When you create an event in Calendly, so that people can book a time to meet with you, there are
a lot of options and it can be a bit confusing. Hi, I'm Anthony English and I'm going to show you
through the various options that you've got for setting up a one-on-one event in Calendly. In the
description of this video you'll find timestamps to take you to the various parts of the video,
and I've also included links to the Calendly help information-the help documentation-to
show you how to do each of the different parts of the Calendly setup. We're going to create an event
so we'll just focus on the one-on-one event which is, say, somebody wants to meet you
over Zoom or Microsoft Teams then, here's how they can do it. There are also group events;
that's allowing multiple people to meet you at one time. Maybe you're a teacher teaching a
small class. Then you've got collective events. That might be a team meeting. We want to have
the invitees pick a time when everybody's available. A round robin, where it cycles
between multiple people. So that might be a call center, for example, or a sales team,
and somebody is going to get the next inquiry coming in. Okay, that's the round robin set up.
You can also have one-off meetings but let's just focus on the one-on-one meeting because
there are a lot of options in Calendly and it can be a bit confusing. I'm going to show you through
an existing meeting that I've got all of these questions that you get asked. What event this is?
When can people book it? How far in advance can they book it? So maybe some questions
that you're going to ask the person who is booking the meeting with you. You might ask their name and
email address but you might ask other things like hey “how many people are there in your team?” or
“What's your main interest in in speaking to us? What's one problem that you're struggling
with?” So Workflows are around automations such as text notifications and thank you emails.
After somebody has made that booking with you they'll get a notification. Maybe
you'll send them a little intro video or afterwards they'll get a thank you
email for following up. There's some other ones, like notifications and cancellation policy.
Do you want to send a message to people if they drop out before before the meeting?
And then to the confirmation page. “Hey, once I've booked this event, Calendly is going to
offer you the the option to send them to maybe to a web page or to sign up for a little
preparation video or article, blog post or something like that. You can even collect
payments on certain of the plans of Calendly. As you can see, creating these events…each of these
has got its own set of options as well, such as the location. Is it going to be over Zoom? Is it
going to be Teams? Is it going to be a physical place where you are going to connect with people?
And then you can put in a description. So, as you can see, there are a lot of options for each
event. So what I've got here is a diagram showing you what all of those options are.
Calendly create event. So the event type and what we're going to be asking here is,
as you saw, is it a one-on-one event or a group event or the collective which is we've got to
make sure that everybody's available before we have this meeting. Or the round robin one, like
a call center situation. At the end of the video I'll show you where you can get access to the mind
map that I'm using in this video so that you can map out your own Calendly setup more easily.
So the next option here is what event is this and what you're going to get asked. Let me just go
into this one here on the left. What event this is. You get to you have to say what the event
name is. As you can see, the location we saw that. And then the description or instructions. And so
this is a way of telling people: "hey, here's how we're going to meet. Prepare yourself this
way. These would be some good things for you to to include for the meeting to help you prepare."
The event link itself, so that will have your Calendly account followed by a name that's going
to be really helpful for you. Now if it's a group event, you've got the option of asking how many
invitees you're allowed in the spot, so we've got a group event. We're going to have several
people are allowed to join but we can't have- we're not over booked. Okay. I mean uh another
option there just for group events is to display the remaining spots available on the booking page
now. And then, of course, you can have the event color, if you want to get fancy with color coding
all of those things. So the next question you get asked is "when can people book this event?"
So here, when can they book it? And you've got three options here. One is the date range.
