Stop Missing Appointments with Calendly

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Running a shelter or rescue is no easy feat. Every day you’re bombarded with emails, meetings, and all sorts of events that make it almost impossible for you to keep up.

You set up alarms and reminders for everything; you fill your workspace with post-it notes and seemingly neverending to-do lists. Yet, unfortunately, you still end up missing appointments.

And even if you’re managing to stay on track with your crazy schedule now, wouldn’t you want a better and more convenient way to stay on top of things?

Of course, you do! And that’s exactly why we’re going to share with you our favorite scheduling software: Calendly. As an organization that’s always working on multiple projects and managing multiple people, Calendly quickly became our best friend.

We love that, through calendar integration, it makes it so easy for us to make sure no appointments get scheduled within the same day or during our unavailable hours.

It also allows our clients to conveniently book an available slot on our calendar then automatically sends out invites on our behalf and plots the event on our calendar, saving us a ton of time!

But don’t take our word for it. Check out Calendly for yourself and find out all the great features it offers! Here’s everything you need to know to get your organization started:

 

Step 1: Sign up at Calendly.com

Just enter your email address and click the Sign Up button.

You’ll be prompted to sign up using an existing Gmail account to automatically connect your calendar.

But you can also create a new account if you want to.

If you prefer to use your existing Gmail account, click Sign up with Google.

Enter your email address then click Next.

After that, enter your password then click Next.

Click the Allow button to permit Calendly to access and make changes to your Google Calendar.

 

Step 2: Set up your Calendly account

First, you’ll be asked to create your Calendly URL.

Under that, you’ll need to select the time zone that applies to your location and click Continue.

After connecting your Google Calendar, Calendly will now be able to check for any schedule conflicts and add events accordingly.

Confirm by clicking the Continue button at the bottom.

Step 3: Set your availability

Specify the hours and days when you’re normally available to accept meetings.

Then click Continue.

 

Step 4: Specify your day-to-day role

This is one way for Calendly to understand the purpose of your meetings and provide you with the support that you need. 

After checking one of the boxes, click Finish and you’re all set!

 

How Do People Book Slots on Your Calendar?

Once you’ve set up your Calendly account, you’ll be able to add a link to your calendar on your website or in emails. People will simply click the link, view available times in your calendar, and book a slot.

Here’s how it works:

 

First, you select a meeting.

You can customize them as one-on-one or group meetings.

And decide how long you want that meeting to be.

After that, copy a single-use link or visually embed your selected meeting on your website or in an email.

 

Single-Use Links

With single-use links, people simply click on the link

Pick a schedule that works for them…

Then click the Confirm button.

Know that you can actually customize how you want the link to appear.

Visually Embed Available Times

If you choose to visually embed your available times in an email, recipients will just click a specified time.

Then, they’ll be redirected to a page where they’ll provide their name and email address and add guests when needed.

After that, they just click Schedule Event.

And an invitation will automatically be sent to their email as well as yours.

Cool Calendly Features

There’s a lot to love about Calendly. Once you start using it, you’ll never go back! Here are some of the features that impressed us the most:

 

Connect multiple calendar apps

You can integrate Calendly with other calendars, including your Google, Outlook, Office 365, and iCloud calendar, to prevent yourself from getting double-booked.

Automatic timezone detection

Whether your invitee lives in the US, Australia, or Japan, Calendly automatically converts the time to reflect each of your timezones so that everyone stays on the same page.

Integration with various video meeting tools

If your organization is using Zoom, GoToMeeting, or Join.Me, you can easily integrate these tools with your Calendly account.

Limit the number of daily meetings

Do you only want to meet 3 people per day? No problem! Calendly gives you the ability to cap the number of people that can book a slot on your calendar in a single day.

Set a minimum scheduling notice

Calendly lets you set a minimum scheduling notice to make sure that you don’t get any last-minute bookings.

Already seeing all the ways Calendly can make scheduling easier for your organization? Sign up on Calendly today and never miss or be late to any of your meetings again!

To learn more about how we use Calendly, checkout out our quick video now.

 

What’s your biggest struggle with schedules? Share them down below!

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