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Sara14609
Sara14609
Community Member
March 19, 2024
Solved

Can event location be customized by date?

  • March 19, 2024
  • 3 replies
  • 444 views

I offer prospects and clients the opportunity to meet in person or virtually but I’m going to be traveling and would like certain dates to only offer virtual meeting location options - is this possible?

Many thanks for your consideration!

This topic has been closed for replies.
Best answer by Kelsi

Hey there @Sara14609 - great question! 

At this time there is no way to make this happen within a single event type, in automated fashion. If you offer multiple location options on an event type those will be available for invitees to choose from on all dates/times. That said, there’s a way to work this out!

You can create two event types - one with a virtual location and one with an in-person location - and set them up with different availability as appropriate. Then, you can use routing to allow invitees to be sent to the event type that makes sense for them in a more seamless fashion. Routing forms let you request information such as industry, company size, specific interests, etc. from website visitors and automatically direct them to a specific scheduling or web page based on their responses. It's great for screening and qualifying sales leads on a website or matching clients or students to the booking page of the right subject-matter expert based on their interests, program, or other criteria. You can read more about setting up routing forms, here!

In your use case, for example, you could ask a question like, “Do you prefer to meet in person or virtually?” and have the invitee routed to the event type that aligns with their response. If there are not any upcoming opening on your in-person event’s availability you can also set it up so they are shown a custom message telling them to try again later (for example).

Even if you do not prefer to set up routing, however, the two event types solution should do the trick! Simply make sure to mark yourself as unavailable for the desired dates on the “in-person” event and available on the desired dates for the “virtual” event and then let invitees book! 

Be sure to also check out our New User Guide - it’s a great resource as you get started with Calendly! I’ll share some community articles that you might like, too! 

I hope this helps! Let me know if you get stuck on anything - or just curious! 

3 replies

Kelsi
KelsiAnswer
CalPal Emeritus
March 19, 2024

Hey there @Sara14609 - great question! 

At this time there is no way to make this happen within a single event type, in automated fashion. If you offer multiple location options on an event type those will be available for invitees to choose from on all dates/times. That said, there’s a way to work this out!

You can create two event types - one with a virtual location and one with an in-person location - and set them up with different availability as appropriate. Then, you can use routing to allow invitees to be sent to the event type that makes sense for them in a more seamless fashion. Routing forms let you request information such as industry, company size, specific interests, etc. from website visitors and automatically direct them to a specific scheduling or web page based on their responses. It's great for screening and qualifying sales leads on a website or matching clients or students to the booking page of the right subject-matter expert based on their interests, program, or other criteria. You can read more about setting up routing forms, here!

In your use case, for example, you could ask a question like, “Do you prefer to meet in person or virtually?” and have the invitee routed to the event type that aligns with their response. If there are not any upcoming opening on your in-person event’s availability you can also set it up so they are shown a custom message telling them to try again later (for example).

Even if you do not prefer to set up routing, however, the two event types solution should do the trick! Simply make sure to mark yourself as unavailable for the desired dates on the “in-person” event and available on the desired dates for the “virtual” event and then let invitees book! 

Be sure to also check out our New User Guide - it’s a great resource as you get started with Calendly! I’ll share some community articles that you might like, too! 

I hope this helps! Let me know if you get stuck on anything - or just curious! 

Kelsi - Calendly Community
Sara14609
Sara14609Author
Community Member
March 20, 2024

Thanks, Kelsi, for the recommendation. Unfortunately, I use the free plan which only allows me to have one calendar at a time. This situation comes up infrequently, so I’m not sure it’s worth my upgrading at this time. I really appreciate your assistance, though - many thanks!

Sara
    Kelsi
    Kelsi
    CalPal Emeritus
    March 20, 2024

    Hey 👋🏻 there @Sara14609 - I get it! With your goals, there are many other reasons you might consider upgrading to our Standard Plan to be more bang for your buck, just so you are fully informed!

    In addition to being able to have multiple event types (including unlimited one-on-one event types and Group Event Types) and connect up to six calendars, you can also (as one example) take advantage of our Workflows feature to automate followups, reminders and more via email/SMS for both your invitees and yourself.

    Again, you can create those Group Event Types - allowing multiple invitees to meet with you in one time slot.

    Then, you can use more advanced integrations, for example to collect payments upon booking via our PayPal and Stripe integrations! You would also be able to integrate with things like Google Analytics, update your cancellation policy in your event type settings, customize your booking notifications (the details included in your email confirmations and/or calendar invitations), access over 700 third-party integrations via Zapier and more with webooks, connect with Mailchimp and/or Hubspot and more. 💃🏻

    Here is a high-level overview of that plan:

    You can read more about our plans, pricing and features on our Pricing Page! Note: an annual subscription will result in a 20% discount for all paid plans!

    Standard
    Our Standard plan is:

    • $10/user/month (billed annually)
    • $12/user/month (billed monthly)


    For small teams or individuals with more sophisticated scheduling needs
    Standard features include all Free features, plus

    • Group and collective event types
    • Multiple calendars for availability and scheduling
    • Unlimited one-on-one event types
    • Reminders, reconfirmation requests and other workflows
    • Customizable branding and logos on your website
    • Hubspot, Paypal, Stripe, and 100s of integrations
    • Live chat support

    No pressure at all if you are happy on the free plan! I just would not want you to pass on the next tier up (Standard) based on thinking your only true added benefit would be an ability to create multiple event types that you just don’t have a frequent need for, so I wanted you to have more info to look over in your own time! 

    I hope this helps! Have a wonderful Hump 🐫 Day and let me know if you need anything else! 🤗

    Kelsi - Calendly Community
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