Set Up Automated Appointment Booking
Phone tag is killing your business. A customer calls, you're busy. You call back, they're busy. Three days later you finally connect and they've already booked with your competitor. Here's how to let customers book themselves online in under 20 minutes.
Tools You'll Need
| Tool | What It Does | Cost | Link |
|---|---|---|---|
| Calendly | Online booking page — customers pick a time, it syncs to your calendar | Free | Get it → |
| Google Calendar | Your calendar that Calendly syncs with | Free | Get it → |
The Walkthrough
Step 1: Create Your Calendly Account
What to do: Go to Calendly and sign up for the free plan. Connect your Google Calendar.
Why you’re doing it: Calendly gives you a booking page where customers pick from your available times. It automatically blocks off times you’re busy and prevents double-booking.
What to expect: Setup takes about 10 minutes. You’ll have a shareable booking link immediately.
Step 2: Configure Your Availability
What to do: Set your working hours, appointment durations, and buffer time between appointments. Add any days you’re closed.
Why you’re doing it: You control when customers can book. No more appointments at inconvenient times.
Step 3: Share Your Booking Link
What to do: Add your Calendly link to your website, email signature, Google Business Profile, and social media bios. Anywhere a customer might try to contact you.
Why you’re doing it: The more places your booking link appears, the fewer phone calls you get. Customers who can book themselves prefer to.
Step 4: Set Up Confirmation and Reminder Emails
What to do: Calendly sends automatic confirmation emails when someone books and reminder emails before the appointment. Customize these with your business info.
Use this prompt to write your confirmation email: Ask Claude: “Write an appointment confirmation email for [business name], a [business type]. Include: confirmation of the appointment date, time, and location, what the customer should bring or prepare, your cancellation policy (within [X hours]), contact info if they need to reschedule, and a warm closing that builds anticipation. Under 150 words. Professional but friendly.”
Why you’re doing it: Automated reminders reduce no-shows by 30–50%.
What to Do If It Doesn’t Work
- Problem: “Customers are booking at weird times.” — Check your availability settings. Make sure buffer times are set.
- Problem: “My calendar isn’t syncing.” — Disconnect and reconnect Google Calendar in Calendly settings.
- Need more help? Calendly Help or email us at hello@thenewsbakery.com.