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Sean Marlin
Community Manager
Sean MarlinCommunity Manager
published in Featured Tips + Tricks
Calendly Basics: Creating a Round Robin in a Team Page

You’ve landed on an article that is part of a series surveying the basic components that make Calendly such a powerful tool. We will cover core features, essential processes, and key concepts that will help you get the most out of your Calendly account.This article will tackle essential aspects of the team page event type— Round Robin Events.  What is a Round Robin Event Type?Round Robin event types allow your invitees to book a time when any assigned host has availability in their schedule. You can configure your Round Robin event type to be optimized for availability or for equal distribution, depending on your team’s scheduling needs. For more info on Round Robin distribution, feel free to take a look here. When could I use a Round Robin event type?To connect  leads with sales reps for intro calls and demos To connect new customers with the the client services team for onboarding and training To connect existing customers with a member of the support team To connect candidates with

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Sean Marlin
Community Manager
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Caroline26406Community Member
asked in How Do I...?
Cancelled meetings no longer showing up in calendar

When a guest cancelled a meeting, the event used to stay in my calendar but show as cancelled. Now it just vanishes and I can’t see what previously occupied the newly created hole in my diary. Have I changed something without meaning to? How can I get it to show cancelled meetings again?

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David
Community Manager
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Erich72382Community Member
asked in How Do I...?
cancellations not being received

I love Calendly and have only one, recurring issue -- people regularly tell me that they’ve let me know via email (presumably by replying to an established meeting booked via Calendly or adjusting it in their calendar platform) that they need to reschedule, cancel, or otherwise update a meeting scheduled via Calendly… and I don’t receive those messages. Does anyone else have this problem?

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David
Community Manager
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Seana86104Community Member
asked in How Do I...?
Training

I would like to connect with someone at Calendly to set up a 30-minute training for my HR team about using Calendly for our needs.  I can be reached at ******  Thanks!

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David
Community Manager
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Susanne30652Community Member
asked in How Do I...?
Combining HS Forms with calendly booking calendre

we want to embed a calendly meeting calendre (round robin) on our website which blocks privat email domains. We can also use existing Hubspot forms where this functionality works but I do not know how to combine HS form with meeting calendre from calendly.  thanks for advise. Best Susanne

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David
Community Manager
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Julie32126Community Member
asked in How Do I...?
View multiple calendars at 1 time, on same page

Hi there,  I have several users and I want clients to be able to see all of their calendars at 1 time, on 1 page. With clients able to select without requiring to toggle back and forth between each of my user’s respective calendars. It doesn’t appears that Teams, Collective, or Red Robin has them all on 1 calendar page. I don’t want clients assigned a user, I want them to select one without needing to individually view each calendar separately. Can this be done?

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David
Community Manager
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kovictorCommunity Member
asked in How Do I...?
Removing myself from an event

I would like to manage the calendars for these 4 events, but I do not want to be scheduled on the meetings. Is there a way to remove myself from being scheduled while still managing the calendars?Does it have something to do with updating the host of the event?

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David
Community Manager
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Annie10264Community Member
asked in How Do I...?
Calendly Workflows Texts/emails

Hello! I'm using Calendly workflows and my the show rate for my team has gone up 20% since I added these. I am trying to find out how many emails and texts we sent from these workflows. Can we track email/texts sent? Can we track open rates or clicks or any actions the  How to access these stats in Calendly?Appreciate any insights or guidance!Thanks,

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Ryan34865Community Member
posted in How Do I...?
Feature request: Schedule ASAP instead of specific time

Would anyone else find this useful?I would like to offer a client the option that instead of booking a specific day and time, they can select “Contact me ASAP” instead. They would then do the normal flow, answering the questions etc… But they would not have a set day and time. I am aware of workarounds, but all of them involve the client still having to select a day and time first. I have some clients that I think would like to book an ASAP call, and if they still have to select a day and time to do something like that, it will confuse them, they will not understand. So, to be clear, the ability to add a “Call ASAP Please” option instead of picking a day and time.I have checked Calendly alternatives, and as far as I can find, no other scheduler offers this feature either. Would anyone else find it useful, or am I just a weird edge case? :-)

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David
Community Manager
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Marty70371Community Member
asked in How Do I...?
guest booked meeting on an unavailable time slot

A guest booked a meeting on a time slot that already had been taken (double booked). How can this happen? How do I prevent this from happening again?

