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Juliette48277
New Community Member
May 22, 2024
Solved

How can I have overlapping events?

  • May 22, 2024
  • 5 replies
  • 1676 views

Hi,

I have about 20 event types, each with a calendar from 11am-5pm and time slots of 30 mins.

I want each event type to have its own ‘calendar’, since I’m booking meetings with applicants for 20 other recruiters. Each recruiter gets a seat on my plan and has permission to view their own event type and send it out to candidates.

How can I make sure that:

  • If a time slot is booked by a recruiter in event type 1, that same time slot is still available for all other 19 event types?

Now, it takes away that time slot from my availability, while that’s not necessary because it should only take away from that recruiter/event type’s availability.
I purposefully want overlap in my ‘personal’ calendly calendar.

I can’t use groups for this, because I don’t need several time slots within one event type.

If not possible, what is the best workaround for this? For example that it takes the availability of the recruiter’s calendly calendar?

Thanks in advance!

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

Hey there @Juliette48277 -- great question. I can absolutely help! I’m sorry in advance for the lengthy response, but I want to make sure you are set up for success from the get-go! 🤗

The “issue” you are running into (no ability to overlap) is actually expected behavior and exactly how Calendly is designed to work for a solo user! (Because Calendly sees each account as an individual user, it will not allow overlapping Calendly events in an effort to prevent double bookings.) You are a solo user if you have not actually added additional users to your organization in Calendly. You cannot (as a solo user) make it so each event type has its own calendar - but you can do this with additional users, teams and team events!  

  • You will need to actually head to your admin management page and add additional users (20, it sounds like!) to your Calendly organization to meet your goal. 
  • You will need to be on our Teams plan to do most of what I describe below, but some can be done on the Standard 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!
  • Ultimately, you’ll either create an event type for each of your 20 users, with an option like Admin Managed Events, or set up a team page and create team events.
    • Team events could mean creating 20 events for 20 users or setting up something like a Round Robin Event Type and assigning all 20 users to that event type. Click the link to learn more about Round Robins and it’ll all make sense! Continue reading here to learn more, as well. 

Note: you will not be able to assign the 20 events you’ve already created under your account to your new users. Those event types will “live” where they were created. You can delete them or use them for other purposes, but you’ll need to start from scratch on the events you want your 20 recruiters hosting. 

We have plenty of resources for you to learn about creating a team and setting up team events! 

  • Round Robin events will allow your invitees to book an appointment at any time at least one assigned team member is available. 
  • Collective events allow invitees to book an appointment when all assigned team members are available. 
  • Admin Managed Events and Shared Event Types are also great features for teams - check them out!
  • Keep in mind: you cannot create a true one-on-one ET on a team page, but you can use a Round Robin or Collective event as a one-on-one. Read more here. 
    • This is good info to keep in mind when creating the 20 events for your recruiters and deciding whether to use admin managed events, to let them create one-on-one events themselves under their accounts, or to create a team page, and then an event for each on the team page!
  • If you'd like a more thorough breakdown of the team features, check out this recording that walks through the basics of using Calendly with your team. 

Other helpful information: 

  • Each user you add will have their own “calendar sync” page (and their own connected “add to” and “check for conflicts” calendars)
  • Each user will be able to set up their own integrations (like Zoom)
  • Each user will set up their own Availability Schedules

I hope this helps! 

Check out these community posts for more helpful info: 

 

  You’ll also want to read our Company Admin Guide - it goes into detail about all of the above and much more! Good luck! 

 

5 replies

Kelsi
KelsiAnswer
CalPal Emeritus
May 22, 2024

Hey there @Juliette48277 -- great question. I can absolutely help! I’m sorry in advance for the lengthy response, but I want to make sure you are set up for success from the get-go! 🤗

The “issue” you are running into (no ability to overlap) is actually expected behavior and exactly how Calendly is designed to work for a solo user! (Because Calendly sees each account as an individual user, it will not allow overlapping Calendly events in an effort to prevent double bookings.) You are a solo user if you have not actually added additional users to your organization in Calendly. You cannot (as a solo user) make it so each event type has its own calendar - but you can do this with additional users, teams and team events!  

  • You will need to actually head to your admin management page and add additional users (20, it sounds like!) to your Calendly organization to meet your goal. 
  • You will need to be on our Teams plan to do most of what I describe below, but some can be done on the Standard 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!
  • Ultimately, you’ll either create an event type for each of your 20 users, with an option like Admin Managed Events, or set up a team page and create team events.
    • Team events could mean creating 20 events for 20 users or setting up something like a Round Robin Event Type and assigning all 20 users to that event type. Click the link to learn more about Round Robins and it’ll all make sense! Continue reading here to learn more, as well. 

Note: you will not be able to assign the 20 events you’ve already created under your account to your new users. Those event types will “live” where they were created. You can delete them or use them for other purposes, but you’ll need to start from scratch on the events you want your 20 recruiters hosting. 

We have plenty of resources for you to learn about creating a team and setting up team events! 

  • Round Robin events will allow your invitees to book an appointment at any time at least one assigned team member is available. 
  • Collective events allow invitees to book an appointment when all assigned team members are available. 
  • Admin Managed Events and Shared Event Types are also great features for teams - check them out!
  • Keep in mind: you cannot create a true one-on-one ET on a team page, but you can use a Round Robin or Collective event as a one-on-one. Read more here. 
    • This is good info to keep in mind when creating the 20 events for your recruiters and deciding whether to use admin managed events, to let them create one-on-one events themselves under their accounts, or to create a team page, and then an event for each on the team page!
  • If you'd like a more thorough breakdown of the team features, check out this recording that walks through the basics of using Calendly with your team. 

