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Brighton43827
Community Member
February 18, 2025
Solved

Allowing multiple bookings for same time slot

  • February 18, 2025
  • 7 replies
  • 1061 views

Town residents will have the opportunity to setup 10 minute meetings with one of the 2-3 people working in the assessors office on specified days.  I’ve setup a calendar with available time slots on appropriate days.  Resident #1 signs up for 9:40am - 9:50am with assessor #1.  How does resident #2 sign up with assessor #2 or #3 that are still available for the same time slot?   I don’t want to have the resident viewing 3 different calendars for availability.  I’ve been able to figure out everything else so far with Calendly.  Thank you in advance for your assistance.

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Best answer by David

Hi ​@Brighton43827 - Thanks for reaching out!

The issue we run into here is that while you can overlap events, there is not a way to set a specific amount of times an event is allowed to overlap. In this case, there are two ways we can go about this:

  1. The best way to do this is through a Round Robin event. This allows you to have 3 users assigned to the event, and automatically rotate who is assigned to which invitee. You would need to invite additional users to the account to set this up. You can read more on this here: How to set up a round robin team event
  2. The other option is what you already explored and have a calendar assigned for each user, so you can adjust the availability correctly and set the events to overlap each other.

Let me know if you have any questions!

7 replies

David
Community Manager
DavidAnswer
Community Manager
February 18, 2025

Hi ​@Brighton43827 - Thanks for reaching out!

The issue we run into here is that while you can overlap events, there is not a way to set a specific amount of times an event is allowed to overlap. In this case, there are two ways we can go about this:

  1. The best way to do this is through a Round Robin event. This allows you to have 3 users assigned to the event, and automatically rotate who is assigned to which invitee. You would need to invite additional users to the account to set this up. You can read more on this here: How to set up a round robin team event
  2. The other option is what you already explored and have a calendar assigned for each user, so you can adjust the availability correctly and set the events to overlap each other.

Let me know if you have any questions!

B
Brighton43827Author
Community Member
February 18, 2025

Hi David,

Thank you for the quick reply.  My comments below respond to the coordinating number of your response.

  1. I’ve setup a Round Robin event.  Once a residents signs up for the 9:10-9:20pm time slot with assessor #1.  The 9:10-9:20am slot is now filled and the next resident doesn’t get to sign up for the same slot with assessor #2.  Am I missing something?
  2. If each user has their own calendar, what does that look like on the sign up page?  Is the sign up page going to show 3 different calendars?  

Thank you

David
Community Manager
David
Community Manager
February 18, 2025

Hi ​@Brighton43827 - Thanks for getting back.

Hm, as long as both users have availability, that time should be appearing. Can you take a look at it using the Troubleshooting Tool to see why that time might not be appearing? It will give you more information from there!

This article will walk you through how to use it as well: How to use the Troubleshooting Tool

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Brighton43827Author
Community Member
February 19, 2025

The 2nd assessor hadn’t accepted their invitation to Calendly, so that’s why it wasn’t giving the option for another appointment for the same time slot.  I also setup individual hours for both assessors.

 

Thank you for your assistance.

    S
    Seth05070
    New Community Member
    March 18, 2025

    I get how to do this with the round robin, but is there a way to do it so it prioritizes a specific Calendly user? My vision here is I want someone who is signing up (a customer) to be able to book a slot that goes to me but if I’m busy during that slot, it goes to my colleague. The round robin seems to have no prioritization and just goes to the next Calendly user. Can you help?

    S
    Seth05070
    New Community Member
    March 18, 2025

    Also, let’s say Employee #1 can’t take calls on Monday and Employee # 2 can’t take calls on Tuesday. When a customer sings up and looks at the calendar, do they see both Monday and Tuesday open, or if it’s Employee #2’s time through the round robin do they see Tuesday as unavailable?

    David
    Community Manager
    David
    Community Manager
    March 19, 2025

    Hi ​@Seth05070 - Thanks for reaching out!

    Yes there is a way to prioritize users under your Round Robin Event - You can use a different distribution method called Maximize Availability, this will add another section to adjust the priority. You can read more on this here: How does "Maximize availability" work?


    In the case of your second question, both days would show as available, but only schedule one or the other depending on which day was selected.

    Let me know if you have any other questions!

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