How to Integrate Zoom with Calendly for Automatic, No-Hassle Meetings

If you’re part of an organization that holds a lot of online meetings, chances are you use Zoom — or have at least heard of it. However, you may not have heard of Calendly — and maybe it’s time that you did. This handy service allows you to create templates for different types of meetings, which makes it quick and easy to schedule meetings that fit everyone’s availability, as many times as you need!

Now comes the kicker: you can put Calendly’s automated scheduling power to work in Zoom, allowing you to dynamically create and edit meetings based on events scheduled in your Calendly calendar! In this article, we’ll explain how to set up the Calendly-Zoom integration, as well as how you can take advantage of this time-saving tool.

We’ll first get into some of the nuances of what the Zoom & Calendly integration can do, and then we’ll give you a brief overview of how to set it up and use its most essential functions.

 

Benefits of integrating Calendly with Zoom

So what can Zoom’s integration with Calendly do? Basically, it allows you to automatically create a Zoom meeting by setting Zoom as the location of a Calendly event. But there are a few other handy little things it’s capable of that can save you time and confusion, such as: 

• Automatically fill in Zoom meeting details based on your Calendly event templates
• Set up team-wide meetings and control who hosts them
• Support regional dial-in numbers for participants joining by phone
• Sync Zoom meeting details to changes or cancellations you make in Calendly

But before we jump right into firing it up, we should go over a few things that you’ll need before you start.

 

Requirements for using Calendly with Zoom

Zoom’s Calendly integration requires you to have a Zoom account to save the meetings in Zoom that Calendly will schedule, as well as the Zoom Meetings client installed for your device so you can join or host the meeting. You will also need a Calendly Premium or Pro subscription.

Once you have those three things, you’re all set. Now we’ll get into how to set up the integration itself, and how to make it work its magic. (Not literal magic, mind you.)

 

How to add Zoom to Calendly

To integrate Calendly with Zoom, you’ll first need to approve the integration’s installation on Zoom’s side of things, and then finish the connection on Calendly’s side. Once you’ve done that, you can start setting Zoom meetings as the locations of your Calendly events to dynamically schedule them.

This extension works for both personal and team event types, and it also allows for setting regional dial-in numbers if people need to join your meetings by phone! We’ll cover all of it below.

 

1. Connecting your Zoom account to Calendly

1. Open a new tab or window on your web browser, go to Zoom.us, and log into your account.
2. Next to the Zoom logo in the top toolbar, move your cursor over Solutions and click App Marketplace in the drop-down menu that appears.

   

3. Search for an extension called Calendly for Zoom. If it helps, you can use the filters on the left-hand side (try “Works With: Zoom Meetings” as shown in the screenshot below), or click the magnifying glass and search for the add-on by name. Click it when you find it.

   

4. You will need to pre-approve the installation of this add-on for users on your Zoom account. Click the toggle button marked “Pre-Approve” to turn it on. If done correctly, the Install button should change to read Visit Site to Install. Click that to be redirected to Calendly.

   

5. Log into your Calendly account when prompted (if you haven’t already). When you reach Calendly’s page for its Zoom extension, click Connect Zoom and then Authorize to finish joining your two accounts.

   
   (Image credit: Calendly Help Center)

2. Setting Zoom as the location of your meeting

1. In your Calendly account, go to My Calendly > Event Types. Click an existing meeting template in your personal area to edit it (or create a new one, if you want).

   
   (Image credit: Calendly Help Center)

2. Next, click the What Event Is This? category to expand it. Under the “Location” field, you’ll see an option for Zoom. Click that to add a Zoom meeting to your calendar.

   
   (Image credit: Calendly Help Center)

3. You should see the Zoom logo show up in the “Location” box. If you do, then click the Save & Close button to save your changes.

   
   (Image credit: Calendly Help Center)

Now, every time this type of event is booked, you will see a unique link for joining a Zoom meeting included in the Details. Alternate methods of joining the meeting, such as dial-in numbers, will also be displayed here. (We’ll explain how to add dial-in numbers in part 4.)

