Managing your scheduling links effectively can make a big difference in your daily workflow. Whether you're looking to create a Calendly link, share it, customize it, or troubleshoot link issues, this guide covers everything you need to know about handling your scheduling links with Calendly.
At the end of the article, we’ll also cover Zeeg's scheduling solution, and why using its booking links can be a great alternative to Calendly.
What is a Calendly link and how does it work?
First things first: a Calendly link is your personalized scheduling URL that connects you with others for meetings and appointments. Think of it as your digital door to scheduling - each link represents a specific way people can book time with you. A few notes on Calendly links:
- It can link to your main scheduling page that shows all your available meeting types
- Or to individual event type links for specific meeting purposes
- Can also be associated to team booking pages for group scheduling
- It has a custom URL that you can personalize for your brand
Each link type serves different scheduling needs while staying connected to your calendar and availability preferences. This flexibility means you can share different meeting durations, locations, and time slots based on who you're meeting with and why.
When should I share a Calendly link?
The right moment to share your scheduling link can make a difference in your professional relationships. Timing is everything - wait until you've established initial contact and built some rapport with your contact. This could be after addressing their immediate questions or when there's a clear purpose for a deeper conversation.
Sharing your link works particularly well when following up on meaningful conversations or responding to specific requests for your time. During active project discussions, offering your scheduling link can help maintain momentum and ensure the project moves forward efficiently.
Note 1: Sharing your link should feel natural and helpful, not pushy. The goal is to make scheduling easier for everyone involved. A good rule of thumb is to share your link once you've established the value and purpose of meeting, rather than leading with it in your first interaction.
Note 2: Basic link is included in all Calendly pricing plans. However, certain options aren't part of Calendly's free option: if you want to customize your booking confirmation page, for example, by adding a links or a redirect back to your website or to a paying page, that's only possible with paid versions.
Calendly link examples
Different situations call for different approaches when sharing your scheduling link. We’ve created a few examples to help you get a picture of how you can share your Calendly link depending on the context. But the sky's the limit, so don’t forget to make it authentic, with your own words.
Sales follow-up call
"Thanks for your interest in our CRM solution. Based on what you've shared about your team's needs, I'd love to show you how our automated workflows could save your sales team 5+ hours per week. You can book a 30-minute demo here: [Calendly link]. I'll customize the demo to focus on your specific pain points around lead management."
Consultancy discovery meeting
"I appreciate your interest in our web development services. To understand your project needs better and discuss how we can help, please choose a time that works best for you: [Calendly link]. This will help us skip the back-and-forth and focus on your goals during our call."
Professional mentorship session
"I'm looking forward to our mentoring discussion. You can schedule our first session at your convenience here: [Calendly link]. Feel free to pick any 45-minute slot that fits your schedule, and please add a note about specific topics you'd like to cover."
Team project kickoff
"Now that we've aligned on the project scope, let's schedule our kickoff meeting. You can find my availability here: [Calendly link]. The meeting will be 60 minutes, and I've included some pre-meeting questions to help us make the most of our time together."
How to create and share a Calendly link
In a way, creating and sharing your Calendly link is the first step to do things with Calendly. Let's walk through the process to ensure you're all set up.
