(air whooshing) - [Scott] Are you wanting your
users to book time with you? Are you a consultant, a freelancer or maybe you're just
looking for more leads and allowing people to easily and professionally book
time in your calendar? Well, in today's video, I'm gonna show you everything you need to
know to use Calendly. Hello everyone, Scott
Friesen here at Simpletivity, helping you to get more
done and enjoy less stress. And I've used Calendly for a while now. It is a quick and very easy tool to allow people who are
interested in my business and in my work to book time with me. So I wanna show you how
to get things started. So we're gonna get things
kicked off by going into our menu, into our account once you've signed up with Calendly. And one of the first places
that you're gonna wanna go is up here to your account. And we want to go to calendar connections because really everything is
based around your relationship with Calendly and your calendar. So the first thing that
you're gonna wanna do is make sure that you add one
or more calendar accounts. This not only allows Calendly to book those appointments
directly to your calendar but it also allows Calendly
to check other bookings that you may have going on. And what I mean by this, is things beyond just Calendly appointments but things that are happening perhaps
in your personal life or other meetings that come
up as a part of your day. Down below here, you can
also check for conflicts. You can use multiple calendars
to check for conflicts more than just the one that
you have selected up here and you can also specify which calendar to add those appointments to. So this is definitely gonna
be your very first stop to make sure that you have your calendar connections
set up correctly. Just select add calendar account here and you can authenticate
with any calendar service including Google Calendar
and Microsoft Outlook. Next up, we wanna stay
with our account settings this time we're gonna go
to account account settings and I just wanna encourage
you to upload an image. So if this is meetings or appointments that people are going to
be scheduling with you, I recommend that you put your
nice profile picture here along with your name and
perhaps a welcome message just when they land on
your beginning page. Next step, you also
wanna make a quick stop at the branding page to
add your company logo or some other image that
you would like to add here. And lastly, we can click on the my link. Now this is probably more
important than you think. In most cases, you're
gonna wanna put the name of your business or maybe
it's your full name. But remember, this is the URL that you are gonna be sharing with users. This is what you can
link from your website or your social media accounts or you can just copy and paste this and give it to people
directly so that they can land on your Calendly page. All right, once you've been finished with your account settings, let's go back to the home screen. I just wanna show you where some of those changes take place. I'm gonna click on my
link here just to show you where this shows up. So this is the initial
landing page where people are gonna see my profile image, my name and that welcome message. I've got two events currently
that people can choose from and when they click on
one of those events, they are also gonna see my branding here. This is where the logo comes into play. But now let's move on
to the events themselves and how can you set up one or more events so that it's as easy for
your prospective leads or for your clients to come in
here and book time with you. So let's go back to our menu
within our account screen here. And this is really our main
page here on the home screen where you can add and
edit existing events. I've got two events that
I'm using at the moment but let's go and create
a new event from scratch. We gonna select that new event type, which is gonna open up a new screen. We've got two choices here, we can either create a one-on-one meeting or a group meeting. Now a group meeting lets
multiple invitees meet with you at a single time. This may be great for a
teacher or if you are providing a group webinar or something
along those lines here. But in most cases, the majority
of people are using Calendly for one-on-one meeting. So let's say create for one-on-one. On this screen, the first
thing that we need to do is give it an event name. Now remember, this is more
than just your reference. This is what people are gonna be seen when they land on your Calendly page. So I'm just gonna call this one, Meeting with Scott, really simple here. So I can identify, oop,
Meeting with Scott. Let's keep that in there. Our second step is to add a location and you can see we can
tell our users upfront, is this an in person meeting, a phone call or is it gonna be a specific
conferencing meeting such as using Google
Meet, Zoom, GoToMeeting or maybe something custom, something that's not even listed here. In our example, I'm gonna
choose phone call in this case. And in many cases, depending
on the option that you choose, you may have some additional
options waiting for you. For example, do I wanna choose
if I will call my invitee in this case, it's
gonna require the person who's booking that time to
list their phone number. I need to know who I'm calling
or I can choose this option, my invitee should call me. In this case, I can add my
desired phone number here and the great thing with Calendly is that it's not going
to display this number until they have booked the appointment. So if someone is considering
booking time with me, it's not as if they're
gonna see my phone number or my dial in number right away, it's only after they've booked the time will this number be revealed. But in this case, I'm gonna say, I will call my invitees
'cause I'm gonna ask them to provide their phone number. I'm gonna say update, that's
gonna save that option here. Down below we can add a description which is something you
don't wanna overlook especially if you have multiple events that you're gonna be
