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I'm currently trying to integrate Calendly into our workflow at a small business and am hoping to optimize our scheduling process with multiple team members involved. Here are a few questions I have:

  1. Multiple Calendar Integration: How do you efficiently integrate Calendly with multiple team members' calendars without causing conflicts or overbookings? Are there best practices for ensuring that all calendars sync correctly?

  2. Group Events: We often need to schedule meetings involving more than one team member. Does Calendly handle group events well? If so, what are some tips for setting this up seamlessly?

  3. Time Zone Handling: Our team is spread across different time zones. What are the best strategies to manage this in Calendly to avoid scheduling errors?

  4. Customization Options: How customizable is the Calendly interface? Can we add custom fields or branding that reflects our company's image?

  5. Automation Features: Are there any advanced automation features in Calendly that you find particularly useful for streamlining administrative tasks related to scheduling?

Any insights, tips, or resources you could share would be greatly appreciated. Thanks in advance for your help!

Hey there @Ditch60205 - these are fantastic questions that I’d love to answer for you! Let me do so in order! 

  1. You will want to add additional users to your plan! Each user will have their own calendar connections and other integrations, availability schedules and so on. Then, each user can be assigned as a host to any event type - and when they are - that event type checks their calendars for conflicts/pushes their Calendly bookings for the event to their own add-to calendars. 
  2. For internal meetings between teammates, you’d want to set up a Group Event Type, share the link for that event with your teammates, and then have each of your teammates go and book that event just like an external invitee would. Or, you can simply add this type of event directly to your calendar outside of Calendly - whatever is easier! 
  3. Each Calendly user will set up their own Availability Schedules with their time zone, their own account settings with their time zone, and have the ability to set up even types with their time zones. If you have team events (more below), each host assigned to a team event will have their own availability/time zone applied, so an invitee booking would book in their (invitee) time zone and then each host would receive bookings in their own time zones. Read more here and here
  4. Read here to learn more about what branding options are available with Calendly. There are individual and team options. Right now, these are somewhat limited to avatars and banners. 
  5. Absolutely. Namely, you’ll want to look into Workflows, all of our integrations, and routing forms! I will include more resources below as well. 

We have plenty of resources for you to learn about creating a team and setting up team events! The first step is adding your desired team members to your account from your Admin Management page. Then, you can set up a team page. Your team page will have all of your events specific to that team: round robin or collective.

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. You can also take advantage of Admin Managed Events and Shared Event Types! Click all of the hyperlinks to learn ore about each of these features. 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

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. 

 

Additionally, here are those resources I kept mentioning! Happy reading! 

Lastly - check out our Company Admin Guide and our New User Guide. Let me know if you have any questions - I know it’s a lot of info! 


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