Pre-step: Set your availability preferences
Before you share a Calendly link, it's essential to configure your availability correctly. Take your time to set these up properly - as they’ll be the foundation for good scheduling with the tool. And if you need to make changes later, you can always adjust these settings. But, in essence, Calendly determines when people can book meetings with someone based on three elements:
- Connected calendars: Calendly checks your linked calendars to prevent double-bookings and show only available time slots
- Default availability schedule: This is your regular weekly schedule, which you can set differently for weekdays and weekends
- Event-specific settings: You can create custom Calendly schedules for different meeting types
1. Share your main scheduling page link
This is a pretty simple way of sharing your Calendly link, as you can see on the image above. So:
- Make sure you’re logged in to Calendly
- Go to Event types on the left menu
- Then you have two options: copy directly the link you see there, or just press the settings gear and choose to “Copy link”
This is one way, perhaps the most common. Your main scheduling page shows all your event types according to your availability. When you want to give people multiple booking options or when you're not sure what type of meeting they need, that’s the link you want to give. In order to do so, follow the steps:
- Add it to your email signature for easy access
- Include it in meeting follow-up emails
- Place it in your social media bios
- Add it to your website contact page
- Share it in professional networking platforms
- Include it in your digital business cards
2. Share a specific event type link
When you know exactly what kind of meeting someone needs, sending an event-specific link streamlines the booking process. Instead of showing all your event types, they'll see only the relevant option, making it easier for them to book the right kind of meeting. Let’s say that you just want to give them your 30 minute meeting slots: so how to do that? Also simple, and you can do it both on desktop and on mobile app.
If you’re on your computer, just go to the event types menu, find the meeting type you want, and press on copy link. You also have more sharing options on the right, but we’ll get to that later:
In case you’re on your mobile app, the process is also quite simple. Just find the meeting type you want, press it, and there will be a pop-up menu prompting you to copy the link. Easy:
3. Share Calendly link with pre-selected dates and times
Sometimes you want to guide people toward specific meeting slots. Here's how to create a custom link with pre-selected times:
- On “Event types”, find the one type you want, and hit “Share”
- A menu will pop, just choose “Add times to email”, pick your available days and times, and press “Continue”
- Review your meeting dates and times, copy the link to clipboard, and share it wherever you’d like
Bonus tip: Create a Calendly one-time link
If you want to create a Calendly one-time link for exclusive meetings or private sessions, make sure you enable the single-use option when you’re sharing your link.
4. Embed Calendly on your website
Having your scheduling system directly on your website is also something you can take advantage of. It can increase your bookings by making the scheduling experience easier for your visitors. You have several options for your Calendly embed link:
- Inline embedding within your content: You can just add your booking calendar in the body of your site, so it’ll be visible for everyone and available for bookings
- Pop-up scheduling widget: This is more like a button that appears in the corner of your screen, and one click on it opens your scheduling page in a pop-up window
- Pop-up text: You can link this from a button or text - when your visitors click these embedded links, there’s a pop-up window with your calendar that lets them book their meeting
- Custom-styled button
How to embed Calendly on the website:
- On the “Events type” page, press the gear and choose “Add to website” in case you want to share your main scheduling page; if you want to share a specific type of meeting, then press “Share” and go to the “Add to the website” tab.
- Either way, you’ll see a window with the three options we’ve just mentioned. Pick yours and follow the instructions prompted.
Make sure to test your Calendly embed link on different devices to ensure it works properly for all visitors.
5. Create and share QR codes
This is also a handy option - the other person just needs to scan your QR code and they’re set to book their times. Calendly lets you create this.
On mobile, access your event type, tap "more share options," and select "create QR code." It's that straightforward.
For desktop users, you’ll have to get a bit more creative.
- Copy your preferred scheduling link - this could be your main booking page or a specific event type
- Then use any online free QR code generator of your choice
- You’re all set, and can now print it on marketing materials, add it to your business cards, or keep it handy on your phone for quick sharing during networking events.
6. Use Calendly browser extension
The Calendly browser extension gives you access to your scheduling links while browsing, lets you share appointments directly through LinkedIn messages, and enables quick scheduling. It’s especially helpful when you're responding to emails and need your scheduling link, or engaging with other professionals on LinkedIn.
How to change Calendly link name
Your Calendly link name is part of your professional brand. Here's how to manage it effectively.
Edit your main Calendly scheduling page link
- Access your account menu by clicking on your profile picture
- Select "My Link"
- Type your new custom link
- Save changes
Remember: After you change Calendly link URL, previous links won't work anymore, so update any shared locations.
