Skip to main content

​
What is Calendly?

Calendly is an appointment scheduling tool that makes booking meetings easy. No more email back-and-forth - people just pick a time slot that works for both of you! Perfect for:
  • Booking sales calls
  • Scheduling consultations
  • Meeting appointments
  • Client onboarding calls
  • Demo bookings

​
What You’ll Need

1

Calendly Account

Sign up at calendly.com - free plan available!
2

Create Event Type

Set up what kind of meetings you offer
3

Get Your Link

Copy your Calendly scheduling link
4

A good initial prompt

Quick and easy setup!
Here’s a helpful video to get you started.

​
Step 1: Set Up Calendly

​
Create Account

  1. Go to calendly.com
  2. Click Sign Up
  3. Create your account (free!)
  4. Connect your calendar (Google, Outlook, etc.)
Free Plan Includes:
  • Unlimited meetings
  • 1 event type
  • Basic integrations
  • Email reminders

​
Create an Event Type

  1. In Calendly dashboard, click Create
  2. Choose event type:
    • One-on-One - Meeting with one person
    • Group - Multiple people can join
    • Collective - Round-robin scheduling
    • Round Robin - Distribute across team
  3. Fill in details:
    • Name: “30-Minute Consultation”
    • Duration: 30 minutes
    • Location: Zoom, phone, in-person, etc.
    • Description: What the meeting is about
  4. Set your availability:
    • Which days you’re available
    • Time slots
    • Buffer time between meetings
  5. Click Save & Close
  1. Go to your Event Types
  2. Click on your event
  3. Copy the link (looks like: calendly.com/yourname/30min)
Two ways to integrate:
  1. Simple: Embed Calendly widget (no API needed!)
  2. Advanced: Use Calendly API for custom features

​
Step 2: Choose Your Integration Type

Best for: Most people - no API needed! Just tell the agent: 
I want to embed my Calendly scheduling widget.

My Calendly link: https://calendly.com/yourname/30min

Where to show it:
- On my "Book a Call" page
- [Or wherever you want it]

Make it look clean and professional.

Please set this up.
The agent will:
  • Create a page with your Calendly widget
  • Make it look nice and professional
  • Ensure it works on mobile
  • Add any styling you want

​
Option B: Advanced API Integration

Best for: Custom features like showing availability in your app What you’ll need: Calendly API key

​
Get API Key

  1. Go to Calendly Integrations
  2. Scroll to API & Webhooks
  3. Click Get a token
  4. Generate Personal Access Token
  5. Copy the token (in the format of eyJ...)
Keep this secret! Don’t share your API token publicly.

​
Tell the Agent

I need Calendly API integration.

Calendly API Token: [paste your token]

Features I need:
- Show my available time slots in the app
- Let users book directly
- Get notifications when someone books
- Show upcoming meetings list

Please set this up.

​
Step 3: Tell the Agent What You Want

Choose the examples that match your needs:

​
Example 1: Simple “Book a Call” Page

I want a "Book a Call" page with Calendly.

My Calendly link: https://calendly.com/yourname/consultation

The page should:
- Have a nice heading "Schedule Your Free Consultation"
- Show the Calendly widget
- Look professional and clean

Please set this up.

​
Example 2: Multiple Meeting Types

I have different types of meetings to offer.

Calendly links:
- 15-min intro call: calendly.com/yourname/15min
- 30-min consultation: calendly.com/yourname/30min
- 1-hour deep dive: calendly.com/yourname/1hour

Create a page where users can:
- See all three options with descriptions
- Click the one they want
- Book that type of meeting

Please build this.

​
Example 3: Embedded in Homepage

Add Calendly to my homepage.

My Calendly link: https://calendly.com/yourname/demo

Where to put it:
- In a section titled "Book Your Demo"
- Below the pricing table
- With a button "Schedule Now"

When they click, show Calendly widget in a modal popup.

Please set this up.

​
Example 4: API Integration with Custom Features

I need advanced Calendly integration using the API.

Calendly API Token: [your token]

Features:
- Show my next available time slot on homepage
- Let users book without leaving my site
- Send me Slack notification when someone books
- Show list of upcoming meetings in dashboard

Please build this.
Most people use simple embed! It’s easier and works great. Only use API if you need custom features.

​
Step 4: Test Your Scheduling

After setup:
1

Click Preview

In Emergent, click Preview
2

Find the Calendly Widget

Go to wherever you put it
3

Try Booking

Pick a time slotFill in your detailsClick Schedule Event
4

Check Confirmation

Should see confirmation messageCheck your email for meeting details
5

Check Calendly

Go to Calendly dashboardSee the booking in your scheduled events!
6

Cancel Test Booking

Don’t forget to cancel the test meeting

​
Common Questions

Free Plan: Perfect for solo users
  • 1 event type
  • Unlimited meetings
  • Basic integrations
Essentials: $10/month
  • Unlimited event types
  • Group events
  • Workflows
Professional: $16/month
  • 6 users
  • Round robin
  • Salesforce integration
Most people start with free!
Yes! Tell the agent:
Customize my Calendly widget:
- Match my brand colors
- Remove Calendly branding (requires paid plan)
- Make it fit nicely on my page
- Add custom text above/below it
Yes! Tell the agent:
Let users book multiple appointments:
- Show calendar for the month
- Let them select multiple dates
- Book all at once
(This may require API integration)
Calendly sends email notifications automatically!For custom notifications, tell the agent:
When someone books on Calendly:
- Send me SMS via Twilio
- Post to my Slack channel
- Add to my database
- Send custom email

​
Something Not Working?

