Hi ​@Ange17601 - Thanks for reaching out!

The best way to go about this would be to use the Round Robin event. This way, both of their availabilities would be shown on the calendar, and any bookings made would be assigned to them. Keep in mind, this would require both of them to be in the same Calendly organization, so they can be added to the event.

This article will give you some steps on setting up a round robin event: How to create a Round Robin team event

In regards to the Workflow question, there is not a way to setup a different workflow for each host - However, Workflows use Variables to adjust the information included based on the time/date/host that was booked for the meeting:
 

It uses variables like (Event Name) (Invitee Name) (Event Organizer) to fill in information pertaining to that specific event.

Is there any specific issues you’re running into with the Round Robin event? I can take a closer look from there!

Hi David, 

Thanks so much for your help. I am working through the process and it looks like the events / bookings can only be added to one calendar - is that correct?

I am hoping that availability for the two staff members is displayed on the one calendar, however that the event will be booked into the Outlook calendar belonging to the person with matching availability.

Many thanks, 

Ange

Hi ​@Ange17601 - Yes this is correct.

In this case, each user will need their own Calendly Account and then be added to the Organization. Once both users are part of the Calendly organization, you can add them both to the Round Robin event so that bookings are made with the respective person.

Unfortunately this won’t work with both calendars connected to one account, as events are only added to one account at a time. So another user will need to be added.

Let me know if you have any questions!

Thanks David. Apologies however I don’t fully understand. From what I can tell, both users are already part of the Calendly organization. A calendly account exists for both ange@aapi.org.au and admin@aapi.org.au, so I feel like this step is complete.

Are you able to please provide instructions for the steps I need to take to:

• have Calendly look to both the ange@ and admin@ outlook calendars for availability,
• to show this availability to the user making a booking, on the one calendly widget (in JotForm),
• and then to add the booking to the ange@ or admin@ outlook calendar?

Many thanks, 

Ange

Got it, so it sounds like you’re already on the right track. Is there a chance you can send a screenshot of what you have already setup? I know you mentioned before you created a Round Robin event, what specific issues are you seeing?

Just want to make sure I get you all the info you need. 

Thanks for your help. I have added screenshots and details in the attached.

Many thanks, 

Ange

Hi ​@Ange17601 - Thanks for sending all of this over!

So looking at this it looks like you have both calendars connected to your specific account here: https://calendly.com/app/availability/calendar_settings

For context, each Calendly user will have their own connections page where they can manage their own calendars. But, because you have both calendars connect to your account, all of your events are checking both Admin and Ange for availability. So you would want to remove one of these as the Admin account should already have their calendar connected. (I believe this is why we’re also seeing a time being blocked off despite it being available on one of the calendars.)

Once one of the calendars is removed from your account. With the Round Robin event already setup and you both added as hosts. The booking page will look at both hosts availability AND calendar connections. Does that make sense? 

From there, its just normal availability troubleshooting - You can follow this guide to help see why certain times aren’t appearing: https://help.calendly.com/hc/en-us/articles/223145627-How-to-troubleshoot-unavailable-hours#:~:text=Review%20calendars%20%26%20sub%2Dcalendars%20in,time%20are%20set%20to%20free.

Let me know if you have any questions!

Thanks so much for your help!

Ange