offering to your users. So I'm just gonna say, this
is a meeting with Scott for a consulting session, something like that, just something so they can differentiate what
this event is about compared to maybe some of the other
events that I have available. And then just below the
description, we have our event link. Now we already talked briefly
about having your domain name or your business name
or maybe your full name to get them to your main Calendly page but this is something that
you can share in addition, a separate URL. So in this case again,
you wanna try make it as specific as possible. So maybe I'm gonna say, meeting Scott, something like that,
something that's so easy for me to identify but also if I just copy and paste this link, they know what they're getting as well. And lastly, we can
choose a different color. This is very helpful if
you have multiple events, I'm gonna choose red in this case just so it stands out
from the other events that I've already created. Now once we hit next,
we're gonna get to the nuts and bolts of our event. In this menu screen called when
can people book this event. So by opening this app, you're
gonna see a lot of detail and you wanna make sure
not to skim over this because this determines how
long of an event it's gonna be and other specific details
including how far out someone can book you. So first up is event duration and by default, it's
usually set to 30 minutes, in this case I wanna make
this 60 minutes for my event. If you don't see a default
time here that works for you, let's say for example you want to set up a 90 minute meeting, we can select the custom
minute option here. Now date range is also very important. Here it says events can be
scheduled over 60 calendar days meaning they can book me out
up to two months in advance. Let's say that's a little too much. I wanna select edit here and I'm gonna choose
this to 10 rolling days meaning they can only schedule
me within the next 10 days. Now you can also change
it from rolling days to a specific date range. This can be helpful if you have a special set of office hours, maybe a two week period
where you are just offering a special service, you can do so here. The third option is also
to choose indefinitely, I would be very hesitant
to choose this option. Basically this means that
they can book you any time in the future. So rolling days is typically
the most standard option here. I'm gonna say 10 rolling
days and hit apply and the nice thing about this
screen is if you scroll down, it can actually show you what that looks like on your calendar. So if I say show more, the things that are grayed
out means that that's past the 10 day rolling period. So this shows where people
can book me as of today. So if you need to take
a glance or preview that you can always scroll down and do so. Now event time zone by default, it is gonna show in your time zone which you set in your account settings and your invitees will also
see it in their default or local time zone which
is typically ideal. You can edit this if you want to, you can lock the time zone but that is really only recommended if this is gonna be a physical meeting that you're meeting at a
specific address or location. For most of us, we are
meeting via video conferencing or via phone so you
wanna keep this at local so you don't have to worry about making the configurations or the calculations of the time zone difference and they don't have to either. It's just gonna show up
in their local time zone. Next we have our preview
calendar under availability and this is really core. First off, I recommend that you select some of the specific days. This is where you're gonna
set the actual available hours that you can be booked. Now before we do this, I
just wanna remind you that, remember, this is sinking
against your calendar, the calendar that you set
up in your account settings. So it is never going to double book you. If you have set which
calendar for it to check, it is not going to double book if something already exists there whether Calendly book that for you or whether you have booked that or other people have booked
your calendar in advance. But what we wanna do here is set what is the time limit on specific days? Or maybe you have the same timeframe. So here, if I click on this
date, I can say, you know what? On Mondays, I don't
wanna start that early. I don't wanna be able to be
booked that early in the day, I want to be 11:00 a.m. to 5:00 p.m. and I can say, I can
apply it only to this day or can I say apply it to all Mondays. I got to say apply it to all Mondays but then going forward, I can
change these dates as well. If nine to five works
for me, that's great, I can leave it as is or maybe I want to be
available nine to seven on Tuesdays and Wednesdays I
never want to be available. So if I click on Wednesday, for example, I can say I'm unavailable, I can say, apply to all Wednesdays. And now you can see that date
is blocked out completely. So you can make those changes
in terms of specific hours of availability either on a specific date on a recurring day or even
for the entire grouping as you go forward. But we don't wanna move on just yet, we wanna make sure that
we click this advanced tab because there's some other details that you don't want to forget. First up is availability increments, meaning, how does you want this to look to your participants? The people who are booking you, do you want them to
only be able to book you on an hourly basis like 1:00
p.m., 2:00 p.m. and 3:00 p.m? Or do you want to also
add 30 minute increments such as one, 1:30, two, 2:30 et cetera. You can make that change here. Next up is event max per day meaning for this particular event, how many do you want to
be allowed to book you in a given day? So maybe I only want to allow two of these events to be booked. Even if my schedule is wide open, I only want people to book this particular consultant
session two times a day. If you don't wanna set a limit, you can just leave that
blank and it will adhere to your other rules such as
