How to Use Calendly to Book Yourself Solid
- Wes McDowell
- September 13, 2018
If you’re a business that uses appointments or bookings or consultations as part of your sales funnel, you’re definitely gonna want an easy way to automate that process using your website.
Now in the past, this went one of several ways— one of which people would just fill out an online form giving you their information. You’d call them. They may not pick up because there was no scheduled time for it, or you go back and forth over email trying to determine what’s a good time for you. I don’t know what’s a good time for you and then if there’s any kind of a time difference thrown in there and makes things even more difficult, but now online scheduler like Calendly, make it super easy because it allows you to specify what times you’re available.
Then people just simply pick a time that works for them from those times, and I love Calendly for this purpose and I should say I am in no way affiliated with them. I just happen to use it on my own site because I like how streamlined it is, how it integrates with my Google calendar and just how nice it looks on my site. So today I’m going to show you how to set it up, how to embed it on your website as well as a few pro tips to really increase those show up rates for people that scheduled the appointment. So let’s get started and head on over to the computer.
Okay, so here we are on Calendly’s homescreen. So basically the first thing you’re obviously going to do is just click this button to go ahead and sign up. And that’s a pretty easy process. I’m not going to show you how to do that and the effort of saving time, but I will see you on the next screen where we will be logged in. Okay. So once you’re logged in and you have verified your email address, it’s just going to ask you to set your link. This is where you would send people to in an email link or an email signature. But in most cases I actually recommend you just embed this right on your site, which I am going to show you how to do a little later in the video. So just give us an easy name that you can remember. And the next it’s going to ask you to set your time zone.
It’s already going to detect it. I’m here in Chicago, so, it’s already set to that. So just click next. Okay. Now here is where you were going to connect your Calendly to your online calendar. And this helps you in two ways. The first way is it actually checks against your calendar to make sure that it’s not booking any appointments when you’re already busy. And the second way it helps is when someone does book an appointment using Calendly, it automatically puts that on your online calendar. So it’s super automated and that’s one of the things I like most about it. So let’s go ahead. Um, they basically support Google calendar, outlook, icloud calendar, and a few others. I, I use Gmail, so I’m going to go ahead and use that and connect it there. And it’s basically going to then access your google account. Uh, so it, you’re basically giving it permission to access your calendars to be able to put stuff on there and to read it.
So just click allow right now. It’s connected and you’re ready to go. So now, and the first thing you’re going to want to do is set up an event. So with the free account, you’re allowed one event a with paid accounts, you’re allowed unlimited events. It really just depends on if you have a need for more than one thing, it may be you have consultations and then maybe you have a kickoff meeting or something like that. So if you just have one event, type free will be fine. So make sure you’re on the event types tab at the top and the first thing you’re gonna want to do is just click a new event type. Now it’s going to ask you one on one or a group. So one on one just means you with one, a, one customer or a client group means you and multiple clients at a time.
They say it’s good for, you know, webinars or classes or workshops, that kind of thing. Uh, I do believe group option is only a pro feature though. So let’s go ahead and click one on one and you’re just going to want to give it a name. That’s the first thing you’re going to do. So I might call it web strategy consultation for my business. So just give it a descriptive name for you and location. And I would imagine in most cases, for most of you, this is going to be either a phone meeting or possibly a skype meeting. So just go ahead and clarify that here. So I just said Westlaw call you so they know it’s a phone meeting and they don’t have to call me. I’ll be calling them and you’ve got a choice here whether you want that to display while the while the customer is booking it or if you just want this to display after they’ve already booked it a, I’m just going to keep it on display location while booking and for description.
Just give it a few more details so they know exactly what they are signing up for. So something as simple as that will work just fine. And then it’s going to have you set the link for this. So basically you’re just, you can set the exact url for that. I’m just going to keep it as is. You probably don’t want it to be too long, uh, or people will get confused when they type it in. So make it something simple. Short and descriptive. So for event of color, you know, this really makes more of a difference if you have multiple events and you want to color code them to maybe group the like ones together. Otherwise I would just go ahead and pick one that will look complimentary to the colors on your site. So for me it, let’s just go ahead and pick this blue color and then click on next.
