Calendly Routing

What we did

Product design

SaaS UI

Launch page

Client

Concept

Year

2026

Platform

Launch page, admin web app, booking flow

A concept for Calendly: sending every demo request to the right rep, and showing the team it's fair. We designed the launch page, a visual rule builder and a routing dashboard. Not affiliated with Calendly.

The challenge

Sales teams route inbound demos by region, company size and who is free. That logic usually lives in long lists of if-then rules, and admins only spot a mistake after a lead lands with the wrong rep.

The approach

We made the rules visible. The builder reads like a sentence and shows, as you type, which rep a sample lead would reach. A dashboard then shows how meetings were shared out and how quickly each one was booked.

Scroll to explore the full page

Full page, top to bottom

Launch page

A launch page that sells the feature

The launch page leads with the builder itself, explains routing in three steps and gives sales leaders the two numbers they care about before the call to action. It is written in Calendly's voice, so it could go live next to their real feature pages.

User flow

Every lead has a path

We mapped what happens to a lead from the booking form to the confirmation email, including the awkward cases where no rule matches or two do. The builder was designed to make those paths visible.

The product is the hero

Hero

Selling it to the person who sets it up

The launch page talks to two people: the ops lead who will build the rules and the sales leader who signs off. The hero shows the builder itself, and three steps explain routing without jargon.

Rule builder

Rules that read like sentences

Each rule is a sentence with editable chips, not a nested form: "If company size is 200 or more and region is EMEA, book Enterprise EMEA, round robin." A preview panel runs a sample lead through the rules as you type, so mistakes show up before a prospect does.

No lead left unrouted

Edge cases

Designing for the awkward lead

Most routing mistakes live in the gaps: two rules that both match, or a whole team on holiday. The builder flags overlapping rules and won't save until there's a fallback.

Analytics

Is it fair, and is it fast?

Sales leaders get one screen for the two questions they argue about most: who is getting the meetings, and how quickly prospects get booked. Each rep's share sits against their target, and every number links back to the rule that produced it.

Booking

The prospect never sees the logic

For the person booking, routing is invisible: a short form, a calendar with the right rep's times, and a confirmation that says who they'll meet and why. "Maya leads our enterprise team in Europe" beats "Your meeting is confirmed".

Admin

Every routing form, every rep

Admins see every routing form at a glance: what's live, who owns it and how many meetings it has booked. Opening a rep shows their meetings against target, their week and the rules they're in, with one button to pause routing to them.

All screens

Native to Calendly

Every new screen reuses Calendly's own buttons, inputs, chips and calendar, so the feature reads as part of the product rather than a bolt-on.

Design system

Working inside a brand

Calendly blue for actions, navy for structure and a light grey for panels. The new pieces, like rule chips and the preview card, follow the same radius, spacing and icon style.

In context

For the ops desk and the prospect

The admin builds rules at a desk; the prospect books from a phone in a café. Both ends of the journey were designed together.

Admins, sales leaders, reps and prospects, each with their own view

4 roles

From any number on the dashboard to the rule behind it

1 click

From launch page to confirmation email

11 screens

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