Hi, we’ve been using Calendly to seamlessly schedule calls with our new client signups. The notifications we get in our emails are helpful, but we’ve noticed that each time we’d like to join the meeting, there’s virtually no way of accessing the call, as Google/Calendly don’t recognize our logged in user account as the Host.
We’ve of course troubleshot this and ensured that the correct Gmail account is connected with the respective Calendly host email in our account. Unfortunately, it never recognizes us as Host, and we resort to individually emailing our clients with separate video call links, which is extremely inconvenient and prone to missing calls.
Is there a fix to this issue? And is there a way to send a calendar invite to the host, so that it can automatically appear on our calendar? (Despite having already integrated Google Calendar, this doesn’t happen automatically).
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Hey there @Cinebur21850 -- thanks for posting! Firstly, let’s clear a few things up!
Calendly is a scheduling platform that essentially sits on top of your connected personal calendar. It checks for events marked “Busy” and interprets them as conflicts, preventing invitees from scheduling new events at those times.
When an invitee schedules with you, the event is automatically published to your (the host of the event type/booking) personal “add-to” calendar and appears on your Calendly Home page under Scheduled Events. Both you and your invitee receive secondary confirmation as well (if you’ve selected “Email Confirmations” the invitee will receive confirmation by email; if you’ve selected “Calendar Invitations” the invitee will receive a calendar invite from your “add-to” calendar -- the host will always receive confirmation by email) helping to streamline scheduling for appointments, meetings, and more.
You should always see your own individual meetings pushed to your add-to calendar. All Calendly users should. However, there seems to be some confusion here. Are you attempting to use a single Calendly account for more than one host? I ask because you are asking about sending a calendar invite to the host. While there is not a way to set this up, it should be happening automatically every time for each host. Each Calendly host will only receive calendar events for their own scheduled bookings, though.
If you have added additional team members, there might be another point of confusion if one person (the owner or an admin, for example) is attempting to run this for multiple users/hosts from one device. You will not be able to be logged into multiple Calendly accounts in one browser and multiple Google Meet accounts on one device at a time, which could be causing issues with logging in as host on either/both platforms for bookings when meeting times come and go.
If you are sure each user has connected their Google Calendar correctly on their Calendar Sync page and has set Google Meet as the location for the desired event types they are hosting, please have each user that is running into issues:
Go to their Calendar Sync page
Disconnect their Google Calendar by clicking the trashcan icon next to it
Reconnect their Google Calenadr
Book a test booking (ensuring to use a different email address as the test “invitee email address” than the one they use to log into Calendly)
See if this test booking includes the correct link, pushes to their add-to calendar, and results in a confirmation email to the host
Here’s some helpful info about Google Meet + Calendly:
Users must individually connect their Google Meet account Users must connect their Google Calendar before they can schedule personal or team meetings. Admins cannot connect a Google Meet account on users' behalf. If you're a Calendly admin, feel free to share How to schedule a meeting with video conferencing with your users.
Image 2: Each user is using Google Meet for a round robin event
Troubleshooting
Google Meet location warning
Issue
You receive the following warning when adding Google Meet to your event type:
Image 4: Google Meet warning
Solution
To resolve this, connect a Google Calendar and select it as the Add to calendar on your Calendar Sync page. You cannot use Google Meet if your Google Calendar is not set as the Add to calendar.
Unwanted Google Meet links
Issue
Your invitees are receiving unwanted Google Meet links in their invitations.
Solution
Your Google Calendar may be set to automatically add Google Meet to calendar events.
3. Uncheck Automatically add Google Meet video conferences to events I create:
For anyone with a G-Suite account: You must be a G-Suite Admin in order to make these changes to your account. For steps on how to adjust these settings, your G-Suite Admin can reference Google's Control video conferencing for Calendar events.
If this info doesn’t prove helpful/doesn’t help you resolve this issue, you’ll probably benefit from more personalized troubleshooting.
You can reach out to our support team, available 24/7 via live chat, by logging into your Calendly account > clicking “chat with us” in the bottom righthand corner.
I hope this helps!
Hi Kelsi,
Thanks for your reply. Yes, I can confirm it’s a single host (ie no additional users), and the main problem was exactly as what you were describing should be the default case: we were not receiving scheduled calendar events in our gmail – the same account connected to Calendly.
Fortunately, disconnecting & re-connecting the Google Calendar Sync worked, and now that we tested it, the problem seems to be solved. If there’s any reason you think might be the cause of this bug, to help avoid it for next time, please let us know and we’ll keep an eye out.
Thanks again for your help.
Hey there @Cinebur21850 -- thanks so much for following up! Good news is it was very unlikely a bug. It was more likely a glitch, which is why disconnecting and reconnecting helped fix it! Sometimes these connections just go wrong and it’s as simple as “turning it off and back on again,” so to speak! Keep that in mind in case you ever notice bookings not pushing to your add-to calendar (or missing Google Meet links) again, and try the disconnect/reconnect first and foremost. It helps a lot of the time!
Let me know if you need anything else.
In the meantime -- check out our New User Guide. It helps while you learn the ropes!
Keep that in mind in case you ever notice bookings not pushing to your add-to calendar (or missing Google Meet links) again, and try the disconnect/reconnect first and foremost. It helps a lot of the time!