More bookings, less follow-up — with emails sent right from Calendly

If you run your own business or work on a lean team, you’re used to wearing every hat: CEO, marketer, salesperson, customer service, and more. But one of the biggest time drains? Scheduling (and rescheduling) meetings. In fact, nearly half of professionals spend three or more hours a week just on scheduling.

You have enough on your plate. Stop spending valuable time: 

• Hunting down the right scheduling link

• Following up with people who haven’t booked yet

• Scrambling to confirm a new time when plans change

Instead, email your scheduling link, automate booking reminders, and politely request a reschedule — right from Calendly. No jumping between tabs or complicated setup.

Just speedier scheduling for you and a smoother experience for your clients. Win-win.

These features are available on all paid plans. Not a Calendly user? Sign up for a free 14-day trial of the Teams plan.

Faster invites, fewer follow-ups

Calendly’s email composer lets you send personalized messages to your contacts, whether you’re inviting them to book a meeting or asking to reschedule. You can do this directly from Calendly’s web app, with some functionality also available in Calendly’s browser extension.

Share your scheduling link in fewer steps

From your Calendly homepage, hover over the meeting type you want to share, and click Share availability. 

The email composer will be pre-populated with your scheduling link and simple starter copy. Add a recipient by searching their name and selecting their contact, or manually entering their email address.

If you need to loop in a teammate, you can easily Cc or Bcc them. You can also edit the subject line and body of the email, as well as add styling, offer specific clickable time slots, lists, and links — all to create a more personalized experience for your contact. More personalization means more booked meetings. (Looking for inspiration? Check out these meeting invitation email templates and tips.)

Speaking of that personal touch, you’ll also connect your email address, so the message will come directly from you, rather than a generic or no-reply email. Responses go straight to your inbox.

You can also share your availability from an Event Type preview by clicking the Share availability icon at the top of the screen.

To send a meeting invitation from your Contacts tab on the Calendly web app, first select any contact, then click Share availability and select the Event Type you want to invite them to book. Follow the same process as above to customize your email and other details before sending.

Emailing your booking link from Calendly streamlines the scheduling process. No copying and pasting or switching between Calendly and your inbox.

For step-by-step instructions, visit this Help Center article.

Send a reminder nudge to contacts who haven’t booked yet

From Calendly’s email composer (shown in the GIF above), you can check a box to schedule an automatic booking reminder email, so contacts who need a little nudge don’t slip through the cracks.

When you check that box, Calendly will send a follow-up email if your contact hasn’t booked within a set timeframe after your initial email — one day, three days, or one week. If they book before the reminder is triggered, Calendly won’t send it.

With just one click, Calendly takes care of the follow-up for you. Less effort, more results.

Act fast when plans shift

Life happens. Move the meeting without missing a beat — or the opportunity. From the Calendly browser extension, you can send a reschedule request email in seconds while keeping the experience smooth and professional. In the Meetings tab, select any upcoming Calendly meeting and click Reschedule.

You’ll have two options:

1. Reschedule immediately: If you know the new time, select Reschedule meeting now to send the updated invite right away.

2. Let your contact choose: If you want them to pick a new time based on your availability, select Share new times to meet, add an optional message, and choose whether to include a reminder nudge.

You can access the Calendly browser extension in one click from Safari, Chrome, Edge, Firefox, or your Outlook desktop app.

For step-by-step instructions, visit this Help Center article.

Coming soon: Send a reschedule request from any upcoming meeting on the Meetings page in the Calendly web app. (The updated Meetings page is now in gradual rollout.)

Select any upcoming meeting and click Reschedule. Just like invitations to book, reschedule requests are fully customizable so you stay in control of your communications. Add context about the change, style your message, Cc or Bcc others, and even schedule a reminder nudge to ensure they rebook. Hitting send automatically cancels the original appointment, all in one fell swoop.

For step-by-step instructions, visit this Help Center article.

Rescheduling directly from Calendly’s email composer or extension saves you the hassle of:

1. Navigating to your inbox

2. Searching for contact information

3. Crafting a short but polite message

4. Tracking down new times to suggest

5. Manually following up if they don’t rebook

It can and should be simpler, especially when you’re juggling a packed schedule. Get that time back.

How do these features work in real life?

Managing scheduling and rescheduling emails through Calendly isn’t just about saving time. It also reduces friction in your day-to-day work and creates a better experience for your customers.

If you're a consultant…

You’re constantly switching between your inbox and Calendly, trying to grab the right link for the right client. You hope nothing gets lost in the copy-and-pasting frenzy.

Now, you send your links directly from Calendly and turn on reminder nudges while you’re at it. Your clients get consistent, on-brand emails with your latest availability, and you get more time to focus on client work.

If you're an agency owner…

You check multiple times per day to see if that prospect has finally scheduled a call. You wonder how long it’s been since you pinged them and if it’s too soon to follow up.

Now, you send meeting invites and reminder nudges through Calendly. After a week, your prospect gets a thoughtful, well-timed reminder to book — and you get back some brain space.

If you're a real estate agent…

Your open house is running over with a serious buyer, and you’re scrambling to shift your next appointment.

Now, you skip the frantic text and simply send a reschedule request through Calendly. Your client gets a seamless rescheduling experience, and you get to stay in the moment when it counts.

More time for what matters

Your tools should help you be present for your customers, not buried in busywork.

Emailing meeting invites and reschedule requests through Calendly:

• Keeps your communication personal, with options to customize content and control when reminders are sent.

• Ensures clients receive reliable, timely updates, even when your plans shift at the last minute.

• Reclaims time spent chasing down bookings, so you can focus on the human side of your business.

In high-email-volume roles like sales, users save up to two hours per week with these features, according to Calendly data. That’s two extra hours to build relationships and grow your business.

These features are available on Standard, Teams, and Enterprise plans. Head to your Scheduling homepage or Contacts page to invite someone to meet, or visit your Meetings page to request a reschedule.

Need help getting started? Check out these Help Center articles:

• How to share your scheduling link via email from Calendly

• How to reschedule a meeting from the web app

• How to reschedule a meeting from the extension

Not on a paid plan yet? View plan options and upgrade today to unlock these features (and a whole lot more).

Here's to taking back your time for the work that matters most.