Question 1

Is Calendly worth paying for?

Accepted Answer

The free tier handles basic scheduling well. Paid tiers ($10-15/month) add team scheduling, integrations, and customization. Worth it when scheduling is a significant part of your workflow or you have a team.

Question 2

What are good Calendly alternatives?

Accepted Answer

Cal.com (open source, self-hostable), SavvyCal (better UX for recipients), HubSpot Meeting Scheduler (free with CRM), Acuity (good for service businesses). Choose based on your specific needs and existing tools.

Question 3

How do I set up buffer time between meetings?

Accepted Answer

Most scheduling tools let you add buffer before and/or after meetings. Set 15 minutes minimum to prevent back-to-back exhaustion and allow for overruns. Your future self will thank you.

Question 4

Should I show my full availability?

Accepted Answer

No. Block off focus time, personal time, and buffer. Only show slots when you genuinely want meetings. Being too available can make you seem less valuable and prevents deep work.

Question 5

How do I handle time zones?

Accepted Answer

Good scheduling tools detect the booker's time zone automatically and show availability in their local time. Always confirm the time zone in meeting confirmations to prevent confusion.

Question 6

Can I route meetings to different team members?

Accepted Answer

Yes, paid plans offer round-robin (distribute evenly) or routing rules (based on criteria). Essential for sales teams to distribute leads fairly.

Question 7

How do I integrate with my CRM?

Accepted Answer

Most scheduling tools integrate with Salesforce, HubSpot, etc. Meetings automatically log as activities and can create/update contacts. Set this up early to keep your CRM accurate.

Question 8

What meeting types should I create?

Accepted Answer

Create distinct types for different purposes: 15-min intro call, 30-min demo, 60-min deep dive. Different durations set different expectations. Limit options to reduce decision fatigue for bookers.

Question 9

Should I require questions before booking?

Accepted Answer

Light qualification questions (company name, topic) help you prepare. Too many questions reduce bookings. Balance information needs with friction. For high-volume, keep it minimal.

Question 10

How do I handle no-shows?

Accepted Answer

Send reminder emails (automated by the tool). For repeat no-shows, require credit card hold or simply deprioritize them. Track no-show rates to identify patterns.

Question 11

Can I accept payments for bookings?

Accepted Answer

Yes, many tools integrate with Stripe for paid consultations or coaching. Collect payment at booking time to reduce no-shows and ensure commitment.

Question 12

How do I sync multiple calendars?

Accepted Answer

Connect all calendars (work, personal) to check availability but only create events on your work calendar. This prevents double-booking without exposing personal events.

Question 13

What should my booking confirmation include?

Accepted Answer

Meeting link or location, calendar attachment, brief agenda or expectations, option to reschedule. Keep it concise but informative.

Question 14

How do I prevent meetings on certain days?

Accepted Answer

Block entire days (meeting-free Fridays, for example) in your scheduling tool. Protect time for deep work. You can always make exceptions manually if needed.

Question 15

Should I use my scheduling link in my email signature?

Accepted Answer

Yes, it makes scheduling frictionless. Something like "Book a meeting: [link]" works well. But don't be pushy—it's an option, not a demand.

I need to schedule meetings without email ping-pong

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