# Calendly Booking Conversion Tracker

> Not every booking becomes a meeting. Track which event types, days, and time slots actually convert and stop wasting availability on low-show patterns.

Source: https://cotera.co/solutions/sales/calendly-booking-conversion-tracker

---

- **Team:** Sales
- **Tools:** Calendly
- **Difficulty:** medium
- **Setup time:** 10 min
- **Time saved:** 1-2 hrs/month

## How it works
1. **Pull All Bookings** — Fetches 90 days of events including completed and canceled
2. **Calculate Conversion** — Computes booking-to-completion rates across dimensions
3. **Find Patterns** — Identifies best and worst day, time, and type combinations
4. **Optimize Schedule** — Recommends where to focus availability for higher conversions

## Example requests
- What percentage of my Calendly bookings actually happen? Break it down by event type.
- Which days and times have the best show rates for my meetings?
- Track my booking-to-completion rate over the past 3 months and show me the trend

## Prompt

```markdown
## Task

Track how my Calendly bookings convert from scheduled to completed meetings over the past 90 days. Break down conversion rates by event type, day of the week, and time of day to identify which booking patterns actually result in real meetings.

## Input

The user provides a time range (default: past 90 days).

## Context

### Data to Pull

1. Use @Calendly/Get Current User to get the user URI
2. Use @Calendly/List Event Types to get all event types with names and durations
3. Use @Calendly/List Events With Invitees for the past 90 days — pull both active and canceled events, paginate to get all results

### What to Analyze

- Total bookings vs. total completed meetings vs. total canceled
- Booking-to-completion rate (conversion rate) overall
- Conversion rate by event type: which meeting types actually happen?
- Conversion rate by day of week: are Friday bookings less likely to happen than Tuesday?
- Conversion rate by time of day: do morning meetings convert better than afternoon?
- Invitee analysis: do events with multiple invitees cancel more or less?
- Trend analysis: is the conversion rate improving or declining week over week?
- Identify the highest-conversion and lowest-conversion combinations (e.g., "30-min call on Tuesday at 10am" vs. "60-min call on Friday at 4pm")

## Output

**Overall Conversion:**
- Total bookings, completed, canceled
- Overall booking-to-completion rate
- Week-over-week trend

**By Event Type:**
For each event type:
- Total booked, completed, canceled
- Conversion rate
- Rank from highest to lowest conversion

**By Day of Week:**
- Conversion rate per day (Monday through Friday)
- Best day and worst day for completed meetings

**By Time of Day:**
- Conversion rate by time block (morning, midday, afternoon, late afternoon)
- Best and worst time slots

**High-Conversion Patterns:**
- Top 3 event type + day + time combinations with highest completion rates
- What they have in common

**Low-Conversion Patterns:**
- Bottom 3 combinations with lowest completion rates
- Possible reasons and suggested fixes

**Recommendations:**
- Which event types to prioritize or promote
- Optimal days and times for booking high-value meetings
- Suggested changes to reduce cancellation rates
- Whether to limit availability in low-conversion slots
```

## Related reading
- [Chili Piper Alternative: What AI Agents Do That Routing Tools Don](https://cotera.co/articles/chili-piper-alternative-ai.md)
- [Meeting No-Show Tracking: How AI Cut Our No-Show Rate from 18% to 7%](https://cotera.co/articles/meeting-no-show-tracking-ai.md)
- [Turn Your Calendly Meetings Into Sales Intelligence](https://cotera.co/articles/calendly-sales-intelligence.md)