Okay. So now here’s where you’re going to set all of the different options for your event. Um, so the first thing you want to do is decide on how long you want it to be. They’ve got some options here or you can make it any kind of accustomed length you want to, but I’m just going to say from my website consultations, it’s usually about 15 minutes. That’s usually enough time to make sure if we have a good fit and to answer any questions that come up during that. So. And then this one is really important date range. So basically what it’s asking you is how far out and what days do you want people to be able to schedule this for? So you’ve got several options. It can be over a period of rolling days, meaning you know, if it’s 60 rolling days that 60 days starting from today, whenever today is, and then tomorrow it’ll be 60 days out from there.
So, um, you can choose that or over a date range, you know, specifically the month of September or September, 20th through 27th or indefinitely. That just means they can schedule anytime they want. So let’s go ahead over a period of rolling days. And what I like to do is I like to limit this and I’ll tell you why, because when most people schedule an appointment for too far out, let’s say they schedule a meeting with me for three weeks from today. What I find can happen a lot is in those three weeks, uh, their focus shifts to something else. They’re excited to schedule this appointment today, but three weeks from now they’re a little less excited. It’s a little less important to them in three weeks. So what I like to do is limit this to a maximum of 10 days. So you can’t schedule it for more than 10 days out.
It just won’t let you do it. And this is going to depend on you and your type of business and what you find to be the case for your clients. But anyway, choose what works for you and click apply. And time zone, so it’s automatically going to detect your time zone. And the cool thing about this is, um, when people schedule something on your calendar, they will always see it as their own time zone. So you get rid of that confusion of is that 10:00 AM your time or my time. It’s always going to be pinpointed to where the person is. So that’s great. And now you’re going to set your availability. So basically what days and times do you want to be available to, uh, to feel these calls and schedule these meetings. And that really depends on how big your team is, right? You know, if you have a sales team, that’s their job just to take these calls and make these calls all day.
It gives people all the options they need in order to make them. But let’s say you are a smaller business or even a one person operation, you’re definitely gonna want to block off certain times that work best for you. Because what I’ve found, at least for me is productivity can really suffer if you’re having to make a phone call at random times throughout the day. What I would definitely prefer is to come up with a few time blocks, either once a day or maybe even every other day that I’ve set aside just for these phone calls. So let’s go ahead and see this in action. So let’s go ahead and click on Monday. Um, it’s, it prepopulates with nine to five, but let’s say I only want to go from 9:00 AM to 11:00 AM, so it’s going to say I’m only available at 9:00 AM, 9:15, 9:30, because I remember we added them in 15 minute increments all the way until 11.
But you also can add a new interval. So let’s say you wanted to go from nine to 11 and then you wanted to have another time block in the afternoon so you can absolutely do that. You could do 2:30 PM to 3:45 PM and then you can say apply to this specific Monday only or apply to all Mondays or apply to multiple. And you could say Mondays, Tuesdays and Wednesdays or Mondays, Wednesdays and Fridays, let’s say. So let’s do that. I’m happy with that. So let’s click apply. And then for Tuesdays and Thursdays, let’s say you want those off, uh, just click, I’m unavailable and then Tuesdays and Thursdays, so we’ve got these time blocks on Monday, Wednesday, Friday, and you’re unavailable Tuesdays and Thursdays. But now I’m going to show you another pro tip, something I’ve learned, so go up to advanced and since we said 15 minute increments, I’m going to go ahead and choose that here.
Um, and then you can choose an event Max per day. So maybe you know that if you have four meetings a day that’s going to kind of wipe you out. There may be a different reason for it, but, uh, you can click, you can check that if you want to, um, minimum scheduling. Notice I like this one. Um, it prevents people from scheduling an event at the last minute. So what I always like is always 24 hours notice for any of these meetings. And that’s of course up to you. Um, another thing that I have definitely discovered that’s important, our event buffers because of what happens too, sometimes if I have a couple of those 15 minute meetings back to back and one of them goes long, I find myself having to jump off that call before we’ve accomplished anything. So you definitely don’t want that to happen.
