How to Use Calendly - Step by Step Tutorial (especially for real estate agents)

the old contact us page and the fillable form are going the way of the fax machine every business needs a way that their clients and the public can get in touch with them easily but the ultimate goal is at an appoint actually meet with somebody either face-to-face or on the phone so why do you send them through this endless loop of back-and-forth email phone tag and all this other kind of crazy stuff that just end up frustrating everybody it takes too long and shouldn't it just automatic shouldn't there be something out there that allows you to integrate and sync with your calendar and be able to give options that work for you allowing you to control your time but also providing easy to use easy to find availability for your car calendly does that now I'm not being paid to say that I don't have any affiliation with them whatsoever this came out of a facebook forum with the onion juice podcast and a bunch of folks talking but hey who uses this and what is it like and what are some of the good things about it were some of the best so I was like you know what I'll do a video anybody interested would you like to be able to predict when listing appointments can happen how about follow-up consultations how about phone calls to work with vendors inspectors those types of things rather than just play jack-in-the-box real estate agent all the time to hop to the phone every time around why not just send everybody a link when hey when you're done doing what you got to do you're set a set an appointment hearing let's talk about this will allow you to control your time in a way that you've never experienced before I had never done it and I'm super thrilled because it also helped an audition all that stuff it helps me do things that I'm not very good at this has been a great tool for me and I hope you get something out of it so stay tuned and stay tuned to the end because I want to talk to you about special discount offer it's only available right here first I'd like to walk you through a little bit of what my page looks like this is my scheduling page as you see it right here if you pay for the premium version you don't see any of the calendly branding and that to me was kind of important but one thing I wanted to make sure that you do is always include your contact information right up in there so you see what's going on with that but how this is important see I have broken it down for me personally I like them broken down into color schemes so I kind of have this method up here followed by the more the real estate-related stuff down there and then just basic phone calls a 60-month 60-minute in-person meeting online video and then I have a safety workshop and a private showing for showing properties now there are other things that you can't see on this page but this is what you see when you come to that link that is commonly calm forest Selvi so let's start with how you would set up an account so once you setting up an account it's fairly straightforward you just log in and create your username all that good stuff but once you get into here this is a yours is going to look a little bit different because you won't have things going on actively at the time but the important part is to go up over here into the calendly section and then you're going to want to connect your calendars this is the first and most important part so you see here that I'm already connected because I logged in through my Google and you connect your Google account up there but the important thing is to actually select which calendars you want to see and how you want to see them at the current time I have a couple different calendars showing but not everything what's going to happen is you're not going to have any available appointments if you select everything that you see on this list all of your calendars so be a little bit selective when it comes to that always have your holidays on there so that helps you stay aware of what else is going on and if you do want to work on holidays and uncheck that box it will give you all kinds of different options there so that's pretty much the calendar connection so let's go to account settings I've both up here again down to what you're going to need to set up with your account again you can turn on or off the calendar branding if you have the premium account so I chose to you know this is my name you only get a certain number of characters I'm not real sure how many you get I have never really counted it out but you don't get that many it's not much more than what you see here so you have to be careful with that so you really want to put something that's important that tells people what they can expect right here that's the way it's worked well for me in that when people click on this you need to understand what it is that they're looking at so they can make a decision and actually get on your calendar when it comes down to sharing your link once you've set up your entire pages to stay up in that process tab in the Settings tab is that you get a couple different options now what the difference is is this is automatically open up your email if that's what you want to do you can copy that link and then you can get the embed code for your website it sounds more complicated than it is it really isn't all that complicated and then you just go in and you copy this and you paste it into your stuff you can have it be a pop up you can have it do all kinds of really cool things if you want it to do that real quick that's what it looks like on my web page here I have set it up to sit on this side so you can see the first couple options you can scroll through if you like to find an option to you but basically this is a great time this is what I have on this website from here I don't get nearly as much traffic as I do by including the tagline on the bottom of my emails or actually sending out the link or having it Pro featured in some of my social media profiles but anyway that's that so to get back over to here the where everything kind of rotates around is your dashboard you can get through it up here or over here so back over to the main site once you have a whole bunch of different events and things set up then you're going to see something like this but I prefer this look actually because it kind of tells me everything that I need to see and these are all the different events that I have set up in here you'll notice that a couple of them have these little private eyes sitting next to them that means that they are in fact hidden from my public page you'll see that again thanks to my buddy Neil and the onion juice podcast I have a two step listing process we used to have a three but I've streamlined it down to two and you step one the first phase is on the public side but the second one is not because