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Tour booking for coworking spaces with Calendly reminders

Prospective members book a tour from your website in Calendly, answer a few questions and get reminders, so fewer tours are missed. From about $11£8€10A$15C$15 a month.

At a glance

  • What it costs$11–12£8–9€10–11A$15–17C$15–17 a month

  • Worth, in extra profit or time saved in the worked example$128£96€114A$184C$180 a month

  • Pays for itselfIn a few days

  • Sign up and configure; no technical skills neededEasy to set up

Figures come from the worked example below, using its stated assumptions. Tool prices checked . How we check prices

The problem

Every tour request starts an email thread to find a time, and some prospects don't turn up. At 20 tour requests a month, 4 emails each and 5 no-shows that each waste 20 minutes, that's about 5 hours a month before anyone has seen a desk.

What the AI does

Calendly is online scheduling: prospects pick a free slot from your booking link, and the Standard plan adds reminders and automations. You set tour slots when someone is free to show people round, ask 2 or 3 questions at booking (team size, desk or office, start date), and switch on reminders. Nexudus also integrates with Calendly for tours, if you use it.

A worked example

A coworking space in Brighton gets about 20 tour requests a month from its website and Google listing. The manager replaces 'email us to arrange a tour' with a Calendly link and reminders.

Before

20 tours arranged by email at about 10 minutes each (200 minutes) and 5 no-shows wasting 20 minutes each (100 minutes)

After

20 tours booked from the link at about 1 minute each and about half the no-shows: about 70 minutes

What it's worth

About $128£96€114A$184C$180 a month in time saved: about 3.8 hours (300 minutes down to 70) at an assumed $33£25€30A$48C$47 an hour, assuming reminders halve no-shows. Calendly Standard is $10 (about $11£8€10A$15C$15) a seat a month billed yearly or $12 (about $12£9€11A$17C$17) monthly; the free plan has no reminders.

How to set it up

  1. Upgrade to Calendly Standard and connect the calendar of whoever gives tours.
  2. Create a tour event with realistic slots, and buffer time so tours don't run into each other.
  3. Add 2 or 3 questions at booking so you can show the right space.
  4. Turn on reminders and put the booking link on your website, Google listing and inquiry replies.
  5. Follow up every tour the same day with the prices for what they saw.

What goes wrong

  • If the person giving tours is often pulled away, keep fewer slots rather than leaving prospects waiting at reception.
  • Calendly's free plan has one event type and no reminders; this needs Standard.
  • Bookings hold names and contact details; mention them in your privacy notice.
  • A booking link isn't a sale. The follow-up after the tour is what turns it into a member.

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Last updated October 17, 2026.