Calendly review for insurance agents: pricing, features and integrations
Calendly lets clients and prospects book time with you from a link or your agency website. It checks your calendars so people only see open times, then adds the meeting and sends reminders.
Solo agents can run it on the Free or Standard plan. Agencies with several producers use Teams to share appointments across the team or send a client to the producer who owns the account in the CRM.
- Best for
- Solo agents and agencies that share appointments across producers
- Price
- Free plan. Paid plans from $10 a seat per month, billed annually
- Free trial
- Two weeks of Teams Plus. No card needed
- Team scheduling
- Round robin and routing forms on Teams and up
- Reminders
- Email on every plan. Text on Standard and up
- CRM connections
- HubSpot and Salesforce built in. AgencyZoom and AgencyBloc through Zapier
- HIPAA BAA
- Not offered on any plan
- Apps
- Web, iPhone and Android
Our take
Calendly is a good fit for an agent who wants clients to pick a time from a link instead of trading emails. It checks your calendars, books the meeting and sends the reminders.
Standard is the plan most solo agents need, since it adds unlimited appointment types, six calendars and text reminders. Teams makes sense once you share leads across producers and want round robin or routing by CRM owner.
Medicare and health agents should know that Calendly won't sign a BAA. Keep health details and Medicare numbers out of your booking questions.
Pros
- Booking links and website embeds let clients choose from open times
- Paid plans support six calendars and unlimited appointment types
- Round robin can favor availability or spread meetings evenly
- CRM owner and form answers can decide who gets the appointment
- Standard and up can email a no-show a link to rebook
- Direct booking through the API on Standard and up
Cons
- The Free plan allows one appointment type and one calendar
- Round robin and routing forms need Teams or higher
- Routing doesn't check producer licenses or carrier appointments
- No BAA, and its terms ban health and financial privacy data
- Texts come from an assigned number and you aren't told about opt-outs
- New iCloud calendar connections aren't supported
Plans and pricing
| Plan | Billed yearly | Billed monthly | What it adds |
|---|---|---|---|
| FreeTrying it out with one booking link | $0 | $0 | One appointment type, one calendar and unlimited meetings |
| StandardMost solo agentsWhere most agents start | $10 | $12 | Unlimited appointment types, six calendars, email and text reminders, payments and HubSpot |
| Standard PlusSolo agents who want AI meeting notes | $18 | $24 | Everything in Standard plus AI meeting notes |
| TeamsAgencies sharing appointments | $16 | $20 | Round robin, routing forms, shared appointment templates and Salesforce |
| Teams PlusTeams that want AI meeting notes | $24 | $32 | Everything in Teams plus AI meeting notes |
| EnterpriseAgencies with 50 or more seats | From $15,000 a year | Annual only | SSO, user provisioning, audit log, Salesforce owner routing, Dynamics 365 and setup help |
Prices are per seat each month, as of October 2026, from calendly.com/pricing. On yearly billing, Teams and Teams Plus seats get cheaper above 30 seats. The lower rate applies only to the seats in each higher band.
What it would cost you
Cost per month
First-year cost
Cost per booked appointment
Uses the seat prices in the table for up to 30 seats. Texts to the US and Canada are free.
Good to know before you buy
- You pay for every seat you buy, even an empty one.
- Only people who connect a calendar need a seat. Clients never do.
- ACH or wire payment needs a purchase of $5,000 or more.
- Invoicing starts at $5,000 on Standard or Teams and $15,000 on Enterprise.
- Nonprofits and schools get a discount on yearly plans. So do MassMutual and Atlanta Tech Village members.
