by selecting the times that work for
them.




4 PRO TIPS FOR SCHEDULING SUCCESS


1. REMEMBER SCHEDULING ETIQUETTE 

There’s been a lot of discussion about the etiquette of sharing your Calendly
link. Make scheduling with your Calendly link more engaging by personalizing the
tone in your email and simply being polite. Use this template to show invitees
that you value their time:

I’d love to meet with you and discuss this further. Please let me know what time
works best for you, or we can save the back-and-forth by using my Calendly link:
calendly.com/YOURLINK




2. ASK QUESTIONS BEFORE YOUR MEETINGS

Customizable invitee questions let you collect information from invitees before
a meeting so you know what they’d like to discuss, any additional contact
details, and answers to specific questions about your meeting. Their responses
will be conveniently located in your calendar event and your Calendly
dashboard. 




3. EMBED CALENDLY ON YOUR WEBSITE

Calendly provides three different embed options for your scheduling page so you
can reach the widest audience in style. Embedding your availability on your
website allows visitors to book time when they’re most interested in meeting
with you without ever leaving your site. 




4. ADD YOUR SCHEDULING LINK TO YOUR EMAIL SIGNATURE

Are you scheduling meetings where you want to be available to anyone in your
network? Get more exposure and maximize the number of meetings you receive by
adding your scheduling link to your email signature.



Related reading: 21 pro tips to transform you into a Calendly power user




UNLOCK ADVANCED CALENDLY FEATURES

This guide is just the beginning of what you can do with Calendly. It’s not just
a scheduling tool; it’s a personalized platform for connecting with people, no
matter how, where, or when they want to meet with you. 

To make stronger connections and more efficient processes, level up to one of
Calendly’s paid subscriptions. When you upgrade your Calendly account, you get
access to advanced functionality, including:

 * Hosting multiple Event Types so you can have separate events for different
   types of meetings (project kickoffs, client check-ins, candidate interviews)
   and automate more complex scheduling processes

 * Routing Forms that let you ask screening questions before people book time
   with you

 * More integrations with popular business and productivity tools like Microsoft
   Teams, Salesforce, and Hubspot

 * Team-based functionality like Round Robin and Collective scheduling to
   distribute meetings among team members, as well as centralized account
   administration

 * Automated workflows to send meeting reminders and follow-up messages

If you’re ready to take advantage of team features, customizations,
integrations, and more, check out our other plans here. You can upgrade at any
time from your billing page.

In the meantime, make the most of your Basic Calendly account — it’s free!



Don’t have a Calendly account yet? Sign up for free today.


Sign up FREE for Calendly



Calendly

Calendly's modern scheduling automation takes the work out of connecting with
others so you can accomplish more.


Using Calendly
What can you do with Calendly’s customer appointment manager software?

READ TIME: 9 MINUTES

There’s no limit on the number of events and appointments you can schedule, even
at the free level.

Read the article
Productivity
Calendly vs. Acuity: Which solution is better for you?

READ TIME: 8 MINUTES

Find out if Calendly or Acuity is the right tool to simplify your scheduling.

Read the article
Using Calendly
Calendly etiquette: How to share your scheduling link politely

READ TIME: 5 MINUTES

Learn the basics of scheduling etiquette.

Read the article

Try
Calendly free

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Give Calendly a try with a free 14-day trial of our
Professional plan.

To learn about our Enterprise plans, click here.

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