I like to have 15 minute meetings with the option of going longer if I need to. So what I would rather do is have a 15 minute buffer, you know, before and after all of those meetings. So go ahead and choose that if, if it makes sense for you, I definitely recommend that. And then it’s gonna ask you if you want it to be a secret event. What this means is it wouldn’t be displayed on your main Calendly page. Um, so if you had an event that was kind of more a invite only like for me, uh, we’ll have a kickoff meeting, but that only happens after you’ve become a client. So I wouldn’t want people just to schedule a kickoff meeting before we’ve had the consultation and they’ve paid their deposit and all that stuff. So, um, but for this, for just a consultation, I’m going to click no, we don’t want that hidden.
Okay. So next we’ve got a few more options. So a invite t questions. So when someone has scheduled an event, it’s going to ask a certain number of questions. Some of them are just completely utilitarian, like their name, email address, possibly phone number. And there are a few additional questions you might want to put it as well for several reasons. The first reason would be to prequalify prospects so you’re not wasting time calling people who aren’t really qualified to work with you or aren’t going to be a good fit for you. And the other type of question you might want to ask involves getting prepared for the meeting. You might have a few questions so you can do some research ahead of time. So let’s take a look at what I mean here. Let’s go ahead and click the add a new question button and you are allowed up to four questions, so use them carefully and here’s another pro tip.
Don’t ask more questions than you need to, unless a question is going to give you information you need to prepare or to prequalify or to actually get in touch with them, any additional questions or just going to get in the way of people actually scheduling these things so only ask the bare minimum that gives you the information you need in order to make the appointment. So let’s talk about a prequalification question. This is one that I like to ask. Pretty simple, what’s your budget? Because I want to make sure that if I’m taking the time for my schedule to call a new prospect, they can afford the services that we provide. So I’m going to make this required and now you can just decide on the answer type. So one line would be a short fill in themselves. Question a multiple lines is kind of a longer form answer.
Radio buttons would be a think of multiple choice where you can click one of the choices or check boxes. They can select multiple of the choices, so I’m going to go ahead and click a radio buttons so that I can fill in a prepopulated choices they can choose from. So now I’ve come up with four different answers that they can choose between and the reason I started right here at two to 5,000 is because anything below $2,000 is going to qualify someone out of being a good fit of working with the deep end. So what I don’t want to do is even offer less than that as an option because a certain percentage of people would click that lesser option and I would rather not have to follow up with those people and and canceled the meeting. I would rather them qualify themselves out by seeing these options.
Seeing none of them aligns with their budget and then they don’t even schedule the appointment, which saves time for everybody so that it also gives you an option to include other. So if you want him to do that and they could write in their own answer, that would be fine. We’re not going to do that here. I’m gonna, Click apply and then add a new question and this one’s going to be more for the purposes of preparation. So I might ask what your current website address and I’m also going to make that required. This way I can go ahead and check their website out before our call. So I’m better prepared, uh, with things to talk about. An a one line answer is perfect for that question. I’m going to click apply and I’m also going to ask for their phone number and required one lines.
And then I’m going actually move that right up here. So it’s in a different order and I’m pretty happy with this. So I’m just going to go ahead and click save and close. All right, next we’re going to go to the notifications and cancellation policy. So basically what this does is when someone schedules the appointment with you, they get a calendar invitation so it’s automatically added to their calendar as well as yours. And you can click this to personalize that message if you’d like to. And you also have the option of remind of sending reminders as well. Texts reminders. I do believe while that’s a cool feature, I do think that’s a paid feature, so we’re going to go ahead and skip that for now. But if you do get a pro feed, a pro version, I think you can use that. So basically that would send them a text message at a certain specified time before the meeting, like say 24 hours or an hour before, or you can do email reminders, which I do believe is a free feature.
