I’m trying this feature for the first time, but I’m struggling to assign my webinar a specific date and time so that attendees only see one option. It is a one-time event but I will have multiple attendees so the one-off meeting option doesn’t work for this, unless I missed a critical step somewhere.

Hey there - I’m glad you posted this! I can totally see where this might get confusing. 

Here are the steps you’ll want to follow: ​​​​​​

1. Create a Group Event Type
2. Within the scheduling settings of that Group ET, use “date specific hours”
3. Using date specific hours, set a date and time you want your webinar to take place
4. Set the location for this Group ET to whatever you’d prefer (Google Meet, Zoom, MS Teams etc.)
5. Share Your Calendly Link for the Group ET so invitees can book

Here’s a short Loom I created for you going over those same steps. Enjoy - and good luck! If you run into more issues, just let us know. We’ll be here! =) 

Great video overview. Wondering if there’s a way to do this where the customer can book without having to find the date and time on a calendar view. My website already has all the signup information with dates/times. I just need a “sign up now” type button. Is there a way to do this?

Hey @Nick65146 - great question! 

At this time there is no way to bypass the booking flow via Calendly, which means that the date/time portion will always be present and an invitee will have to select on that screen to move forward.

I’m sorry! I do hope this helps, though. Have a good day. =) 

p.s. while you cannot bypass the booking flow, you can embed your booking page with a button. Check out this handy overview of our embed options! You can also take a look at this website for examples of each one.

HI, Kelsi/Community - I am good all the way through saving the date-specific hours. IT is not saving and says “view next month” and “No times available on June 6th”. Here is a pic. Any ideas? TIA

Hey @Paul80160 -- great question!

My guess is that while the date specific hours are actually saving, you can’t see that due to the “no times in June” and “view next month” issue.

Look at these event type settings for that event type: 

• date range
• minimum notice

My first assumption is that “date range” is your issue. You might have it set so that invitees can only book “X” days into the future, ending before June 19th (the date I see in your date specific hours). 

It’s also possible that while you are setting June 19th to be available here, it’s not available in your connected “check for conflicts” calendar/s. You can use our Troubleshooting availability tool on your scheduling page in order to understand what's causing the conflict. I find it to be super helpful and it resolves most availability issues. Use this tool to see why that date is blocked off/unavailable, and check your connected calendar for “busy” events on that date/during those times. 

Let me know if this helps you resolve the issue!

Hi, 

Any best practices around the link with Google Meets or Zoom? 

I’ve managed to set up my Calendly with 100 seats available, however I don’t really want this to be a regular Google Meets or Zoom, but a Webinar one, where only I and members of my team can present. Is that possible? I don’t find any way to link a specific type of calendar invite. Is it possible to do this? 

Hey there! 

Our current integration works with Zoom Meetings, not Zoom webinars. However, you can include a static Zoom webinar link as a custom location. You can also include any dial-in info in the description field. Here's an example of what that looks like:

To include a custom link as your location, simply choose “custom” as your location and paste the webinar link in the field.

I hope this helps!

Hi,

I’m planning to conduct webinars on 2 time slots for each Saturdays in August and September. I’m currently using Zoom to setup multiple webinars with individual links for each webinar session. What is the best practice to be able to insert the webinar links for each time slots on Calendly?

Hi @Danvil7!

Hmm. Good question, but could use a bit more info on your setup! Does each individual session have its own Zoom link or is it more like AM sessions have one and PM sessions have another?

Hi Jillian,

Each webinar will be setup independently with its own Zoom link. This means an AM session will have 1 link and PM session will have 1 link. Also, it will be different for each week. Basically, every webinar will have it’s own unique zoom link (reason for this is because if I use recurring webinar setup, Zoom does not seem to allow me to change branding for different speakers on each session). So, I am planning to create each webinar independently. What is the best practice for this?

Hi @Danvil7,

I had to go digging into the depths of Zoom’s help center for this, but I think I’ve got a solution! (Maybe? I’m not a Zoom expert.)

If you use the normal Zoom integration for Calendly and let it generate a Zoom link for each meeting, it appears that you can convert any Zoom meeting to a webinar. There’s a great article on it here: https://support.zoom.com/hc/en/article?id=zm_kb&sysparm_article=KB0067900#h_01G3CSQZDYW2DZSJBQEWE4V1AA

I think this would take a lot of the manual work out for you and ensure your invitees are showing up to the right meeting and the right type of meeting.

What do you think?

Hi Jillian,

Thank you for the advise. I guess this will work, although this will require us to immediately (at lightning speed) to convert the Zoom meeting link to a webinar format. If this is not done immediately, then the minute another invitee registers, it will create another Zoom meeting link. Is that correct?

Also, once it is converted to a webinar format, then only will we be able to add additional branding since meeting and webinars has slightly different features (e.g. reports, surveys, branding). This means we will not be able to create the webinar branding in advance, until it is converted from a meeting to a webinar format. Please advise if I understood how it works correctly.

Hi @Danvil7!

No lightning speed required actually. I just double checked this on my end and sure enough as long as the time slot is the same, the Zoom info is the same. Is the time slot is different, the Zoom info is different. So for example, I created a group event for myself with openings on Monday and Thursday next week. The one on Monday has a Zoom meeting ending in 3021 and the Thursday one ends in 5536. All the testers I assigned for both got the correct Zoom info!

As for the converting to a webinar and branding, I think that’s how it works? I think how I’d probably handle this is have you or someone on your staff be the first to “book” the event so it generates the meeting and you can convert it to a webinar as soon as you’re ready.

Hi @jillian Thank you for the suggestions. Will test it out.

As for converting to a webinar and branding, yes, that was what I initially thought as well, which is to have myself or someone else to first “book” the event to generate the meeting link and then convert it to a webinar.