(Image credit: Calendly Help Center)

At the same time, you will find that Zoom syncs to your calendar and schedules a corresponding meeting if you go to the Meetings section of your Zoom account dashboard.

(Image credit: Calendly Help Center)

3. Using team event types in Calendly for Zoom meetings

1. Log into your Calendly account. From your Home screen, click the My Calendly menu and select All Teams.

   
   (Image credit: Calendly Help Center)

2. Click on the team event type that you want to edit, then click the Team Members & Location category to expand it.
3. Like with personal event templates, click Zoom below the “Location” field to put a Zoom meeting on your calendar. However, there is one more step this time.

   Further down, under the “Team Member” section, you will see a list of users on that team whom these changes will affect. One person will be designated as the organizer of the event, and will host the meeting through their Zoom account. To change who this is, click Make Me the Zoom Organizer below their name.

   
   (Image credit: Calendly Help Center)

   When you’re all set, click Save & Close.

   PRO TIP

   Your other team members will have to manually connect their own Zoom accounts to Calendly (as outlined in part 1) to be able to set a Zoom meeting as the location for a team event, or be designated as organizers for Zoom-enabled team events. However, this is still a good idea, as it helps avoid overlapping meetings that can confuse both your team members and your clientele.

 

4. Giving participants dial-in numbers

The Zoom calendar integration also supports adding default dial-in numbers to event details if you anticipate people joining your meeting via telephone. To do this:

1. Log into your Zoom account (if you haven’t already). From your main dashboard, click Settings, and then click the Meeting tab.

   

   PRO TIP

   If you are an administrator or owner of an organization’s account and want to change any of the following settings for a group within your organization, you’ll have to go to User Management > Group Management > Settings instead. Or, if you want to change them for your whole organization, go to Account Management > Account Settings instead.

2. In the “Schedule Meeting” section, you’ll find the “Audio Type” setting. If you have had participants join meetings by telephone before, and/or have the correct administrative permissions, you can choose between Telephone and Computer Audio, Telephone, Computer Audio, or (if available) 3rd Party Audio. Select either Telephone and Computer Audio or Telephone.
3. Scroll back up to the top of the Settings menu and click the Telephone tab. If you want to show a link to Zoom’s full international dial-in numbers list, make sure the toggle button beside “Show International Numbers Link on Invitation Email” is turned on (like it is in the screenshot below).

   

4. Also, if you’ve done telephone Zoom meetings before and/or have the right permissions on your account, you can change what countries or regions have their dial-in numbers displayed in your email invitations by default. Scroll down to the “Global Dial-In Countries/Regions” section and click the pencil (Edit) icon.

   
   (Image credit: Zoom Help Center)

5. A dialog box will pop up. In the left-hand column, you will see a list of countries that have regional dial-in numbers available for Zoom; if you’re looking for one quickly, click in the “Search for a Country” box and type its name. Click the checkbox next to a country’s name to add it to your default list, or to remove it from your list if it’s already marked.

   
   (Image credit: Zoom Help Center)

   In the right-hand column, you will see all default countries currently selected. To change the order in which they appear on an invitation, click and hold your mouse button on the six dots beside a country’s name, drag it to the position in the list where you want it, and then release the mouse button. You can also click Delete beside a country to remove it from your list.

   You can also click the checkbox labeled “Include Toll-Free Numbers” to choose whether or not to add toll-free variants of regional numbers to your email invitations alongside the tolled variants. Note that this option is not available for all organizations, and requires a Zoom audio conferencing plan.

   When you’re done making changes, click Save.

Those are the basics of using Zoom and Calendly together! Zoom has extensions for a number of other helpful services, too, such as Google Calendar, HubSpot, and Slack. And if you need to brush up on some of the other stuff that Zoom can do on its own, head over to our Zoom course.