it's slightly different and there's a little bit of a different wording and some different questions that I want people to be able to answer before we meet that second time and I'll show you what that looks like in just a second so that's the gist of what it looks like let's go to add event type upper in the right-hand corner and let's actually build one out so with you have the premium option if you paid for the premium you can choose which one of these once you have the free I believe how it works is you get to pick one or the other and that's what you have for every of the one event type and then you can create other events under it but for the purposes of this just to keep it simple I'm going to do the one on one so we'll create one on one and going to name it onion juice fire he'll group that way we know what's going on with this and I'm going to name it a collab collaboration location now you get to pick anything but in for the purposes of this what I like to do a lot is do the to be determined and I'll show you how we do that on the back side because you can put in a location if you have an office location you have some place where this is supposed to happen but the easiest way I think to do is just to say to be determined and then figure the rest out later provides a little bit more option out there for you description instructions this is short you don't this is just like the other thing you don't get a whole lot of room but this is where I'm going to say this is just a joint project between two awesome companies and amazing I can't spell there we go it's amazing people so there you have that now this I don't like it's too long it's too complicated I don't want to have quite that much out there so I'm going to shorten this and I'm going to make it onion juice fire hill you can pick any color you want that's not the biggest most important thing unless you're trying to group them and you're doing a whole bunch of events like I do but really if they're not proved according anything particular I just like to make them look good together so this seems like they make sense and you can kind of draw your eye to your choice your call so let's keep going now you get to the part where you get to choose how long this event is going to be now you can put in your custom minutes you can make this a two hour meeting you can make it a 60-minute meeting all kinds of different options you get to pick for this one I'm just going to say I'm going to leave it at an hour 60 minutes so here's what you here's the next step now all of the little things in here can get really easily hidden but they're important to you and they really give you a lot of extra power so how this is set is over you have availability and you can do it over a period of rolling days and that just means continual days so if you set every Mondays your for this type of meeting then you only want this to happen on Monday is it going to come up every Monday unless there's something else blocking it on your calendar because you're synched with your other Google calendars so you can do that peace you can do it over a set date range let's say that this meeting is going to take place in Wisconsin because I'm going out there to see Neil and the onion juice podcast people in Wisconsin and I'm only going to be there first certainly at a time and I'm going to put that there or you can just have it be indefinite for the period we'll just keep it for that rolling that this what this means to me what this allows for me to do is I don't like to schedule things too too far out for certain things I don't want to set a 15-minute phone call 90 days out I think that's a bit excessive so I don't have those things available but for so long but for other things I try and let some things go way out like the safety training and some of the other stuff that's hidden on my back end I want to make sure that that's available for a long way out so if people are even thinking about something they can schedule it right then and there but right now we'll keep that at 60 days so now as what you see over here is this is the time frame that it automatically defaults it's like basically comes up to 9:00 to 5:00 Monday through Friday is essentially what it does but I want to tell it to do something different so I'm just going to click on that time and I'm going to say I only want this to occur between 9:00 and 11:00 a.m. that's the time that I want now I want to make a new interval so now I'm going to make it also between 2:00 p.m. and 4:00 p.m. so now I've got two different time blocks and two different options in here and you can keep adding more and more and more just by adding that new interval next you want to add this to make me unavailable on Thursdays I want to apply this to any day that I choose and I just want to apply it Tuesdays Mondays and Thursdays just for the kick of it just so you see how this whole thing works out so now you click back and it shows you all of these different options and as I look at this got this big thing over here so wonder what happened with Friday I don't want Friday to be like that so I'm going to say make me unavailable on Fridays and that goes away so every up to 60 days out you'll be able to schedule an hour-long meeting during these two hour intervals as available on your calendar site now again according to your own schedule that links back with your Google Calendar and I don't like that a lot I don't want that big thing there either so you see how that was kind of grayed out because it's in the past because I'm recording this on a Thursday and now that's gone now if you have people that are in different time zones you can change and do some stuff there but do not overlook this show advanced settings this is where the magic happens in my view so now you can pick your availability in various increment very very helpful for things like 15-minute phone calls to say that I only want those 15-minute phone calls to happen on the top of the bottom of every hour so I picked 30 minutes but for this we were only dealing with two hour time blocks for a one-hour event so I'm just going to keep it at 15 it's not going to make that big of a deal now when it comes to maximum number of events per day there are some things that I know I just don't want to schedule too many of and I put that number in here if you just leave it blank it's not going to do anything this minimum scheduling notice is the big money this is where it says that you can only schedule this a certain number of hours away I do not want a listing consultation to happen in 30 minutes I just don't do things that way it's not enough time for me to even prepare and figure out what's going on and I just don't like to do that so I put things out there for that particular instant I put it 24 hours out I got to have 24 hours notice some other things I'll even