Scenario/Question
Users need to schedule 1:1 sessions with specific team members inside the portal. Each team member already has a personal Calendly account. The goal is to connect these accounts under one team for multi-person scheduling and to track bookings, including capturing completion when mentors use Google Meet or Microsoft Teams.
Step-by-Step Solution
- Add Users to Your Organization: From the Admin Management page, invite each mentor by email to join your Calendly team. Team Members retain their existing events, calendar connections, availability schedules, and integrations once added.
- Create a Team Page: In Calendly, create a team and set up a dedicated Team Page to host your team’s events.
- Choose the Event Type Format
- Round Robin: Lets invitees book whenever at least one assigned team member is available.
- Collective: Requires all assigned team members to be available at the same time for a booking.
- Share or Embed the Team Page: Publish the Team Page link or embed it in your portal so team members can book mentors using your chosen multi-person scheduling rules.
- Ensure Integrations Are Connected: Each mentor should keep their existing video integrations (e.g., Zoom, Google Meet, Microsoft Teams) so events include conferencing details and can be tracked.
- Confirm Plan Level and Billing: Use the Standard or Teams plan based on your needs. Pricing differs by plan and billing frequency. Adding users moves them under your billing.
Key Notes & Limitations
- Existing users keep their accounts, event types, calendar connections, availability, and integrations when they join your team.
- A paid plan is required; use Standard or Teams depending on features needed (e.g., Round Robin, Salesforce).
- Round Robin: Books when any one of the assigned mentors is available.
- Collective: Books only when all assigned participants are available.
- Team Pages display events specific to that team (Round Robin or Collective).
- Admin Managed Events and Shared Event Types can help standardize and control event templates across mentors.
Frequently Asked Questions
Q: Will mentors lose their existing event types or integrations when added to our org?
A: No. They keep their existing event types, calendar connections, availability schedules, and integrations, but they become part of your billing and team.
Q: Which multi-person format should we use to let anyone available be booked?
A: Use Round Robin to allow booking when at least one assigned team member is available.
Q: Which format should we use to require all selected participants to attend?
A: Use Collective to require that all assigned team members are available for the time to be bookable.
Q: Do we need a specific plan to enable this?
A: Yes. You’ll need Standard or Teams. Teams includes extras like Salesforce and Round Robin; confirm based on your needs.