Text message credits
Each seat gets 250 credits a month, or 1,000 on Enterprise. When they run out, Calendly sends email instead.
| Texts sent to | Credits per text |
|---|---|
| United States and Canada | 0 |
| Guam and Northern Mariana Islands | 3 |
| American Samoa | 9 |
Which plan has it
| Feature | Free | Standard | Teams | Enterprise |
|---|---|---|---|---|
| Booking link and website embed | ||||
| Appointment types | 1 | Unlimited | Unlimited | Unlimited |
| Calendars checked per person | 1 | 6 | 6 | 6 |
| Email confirmations | ||||
| Email and text reminders | ||||
| No-show rebooking email | ||||
| Take payment when booking | ||||
| Group and collective meetings | ||||
| Booking through the API | ||||
| HubSpot | ||||
| Round robin | ||||
| Routing forms | ||||
| Salesforce | ||||
| Route by Salesforce owner | ||||
| Single sign-on | Add-on | |||
| User provisioning and audit log |
Standard Plus and Teams Plus include everything in Standard and Teams, plus the AI meeting tools.
Getting started
Start the free trial
You get two weeks of Teams Plus without a card. Text reminders are off during the trial.
Connect your calendar
Pick which calendars should block time and which one gets new bookings.
Set up your appointment types
Make one for each kind of meeting, such as a quote review or an annual review. Add your intake questions.
Share your link
Put it in emails, texts and your email signature, or embed it on your website.
Choose a plan before the trial ends
If you don't upgrade, the account drops to the Free plan with one appointment type and one calendar.
Enterprise includes onboarding and setup help. Standard and Teams include 24/7 live chat.
Booking and calendars
Booking pages and links
Clients can book from a Calendly page or from your own website, using an inline calendar, a text link or a floating button. Reusable links work for everyday booking. Single-use links expire after one booking, which suits a one-off review.
Intake questions
Each appointment type can ask up to 10 questions, from short text to dropdowns and phone numbers. Prefilled links can fill in a client's name, email and answers for them. Booking pages come in eight languages, but you translate your own custom text.
Calendar sync
- Works with
- Google Calendar, Office 365, Outlook.com and Exchange
- Calendars checked
- One on Free. Up to six per person on paid plans. Exchange checks only the main calendar
- Where bookings go
- One calendar you choose
- Changes you make
- Moving or deleting the meeting in Google or Outlook updates Calendly when that setting is on
- Changes a client makes
- Edits on the client's own calendar don't update Calendly
- iCloud
- Existing connections still work. New ones aren't supported
Mobile app
The iPhone and Android apps let you share links, move or cancel meetings, change your hours and mark no-shows. Team settings, integrations and calendar connections are managed on the web.
Team routing
Teams and higher can share appointments across producers. You pick how Calendly decides who gets each one.
Maximize availability
Clients see every open time across the team. You can give some producers priority when more than one is free.
Equal distribution
Calendly keeps the count even. A producer who is three or more meetings ahead is hidden until the others catch up.
Routing forms
A routing form asks a few questions first, then sends the person to the right appointment type, a message or another web page. On Teams and higher it can also look up the HubSpot contact owner. Routing by Salesforce owner needs Enterprise.
Routing doesn't check licenses. Calendly won't stop a booking from going to a producer who isn't licensed in the client's state or appointed with the carrier. You set those rules yourself.
Reminders and texts
Reminders and no-shows
Every plan sends confirmation emails. Standard and higher add automated email and text reminders, reconfirmation requests and follow-ups. You mark no-shows yourself, and Standard and up can email them a link to rebook.
Text message rules
- Client consent
- Clients must opt in before any text. Calendly's consent wording can't be edited
- Sending number
- A toll-free number Calendly assigns. You can't choose or change it
- Opt-outs
- STOP, START and HELP work. You aren't told when a client opts out
- Credits
- 250 per seat each month, or 1,000 on Enterprise. See text message credits
Integrations
| Connects to | Type | How | From plan | What it does |
|---|---|---|---|---|
| Google Calendar | Calendar | Built in | All plans | Checks busy times and adds bookings |
| Office 365 and Outlook.com | Calendar | Built in | All plans | Checks busy times and adds bookings |
| Exchange | Calendar | Built in | All plans | Checks the main calendar and adds bookings |
| HubSpot | CRM | Built in | Standard | Creates contacts and logs meetings, answers and no-shows |
| Salesforce | CRM | Built-in package | Teams | Logs bookings, changes and form answers. Needs Salesforce Enterprise edition |
| Microsoft Dynamics 365 | CRM | Built in | Enterprise | Writes leads and meetings |
| AgencyZoom | Agency CRM | Zapier | Any paid plan | Creates leads, tasks or service requests from a booking |
| AgencyBloc | Agency management | Zapier | Any paid plan | Creates contacts or activities from a booking |
| Zoom, Google Meet, Microsoft Teams, Webex and GoTo Meeting | Video | Built in | All plans | Adds a meeting link to the invite |
| Stripe and PayPal | Payments | Built in | Standard | Takes payment before the booking is confirmed |
| Scheduling API and webhooks | Developer | API | Standard | Books meetings and sends activity to other systems |
Zapier connections need a Zapier account, which is billed separately.
