Send emails and share availability from your own address
Connect your Gmail or Outlook account to send emails from your own address. You can email your contacts, send Automation emails, and share your availability. Your invitees see your name and address, and their replies go straight to your inbox.
Why use your own email address?
- Feel more personal. People get a message from you, not from a system address.
- Get replies in your inbox. You don't need to check Calendly to see what people wrote back.
- Keep a record. Emails show up in your Sent folder.
Requirements to send emails and share availability in Calendly
- A Gmail or Outlook email account.
- For Outlook, a web-based Office 365 or Outlook.com account. Exchange accounts and the Outlook Plug-in aren't supported.
Connect Gmail or Outlook
- Go to Automations → Integrations & apps.
- Select Gmail.
- Next to Schedule and send reminders, select Connect.
- Follow the prompts to sign in to your Google account and accept the permissions requested to complete the setup.
You return to Calendly when the connection is complete.
Send Automation emails from your address
Once your account is connected, select the email address you want to use for each Automation.
- Create or edit an Automation.
- In the Do this section, select Edit.
- Under What email address should this email be sent from?, select your connected Gmail or Outlook account.
- Select Done.
New emails sent through that Automation come from your address.
Send an email to a contact
Send emails to your contacts without leaving Calendly. This is useful when you want to follow up after a meeting or send one update to a group of clients.
Send to one contact
- Go to Contacts.
- Hover over the contact you want to email.
- Select Send email.
- Confirm the sender and recipient email addresses.
- Write your message.
- Select Send.
Send to multiple contacts
- Go to Contacts.
- Select the contacts you want to email.
- Select Send email.
- Confirm the sender and recipient email addresses.
- Choose how to send:
- Send separate emails to each contact.
- Send one email thread to all contacts.
- Write your message.
- Select Send (x) emails.
Draft with AI
At the bottom of your draft, select Draft email. Calendly creates 3 message options. Choose the one that fits, then send it or edit it first.
If your Gmail is connected to Send and view conversations, Calendly uses details from your Gmail inbox and Calendly account to write these drafts. Examples include past emails with the recipient and meeting recaps from Notetaker.
Share your availability
Use Share availability to send your scheduling link from your connected account. You can also send a reminder email if the invitee hasn't scheduled in 1, 3, or 7 days. The reminder email can't be customized at this time.
Calendly tracks which contacts you share availability with. If they don't schedule within 3 days, they appear in your Recommended follow-ups list.
Share from the Scheduling page
- Go to Scheduling.
- Find the event type you want to share and hover over it to see more options.
- Select Share availability to open the email composer.
- In the To field, add your invitee's email address.
- (Optional) Customize the message and turn on the reminder email.
- Select Send to share your availability.
Share from the Contacts page
Make sure your contact is already in your list. If they're not, add them as a contact first.
- Go to Contacts.
- Find your contact and select Share availability.
- Choose an event type and select Next.
- (Optional) Customize the message and turn on the reminder email.
- Select Send to share your availability.
When you share availability from a contact, that person becomes the main recipient. You can't change this. To email someone else, close the draft. Then, select Share availability for the correct contact from the main contacts list.
Frequently asked questions
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