Scenario / Question
Calendly does not currently offer a direct “Add guests” option on the Meetings page for existing bookings. However, you can add guests to a booked 1:1 or collective event by using the Reschedule feature, selecting the same date and time, and entering guest emails in the reschedule flow. Adding people only on your external calendar won’t include them in Calendly reminders or workflows, and they may be removed if the meeting is rescheduled through Calendly.
Step-by-Step Instructions
- Open the booked event: From your Meetings page, select the meeting where you want to add guests, then choose Reschedule.
- Keep the same time: On the reschedule screen, choose the original meeting’s date and time so you aren’t changing the schedule. If you don’t see the former time, ensure you’re rescheduling (not canceling first); if the time won’t appear, you may need to cancel and then rebook to use the same slot.
- Add guests in Calendly: Select Add Guests and enter up to 10 guest email addresses to include them in Calendly notifications and workflows.
- Clarify with a note: Add a brief reschedule note to explain that the time is unchanged and you’re only adding participants, then select Update Event.
- Verify attendees: Confirm the new guests appear in the event details on your Meetings page.
Key Notes & Limitations
- You cannot add guests directly from the Meetings page without using the reschedule flow for existing bookings.
- Guests added only on your external calendar do not receive Calendly reminders or workflows and can be removed if the event is rescheduled through Calendly.
- Invitees can add up to 10 guests via Add Guests during booking or rescheduling for 1:1 and collective events.
- If the original time does not appear during reschedule, it is still held by the event; you may need to cancel first and then rebook to keep the same time.
- Calendly meetings are confirmed as soon as someone books; there is no built-in “hold until all parties confirm” workflow.
Group Events
- Group events don’t use Add Guests in the same way. Increase capacity with Edit Invitee Limit for that specific scheduled session.
Frequently Asked Questions
Q: Can I do this with Group events?
A: Group events don’t use Add Guests in the same way. Increase capacity with Edit Invitee Limit for that specific scheduled session.
Q: Will workflows or reminders go to people I add in Google or Outlook only?
A: No. People added only on your external calendar won’t receive Calendly emails or workflows and may be removed on reschedule. Add them in the Calendly reschedule flow instead.
Q: Is Calendly building a direct “add attendees to existing meeting” feature?
A: Community feedback indicates this is a frequent request. There is no confirmation it’s available today; suggestions include using reschedule or external calendar as workarounds.
Q: I need two people to confirm the same slot before it’s considered booked. Can Calendly do that?
A: No. Once someone books, the meeting is confirmed. Consider a Group event with limited capacity or a 1:1 event where the first invitee adds the second via Add Guests.
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