Using Calendly to Schedule Webinars with Group Events

Overview

You can use Calendly to schedule webinars by creating a Group event. This allows multiple invitees to register for a single date and time. Calendly supports integration with video providers like Zoom and Google Meet, but note that the native Zoom integration creates Zoom Meetings, not Zoom Webinars. If you require a webinar-style experience, you can use a custom webinar link as the event location or convert the generated Zoom meeting to a Zoom Webinar after booking.

Step-by-Step Instructions

1. Create a Group Event
   • From your Event Types, create a new Group event so multiple invitees can book the same session.
2. Set Capacity
   • In the event settings, set the maximum number of attendees (e.g., 100 seats) to control registrations.
3. Offer a Single Date/Time
   • In Scheduling settings, turn on date-specific hours and add exactly one date and time for the webinar. Invitees will only see that option.
4. Choose the Location
   • Standard meeting link (Zoom, Google Meet, etc.): Select the integrated provider so Calendly generates the meeting details per time slot.
   • Webinar-style link (Zoom Webinar or other): Set Location to Custom and paste your static webinar link. Add any dial-in or attendee instructions in the description field.
5. Share Your Booking Link
   • Share the Group event link with your audience or embed it on your website. Invitees will pick the single date/time and register until capacity is reached.
6. If Using Zoom Meetings but Need a Webinar Experience
   • Let Calendly generate the Zoom meeting when the first registration occurs, then convert that meeting to a Zoom Webinar in Zoom while keeping the same time slot. You can prepare branding after conversion.
   • Tip: Have a team member place the first registration to trigger link creation so you can convert and finalize webinar branding before broader sign-ups continue.
7. Verify Availability if Your Date Doesn’t Appear
   • Use Calendly’s troubleshoot availability tool on your scheduling page to see why a time is blocked. Common causes include date range settings, minimum notice windows, or busy events on your connected calendar (Google/Outlook). Clear the conflict and refresh.

Key Notes & Limitations

• Calendly supports Zoom Meetings, not Zoom Webinars, via the native integration. Use a custom location to paste a Zoom Webinar link if needed.
• The booking flow cannot be bypassed; invitees must select a date/time in Calendly, even if your website already lists it. You can embed your Calendly page behind a button to streamline the flow visually.
• If a specific date/time isn’t showing, check date range, minimum notice, and your connected calendars for conflicts. Busy events on your linked calendar will hide that time until cleared.
• Zoom links are generated per distinct time slot. All registrants for the same slot receive the same meeting details; different time slots receive different details.
• Group events cannot be co-hosted by multiple Calendly users as hosts. If your team rotates presenters, common workarounds are: schedule under one owner and adjust host/panelist in your video platform directly, or use a neutral shared Calendly user that presenters can access to host when needed.

Frequently Asked Questions

Q: I only want one date/time visible. How do I avoid showing a full calendar?
A: Use a Group event and add a single date/time via date-specific hours. Invitees will only see that one option.

Q: My “date-specific hours” saved, but invitees see “No times available.”
A: Run the troubleshoot availability tool and verify your date range and minimum notice. Also check your connected calendar for busy events that overlap the webinar time.

Q: Can I use Zoom Webinar directly with Calendly?
A: Calendly’s native integration creates Zoom Meetings, not Webinars. Use a custom location with a webinar link, or let Calendly create a Zoom Meeting and convert it to a Webinar in Zoom for that time slot.

Q: We have two presenters who may host. Can I assign both as hosts in one Group event?
A: Not currently. Either schedule under one owner and change the host in Zoom/Google Meet, or use a neutral shared Calendly user account that presenters can access to host as needed.

Q: Can invitees bypass the date selection if my site already lists the date/time?
A: No. Calendly always requires a date/time selection. You can embed Calendly on a “Register” button to keep the experience streamlined.