the amount of available hours. Next up is minimum scheduling notice and this is really important
to pay attention to as well. The default is four hours away, meaning that someone could
book me four hours from now. So if it's 10:00 a.m., my time 2:00 p.m. would be the earliest that
they could book me today. If I think that's too close,
if that's too soon, well, then I just need to increase this number maybe I stretch it out
to 16 hours, 18 hours, maybe I prefer 24 hours
so that no one can book me within 24 hours that are
always gonna be booking me for at the very least tomorrow. Maybe I need some time to prepare, I need to send them a questionnaire. Whatever the case may be,
you can adjust that here. And then our last option has
to do with event buffers. Meaning if you don't want meetings to be scheduled back to back to back, you can add a buffer before an event but also after an event,
this is very helpful if you have a habit of having
your meetings going over time or maybe your clients push
those meetings over time. If you don't wanna bump
into your next meeting, you can add a buffer for either before or after that event. We're gonna hit save and close and that brings us to four
additional options down below. The first one is invitee questions. So when someone comes to book your event, what will they have to provide? Now name and email is
going to be mandatory if we click this little gear icon we can say that we don't want
to allow them to add guests if you don't want them to
add other email addresses or guests you can do so. You can also change if
you want both first name and last name as separate fields. I like to try and keep it nice and simple. So I just leave this as name but you can choose what you desire. You may recall that we
are requiring our guests to add their phone number
because I want to call them, they need to provide me with a number. So here, this is gonna be here by default. If I didn't need that, if I
didn't make that choice earlier then I could choose if I wanted
to add phone number or not. And then the last one here is
just an open comment field. Please share anything
that will help prepare for our meeting. I can change the text,
I can change the wording of this question, I can
just delete it altogether if I want to or I can
add additional questions. If I wanna add a few preliminary
questions in advance, this can be helpful if you
wanna get some more information, maybe find out what they're
after, what they're looking for you can add questions here. Save and close, next is notifications and cancellation policy. So how do you want these events to look on their calendar and how
do their email reminders or their email notifications, how do you want them to look as well. Do you want something
specific in the title? Do you want a specific wording? Here in the right hand side,
we can select personalize and you'll see how it's gonna
show up to that individual. What it's gonna look
like when they receive these calendar invitations,
you can always change these defaults as a part of your setup. If I close this and we select
switch to email confirmations, I can select personalized and this is how their email reminders will show up in their inbox. Again, if I don't want it
to start with confirmed, if I wanna change what the event name and what it's gonna look like, I can add links, I can italicize
and add other formatting., I can do all of that right here as well. Now down below, we've
got some other things that we can set up such as email reminders in terms of when they
are sent email follow-up and even text-based reminders. If you wanna send them
a text reminder as well. By default, these are all set to off but you can turn them on and
make adjustments as you wish. The last thing that we wanna look at here is the cancellation policy. So if you want to include something like you must notify me 24 hours in advance or else you will be
charged the full amount or something to that effect, you can include your
cancellation policy here. Otherwise, you can uncheck this box and not have anything show up as a part of that cancellation policy. Next up is the confirmation page. Now by default, it's gonna show just a standard Calendly confirmation page but if you would like to
send them somewhere specific, you can choose redirect
to an external site, maybe you want to send them back to your website or to a social media page or maybe you have a custom thank you page. You can include that here
as a part of a custom link. And then the last option
that we have available to us has to do with payments. Now this isn't gonna be
applicable to every user and yes, you must have a pro account in order to use payments. But if you want to require
your users to pay you via PayPal or Stripe or some other method, you can do so here so that
they have to pay prior to confirming that event, you can make that connection
here within this window. So now that we are done
with this event type, let's go back and see what
it looks like on our page. So now we see we have this
red meeting with Scott, this is the one that we just set up. Here is the extension, right. It could be
calendly.com/simpletivity/meetingScott. That's what it's gonna look like so if I click on this directly, it's gonna bring me to
this meeting invitation and here you can see, Monday, I'm booked the
rest of the afternoon. So the reason why this is not available is because I have other bookings going on. Even though I said, I wanted
to start a little bit later, I've got nothing more available today. And remember I said, I don't
wanna meet on Wednesdays so you can't meet me this
Wednesday or next Wednesday but I do have some
availability on these dates. So if a user clicks on the ninth, here they'll see my
availability for that day and they can choose any one of these days, they can confirm it and
continue with the process. I hope you found today's video helpful and if you have further questions about how to use Calendly, be sure to let me know in
the comments down below. Thank you so much for watching and remember being productive
does not need to be difficult. In fact, it's very simple.
