How to Use Calendly To Stay On Top of Business

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Organize Your Life with Calendly

Are you looking for a way to simplify your life? Calendly can help you schedule meetings and stay in contact with customers instead of playing email or phone tag. What is Calendly? It is an appointment scheduling software that integrates with your calendar to keep track of meetings and important events.  It can help get and stay organized. In this post, you will learn how easy it is to organize with Calendly.

Benefits of Using Calendly

  • Super simple signup
  • Easy to use interface
  • 14-day free trial
  • Streamline your workflow
  • Syncs with your calendar
  • Free and paid (pro) account

Getting Started

The first thing you will need to do is to go to and create an account. You can try it out free for 14 days and upgrade to the paid version if you want at the end of the trial or stick with the free version and continue to use it. It is easy to get started by following these easy steps:

  • Create an account
  • Connect the app to your calendar
  • Choose an event type
  • Schedule a meeting

Signing Up

To create your account, you need to enter your email address on the homepage where it says “sign up.” After entering your email click the blue “get started” tab. You will be prompted to link your calendar and grant permission for the app to access it. The next step will take you to the “Welcome” page. Here you will create a unique shareable URL that you will give your customers to contact you.  After that, you will follow the prompts to customize your Calendly account.

Your Calendly Events Page

When you have completed the sign-up process, you will be taken to your home page. Here you can integrate your Calendly account with other programs like Salesforce, Hub Spot, Zoom, Stripe, and PayPal. This will also integrate seamlessly into your WordPress website so you can see everything at a glance. This software will be invaluable to you if you provide any type of one-on-one service and consulting is part of your business.

You can use this software for a single user or share it with a team to automate your productivity. The only thing is that the free version is limited to one user and one event type. An event type is whatever you want to host, whether it’s a one-on-one, group, or collective meeting or event. With the free version, you are limited to only one event type, however.

Pricing and Free Trial

If you have a larger business and want to upgrade to allow more than one user you can do that by upgrading to the pro version. You also have the choice to be billed monthly or annually for greater flexibility. The premium and pro versions are affordably-priced so if you choose to upgrade you won’t break the bank. The pricing plan is $8 for the premium and $12 per user per month for the pro version so you can always start out with the free version and upgrade it later if you’re on a tight budget.

Your 14-day trial allows you to try out the pro version to see if this would be something that would work for you. When the trial period ends you’ll be downgraded to the free version and can then choose to upgrade or not.

Differences Between the Free and Pro Versions

There are quite a lot of benefits with the Premium and Pro versions that are not included in the basic free version. There are more automation and customization features available with the paid versions like integrations with Google Analytics and colour customization for your page. The free version has just the basic functions and can be embedded into your WordPress site. All three versions integrate with Google Calendar, Office 365, Outlook and iCloud.

Learning how to use Calendly in your day to day routine is easy once you are all set up. Once your account is set up just let Calendly know your availability, what days you want to work, hours, and etc. If you don’t want to work on Fridays you just block that day out. Maybe you have to pick up the kids after school so you are not available from 2 pm to 5 pm. Got a dental appointment on Tuesday? Block it out. Calendly will see it blocked and will not offer it to any contacts. You can customize this any way you like that works for you.

You schedule an event such as a one-on-one, the day and length of duration. You can share your link on your website or in email messages to your contacts. They can choose the time and the event is then added to your calendar. Clients can contact you and make an appointment up to 60 days in advance if they like. You can see how this can really help your business grow and flourish.

How to Invite Someone to a One-on-One Session

After you have created the event with a choice of available times in Calendly, you simply send the person you want to invite the link to your Calendly page. When your contact lands on this page, he or she will see your event and can then click on it to choose a time for the event. If you forgot what you put down for your customized URL you can find it by clicking the dropdown arrow under your account icon and click on “share your link.” It will look something like this[username].

Setting Your Availability in Calendly

Calendly lets you choose the days and times you’re available for events. To edit your availability, go to your events page and select the event to edit. By default, the availability is set for 9 am to 5 pm Monday through Friday. You can change the days, times, or set certain days as “unavailable.” You can also break the day up into sections like starting at 9 am until 2 pm, take a break and return from 3 pm to 5 pm or whatever time you choose. If you have an upcoming appointment simply make yourself unavailable for the day or for certain times if you won’t be out of contact for that long. Calendly will automatically check your calendar before allowing anyone to schedule a meeting or appointment with you so you won’t run the risk of overbooking.

Coordinating Time Differences

Another cool feature for this is that there is no having to figure out time zones. How many times have you tried to connect with a client and because you’re in different time zones you always miss them? Calendly takes care of this issue for you. It automatically configures the time difference so if a client books an appointment in their time, it automatically coincides with your time and eliminates forth emailing or phone tag

Adding Calendly to WordPress

There is currently no plug-in for Calendly for WordPress so you will need to embed a snippet of code into your site. It’s pretty easy and only takes a few minutes. To get your code, click on the event types and then click on the gear icon for that event.

Click the down arrow and select “Add to Website” from the menu. After you do this you will be offered 3 options: Inline Embed, Pop Up Widget and Pop Up Text.  Choose inline embed and click continue. It will open to the page with your code. Copy this code to your clipboard by right-clicking and choosing copy. To add it to your site you need to add a new block to your page. Under format choose custom HTML. Paste your code in the box and click “preview.” You should now see your Calendly page along with your appointment calendar and events.

Using Elementor for WordPress we can select the HTML element and simply paste the code in the sidebar highlighted below. If you want to learn more about what Elementor is and how to use it click the link.

You can customize your invitations and send reminders the day before the scheduled event. By default, your options for meetings start at 15 minutes, 30 minutes, and 60 minutes. This gives you plenty of time to take care of business and complete any other tasks you have before the next meeting or session.


Calendly is a great tool for helping you stay organized and be more productive. It is simple to use once you get the hang of it and you’ll wonder why you didn’t try it sooner. If you found this content informative or useful, please share it with your friends on social media and subscribe to my YouTube channel for video tutorials on topics like this one, you can also find us on Instagram and Facebook.

Not sure what plugins you should use on your site? check out the 7 necessary plugins that I recommend.


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