How to switch from Calendly to Caletus: a migration checklist

To switch from Calendly to Caletus without losing bookings, rebuild and test your meeting types first, leave existing appointments where they are, then move your links over on a set date. Keep a way back until the new setup has proved itself. You don't need to move everything on the same day.

The hard part isn't creating a new event. It's finding every place the old link lives: a sales rep's email signature, a paid consultation still on next month's calendar, a website popup nobody remembers adding. This checklist helps you find them and move them in order.

List the meeting types you actually use

Before copying any settings, list every active meeting type. For each one, note the purpose, hosts, length, buffers, working hours, time zone, booking window, questions, reminders, location, payment and public link. Then ask the people who use each one whether it's still needed.

Don't decide on booking numbers alone. A discovery call used once a year may not need a new page. But a meeting type with few bookings might still matter a lot to one big customer.

If you use Calendly managed events, note their locked settings and centrally managed sections too. Recreating the event in another tool won't copy those rules, so you'll need to set them up again on purpose.^[1]

Keep past records separate from your new setup

Calendly lets you export meetings to a CSV file from its Meetings area for reporting. Export what you need from an account that's allowed to, and save it somewhere approved. Note the date and filters you used so you know what the file contains.^[2]

That export is a list of meetings, not a backup of your settings. It helps you match up upcoming bookings and keep the records you need. It won't recreate meeting types, reconnect calendars or move payments.

Next, list the appointments that will still be open after the switch, including recurring series, promises to specific customers and paid sessions. For each one, decide which tool handles its reminders, changes and cancellations until it's done.

Don't upload a whole attendee history into the new tool just because you have a CSV. Move only the records you need for a clear reason, with the right permissions.

Rebuild each meeting type around its purpose

Start from what each meeting is for, not from a copy of every Calendly setting. Caletus supports collective scheduling, round robin with equal or weighted sharing, and reusable event templates. It also checks Google and Outlook calendars for conflicts and lets you pick where new bookings are saved.^[3][4]

For example, an agency might replace a 30-minute pooled discovery call with a Caletus event that has the same purpose, host pool and prep questions. Then it tests whether each setting behaves the way the old one did. The guide to setting up your first Caletus booking page walks through the basics.

Write down any differences in plain words. If a setting isn't available, pick an approved alternative or keep the old workflow for that meeting. Don't swap it quietly.

Have each person reconnect their own accounts

Each calendar, video and payment connection should be set up by the person who owns that account. Don't copy tokens or share staff passwords. Signing in to Caletus doesn't connect anyone's calendar on its own. The help article on connecting your Google or Outlook calendar covers the steps.

For calendars, check two things: which calendars block busy times, and where new appointments get written. For video, check who the organizer is and what the join details say. For payments, keep new checkout settings separate from payments the old account already took.

Caletus supports paid Stripe bookings and connects to several video tools. Appointments that were already paid for won't transfer on their own, though. And if you plan to use features like AI notes, check that they work with the video tool you pick.^[5][4]

Leave old integrations connected while they still serve existing appointments. If you're not sure what happens when you disconnect or close an account, ask the provider first. Deleting the old account is never a safe shortcut.

Leave existing appointments where they are

A client who already has an invite needs one clear version of the meeting. Leaving a confirmed appointment in Calendly is usually safer than booking it again in Caletus for the same time. Note that decision in your migration list.

If a meeting really has to move, contact the attendee and agree on it first. Then update or cancel the original booking the proper way, and check the new calendar invites. Editing the calendar event by hand may not update the booking record or its automatic emails.

Calendly's notification docs treat calendar invitations and email confirmations as separate messages. Check which ones your events use, so you don't end up with old and new reminders both going out.^[6]

For paid appointments, check the booking and the payment separately. A rebooked meeting doesn't mean the client should pay again. And cancelling the original booking doesn't mean a refund happened.

Test the new setup before you share it

Use made-up attendee details and an event you haven't promoted yet. Give each failed check an owner, and note the workspace, plan, connection and device you tested with.

1. 1Open the Caletus link on a laptop and a phone, and read it the way a new invitee would.
2. 2Add a busy event to each conflict calendar and check that those times disappear.
3. 3Book a meeting and check the host, date, time zone, calendar and join details.
4. 4Reschedule that meeting and check both the old time and the new booking.
5. 5Cancel a separate test meeting and read the emails the attendee and host get.
6. 6Test paid bookings only with an approved test method, and check payment and booking status separately.
7. 7Review the booking with the people who need to manage it, without giving them extra admin rights.

A booking page that loads isn't the finish line. You're ready when a test booking is correct and can be moved, cancelled and managed without confusing anyone.

Swap your links on a set date

Pick a switch-over date and update one small group of links first. A website booking button is easier to check than dozens of old emails already out there. Keep a list of each page, its owner, the old link, the new link and the test result.

Caletus gives you shareable booking links, website embeds for your booking page and branding settings. Use the link or embed code Caletus generates for your account. Don't try to convert Calendly embed code by swapping the domain inside it.^[5][7]

For old links you can't edit, like ones in sent emails, tell people where to book now. Don't promise that a Calendly link will redirect to Caletus unless you've confirmed it does. If your website uses its own booking address, test the new destination and a fallback separately.

Calendly migration checklist: before, during and after

Send staff a short note like this one: “Use the new link for new appointments from [date]. Meetings already booked through the old link stay there unless the meeting owner tells you otherwise.” Fill in your own date and rules.

Keep a rollback plan that protects real bookings

A rollback should stop broken new bookings, not erase ones already made. If a booking button goes back to Calendly for a while, keep a list of the Caletus bookings that still need looking after.

Decide your triggers in advance: the wrong host assigned, calendar conflicts that won't clear, missing confirmations or a payment mismatch. When one happens, pause the affected link and tell its owner. Restore the last working route only after checking nobody is double-booked across both tools.

You're done when the new setup passes its checks, every existing appointment has an owner, and the team knows how to handle exceptions. Swapping links is only one part of the job.

• Calendly migration
• Caletus setup
• scheduling migration
• team operations