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How can I show combined availability across multiple team members for fixed appointment times?

I’m trying to use Calendly to let my appointment setters book with any available sales rep on our team. Each rep runs appointments at fixed times: 10am, 12pm, 2pm, 4pm, and 6pm daily.

What I need is for Calendly to show those exact time slots—only if at least one rep is available for that time. For example, on the 30th, if only one person is free at 2pm, I want the 2pm option to be visible and bookable. If every single rep has 2pm booked, then it should be hidden.

Round Robin doesn't work because it only shows availability for one person at a time. So if Person A has 10am, 12pm, and 2pm available but not 4pm or 6pm, it hides the 4pm and 6pm—even if Person B has those times free.

Is there a way to combine everyone's availability into a shared booking page that only shows the fixed time slots where any rep is free?

Thanks in advance.

Hi ​@John83586 - Thanks for reaching out!

In this case, the Round Robin Event would be what you’d want to configure for this setup. However, you’d want to make sure the availability preference is set for Maximize Availability:
 

 

For context, each preference is explained below:

1. Maximize for availability

Let invitees book with any team member who’s free. Use this setting if you want to book as many meetings as possible and don’t need to evenly share them across your team.

2. Optimize for equal distribution

Calendly will spread meetings fairly across your team. This can mean fewer bookings overall because availability is limited to keep things even.

 

Let me know if you have any questions!

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