Round Robin Meeting and Multiple Google Calendars

Hi @Sheila65604!

It sounds like you’re looking to run a Round Robin shared event which is a type of Collective event. In this event type, you have a pool of hosts who are available to pull from - which sounds like what you described. You can learn more about it and how to set it up here: https://help.calendly.com/hc/en-us/articles/14076667333783-How-to-set-up-a-Round-Robin-shared-event

In the scenario with the Collective event, if we had three hosts that all were available at 10am, and if one client books a 10am slot, would other clients be able to book the second or third open10am slot?

Thank you! With Round Robin events, it sounds like I’d create a team and then create a round robin event type with that team. With each invited team member and host, they’d enter in available hours but what about checking external calendars for conflicts? For the hosts, is their a way for each individual host’s google calendar to be connected and checked for conflicts? 

Hey again - great question! 😃

The short answer is “yes!” That said, let me explain it in juuust a bit more detail for you - so it all makes sense. 🤗

Each Calendly user has their account, meaning each host that you add to a team + add to a Round Robin ET (ET = event type) will operate within your Calendly organization from their individual Calendly account. 

For each account, there is a Calendar Sync page, just like the one you have. Each of these users will set up their own calendar connections (Google Calendar being your example, here) on their Calendar Sync page(s), then make the appropriate edits to their “check for conflicts” sections for those calendar connections. 

This means that, on your Round Robin ET: 

• each host will have their own Availability within Calendly set for the Round Robin ET
• each host will have their own calendar connection set up
• each host’s “check for conflicts” calendar settings will ensure that “busy” events on those calendars are also read as conflicts for their Calendly ETs
• the Round Robin ET will not allow bookings over “busy” events of any individual host’s “check for conflicts” calendar
• the Round Robin ET will not allow bookings over other Calendly bookings that any host has
• ultimately, this means that on the public booking page, the available dates/times shown for invitees to choose from will exclude all bookings within Calendly for each host and all “busy” events on those hosts’ connected calendars

I hope this helps make more sense of things, for you!
I know I mentioned these above, but - you will also definitely benefit from reading our Company Admin Guide, as well as our New User Guide, both of which are full of tips + tricks to help as you learn the Calendly ropes. The Company Admin Guide in particular goes over all sorts of things teams and team events related. 

Let us know if you have any more questions. We’ll be here! 🔆

@She47682 sorry - I wanted to add one more thing to your benefit, and rather than editing my above comment (which would not result in you being notified), I thought I’d add a new one (which will result in you being notified!). 

Regarding the “multiple Google Calendars” portion of all of this: 

I understand that you were asking if you could have the Google Calendars of multiple different hosts considered when it comes to availability on a given event type, and that’s where the education about Round Robin ETs and Collective ETs came in (each of these event types will consider the “busy” events on the Google Calendars for each host assigned). 

That said - I did want to also point out that each individual Calendly user can have up to six calendar connections on their Calendar Sync page, and each of those connections can have multiple sub calendars within them. 

So, if one of your users: 

• sets up 3 separate Google Calendars (meaning 3 email addresses to connect one calendar each) on their Calendar Sync page
• each of those Google Calendars happens to have 3 sub calendars within it
• the user clicks “edit” next to “check for conflicts” on their Calendar Sync page and selects for all 3 Google Calendars and all 3 sub calendars under each to be read for conflicts

this would then result in all main and sub calendar “busy” events for that user’s Google Calendars being read as conflicts by Calendly.

I hope this helps!