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David
Community Manager
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Greg58622Community Member
asked in How Do I...?
when I create a meeting, will it block off all of my connected calendars?

I have multiple calendars setup in Outlook for multiple companies I work with as a fractional CPO. When a meeting is booked in Calendly from my primary calendar, how can I get it to block the time off in all my other connected calendars as busy? Internally someone may book time on a connected calendar outside of Calendly not knowing that the time was already booked on another calendar through Calendly. This is the primary issue I was trying to resolve by subscribing to Calendly. 

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David
Community Manager
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Advanced36008Community Member
posted in How Do I...?
Offering a discount

Hello,This is our slow season and we really need to offer a discount code.  Has anyone figured out how to do this?  Presently we are receiving funds via Pay pal however, we are open to ANYTHING...HELP!    

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AquilesCommunity Member
posted in How Do I...?
Blocking Blacklist

I know this has been mentioned before, but I wanted to reiterate that the number one feature that would significantly improve my experience is the ability to create a blacklist for calendar bookings. This feature would allow me to filter out bookings from specific individuals or email addresses, helping me maintain control over my schedule and reduce unwanted meetings. Whether it’s to prevent repeat no-shows, limit unsolicited pitches, or manage internal scheduling boundaries, having this functionality would streamline my workflow and improve productivity. Ideally, this blacklist could be customized with options like blocking specific domains, email addresses, or even recurring meeting patterns. A feature like this would empower users to maintain the flexibility that makes Calendly great while ensuring more control over their time. 

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David
Community Manager
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Nick11205Community Member
asked in How Do I...?
Working hours across timezone bug

I’m in the UK and looking to have a client in Australia meet with me using Calendly.My working hours are upto 2300 UTC to accommodate things like this but my client is unable to book calls past 1230pm… Why do my working hours not translate across timezones when clients are trying to book a meeting?

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David
Community Manager
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Brite BeautyCommunity Member
asked in How Do I...?
How clients add a credit card to schedule a call us and we won’t charge it unless they no show?

I want to figure out a way for clients to add a credit card to schedule a call with me, and we won’t charge it unless they no-show. These brides are back to scheduling calls and not showing up.

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David
Community Manager
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TMorris002Community Member
asked in How Do I...?
Adding old appointments to calendar

Hi,I have a meeting type that gets booked regularly, but I also need to have appointments not originally made through Calendly shown on Calendly's calendar/meetings page.  Is there a way to add appointments that happened yesterday or earlier to the same meeting calendar?  I've seen the "go into the booking page manually" answers, but none of those say if you can do that for past days or if it's only for the present day and future days.If I can't add old appointments to that calendar, is there a way to import my Google Calendar so those appointments show up on Calendly? (When I make manual appointments through my google calendar, I use the same meeting links and invitee info in the same format or just duplicate that event and change the date and time, but it doesn't pop up on calendly even though those manual times are blocked out as taken from my booking page)

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AliZCommunity Member
asked in How Do I...?
How to have admin-managed events and allow overrides

Up until a week or so ago, we could do scheduling overrides on admin-managed events.  In other words, a user is booking an event that is admin-managed and assigned to another user and booking on that user’s behalf for an external party.  In the extension booking link you have this option:  Now, in order to allow overrides, I have to enable this option on the admin managed event to allow editing by assignee: But, if I enable this option, here are the consequences:  For my scenario, it completely defeats the purpose of an admin-managed event to enable editing and have no future changes to the managed event flow down to the event assigned to the users.   This is not how this override feature functioned until the last week.  We have been using these same managed event types with no changes to their setup for months and fairly often have had to use the override feature.  Calendly Support looked at this and cannot offer an explanation of why this was changed and also couldn’t offer me an opt

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Anna88064Community Member
asked in How Do I...?
Propose times from mobile

Hi I am still not able to propose times from mobile. Am I missing something? I appreciate the move to sampling of available times when on desktop but I still can't answer the question "when are you available" from my phone. I can only share a link from my phone. Is there a work-around?  I'd still ideally have the blocks of time provided, similar to how a human would e.g. Tuesday 1-5 pm, rather than a sample, for the record. 