put it farther out if I've got to prepare for a training class or a training event I want more time to be able to prepare I don't want people just to be able to jump onto my calendar and say hey in 30 minutes come no drop everything that you're doing and come on over so I'm going to keep this at four hours for right now this also gets down into the beautiful aspect of calendly is this buffer time now this is the buffer time before and after the event kind of straightforward right but if you need to travel if you need to get across town how whatever the traffic situation is like generally in your area around here I can generally get wherever I need to go within about thirty minutes so I will put thirty minutes on the front and thirty minutes on the back for phone calls I would do it the other way around I'll say look I only need 15 minutes before the event and I need five afterwards because I want 15 minutes to kind of prepare and kind of shut down whatever it is that I'm going to do before the call and I need to make sure that that space stays clear on my calendar but I also want five minutes afterwards so that I have time to take notes and do other things to make sure that I remember and retain the information but for our event here I'm going to put 15 minutes now secret events are hidden from your main Connelly page we saw how that works over here this is what my page looks like and this is not the complete list of events that I have available now those other events I send you the link because we've talked I can text you the link and send you to an email I can do whatever but that is a very specific highly targeted audience this one we're going to make not or excuse me going to make it hidden so it just stays on my back page and doesn't mess with because it's just an example okay next step so after you've saved that initial piece that's that top tab right here you have a couple other things that you want to do now basically from from now it's ready to go this this calendar event is ready to use but you need to go through each one of these things to get the full bang out of this on top of this process these additional options down here give you a ton of more flexibility and really start to make you look good so invitee questions this part is automatic it's mandatory someone has to put in their name this one particular one says full name and email address but you can edit what it is you can edit first name last name you can do some things like that now here's where it gets a little bit interesting when it comes to questions you can ask all kinds of different questions that you want like what's your favorite beverage and now you can make this required you can say you have to put this in or not then you get a one-line which basically means you just get a small little text box you'll see what that looks like in a second and then you can also get multiple lines which means if there's a little bit of a longer answer you want to be able to give space to provide that answer or you can do radio buttons and then you can put answers down here like you can put milk and water and onion juice and then you can make those radio buttons that people could actually click though one that they think is their favorite or you can give them a checkbox option and now you can pick any one of these things but I'm just going to leave this one like this I'm not going to make it required I'm gonna hit apply and let it roll now you can add up to four questions going down now for what I use for these questions is very specific tailored things to help me prepare for the event if it's a listing presentation if it's a listing consultation rather I want to know a few things before I get there if it's a 15-minute call or a 30-minute call I always add hey what are we talking about so I can prepare myself because I don't like to feel flat-footed and kind of be unprepared for whatever is going on so I take a lot of time to figure out what these questions are and what information I need while not making them overly burdensome on whoever is going through this but giving them an opportunity to say hey look these are a couple things I'm on my mind you know here's what I'm calling about so I know right when I get there and we have the phone call or whatever it is I know what to expect and to me that is super super important so you click Save on that guy then you go back now we have inviting notifications that's that next little tab down now automatically you get email confirmations and they look real nice and they come from the calendly service but this switch to calendar invitations to me is a better option and I'll tell you why when you switch to calendar options this means that if you have a Google or an office 365 calendar connection now calendly goes in and sins or triggers Google rather to send a calendar invite from your email so in other words instead of getting the Catalan Lee email which you will you'll get an email from calendly in any situation saying hey you just set an appointment and here are the details but when you switch to the calendar now it sends you the calendar invite that means you can go in and edit the event so you can change the location you can even change the time both you and the person who set the appointment and everybody gets automatically updated because that's just how it's set up I've had some problems where we were trying to move sometimes around and just got a little bit clumsy so I have switched to going to the calendar invitations on on almost all of my events other things I just didn't see the the big need to it for phone calls and things like that but if I'm meeting you in person someplace I like to go with this calendar because it gives me a lot more options now email reminders this is huge this is huge huge huge so I love to turn this on and you can do this with the premium you can't do this with the free I don't believe where you're very limited in what you can do and then personalize it now I'll tell you I don't actually change any of this stuff at some point I will but I leave all of the text alone but this is where I get crazy cool with it I like to go out and depending on how far in advance and we'll obviously if it happens before if someone sets an appointment within three days this doesn't work but for all else I like to go here and say three days before the event or seven days depending on the type of event if it's more longer-term I want to get a room I want to send a reminder out to make sure everybody's on the same page and then I'm going to do 24 hours and then I'm going to click it again and I'm going to do seven hours and then I'm going to change that and I'm going to do 30 minutes so I got three days before 24 hours before seven hours before in 30 minutes before I like the seven hours as kind of a random thing because if it's in the afternoon they'll