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Scenario / Question

How can I share one Calendly link with multiple invitees so each person can book a 1:1 at specific dates and times?

 

Overview

You 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-Step

  1. Create 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.
  2. 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.
  3. Offer only specific dates/times: In the event’s Availability settings, choose Date-specific hours and add the exact dates and time blocks you want to offer for this series (for example, next Monday–Friday with different hours each day). Select Apply for each date you configure.
  4. Share the booking link: From your home page, select Share or Copy link and send it to your invitees (you can also “Add times to email” to display handpicked slots in your message).
  5. Prevent double booking automatically: When an invitee books a time, that slot is removed from the booking page so others can’t select it.
  6. Optional—highlight only certain times in your email: Use Share > Add times to email to pre-select a handful of slots to show in the email. Note: this does not reserve those times; it only displays them. If someone else books one, it will no longer be shown as available.

 

Key Notes & Limitations

  • Do not use One-off Meeting: One-off Meetings generate single-use links that expire after the first booking; they are not suitable for sharing with a group.
  • Use Date-specific hours for precision: You can set different hours for each specific date (not just weekly recurring hours). This is the recommended way to offer a finite set of times across certain days.
  • Secret controls visibility, not uniqueness: Marking an event Secret hides it from your public page but does not limit how many people can book; bookings are still first-come, first-served.
  • Showing times in email doesn’t reserve them: “Add times to email” displays selected options but does not hold them; if a time gets booked, it disappears for others.
  • Manage availability across other events: If you want these times available only for this event and hidden from your other event types, use a separate Availability Schedule for this event and remove those times from your main schedule.

 

Related Questions (FAQ)

Q: Why did my shared link stop working after the first person booked?

A: You likely shared a One-off Meeting link, which is single-use. Create and share a standard 1:1 event type link instead.

 

Q: Can I customize different hours for each day of the week?

A: Yes. Use Date-specific hours in the event’s Availability to set exact times on each chosen date.

 

Q: How can I keep these special time blocks from appearing on my other event types?

A: Use a separate availability schedule for this event and make your other schedules unavailable during those times.

 

Q: If someone books a time, will others still see it?

A: No. Once booked, that time is removed from the booking page to prevent double booking.

 

Q: Can I reserve or hold specific times so only this group can book them?

A: There isn’t a “reserve times” control inside events; use separate schedules so only this event offers those slots.

 

Links & Resources

 

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