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Hey Community! đź‘‹
 

Have you ever wanted to host two meetings at the same time? Or maybe you have multiple services that can be offered in the same time frame. By default, Calendly does not allow overlapping meetings, but because of a new feature, this is now available for you to use! Lets take a look to see how you can use our new book over meetings feature!
 

Who is this for?

Any user on any of our plans can utilize this!


Before we can use this feature, you will need to make sure you have a Calendar connected and being checked for conflicts, you can see if you have one connected over on your Calendar Sync page

âť—If your calendar is not set to be checked for conflicts, this feature will not work


Where is this configured?
Calendly is currently rolling out a new UI experience to all of our users, the process is slow to ensure stability, so some users may still be on the Old UI. I’ve added a walkthrough for both below!


Old UI

 

Edit your event and select Scheduling Settings

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Then, select the arrow next to your schedule

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Scroll to the bottom of the page, and select +Add Meeting Exception

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New UI

Edit your event and select More Options

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Select the Free/Busy rules dropdown, then select +Add Meeting Exception
 

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Now that we found it, what options do we have to configure it?

First, select (+ Add meeting exception)
Add meeting exception.png

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  • Using the dropdown menu, select one of the following options: 
    • Includes
      • This option will search your connected calendar for all event titles that include what you type in the search bar.
    • Matches exactly
      • This option will search your connected calendar for event titles that exactly match what you type in the search bar.
         
  • Enter your calendar event title into the search bar.
  • Select Apply to allow those meetings to be booked over for your event type.
    • By selecting Apply, all events listed within the 'x meetings' list can now be scheduled over for this event type.

​​​​​​​
Book over meetings apply meeting exceptions.gif

 

When setting up book over meetings, you can also book over Calendly meetings. When you do, you’ll get a notification in your 'New Event' email. Allowing for more visibility into any overlaps you run into.

 

Book over meetings conflict message.jpg

 

There you have it! Now you know how you can allow for overlapping event types within your Calendly account - opening up more flexibility and availability for you and your team! If you have any questions, post them below!

 

I am excited about this feature, I like to set aside focus time to work on finishing up projects where no one can schedule appointments unless I give them a link to a special appointment type. Before I had to use two different calendars for this and custom adjust availability for each of them.

Now with this update, I blocked off my outlook calendar with appointments labeled “Catch up time” so no other appointment types can schedule during that time. I then added “Catch up time” to the book over meetings exception list, and it acknowledges there that is sees appointments of that type on my calendar. When I test it however Calendly will still not let clients schedule during those times. What am I doing wrong?

Hey ​@ATP2003 - Glad to hear you’re excited about this!

In regards to your issue, I would first check your Calendar Sync page to ensure both calendars are connected and being checked for conflicts here: https://calendly.com/app/availability/calendar_settings

Sometimes, you may also need to disconnect then reconnect that calendar first then reconfigure it through the event settings. Could you give these steps a try first and let me know if this works out? 

Thank you!

Thank you for your reply, I’m excited to get this feature working. I checked and my normal calendar does appear there, I unchecked and saved the calendar as one to be checked, then refreshed and rechecked it. Calendly was having no problem seeing the calendar and checking for conflicts, that’s what’s causing the problem! Perhaps I’m not understanding the feature right, but my goal is to be able to make appointments on my outlook calendar for catch up time, and for calendly to see those time blocks and not allow appointments scheduled then, unless it is the special high priority appointment type I save for finish up meetings. For that reason I want only the finish up meeting appointment type to  be able to schedule over those appointment types, and am trying to add them as an exception.

The problem I’m having is the finish up appointment type is still not being allowed to schedule during those time blocks, so the conflict checking is still working and saying I’m not available at those times, when I want it to show that I am available. Thanks for your quick reply on this, I’m happy to do a screenshare or upload pictures showing what I’m talking about if that helps.

Understood, I appreciate the additional information! Yes it should work as you describe, but your specific case is interesting. In this case, I would recommend reaching out to our support team here: https://help.calendly.com/hc/en-us/requests/new or by emailing support@calendly.com. If you chat in, they’d be more than happy to jump on a screen share or zoom call to look closer at what might be going on. That way you won’t have to post any screenshots of your personal events on a public forum, haha! 

When you reach out, just include screenshots of the events you’re trying to overlap, as well as those corresponding times in Calendly - They’ll be able to take a closer look from there. Thanks ​@ATP2003 !

Thank you, will do! When I was looking for support before the prompts just told me go to the community but something more personal like that would be preferred.

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