After years of no real issues with Calendly, over the last year we’ve had a serious problem with the ‘reschedule meeting’ functionality in Calendly, and I’m curious if anyone else is encountering the same and what Calendly is doing about it.
Here’s the basic gist: for round robin meetings in particular, when the ‘reschedule’ button is used to reschedule a meeting (either internally or through the public ‘Reschedule’ link on the Google Cal event), Calendly will routinely ignore host working hours, existing Calendly meetings and other Google Calendar events, and book a meeting almost anywhere. That means meetings are being rescheduled during a host’s off hours, on top of other Calendly meetings and on top of other ‘Busy’ Google Calendar meetings.
Obviously this results in a poor experience for everyone, especially the customer, because someone will need to call them back, explain that our scheduler had a glitch and reschedule again, hoping that this new reschedule doesn’t experience the same issues.
We’ve submitted multiple tickets to Calendly support over the past year, and haven’t had any follow up about this critical bug. The most recent support ticket was #3411075, all I’ve heard is “While we don’t have a timeline for a fix just yet, your ticket has been linked to our internal tracking system. We’ll be sure to keep you updated as soon as we have more information.” And that was over 2 months ago.
I’ve really enjoyed Calendly in the past, but unfortunately I’ve lost faith in the reschedule functionality after having to deal with this so often. This seems like both basic and critical scheduling functionality, and I don’t understand why it’s not been fixed months ago as a priority bug.
'Reschedule' ignores host working hours and existing Google Calendar events
Here’s an example that happened today - this meeting was rescheduled on top of an existing Calendly-created meeting AND disregarding the ‘dnb’ schedule block that had been added as a ‘busy’ event on Google Calendar previously.
Hi
Just to confirm:
- Are you and your team using Single Use Links when this happens?
- Are you booking events on behalf of your customers?
- Does this happen both when the user reschedules & when the host reschedules the meeting?
Let me know. In the meantime, I’ll dig into this and see what I can find.
Hi David - thanks for taking a look.
- no, we are not using single use links in this scenario
- yes, in most cases we are booking the customers behalf - usually using the Reschedule link on the Google Calendar event and other times on the backend from the Scheduled Meetings page
- I couldn’t say with absolute certainly - could be both, but it definitely happens when the host (or another internal person) reschedules
This one just happened today - host rescheduled the meeting, but Calendly rescheduled it on top of Google Calendar OOO block out (“busy” availability, of course). If I have a host with actual availability that day, I can move this meeting over, but otherwise the meeting will need to be rescheduled altogether, which is a poor experience for everyone. And it could end up getting rescheduled incorrectly a second time, so I’ll probably end up rebooking as a net new meeting instead of using the ‘reschedule’ button
Got it, thanks for sending this over . I’ll send this along to the team. I don’t have an ETA quite yet, but once I do I’ll let you know.
I was doing some digging to see if we can find a potential workaround for you. Since your team uses Google Calendar, we have recently updated the way our Google Calendar Syncs. In this case, you and your team can start rescheduling these meetings directly through Google Calendar. Once you do, all of those changes can sync back to Calendly and update the timing on any notifications, workflows, ect.
Just make sure you and the team have the option enabled on your Calendar Settings page: https://calendly.com/app/availability/calendar_settings
I know its not perfect, it could help alleviate some issues you’re running into here.
Let me know if you have any questions!
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