Best practices for sharing your Calendly link


Calendly, May 31, 2020

The power of Calendly lies in sharing your availability with the right people. By now, you’ve set up your event types, but without sharing your link with customers and other contacts, you won’t get those important meetings scheduled.


Use our best practices for sharing your Calendly link to schedule the meetings that matter while impressing your invitees at the same time — it’s a win-win, really.

Of course, it helps to have a Calendly account before you get started. If you don't, go ahead and sign up for free!

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What is my Calendly link and where can I find it?

You have a unique URL for each of your event types, which you can customize and share. This allows you to share different availability as well as locations, durations, etc. based on the intent of your meeting and who you’re inviting. It’s all tied to your event type link!

To grab the link, simply navigate to your event types page and click “copy link” on the event type that you want to share.

Calendly copy link screen grab

When should I share my scheduling links and how?

Once you have a rapport going with someone, you can capitalize on their engagement by suggesting a meeting. After addressing their immediate needs and establishing a purpose for further dialogue, you can offer times to meet by sharing your link.

The most common way to share your link is through email. All you have to do is copy and paste your link and then your invitee can schedule in seconds. Say goodbye to the four or more back-and-forth emails needed to get a meeting. Now you can book it in one!

Sceduling a demo clip for Alex 2

Your scheduling links can be used in any messaging platform, not just email. Include your link in your email marketing, in-app message, LMS, client portal — you name it!

What’s the best message for sharing my link?

Here are time-tested message templates that perfectly position the value of scheduling with Calendly. This first message is the most effective way to share your link with someone and show that scheduling Calendly is just as much about saving their time too:

Here’s my scheduling link so we can avoid the back and forth of finding a time to meet.

Looking for something more specific? Here are a few more message templates hand-picked for some of the most common meeting types:

Sales discovery call

Thank you for your interest in (insert your product, solution, service). Let’s schedule a call to talk more about your needs and how we can help. Click here (insert scheduling link) to see my availability so we can avoid the back and forth of finding a time to meet.

Client check-in call

How’s everything going with (insert your product, solution, service)? Here’s my scheduling link so we can avoid the back and forth and you can book a call at your convenience. We’re here to help!

Advising appointment

Let’s meet to discuss your academic progress and any questions you have regarding (program, class, assignment, fieldwork). Here’s my scheduling link so we can find a time to meet during office hours and avoid the back and forth. Let me know how I can best prepare for our discussion.

Candidate pre-screen

I’m excited to learn more about your background and experience and discuss the (position) with (organization). With respect for your time, here’s my scheduling link so we can avoid the back and forth of finding a time for our conversation. Looking forward to speaking with you. Please let me know if you have any questions!

General networking

I’d like to meet to discuss this further. Here’s my scheduling link so we can avoid the back and forth of finding a time to meet. Would you choose the time that works best for you?  Looking forward to speaking with you!

To learn more tips and strategies for sharing your scheduling link more effectively, check out our e-book Make scheduling human: the Calendly guide to etiquette.

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Get meetings scheduled right away, without any work

If your goal is to schedule a lot of meetings, there are a few more ways to share your link that give you great ROI.

If your main communication channel is email…

Consider adding your Calendly link to your automatic email signature with a call-to-action related to that event type.

If you have good site traffic and want more inbound requests to schedule…

It’s a great idea to embed your event type or landing page on your website. This will enable the easiest access for those you want to schedule with and can give you an increase in your meeting volume.

If your goal is getting invitees prepared and qualified prior to the meeting…

Then you may want to insert your link into the CTA at the end of a piece of content (like a blog or video) or the confirmation page of a digital form. You can use a form that has filter logic to only deliver your Calendly link to those who are qualified to meet with you.

Start sharing your link today

Getting meetings scheduled efficiently is as easy as sharing your link.

Calendly provides the option to share a specific event type or allow your invitee to choose how they’d like to meet with you by sharing your scheduling page. This is your main Calendly link at the top of your dashboard, which presents a list of all of your available event types.

With flexible options, you can tailor how you share your link and deliver a customized experience that saves you and your invitee valuable time!

Copy your event link and start sharing!

Check out these articles, for more on syncing your account with Google calendar, Microsoft calendar, sharing your calendar with your iPhone, and general Apple calendar information.

Ready to explore more Calendly features? Sign up for free today.

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