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Getting Started with CalendarHero

CalendarHero is AI-powered scheduling software that automates meeting scheduling so you can focus on work that matters. Connect your calendar, set up your meeting preferences, and let your assistant handle the back-and-forth of booking meetings — via your website, email, or chat.

Getting started checklist​

  1. Connect your calendar: Sign up with Google or Microsoft to link your calendar
  2. Complete Smart Set-Up: Review your availability, meeting types, and notification settings
  3. Customize your meeting types: Configure how each type of meeting is offered and booked
  4. Schedule your first meeting: Use the web scheduler, a scheduling link, or your chat assistant
  5. Connect your apps: Add integrations for video, CRM, ATS, chat platforms, and more

Step 1: Connect your calendar​

CalendarHero requires a connected calendar to check your availability and book meetings. When you sign up with Google or Microsoft, your primary calendar is connected automatically.

How to connect your calendar​

  1. Go to calendarhero.com/start and sign up with your Google or Microsoft account
  2. Authorize CalendarHero to access your calendar
  3. Your primary calendar is now connected and set as your default booking calendar

You can add additional calendars (including iCloud and Microsoft Exchange) at any time from the Integration Directory → Calendars. Additional calendars are used to check availability only — your default calendar is where meetings are booked.

See Managing Calendars for more detail.

Back to checklist

Step 2: Complete Smart Set-Up​

When you first sign up, CalendarHero walks you through a 3-step Smart Set-Up to configure your availability, review your meeting types, and choose how you'd like to receive notifications. All of these settings can be updated later.

How to complete Smart Set-Up​

  1. After signing up, follow the on-screen Smart Set-Up prompts
  2. Set your working hours and availability window
  3. Review your default meeting types and adjust as needed
  4. Choose your preferred notification platform (email, Slack, Teams, etc.)

If you skipped Smart Set-Up or want to revisit your settings, go to General Meeting Settings.

Back to checklist

Step 3: Customize your meeting types​

Meeting types are templates that control how each kind of meeting is scheduled — duration, availability, location, video conferencing, invitee questions, and more. CalendarHero includes several pre-configured types (such as Call, Coffee, and Interview) that you can customize or add to.

How to customize a meeting type​

  1. Go to Meeting Types
  2. Click on any meeting type to edit it
  3. Adjust the duration, availability window, location, video provider, and any other settings
  4. Save your changes — the scheduling link for that meeting type updates automatically

Each meeting type has its own personal scheduling link. Share it so invitees can self-book based on your real-time availability.

See Meeting Types for full details.

Back to checklist

Step 4: Schedule your first meeting​

CalendarHero offers several ways to schedule meetings. Choose the method that works best for you.

How to schedule a meeting​

Using the web scheduler:

  1. Go to app.calendarhero.com and click Schedule a Meeting
  2. Add your invitees, select a meeting type, and customize any details
  3. Click Send Invite — your assistant sends the invitation and handles follow-up automatically

Using your personal scheduling link:

  1. Go to your Meeting Dashboard and copy any meeting type link
  2. Share it in an email, your email signature, or on your website
  3. Invitees pick a time from your available slots — no back-and-forth required

Using the chat assistant:

  1. Open your connected chat platform (Slack, Teams, etc.)
  2. Send your assistant a message like "Book a call with Sarah next week"
  3. Your assistant confirms the details and sends the invite

See Schedule for the full scheduling guide.

Back to checklist

Step 5: Connect your apps​

CalendarHero integrates with 70+ apps so your assistant can generate video links, sync contacts from your CRM or ATS, search files, and more.

How to add an integration​

  1. Go to the Integration Directory
  2. Select a category or search for the app you want to add
  3. Click Add and follow the authorization steps

Recommended integrations to set up first:

  • Video conferencing (Zoom, Google Meet, Webex) — auto-generate unique meeting links
  • Chat platform (Slack, Microsoft Teams) — use your assistant via natural language in chat
  • CRM or ATS — sync contacts and automatically log meetings
  • Email plugin (Gmail add-on or Outlook plugin) — schedule without leaving your inbox

See Integrations for the full list and setup guides.

Back to checklist

What you can do with CalendarHero​

Beyond scheduling, CalendarHero's assistant can help you with:

  • Morning and meeting briefings — receive a daily summary of your schedule and a pre-meeting briefing with CRM or ATS details before each meeting
  • Reminders — ask your assistant to remind you about anything at a specific time, including recurring reminders
  • People insights — ask "Who is [name]?" to get contact information, LinkedIn data, and CRM or ATS details before a meeting
  • Warm introductions — ask your assistant to find the right person in your network to introduce you to a contact
  • Calendar queries — ask your assistant what meetings you have today, when you're next free, or what's coming up this week
  • Unified Search — search across Google Drive, Dropbox, Slack, your CRM, and more from one place
  • Knowledge Base — connect a help desk (Zendesk, Freshdesk, ServiceNow) so your assistant can answer common questions in chat

Frequently asked questions​

What is the Meeting Dashboard?

When you log in to CalendarHero, you're taken to the Meetings Dashboard. It shows your pinned meeting types with shortcuts to copy your scheduling link or start a new meeting request. You can pin up to 3 meeting types. The dashboard also shows active meeting requests and reminders under In the Works, and today's upcoming meetings under Today's Meetings.

What is the primary booking link?

Every CalendarHero account includes a default primary booking link that is tied to your account and cannot be deleted. If you don't want to use it, you can ignore it and pin other meeting types to the dashboard. All other meeting type links you create can be deleted via Edit → Delete.

How much does CalendarHero cost?

CalendarHero offers a free Basic plan with some limitations. The Professional plan includes unlimited meeting scheduling, custom meeting types, people insights, document generation, knowledge base, and 60+ integrations. The Team plan adds user management, org-wide settings, shared availability (Round Robin, Collective), and room booking. Visit the CalendarHero pricing page for current plan details.

Why do I have to sign up with Google or Microsoft?

CalendarHero requires calendar access to check your availability and book meetings on your behalf. Signing in with Google or Microsoft lets it connect directly to your calendar without storing your password. After registering, you can add additional calendars — including iCloud and Microsoft Exchange — from the Integration Directory.

If you plan to use a Team plan, register with a work email address (not @gmail.com or @outlook.com) — Team plans are tied to your organization's domain.

Why does the assistant ask everyone on my Slack team to register?

CalendarHero works from each user's own calendar and contacts. Every team member needs to register and authorize their own account before the assistant can schedule meetings on their behalf.

Is my data secure?

Yes. Sensitive data is stored encrypted with AES-256. Google and Microsoft accounts are connected via OAuth2 — no passwords are stored. All access to the app is secured with TLS (HTTPS).

CalendarHero runs on Amazon Web Services with active monitoring, full system logging, and physical security certifications including AICPA SysTrust and ISO 27001. Regular penetration tests are performed by TrustWave. CalendarHero is GDPR compliant — manage your data at gdpr.calendarhero.com. For more detail, see Enterprise Security.

What languages does CalendarHero support?

The web app is in English. The invitee scheduling page and notification emails support English, Spanish, Portuguese, French, German, and Swedish. The chat assistant understands messages in most languages but responds in English, Spanish, French, and Portuguese.