Hey there! Welcome to Calendly and great question! Check out our New User Guide - it answers questions like this one and many more and is a great resource as you learn the ropes!

It sounds like you are creating a One-Off Meeting - this is a single-use meeting type that results in sharing a single-use link, so when the first of ten invitees book that link becomes dead for the remaining nine, as you’ve seen!

You’ll want to instead create a regular one-on-one event type. This can be used as many times as you’d like. If you only want the ten people you invite to be able to book it and not anyone that has the link to your booking page at any given time, make the event secret and then only those you share it with will be able to access it.

I hope this helps!

Hi,

Thanks Kelsi for your response. I tried the “regular” one-on-one meeting, but you cannot specify particular timeslots in your invite. You can only define the days. The one-off meeting offers you the option to select a few slots here and there. Is there a possiblity to specify slots and share it with multiple clients?

Thanks.

Hey there @Amir - great question!

So, when using a one-on-one event type you do unlock the ability to also use our Customize Once and Share feature! This feature might be super helpful to you down the line so I wanted to bring it to your attention. However, this also creates a single-use link and results in only being able to share with one single invitee at a time, meaning you’d have to do this several times to invite several invitees and so on. That is not ideal at all! So what’s the workaround? 

I believe the best solution here is to: 

1. Create a new one-on-one event type
2. Use date specific hours instead of weekly availability or an Availability Schedule 
3. Use the “add times to email” feature when clicking to share your booking link - this allows you to pre-select several time blocks offered and display them to the invitee(s) in the email you send out

Check out the video below, in which I go over how to make this happen - I think it’ll all come together and ultimately help you meet your goal! 

Thanks @Kelsi at Calendly for your reply and the video. Very informative. It is a bit of work, but it is OK. 

Hey again Amir! Thanks for your response, here. I agree - it’ll take a little bit of leg work - but I am so happy to be able to give you a way to meet your goal! It’s bulky and imperfect, but it’ll work, right? 

Let me know if there’s anything else at all I can help you with!

p.s. check out our New User Guide - it’s full of tips + tricks for getting started. Our Help Center is also super useful while you’re learning the ropes! Have a wonderful day. 

When using this method, how can you make these specific meeting times unavailable for other event appointment scheduling?   If you only want these specific hours for a specific group of people?  I can’t block the time on my calendar because then it won’t let this event book those specific times.  

Hi @Cindy36450!

You could use a separate availability schedule for this event versus your other events. Basically what this would look like is making your time generally unavailable for all other event types and then using a separate schedule for this one with those times available.

So for example, next week on Thursday I’m headed to an in-person event. I want people to be able to grab time to meet with me at that event, but I need all my other events to basically act like that day doesn’t exist! In order to make this work, I’ve gone into the Calendly schedule that controls most of my events (for me that’s the default ‘Working Hours’), swapped into calendar view, and removed all of my availability for that Thursday. I’ve then swapped to the Calendly schedule for this in-person event and made the hours I’ll be available at the in-person event available for scheduling.

You can learn more about schedules here: https://help.calendly.com/hc/en-us/articles/14074797893143-Calendly-Schedules

This works but now how do I reflect these time blocks on my gmail calendar that is synced so that no one else can book times during these preset slots?

Hey @Mark08017! In this case there is not a reserve times function within the events directly, however I would refer back to what Jillian mentioned in the post before, I’ve added it below for reference. 
 

Let us know if you have any other questions on this!

This works but now how do I reflect these time blocks on my gmail calendar that is synced so that no one else can book times during these preset slots?

Unfortunately this does not help as Calendly does not control all of my gmail calendar and I have other meetings sprinkled in that need to be considered too. I just need these specific dates and times to show as not available on my calendar.

​@Kelsi Thanks for the video! Am I understanding correctly that you have to specify the same blocks across the specific days chosen? We can’t customize hours available differently across each day of the week? Or is that where the “Show Times in Email” comes in? If we select specific times to show in their email, will they only have access to those times or will they be able to see anything available on that day? And will the times no longer be available if it ends of being booked by another user? 

My use-case: I need to schedule a feedback session with 8 different users. So, there would be eight individual meetings, but with the exact same purpose. I’d like to create one link to share, with specific hours (because I have to factor in two other internal team members’ calendars). The times available for these meetings are different each day. I need to get all of these scheduled over the course of one week.

How do I schedule a meeting, notate specific hours available (different across each day of the week),  send one link to all users with whom I need to meet, and the users will no longer see a time slot that was selected by another user? 

This seems like it would be a pretty standard use case, so I’m surprised that we have to use a workaround (and I’m not sure if the workaround completely satisfies the needs). I would think that it should be standard to have the option to specify specific time slots (like on the one-off meeting) on all created invites. 

Hi ​@AMTyler - Thanks for reaching out!

Yes this can all be done through Calendly - This is actually a pretty default setup for events in your account. All you would need to do is create a new event for these meetings in your account, and under the event settings, select Scheduling settings, then Hours and Calendar settings. Here, at the bottom of the page you’ll be able to change either the weekly recurring hours, or set Date-Specific Hours:
 

Under Date specific hours, you can specify the specific times and dates you’d like to be available to meet. Once this is configured, you can select the Share or Copy link button on your home page to send it to your clients:

Once a time slot is selected, its removed from the booking page, so you won’t be double booked for any events.

Hope this helps! Let me know if you have any questions.

​@David Ah, I see. I have to go through those steps for each day, individually, and select “Apply” for each date. That does help! I just have a lot of dates that I have to go through.

It would be great if Date-Specific Hours had the options of viewing and selecting from our calendars with a quick drag like in the one-off meetings. 

Thanks for clarifying on this!