So let’s go ahead and turn that on and I would click personalize and you can change these things if you want to. I might recommend that you make it a little more personal. I’m not going to go into that, but basically what you can do, what I would definitely do is send a reminder out 24 hours before and then I’m going to add another one for one hour before. Now with this is going to do is it’s really going to increase the probability that the people who schedule the consultation are actually going to remember the appointment time and they’re actually going to pick up the phone when you call I going down cancellation policy. You can add that if you want to. I’m generally for free consultations, it’s not that big a deal, so I’m just going to click save and close. Okay. Next is the confirmation page.
So this is going to be the page. Once someone has set up an appointment with you, uh, it’s going to open it up and say congratulations. You’re confirmed for this appointment on this date. So there’s only a few things to do here. So basically the first thing would be display that Calendly confirmation page that I just described. The other thing could be redirect to an external site, so that might be a certain page on your website or if you have a youtube channel it might redirect to their or your Facebook group or anything like that. Anywhere you would like people to go next, once they’ve already taken the desired action might be a really great thing to do. One pro tip I would have for you here is maybe you have a page on your site with a with a really short video on it that basically welcomes them to your process and says, congratulations.
You’ve made a great choice by scheduling this appointment. Here’s what you need to know to get ready for it, and a page like this is really going to help you retain a lot more of these appointments because what can happen is someone can make the appointment and again, like we were talking about earlier, they can kind of get distracted over the next few days and then you might forget why they really wanted this appointment to begin with. So to include that video or could even be written text. But I would recommend a video if you can do that. It’s just going to keep excitement level up a little bit and it’s going to really keep them interested in keeping that appointment a little bit more than if they never saw it. So just a little pro tip for you, if you want to make that video and then go ahead and click save and close and there is an extra option here to collect payments.
We’re not going to go over that. That’s more if you’re charging for appointments, let’s say you’re an online therapist or acting coach of some kind and you’re. You’re actually charging for these appointments, but we’re not going to get into that here. I may make a future video about that. Next, I’m going to show you how to embed this on your WordPress site so it’s all on your site and then we can finally see it in action from what the customer sees. So we’re just going to scroll all the way up and we’re going to go back to event types and then find the one we just set up. Click the little gear icon and go down to embed and it’s going to give you an embed code. So there’s a few choices here. There’ll be an inline which would just be basically displayed on a page as is a or a pop up widget, which of course you someone who to click a button and it would pop up covering the screen.
Uh, but for now I’m just gonna. We’re just gonna do in line. So here they’ve supplied the embed code. Just super easy. Just click copy code and his copy to your clipboard. Now we just have to go to the WordPress site. We want to embed this on and we’re ready to go. Okay. So here we are on my WordPress dashboard for the deep end site. So we’re just going to go over to pages, add new, and you’re just going to give the page a title and then the way you make the embedded work, because just going to go down to the text editor and just click away from the visual editor. Do you want to actual html, which sounds scary, but we’re just going to copy and paste it. Remember from before. So just paste it right there. And then we’re going to go ahead and click preview to see what we’ve got.
And they already go, it’s all set to go. So basically what we’re looking at is exactly what the customer’s going to see. It shows the the event type and the first step is choose a day, so it only allows days that are pre specified. So let’s go ahead and just choose that Monday and again, it’s only the times that were specified as well. So let’s click 10:00 AM confirm we have to fill in all this information and then here’s the confirmation page that we talked about and that’s all there is to it. One thing I should say here, if you’d rather have a more clean look and remove this Calendly branding, you can, but that is a pro feature. So what we’ve kind of gone through today was the free version,
pro version has a few features you’ll have to pay extra for like removing the branding, the ability to schedule a consultation or an appointment with one of many team members. Like let’s say you’ve got a sales team and so those appointments can go to one of several people. That’s a pro feature as well as the ability to send text reminders amongst a few other things, but I think the free version is going to be fine for about 95 percent of you, so that was a lots of cover, but now I want to hear from you. I want to know how you’re planning on using Calendly on your site. What are you planning on using for? I want to know, so leave it in the comments below along with any other questions or comments you may have and I’ll get to all of them.
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