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David
Community Manager
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FUSE48864Community Member
asked in How Do I...?
Want customer to pay for co-working slot when booking via Calendly event.

I have my Stripe account connected and intregated, with the payment option on event settings. However, when someone books, a payment option doesn’t appear for them. I want it so that you cannot book without paying the fee. I’ve attached how the event settings look.  I’m don’t pay for Calendly and use it for free. No sure if that makes a difference. 

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David
Community Manager
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Brighton43827Community Member
asked in How Do I...?
Allowing multiple bookings for same time slot

Town residents will have the opportunity to setup 10 minute meetings with one of the 2-3 people working in the assessors office on specified days.  I’ve setup a calendar with available time slots on appropriate days.  Resident #1 signs up for 9:40am - 9:50am with assessor #1.  How does resident #2 sign up with assessor #2 or #3 that are still available for the same time slot?   I don’t want to have the resident viewing 3 different calendars for availability.  I’ve been able to figure out everything else so far with Calendly.  Thank you in advance for your assistance.

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SimbaZwCommunity Member
asked in How Do I...?
Recurring Appointments & Search Function in Calendly

I’m looking for a way to streamline scheduling in Calendly and would appreciate your guidance on two key issues: We have several clients who attend appointments at the same time twice a week for an entire term (3 months). Is there a way to set up recurring appointments on a weekly and daily basis, so we don’t have to create each one manually? Occasionally, we need to modify or correct a single appointment for a specific client. However, finding the correct date by scrolling through multiple pages is time-consuming. Is there a way to search for appointments by patient name or date to make adjustments more efficiently? Looking forward to your insights. Thank you

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David
Community Manager
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FLORENCE85754Community Member
asked in How Do I...?
DIFFERNECE ENTRE NOTIFICATION ET WORKFLOW

Bonjour,Je ne comprends pas la différence entre “notification” et “wokrflow”. En effet, j’ai créé un workflow, un mail qui est envoyé automatiquement à la réservation de l’évènement, mais en réalité, 3 mails sont envoyés. Celui que j’ai créé mais aussi ceux de notification (confirmation par e-mail et invitation du calendrier). Or je souhaite que mon client ne reçoive que le mail de workflow, pas ceux de notification et je ne sais pas comment faire pour les annuler. Merci d’avance pour votre éclairage !Bonne journée,Florence

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David
Community Manager
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supreme25704Community Member
asked in How Do I...?
Best Way to Integrate Calendly for a Security Services Business?

I run a security services business, Supreme Security , and I’m looking for the best way to integrate Calendly for scheduling consultations and service appointments. Has anyone here used Calendly for a similar business model?I want to allow clients to book a consultation directly from my website, but I also need to ensure automated reminders and a smooth user experience. Would embedding Calendly on key service pages be the best approach, or are there other recommended strategies? Any insights would be greatly appreciated!

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David
Community Manager
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Rahul40701Community Member
asked in How Do I...?
Google Meet Issues

I have create a event for interviews and asked the candidates to schedule using the event link ,some candidates scehduled their meetings , but in my meetings section page, when i click on Join Now for Google Meet , Google Meet page says Ask to join ? why is that ? I am being a host, why the permission is been for me and who will accept it when there is only me here ? 

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David
Community Manager
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RaManCommunity Member
asked in How Do I...?
Help with Calendar invite format

Hi,It’s my first using calendly need a little help with the calendar invite info:This is the email I receive on my end how can I remove the description and also, can we customize the calendar invitation for the person who bookings an appointment.   

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David
Community Manager
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