Booking both staff and room

Hi ​@Jaane85855, this is a question we get from time to time and there is a workaround for this but it comes with caveats. The basic way to do this is to set up each room with it’s own calendar which Calendly can use to check for conflicts. Then you would set up a Collective Event Type with two hosts. One host would be the room and the second host would be the Client Advisor. This way Calendly will only show availability for that Event Type when both the meeting room and Client Advisor are free. I’m leaving an abbreviated step-by-step followed by a longer explanation. There is a second option you will see on the linked Help Center Article about how to set this up with Zapier. I hope you are able to get this going for your team. It is a bit of a beast to set up but feasible. 

**NOTE** The big caveat is that adding each room with it’s own calendar requires that the each of the meeting rooms have an email. That means that each room would take up one of the seats in your Calendly org - ie. you would be paying for each of them as part of your Calendly team.

Here is a Help Center Article all about this → How to schedule with conference rooms

Summary Of Set Up:
 

1. Set up each Meeting Room as a Microsoft 365 resource mailbox.
2. Add each Meeting Room as a user in your Calendly organization with a unique email.
3. Create a Collective event type in Calendly including both the Client Advisor and the assigned Meeting Room.
4. Ensure both calendars are connected and shared with appropriate permissions.
5. When a meeting is booked, it will appear on both the Client Advisor's Outlook calendar and the Meeting Room calendar.
6. Test booking to confirm conflicts are checked and bookings appear on both calendars.

Detailed Description:
 

1. Use Microsoft 365 Resource Calendars for Meeting Rooms

• Meeting Rooms should be set up as Microsoft 365 resource mailboxes (room mailboxes).
• These resource calendars can be used to avoid conflicts when booking events.
• Calendly can check availability against both a user's primary calendar (Client Advisor) and a resource calendar (Meeting Room).

2. Conflict Checking

• Calendly supports checking conflicts by connecting to both the Client Advisor's calendar and the Meeting Room's resource calendar.
• This can be done by using a "Collective" event type in Calendly that includes both the Client Advisor and the Meeting Room as hosts.
• The Collective event type checks availability for all included calendars before allowing booking.

3. Booking Both Calendars

• To have the booking appear on both the Client Advisor's Outlook calendar and the Meeting Room calendar, you need to set up the event as a Collective event type with both calendars included.
• Each Meeting Room should be added as a user in the Calendly organization with a unique login email address.
• When a meeting is booked, it will be added to both the Client Advisor's calendar and the Meeting Room calendar.

4. Licensing and Permissions

• Each Meeting Room added as a user in Calendly takes up a paid seat.
• Alternatively, if licensing is an issue, you can use a Calendly account connected directly to the resource mailbox (Meeting Room) without a license and use Collective scheduling to check conflicts.
• The Meeting Room calendar must be shared with the Client Advisor or the user booking the meeting with at least "Can view all details" permission if using sub-calendars.