Security and HIPAA
HIPAA and health data
Calendly doesn't offer a BAA on any plan. Its terms ban health information and financial privacy data. Keep Medicare numbers and health details out of your booking questions.
Security
- SOC 2 Type 2, SOC 3 and CSA STAR
- Encrypted in transit and at rest
- Data stored in the United States
- Single sign-on as a Teams add-on or on Enterprise
- Audit log and data deletion on Enterprise
Contract terms
- Billing
- Monthly or yearly
- Renewal
- Renews on its own for the same term
- Price at renewal
- Can rise by inflation (CPI) plus 3% unless Calendly tells you a different rate first
- Notice
- Enterprise and invoiced customers give 30 days written notice before the term ends to cut seats, change plans or cancel
- Canceling
- Takes effect at the end of the term. Deleting the account is immediate
- Refunds
- None, except a prorated refund if a documented problem isn't fixed within 30 days of notice
- Your data
- CSV exports of meetings and users. Personal data is returned or deleted on request when you leave
From Calendly's customer terms, effective August 5, 2026.
What users say
What reviewers say most often, as of October 2026.
What users like
- Quick to set up and share
- Less back and forth to book a meeting
- Calendar connections
- Reminders and website embeds
- Team routing
- The mobile app
What users dislike
- Useful features need a paid plan
- Little customization on the Free plan
- Several calendars and appointment types take care to manage
- Less branding control on lower plans
Calendly alternatives
- Acuity SchedulingFrom $16 a month per account. No free planPools team calendars and assigns by fewest meetings that day
- Cal.comFree for one user. Teams from $12 a user per monthRouting forms on Teams and a BAA on Enterprise
- OnceHubFree Basic plan. Paid from $10 a seat per monthRoutes by CRM owner and connects to Redtail and Wealthbox
- GRemindersFree Basic plan. Paid from $8 a month, with one user includedBuilt for advisors, with AgencyBloc and NextAgency connections and a BAA
- YouCanBookMeFree plan. Paid from $8.10 a monthRound robin by availability or equal distribution on Team
See every option in appointment scheduling software.
Frequently asked questions
How much does Calendly cost?
The Free plan costs nothing. Standard is $10 a seat per month billed yearly or $12 billed monthly.
Does Calendly sign a BAA for HIPAA?
No. Calendly doesn't offer a BAA on any plan, so it doesn't fit a workflow that needs one.
Does Calendly do round robin?
Yes, on Teams, Teams Plus and Enterprise. It can favor open times or spread meetings evenly.
Does Calendly work with AgencyZoom or AgencyBloc?
Both connect through Zapier. A booking can create a lead, task or service request in AgencyZoom, or a contact or activity in AgencyBloc.
Can Calendly check more than one calendar?
Paid plans check up to six calendars per person. The Free plan checks one.
Can Calendly send text reminders?
Yes, on Standard and up, to clients who opt in. Texts are off during the free trial.
How we researched this review. We based this review on the pricing, terms and product pages published by Calendly, reviewed in October 2026, together with our team's experience working with insurance agents and agency owners since 2008.
Corrections
Vendors change their pricing all the time and they don't email us when they do. So if you see a price on here that's gone up, a plan Calendly quit selling or a contract term that reads different now, let us know and send the link to the page where Calendly has it. Somebody here pulls up that page and checks it before we change anything on ours.