How to set up routing forms on Calendly

intermediate 8 min read Updated 2026-03-18

Quick Answer

Routing forms in Calendly automatically direct visitors to the most appropriate team member or event type based on their responses to custom questions. This feature requires a paid plan and helps streamline the booking process for organizations with multiple team members or services.

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Prerequisites

A Calendly account (Standard plan or higher)
Multiple event types already created
Team members added to your Calendly organization
Admin or owner permissions for your Calendly account

Step-by-Step Instructions

Access the Routing Forms feature

Log into your Calendly account and navigate to your dashboard. Click on Routing Forms in the left sidebar menu. If you don't see this option, ensure you're on a Standard plan or higher, as routing forms are not available on the free Basic plan.

Routing forms are only available on paid Calendly plans starting with the Standard tier.

Create a new routing form

Click the Create Routing Form button in the top right corner. Give your routing form a descriptive name that reflects its purpose, such as "Sales Consultation Routing" or "Support Team Assignment." Add an optional description to help visitors understand the form's purpose.

Choose a clear, professional name as this will be visible to your visitors in the URL and form header.

Add routing questions

Click Add Question to create your first routing question. Select from question types including Multiple Choice, Single Select, Text Input, or Email. Write clear, specific questions that will help determine the best routing destination, such as "What type of support do you need?" or "What's your company size?"

Keep questions concise and relevant to avoid overwhelming visitors with too many form fields.

Configure routing logic

For each question, set up the routing logic by clicking Add Routing Rule. Select the condition (such as "equals," "contains," or "is one of") and specify the trigger value. Then choose the destination - either a specific team member's booking page or a particular event type. You can create multiple rules for different answer combinations.

Test your routing logic with various answer combinations to ensure visitors always reach an appropriate destination.

Set up fallback routing

Configure a default destination for visitors whose answers don't match any specific routing rules. Click Default Routing and select either a general team booking page or your most commonly booked event type. This ensures no visitor gets stuck without a booking option.

Customize the form appearance

Click on Customize to modify the form's appearance. Upload your company logo, adjust colors to match your brand, and customize the welcome message and submit button text. You can also add custom CSS for advanced styling if needed.

Maintain consistent branding to build trust and provide a professional experience for your visitors.

Preview and test the form

Click Preview to see how your routing form will appear to visitors. Test different answer combinations to verify the routing logic works correctly. Make sure each path leads to an appropriate booking page and that all team members' calendars are properly connected.

Have team members test the form as well to catch any routing issues you might have missed.

Publish and share the form

Once you're satisfied with the setup, click Publish to make your routing form live. Copy the provided URL to share directly, or use the embed code to add the form to your website. You can also create custom URLs for different marketing campaigns to track performance.

Consider creating QR codes for the routing form URL to use in print materials or at events.

Common Issues & Troubleshooting

Routing form not showing up in the sidebar menu

Verify you're on a paid Calendly plan (Standard or higher). Routing forms are not available on the free Basic plan. If you recently upgraded, try logging out and back in to refresh your account permissions.

Visitors are not being routed to the correct team member

Check your routing logic rules in the form editor. Ensure the conditions and trigger values exactly match the expected responses. Also verify that the destination team members have active event types and available time slots.

Form submissions are not being tracked or recorded

Confirm that your routing form is published (not in draft mode). Check your notification settings to ensure you're receiving form submission alerts. Also verify that any integrated CRM or analytics tools are properly connected.

Embedded routing form is not displaying correctly on website

Ensure you're using the correct embed code provided by Calendly. Check that your website doesn't have conflicting CSS or JavaScript that might interfere with the form display. Try using the inline embed option instead of the popup version if issues persist.

Prices mentioned in this guide are pulled from current plan data and may change. Always verify on the official Calendly website before purchasing.

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