Calendly SMS Reminders: Complete 2025 Setup Guide (Native, Zapier, and Third-Party Options)

Here's the frustrating reality: Calendly is one of the most popular scheduling tools on the planet, but SMS reminders aren't available on the free plan—and even paid plans have limitations that catch users by surprise.

If you've spent time setting up beautiful booking pages only to realize your customers aren't getting text reminders (and your no-show rate proves it), you're not alone. Calendly's email notifications work great, but SMS has a 98% open rate compared to email's 20-30%. That difference matters when you're losing $500, $2,000, or $10,000+ monthly to missed appointments.

The good news: you have multiple options to add SMS reminders to Calendly, from native workflows (if you're on the right plan) to third-party integrations that work with any Calendly tier. I've tested them all, and I'm going to show you exactly what works, what costs what, and which setup makes sense for your situation.

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Calendly's Native SMS Capabilities (2025 Status)

Calendly does not offer SMS reminders on Free, Essentials, or Professional plans. SMS notifications are available exclusively through Calendly Workflows, which requires a Teams plan ($16/seat/month, 3-seat minimum = $48/month) or Enterprise plan (custom pricing, typically $1,000+/month).

Even on Teams/Enterprise plans, SMS is not automatic—you must configure Workflows manually, and SMS delivery costs extra through Calendly's partner network (typically $0.03-$0.05 per message).

What Calendly Does Include (All Plans)

• Email confirmation immediately after booking
• Email reminders 24 hours before the event (configurable)
• Calendar invites (.ics files) with notifications
• Webhook support for custom integrations (Professional+ plans)

According to Calendly's official documentation, SMS reminders were introduced in 2022 for Teams customers, but many users report confusion about pricing and limitations.

Why Email Reminders Aren't Enough

Email open rates for appointment reminders average 20-30%, and many emails land in spam or promotional tabs. SMS delivers a 98% open rate within 3 minutes, according to research from the National Institutes of Health. For time-sensitive appointments, SMS significantly reduces no-shows.

For a broader comparison of channels, see our guide on email vs SMS reminders.

Method 1: Calendly Workflows (Teams/Enterprise Plans Only)

If you're already on a Calendly Teams or Enterprise plan, Workflows is the most integrated option for SMS reminders. You build automation rules directly in Calendly without third-party tools.

What Calendly Workflows Can Do

• Send SMS reminders at custom intervals (e.g., 72 hours, 24 hours, 2 hours before)
• Trigger confirmation texts immediately after booking
• Send follow-up messages after the appointment
• Customize message templates with merge fields (name, date, time, location)
• Apply workflows to specific event types or all events

Workflows Limitations

• Plan requirement: Teams ($48/month minimum) or Enterprise only
• Per-message costs: SMS delivery charged separately (~$0.03-$0.05 each)
• One-way messaging: Customers can't reply to reschedule or cancel (Workflows doesn't process replies)
• Character limits: SMS templates limited to 160 characters (longer messages split and cost more)
• Limited international support: Primarily US and Canada (check current docs for updates)

Setting Up SMS Workflows in Calendly

Prerequisites: Active Calendly Teams or Enterprise account, admin permissions, SMS credits purchased or billing enabled.

Step 1: Log into Calendly, navigate to Account > Workflows in the left sidebar.

Step 2: Click New Workflow. Choose trigger: "When an event is scheduled" (for reminders) or "When an event is completed" (for follow-ups).

Step 3: Set the timing: "24 hours before event start" or custom interval. For multiple reminders, create separate workflows (e.g., one for T-72h, one for T-24h).

Step 4: Click Add Action > Send SMS. Enter message template with merge fields: "Hi {invitee_name}, reminder for your {event_type} on {event_date} at {event_time}. Looking forward to it!"

Step 5: Select which event types to apply the workflow to (specific events or all).

Step 6: Save and activate. Calendly will display estimated SMS costs based on your booking volume.

Step 7: Test with a dummy booking. Book an appointment 30 minutes out, set the workflow to trigger "5 minutes before," and verify the SMS delivers to your test number.

Workflows Pricing Breakdown

Calendly Teams: $16/seat/month, 3-seat minimum = $48/month base + SMS costs

SMS delivery: ~$0.03-$0.05 per message (billed monthly, volume discounts unclear)

Example monthly cost: 200 appointments × 2 SMS each × $0.04 = $16 SMS + $48 plan = $64 total

Comparison: Using a standalone SMS service costs $29-$79/month for similar volume without requiring a Calendly plan upgrade. If you're already on Teams for other features (routing, Salesforce integration, etc.), Workflows makes sense. If you're upgrading just for SMS, third-party integrations are more cost-effective.

