Asked + Answered

Scenario / Question“I’m a solo nutrition coach using Calendly. Sometimes I want to book the next session for a client while we’re on the phone or in a meeting, so I need to schedule on their behalf and have them get the confirmation. I also keep a few ‘hidden’ times that aren’t publicly available. How can I do this? And what if the event type normally requires payment at booking?” OverviewYou can book on behalf of your client by opening your own booking page and completing the flow with their name and email. They’ll receive the standard confirmation, reminders, and any active workflows. For off-menu times, you can override available times to give yourself more flexibility. Step-by-StepOpen your booking page: While you’re with your client, open the same scheduling link you would normally send them. Select the time and complete details: Choose the preferred date/time and, where it asks for name and email, enter your client’s information instead of your own. Confirm the booking. Use the o

Scenario / QuestionWhy aren’t my date-specific hours showing on my booking page after I set them? OverviewMost often, date-specific hours don’t appear because the schedule wasn’t applied to the correct event type or an availability rule is blocking the time. First, confirm the schedule with your date-specific hours is active on the event type you’re checking. Then use Calendly’s Troubleshooting availability tool on your live booking page (while logged in) to see the exact reason a time is unavailable, like a busy calendar event, minimum notice, duration, or buffers. Step-by-StepApply your schedule to the right event: Open your schedules page and check the Active On setting. If it says 0 events, pick the event type(s) that should use this schedule, then save. Open the Troubleshooting tool: Visit your public booking page while logged in and click Troubleshoot at the bottom of the window to analyze a specific date/time and see why it’s blocked or open. Check for external calendar conflict

Scenario / QuestionCalendly isn’t integrating with my Outlook calendar. Events aren’t blocking off my availability or adding to my Outlook. How do I fix this? OverviewMost Outlook issues come down to either an incorrect calendar connection or how busy/free status is set. Calendly only treats events marked Busy on your connected calendars as conflicts, and will book over events marked Free. If events aren’t adding to Outlook at all, disconnect and reconnect your Outlook/Office 365 calendar from Calendar Connections and choose the correct calendars to check for conflicts and to add new events to. Step-by-StepConfirm your availability setup: Make sure your Availability Schedules in Calendly reflect when you want to be bookable. Calendly shows availability based on these schedules and your calendar conflicts. Verify your calendar connection: Go to your account menu > Calendar Connection (Calendar Connections page). Confirm you’re connected to the correct provider (Office 365/Outlook.com

Scenario / QuestionI travel frequently. How can I show the right availability across different time zones in Calendly? OverviewCalendly does not let you set different time zones for specific dates on a schedule. Instead, use Date-specific hours to adjust the hours shown during your travel dates to match your working hours in the destination’s time zone. You’ll need to convert times yourself before entering them; a third-party time zone converter can help. Step-by-StepDecide your working hours for the destination: Determine the local working window you want to keep while traveling (for example: 9:00 AM–5:00 PM in New York). Convert those hours to your account’s current time zone: Use a time zone converter to translate the destination hours back to your Calendly schedule’s time zone (for example: convert 9:00 AM–5:00 PM Eastern to 6:00 AM–2:00 PM Pacific). Open your Availability: In Calendly, go to your Availability. Add Date-specific hours: Create Date-specific hours for the exact trave

Scenario / QuestionHow do I change my Calendly slug (URL) for my main scheduling page or for an event type? OverviewYou can change your main Calendly scheduling page URL from your account menu. Changing this URL will break previously shared links to all of your events, so be sure to update any places you’ve shared it. You can change the event link (slug) for individual one-on-one event types from the event editor. This is not available for Group or Round Robin events. Step-by-StepChange your main scheduling page URL: Click your profile picture in the top-right of any Calendly page, then select My Link Enter your new link, then select Save Changes. Previously shared links to your events will no longer work. Change the URL for a one-on-one event type: Open the event type editor, then go to More options > Booking page options. At the top, find Event link, edit the URL field, then select Save changes or Save and close. This option is available for one-on-one events only.  Key Notes &