How to change a Calendly link for specific events
- Go to your “Event types” page and find the event you want to modify
- Click the gear icon next to it and select "Edit"
- Open the Booking page options section
- Find the event link field and enter your new URL
How to find someone's Calendly link
Within Calendly, it’s quite easy:
- Navigate to the user's profile by clicking on their picture
- Look for the profile information pop-up
- Find their list of available event types
- Click the copy icon next to their preferred meeting type
Finding someone's Calendly link outside Calendly
If you're looking for someone's Calendly link outside the platform, that might take some more work, as that depends on how and where they share it. Of course you can start by asking them for the link; but if you don’t want to do that, try checking their email signature, as this is the most common place people share their scheduling links. Also, many professionals include their Calendly links on their company websites, particularly on contact or team pages. LinkedIn profile or digital business cards are other common places where you can find their Calendly link. Lastly - if you still haven’t found it on those places: try checking your previous communications with them, as they might have shared their link earlier.
Why is my Calendly link not working?
When your Calendly link isn't working properly, several issues might be the cause - leaving here some of the most common:
- Incorrect URL format: Sometimes scheduling links can get cut off in emails or social media posts, might have extra characters added during copying and pasting. This is particularly common when links are shared across different platforms or email clients, or when one edits the URL; so, make sure you confirm that the URL is correct.
- Expired or deactivated event type: If you've recently made changes to your event types, archived old ones, updated your subscription level, some of your previously shared links might no longer be valid. This often happens when reorganizing your scheduling options.
- Availability settings conflicts: Your calendar might show as fully booked if there's a mismatch between your connected calendars and Calendly availability. When calendar permissions change, sync can fail too; or if you've recently modified your working hours without updating all settings, for example.
- Account status issues: Problems with your account verification, subscription status, or payment method can affect link functionality. If you've recently changed subscription tiers or if there have been changes to your account settings, that might be the problem.
- Browser cache problems: Your browser might be showing an outdated version of your scheduling page, leading to errors or incorrect availability display. This commonly occurs after making changes to your scheduling settings.
To resolve these issues quickly, start by copying your link directly from your Calendly dashboard to ensure you have the correct URL. Then review your availability settings and calendar connections to confirm everything is properly synced. If the problem persists, try clearing your browser's cache and cookies - this often resolves display or loading issues. You can also test your link in a different browser to rule out browser-specific problems. Finally, verify that your account is active and in good standing by checking your account settings.
Not solved yet? Better to head to Calendly’s help center and look for your issue, or just try to solve the problem with their chatbox. You can also try posting it in their community, or look there for the resolution of older similar issues.
Looking for secure, cost-effective scheduling? Meet Zeeg.
If you want a solution that prioritizes data protection and has lower prices than Calendly while offering all the features you need, Zeeg is a great alternative, fully developed and hosted in Europe.
What you’ll get with Zeeg:
- Enhanced data security: Your scheduling data stays within European servers, ensuring full GDPR compliance and optimal data protection. This is particularly valuable for businesses handling sensitive client information.
- Easy and complete link sharing: Access and share your scheduling links easily. Create one-time use links, generate QR codes, add it to your social media channels, or embed them on your website in different ways.
- Professional customization: Create booking links that match your brand identity, from custom URLs to branded scheduling pages. Make a lasting impression with a cohesive professional appearance across all touchpoints.
- Seamless automation: Set up scheduling workflows that handle reminders, follow-ups, and calendar syncing automatically. Your attendees receive timely notifications via email or SMS, reducing no-shows and improving meeting attendance.
- Individual meetings and multi-team: Share booking links for 1:1s or for group meetings across different time zones, while maintaining everyone's availability preferences.
- Multiple integrations: You'll get your calendar linked to Zeeg, be it Google Calendar, Outlook, iCloud, or others, and use your preferred video conferencing tools. But you can also integrate Zeeg with payment processing tools, Marketing, Analytics, and many many more.
Sources:
- Calendly Help Page: How to Share Your Scheduling Link
- Calendly blog: How to Share a Calendly Scheduling Link
- Calendly blog: Best Practices to Share Your Calendly Link