Method 2: Zapier + SMS Service (Works with All Calendly Plans)

Zapier connects Calendly to any SMS platform, letting you trigger texts from bookings even on Calendly's free plan. This is the most popular workaround for users who don't need Teams features.

How the Zapier Method Works

1. Zapier monitors your Calendly account for new bookings (trigger)
2. When an event is scheduled, Zapier pulls the invitee's phone number and event details
3. Zapier sends that data to your SMS service (Twilio, SimpleTexting, etc.)
4. The SMS service delivers the reminder text to the invitee

Required Tools and Costs

• Calendly: Any plan (Free works)
• Zapier: Starter plan ($19.99/month for 750 tasks) or Professional ($49/month for 2,000 tasks). Each booking = 1 task; each reminder = 1 task.
• SMS service: Twilio ($0.0079/SMS), SimpleTexting ($29/mo for 500 msgs), or SmartSMSSolutions ($29/mo + per-message)

Total monthly cost: $19.99 Zapier + $29 SMS service = ~$49/month for 200 appointments with 2 reminders each (400 tasks, 400 SMS)

Step-by-Step: Calendly + SMS via Zapier

This setup works with any SMS service. I'll use SimpleTexting as the example since it's beginner-friendly.

Phase 1: Prepare Calendly (10 minutes)

Add phone number field to booking form:

• Go to your Event Type (e.g., "30-Minute Consultation")
• Click Edit > Invitee Questions
• Click Add New Question > Phone Number
• Mark as Required
• Save changes

Phase 2: Set Up Your SMS Service (15 minutes)

Sign up for SimpleTexting:

• Go to simpletexting.com and start free trial (500 messages, 14 days)
• Verify your identity and business details
• Get a phone number (Dashboard > Get a Number)
• Copy your API key (Settings > API Keys)

Phase 3: Build the Zap (20 minutes)

Create the automation:

• Log into Zapier, click Create Zap
• Trigger: Search "Calendly" > Select "Invitee Created"
• Connect your Calendly account and test trigger
• Action: Search "SimpleTexting" > Select "Send SMS"
• Connect SimpleTexting with your API key
• To: Map to Calendly field "Phone Number"
• Message: "Hi {{Invitee Name}}, reminder for your {{Event Name}} on {{Event Start Date}} at {{Event Start Time}}. Looking forward to it! Reply STOP to opt out."
• Use Zapier's merge fields to populate the brackets
• Test the action and turn on the Zap

Adding Delayed Reminders (T-24h, T-2h)

For reminders sent later (not immediately), add a Delay step:

• Between the Calendly trigger and SMS action, add Delay by Zapier
• Choose "Delay Until" > Set formula: "Event Start Time - 24 hours"
• Zapier will wait and send the SMS at the calculated time

For multiple reminders (T-72h and T-24h), create separate Zaps with different delay settings.

Alternative SMS Services for Zapier

If SimpleTexting doesn't fit your needs, try:

• Twilio: Lowest per-message cost ($0.0079), requires technical setup
• Textedly: Easy setup, $24/mo (500 msgs), good UI
• SmartSMSSolutions: HIPAA-ready, international SMS, competitive pricing
• EZ Texting: Compliance tools, templates, $25/mo (500 msgs)

For a full comparison of SMS platforms, see our guide on text reminder services for business.

Method 3: Third-Party SMS Integrations and Apps

Several services offer direct Calendly integrations without Zapier as a middleman. These are simpler to set up but often more expensive per appointment.

SmartSMSSolutions

Integrates with Calendly via Zapier or webhook. HIPAA-compliant for healthcare users. Flexible pricing: $29/month + per-message or custom plans. Strong international support. Start free trial here.

Acuity Scheduling (Squarespace)

If you're open to switching from Calendly, Acuity includes SMS reminders on paid plans starting at $16/month. Setup is native, no Zapier needed. See platform comparison in our appointment reminder apps guide.

Text Request

SMS platform with Calendly integration via webhook. $99/month base + $0.03/message. Includes two-way messaging, but expensive for small businesses.

Podium

All-in-one platform: SMS, reviews, payments, webchat. Calendly integration via Zapier. $289/month minimum. Overkill if you only need reminders, but powerful for multi-location businesses.

When to Choose Third-Party Integrations

Consider direct integrations if:

• You need two-way messaging (confirm/cancel replies)
• HIPAA compliance is required (healthcare)
• You send 500+ reminders monthly (volume pricing is better)
• You want advanced features: keyword automation, broadcast messaging, analytics

Stick with Zapier if you're under 200 appointments monthly and just need basic one-way reminders.

