Use Text Replacement to Share Your Calendr Links Faster
11 Jul 2026 · by Peter Grillet
If you send the same Calendr booking links throughout the day, text replacement can save you from repeatedly opening your dashboard, copying a link, and pasting it into emails or messages. This short video shows how to create simple keyboard shortcuts for the Calendr links you share most often.
If you share booking links all day, the annoying part is not any one copy and paste.
It is the repetition.
You open Calendr. You find the right event type. You copy the link. You go back to the email, message, or client note. You paste it in. Then, half an hour later, you do it again for a different call.
That is fine once or twice. It gets old quickly if you are a practice manager, admin lead, assistant, customer success person, or anyone who regularly books calls for yourself or other people.
This short video shows a simple way to remove that friction: text replacement shortcuts.
The idea is simple
Instead of copying the same Calendr link every time, you create a short phrase that expands into the full link.
For example, you might type:
- _q for your quick call link.
- _oc for an onboarding call link.
- _con for a consultation link.
- _kellycon for a colleague's consultation link.
When you type the shortcut, your computer expands it into the booking link. That means you can invite someone to book a meeting without leaving the message you are writing.
It is a tiny workflow improvement, but it is the kind of thing that becomes useful because you use it so often.
Why this works well with Calendr
Calendr already gives you links for the booking pages you use most often. You can copy a link for a specific event type, such as a quick call or onboarding call. You can also use a profile page link if you want someone to choose from the public booking options available for that person.
That profile link is especially useful when you are booking on behalf of other people. Instead of trying to remember every individual event type link, you can keep a shortcut for a colleague's profile page and send that when the client should choose the right meeting from their available options.
For practice managers and admin teams, this can be a neat way to reduce small bits of switching between tools. You are still using the right Calendr link, but you are not interrupting your writing every time you need to share it.
Use a naming convention that will not get in your way
The video shows one small habit that is worth copying: start your shortcuts with a character you would not normally type in a sentence.
In the example, I use an underscore. That keeps shortcuts like _q or _con from expanding accidentally while I am writing normal text.
You can use whatever convention works for you. The main thing is to make it predictable. A simple pattern might be:
- Start every shortcut with an underscore.
- Use the first few letters of the meeting type.
- Add a person's name when the link belongs to a colleague.
That gives you shortcuts you can remember without needing another list to manage.
How to set it up
On a Mac, you can use the built-in text replacement feature in keyboard settings. Search for text replacement, add a new shortcut, paste in the Calendr link you want it to expand into, and save it.
If your phone is synced with the same settings, the shortcut can also work there, which is handy if you often reply to clients or colleagues from your phone.
On a PC, you may need a separate text expansion tool depending on your setup. The idea is the same: choose the short phrase, paste the full Calendr link, and let the tool expand it when you type.
Watch the walkthrough
If you regularly share Calendr links, watch the video and set up two or three shortcuts for the links you send most often.
Start with the obvious ones: your quick call, your consultation link, your onboarding call, or the profile link for someone you often book meetings for.
This is not a big system change. It is just one of those small habits that quietly removes a bit of admin from the day.
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