If you’re tired of copying Zoom links into calendar invites, you’re not alone. Whether you’re a freelancer, a recruiter, a small business owner, or just the go-to person for scheduling meetings, you want appointments that just work—no manual follow-up, no “where’s the link?” emails. This guide walks you through connecting Calendly to Zoom so your meeting invites handle themselves. No fluff, just what you need to get it done.
Why bother connecting Calendly and Zoom?
Let’s be real: manually managing meeting links is tedious. When Calendly and Zoom sync up, every new event you book on Calendly automatically creates a unique Zoom link and stuffs it right into the invite. Here’s what you get out of it:
- No more copy-pasting links (or worse, forgetting them)
- Less confusion for invitees—they get clear instructions and the right link every time
- Meetings are less likely to no-show because joining is dead simple
But before you jump in, know this: not every Calendly plan supports Zoom integration. Also, Zoom’s free plan has a 40-minute limit for group meetings. If that’s a dealbreaker, consider upgrading or using another video platform.
What you’ll need before you start
Don’t waste time halfway through when you’re missing access or permissions. Here’s what you actually need:
- A Calendly account (free plan is fine for basic Zoom integration)
- A Zoom account (free or paid)
- You must be the owner or admin of both accounts, or at least have permission to install integrations
- A desktop browser (integration is clunky on mobile)
If your company locks down app installs or your Zoom account is managed by IT, you might need admin approval.
Step 1: Sign in to Calendly and Zoom
It sounds obvious, but have both accounts open in separate browser tabs. You’ll be bouncing between them.
Pro tip: If you use multiple Google accounts, double-check you’re signed into the right one on both services. Mixing them up is a classic scheduling headache.
Step 2: Find Calendly’s Zoom integration settings
Calendly loves to hide its integrations behind a few clicks. Here’s the direct route:
- In Calendly, click your avatar or initials in the top right.
- Select ‘Integrations’ from the dropdown menu.
- Scroll or search for ‘Zoom’ in the list of available integrations.
You’re looking for something like “Zoom Video Conferencing.” If you don’t see it, your admin may have locked it down or your plan doesn’t support integrations. Double-check your permissions or ask support—it’s not worth banging your head against the wall here.
Step 3: Connect your Zoom account to Calendly
- Click ‘Connect’ or ‘Authorize’ next to the Zoom integration.
- Calendly will prompt you to authorize access to your Zoom account. You’ll probably see a Zoom login window (or it’ll use your existing login).
- Review the permissions Calendly is asking for. It needs to create meetings on your behalf, but not much else. If you’re uncomfortable, now’s the moment to bail.
- Click ‘Authorize’ (or ‘Allow’).
Calendly should confirm the connection with a green checkmark or something equally reassuring. If not, read the error message carefully. Common issues:
- You’re not an admin on Zoom and can’t install the app
- Zoom account is managed by your company and needs approval
- Browser pop-up blockers interfering—try disabling them for this step
Step 4: Set Zoom as your default video conferencing option
This is where most people stop short and wonder why they’re still getting Google Meet links (or worse, nothing at all).
- In Calendly, go to ‘Event Types’ (the main dashboard).
- Click to edit the event type you want to update (for example, “Intro Call” or “Consultation”).
- Scroll down to the ‘Location’ section.
- Click ‘Add Location’ or the current location field, then choose ‘Zoom’.
- Save your changes.
If you want Zoom on all your event types, you’ll have to repeat this for each one. There’s no “set default for all” button (yes, it’s annoying).
What about group events? If you schedule group meetings, the Zoom integration works the same way. Just remember Zoom’s free plan has that 40-minute cap for group calls. If you regularly run over, you’ll need to upgrade Zoom.
Step 5: Test your integration
Don’t skip this. Test it like you’re an invitee:
- Open your Calendly booking page in a private/incognito browser window.
- Book yourself a test meeting using one of the event types you set up with Zoom.
- Check your inbox for the confirmation email.
You should see a unique Zoom link in the invite, not a generic “Join here” or placeholder. Click it to make sure it really does start a new Zoom meeting.
If you don’t see a Zoom link:
- Double-check you set the event location to Zoom (not “Ask invitee” or “Custom”)
- Make sure your Zoom account is still connected in Calendly’s integrations settings
- Sometimes it’s just browser cache weirdness—try logging out and back in
Common headaches (and how to fix them)
No integration is perfect. Here are the real-world issues people run into:
“Zoom isn’t showing up as a location option”
- Your Zoom account got disconnected (check Integrations)
- Your Calendly plan or company admin is blocking it
- Try disconnecting and reconnecting the integration
“Meetings are created in the wrong Zoom account”
- You connected a personal account instead of your work one. Disconnect and reconnect with the right Zoom login.
“I’m getting duplicate meetings or calendar spam”
- If you use multiple scheduling apps or syncs (like Google Calendar + Outlook), sometimes events stack up. Stick to one workflow if you can.
“My Zoom links are generic or not unique”
- Make sure you’re not reusing a ‘Personal Meeting Room’ in Zoom. Each Calendly booking should create a fresh link.
Pro tips, caveats, and what to ignore
- You can connect other video platforms (like Google Meet or Microsoft Teams), but only one can be the default per event type.
- Zoom’s free plan is fine for 1:1s but will cut off group calls at 40 minutes. Don’t get caught mid-pitch.
- Calendly’s free plan supports Zoom, but for team-wide or advanced workflows, you’ll need a paid tier.
- Ignore “Zapier” or third-party workarounds unless your setup is super custom. For most people, the direct integration is simpler and more reliable.
Wrapping up: Keep it simple, tweak as needed
You don’t need a 10-step automation pipeline—just a solid connection between Calendly and Zoom so people get the right links, every time. Start with one event type, test it, and build from there. If something breaks, it’s usually a permissions issue or a stray setting. Don’t overthink it. Get the basics working, and refine as you go.
Happy scheduling. May your meetings start on time, with fewer “where’s the link?” emails.