probably get it sometime around the mid morning when a lot of people are checking their emails but if it's in the morning you're going to get it at or very very early in the morning so it's going to be one of those first things in your inbox so that's why I choose that one and I really like this one because I've had some appointments back out on me not just calendly stuff but other ones and they were like oh I totally forgot well I'm going to send you or calendly is going to send you an automatic reminder thirty minutes before so I haven't had anybody complained if they start to complain that this is too much then maybe I'll back this down but to me I'd rather them go yes I know I got an appointment then oh I forgot that doesn't do anybody any good so save and close and move on to the last little piece last little piece is the add custom links again big money on this one and this one part that's grayed out up here allows you when it sends the email and when it sends correspondence to them it's like would you like to schedule another event let's just say you scheduled a 30-minute call for Tuesday it's like you know what I think we need to talk twice this week so you can click that button it puts a nice little pretty button right in the middle of the email that says hey schedule another event and then you can click on that and automatically go back and schedule another call or a person a face-to-face meeting later on in the week or later on the next week however the situation goes I think that's a pretty cool option but the the big benefit here is the custom link so I will put on here something too long the lines not exactly the words that I would use but subscribe to my youtube channel and then go down here type it in I'm typing it in slowly because I didn't bother to do the copy and paste on this one and there you have it so it'll send you right to the app front page I add that up and you can add a bunch to this I've never actually tested to see how many you can add because I'm of the belief that I don't like people to get I want them to go where I want to go I want you to go to my youtube channel first or maybe I'll add my website or landing page for some specific purpose in there but I don't like to give a whole lot of options and I don't so save and close now we just created this event the whole thing ready to roll right over here you'll see the view live page so this is what it looks like if you were to send the at length you can see that it's the onion juice fire hill group collab joint project between two awesome companies and amazing people we have a location that's to be determined and I have all times that are up here in this so you can see right away what's available and it goes out again 60 days so you can got Monday Tuesdays and Thursdays that are set six weeks seven weeks all the way out and you can jump before jump after whatever you need to do so let's just look at April 17th right here a little bit after tax day and this is what it looks like on that side every 15 minutes I've got the option that you can select wins out here this is where those time intervals are important because there is a perception I don't know if this is real or not but when I look onto these calendar options I look at this and they go WOW okay that's that's kind of too micro detailed I'd rather have it just 9:00 and 9:30 and you know maybe 10:00 and then a couple in the afternoon but this is almost too many options so that's why I extend those periods of time so you'd only have say three options it would show up nine 9:30 and 10:00 so we can check another day and see if it looks a little different okay so Thursday that's a little different my calendar is full because of the other things I have going on that day these are the only two options available so let's pick this 2 p.m. one and then this is it you click on that you click confirm and you're done this is the last one I did is a little bit of a test I you know booked an appointment with a Jack the Ripper or just Jack remember maybe it isn't the official Ripper but this is what it looks like if you're on a desktop it'll show you you know this is the email that I use to set that up last time so it automatically defaults in there so it would be blank these areas would be blank but then what's your favorite beverage and I can pick something like onion juice and now I'm ready to schedule the event and boom I just got an email about this event that was scheduled already on my calendar and right down here you see that little button that can that says scheduled another event or subscribe to my youtube channel so you click off onto that and boom then you're right over to my youtube channel so I hope that covers most of your questions and I kind of run through stuff I know this was really long but this is really why I love calendly it did stuff for me right away that I couldn't do myself where I had a really hard time doing now I'm not affiliated with calendly in any way I'm not getting paid compensated or have any benefit for doing this video or the discount that you guys into waiting for you find out you're driving you're crazy believe me I glided this guy not get to decide okay this here it is so the fire code recom backslash calendly all the information you send a special shout out for how this whole thing came about thanks to the onion juice podcast listeners and that awesome Facebook group can have links to get you there and have a link to get the discount directions how to do it a bunch of other little things and please share this video get it out so your friends your colleagues everybody else can benefit from the same thing as well and I'll really appreciate a thumbs up and you got something you want to say got questions you want to ask hit them up down below and please subscribe to us and head over to the onion juice podcast that's a lot of stuff I just asked you to do but I hope you got a lot of benefit out of this video and I really appreciate you staying with us and sticking through to me and as always thank you for watching see you next time oh hey hey please cry I feel like I'm back a million miles on it because I gotta get this video down before the front set I'm using natural life stone okay

Channel: The Firehill Group: More than just real estate.

Views: 15,386

Keywords: calendly discount, calendly step by step tutorial, how to use calendly, calendly tutorial, scheduling appointments using calendly, how to set up events in calendly, cheap scheduling service for realtors, calendly review, online scheduling calendar, best app for scheduling, scheduling apps for real estate, setting more appointments for realtors, firehill group, forest selby, scheduling appointments, onion juice podcast, scheduling appointments online, calendly for realtors

Id: yA4j8PBU-qU

Length: 26min 4sec (1564 seconds)

Published: Wed Mar 29 2017