Emily Bennett
How To Schedule a New Meeting Using Calendly
In today’s fast-paced world, scheduling meetings efficiently is crucial for freelancers, entrepreneurs, and anyone looking to save time. Calendly is an excellent tool that allows you to set up meetings seamlessly without the usual back-and-forth emails. This guide will walk you through creating a new meeting on Calendly, customizing your meeting details, and sharing your link effectively.
Step 1: Access Calendly
To get started, you need to visit Calendly. Open your web browser and type Calendly.com in the address bar. Press Enter to navigate to the site. If things seem slow or the page doesn’t load properly, sometimes a quick cache clear or trying a different browser helps. Also, make sure your pop-up blocker isn’t blocking the meeting setup windows.
Step 2: Sign Up or Log In
If you are new to Calendly, click on Get Started to create a new account. On some setups, you might need to verify your email first. If you’re already signed up, just hit the Log In button, and enter your credentials. Alternatively, connecting via your Google account can shave off a few steps—look for the Login with Google option. Keep in mind, the interface might look a little different depending on your device or browser.
Step 3: Grant Calendar Access
Once logged in, Calendly will probably ask you to connect your calendar—Google Calendar, Outlook, or Office 365. This step is kinda weird, but it’s necessary so Calendly can see when you’re free. Head over to Account Settings > Connections and hit Connect Calendar. If you skip this, it won’t know your availability, and scheduling gets complicated. On some machines, this step might need a quick browser cache refresh or re-authorization after a restart. Because of course, Windows has to make it harder than it needs to be sometimes.
Step 4: Create a New Event Type
Now, click on New Event Type. You’ll get options for the kind of meeting—like 15-minute quick chats, or hour-long sessions. Pick what suits your needs. You can choose the video platform—Google Meet, Zoom, or just a plain phone call—this is pretty straightforward. If it doesn’t save right away, sometimes refreshing the page helps or trying the setup in Incognito mode.
Step 5: Customize Meeting Details
This part is where you really set the rules. Here’s what I’ve played with and what worked:
- Duration: Pick your default length—15, 30, 60 mins. On some setups, you might want a buffer time too, so folks don’t book back-to-back.
- Availability: Set your preferred times. This is usually under Availability or When can people book. It’s surprisingly finicky sometimes—if your timezone isn’t set right, it can get confusing. Double-check this in Account Settings > Time Zone.
- Location: Decide if you want an in-person spot, a link to a Zoom call, or just chat via phone. You can even add custom questions here, like “What do you want to discuss?” to prep ahead.
Step 6: Save and Share Your Meeting Link
When everything’s dialed in, hit Save & Continue. Then, click on Share or find your unique link under the schedule. Copy it—here’s where I’ve seen some folks struggle. Remember, if your calendar isn’t synced right, the link might show incorrect availability, so double-check that connection. Once you share it, clients or colleagues can pick from your available slots, saving a ton of back-and-forth emails.
Extra Tips & Common Issues
Some advice from real-world experience—set up reminders for your meetings so nobody forgets. Sync with Zoom or Google Meet if you prefer online sessions; it just makes things smoother. And keep your availability updated—nothing kills credibility like showing free when you’re actually booked. Also, if the link isn’t working right or doesn’t show the updated times, disconnect and reconnect your calendar—sometimes the sync gets wonky. Also, on some browsers, you might need to disable VPNs or ad blockers temporarily during setup.
Conclusion
If these steps are followed, managing your schedule with Calendly can be pretty smooth. It’s not perfect—sometimes stuff doesn’t sync right away or the interface is a bit clunky. But on most setups, it saves me countless headaches and makes sure clients get the message that you’re serious about bookings. Playing around with the settings and testing different configurations is part of the process, but overall, it’s a time-saver.
Frequently Asked Questions
Can I customize my Calendly link?
Absolutely. You can change part of the URL in your account settings to make it more memorable. Just look for Share Your Link.
Is Calendly free to use?
Yes, there’s a free plan that covers most basic needs. But if you want things like multiple event types or integrations, you’ll need to jump to a paid plan.
Can I integrate Calendly with my existing calendar?
Yes, it works with Google Calendar, Outlook, and Office 365. I think it even integrates with iCloud if you dig through the settings. It’s worth checking your calendar’s sync options because sometimes you need to grant permission twice or re-authenticate after updates.
Summary
- Getting to the site and logging in can sometimes be a pain, depending on browser quirks.
- Connecting your calendar is a must, but expect some weird prompts or permission requests.
- Setting up event types and availability is easy once you get the hang of it—just watch out for time zone hiccups.
- Sharing your link is simple, but double-check your settings if availability looks off.
Hopefully this shaves off a few hours for someone. If this gets one update moving, mission accomplished.