Scenario / QuestionMy Google Calendar is connected to Calendly, but my availability on my booking page isn’t updating. Events marked busy on my Google Calendar aren’t removing times from my Calendly availability. What should I check and how can I fix it? OverviewCalendly only removes times from your booking page when it can check all relevant calendars for conflicts and those events are marked Busy. Ensure your calendars are shared with the connected account with read/write permissions and are selected under Check for conflicts. If sharing or selections were updated after connecting, reconnecting your calendar can resolve sync glitches. Step-by-StepConfirm Calendly checks the right calendars for conflicts: Open your Calendar Connection settings and verify that the calendars you rely on appear and are selected under Check for conflicts. Verify Google Calendar sharing and permissions: In Google Calendar on a computer, open Settings and sharing for each relevant calendar. Under Share with

Scenario / QuestionHow can I ensure Zoom links generated by Calendly are only usable during the meeting’s scheduled date and time? OverviewCalendly can generate unique Zoom meeting links for each booking, but Calendly cannot restrict when a Zoom link becomes active. Zoom controls link behavior. According to Zoom’s rules, non‑recurring meeting IDs can be started any time before the scheduled time and typically remain valid for up to 30 days; recurring meeting IDs can remain valid for up to 365 days after the last occurrence. This means links may work before the scheduled window, and there is no Calendly setting to limit link usability to the booked hour only. Step-by-StepConfirm you’re using unique Zoom links per meeting: In your Calendly event type, set Location to Zoom so Zoom generates a unique meeting ID for each booking, not your Personal Meeting ID (PMI). This reduces cross‑meeting conflicts compared to reusing a PMI. If conflicts persist, adjust Zoom settings at the source: Becau

Scenario / QuestionEvery time a Calendly meeting is rescheduled, a new Microsoft Teams meeting link appears and attendees sometimes join the old link instead of the new one. Why is this happening, and how can I stop duplicate or changing Teams links? OverviewThis behavior is typically caused by Outlook/Microsoft 365 automatically inserting a Microsoft Teams meeting into calendar invitations, even when Calendly already added its conferencing location. When this auto-insert happens, invitations can end up with two different online meeting links and, on reschedule, the links may not match, confusing attendees. The reliable link to follow is the Calendly-generated location link (calendly.com/events/...). Step-by-StepIdentify the duplicate link source: Open one of the affected calendar invites and compare the location field (Calendly link) to the body of the invite (where a separate Teams link may appear). If the body contains a different Teams meeting ID, Outlook likely auto-added it. Disa

Scenario / QuestionI want to embed Calendly on my company website. What are the best practices to choose the right embed type, set it up cleanly, and customize it for a seamless user experience? OverviewYou can embed Calendly on your website so visitors can book without leaving your site. Choose from three embed types—inline, pop-up text, and pop-up widget—and customize options like hiding details and colors. For advanced control, use the JavaScript API to delay loading, prefill fields, or pass UTM parameters. Step-by-StepDecide what to embed: Choose a landing page (shows multiple event types) or a single event type you want visitors to book. Generate your embed code in Calendly: From the Event Types or Scheduling page, select Add to website or Share, then Add to website. Pick Inline, Pop-up text, or Pop-up widget and adjust appearance settings. Customize basic settings: Optionally hide your photo and event details, and customize colors or button text (more color options on paid plans)

Scenario / QuestionHow do I control the specific start times that appear on my Calendly booking page using Start time increments? OverviewYou can control how often start times appear on your booking page by adjusting Start time increments in each event type. The default is every 30 minutes, but you can change it anytime in Booking page options to match your scheduling goals. Start time increments are independent of event duration and buffers. They affect only how start times display, not how long meetings last or how buffers are applied. Step-by-StepOpen the event type: From your home page, select the event type you want to edit. Open Booking page options: Select More options at the bottom of the editor, then select Booking page options. Set the increment: Choose your desired Start time increments (for example, every 10, 15, 30, 45, or 60 minutes). Save your changes: Select Save changes and preview your live booking page to confirm the start times look right. Key Notes & Limitation

