---
title: "Set up your Calendly | BePrepared Help"
url: "https://staging.bepreparedsolutions.co/help/beadvised/calendly-setup"
description: "A step-by-step guide for BePrepared consultants: accept the Calendly invitation, connect a calendar, create the three session types, and get bookable."
source: "BePrepared Solutions"
---

Tutorial

# Set up your Calendly

Accept your invitation, connect your calendar, create the 30-, 60-, and 90-minute session types, and make yourself bookable. About 20 minutes, once.

Updated September 14, 2026

## Before you start

Booking runs on Calendly. You will set it up once, in about 20 minutes, and then forget about it. You need three things ready: the invitation email from our team, the calendar you actually live by (Google or Outlook), and a Zoom account if you have one (if not, step 4 shows what to pick).

Two things matter more than everything else: each session type must be created at exactly the right length, and its location must be Zoom. This guide points both out when you get there. Everything else can be changed later without breaking anything.

## Step 1: Accept your invitation

You do not sign up for Calendly on your own. We add you to the BePrepared team account, which covers the paid features you need. Look for an email from Calendly inviting you to join the BePrepared organization and press the button inside it.

-   No email? Check spam first, then ask the team to send or resend your invitation. The status line on this page shows "Invitation sent" once it is on its way.
-   Already use Calendly for something else? Accept the invite with that same email address and your existing account joins our organization. Your other event types come along unchanged.

When you accept, Calendly walks you through creating a password (or you can continue with Google or Microsoft sign-in).

## Step 2: Finish the first-run questions

The first time you sign in, Calendly walks you through a few one-time questions, such as your time zone, your general hours, and how you like to meet. Pick reasonable answers and keep going. Nothing here is final: steps 3 to 5 cover the settings that actually matter, and everything can be changed later.

One thing worth choosing carefully if it comes up: your link name, which becomes your public booking address, like calendly.com/jane-smith. Pick something professional. You can change it later under [My Link](https://calendly.com/app/personal/link), but old links stop working the moment you do.

## Step 3: Connect your calendar

This is the step that stops double-bookings. Connect the calendar you really use and Calendly will never offer a time you are already busy.

In Calendly, press Settings in the bottom-left corner, choose Scheduling, then open the Calendars tab ([this link](https://calendly.com/app/calendar/user/me?settings=calendar&settings_tab=calendar) takes you straight there). Press Connect calendar account and sign into your calendar.

![The Calendars tab: connect, conflict checking, and the destination calendar](https://staging.bepreparedsolutions.co/_next/image?url=https%3A%2F%2Ffzyqrmrcsdoxzvdmlgom.supabase.co%2Fstorage%2Fv1%2Fobject%2Fpublic%2Fhelp-center-media%2Fbeadvised%2Fcalendly-calendar-connect.png&w=3840&q=75)

1.  Connect calendar account. Sign into the calendar you actually keep.
2.  Calendars to check for conflicts. Anything busy on these blocks that time from being booked.
3.  Calendar to add events to. The one calendar where booked sessions get written.

The Calendars tab: connect, conflict checking, and the destination calendar

-   Works with Google Calendar and Outlook or Microsoft 365. Apple iCloud calendars can no longer be newly connected, so if you live in Apple Calendar, subscribe your Google or Outlook calendar inside it instead.
-   Two settings live here. "Calendars to check for conflicts" is which calendars Calendly reads to find busy times: include every calendar that reflects your real life. "Calendar to add events to" is the one calendar where booked sessions get written: pick your main one.

## Step 4: Create your three session types

Clients book you in three lengths: 30, 60, and 90 minutes. Each needs its own event type in Calendly, and the lengths must match exactly. A 45-minute event cannot be used for the 60-minute slot; this page will refuse it.

For each of the three lengths:

1.  Go to [create a new event type](https://calendly.com/event_types/new) (or press + Create at the top right of your [Scheduling page](https://calendly.com/event_types/user/me)).
2.  Choose One-on-one.

