Published by Calendly - May 20, 2019

The best ways to share your availability for any occasion

Exercise more control while scheduling with our latest update to link sharing

Single Use Links and Email Embedding Times

Your meetings aren’t all the same and neither are the people you meet—your invitees. You might want to give some the ability to schedule whenever they want and others the ability to schedule just one meeting. Some might prefer to select times you specifically offer them. For all these situations, we have you covered. We’re introducing single-use links and adding times to email—two of our most popular Calendly for Chrome features—to everyone.

GUIDE: How to take advantage of all the ways to share your availability

How often does someone ask you for a few times that would work for a meeting? You can now add specific time slots directly into any email so invitees can schedule in seconds. In addition, single-use links generate a unique URL associated with an event type to protect your calendar from additional unprompted meetings. Once they’ve booked, this restricts invitees from accessing your scheduling page unless you send them another scheduling link.

 

How do I share these different types of links?

You can still copy your event type link with a single click. To try out these two new ways to share, just click on the drop down menu next to “Copy Link”  and pick the option that works best for you. Once it’s added to your clipboard, you can paste it wherever appropriate.

When should I use my different Calendly links?

Event type link

To generate an evergreen scheduling link, just click “Copy Link” on that event type. These links don’t expire, even when a meeting is booked so they’re best for mass communications like marketing automation campaigns or embedding on your website.

Pro tip: Check out our link sharing best practices blog for ideas on language you can use when sharing your availability.

 

Add times to email

Let your invitees choose a time to meet directly from an email, regardless of the email client you use. You can select up to three days and this preview will show your invitee the first three available time slots of each of these days as buttons they can click. If those times don’t work for their schedule, they can still follow the included Calendly link and find another time that works better.

When you ask an important prospect to meet or agree to send someone your availability, showing specific times makes scheduling easy for both of you which helps to make sure the meeting happens.

Pro tip: If you prefer that someone schedules with you on a certain day, use the Add Times to Email option and highlight that specific day. They can still choose other times if those don’t work for them, but you’re encouraging them to book on the days you prefer.

Single-use link

Single-use links make it easy to share your availability without opening yourself up for unwanted meetings in the future. To better control incoming meetings, this option will generate a unique link associated with an event type. Once your invitee schedules, the link expires to restrict invitees from access in the future.

This type of link sharing works best when your invitee doesn’t need to schedule multiple appointments. This is especially popular among customer support teams wanting to offer help quickly while maintaining boundaries, and with recruiters scheduling interviews who want to make sure they don’t confuse candidates.

Pro tip: Make sure you generate a new single-use link for every individual you want to schedule with. Don’t send the same single-use link to a group of people because it will expire after the first person schedules and everyone else will be stuck with a broken link!

What’s the best way to take advantage?   

Try it out for yourself! Now that you know how these different options work, you can share your availability in the way that makes the most sense from situation to situation. Calendly for Chrome also gives you access to all three of these link-sharing methods—right in your browser. Take advantage of all our apps and extensions for the power of Calendly at your fingertips.


Try out these new features

  • Lesley

    High-level value: iphone keyboard app to enter via texting. Sunrise did this years ago and we all loved it. Modern scheduling is changing and I find myself constantly wanting it a la other apps that offer this (youtube, salesforce, dropbox, etc.)

  • Natasha

    I would love to see the ability for the owner of the calendar to add appointments manually, especially when taking over the phone appointments, so that the reminder alerts are still able to be sent to the client. At present we need to enter into either google calendar or outlook so that Calendly recognises that a time slot is now unavailable and then those clients that we’ve entered via those calendars do not get the benefit of the reminder capability if they booked direct through Calendly.

    • Calendly

      Hi Natasha,

      Thanks for the feedback! As a workaround, the account owner/Calendly team member can visit the scheduling page of the event for which they are booking the invitee. Then, they can enter the information in the booking form on behalf of that invitee. Essentially, the team members are pretending as the invitee while obtaining information at the front desk or over the phone.

      That way, the events are still added into Calendly for your team and the invitee can benefit from the email confirmation notification as well as the email reminder.

  • Hi, do these updates allow me to separate between calls and meetings? I will often block out time in my diary for travel or working from home when I can take calls but don’t want to offer those dates for meetings – is there a way to do this?

    • Calendly

      Hi Lucy!

      These updates offer you enhanced ways for sharing your Calendly events. In your case, it sounds like it’d be best to create two separate event types: one for calls and another for meetings. That way, you can create specific availability for each based on whether you are offering calls or meetings due to your travel diary or work schedule.

      Then, you can use the features above to determine how you’d like to share your events. For example, generating a single-use-link may work well when you only want to offer one call or meeting to a specific person. As another example, adding times of an event directly to your email encourages users to pick one of the times displayed as opposed to overwhelming them with all of your availability when you share the event’s link.

      Using any combination of these updates gives you greater control on both how you share your availability and when you’re booked, leading to an even more seamless scheduling experience for both you and your invitees.

  • Darren O’Choiligh

    How do I sync both my personal calender iCal and my outlook (Office 365)

    • Calendly

      Hi Darren,

      We are working on a solution for Multiple Calendar Support, which will allow you to connect both your iCloud and your Office 365 calendar to Calendly. Do you mind following the post, here, so that you can stay in the loop on updates? That way, you’ll be one of the first to know when this awesome new feature is brought to Calendly!

  • Is it possible to sync different calendars for different events?

    • Calendly

      Hi Molly,

      It is not possible at this time, but it’s something we’re keeping an eye on, here. Do you mind following and upvoting that post so that it can continue to gain traction? That way, it can hopefully make its release to a future version of Calendly! As an example, many of our users requested Multiple Calendar Support here; and, becuase of users like you voicing their feedback, we’re going to be rolling it out!