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Virginie55881
Community Member
September 18, 2026
Question

Few questions / SMS reminders/different profiles/events

Hello, I have a few questions. I am a real estate agent and I created a Calendly account to manage my property viewing appointments.

 

My first question is: Can I reserve specific days exclusively for certain neighborhoods? I have already created multiple "events" to differentiate my neighborhoods, but I couldn't find a way to "lock" or restrict specific days to a particular event.

 

Second question: Can I invite my colleague to my calendar and set up a system (using colors or different profiles) to say, for example, "I am taking this day, and she is taking that day"? I also need her to receive her appointment notifications directly in HER own inbox. Is this possible?

 

Third question: Can I make SMS reminders mandatory? I did a test booking, and the SMS reminder was optional (if I didn't fill out the phone number field a second time for SMS, I didn't get a reminder). I really need this to be required because prospects don't check their emails often when an appointment is coming up.

Here is a screenshot of my appointment booking, before confirmation. Items in yellow are mandatory; the item in orange—the "SMS reminder"—is something I would like to be mandatory.

 

Fourth question: Is it possible to send a reminder 1 hour before the appointment with an option like "Press 1 to confirm, Press 2 to cancel"? Maybe with a paid profile? (I'm still on the trial version to test my calendar).

 

Fifth question: I did a test where I specified for 2 events (2 neighborhoods) that pets were not allowed. However, when I did a fake booking and checked "Yes, I have pets," the appointment was still confirmed anyway. Did I do something wrong?

Here is a screenshot of the routing form I created for this issue. I selected only the neighborhood where pets are allowed, and I did a test booking by choosing one of the other neighborhoods (where pets are forbidden). Yet, the appointment was still confirmed…

 

🙌 Thank you for your patience and your help! 🙌

10 replies

Virginie55881Author
Community Member
September 18, 2026

UP:

 

OK, I'm sorry, I hadn't found the page 'Add a new workflow,' so I saw that it was possible to send the reminder SMS with the paid version. When I activate it, it won't be an issue anymore!  


Is it possible to have a reminder 1 hour before the appointment? Still with the option to say 'press 1 to confirm, press 2 to cancel'?

David
Community Manager
David
Community Manager
September 21, 2026

Hi ​@Virginie55881  — Thanks for reaching out! I’ve answered your questions below.

  1. Reserving specific days for specific neighborhoods

Yes! The best approach is to create separate availability schedules for each neighborhood and assign specific dates and times to each schedule. You can then assign the appropriate schedule to each event type.

  1. Sharing scheduling responsibilities with a colleague

You can invite your colleague to your Calendly organization, but this may require adding another paid user to your subscription.

As alternatives, you can:

  • Share your connected calendar with her directly.
  • Use the Email Reminder to Someone Else workflow to notify her when appointments are booked.

However, these workarounds won’t assign her as the event host or provide her with the same host-level controls. To fully assign events and notifications to her, she would need to be added as a user.

  1. Making SMS reminders mandatory

At this time, SMS reminders cannot be made mandatory because invitees must provide consent before receiving text messages.

  1. Sending a reminder with “Press 1 to confirm” or “Press 2 to cancel”

Calendly does not currently support this type of automated phone-based confirmation flow. However, you can include a confirmation link in an SMS reminder so invitees can confirm or cancel their appointment directly from the link.

  1. Preventing bookings when someone has pets

You may need to add another routing-form path for invitees who select “Yes, I have pets.” That path could direct them to a separate page explaining that pets aren’t permitted for the selected neighborhood, rather than sending them to the booking page.
 

Let me know if you have any questions!!

    Virginie55881Author
    Community Member
    September 22, 2026

    Hello ​@David ,

    Thank you for your detailed answers! I was able to solve almost all of my issues with the Teams version of the app, which offers more features than the free version. I also managed to add my colleague and create 2 different schedules.

     

    However, there is one question I couldn't find an answer to, and it's about the SMS reminders. I did set up my workflow so that Calendly sends SMS reminders 24 hours before, as well as an SMS confirmation 1 hour before the appointment (in addition to the emails).

    Yet, because I didn't enter my phone number a second time, I didn't receive any SMS yesterday during my test (0 SMS and 3 emails). The issue remains that the "Send an SMS" field is still optional and not mandatory... So if someone doesn't fill out this field (and since there is a previous field for the phone number, you instinctively think you don't need to fill out the second one, which is the most important one in my opinion), they don't receive anything via SMS…

     

     

     

    Thank you for your help and your time!

    David
    Community Manager
    David
    Community Manager
    September 23, 2026

    Hi ​@Virginie55881 - Glad to help!

    Yes, this is expected. The SMS field requires consent from the customer to be used, so it cannot be a required field.

    In some cases, people will remove any other phone number field and leave this one so workflows are sent. Calendly will still collect the number so you can utilize it in the future, but there is not a way to make this required.

    Apologies for the inconvenience here, let me know if you have any questions!

      Virginie55881Author
      Community Member
      September 23, 2026

      Oh okay I understand ! Thank a lot ​@David  for your quick reply!

      Other question (sorry, I try to understand 100% for the application and what I can/can't do about it) :

       

      Is there a way for the calendar to VISUALLY show appointments and not just the time slots? For example, I’d just have to look at my calendar and I’d see all my appointments, instead of checking my emails or texts.

       

       

      For example, yesterday I had an appointment, and it doesn’t show up visually. Either the person’s name with a time, or a colored block, anyway, something more clear and direct. Because I would have a hard time searching through menus/emails/texts to see exactly who made the appointment/when/where I need to go, etc.

       

      Thank you !

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