Cost Comparison: Which Method Is Cheapest?

Let's compare total monthly costs for a business with 200 appointments, 2 SMS per appointment (confirmation + 24h reminder) = 400 messages.

Winner for budget: Zapier + Twilio ($23/month)

Winner for ease: Zapier + SimpleTexting ($49/month)

Winner for features: SmartSMSSolutions (HIPAA + two-way messaging)

Volume Considerations

At higher volumes (500+ appointments/month, 1,000+ SMS), per-message pricing scales better than bundled plans. Twilio becomes dramatically cheaper than fixed-cost platforms.

Example at 1,000 messages/month:

• Twilio: $7.90
• SimpleTexting: $79 (1,000-message plan)
• Calendly Workflows: $48 + $50 = $98

For scaling strategies, see our text reminder service comparison guide.

Best Practices for Calendly SMS Reminders

Once you've set up your SMS integration, follow these practices to maximize effectiveness and avoid customer complaints:

1. Timing Your Reminders

Send at least two reminders: booking confirmation (immediate) and 24-hour reminder. Add a 2-hour "running late?" check-in if no-shows remain high. Avoid sending reminders outside business hours (8 AM - 8 PM local time).

2. Message Template Best Practices

Include these elements in every SMS:

• Customer's name (personalization)
• Appointment type (what they booked)
• Date and time (with time zone if serving multiple regions)
• Location or meeting link
• Opt-out language ("Reply STOP to opt out")
• Action keywords if using two-way messaging ("Reply C to confirm")

For proven templates, see our library of appointment reminder text templates.

3. Collecting Phone Numbers

Make the phone field required on your Calendly booking form. Include a note: "We'll send you a text reminder—no spam, just appointment info."

4. Two-Way Messaging and Keywords

If your SMS service supports it, let customers reply with keywords to confirm, cancel, or reschedule: "Reply C to confirm, R to reschedule, X to cancel." Learn more about setting up appointment confirmation flows.

5. HIPAA Compliance for Healthcare

If you're a healthcare provider, use HIPAA-compliant SMS services only. Keep message content PHI-free (date/time/location only, no diagnosis or treatment details). See our HIPAA compliance guide for healthcare-specific requirements.

6. Testing Your Setup

Before going live:

• Book test appointments for yourself with different timing scenarios
• Verify messages arrive on time and merge fields populate correctly
• Test across time zones if you serve multiple regions
• Confirm opt-out keywords work ("STOP" should unsubscribe immediately)

7. Monitoring Performance

Track these metrics in your first 30 days:

• Message delivery rate (should be 95%+)
• No-show rate before vs. after SMS reminders
• Confirmation rate (if using two-way messaging)
• Opt-out rate (should be under 1%)

Frequently Asked Questions

Choosing Your Calendly SMS Solution: Decision Framework

After comparing native features, integrations, and costs, here's a practical decision tree:

If you're already on Calendly Teams or Enterprise: Use Calendly Workflows for the most seamless experience. Native integration means less maintenance and fewer moving parts.

If you're on Free/Essentials/Professional and budget matters: Use Zapier + Twilio for the lowest total cost ($23/month for typical volumes).

If you're non-technical and want simplicity: Use Zapier + SimpleTexting ($49/month). The UI is intuitive, and setup takes 30 minutes with clear documentation.

If you're in healthcare and need HIPAA compliance: Use SmartSMSSolutions via Zapier. They sign BAAs, encrypt data, and provide PHI-safe templates. See our medical appointment reminders guide for healthcare-specific workflows.

If you need two-way messaging (confirm/cancel replies): Use SmartSMSSolutions or Text Request with keyword automation. One-way reminders work for most businesses, but two-way reduces staff workload significantly.

If you're frustrated with Calendly's limitations: Consider switching to Acuity Scheduling, which includes SMS on paid plans starting at $16/month with no Zapier needed.

Next Steps: Launch Your Calendly SMS Integration

You now have three proven methods to add SMS reminders to Calendly, regardless of your plan level. Here's your action plan:

1. Calculate your monthly appointment volume and SMS needs
2. Choose your method based on budget, technical comfort, and feature requirements
3. Add phone number field to your Calendly booking form (all methods require this)
4. Set up your integration using the step-by-step guides above
5. Test with dummy bookings before going live with real customers
6. Monitor delivery rates and no-show reduction for 30 days

Most businesses see no-show reductions of 20-40% within the first month of adding SMS reminders. The key is choosing a solution you'll actually use and maintaining it properly.

Related Resources:

• Complete Guide to Appointment Reminders
• 150+ SMS Templates by Industry
• Text Reminder Services Compared
• Best Appointment Reminder Apps