How to Use Calendly for Booking Appointments

00:01 All right. Well, hey, welcome to this tutorial. I’ll be guiding you through on how to set up your Calendly account and showing you how to block out your calendar so people are not booking sessions or spots in your calendar when you’re asleep or on a way to vacation or whatever the case may be.

00:17 And so it’s also a way for you to control the lead flow in your business so you can control how many people are coming in.

00:24 And if it gets too, too much, then all you got to do is go into your calendar and just block out some more time.

00:31 So I’ll just walk you through on those. Steps and some of the strategies that we’ve seen work really well. And if you have any questions, feel free to let us know. 00:38 Okay, so head on over to Calendly.com. Okay, and then you can sign up with your email or with Google or Microsoft as it says here.

00:48 Okay. I chose to sign up with Google and then it’s going to take you over to when you, if you sign up for Google, that is, then it’s going to take you over to a page that looks like this where it says Calendly wants to connect or access your Google account.

01:02 That’s what you want to do. So just click on allow. And then from there itshould take us straight into the account here with Calendly.

01:11 It’s going to walk you through some intro steps. Okay. The Calendly suffix right here can say anything you want. Yeah.

01:18 So your business name.Or your full name. Okay. So I’m just going to putyou knowactually, one of favorite names, new principles. 01:33 Okay. So I’ll put that in there and this will be the main domain. And so calendar.com for slash that name.

01:39 Okay. You could change it in the future, but you want to just get it right the first time because if you change it in the future, then you have to change your link.

01:46 Thanks. And it gets kind of confusing. So click and continue. And so calendar is connected. Okay. And then what’s going to, what it’s saying here is that it’s going to check and verify it’s automatically going to do this.

02:00 And so it’s going to. Check your calendar with Google calendars and, and then look at the events inside Calendly and make sure that there’s no conflicts.

02:10 Okay. So we’ve already done that. So continue. And then let Calendly know when you’re going typically be available. Okay. So if there’s some default times, then great.

02:21 It’s going to make your life a bit easier, but again, you can customize this in great detail. Soif you’re going to make yourself available from, let’s say, you know, 1 PM to. 02:32 3 PM and you want to do it from Monday through Friday, good to block out that time. Okay. So continue and then you can personalize the experience. 02:43 I’m just going to click on one of these here down here. So education and finish. Alrighty, so pretty straightforward. And then it’s going to bring you into your dashboard area and by default, you’re going to see this 30 minute calendar already created for you.

03:02 So just go in here and edit this. In the future, in the paid version, if you want to do the paid version, you can have multiple event types. 03:11 So those are different types of bookings that you could allow, such as a 15 minute free consultation. And you can see it’s at different times and different events for different purposes or even different lengths.

03:25 Okay, 30 minutes or an hour. Okay, so, but right now we’re just going to keep it simple. Okay, we’re going to come in here and click on this little gear and click on edit. 03:35 and we’re going to work our way from the top down to the bottom. Alright, so what event is this? And if you’re going to be offering a free 30 minute discovery call, then you can say free 30 minute discovery.

03:50 then the location, I would encourage you to do it on zoom. So it’s a lot more convenient for people to hop on and connect with you anywhere in the world. 03:59 So you can just click on zoom and then afterwards you can connect to zoom to Calendly. Up here in the integrations.

04:05 Okay. So you just head on over to zoom.us and you sign up for a free account. Okay. And then once you do that, then you’ll be able to go back and click on integrations and just log in.

04:22 I can show you that in just a minute. Okay. But right now let’s just finish the rest of this event.

04:28 So the event name, location, and then just write a brief summary of what is going to happen this call. Okay. 04:35 So. Just type in some information there and say something like on this call we’ll discuss your biggest struggles, your goals, and what I can do to help you out with your objectives and customize and offer for you. 04:49 Okay. And help you out. Okay. And then the event link right here it’s going to be Calendly.com and then that name that we initially established and you could just keep it super simple like 30 minute or discovery call. 05:04 Okay. And if you want to put a beautiful color down here that makes you excited then great. Okay. Electric lime it is today.