Scenario / QuestionHow can I share one Calendly link with multiple invitees so each person can book a 1:1 at specific dates and times? OverviewYou can share a single 1:1 event link with many people and let each person pick a unique slot. Do not use a One-off Meeting, because that creates a single-use link that expires after the first booking. Create a standard 1:1 event type, set Date-specific hours for only the dates/times you want, make the event Secret if needed, and share that link with your invitees. Each booked time is removed to prevent double booking. Step-by-StepCreate a reusable 1:1 event: From your Calendly home, create a new one-on-one event type (not a One-off Meeting). This gives you a persistent link you can share with multiple invitees. Limit who can access it: Open the event’s settings and make it Secret if you don’t want it visible on your public booking page; only people with the link can access it. Offer only specific dates/times: In the event’s Availability setting

Scenario / QuestionWhy do my Calendly confirmations, reminders, or calendar invitations show the “wrong” time, and how can I fix time zone issues for myself or my invitees? OverviewCalendly shows availability and sends confirmations in the time zone that was visible on the booking page at the time of scheduling. If the invitee saw 1:00pm PST when booking, their confirmation will reference that booking page time zone and display the correct local equivalent for them (for example, 4:00pm EST). Calendar invitations, however, are controlled by the recipient’s calendar app and can default to UTC if their time zone can’t be detected. Switching to Email Confirmations avoids those calendar-app issues. Step-by-StepConfirm what the invitee saw on the booking page: Ask the invitee to check the time zone displayed at the bottom/top of the scheduling page when they booked. That is the source of truth for confirmations and reminders. Check if the host locked the time zone: Open the event type, selec

Scenario / QuestionI'd like to be able to override my Outlook calendar's availability. For example, sometimes I block time off for a client until they or I get around to adding it on Calendly, so that time will look busy but I know it's not. I used to use Acuity and it did let you do this. Is there a way to override "Busy" events in Calendly? OverviewYou can overlap events using the Free/busy rules within the event settings. Helping you open up more time in your calendar. You can use it to book over meetings in your calendar, or any of your Calendly events Step-by-StepGo to your Scheduling page. Choose the event type you want to update. Scroll down and select More options. Expand the Free/busy rules section. Click + Add meeting exception. In the dropdown, choose: Includes – to match part of an event title. Matches exactly – to match the full event title. Type the event title in the search bar. Press Enter. Click Save changes. Key Notes & LimitationsIn order to override events, yo

Scenario / QuestionWhat setting needs to be changed so invitees do not have to sign up or log in? OverviewInvitees do not need to create a Calendly account or log in to book a meeting with you. As long as your invitees have an email address, they can schedule time directly from your booking page—no signup or login required. Step-by-StepShare your Calendly booking link: Copy your event or scheduling page link and send it to your invitees. Invitee opens the link: The invitee clicks the link and is taken to your booking page. Invitee selects a time: They choose an available time slot. Invitee enters details: They provide their name and email address (and any other required information you’ve set up). Invitee confirms the booking: No Calendly account or login is needed—just submit the form to complete the booking. Key Notes & LimitationsInvitees only need an email address to book; no Calendly account is required. If your booking page is asking invitees to log in or sign up, double-chec

Scenario / QuestionHow does Calendly work, and what specific features does it offer to streamline scheduling processes for individuals and businesses? OverviewCalendly is a scheduling automation platform that connects to your personal or work calendar. It checks for events marked as "Busy" and prevents invitees from booking over those times. When someone schedules with you, the meeting is automatically added to your connected calendar and appears in your Calendly dashboard. Both you and your invitee receive email confirmations, making it easy to coordinate appointments, meetings, and more. Step-by-Step SolutionConnect your calendar: Sign up for a Calendly account and connect your preferred calendar (Google, Outlook, iCloud, etc.). Set your availability: Define your working hours, breaks, and holidays so Calendly knows when you’re open for meetings. Create event types: Set up templates for different meeting types (one-on-one, group, collective, or round robin). Share your scheduling lin