How To Share Calendly Across Teams

Calendly is great for booking, but sharing it across teams often means scattered links, stale instructions, and no signal on who engaged. This guide shows how to share Calendly across teams with Send, so people get instant answers via AI, and you see who viewed, what they cared about, and when to follow up.

When this is useful

Before we dive into the steps, here’s where this helps most.

You want a single, always‑current scheduling hub for sales, success, or recruiting.
You need to steer teammates and prospects to the right event type without long explanations.
You care about visibility: who opened the link, which questions they had, and whether they booked.
You want to compress cycles by letting people self‑serve answers 24/7 with AI, not back‑and‑forth email.

Step‑by‑step

In this section, you’ll add your Calendly page to Send, guide people with Suggested Questions, and share a single link that’s tracked and controlled. The setup takes minutes.

1. Add your Calendly page to Send

Install Send’s Chrome extension from send.co. The blue “Add to Send” button will appear on supported sites.
Open your Calendly booking page or a specific event type. Click the “Add to Send” button. A Send tab opens with Calendly embedded.
Alternatively, open the Send app, click New Document, and paste your Calendly URL. Send will load it the same way.
Rename the document if needed so teammates recognize its purpose, like “Team Scheduling Hub” or “Sales Calendly.”

Why this matters: instead of pasting Calendly links in scattered channels, you centralize them under one Send link that includes AI chat and analytics.

2. Add AI and Suggested Questions to steer people

In Send, enable AI Chat. It reads the page and answers questions about your scheduling process.
Add Suggested Questions to nudge quick actions and reduce confusion: 1) “Which meeting should I pick?” 2)“What’s the agenda and who should join?” 3) “How do we reschedule?” 4) “Do you support multiple time zones?”
If you need AI to answer beyond the Calendly page (for example, pricing policies, support SLAs, or a direct booking fallback), attach an AI Profile. In the profile, instruct the AI to surface your preferred links on demand, like a case studies page or an alternative calendar URL for VIPs.
Place a short notice at the top of your Send document: “There’s an AI chat on the right—ask anything.” Engagement rises when people know they can self‑serve.

Why this matters: with AI and Suggested Questions, people get to the next step faster without waiting on a reply. You save time, and the right meeting gets booked.

Click Share and configure the viewer gate. Require name and email if you want to know who’s visiting before they see the page. Require phone if qualification matters.
For sensitive contexts, disable download or print. While Calendly itself is interactive, you may add internal guidance next to it that you do not want copied around.
Create a personalized link with a custom slug when you already know the recipient (for example, /acme‑scheduling). This avoids forms while keeping identity clear.
Copy the Send link and post it to Slack channels, onboarding docs, offer packets, or email sequences. Call out that there’s AI chat inside.
Watch your Activity feed and email notifications. You’ll see who viewed, from where, on what device, how long they engaged, and the questions they asked the AI. Turn on webhooks to push “document open” or “any link open” events into your CRM or tools like Zapier, Make, and Clay.

Why this matters: one link replaces many and stays up‑to‑date. You keep signal on who engaged and which teams still need a nudge.

Why this is faster with Send

This section explains how Send reduces friction and increases signal.

AI answers questions right away, so people choose the right meeting without Slack threads or email back‑and‑forth.
Suggested Questions guide attention to what you care about: booking criteria, agenda, expectations, rescheduling rules, and next steps.
Analytics show who viewed, where they came from, device, time on page, and AI chat logs. For PDFs, you also get page‑level time. You arrive to calls knowing what they read and what caught their attention.
Permissions, viewer gates, and replace‑file controls keep the shared link clean and current. If you add a scheduling policy PDF later, replace it under the same URL without resending.
Compared to traditional link‑sharing or DocSend, Send adds AI steering plus deeper engagement signal, which shortens cycles and removes confusion.

Troubleshooting & tips

Here are common blockers and how to fix them before they slow you down.

People don’t notice AI chat

Add a sentence in your message or at the top of the document: “Ask the AI anything on the right.” Consider adding two or three Suggested Questions that match typical confusion.

Viewers ask about topics beyond Calendly

Attach an AI Profile. Teach it to surface your policy pages, case studies, and the booking fallback link when asked. The profile keeps answers consistent across documents.

You need strict control for internal guidance

Turn on the viewer gate and disable download/print. Use a personalized link for known teams to skip the gate while retaining identity.

Links or event types change

Replace the file or update the embedded URL under the same Send link. Your recipients keep using the same URL.

You need CRM updates and alerts

Use webhooks for “document open” or “any link open.” Pipe them into Zapier, Make, or Clay to create or update contacts, add activity, notify a channel, or trigger sequences.

Integrations & automation

You may want to push activity to the tools your teams already use. Here’s how this section fits into a typical stack.

CRM enrichment

When a document opens, trigger a webhook to create or update the contact and log the view. If someone clicks your alt calendar link, fire “any link open” to score interest and route them.

Slack alerts

Send an alert to your team’s scheduling channel when key accounts engage. Include the viewer’s name, location, and the Suggested Questions they used.

Sequences

After a view, enroll the contact into a follow‑up sequence with a reminder to book, tailored by the AI questions they asked.

Data tools

Send events into Clay for deduping and enrichment, then back to CRM so owners know who to prioritize.

Privacy & controls

This section covers the sharing and safety knobs that keep your scheduling hub tidy.

Viewer gates

Require name, email, and optionally phone before viewing. Hide the content until submitted if you need identity confirmed upfront.

Disable download/print

Use for sensitive guidance around your Calendly page. Keep the message controlled while the booking remains easy.

Personalized links

Create a custom slug when you already know the team or recipient. Identity is clear without forms and the URL looks professional.

Replace files, keep the link

If you attach a one‑pager or PDF policies next to Calendly, you can replace the file later without changing the link. Analytics continue under the same URL.

FAQ

This section answers common questions quickly so you can move forward.

How does Send speed up scheduling across teams?

People get answers immediately via AI instead of waiting for a reply. Suggested Questions steer them to the right meeting, and you see who engaged, so follow‑ups are timely.

Can I require name or email before viewing?

Yes. Turn on the viewer gate and choose the required fields. You can also hide the content until they submit.

Can I replace a file without changing the link?

Yes. Replace files under the same Send link so you never resend URLs and analytics stay continuous.

What analytics do I get?

You’ll see provided viewer info, location, device, time viewed, and AI chat questions. For PDFs attached alongside Calendly, you also see page‑level time.

What plans and prices are available?

Send offers a $29 per month plan, and a $99 per month tier with multiple seats and more features.

Try Send to share Calendly across teams with AI answers and full tracking—start at Send.co.