Affiliate Disclosure: Some links on this page are affiliate links. If you sign up through our link, we may earn a commission at no extra cost to you. We only recommend tools we'd use ourselves.
Full disclosure →
What you'll be able to do after this tutorial
- Let couples book wedding consultations directly from your website, 24/7
- Collect a 7-question intake form before every consultation so you arrive prepared
- Automatically send a portfolio email and prep guide between booking and consultation
- Send automatic 48-hour and 2-hour reminders that eliminate no-shows
- Automatically move booked clients into HubSpot and trigger your follow-up sequences
- Set up a retail appointment type for pickup scheduling and studio visits
Set Up 3 Appointment Types
Don't create one generic "booking" page. Create 3 distinct appointment types, each with the right duration, intake questions, and reminders for that specific meeting. In Calendly, go to Event Types → New Event Type for each one.
🌸 Wedding Consultation
45 minutes · Free
Your primary lead-conversion meeting. Requires the full 7-question intake form. Scheduled at least 3 days out to allow time for the pre-consultation email sequence to run.
📞 Follow-Up Call
20 minutes · Free
For clients who have received a quote and have questions. Short, focused. No intake form needed, just confirm name and event date.
🛒 Retail Pickup / Studio Visit
15 minutes · By Request
For retail customers scheduling a pickup or wanting to browse arrangements in person. Blocks your calendar so you're available when they arrive.
1
Build Your Wedding Consultation Intake Form
Add these 7 questions to your Calendly Wedding Consultation event type under Additional Questions → Add New Question. Intake forms save you from asking basic questions during the consultation, you walk in already knowing their budget, style, and flower preferences. That's the difference between a 45-minute consultation that books and one that doesn't.
7-Question Floral Intake Form
1. What is your wedding date? (Date field)
2. What is your wedding venue? (Short text)
3. How did you hear about us? (Multiple choice)
→ Instagram | Google | Friend referral | Wedding planner | Other
4. What best describes your floral style? (Multiple choice)
→ Romantic & lush | Modern & minimal | Garden & wild
→ Rustic & earthy | Classic & traditional | Tropical
5. What is your approximate floral budget range?
→ Under $1,500 | $1,500–$3,000 | $3,000–$5,000
→ $5,000–$8,000 | $8,000+ | Not sure yet
6. Which arrangements do you need? (Checkboxes)
→ Bridal bouquet | Bridesmaid bouquets | Boutonnieres
→ Ceremony arch/altar | Table centerpieces | Cocktail hour
→ Cake flowers | Flower crown | Other
7. Do you have a Pinterest board or inspiration photos?
(Long text, "Paste a link or describe your vision")
📸 Screenshot: Calendly event type editor showing the intake form questions configured with multiple-choice and text fields
2
Create Your Pre-Consultation Reminder Sequence
Calendly sends automatic confirmation emails when someone books, but you can customize these and add extra reminder touchpoints. Here's the 4-touchpoint sequence that gives your consultations a 92%+ show-up rate and arrives prepared clients:
Immediately
on booking
Booking Confirmation Email
"Your consultation is confirmed for [Date/Time]! Here's what to expect..." Include your portfolio link and a note that you've already reviewed their intake form.
Day after
booking
Portfolio Showcase Email
Send 5–8 photos of your best work in the style they indicated. Include a Pinterest board link if you have one. This builds excitement and helps them come to the consultation with a clearer vision.
48 hours
before
Reminder + Prep Guide
"Your consultation is in 2 days!" Include parking/Zoom instructions, what to bring (budget number, Pinterest board), and a reminder that they can reschedule if needed.
2 hours
before
Same-Day Text Reminder
Use Zapier + Twilio (a text messaging service) to send: "Hi [Name]! Just a reminder, your floral consultation with [Business Name] starts in 2 hours. See you soon! 🌸"
📸 Screenshot: Calendly reminder settings showing custom email reminders at 48 hours and day-after confirmation
3
Connect Calendly to HubSpot with Zapier
When someone books a consultation, they should automatically appear in your HubSpot CRM as a new lead in the "Consultation Booked" stage, without you doing anything. This Zap (an automated connection between two apps) takes 5 minutes to set up and saves you 15–20 minutes of manual data entry per booking.
Zapier Setup: Calendly → HubSpot
TRIGGER: Calendly, Invitee Created
(Fires when someone books a Wedding Consultation)
ACTION 1: HubSpot, Create or Update Contact
→ Map: Name, Email, Phone from Calendly form
→ Map: Event Date from intake question
ACTION 2: HubSpot, Create Deal
→ Pipeline: Floral Inquiries
→ Stage: Consultation Booked
→ Deal Name: [Name], [Event Date] Wedding
→ Close Date: Event Date
ACTION 3: HubSpot, Add Contact to List
→ List: "Active Wedding Leads"
→ This triggers your pre-consultation email sequence in HubSpot or Mailchimp
📸 Screenshot: Zapier 3-step Zap showing Calendly trigger connected to two HubSpot actions, Create Contact and Create Deal
4
Add Your Booking Link Everywhere
Your Calendly link only works if people can find it. After setup, add it to these 5 places and you'll never have to say "let me check my calendar and get back to you" again.
5 Places to Add Your Booking Link
1. WEBSITE HEADER: "Book a Consultation" button linking to
your Calendly Wedding Consultation page
2. EMAIL SIGNATURE: "📅 Book a free wedding consultation:
calendly.com/[your-name]/wedding-consult"
3. INSTAGRAM BIO: "✨ Free wedding consultations →" + link
(use a Linktree if you have multiple links to share)
4. INQUIRY AUTO-RESPONSE EMAIL: Include booking link in
the automated email that goes out when someone submits
your contact form (see CRM tutorial)
5. GOOGLE BUSINESS PROFILE: Add as a "Book" action button
in your Google Business Profile, drives booking from
Google Search directly
Real Business Result
Wildflower Studio, Minneapolis, MN
Emma ran a 2-person floral studio and was spending 8+ hours per week on scheduling calls, intake emails, and no-show follow-ups. After setting up Calendly + Zapier + this intake form sequence:
8hrs→45min
Weekly scheduling time
71%→94%
Consultation show-up rate
+$14K
Additional revenue (more time for design work)
"The intake form alone changed everything. I used to spend the first 15 minutes of every consultation asking basic questions. Now I walk in knowing their style, their budget, and what flowers they hate. Consultations are more focused and I close more of them."
Frequently Asked Questions
Is Calendly free to use?
Yes, Calendly's free plan lets you create 1 event type and send automated confirmation emails. To create multiple event types (the 3 listed above) and add intake form questions, you'll need the Standard plan at $8/month. That pays for itself with a single booking.
What if a client doesn't fill out the intake form?
You can make questions "required" in Calendly, they can't complete the booking without answering. We recommend making questions 1–5 required and questions 6–7 optional, so you always have the key information but don't scare off people who aren't sure about details yet.
What if I prefer in-person consultations only?
Set your Calendly location to your studio address (or "My studio in [City]"). Calendly will show this on the confirmation page and in all reminder emails. You can also offer a "Virtual Consultation" option as a separate event type for clients outside your area.
Can I block out times when I'm at the flower market?
Yes, Calendly syncs with Google Calendar or Outlook. Any event you add to your calendar will automatically block those times in Calendly. Add "Flower Market" as a recurring event on your calendar and no one can book during those hours.
Ready to Eliminate the Scheduling Back-and-Forth?
Start with Calendly free and follow the steps above. Most florists have their booking page live and embedded in their website within 30 minutes.
Try Calendly Free →
Get Expert Setup Help →
