How to Use Calendly Templates to Standardize Meeting Scheduling for Teams

Calendly is a helpful automated scheduling tool that syncs with several different calendar programs. Use it in a business to schedule meetings with a team. Or use it for an individual business to schedule an appointment with a client. There are many ways that you can use this essential tool.

In this article, we discuss what a Calendly template is and explain how to create a Calendly template. We'll also look into how to control, customize, and bulk edit events. Knowing how to edit events is important because setting up events is an essential feature of Calendly. 

Schedule Meetings Faster With Calendly Templates (QuickStart Video)

Are you ready to get started with Calendly templates right now? Here's a short video to get you started quickly:

For a more in-depth look at Calendly templates study the rest of the tutorial. You'll find:

• a discussion of what makes Calendly useful
• an overview of what a Calendly template is and how it's used
• and a step-by-step guide to customizing templates

What Makes Calendly Useful?

One of the features that makes the Calendly software very useful is its template feature. Creating templates that you use a lot or to send out to your team so that you've got uniform scheduling is valuable. 

With Calendly, it's easy to create events. When you create events, you need to know how to control the event types. Controlling the event types is important so that your scheduling runs smoothly. Customizing event types by color coding allows you to see your different event types at a glance and will keep your calendar organized.

Calendly is also very helpful for setting up meetings with people outside of your company or business.  When you want to meet with people inside your company, you can usually see their calendar. So, you can choose an available meeting time. This isn't usually true for those outside of your company, though. 

Have you ever worked with an outside vendor and had to meet with them and several people from your company?  Usually, the vendor would have to provide you with dates and times they're available by email. Then you'd have to respond to the email with the dates and times that work for your team.

With Calendly, you can drop all the back-and-forth emails because the vendor can choose and book the times that your Calendly team has pre-defined as being available.

What Is a Calendly Template?

A Calendly Template is an event type that can be shared with other users. When you use a template, you can choose a setting so that other users have the same settings as you for that event. This ability is really helpful because it means that new Calendly users can immediately start creating events too.

Giving more than one user the ability to set up events is a helpful way to have your meeting scheduling run smoothly and in a way that you need. You can set up other users with admin privileges. Admins have all the owners' privileges, except they can't change the user’s role. This can let users who found a more effective setting change the settings on the event type template.

Calendly templates are useful if you've got a meeting that you need to schedule often. You can create a template for that regularly occurring meeting. No matter who hosts the meeting, there will be a set template for the event. Using a set template allows people to become familiar with the event. Plus, there won’t be any confusion about setting up the event properly.

How to Quickly Customize a Calendly Template

The fastest way to create a customized event template is to start with a premade Calendly template.

When you first start with Calendly, there are three premade events on the Calendly home page. The premade events are:

• 15 Minute meeting
• 30 Minute meeting
• 60 minute meeting

Use these premade events to create any event type that you may need. 

To begin setting up a Calendly template, start on your Calendly home page. Next, find the premade event type that you’ll use as the base for your Calendly template. Then select the Gear icon in the corner of the event type box that fits your need. Then select Save to Template. The Event Type Template page opens.

Customize the event options that appear on the Event Type Template page. Click on the option you want to customize. Then click Save & Close to save your selections. Continue customizing options until you've made all the selections you want. 

You've just created a Calendly template. To view your template, click < Templates to see the new event template you created on a list of available templates. 

How to Use Calendly Templates to Standardize & Streamline Team Scheduling

One nice feature of Calendly templates is that they're streamlined. This means that they don’t have the extra fluff that emails can have.

Streamlined templates are a benefit because when people are busy, they're going to skim emails as they read them. But if the all the important information is highlighted, they won’t miss any important details.

Now, let's look at some ways you can use Calendly templates to streamline your scheduling: 

1. Control Event Types

To create a completely new event type template start on the home page. Select the New Event Type button. Then select the option that's best for the event type that you’re creating from the Create New Event Type page. Choose from:

• one-on-one
• group
• collective
• round robin

Click Create to the right of the event type to begin setting up the template. Then, fill out all the information you need to for the event. For example, for the one-on-one type event you'll see this Add Event Type screen:

Start entering your information. When you comple a screen, click Next. Keep clicking Next until you've defined all the options. Then click Back to return to the home page.