Well I'm going to allow them to book any time over the next
60 days in the calendar. Or maybe just over business days. You could make it business days
instead of calendar days, or alternatively you could say: "Hey, it's only going to be
within this date range." okay they've only got a limited time to book this to book this event
okay we've got uh within a date range or no i'm just going to make this permanently available i'm
going to make this event indefinitely into the future then we ask well how long is the event
going to be and that can be in minutes and if you want to adjust it you want to make it more
than one hour long then you can certainly do that you can specify it in hours and minutes
now what about your availability when can people book this event so this is a nice easy way of you
saying hey i'm only available on these days of the week for this particular kind of events so
for example supposing you are a music teacher you might say i'm only available on these afternoons
and you specify what what days you're available you can set your default hours here which is
really what you're going to be doing for all of your events or else you can make some special
custom hours hey this is only available just just for for these particular hours and you've got a
lot of flexibility here you've and you can change that for each day all right and by the way this
display here on the right hand side is a mind map and i'm using mind node and i'll include a link
to a series of apps that are available and including an affiliate link if you want which
gives you access to mind node and to a number of other apps that can help you in your business okay
so we're now down to invitee questions and so that's the name email address we go over here
and you could add you could just have a an optional question here like a free form one
or you could make it much more specific uh you could you could have something like radio buttons
okay and ask uh how how many are in your team okay and then you can you can offer some answers there
11 to 20 and you can add another option there so you can see that those those are very very
easy to do hit apply there so and you can have multiple questions there you probably don't want
to have too many questions so the next one is workflows which is really around automations
so that's around things like email and text notifications or sending sending a thank you email
things like that here are some of the options that you've got an email reminder to the invitee
and of course if you want to do that we want to reduce the the people who are not showing up
reduce the no shows if you want to use that workflow then you'll want to go in and edit
the content of the emails and then you've got an option here to edit the email and that
even allows you to remind them what the bonus is what the benefit is of them turning up to
your meeting other options is to send an email to the host especially if that's not you and that's
the host is the person who's actually going to be running the the meeting and so if you've got
a group of teachers for example you might want to send them a reminder once a they've got a
meeting booked or a class booked you can send a thank you email straight after your meeting and
you can see that there are a whole lot of others and so this saves you all of the work of thinking
well i've got to be organized i have to remember to to send this message you can send a text
reminder so as well as the email options we've got the text options here and if somebody cancels then
you can send send a text to whoever the host is to say that and as you can see there are many other
options quite a few other workflows that you can use now you don't have to use any of these
workflows but if you do then it's a chance to remind people of the benefit of talking to you and
to make sure that the meeting itself that both you and and the person at the other end are going to
be very well prepared for it you want to increase the chances that they're going to turn up on time
and it's just really a professional way of showing hey i've got a system i've got a process in place
and to make it easy both for you and for your for your client let's go back to the event type here
now the next one is notifications and cancellation policy okay so that notification by default is
going to go into your calendar if you're using google say google calendar or office 365 that's
microsoft 365 or exchange for outlook things like that and so those events will go into
your calendar but you can change that from being in the calendar to email confirmations that's
around notifications it's around email follow-up you can see just how easy it is you can turn these
on just toggle that on or off and that reminder email you can personalize that
or text reminders as well now if you've got a cancellation policy
that you want to you need to charge people for for booking a call if they cancel too late or
something then you can specify that specify that here as well now we get to the confirmation page
and so this is when people do book that event then where do they get sent to well they can go to a
confirmation page itself within calendly or you can redirect them to an external site
now that might be a youtube channel for example or it might be to a webinar registration page
or it could be to a little welcome for video hey looking forward to to catching up with you for
our for our session a lot of different things that you can do and you can even pass on those events
even say to an email opt-in list there's a lot of a lot of options here okay and you've even got the
option to for people to schedule another event with you after after they've had that first one
and so collecting payments uh you can do that you can say well there's no
payments for this event but this is a simple way for you to sell
a a booking for people to book an event with you and pay upfront either through stripe or
through paypal now one thing i haven't shown you is that there are routing forms which allow you to
filter people and to get information for them up front which will help you direct them to the right
person so for example they may be going to a sales team or to the customer success team or
you might be sending them to a training video or to a different event depending on who they
are where they're from and so on now creating a routing form is very very easy so we'll create
a routing form here and all you need to do you can even include a headline and a description
almost make it look like a landing page which is really nice but i won't do that at the moment
and you can just add a question we've already we already will have collected their name and email
address but you might be asking them something else like for example you know what size is your
your your team and you can put in three options there or else you could ask them about their
experience with working on the kind of services that you are providing and so we know that if
they are fairly tech savvy then we're going to send them to some more advanced uh training
with things that they can work out for themselves and so once you do that you can then add a route
which simply says okay uh in that case i'm going to send you to this kind of event which is
more for the advanced intermediate or advanced people or else you can send them once again to
an external url that means external to calendly okay so really sending them to a link to a web
page or you could send a customized message to them a bespoke message to them so the routing
forms really allow you to filter to screen people before they even book the event with you so that
you and they are making the best use of the time available so you're speaking to the right people
and they are speaking to the right people now if you want to get this mind map then it's available
you can use mind node which is the mind map tool that i'm using and it really serves as a
checklist here for you to create that calendly event and i'll give you instructions on how to
import this mind map so that you can use that as your checklist for setting up calendly events