Other helpful information: 

  • Each user you add will have their own “calendar sync” page (and their own connected “add to” and “check for conflicts” calendars)
  • Each user will be able to set up their own integrations (like Zoom)
  • Each user will set up their own Availability Schedules

I hope this helps! 

Check out these community posts for more helpful info: 

 

  You’ll also want to read our Company Admin Guide - it goes into detail about all of the above and much more! Good luck! 

 

Kelsi - Calendly Community
J
Juliette48277Author
New Community Member
May 23, 2024

Hi Kelsi,

Thanks for the quick reply.

I don’t think the round robin will work for me, since I don’t want a recruiter to see an event type from another recruiter. They should only have acces to one (their own) event that I created. Same for collective or group events.

I think I will have to go for Admin Managed Events. This feature is only available on the Teams plan, or also on Standard?

If I understand correctly; I can create 20 ‘managed events’ and assign each of those to their corresponding recruiter?

To clarify because I can’t test this now since I don’t have the Teams plan: I create a one-on-one managed event, which I assign to a recruiter. I then edit permissions for that event type and I choose “Transfer ownership: transfers event type ownership to another user.” A few questions here:

  • Does this transfer my ownership to their account - and they become the host?
  • Does this mean that Calendly takes their availability for that event type, and not mine?
  • If yes, does that mean that that event type disappears from my account, or can I still view it (just not being the host)?
  • Do I need to create a team if I use these admin managed events? Or can this be done without creating a team? Otherwise I would have to create a team for each recruiter?
  • Does this mean my problem is essentially fixed? 🤞

Can I test this by using a Teams trial (I already had a Teams trial though.. 😅)?

Thanks in advance!

Juliette

Kelsi
Kelsi
CalPal Emeritus
May 23, 2024

Hey again @Juliette48277 -- thanks so much for following up and for being so thorough. This is excellent context and you asked fantastic questions, so I can absolutely outline everything and get you back to easy scheduling! 

I agree, your use case does not call for Round Robin Event Types right now. Keep the fact that they exist in your back pocket in case they ever come in handy for something else! (Same with a team page, Collective ETs and so on.) 

Admin Managed Events are an available feature on our Teams plan. This ET is not available on the Standard plan at this time. 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! Also - here’s an overview of managed ETs -- it goes over what plans can utilize the ETs, how they work, when to use them, tips and tricks etc. and links to other articles with more detail! 

Let me dive into your list of questions with my own list! 

  • first you’ll need to add 20 users to your organization
  • yes -- you’ll want to create one-on-one Admin Managed Events for each of your 20 recruiters
  • yes, assigning a managed ET to another user makes them the host
  • the host’s availability will always be what applies, so as soon as you assign a new host, that will take effect
  • users assigned to managed ETs can go into those ETs and set up their availability for them
  • the managed ET will not disappear from your account 
    • you will be always able to view all managed ETs by going to “admin center” on the left sidebar > “managed events” on the left sidebar once in admin center
  • you do not need a team page to use managed ETs
    • you will only need a team page if you wish to set up Round Robin, Collective and/or Group ETs in a team setting
  • I do believe this means your use case is 100% achievable, and you’ll have no problem to speak of once you set this all up! 🤗

You can absolutely test this out using our free Teams trial. That said, you’ll need to create a new Calendly account to do so, as I cannot extend a secondary free trial to your current account. Sorry! Simply create a throwaway email address (or use one that you already have that has not ever been associated with a Calendly account) > head to www.calendly.com > create a new account > you will automatically be extended a two weeks-long Teams Trial > you can then add another user/s via another throwaway email address/es as your test user/s in order to see how this all works! 

I hope this helps! Reach back out if you get stuck. 

Kelsi - Calendly Community
J
Juliette48277Author
New Community Member
May 31, 2024

Hey Kelsi,

Thank you so much for the elaborate reply, that means alot!

I have tried this out and noticed an error message.

I invited my other email address as a user, then made an admin managed ET, then assigned that ET to that other email address, then accepted the invitation with that other email address. The following message displays when I login with that other email address.

 

Do you know why this is? This is indeed an account that already existed, but as far as I know it’s not part of an ‘organization’. 

 

Edit: This has been resolved. Apparently because I had invited that email address before, it didn’t work. It works now!

Another question then 😅 when I accepted the invitation for the managed event, it said that the owner will be able to manage my account and availability. What does that mean?

Can my recruiters still create events of their own when they have accepted my admin managed event?

I also noticed that the person who is invited, can also ‘Edit permissions’ of the admin event. When they add someone else to that ET, does it take one of the seats from my plan? Or can they just invite another ‘free’ user (colleague for example) to make a free Calendly and view that managed ET?

(Sorry for all my questions, it’s all quite new to me and I want to make sure it works as I intended 🙊)

Thanks!

J
Juliette48277Author
New Community Member
May 31, 2024

Oh and also, when a meeting is scheduled in the event type of an assigned recruiter; can I see who and what time slots are booked? Or is this only available for the assigned recruiter/host to see, and not for me as an admin?

Edit: resolved, I just found where I can check this.

Thanks!

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