Maximizing your time with Cal.com's scheduling software
Your time is valuable, Cal.com understand that, and our scheduling software has been built to reflect it. Using Cal.com means that you have access to advanced tools that make it easy to meet by increasing efficiency and simplifying collaboration. We know that there are many calendar scheduling tools that you can choose from; but, not all of them are of the same caliber.
Simple strategies for efficient time management
Cal.com comes with a wide variety of built-in features to help you make the most of your time. This includes everything from automatic time zone calculation to weighted round-robin scheduling for enterprises.
In this article, we're going to focus on tools that Cal.com account holders can use to reduce no-shows. These are tips that have been designed to be accessible and easy to execute. None of the features that we’ll be outlining require an Organization or Enterprise subscription. This means that most of these tips can be implemented by free users, and all of these tips work for Team accounts.
1) Boost attendance with automated email reminders
All Cal.com users have access to our automated workflows. This is a tool that you can use to set up automated reminders via email. These emails are controlled by triggers. Triggers can be time-based or logic-based.
For example, you can have a trigger that's set for 3 hours before a meeting starts or when an event is booked. This trigger can send an email to either remind attendees about an upcoming meeting, or it can contain the details of your cancellation policy.
Once you've created a workflow, you can connect it to as many bookable events as you need. One thing to keep in mind is that there's no limit to how many workflows you can create. Setting up a workflow that sends an automated reminders or terms is an easy way to combat confusion and absent-mindedness.
2) Leverage text message reminders for improved punctuality
Often, when people miss an appointment, it's a matter of mishap not malice. The attendee might think that the meeting is happening next Friday, not this Friday. An easy way to help reduce the likelihood of this sort of misunderstanding is by using text-based reminders. This is a feature that can be found within Cal.com workflows, but it's only available to users with paid subscriptions.
If you have a Team, Organization, Enterprise, or Platform account, you'll be able to set up workflows that send reminders straight to the attendee's phone number or WhatsApp account. This is a great option, especially if you're collaborating with people who are frequently on the go and prefer short-form communication like texting instead of email.
3) Implement no-show fees to value your time
All Cal.com account holders have access to advanced monetization options. This means you can connect your Cal.com account to Stripe, PayPal, or Alby. Setting up a payment gateway does more than simply take the awkwardness out of charging for your time. You can also implement no-show fees if you choose Stripe as your payment processor.
No-show fees are a straightforward way of communicating your awareness that time is valuable and should be respected. You get to decide how much the no-show fee is. It could be $10, $50, or $100. The funds will be authorized or put on hold but not actually charged to a card unless you confirm that the meeting attendee failed to show up.
4) Utilize meeting descriptions for clear cancellation policies
Cal.com events are extremely customizable. Everything from booking limits to third-party integrations can be controlled on a per-meeting-type basis. However, with so many advanced customization options, sometimes users don't take advantage of the simplest ones.
Every Cal.com event has a customizable event description section that supports links. You can use this to include a link to your personal cancellation policy. Adding this link to the event description is a great way of letting potential bookers know that there are certain standards in regards to behavior and consequences.
5) Customize booking fields to reinforce attendance expectations
Being able to tailor your scheduling environment is important. This is why Cal.com makes it easy for users to customize their booking questions. This is something that can be done by accessing the Advanced tab within your event-level settings. Something not everyone realizes is that you can use your booking questions to reduce no-shows.
The way that you do this is by adding a booking question like any of the following:
Have you read the cancellation policy?
Are you aware of the no-show fee?
Can you give 24 hours' notice for cancellations?
These straightforward questions help by achieving two things. First, they provide a moment of reflection so that bookers can actually register that they're entering into a social compact. Second, they let meeting attendees know that if they fail to practice basic courtesy, there will be reasonable consequences.
Using one or more of the tips outlined in this article will save you time and energy. However, that's not all it will do. It's sad to say, but culturally, many people can be permissive when it comes to appreciating the time-based investments that others make. When you set healthy boundaries around time, you're not just helping yourself, you're doing a public service. Showing that you respect your time helps others learn how to respect theirs. This is an easy way to start a positive chain reaction that slowly but surely can help to increase both personal freedom and social accountability.
If Cal.com has helped you in any way and you found this article enjoyable or would like to share some best practices, please reach out to us on X/Twitter. Thanks as always for reading, and happy scheduling!
