Skip to main content
Solved

Can I poll availability for a single specific date and time?

  • September 3, 2024
  • 6 replies
  • 175 views
J

Hi Community,

I’m running a focus group on a specific (already confirmed) date and time. I would like to send invites to multiple e-mails (let’s say: 20) with the expectation that only some of the invitees can attend. I want to get a report of RSVPs with the associated names.

It’s no different than sending an Outlook or Google Calendar invite, really. So why do I want to use Calendly? The focus group invites will be sent by multiple folks (each of us personally knows a different portion of the invitees) but we need centralized RSVP collection.

Is this something Calendly can do? I’ve been reading and experimenting with Group invites with no success.

Thanks!

Best answer by jillian

Hi @John41708,

Oh good. Glad to hear the attendee element isn’t an issue!

So for this situation, you’ll want to modify the Scheduling settings to be a specific date range (ie, September 20) and the schedule to custom with just the specific time you want available (ie, 10-11am; calendar view tends to be more helpful here). This will block it out and make it impossible for anyone to pick anything else!

This topic has been closed for replies.

6 replies

jillian
Community Manager
  • jillian
  • Community Manager
  • September 3, 2024

Hi @John41708!

It definitely sounds like a Group event type would be the ideal setup, but it’s only going to show you the invitees who will attend - not the entire list of who has been invited regardless of acceptance status. I unfortunately can’t think of any workaround for that, but will certainly share the feedback with our Product team.

J
  • John41708
  • Author
  • New Community Member
  • September 3, 2024

Showing only those who can attend is completely fine. Where I got stuck trying to use the group invite feature as I didn't see any way to constrain the invite to a single date and time. It wanted me to offer options to the invitees, but there is only one date and time that they can attend. How can I create the invite with that restriction?

jillian
Community Manager
  • jillian
  • Community Manager
  • Answer
  • September 3, 2024

Hi @John41708,

Oh good. Glad to hear the attendee element isn’t an issue!

So for this situation, you’ll want to modify the Scheduling settings to be a specific date range (ie, September 20) and the schedule to custom with just the specific time you want available (ie, 10-11am; calendar view tends to be more helpful here). This will block it out and make it impossible for anyone to pick anything else!

J
  • John41708
  • Author
  • New Community Member
  • September 3, 2024

That worked! Thank you very much for your help, Jillian.

jillian
M
  • Molly01407
  • New Community Member
  • September 27, 2024

I have a similar but slightly different situation. I am inviting people to a focus group for a research project. I want to provide participants with 2 - 3  predetermined date/time options they can sign up for.  So ideally, it’s something like 

Please select up to three times you are available to participate in a focus group:

  • Option 1: Date/Time
  • Option 2: Date/Time
  • Option 3: Date/Time

 

Other Considerations:

  • Each focus group has 10 available slots
  • Is there a way setting on Calendly for people to indicate their preferred time/date? (not a requirement but would be nice to have)
  • I also want to maintain confidentiality - participants names can not be visible to other participants on the sign up page.
  • Focus groups are 90 minutes long.

 

Sean Marlin
Community Manager
  • Sean Marlin
  • Community Manager
  • October 1, 2024

Hi @Molly01407,

 

In this instance I would recommend setting up a single Group Event with a max meeting limit of 10 invitees. Then set up the event to have no availability under “Availability and only have your preferred availability on “Date Specific Hours.” In terms of visibility, those settings should be controllable on your linked calendar. Calendly is a tool that sits on top of peoples’ digital calendars and simply reads availability and schedules meetings. Calendly has no ability to control internal calendar settings like internal notifications or privacy. I’m leaving a few resources below about Group Events and Date Specific Overrides. 

 

Group event types

Set Date Specific Hours

Need Help? Visit 'Get Help. Give Help.'
Terms & ConditionsCookie SettingsAccessibility statement