Efficient appointment scheduling is crucial for tax preparers, and integrating Calendly with CloudTax EFILE makes it seamless. Follow this step-by-step guide to set up your Calendly appointments inside the CloudTax EFILE dashboard.
Step 1: Ensure You Have a Calendly Account
Before integrating Calendly, you must have an active Calendly account. If you don’t have one, visit Calendly to sign up.
📌 Important: Calendly must be set up before adding clients—only then will the booking option be available for clients in their workflow.
Step 2: Connect Calendly to CloudTax EFILE
Log in to your CloudTax EFILE dashboard.
Navigate to Dashboard > Settings > Appointments.
Select Calendly as your preferred communication method.
Log in with your Calendly credentials to complete the connection.
Step 3: Choose Your Event Types
Once Calendly is connected, you can select which event types clients can book through CloudTax EFILE.
Check the boxes next to the appointment types you want to offer (e.g., Discovery Call, Basic Personal Tax Filing).
Click Save and Continue to apply the changes.
📌 Pro Tip: Make sure the events you select in CloudTax EFILE match those in your Calendly account.
Step 4: Save Your Changes
Once you've set your appointment preferences, click Save and Continue to finalize the setup.
Updating Event Types
If you update your event types in Calendly after connecting to CloudTax EFILE, follow these steps to refresh your selections:
Click the refresh button beside the Disconnect option.
If the changes don’t reflect, try disconnecting and reconnecting Calendly.
This ensures that the latest appointment settings sync correctly with CloudTax EFILE.
Where Clients See the Booking Option
Once Calendly is set up, clients will see the appointment booking option as part of their Get Started workflow in the Client Portal.
How It Works for Clients:
Clients Complete the Initial Steps – They will go through the Get Started process, including entering their details and uploading required documents.
Redirect to Appointment Booking – After uploading their documents, they will be taken to the Calendly scheduling page, where they can select an available time slot based on your predefined event types.
Confirmation & Next Steps – Once they book an appointment, they will receive a confirmation, and you will be notified about the upcoming session (in your EFILE dashboard)
📌 Reminder: If Calendly is not set up before adding clients, they will not see the booking option in their workflow.
Accept Payments Through Calendly
Another key benefit of using Calendly is that you can set it up to collect payments from clients before their tax return is submitted. This feature helps streamline payment processing and ensures you receive fees before completing the service.
To enable this feature:
Go to your Calendly account.
Navigate to Integrations and connect a payment provider (Stripe or PayPal).
Set pricing for each appointment type that requires payment.
Enable the "Collect Payment Before Booking" option.
📌 This ensures that clients pay for your services upfront before their tax return is finalized.
Handling Existing Clients Who Were Added Before Calendly Setup
Can existing clients access the Calendly booking feature?
Clients who were created before Calendly was set up will not automatically see the booking option. However, they can still gain access by creating a new profile within CloudTax EFILE. When they create a new profile, the Calendly option will become available to them.