What can someone book through Calendly?

Give a visitor a link for one kind of meeting, such as a 20-minute product demo. An event type is the set of rules for that meeting, including its length, location and when people can book. An invitee needs an email address to book, without a Calendly account.

Choose a one-on-one meeting when each slot is for one visitor. A group event can intentionally let multiple people pick the same time. A round-robin team event assigns the booking to one host according to the team’s rules. Decide which outcome you mean before you choose the event type.

Which calendar decides whether you are free?

In Calendar settings, choose the calendars Calendly checks for conflicts and the calendar where new bookings should be added. These are two separate settings. A busy entry on a checked calendar can take a slot off the booking page.

A meeting on a calendar Calendly is not checking can still conflict with a booking. Give each host a chance to check their calendars and working hours before you publish a team link. Set a buffer if you need time before or after a meeting, and look at the page in the visitor’s time zone before sharing it.

How can you rehearse the demo link on paper?

Draw a host’s Tuesday with three 20-minute demo slots. Use made-up times, one made-up visitor and two time zones. You can check the intended behavior without connecting any account or making a booking.

Mark a conflict
Cross out one slot because the host has a busy block on the calendar you intend to check. If another calendar contains commitments, decide whether it needs to be checked too.
Compare what each person sees
Pick another slot. Write the same instant in the host and visitor time zones, including the date. After a one-on-one booking, that time should disappear for the next visitor.
Follow a change to the meeting
Write down what changes on the host’s calendar and in the visitor’s confirmation if the visitor reschedules or cancels. Mark which future reminder should stop or move. Keep the whole exercise on paper.

When do you need a paid plan?

Free allows one event type, one calendar connection and unlimited meetings. Standard adds more event types, including group meetings, and automated reminders. Teams adds round-robin scheduling. Standard and Teams list per-seat rates. Enterprise has a starting annual price and goes through sales. People who host need seats. Invitees do not need seats.

Calendly sends booking, reschedule and cancellation messages. If you need a separate reminder, set up an Automation for the event type on an eligible plan. Text reminders need the invitee’s consent. Check that the old time and its reminder no longer reach the invitee after a cancellation or move, including any reminders another service sends.

What can you keep when you switch schedulers?

If your paid plan includes reporting and you have access to the meetings, export them from the Calendar page as a CSV spreadsheet. Use the filters to get the meetings you need, then check an upcoming meeting and any fields you rely on before turning off the old booking link.

Keep a separate note of meeting length, hours, questions, reminder rules and where you placed the link. A meeting report does not recreate a booking page in another service. Replace the link wherever you published it and make a plan to honor or reschedule the appointments that are already confirmed.