After you've chosen all the settings you want for your new event, it'll be added to the home page as a new event type. It's time to create a Calendly template for the event you just added.

Click on the gear right corner of the box that corresponds to the event type you just  created. A menu drop-down displays. Select Save to Template. This will take you to an Edit Event Type Template page so that you can create a Calendly template for your event.

Fill out the options on the Edit Event Type Template screen. Click the Save & Close button for each option you add to the Calendly event template. When you are done adding options, it's time to go to your saved templates.

From the Edit Event Type Template page, click on the Templates button on the left of the page. This button takes you to all your saved templates.

2. Create Custom Event Types

Customizing your events allows you to be more organized in your scheduling. You can add in information that'll allow your invitee to come to the meeting prepared with the information you want them to have. You can even give the invitee options to choose what location or time works best for them. 

Start with the home page and click the Create button to make a custom event type (or select a one-off meeting).

Then choose the type of event you want to create. Once you've made a selection, press the Create button to the right of an option to select it.

Then add details. Click Next to move through the Add Event Type screens and set up the details for your even. Click Back to return to the home page.

3. Customize an Existing Event Type

To customize an existing event from the home page, begin by choosing the event you want to customize. Select the gear in the right corner of the event type box. Selecting the gear causes a menu to drop down.

From the drop-down menu select the Edit option. This takes you to the Edit Event Type page. From this page, you've got many customization options that allow you to define settings such as:

• Event name. Name the meeting or put the subject of the meeting.
• Location. Put the location or put a note for the invitee such as I will call you.
• Description/Instructions. This is where you put information that you want people to know before they attend the meeting.
• Event Link. This customized link can be sent out to whoever you need to make it easy to find for the invitee.
• Max Invitees in a Spot. Choose how many people you want to attend the event.
• Event Color. Colors help your schedule become color-coded, making it easy to find certain events.
• And more.

Let's look at an example.

In this example, if you want to customize the event duration, date range, and time zone settings for your event, you can. Go to the When can people book this event? section on the Edit Event Type page. Select the Date Range. For the Duration, there are preset options. Or you can enter your own using the Custom option. 

Next, choose your availability with Use an existing schedule or Set custom hours. So, if the invitee has set up an availability, meetings can only occur in that time period.

Calendly displays your scheduling pages in the time zone of your invitee. This can help any possible time confusion and ensure that your invitee shows up at the correct time. 

Under the event Time Zone section, you can choose to lock the event into a specific time zone no matter where your invitee is located. To do this, select the Set Custom Hours button. Then, under Time Zone, set the time zone you need.

To learn more about customizing your event check out these short Calendly videos.

4. Push Out Bulk Calendly Team Changes

Another skill that you’ll need to learn is how to do bulk edit events. Bulk editing events can save time when you're making edits to your schedule or to recurring meetings. 

Being able to make changes to several events at once is important and efficient. Here's how to bulk edit several events.

To make bulk edits to events, you’ll have to activate the Bulk Actions toolbar from the home page.

To activate the Bulk Action toolbar, select the check box in the left corner of the event box that you want to edit. The Bulk Action toolbar displays at the bottom of the screen.

In the Bulk Action toolbar, you've got the ability to delete event types and toggle event types on and off using the icons. Also, if the events are within the same Calendly team, you can bulk edit the team's availability.

To be able to select more than one event type at once, shift and click the check box for multiple events. Then make the changes you want using the Bulk Action toolbar.

To deselect all selected events, press esc. The Bulk Action toolbar is no longer visible.

Learn More About Calendly

Now that you've learned how to:

• create event templates
• to make bulk edits
• control events
• customize events

Create your Calendly account today!

You might be hesitating wondering whether Calendly is really necessary. Do you need to keep track of more than one event, hold several meetings, or book meetings with clients? If you've got any of these needs then yes, Calendly is the best option if you want an easy-to-use calendar software. 

Use Calendly Today!

If you're looking for a scheduling software that's easy to use, then look no further. With Calendly’s free plan, you can start using it immediately. This is also a great way to determine how much you’ll like the software without taking any risks. Sign up for Calendly today!