How RBL Media turns chaos into calm with Calendly

“I use Calendly every single day. Without it, I honestly couldn’t run my business.”

Pua Pakele

Founder at RBL Media

I’m Pua Pakele, founder of RBL Media, a Hawai‘i-based brand and web design studio that helps entrepreneurs build bold, human-centered brands. My clients range from coaches and authors to creative founders across the world.

Before launching RBL Media in 2023, I’d worked in design and strategy for years. I saw what happens when creative energy gets buried under admin overload. When I started my own studio, I promised myself that wouldn’t be my story.

The challenge

Too many tools, not enough time

When I opened RBL Media, my biggest creative block wasn’t design — it was logistics. I was juggling email chains, invoices, forms, and calendar invites. Each client meeting required three or four separate tools, and I was the glue holding it all together.

It wasn’t sustainable. I wanted to deliver an elevated, effortless experience for my clients, but the behind-the-scenes turmoil said otherwise. Even worse, I was losing hours every week trying to sync calendars across time zones, and that meant less time for actual creative work.

That’s when I turned to Calendly.

The solution

An on-brand workflow that runs itself

At first, I just added a single Calendly link to my email signature. Within days, I realized how powerful it could be. Now, Calendly is the backbone of my business.

I run about twenty different Event Types, including Fit Calls for new leads, Virtual Coffees for networking, and dedicated calendars for PR and paid sessions. Each booking page includes custom questions so I can gather details before the meeting even starts.

The real magic happens through Calendly Workflows. Every booking triggers a series of automated yet personal emails: a confirmation, a prep checklist, and a friendly day-of reminder. 

“I can’t live without the Workflows. They make me look organized — even when I’m buried in design files.”

Pua Pakele

Founder at RBL Media

Collecting payments is just as smooth. With Calendly’s Stripe integration, clients pay at the time of booking. Calendly processes it instantly and sends them a receipt — no invoices, no chasing payments. It feels seamless and professional, which is exactly the experience I want clients to have.

The Zoom integration automatically generates meeting links and adds them to our confirmations, while website embeds keep everything on brand. When clients book through my site, they never feel like they’re leaving my world.

The results

Time saved, clients delighted (+ lessons for fellow creatives)

Since adopting Calendly, I’ve reclaimed more than ten hours a month that used to vanish into scheduling, reminders, and invoicing. That’s a 70% cut in admin work. My no-shows have dropped by 80%, and consolidating all of my operations into one tool has saved me about $1,200 a year in software costs.

But the real win is how Calendly has changed the feel of my business. Clients consistently tell me how easy and polished the experience is. From the moment they click “Book,” they sense that I respect their time and my own.

“If you’re a creative entrepreneur, you’ll understand how precious that is. Time and brand experience are everything. Calendly helps me protect both.”

Pua Pakele

Founder at RBL Media

By automating the repetitive tasks — booking, reminders, payments — I’ve freed up more energy to focus on what I love: helping other businesses look and feel their best.

“Calendly isn’t just a scheduling tool. It’s the silent business partner that helps me keep my cool and my clients clicking.”

Pua Pakele

Founder at RBL Media