Help! Maximum number for event error

Hi ​@Michelle61685 - Thanks for reaching out!

Seems like there are a few things going on, but I can clarify some information if that helps!

• First, you should be able to see all of the invitees booked for that event if you select the dropdown for that scheduled time:

  

  Once you select this, you’ll see them under the invitees section.

• If you’ve changed the Max Number from 20 to 15 in the Event Settings, keep in mind that this does not update for any previously booked events. The only way to adjust the limit for a booked event is by going to your scheduled events page, selecting the dropdown, then selecting Edit Invitee Limit.

Could you confirm these two changes quickly and let me know if those options show up? Thanks!!

Hey David

Thanks for your response. 

Re change in numbers - this is where I changed the max number - in the dropdown menu of the event, edit invitee limit.
And my event does not show in the Meetings / upcoming tab. This is my concern. So I cannot click the details tab as the event doesn’t show. 

I had 12 people book when it was listed for 20 max number. I have all the email notifications of people booking in but the event doesn’t show. And not sure why it would list 15 available spots when I have 12 booked in.

The other weird thing was when I originally changed it to 15 it still showed the number of places left as if the max number was 20. Now it shows 15 available like it’s a new event but I just changed the max number and 12 booked in!

Hi ​@Michelle61685 - Okay got it.

In this case, can you adjust the filters so that it includes all events including cancelled events and try looking for it again? This way it would show all upcoming events including rescheduled and cancelled events. Does it show in the meetings page then?

Let me know!

Yes it does! But I didn’t cancel it! I just changed the maximum number. 

Help. What does this mean for those that registered????

I’ve just had someone email me saying they got a notification saying it was cancelled. 
What do I do now???

Hi ​@Michelle61685 - Interesting, but in this case, I think the best way to fix this is to rebook those users for the same date to make sure something is on their calendar and they no longer see the cancelled event notification. If you filter for cancelled events, you’ll still be able to see their email and information so you can easily rebook them.
 

I have seen this issue occur before when other users or applications that have access to your connected Google Calendar, which may be be modifying these calendar events in a way that Calendly registers as the events being deleted or declined — even though the event is not actually canceled.

To resolve this for the future, I would suggest deselecting the Sync cancellations option, which you can find your Calendar Connections page under sync settings:

Let me know if you have any questions.

Thank you David. 

But how do I rebook them into the new event? Don’t they need to do that?

I need them to be booked into the same group event (but new one I created because the original one was cancelled). I can’t have 12 people booked in separately. They all need the same google meet link and event notification.

I think I just figured it out.

Okay great to hear! Yes in this case you can go to your own booking page and input the customers emails. Once they’re booked, it will send them an invite to the meeting. You’ll just need to repeat the steps for each invitee at the same date and time.

Let me know if you run into anything else!

Thanks David. 

All sorted now. 

Another questions - is there a function within Calendly that stops people from rescheduling within 24hrs? I have this as my cancellation policy but how can I disable the ability to reschedule within 24hrs?

Hi ​@Michelle61685 - Glad to hear its all fixed now!

At this time, there is not a way to disable rescheduling within a certain time-frame. You can include a cancellation policy, but it still does not prevent a user from rescheduling.

I’ll pass this along to our product team so they can review. Hopefully this is something we’ll see in the future!

Okay great thank you

Yep got it in my cancellation policy but is then up to me to enforce. Would be great if the system could lock out rescheduling within a time frame you set. 

thanks for all your help!