Calendly link

How do you send a Calendly link to a customer?

To send a customer a Calendly link at the right moment, connect Calendly to Muzau: a Muzau agent drops your team's booking link into its email replies when the customer talks about meeting, and into its follow-ups when they propose a meeting. The customer picks a slot in Calendly, and the follow-up stops as soon as they book. You can review every message before it goes out, and your Calendly settings stay yours.

Why a Calendly link often goes unbooked

A Calendly link saves the back and forth: the customer sees your availability and picks a slot alone. But it still has to arrive at the right moment. Sent on its own in reply to a first question, it gives the customer a task before they even know why they should meet. Left out of the reply where the customer wrote "we could talk it over in person", it lets the moment they were ready slip by.

Then comes what follows. The customer has not booked: should you follow up, and with what? Or they have booked, and the scheduled follow-up goes out anyway the next day to ask if they have had time to think it over. Your team keeps the meeting and the relationship; it is sending the link at the right moment, then a follow-up that knows when to stop, that the agent takes on.

How the agent goes about it

Input

An exchange where the customer talks about meeting, and your team's Calendly link

It does

Drops the link into its reply or follow-up, then sees the booking

It delivers

A meeting chosen by the customer, and a follow-up that stops at the booking

Your team's Calendly link, when the customer talks about meeting

Calendly connects in Muzau's tools: the agent knows your team's booking link. When a customer writes that they would like to see you, the agent answers their question with what the Brain knows about your business, then gives them the link to pick a slot. Before writing, it rereads what the customer has already said in the exchange, so it does not ask again for something already given.

The Calendly link in follow-ups, rather than one more question

When a proposal goes unanswered, Muzau's "Email follow-ups" agent follows up with the customer at D+3, D+7 and D+14 by default, a rhythm you set, up to six follow-ups. It does not ask whether the subject "still interests you": the first follow-up simply asks for the next step, and when that step is a meeting, the agent drops the Calendly link into it. Each follow-up goes out in the same thread as your original email.

A booking in Calendly stops the follow-up

As soon as the customer books in Calendly, the follow-up stops, as it does for a meeting set by Muzau. It also stops when the customer replies, even from another address in the same thread, when they ask not to be contacted, or when someone on your team writes to them from the connected mailbox. A meeting agreed by phone and added by hand to your calendar is not seen: you then stop the follow-up in one click. The detail is on the page avoiding a follow-up that goes out just after you wrote.

You review before the link goes out

At the start, Muzau's "Email follow-ups" agent submits every follow-up for your approval: you send it, edit it or postpone it. For replies, you can also review everything before it is sent: you choose that before creating the agent. The meeting type, its length and your availability are set in Calendly: the agent gives the link, it does not touch your settings.

How to send a Calendly link by email, in Gmail or Outlook

Whether you write it yourself or an agent does, a booking link lands better when it arrives at the right moment, with what it needs around it.

• Send it when the customer talks about meeting. For a first question, answer the question first.
• Say in one sentence what the meeting is about, how long it lasts and whether it is by video or in person, then give the link.
• Give the link for the right meeting type, not your general page where the customer has to choose between several formats.
• Add two slots written out in plain words, "Tuesday at 10 am" or "Thursday at 2:30 pm", for the customer who prefers to answer in a word. See how to offer slots in Outlook or Gmail and how many to offer.
• In Gmail as in Outlook, select clear text, "Pick a 30-minute slot", then Ctrl+K (Cmd+K on Mac) to put the link on it, rather than a bare address in the middle of a sentence.
• Check your Calendly settings before the first send: open days, minimum notice, buffer between meetings. A booking for an hour from now leaves little time to prepare.
• In a follow-up, give the link again with the next step, rather than a "have you had time to think it over?".

The message fits in four lines: the answer to what the customer asked, a sentence on the proposed meeting, the link, then an open door ("or tell me what suits you").

What it does not do

• It does not configure Calendly: meeting types, their length and your availability stay in your Calendly settings.
• It does not see a meeting agreed by phone and added by hand to your calendar: it is up to you to stop the follow-up.
• It does not move or cancel a meeting booked in Calendly: rescheduling happens in Calendly, according to your settings.

Frequently asked questions

How do you send a Calendly link in Outlook?

Under a sentence that says the purpose and length of the meeting, select clear text, "Pick a slot", then Ctrl+K to put the Calendly link on it. With your Outlook mailbox connected to Muzau, the agent can reply from your address and drop your team's Calendly link in when the customer talks about meeting.

How do you stop following up with a customer who booked on Calendly?

With Calendly connected to Muzau, the booking stops the agent's follow-up on its own, even if the customer never replied to the email. With no booking and no reply, follow-ups keep to their rhythm, D+3, D+7 and D+14 by default.

Should you put a Calendly link in your website chat?

With the Muzau chat, it is not necessary: the agent books the meeting itself. It offers up to three free slots, read from Google Calendar or Outlook when one is connected, asks for the visitor's email, then blocks the slot and sends them the invitation. If your settings do not let it book alone, it passes the request to your team.

Should you send a Calendly link or offer slots?

The two complement each other: two or three slots written out in plain words get an answer in a word, and the link lets the customer who prefers to see all your availability choose. Without Calendly, a Muzau agent connected to Google Calendar or Outlook offers up to three slots itself, each on a different day.

How do you reschedule a meeting booked with a Calendly link?

Rescheduling happens in Calendly, according to your settings: a Muzau agent does not move or cancel a meeting. If the customer writes to ask for a new time, their reply stops the agent's follow-up.