Setting up a shared boardroom using Calendly

Hey ​@Space56458 - Thanks for reaching out!

Yes I think all of this information is correct, just a few things I’d like to add:

• Adding a new user to host all of these boardroom meetings would be a good idea, and can help prevent conflicts as well. But if you’d rather avoid adding a new user, you can use our Overlapping Meetings feature to create a boardroom event, and set it to overlap other meetings on your calendar/Calendly account. You can read more on this here:
• The Collective Event type is a good idea, however I believe this is more intended for users who want to be booked alongside the conference room at the same time, if you’d just like someone to book, and add guests, a one-on-one event should suffice here!
• By using the One-on-one event, the invitee can add themselves, and the emails of up to 10 guests at the same time

It can be a little complicated to setup at first, but let me know if you have any questions! Seems like you’re on the right track already.

thanks for your note ​@David, just so I am clear on the overlapping meetings.  If I set this up wouldn't that allow our users to create bookings in the boardroom that overlap with one another, thus creating double bookings in the boardroom calendar? 

and ​@David to be really clear on what I am hoping to achieve.  We have 10 users in our shared office space.  I want to give them all access to a calendar and allow them to book space in a shared boardroom.  They should all be able to see the boardroom calendar including free and busy times.  I want to prevent them from double booking busy times but allow them to book free time.  

Assuming we don’t us the overlapping meetings, do I need to buy a license for each of the 10 users that might want to book time in the shared boardroom?  

​@David you can ignore those last two posts.  I was able to figure it out and answer my own questions.  However that brought up a new question.  

Random people come to our website and book tours of the facility through Calendly.  When those tours get booked they go onto the calendar at info@mydomain.com. However because anyone can book the tours it appears that they set the meeting name.  So I can’t predict the meeting name so I can create and exception for it.  For example John Doe comes to my website and books a tour that he calls Tour With John Doe.  I have no way of creating a global rule for my boardroom bookings that will always overlap with incoming tours, including “Tour With John Doe”. Am I understanding that correctly? Thanks for your help. 

Hey ​@Space56458 - Great point, should of mentioned this earlier.

You can adjust the Event Titles for your Calendly events as a paid user. I’ll leave some instructions on how to find this below:

This way, you can set it to something more static so it can be tracked with the Overlapping Meetings option.

Let me know if you have any questions!

Thank you for all of your help with this ​@David it is all working now.  One last question. Right now I want to allow users to book their meetings in 15, 30 and 60 minute durations.  I have set up 3 different event types for those.  It appears that the only way to expose those options to our users is to share a link directly to each event type, integrate the links with a web page, or add times to an email.  Because I am giving them 3 options (15, 30 or 60min) for types of bookings, it appears that I would need to embed each of the 3 in my website.  Am I correct in that assumption?  I am wondering if Calendly has some sort of integration that allows users to click a link that takes them into Calendly, then pick the event type, then pick the time.  Thanks

Derek 

Glad to hear it! In the case of sharing your scheduling link, those options will work - However another option is by sharing your Events Page link from your home page here:
 

This will contain the events you’ve setup, so they can select the event and duration, then book the event. All from one link! This page can also be embedded to your website as well.

Another option is using Routing Forms to have your invitees fill out a form to be sent to the booking page, but these require to be on the Teams plan or higher. You can read more on this here: https://help.calendly.com/hc/en-us/articles/4418606043927-How-to-create-a-Routing-Form

We’re working on new ways your links can be shared, but right now, what you’ve explained and what I’ve shared are some of the better ways to do this.

that is exactly what I was looking for thanks ​@David 

​@David now that we are using the Calendly functionality to book our shared boardroom another question has come up.  Is there a way to allow a member to cancel a meeting? It appears they can decline the meeting invite in their calendar but the meeting will still exist in the shared calendar until I go in and cancel it in Calendly.  Just want to know if there is a way to allow the initiator of the booking to cancel it?  Thanks

Derek 

Hi Derek!

There should be Cancel/Reschedule links included within the email and the calendar event. They should look like the following:
 

Let me know if you have any other questions!

ah, I see that now if I double click on the invitation.  I assume you can’t cancel meetings in the past?  In other words of someone had the boardroom booked and didn't use it they can’t go back in and cancel it after the fact.  I am fine with that because even though they didn’t use it, they had it booked so nobody else could use it.  Thanks ​@David 

Hi ​@Space56458 - Yes thats correct. However, for meetings in the past you can mark them as a No-Show in your meetings page, but thats it.

If you have any other questions let me know - Glad to hear its all working out!