05:15 Okay. So close. Then the next section is when can people book this event? Okay. Come in here and this is one of those tips I’ll show with you which is inviting can schedule.

05:25 I would encourage you to not have this go out for 60 days, which is the default here.Just have it go out for a maximum of eight to 12 days.

05:33 Okay. And the reason for that is because people usually tend to forget booking, you know, if they publish it or schedule it three or four or five weeks down the road, you know, and so, and the people who are really excited and very interested in taking action.

05:52 Yeah. Let’s just help them take action and book within a certain time period. 12 days or less. I even like they bring this down to like five days if you want to be able not have everything in the future opened. 06:03 Okay. So somewhere around there is great. All right. I’m just going to keep it around eight. And then down here, the duration. 06:11 If your call, your free call, your free discovery call with these folks, if you want to call it free discovery, or it could be a breakthrough call or strategy call or a brainstorming session or mastermind session.

06:24 Okay. Whatever you want to call it. Just give it a. Time slot right here. So 30 to 45 minutes.I’d 06:30 like to keep it 30 minutes. And then when I come down here, let’s see, what is the deal here? open that back up. 06:38 Okay. I wasn’t able to show. For some weird reason, weird reason here. So let’s go back here. Eight. 30 minute. 06:44 Okay. And how do you want to offer your availability? Okay. So use existence schedule, or this is what we were initially set up when we first began.

06:52 But if you click on, set custom hours, you can come down here and just customize each day and say, okay, instead of Monday, you can uncheck that. 07:00 Okay. And just customize it. Or you can click on this little plus button and say, I want to be open from one to three and then from, you know, five to seven. 07:14 Okay. So it’s very granular. You can get very specific with this and you can go through and do that same thing.

07:22 Yeah. So. Then down here, want to add time before or after your event. Okay. I like to do this. I like to set 10 minutes before and after and that gives me some time to be able to wrap them up, wrap up my last call or previous call. 07:41 And then make some notes and all that stuff. And so I’m not stacked, you know, every single 30 minutes exactly to that time, you know. 07:50 So it just makes your life a bit easier. And then click on save and close. so we’re done. Done with those two sections. 07:57 Okay, the invite questions right here. Let’s come in here and you can customize what questions you would like to ask them before they even get onto a call.

08:05 I’ve seen a lot of folks, including myselfjust asking basic questions right here and then when we get in to the actual confirmation page, bring them over to a final intake form where it asks them additional questions to qualify them even further before you even speak with them. 08:22 And so that’s really helpful to do. So you don’t really need to ask a lot of questions right here. You’re going to do that and it’s a really very helpful thing to do before you even talk with a person. 08:32 So you don’t get now people who are just, you know, inquiring just about information only, you know, like it, for example, in your intake form after they go to confirmation page, which we’ll get there in just a minute. 08:42 You can ask them questions about how soon they want to get started, if they can afford to actually invest in your mentoring or coaching, okay? 08:52 So right here in the invited questions, I’d simply gather the name, email, and then right here, please share anything right here and then add two more questions, okay?

09:00 Add right here your phone number, one line, okay? Your best phone. I’d put required on that, because in case they don’t connect on the Zoom, I’d be able to, you know, at least call them. 09:13 So one line and apply. And then right here, add a new question. This is going to be a multiple. you could do one line, but if you did a check boxes right here, you could say, okay, our. 09:29 Time is precious. type yes or, or please click yes. Below to confirm you. You will show up if you book it today, okay?

09:58 Just consciously letting them know that, yes, I am aware, haha, yes, will do, yeah, you just delete these here, required and apply. 10:13 put an option right there. Okay, so if you want to put maybe or whatever, or just put a one line, okay, I mean that might even be easier. 10:22 I’ve seen both ways, okay, just some possibilities you can choose from the drop down. Okay, the main thing is that people are saying, yes, I’m going to show up on the call. 10:31 If I book it, I’m not going to waste your time. Okay, so please type below. To confirm you will show up on the call if you book it today. 10:41 Cool. All right. There you go. So I like that type of format. So this whole section is done now. Okay, I’m going to click on save and close.

