No more no-shows: Calendly + PayPal boost prospect commitment

I’m Elizabeth Grace Saunders, founder of Real Life E, and for over 16 years, I’ve coached professionals around the world on how to take back control of their time.

My business is all about creating calm from turmoil. I help people who feel overwhelmed and out of balance build schedules that reflect their values, reduce stress, and make space for what matters most. I do this through one-on-one time management coaching, group programs, speaking engagements, regular contributions to Harvard Business Review and Fast Company, and as an author of three books.

Although I lead a small team — just me and my Client & Operations Specialist — I’m often told our systems feel more polished than what clients have experienced at much larger companies. That’s by design. I believe the client experience should feel thoughtful and professional from the very first interaction.

One of the tools that makes that possible is Calendly, especially when paired with its PayPal integration. It’s helped me simplify scheduling, reduce no-shows, and ensure I’m spending time with clients who are serious about making meaningful change.

Challenges

No-shows and manual scheduling cost more than time

Before using Calendly, we spent too much time coordinating consultations and follow-ups. It wasn’t just inefficient — it created a black hole in the client journey.

Potential clients filled out a form on my website, and then my Client & Operations Specialist would go back and forth with the prospect via email to schedule. My clients tend not to be strong in keeping up on email, so we lost prospective opportunities in the scheduling process. And even when potential clients did schedule, about 25% of those consultations resulted in no-shows. That’s one out of every four conversations just … gone. No notice. No engagement. No opportunity.

The scheduling experience didn’t reflect the level of care I wanted to offer, and it was eating into my time and energy — two things I work hard to protect for both myself and my clients.

Solution

Creating commitment and clarity with Calendly + PayPal

I started using Calendly out of necessity. As someone who teaches others how to use their time intentionally, I realized the friction in my own scheduling process didn’t align with my message or my values.

My first step was incorporating Calendly booking into the contact form on my website. After someone fills out the form, we direct them to a thank-you page with an embedded Calendly calendar to schedule a consultation. That alone eliminated hours of manual coordination each week. Potential clients can choose their own time, and Calendly automatically syncs everything to my calendar. It’s fast, intuitive, and polished — everything I wanted my brand experience to be.

We quickly expanded its use across our programs. I created different Event Types for one-on-one time management coaching, group client calls, and networking meetings. My Client & Operations Specialist began using Calendly to send monthly scheduling links to clients in our group coaching program so they can book their 15-minute 1:1 laser sessions — quick, focused check-ins that are part of their membership.

One of the most helpful features for us is the ability to set different availability windows for different Event Types. For example, I can keep plenty of slots open for current client sessions while limiting availability for new consultations. This solves a big problem for us — during busy seasons, it’s easy for new consultations to overrun my calendar and leave less time for existing clients.

“With Calendly, I can prioritize the people I’m actively coaching without shutting the door to new prospects entirely. That level of control helps us stay focused and deliver a better experience to everyone.”

Elizabeth Saunders

Founder at Real Life E

While scheduling was no longer a bottleneck, I was still getting no-shows for one out of every four consultations with prospects. These missed meetings were costly. Not just in lost time, but in lost energy and momentum. I knew I needed to introduce a simple filter that encouraged accountability without becoming a barrier.

The real turning point came when I added a $22 booking fee for consultation calls through Calendly’s PayPal integration. The consultation itself is still free, but I do require a non-refundable $22 booking fee. It’s not a deposit, and it isn’t applied toward future services. It’s a small financial commitment that signals the person is serious about showing up and ready to engage. This one change dramatically improved our attendance rate and ensured I was spending time with people who were genuinely interested in coaching. For my potential clients — busy, often-overcommitted professionals — that small payment created a moment of intention. It told me (and them), “I’m serious about this.”

Setting it up was easy. I connected my PayPal account to Calendly and added the fee to my consultation Event Type.

“Now, prospects don’t just pick a time, they make a promise. And once that happens, Calendly takes care of the rest: confirming the meeting, sending reminders, and ensuring everything runs smoothly.”

Elizabeth Saunders

Founder at Real Life E

Adding a booking fee didn’t just reduce no-shows — it changed the tone of my consultations. People come prepared. They respect my time. And because of that, the conversations are more meaningful from the start.

Calendly gave me structure. PayPal gave me commitment. Together, they’ve helped me build a scheduling experience that feels as polished and intentional as my time management coaching.

Results

A premium client experience that starts before the first call 

My consultation show rate has climbed from 75% to nearly 100%. What used to be a weekly no-show turned into a rare event — maybe once every two months. That shift alone saves me hours and allows me to better allocate my energy to the people who truly want to work with me.

The quality of those conversations has also improved. The small fee isn’t a barrier — it’s a filter. The people who book are ready. They come prepared, open, and serious about their goals. And because they’ve already made an intentional decision to invest their time, they’re more engaged from the start.

Calendly also saves time behind the scenes. My Client & Operations Specialist no longer has to go back and forth via email to confirm appointments. With every consultation booked instantly and reminders sent automatically, we’ve eliminated the manual overhead that once slowed us down.

“What’s most powerful, though, is the overall shift in how my business operates. With Calendly, we now offer a streamlined, high-end client experience that matches the transformation I deliver through time management coaching.”

Elizabeth Saunders

Founder at Real Life E

For a small business with a big mission, that kind of impact is invaluable.