How MindStudio scales smarter by saving $42K a year in productivity with Calendly

MindStudio enables small businesses, enterprises, and governments to build no-code AI agents that automate tasks like content creation, research, and more — boosting productivity without increasing headcount. MindStudio is a fully remote and nimble team, which means everyone pitches in with tasks across customer support, marketing, product development, and recruiting. Plus, they’ve developed a network of external partners (firms who assist clients with implementation and building custom agents) to help support their clients and grow their platform.  As their number of clients and partnerships grew, scheduling complexity and friction slowed progress. Switching to Calendly unified their scheduling process and improved both internal collaboration and client experience, enabling them to save 86+ hours per team member and $42K in productivity value per year.

Challenges

Fragmented tools slowed scheduling and productivity across functions

As a remote-first team in the high-velocity AI space, MindStudio needed to move fast. But their existing approach to scheduling couldn’t keep up. Team members across departments used different tools, which meant no two scheduling experiences were alike. The way clients booked meetings depended on who they were meeting with, and everyone had to wait days to find a time that worked.

“Everyone just kind of did their own thing,” says Dannielle Sakher, Director of Partnerships and Strategic Initiatives. “It made collaboration difficult and created a disjointed experience for our external partners and our customers.”

Cross-functional meetings — like onboarding a new partner with a Solutions Engineer and Partnerships Lead — required manually checking calendars and coordinating availability across tools that didn’t talk to each other. The team also couldn’t accurately track customer support and success meetings or marketing campaign performance, which made resource planning harder and slowed decision making.

While team members made do, the inefficiencies added up. “It took me out of my flow,” says Dannielle. “I’d have to check three or four calendars, make sure someone was available, and if they weren’t, reschedule — often with the client watching. It wasn’t scalable or sustainable.”

Solution

One platform that works across departments

Dannielle worked with other team leaders to set up Calendly for seven people across the business, consolidating scheduling into one unified platform. Their first step was creating common Event Type meeting templates — from 15-minute intro calls to 60-minute deep dives. Using Collective scheduling for co-hosted meetings, MindStudio was able to show invitees times when all hosts are available (e.g., the CEO and a Solutions Engineer) without needing to manually cross-reference calendars. These meetings are critical for joint calls with VIP customers, partner onboarding, and campaign-driven outreach.

They also lean heavily on Calendly Workflows, automating confirmation and reminder emails 24 hours and one hour before meetings. These Workflows help reduce no-shows — especially important for high-stakes meetings with leadership, where it’s critical that guests show up — and ensure guests have a quick way to reschedule if needed.

Calendly’s Slack integration is another major time saver. With Slack alerts enabled for new bookings, team members can respond faster to last-minute meetings or time-sensitive calls. The team also uses Calendly’s Chrome extension to embed booking links into Gmail messages in real time, turning email replies into booked meetings.

To protect calendars after marketing campaigns or support sprints with customers, MindStudio uses Calendly’s scheduling controls to turn off or deactivate Event Types once the project ends — preventing overbooking and ensuring links can’t be reused beyond their intended timeframe.

“Calendly made it plug-and-play. We just invite a teammate and they’re up and running in minutes. It’s fast, intuitive, and scalable.”

Dannielle Sakher

Director of Partnerships and Strategic Initiatives at MindStudio.ai

Results

Major time savings, team alignment, and a better experience for all

The impact with Calendly was immediate and measurable. Power users like Dannielle report saving more than 20 minutes per day on scheduling alone — translating to over 86 hours annually. Across the company’s seven Calendly users, that equates to 1,000 hours reclaimed per year, or $42,000+ in productivity value saved.

“Calendly gives me back at least 20 minutes a day. That’s over 86 hours a year — basically two extra weeks to get my work done. The ROI is a no-brainer.”

Dannielle Sakher

Director of Partnerships and Strategic Initiatives at MindStudio.ai

Calendly now powers the company’s most essential scheduling needs, from investor meetings and customer support calls to recruiting interviews and partner onboarding. Collective Events have removed the need to juggle calendars, Calendly Workflows have improved meeting attendance, and integrations with tools in their tech stack have increased visibility into bookings — without adding any administrative burden.

Externally, partners and customers benefit from a smoother, more professional booking experience. “Most of the people we’re meeting with are also Calendly users,” says Dannielle. “They don’t need to cross-reference their calendar — it just works. That seamless experience reflects very well on us.”

Looking ahead, MindStudio is exploring ways to deepen its use of Calendly, potentially allowing its AI agents to schedule meetings automatically using Calendly links and preferences.