Integration with Calendly

Calendly provides an easy way to schedule meetings. Instead of long email conversations just to decide on a particular time slot, recipients can simply click a scheduling link and pick time which suits everyone.

Adding a Calendly meeting link to an email signature template in CodeTwo Email Signatures for Office 365 is an easy way to:

  • provide all users with their individual meeting links which make both scheduling and rescheduling process much easier,
  • encourage all email recipients to book a meeting to learn more about your products or services,
  • save time otherwise spent on scheduling a meeting via email conversations.

Calendly setup

Before you add a meeting link to CodeTwo Email Signatures for Office 365, you need to set up your Calendly account.

After successful configuration, each of your teammates will be assigned their own, unique scheduling link. There are different ways to set those links up, but one of the easiest is to use the following format:

https://calendly.com/{First Name}-{Last name}/{Meeting type}

Additionally, Calendly lets you configure different types of meeting scheduling links:

  • Round Robin Scheduling – lets you automatically assign meetings to your teammates, based on various criteria.
  • Group meeting invites – let you organize a group meeting in a time slot that suits best for all the participants.

Learn more about setting up Calendly

How you set up Calendly and CodeTwo Email Signatures for Office 365 depends primarily on your needs. In this guide, we’re showing an example on how you can integrate those tools, so that each teammate automatically gets their own scheduling link in their email signature.

How to add an individual Calendly scheduling link to CodeTwo Email Signatures for Office 365

In this part, we assume that you are using the following scheduling link format:

https://calendly.com/{First Name}-{Last name}/{Meeting type}

To add a Calendly scheduling link to an email signature template, follow the steps below:

  1. Visit app.codetwo.com and log in.
  2. Choose the email signature rule to which you would like to add a scheduling link.
  3. Go to the Design tab and click Edit signature (Fig. 1.).


    Fig. 1. Editing an email signature template.

  4. Click a place in the template where you want the meeting link to appear. To add the link, use the Meeting link button (Fig. 2.).

    The meeting link button.
    Fig. 2. The meeting link button.

  5. In the new window (Fig. 3.), choose Custom link as your meeting link type. In the URL field, you need to enter a link in the format which corresponds to your Calendly configuration. In this example, all the scheduling links follow the same format: https://calendly.com/{First Name}-{Last name}/15min, where:
    • {First name} is the first name of a certain team member,
    • {Last name} is the last name of that team member,
    • 15min is the meeting type configured in Calendly.

    Insert Calendly meeting link
    Fig. 3. Setting up a Calendly meeting link.

  6. Image and label let you define an image and a text that will be clickable and will act as a scheduling link in the signature. You can use both or either of those fields, depending on your preferences. Click OK to insert the meeting link into your email signature template.
  7. When you are back in the signature editor, you can use the Signature preview button to see how the signature with the link would look like for a certain user (Fig. 4.).

    Email signature preview with a Calendly meeting link
    Fig. 4. Email signature preview with a Calendly meeting link.

  8. When your recipient clicks the meeting link, they will be redirected to the scheduling page (Fig. 5.), where they can choose from available time slots, schedule a meeting without any back and forth, and easily add the event to their calendar.

    Calendly scheduling page
    Fig. 5. A Calendly scheduling page.

 

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