​
Widget Not Showing

Tell the agent: 
The Calendly widget isn't appearing on my page.
I see an empty space where it should be.

My Calendly link: [paste your link]

Can you debug this?
Tell the agent: 
My Calendly link seems broken.
Getting an error when people try to book.

Link: [paste link]

Can you check if the link is correct?

​
Not Mobile Friendly

Tell the agent: 
Calendly widget looks bad on mobile.
Can you make it responsive and look good on phones?

​
Real Examples

​
Example 1: Coaching Business

I'm a life coach and need appointment booking.

Calendly link: calendly.com/myname/coaching

My offerings:
- Free 15-min intro call
- 45-min coaching session
- 2-hour intensive

Create a page showing:
- All three options with prices
- Description of each
- Calendly widget for each type
- Testimonials
- FAQ section

Please build this.

​
Example 2: SaaS Demo Bookings

I need demo scheduling for my SaaS product.

Calendly link: calendly.com/mycompany/demo

Flow:
1. User signs up for account
2. On welcome page, show "Book Your Onboarding Demo"
3. Embed Calendly widget
4. After booking, save meeting time to their user profile
5. Send reminder email day before

Please set this up.

​
Example 3: Consultant Availability

I'm a consultant with complex scheduling needs.

Use Calendly API (token: [provide])

Features:
- Show my availability for next 7 days on homepage
- "I'm available: [date] at [time]" message
- Let clients request alternative times
- Automatically block out lunch breaks
- Sync with my existing calendar

Please build this.

​
Advanced Features

Once basic scheduling works:

​
Webhooks for Notifications

When someone books a Calendly meeting:
- Webhook should trigger
- Create record in my database
- Send me Slack notification
- Update dashboard with new booking

Set up Calendly webhooks.

​
Pre-fill Meeting Details

When user clicks "Book Demo", pre-fill their info:
- Their name from their account
- Their email
- Company name
- Automatically pass this to Calendly

So they don't have to type it again.

​
Payment Required

Require payment before booking:
- User selects time slot
- Goes to Stripe checkout
- After payment, then books on Calendly
- Confirmation shows meeting + receipt

Please integrate Stripe + Calendly.

​
Calendly vs Google Calendar

Calendly

Best for:
  • Professional booking pages
  • Client-facing scheduling
  • Multiple meeting types
  • Easy for clients to book
  • No back-and-forth emails
Use when: You want clients to self-schedule

Google Calendar

Best for:
  • Personal calendar management
  • Team internal scheduling
  • Event reminders
  • Simple calendar display
Use when: You just need calendar features
You can use both! Calendly syncs with Google Calendar automatically.

​
Quick Checklist

Before going live:
  • Calendly event type created
  • Availability set correctly
  • Calendar connected (Google/Outlook)
  • Test booking works
  • Email confirmations arriving
  • Widget looks good on mobile
  • Meeting location is clear (Zoom link, etc.)
  • Buffer time set (if needed)

​
Tips for Better Bookings

  1. Clear descriptions - Tell people exactly what the meeting is
  2. Realistic time slots - Don’t overbook yourself
  3. Buffer time - Add 15 min between meetings
  4. Confirmation emails - Make sure they’re enabled
  5. Easy to find - Put booking link on multiple pages

​
Pro Tips

Add custom questions: 
Tell the agent to add these questions to Calendly form:
- What would you like to discuss?
- How did you hear about us?
- Any specific challenges?
Set reminder emails: 
Make sure Calendly sends:
- Confirmation email immediately
- Reminder 24 hours before
- Reminder 1 hour before
Use routing forms: 
Ask a few questions first, then route to:
- Sales team (if sales inquiry)
- Support team (if tech question)
- Executive team (if enterprise)

​
Going to Production

  1. Make sure your Calendly event is published
  2. Test booking from your actual domain
  3. Verify calendar sync is working
  4. Check email confirmations are professional

​
Branding (Paid Plans)

  1. Remove Calendly branding
  2. Add your logo
  3. Use custom domain (like book.yourdomain.com)
  4. Match your brand colors

​
Remember

Free plan is great - Start with it! Simple embed works for most - No API needed Syncs with your calendar - No double bookings Professional appearance - Clients love it Saves time - No more email back-and-forth Mobile friendly - Works on all devices
Quick start: Most people just need simple embed. Get your Calendly link and tell the agent where to put it. Done in 5 minutes!

​
Need Help?

​
Common Issues

“People can’t book times” 
Check in Calendly:
1. Is your event type published?
2. Do you have availability set?
3. Is your calendar connected?

Tell agent: "Debug my Calendly - bookings not working"
“Want to add more features” 
Tell the agent:
"I want to add [feature] to my Calendly integration.
Currently it's just a basic embed.
Can you add [what you want]?"
“Need to change something” 
Tell the agent:
"Change my Calendly integration:
- Move it to [new location]
- Update the link to [new link]
- Change the styling to [description]"
Fastest setup: Just embed your Calendly link. It takes 5 minutes and works great for 90% of use cases!