Feature Request: Last-Minute Appointment Reassignment

Recommended Feature: Allow administrators or designated team members to reassign a staff member’s upcoming appointments to another team member when the original staff member becomes unexpectedly unavailable. This functionality should support both Round Robin teams and individually managed events within the same Group. Additionally, administrators should have the ability to override a team member’s availability when buffer times, booking date ranges, or other scheduling settings prevent an appointment from being reassigned.

Use Case: When a staff member calls out or becomes unavailable at the last minute, we need the ability to quickly reassign their scheduled appointments to another available member of our team without having to cancel and manually recreate each appointment. In these situations, we also need the ability to override the receiving team member’s availability when existing buffer times or booking date ranges prevent Calendly from accurately reflecting their ability to accommodate the appointment.

Recommended Functionality:

• Allow an administrator or designated user to select one or multiple upcoming appointments from an unavailable staff member’s schedule.
• Provide an option to “Reassign Appointment” to another team member.
• Display the receiving team member’s availability to help identify an appropriate replacement.
• Allow administrators to override availability settings when necessary to accommodate a reassigned appointment, including buffer times and booking date-range restrictions.
• Automatically update the appointment owner/host in Calendly.
• Automatically notify the client of the change, including the new staff member’s information and updated meeting details, when applicable.
• Preserve the original appointment date, time, appointment type, client information, and relevant intake information, while also allowing administrators the flexibility to adjust these fields when needed.
• Ideally, allow multiple appointments to be reassigned at once rather than requiring each appointment to be transferred individually.
• Maintain a record of the reassignment for administrative and reporting purposes, if feasible.

Why This Would Be Valuable: This feature would help organizations manage unexpected staff absences while minimizing disruption to clients. Currently, a last-minute absence can require staff to manually coordinate coverage, cancel appointments, recreate bookings, and communicate changes to clients. This process can be particularly challenging when buffer times or booking date ranges prevent Calendly from accurately reflecting a team member’s actual availability to provide coverage.

A built-in reassignment and availability override function would significantly streamline this process, reduce administrative work, and provide a better client experience by allowing teams to maintain scheduled appointments rather than canceling and recreating them.

For organizations with multiple team members providing the same or similar managed events, the ability to quickly reassign appointments and make necessary availability overrides would be especially valuable for maintaining continuity of service during unexpected absences.