Using Calendly to schedule webinars

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.

As many have said I’m not able to set the exact custom date and time either.
(Well I can set it, but it displays as if no dates are available.)

Has anyone figured this out?  I watched the video.

Hi ​@Connie67265 - Thanks for reaching out!

If you’ve set a custom date and its not appearing on your booking page, the first step would to use our troubleshooting tool to determine why that time isn’t available. If you’ve already used it, do you know what error its showing? For reference, you can read the help center article here: How to use Calendly's Troubleshoot Tool.

One thing that some people run into is that they have a busy calendar event at the same time they’ve set date-specific hours causing that time to not appear.

Could you check this and let me know if it works? Thanks!

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

 

I had the same issue, and it was because I had already blocked off the time on my Outlook (linked) calendar.  Once I killed the ‘existing appointments’, it worked.

My issue was that I already had something scheduled at this time on my linked calendar (Outlook).  Once I killed those, it worked.

Is is possible, to share a group event with another user? 
Use Case: We have a webinar that runs twice a week. We do not know in advance, who’s going to actually run the event. The decision is in a team meeting on the week of the event. 

How would i best set this up? 
I was hoping I could set two different users as the host, but it seems like that might not be possible. 
 

Thanks, 
Nora