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Calendly is a software tool to help you schedule your meetings faster and with less work by eliminating the “back and forth” between you and your invitees. The way it works is by reading your calendar and showing your full availability to the invitee in time slot durations of your choosing (10, 15, 20, 30, 60 minutes).

Setup

Calendar Connection

The first and most important step of using the Calendly app is to link your calendar(s) to it. The great thing about Calendly is that it can connect up to 6 calendars for the app to obtain your availability from but it is important to note that new meetings can only be saved to a single calendar.

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Google Calendar default

This type of calendar connection is used to connect both paid and free Google accounts to Calendly for meetings and it is one of the most ideal cross-platform solutions (Windows/Mac) out there as no apps need to be installed to your computer for the meetings to be scheduled.

When connecting your account, you will be asked to sign into Google and allow Calendly to make changes to your account on your behalf. To ensure that the appication works correctly, please grant it all of the permissions that it requests.

Steps to connect

1. Click on Account → Calendar Connections
   
   

2. Click on the connect button next to Google Calendar
   
   

3. Sign in with your Google Account (use your medtrainer.com email)
   
   

4. Click allow when prompted to give Calendly permissions
   
   

5. The calendar should now show up under the Calendar Connections section and if it is your first or only account, it should be added automatically to the Check for Conflicts and Add to Calendar configuration.
   
   

Calendly link

When setting up your account, you will be asked to set up a link for your Calendly. This will serve as the base url for all of your event types. You may enter any values you like in this field but it is recommended to write something memorable and related to MedTrainer if possible.

Examples

Event Types

This is where the Calendly app really shines; it allows you to create multiple event types on your account based on different types of meetings that you want to have. Each event type can have its own distinct duration, availability, invitee questions and meeting link. You can access your event types from the Home tab.

You can have as many event types as you wish on your acccount; There are some people that will opt for a catch-all 30 minute meeting while others will use the default 15 minute, 30 minute and 1 hour event types. Calendly can even be set up as a list of different meeting types that you offer. This last option can be very useful for teams to schedule demos for a diverse catalog of products much like what we offer at MedTrainer.

Event Type Setup

New event types can be created by using the New Event Type button on the Calendly account page.

You will be asked to choose the event type that you want to create. Event types are split into four categories:

One-on-One best for meetings

This even type lets your invitee pick a time with you for a personalized session tailored to them. This is useful for product demos and status update meetings.

Group Best for training sessions

Under a group event type, you can send your Calendly link to multiple invitees and have them schedule you on the same day. This is an ideal event type for when you are giving training sessions or talks that follow a set agenda (webinars, product updates).

Collective best for upsells

The Collective event type looks at the schedules of all organizers and determines when you are available for the meeting for the invitee. It is most useful for product demos where you aren’t the product expert but someone else is. When the invitee goes to schedule you and your product expert, it will look at both of your calendars to find time slots where you are all available to present them to the invitee.

Round Robin best for support

The Round Robin event type allows you to create an event type with a pool of organizers that will rotate after each meeting that is scheduled. This event type is particularly useful when you have a team of experts that are all knowledgeable in a subject matter and can provide the same level of service for invitees. This is an ideal event type for customer support teams and for general sales questions.

Schedules & Availability

The availability module allows you to set a schedule for your meetings based on your preferences. The benefit of setting up multiple schedules is that you can specify which event types it is applied to. For example, let’s consider this scenario with a customer service representative:

These times can be translated into schedules within the Calendly application and applied to different event types to better manage availability. You can even add exceptions for days where you’ll be unavailable such as holidays or days that you’ve requested as time off.

The schedule interface has two views: list & calendar. The list view is better for setting a schedule for the week while the calendar is better for at-a-glance data for the month. This document will focus more on the list view as it is more user friendly than the calendar view.

Schedule Setup Procedure

APPENDIX A: Calendly Location Options

Calendly allows for a wide variety of location options with more constantly being added to the platform in the form of integrations. At the time of writing the following are available for use:

In-Person Meeting

This will prompt you to select a location on the map for where you and the invitee will meet. This is useful for meeting with clients locally.

Phone Call

The phone call location has two options: you can call the invitee or they can call you. If you choose to call the invitee, Calendly will require that the invitee provides a valid phone number for you to call them during your scheduled time. If you decide to set the phone call settings to have the invitee call you, you must set your phone number in Calendly and once they have scheduled, your number will be provided to them.

Google Meet recommended

This integration is added once you link a Google Calendar to Calendly and should be the default for most users at MedTrainer. Once your invitee schedules a time with you, a link to Google Meet is created along with an entry on your calendar at the appointed time.

Zoom

This integration works the same as the Google Meet integration except that the meeting link that is sent is for a Zoom meeting instead. A Zoom account is needed for the integration to work.

GoToMeeting

Meetings scheduled through this option will include a GoToMeeting link instead of Zoom, Microsoft Teams or Google Meet link. An active GoToMeeting subscription is required for this to work.

Microsoft Teams

Meetings scheduled through this option will include a Microsoft Teams meeting instead of Zoom, Google Meet or GoToMeeting. An active Office 365 and Microsoft Teams account are required for this to work.

Custom alternative

This allows you to use other web conferencing methods that may not be supported by Calendly out of the box such as RingCentral Meetings. To link your RingCentral Meetings to Calendly, be sure to paste your meeting link into this box.

Ask Invitee

Ask Invitee is similar to the in-person meeting except that the invitee chooses the location.

APPENDIX B: Useful MedTrainer Links for Confirmation Redirects