10:50 the workflows you don’t have to worry about. You can check that out if you want to be able to type in someor set up some text notifications and some other things you can do. 11:00 That is part of the free version, I mean the paid version. So you can skip that. Notifications and cancellations. Okay, this is really nice that they have this built in here.

11:12 So if you come down here, the email reminders, I just turn this on. Yeah, the system is automatically going to send that reminder to them. 11:20 And same thing with email follow up. Okay, it says you’re invited to see your email address and event notifications. You can just keep that unchecked and then the text reminders.

11:35 I like to turn that on as well because I am collecting their phone number. And that’s it. If you want to customize the cancellation policy, you can put that in here.

11:44 You could say something like if you cancel, then you can click on the reschedule link or go back and find another time or so forth. 11:52 Okay. Okay, almost done. So down here in the confirmation page, this is the last step and the display calendar confirmation page is by default going to show right here. 12:09 Okay, so that’s nice. But if you redirect them over to an external site, then you can put a page right here that brings them over to your site and shows them a message or even better yet a video.

12:25 Okay, you can record on loom.com. It’s free to use and you can record a thank you video and helping them understand that they’ve booked the call successfully and at that point you could have a form right down below that video. 12:42 And there’s some examples I could show you in the future but that’s the basics of it. Okay? You take them over to a page on your site that you’ve customized. 12:49 It has a thank you page and letting them know what to do next. So if you want to take them to a page that says thank you, you have your video and then a form to fill out and letting them know that they need to fill that out or else you’ll cancel the call.

13:04 Okay? That’s a strategy. You don’t have to do that, but it’s really great to consider doing that because again, the qualification and the lead before they speak with you, you want to make sure that you have all that information gathered up front and it goes smoothly. 13:17 For you so you can actually close that lead successfully yes, an excellent common ground to build on and have a great conversation.

13:25 Okay? So I’d suggest that you do that. All right? And then just click on save and close and you’re done. 13:33 So, let me just type my domain name here for the time being and click on save and close. right. And in the future if you did. 13:43 Have a paid account then you could come down here and collect payments. Yeah, you could connect this to Stripe, which is an awesome billing system.

13:51 It’s free to use. Of course, they charge your transaction fees like PayPal and all that stuff. But if you wanted to make it easy for people to book a call that’s paid in the future or certain types of calls, then you could do that right here. 14:04 But you wouldn’t need the paid version of it. And so the last thing I was going to mention here is I told you that I was going to show you about the integration.

14:14 So you come up to the integration here. And this is where you want to connect your zoom account. Okay. So look for, look for zoom down here. 14:24 let’s see here. me refresh. Last year. It’s not really scrolling down here for some weird reason. Well, let’s go into video conferencing and click on zoom. 14:34 Okay. So click on zoom. And then here you click on connect zoom and it’s going to pop up a box. 14:42 It’s going to take you over to your zoom account. And this is where you just sign in and it’ll connect it. 14:49 Okay. And that’s it. So when people book a call with you in the future, then it’s automatically going to send an email out to them fromCalendly.

14:59 It’ll arrive in their inbox and it’ll give them instructions on how to connect with you on zoom at the appointed time for your calendar, your free discovery call. 15:09 Okay. So that is pretty much all there is to it.I guess one of the last tips actually I’ll share with you is you don’t come up here to your account, click on the settings and I would customize this right here. 15:23 Okay. I would put your own thumbnail picture or your headshot right here where it says upload picture and update your name.

15:30 That’s not correct. And then you can look at the date format and the country and details down here and just save it when you’re done. 15:38 Okay. And when you look at the branding, you can upload your logo and update that and use Calendly branding. If you turn that off and save changes, okay, you can just remove that logo from Calendly, which is nice. 15:59 And the availability, this just takes you to the calendar. Under over here that you customize earlier. And that’s it. So now we’re finally done.

16:09 So if you have any questions, be sure to let me know. Happy to help you out. Make sure to make sure this goes smoothly for you. 16:16 And the whole goal here is to be able to reduce the friction Thanks for watching. Points of passing leads over to you and get those all converted properly. 16:24 Okay. So wish it all the best. We’ll talk soon. Bye bye.