![Choosing One-on-one from the Create menu](https://staging.bepreparedsolutions.co/_next/image?url=https%3A%2F%2Ffzyqrmrcsdoxzvdmlgom.supabase.co%2Fstorage%2Fv1%2Fobject%2Fpublic%2Fhelp-center-media%2Fbeadvised%2Fcalendly-create-menu.png&w=3840&q=75)

1.  Choose One-on-one. The other kinds are not used for BePrepared sessions.

Choosing One-on-one from the Create menu

3.  Click the name at the top of the panel and type something clients will recognize, like "Consultation (60 minutes)".
4.  Set the duration. Pick 30 min for the 30-minute session and 1 hr for the 60. For 90, choose Custom and type 90.
5.  Set the location to Zoom. This matters: bookings made through BePrepared only work when the event uses Zoom as its location. You do not need your own Zoom account; it is already covered through the team.
6.  Press Create.

![The editor with the name set, the duration picked, and Zoom as the location](https://staging.bepreparedsolutions.co/_next/image?url=https%3A%2F%2Ffzyqrmrcsdoxzvdmlgom.supabase.co%2Fstorage%2Fv1%2Fobject%2Fpublic%2Fhelp-center-media%2Fbeadvised%2Fcalendly-new-event-type.png&w=3840&q=75)

1.  Duration. Pick 30 min or 1 hr, or choose Custom and type 90. The length must match the session exactly.
2.  Location. Choose Zoom. Booking through BePrepared only works with Zoom here.

The editor with the name set, the duration picked, and Zoom as the location

Made a mistake? Open the three-dot menu on the event type and delete it, then start over. The one exception: an event type the BePrepared team created for you can only be turned off, not deleted.

Repeat until your Scheduling page shows all three lengths.

![All three session types ready](https://staging.bepreparedsolutions.co/_next/image?url=https%3A%2F%2Ffzyqrmrcsdoxzvdmlgom.supabase.co%2Fstorage%2Fv1%2Fobject%2Fpublic%2Fhelp-center-media%2Fbeadvised%2Fcalendly-event-types-dashboard.png&w=3840&q=75)

All three session types ready

## Step 5: Set your weekly hours

Open [Availability](https://calendly.com/app/availability) and set the hours you actually want to take sessions. Add blocks per weekday with the plus button; remove them with the x. Changes save by themselves. Your connected calendar's busy times always win, so a dentist appointment on your calendar blocks that slot automatically.

![Setting your weekly hours](https://staging.bepreparedsolutions.co/_next/image?url=https%3A%2F%2Ffzyqrmrcsdoxzvdmlgom.supabase.co%2Fstorage%2Fv1%2Fobject%2Fpublic%2Fhelp-center-media%2Fbeadvised%2Fcalendly-availability.png&w=3840&q=75)

Setting your weekly hours

## Step 6: Match each session length on this page

Come back to your BePrepared consulting profile (this page) and find the Calendly card. Once your account shows as a member, each session length has a dropdown listing your event types of that exact length. Pick the one you created for 30, for 60, and for 90.

![The Calendly card with all three lengths matched](https://staging.bepreparedsolutions.co/_next/image?url=https%3A%2F%2Ffzyqrmrcsdoxzvdmlgom.supabase.co%2Fstorage%2Fv1%2Fobject%2Fpublic%2Fhelp-center-media%2Fbeadvised%2Fprofile-calendly-complete.png&w=3840&q=75)

1.  Connected means your invitation is accepted and your account is linked.
2.  One dropdown per session length. Pick the event type you created for that exact length.

The Calendly card with all three lengths matched

-   A length left blank means clients cannot book you for that length at all. Blank is fine if you genuinely do not offer it; otherwise map all three.
-   Save the profile when done.

## Step 7: Check that you are bookable

You are done when the Calendly card shows your account as Connected and all three lengths have an event type picked, like the picture above.

If something will not save, the fixes are almost always one of these:

-   "Runs N minutes, but this slot sells M." The event type length does not match the slot. Edit the event type's duration in Calendly, or pick the right one from the dropdown.
-   The dropdown does not show your new event type. Refresh this page; if it still misses, confirm the event type still appears on [your Scheduling page](https://calendly.com/event_types/user/me).
-   Bookings fail for clients even though everything looks mapped. Check the event type's location is Zoom (step 4), then ask the team to take a look.

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_Guidance here is general and cannot account for your circumstances. In an active emergency, official instructions from local authorities take precedence over anything published by BePrepared Solutions._