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Your email signature can be a great tool to generate engagement and action from your contacts. One of the best ways to utilize this is by adding a “Schedule Meeting” button that makes booking appointments effortless, saving time for both you and your contacts.
Instead of endless email exchanges to find availability, a scheduling link lets people pick a time instantly. This small change can boost sales, improve client relationships, and make you look more professional.
Example of an email signature with a “Schedule Meeting” link:
Note: Simply highlighting your availability isn’t enough – you need a clear call to action. Whether you use Google Calendar, a Calendly link, or Zoom, embedding a scheduling link in your signature ensures more appointments get booked without the hassle.
Importance of add “Schedule Meeting” link in an email signature
Adding a “Schedule a Meeting” link to your email signature is a simple but powerful way to make it easier for people to book time with you.
Reduces friction and extra steps
Instead of the old-fashioned way of exchanging multiple emails to find a time that works, the recipient can click the link, see your availability, and book instantly. This reduces friction, accelerates the process, and makes everyone’s calendars easier to manage.
Every extra step a prospect takes reduces the chance they’ll follow through – this is a classic CRO tactic that can be applied to your emails. A booking link makes it effortless for leads to set up a meeting while they’re still interested.
Looks professional
A clean, well-structured email signature with a meeting link makes you look prepared and accessible. It indicates that you value the other person’s time and have a structured approach to communication. It also reduces friction and gives prospects more reason to go ahead and look at your available time slots.
Enhances efficiency
Adding an email signature scheduling link ensures your signature is always working for you. If someone reads your email at midnight, they can book a time without waiting for your reply.
Most scheduling tools (like linking to a HubSpot, Microsoft Bookings, or Calendly landing page) also send automatic reminders, which makes it more likely for the person to show up for the meeting.
Valuable for all industries
A Calendly scheduling link like this works well for all kinds of roles and industries.
- Sales and business development professionals can close deals faster by making it easy for leads to book a call.
- Real estate agents can let buyers and sellers schedule viewings without back-and-forth emails.
- Consultants and coaches can effortlessly allow clients to book paid or free consultations.
- Freelancers and service providers can avoid scheduling hassles and focus on delivering value.
These are just a few examples, but ultimately, if your role involves setting up calls with email recipients, then a calendar link in your signature offers a lot of value.
Different ways to add a “Schedule Meeting” CTA in an HTML signature
The first step to adding a scheduling link to your email signature is using a scheduling tool. So, you’ll need a Calendly account, a setup with HubSpot Meetings, a Google Calendar (video example) profile, or whatever other calendar apps you use.
The general process is to simply copy your booking link and add it to your signature with text like “Schedule a Meeting”. Or, embed Calendly (or whatever other booking app) functionality over an icon in your email signature.
Here are the four main ways you can include a scheduling link in your signature so that people can easily book appointments with you while enjoying total convenience and efficiency:
1. Using link only
The easiest way to add a “Schedule a Meeting” call-to-action is by using a direct link. Just add text like “Schedule a session” and insert your booking link over the text.
Email signature example with only link:
This method is easy to implement and works on all email platforms, like Gmail, Outlook, etc. It keeps your signature clean while clarifying it that people can book a time with you.
Highlighting the linked text with a different color or bolding it can help attract attention to the calendar link.
A clickable button makes your calendar link call to action stand out more. You can add a clickable HTML button with a link to your booking page. Recipients hit the button and the link opens in their browser.
Using a button draws attention and makes it more likely that people will click your scheduling link.
HTML signature example using a button:
You’ll need a good HTML email signature editor to add buttons like this to your signature message – we’ll outline this process in more detail below.
For more flexibility, you can combine a text link with a button. This way, if the button doesn’t display properly, the link is still available.
This method ensures that everyone sees your call to action, regardless of what email platform or browser they use, or how the scheduling link loads with their connection.
4. Banner
A banner adds a visual element to your email signature and makes the meeting link even more eye-catching. You can create a small image or graphic that says “Schedule a Meeting” and link it to your booking page.
Example of a signature using a banner:
A well-designed banner makes your email signature look professional and can reinforce your brand identity. Just make sure it’s optimized for mobile so it displays correctly on all devices.
How to create a “Schedule Meeting” link in your HTML signature
Ready to add a scheduling link to your signature? Here’s a step-by-step process of different ways you can do it using Bybrand.
Video:
Or watch, Working with links in your HTML signature.
How to create a “Schedule Meeting” button in your email signature
Using an HTML email signature instead of an image-only email signature gives you more flexibility.
With HTML, you can add interactive elements like links, buttons, and social media icons. Here’s how to create a “Schedule Meeting” button using Bybrand’s editor:
- First, you’ll need to create a signature from a template. To do this: Log into Bybrand and choose “Create from Template.”
- Choose a design from the template library that fits your brand.
- Now you can customize your signature:
- Edit the text, making important details bold, italic, or in a different color (this is optional)
- Add links to your phone number, email, website, and social media so recipients can connect with you easily.
- Add a “Schedule Meeting” button:
- Use Bybrand’s editor to insert a button. To complete this, set the button text to “Schedule a Meeting” or something similar.
- Link it to your calendar scheduling tool (Google Calendar, Calendly account, or Zoom).
- Link images and icons: Click on any image in your signature (logo, social media icons) and add links. Make sure the icons are clear and easy to click. You can even add a Google Maps link to a pin icon for your business location.
- Track the performance of these links. Bybrand allows you to monitor clicks and engagement. Use Google Analytics or Bitly to track how often people click on your meeting link. These tools are integrated with Bybrand.
When this is all set up, simply click Save and test the signature with a message to yourself to confirm all the links are working.
You can copy and paste the signature into your email client. If needed, use the HTML code to insert it into the signature settings.
Adding a Google Calendar scheduling link to your email signature
If you use Google Calendar for scheduling, you can create a direct booking link in your signature:
- Save your signature and apply it to your emails.
- Go to Google Calendar, and choose “Appointment Schedule”.
- Set a date, create an appointment slot, and copy the public booking link.
- In Bybrand, add a button and link it to your Google Calendar booking page.
- Edit the button to match your brand.
Calendly is one of the best tools for automated scheduling. Here’s how to add a Calendly link to your email signature:
- Sign in to Calendly and copy your personal Calendly link.
- In Bybrand, add a button and paste your Calendly link as the URL.
- Customize the button text. Many templates choose to place a calendar icon at the lower right section of the email signature.
- Save your signature and apply it to your email account. Don’t forget to test the signature link and ensure your time slots are correct.
Calendly will automatically handle time zone differences, reminders, and confirmations for you.
Adding a Zoom ‘Schedule Meeting’ link to your email signature
If you host virtual meetings on Zoom, you can add a direct Zoom scheduling link to your email signature. To do this:
- Create a Zoom Meeting or use Zoom Scheduler to generate a booking link.
- Copy the meeting invitation link.
- In Bybrand, add a button or icon and insert your Zoom link.
- Customize the button as you want.
- Save your signature and add it to your email client.
You could also use Bybrand if you’re using the Zoom email client.
Conclusion
A “Schedule Meeting” button in your email signature makes booking your availability effortless.
Just add your Calendly link, customize it, and paste it into your signature. Also test it to ensure everything works smoothly. A well-placed Calendly link turns every message into a chance for connection.
Create your first email signature with Bybrand
Bybrand offers the ability to generate, administer, and distribute essential email signatures for your employees.