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Viewing bookings for care homes with Calendly

Families looking for a care home book a viewing slot online, away from mealtimes and medication rounds, with reminders. 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$173£130€155A$250C$244 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

Families searching for a home often ring at lunchtime or during the medication round, when nobody senior can talk, and the manager spends days returning calls. An empty room at $1,463£1,100€1,309A$2,112C$2,068 a week costs about $6,251£4,700€5,593A$9,024C$8,836 a month in lost fees, so every week it takes to arrange a viewing matters.

What the AI does

Calendly's Standard plan lets the manager publish viewing slots at times that suit the home, such as mid-morning and mid-afternoon, linked to their own calendar. The link goes on the website, in email replies and on the Google listing. Families pick a slot and get reminder emails, which Calendly's pricing page lists on Standard; the Free plan has one event type and no reminders. The booking asks only for a name, phone number and preferred date. The conversation about care needs happens with the manager, by phone or at the viewing.

A worked example

A 30-bed residential home in Harrogate gets about 12 viewing inquiries a month. The manager offers viewings at 10:30 and 14:30 on weekdays and Saturday mornings through a Calendly link.

Before

12 inquiries at 10 minutes of call-backs each, with viewings fitted in around care

After

12 bookings at 2 minutes to check, with viewings at set calm times

What it's worth

About $173£130€155A$250C$244 a month: $53£40€48A$77C$75 of manager time and about $120£90€107A$173C$169 in profit from filling rooms sooner. The time is 96 minutes at $33£25€30A$48C$47 an hour. The profit assumes online booking fills one room a week sooner once a quarter: $1,463£1,100€1,309A$2,112C$2,068 divided by 3 months is about $488£367€437A$705C$690 a month in fees, at an assumed 25% margin. Calendly Standard is $10 (about $11£8€10A$15C$15) a month billed yearly or $12 (about $12£9€11A$17C$17) monthly.

How to set it up

  1. Sign up for Calendly Standard and connect the manager's calendar.
  2. Create a viewing event with slots away from mealtimes, medication rounds and handovers, and a buffer after each.
  3. Ask only for a name, phone number and preferred date. Leave health details for the conversation with the manager.
  4. Turn on reminders, and add the link to your website, Google listing and inquiry replies.
  5. Ring each family before the viewing to understand what they are looking for.

What goes wrong

  • Don't ask about the person's diagnosis or care needs in the booking form; that is special category data and belongs in your own records.
  • Families in a crisis, such as a hospital discharge, need a phone call, not a link. Keep a direct number on the website.
  • The Free plan has no reminders, so it does little for no-shows.
  • If the manager is on leave, block the calendar or add a deputy's seat, about $11£8€10A$15C$15 to $12£9€11A$17C$17 a month more.

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Last updated October 17, 2026.