> For the complete documentation index, see [llms.txt](https://docs.rubica.au/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.rubica.au/workflow/booking-a-meeting-via-calendly.md).

# Booking a Meeting via Calendly

## Booking a Meeting via Calendly

Every Job has a **Calendly** tab (alongside Checklists, File Notes, Tasks, Emails, and Linked Accounts) that embeds the adviser's live Calendly scheduling page right inside the record — pre-filled with the client's name, email, and (for a couple) their partner as a guest. There's nothing to configure per booking; it's built automatically from the Job's linked household.

#### 📍 Where to find it

Open any Job and click the **Calendly** tab. You'll see a line like *"{Adviser}'s Calendly — also inviting {email}"* above the embedded scheduler — that's confirming who's being pulled in before the client even picks a time.

The wider workflow around it still runs through the Job's checklist for that stage (e.g. a **Review Workflow** job at the **Review offer sent** stage uses the **Review Booking** checklist):

* **Send Calendly booking link email to household** — point the client to the Calendly tab (or share the link), based on their preferred meeting method (phone, Teams, or office).
* **If no booking within 7 days: call client and record phone call file note** — the fallback if the client hasn't booked themselves.
* **Book appointment via Calendly and record in adviser Outlook calendar** — once booked, confirm the appointment is in your Outlook calendar and save a copy of the confirmation email to the client's job.

#### 🔗 Where your Calendly link comes from

Each adviser has their own Calendly link set up as a **Scheduling Link** (**Settings → Scheduling Links**), tagged with a meeting type (e.g. Review Appointment) and marked as your default link. The Calendly tab looks up the Job owner's active Calendly link automatically — you don't paste anything in yourself.

{% hint style="info" %}
If you don't have a Scheduling Link set up yet, ask your admin to create one for you — see **Settings → Scheduling Links → New**. Without one, the Calendly tab will show an error telling you exactly that.
{% endhint %}

#### 👥 Single clients vs. couples

The Calendly tab resolves invitees from the Job's linked household automatically:

* **Single client household** — that person is the invitee. No guests are added.
* **Couple household** — both partners are set up as members of the same household. Whichever one is flagged as the **primary contact** becomes the main invitee (their name and email pre-fill the booking form); their partner is automatically added as a Calendly **guest**, so both end up invited to the same booking without any extra step. The line above the embedded scheduler (*"also inviting …"*) is exactly this guest being added.

This follows directly from how many people are set up under that household and who's flagged primary — it isn't something you configure per booking.

{% hint style="warning" %}
A household member only gets pulled in as an invitee or guest if they have an email address on file. If someone's missing from the invite, check their **Email** field on their contact record first.
{% endhint %}