Automating Scheduling, Payments, and Intake with Calendly

Welcome to the Course

In this introduction and course preview, Brendan welcomes you to Set It and Forget It and shares how this course will help you automate key parts of your client booking process. Whether you're overwhelmed by scheduling, lost intake forms, or chasing payments, this course is designed to streamline your workflow using the platform Calendly. You'll get a clear sense of the journey ahead—from setting up custom event types to integrating payment and video call platforms. The goal? To turn Calendly into your behind-the-scenes assistant that keeps your calendar clean, your clients informed, and your time focused on healing work.

In this foundational module, you’ll create your first event type in Calendly—whether it’s a 1:1 coaching session or something else entirely. Brendan walks you through setting your availability, adding buffer time, customizing booking preferences, and enabling reminders and follow-ups. You'll also learn how to connect Zoom or Google Meet so that your meeting links are automatically included in calendar invites. By the end of this lesson, you’ll have a fully functional appointment type ready to use and know how to easily duplicate it for other services or session lengths.

This module walks you through how to get paid before your sessions even start by enabling direct payment collection in Calendly. Brendan demonstrates how to:

• integrate PayPal (or Stripe) with your account

• set pricing for your services, and

• preview the client booking experience.

You’ll also learn a simple mindset tip: asking for payment upfront often reduces no-shows and reinforces the value of your time. By the end of this lesson, you’ll be set up to receive payments automatically as part of your scheduling flow.

This module guides you through setting up custom intake questions in Calendly so you can collect important client details—like injury history, goals, or prior experience—right at the time of booking.

Brendan walks you through different question types (text fields, checkboxes, dropdowns, and more), and offers tips on keeping your form brief and effective. You’ll also learn how to link to external forms, like Google Forms or an EHR system, if needed.

By the end, you’ll know exactly how to build a lightweight but powerful intake flow tailored to your services.

In this module, Brendan shows you how to sync Calendly with your existing calendars—Google, Apple, or Outlook—so your availability always reflects your real schedule. You’ll learn how to:

• connect multiple calendar accounts

• choose which calendars Calendly should check for conflicts, and

• select which one it should add new events to.

Once synced, any existing appointments, travel, or personal time you’ve blocked off will prevent double-bookings automatically. It also ensures your meeting links (like Zoom or Google Meet) are included directly in your calendar for easy access.

This short module walks you through how to add your personal or business branding to Calendly. Brendan shows you how to:

• Update your scheduling link to reflect your name or business,

• Upload your logo so it appears on all booking pages

• Remove the default Calendly branding (available on the Standard plan and above) to create a more polished and professional experience for your clients.

These small touches help ensure that even your scheduling pages reflect the quality of your work.

In this final module, Brendan shows you how to:

• Make your booking link easy for clients to access—whether you’re sharing it directly, embedding it into emails, or adding it to your website

• Embed Calendly on a webpage using clean, branded formatting that matches your site’s colors and layout.

Brendan also walks you through a simple test process to confirm that everything—from payment to intake questions—is working correctly.

Keep in mind that you can also add your scheduling link to your email signature or marketing emails so clients can book with ease anytime.

You’ve made it!

In this final segment, Brendan recaps all you’ve accomplished—setting up a streamlined, professional system in Calendly that takes care of scheduling, payments, intake, reminders, and calendar syncing. You now have a workflow that saves you time and improves your client experience.

If you're ready to refine your setup, explore deeper automations, or want hands-on help, you're invited to reach out directly for 1:1 support.

Congrats on finishing the course! ???