How can I make scheduling client appointments easier?

Q: How can I make scheduling with potential clients easier?

A: One way to make scheduling meetings with potential clients easier is by implementing a service like Calendly. Calendly is an online scheduling tool that simplifies the process of setting up appointments and meetings. Once you have an account set up and linked to your office calendar, you can embed a link in your email signature so any potential clients that you exchange emails with can access and schedule a meeting with you.

You start by setting up a profile with Calendly. Go to Calendly.com and create an account. You can customize your availability, time zones, and other preferences. You may want to try designating a certain time slot each week when people can schedule meetings. Next, you will connect your calendar. Calendly can integrate with popular platforms such as Outlook, Office 365, and Google Calendar. Once connected, Calendly can automatically check your availability and prevent double bookings.

Next, you will create your schedules. You can create different types of schedules based on your needs. For example, you can set up separate schedules for different types of appointments or meetings. You can define the duration of each event and specify buffer times between appointments. When you are finished, you can share your scheduling link. Calendly will provide you with a unique scheduling link that you can share with others. This is the link you may want to include in your email signature for added convenience. When your invitees (potential clients) click on your scheduling link, they will see your available time slots. They can choose a time that works for them and confirm the appointment. Once booked, Calendly sends automatic notifications to both you and the invitee when an appointment is scheduled. These notifications can be customized to include relevant details and reminders.

If you prefer to set up a videoconference rather than a phone call, Calendly will integrate with popular videoconferencing tools such as Zoom, Microsoft Teams, and Google Meet. This allows you to automatically generate meeting links and include them in the appointment confirmation. It will also automatically update your connected calendar with the scheduled appointments, ensuring that your availability is always up-to-date.

There are four pricing tiers available depending on the complexity of your needs. I recommend starting with the free version and building on it as your need grows:

Basic

Always Free

·         Schedule unlimited meetings with a single event type (e.g., a 30-minute meeting via video call)

·         Connect one calendar.

·         Customize your booking link and brand your page.

·         Send automatic event notifications.

·         Add scheduling to your site.

Essentials

$10/seat/month (monthly), $8/seat/month (annually)

·         Create unlimited event types (such as a 30-minute video call or a 15-minute phone call).

·         Create “group events” such as webinars (one host with multiple attendees).

·         Connect multiple calendars (e.g., your personal Google calendar and your work Outlook calendar) for availability and scheduling.

·         Reduce no-shows with reminders, reconfirmation requests, and other workflows.

·         Connect with live chat support.

Professional

$15/seat/month (monthly), $12/seat/month (annually)

·         Bring a coworker to a meeting (“collective events”) with multiple hosts on your team.

·         Ask qualifying questions before booking a meeting (“routing forms”).

·         Standardize how your team uses Calendly with admin-managed events and user groups.

·         View analytics and insights.

·         Connect to Hubspot, PayPal/Stripe request-a-payment, and hundreds of integrations.

·         Build automated workflows with custom notifications and reminders.

·         Customize branding and logos for Calendly on your website.

Teams

$20/seat/month (monthly), $16/seat/month (annually)

·         Connect to Salesforce to flow meeting data into the CRM.

·         Share meetings booked around the team with “round-robin” event types.

·         Route leads with Marketo or HubSpot forms.

·         Lock and sync admin-managed event templates across your team.

Calendly streamlines the scheduling process, eliminates back-and-forth communication, and saves time for both you and your invitees.

Author: Ashley Hallene
Author Bio: Ashley Hallene is an attorney, land manager, and real estate developer with Demeter Land Development, currently focused on assisting renewable energy companies with solar developments. She is Deputy Editor-in-Chief of the Technology and Reviews Department of the GP|Solo eReport, an American Bar Association publication.
This article was originally published in the ABA GPSolo eReport, August, 2023.