How to schedule with Callie over email

Callie is Calendly's AI assistant. Add Callie to an email, forward an email thread to Callie, or email Callie directly to find a meeting time quickly. You don't need special formats or templates. Just write naturally, the way you'd talk to a real assistant.

Before you begin

Callie works with the email account you use to log in to Calendly. Send from that email so Callie recognizes and responds to you. This means:

• Shared mailboxes won't work with Callie.
• You'll need to send from the same email each time.

You'll need:

• A Calendly account with a one-on-one event type set up
• Default event type settings configured. Callie uses these when you don't specify other details.

Callie vs. a scheduling link

Both Callie and scheduling links save you time. Choose based on your situation.

Callie works best for one-on-one meetings when you're emailing your invitee. Scheduling links work best for meetings with multiple hosts, group scheduling, or team coordination.

Schedule with Callie over email

To schedule with Callie over email, email Callie directly, forward an email thread to Callie, or add Callie to an existing email thread and describe what you need. Callie replies with your available times. Your invitee selects a time, and Callie schedules the meeting.

Step 1 – Add Callie to an email

Open a new email, forward an email thread, or reply to an existing message. In the To or CC field of the address bar, add callie@calendly.com. Callie does not work in the BCC field.

Step 2 – Tell Callie what you need

Write your message naturally. Callie understands many ways to ask for a meeting:

• "Can we find 30 minutes next week?"
• "Grab time Thursday or Friday afternoon"
• "Schedule a call before the end of the month"

You don't need to be specific. Callie uses your default meeting settings if you don't say otherwise.

Step 3 – Add details if you want to (optional)

You can include extra information to make the meeting more specific:

If you don't add these details, Callie uses your default settings.

Watch how to find times within a specific window

Step 4 – Send your email

Callie responds within 1 minute with available times. You'll see up to 3 days of availability, with up to 5 time slots each day. The times are based on your calendar and your preferences.

Step 5 – Review and select a time

Callie sends available options to your email recipient. If both you and the person you're meeting with use Calendly, times when you're both free show a green dot.

If they need more options, there is a link to view additional times.

If your event type asks booking questions, they'll need to select the link to answer them before confirming.

Step 6 – Confirm the meeting

Once a day and time are decided, Callie sends the meeting invite to everyone. The meeting appears on your calendars right away.

Change details for a single meeting

You don't need to update your Event Type settings to change one meeting. Just tell Callie in your email:

• "Make it a 15-minute call"
• "Switch this one to Google Meet"
• "Share times for Tuesday or Wednesday evening, 6 to 9 p.m."
• "Show availability this Saturday morning"

Callie asks for your approval before making any changes. Nothing updates without your confirmation.

Watch how it works

What happens after you book

Once Callie books your meeting, the email thread stays open. The person you're meeting with can reply to reschedule or request changes anytime.

What your invitee sees

The person you're meeting with gets a clear message that Callie is an AI assistant, not a person. They see:

• Available times listed in the email
• A green dot next to times when you're both free (if you both use Calendly)
• Options to:
• Reply with their preferred time
• Select a time from the options shown
• Select a link to view more available times

Before confirming, they'll answer any booking questions and provide a phone number if your Event Type requires one.

Advanced features

Show times in your invitee's time zone

If the person you're meeting with has used Calendly before, Callie may already know their time zone. Callie can show times in their local time automatically.

You can also request this directly: "Share times with Julia in Beijing time."

Watch how it works

See mutual availability at a glance

If the person you're meeting with also uses Calendly, Callie detects this. Times when you're both free show a green dot in the email.

You can turn this off in your Callie settings if you prefer.

Watch how it works

Book a meeting instantly

If you already know when you want to meet, ask Callie to book it right away:

"Callie, book a meeting with Julia at 5 p.m. next Wednesday."

Callie sends invites to both of you. Your calendars update right away.

Where can I share feedback?

Click Report an Issue or Give Feedback at the bottom of any email generated by Callie.