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Hello,

 

We’re running into an issue managing Calendly events across teams as we scale.

 

Use case:

  • Our team works with customers.

  • When a customer needs to meet with us, we often include a colleague from another internal team (e.g., someone from customer support, sales, etc.).

  • So, each team member has a Calendly link that includes another teammate.

  • These links are shared with customers to book the meeting.

  • When booking, the customer fills out a form.

  • The questions in that form depend on which internal function is joining (e.g., different if it’s a support person vs. product).

 

Problem:

Right now, we have to:

  • Create a separate Calendly event for every team member + teammate combo

  • Copy and paste the same settings and questions over and over

  • Manually update all of them whenever we change anything

This doesn’t scale and is hard to manage as the team grows.

 

What we’re looking for:

  • A way to create and manage shared event templates by internal function

  • A faster way to update events across the team

 

Is there a better way to manage this setup in Calendly?

Thanks.

Hi ​@mberrada - Thanks for reaching out.

I really appreciate all the information here! Unfortunately, there is not an easy way to create multiple shared event templates at this time. Outside of using something like a Team Page where you can make and manage teams of people at once, there wouldn’t be an easy way to create new shared events for every team member + teammate combo at this time.

Could you tell me more about your specific use-case? I’d love to get this logged with our product team as feedback, so hopefully we can see more on this in the future!

Hello David,

Appreciate the reply.

 

Say we have Sales (A, B, C) and Marketing (D, E), we need events for every Sales-Marketing pair: AD, AE, BD, BE, CD, CE. The intake form depends on the role (e.g., Marketing-specific questions), but is the same across individuals within that role.

Right now, we’re duplicating the same config manually across every combination and duration. We’re looking for a way to create once, apply broadly, and update centrally (e.g., “Sales x Marketing – durations, form”) and apply them across all relevant pairings with centralized updates.

 

Let me know if this is something the product team is considering.

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