Calendly: a time-saving scheduling tool we can’t live without - Forge3 Skip to main content
Calendly - a time-saving scheduling tool we can’t live without

We’re always looking for new tools to make our day-to-day tasks and overall workflow a bit more efficient, and ultimately help us to save time and WOW people in the process.

Over the past few months, we’ve been trying out a new tool for scheduling, and we think it’s too good not to share.

So, without further ado… here’s what you need to know about Calendly.

What is Calendly?

Calendly is a tool that allows you to schedule meetings without the hassle of back-and-forth emails to determine availability.

But don’t worry, you won’t have to replace your current Google or Outlook calendar. Calendly simply links up with your current calendar, and uses its smarts to determine your availability based on your currently scheduled meetings and appointments.

Calendly users simply set up their desired meeting types, and are then provided with a unique link to share with others. When clients, prospects or colleagues click on this link, they are presented with a list of meeting times that are available on your calendar. They just click, complete the form and submit. Nice and simple!

Why we like it

We think Calendly is pretty awesome for a number of reasons, but some of our favorite features are the customizable event types, automatic calendar invites, tool integrations and meeting time settings.

Customizable Event Types

Calendly’s customizable event types feature allows users to create various types of meetings with their own settings, automatic emails and more. Then, each of these event types receives its own shareable link.

Automatic Calendar Invites

If you utilize calendar invitations frequently (like we do here at Forge3), Calendly makes the process very simple.

Calendly users can utilize event settings so that the moment a new meeting form is completed within the Calendly system, an event is immediately created within your calendar, and an event invitation is automatically sent to the meeting requestor.

No need to do anything. Cool, right?!

Tool Integrations

As you probably know already, Forge3 is location-independent (i.e. we work remotely most days). This means that we utilize GoToMeeting VERY frequently.

With Calendly, we were able to integrate our GoToMeeting profiles. So, when a client or colleague schedules a meeting with us via Calendly, their automatic calendar invite will contain a link to GoToMeeting and the directions needed to connect.

Meeting Time Settings

Don’t like Monday morning meetings? No problem.

Aside from pulling in your availability from your calendar, Calendly also allows you to set restrictions on the days or times that you are available for each meeting type.

For example, if you only want to have prospective client meetings on Thursdays from 9AM–1PM, you can indicate this within the Calendly settings and your availability will be shown as such.

Automated Meeting Reminders

Another cool setting within Calendly is the automated meeting reminders feature.

This feature does exactly what you would expect… it sends out email reminders to your scheduled appointments automatically. And, these emails can be customized with your own content.

The proof is in the pudding

In my specific role at Forge3, I hold status update meetings with each of our digital marketing clients on a monthly basis. While some clients have standing meetings at the same date and time each month, a vast majority prefer to schedule their meeting times monthly based on their availability.

So, each month, I found that I was spending at least five hours reaching out to clients to suggest meeting times, handling back-and-forth communications to determine client/team availability, following up to confirm meetings, setting up GoToMeeting and providing connection information, etc.

Then I implemented the Calendly tool. And just like that, I had more time to work on useful tasks like developing keyword-friendly blog content for clients, monitoring social media advertising analytics and more.

If you ask me, I think that’s pretty awesome (and productive!).

Below is a look at my Calendly dashboard. This screen is where users can set up their various event types and their associated settings. It’s also where you can copy the individualized link to share with prospects, clients, colleagues, etc.

Calendly - Meeting DashboardWhen you share an individualized meeting link, meeting requestors are brought to a screen that shows your availability by date. That screen looks like this:

Calendly - Availability ScreenOnce they select their desired date and time, they are brought to a page that contains a form. This is where the requestor provides you with their information (side note: these forms can be customized to collect whatever information you see as necessary).

Calendly - Meeting Request FormOnce the form has been submitted, the meeting requestor will receive a confirmation like the one you see below, as well as an email event invitation.

Calendly - Confirmation

The lowdown

All in all, Calendly has turned out to be a huge timesaver for our team. In fact, we aren’t quite sure how we managed without it! We definitely recommend giving it a try individually or within your office to see if it works for you. You can get started on the Calendly website.

Want to know more about our experience with Calendly or pick our brains about other tools we find useful and time saving? Feel free to contact us and we’ll schedule a meeting with you using Calendly! :)