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Scenario / Question

“I’m a solo nutrition coach using Calendly. Sometimes I want to book the next session for a client while we’re on the phone or in a meeting, so I need to schedule on their behalf and have them get the confirmation. I also keep a few ‘hidden’ times that aren’t publicly available. How can I do this? And what if the event type normally requires payment at booking?”

 

Overview

You can book on behalf of your client by opening your own booking page and completing the flow with their name and email. They’ll receive the standard confirmation, reminders, and any active workflows. For off-menu times, you can override available times to give yourself more flexibility.

 

Step-by-Step

  1. Open your booking page: While you’re with your client, open the same scheduling link you would normally send them.
  2. Select the time and complete details: Choose the preferred date/time and, where it asks for name and email, enter your client’s information instead of your own. Confirm the booking.
  3. Use the override available times feature for off-schedule times: If you need access to times not on your public page, use the override available times feature or create an additional event type with wider availability and set it aside just for this purpose. Keep it private and only use it when you’re booking for clients.
  4. Handle payments if required: If the event type usually requires payment at booking, either collect card details during the call and enter them, or remove the payment requirement on the private event type and send a separate payment request immediately after booking (see notes below).

 

Key Notes & Limitations

  • Booking on behalf is supported: Enter the client’s name and email on your booking page; they’ll get confirmations, reminders, and workflows as usual.
  • Private event type recommended: Create a “secret”/private event type with broader availability for manual booking scenarios, so you can schedule outside your public hours without exposing those times publicly.
  • Payments at booking: Calendly can’t switch a pay-at-booking requirement into “pay later” automatically. If you won’t take payment during the call, remove payment from the private event type and send a separate payment request right after booking (e.g., via a workflow email with your payment provider link). You’ll need to manually verify payment before the session.

 

Related Questions (FAQ)

Q: Can I keep my “manual booking” event type hidden from my main page?

A: Yes. Create a private/secret event type and only use it yourself when scheduling on behalf of clients.

 

Q: Will clients still get reminders and workflows if I book for them?

A: Yes. Enter their name and email in the booking flow and they’ll receive confirmations, reminders, and any workflow messages you’ve set up.

 

Q: How do I handle events that require payment if I’m booking on behalf of a client?

A: Either collect payment during the call and enter it, or remove the payment step for that private event type and send an immediate post-booking email with a payment link. You’ll need to manually confirm payment before meeting.

 

Links & Resources

 

As an admin user logged into my account, I expect to be able to see the Override times feature whenever I am looking at the Event booking screen (date picker). 

This is not the case. Details below:

When I go to the booking page that I would send a client, which is the same page I get taken to if I click on the “Book follow-up meeting” button from a past event card, or “Schedule Invitee again” from the details view of an upcoming or past event on the Meetings page, I do NOT see the Override times link. I am logged in to my account, I am admin. The URL is:
calendly.com/username/myeventtype?name=Firstname%20Lastname&email=ETC@etc.com

When I go to the “Schedule” drop down > “Book meeting” from the contact page, I DO see the Override times link. The URL is:
calendly.com/app/contacts/0000ab00000ab0000ab0000etc/meetings?invitee_emails%5B%5D=

Either this is a bug (the functionality should also appear on the client facing booking URL, so long as I am logged in) or this is intentional, but if the latter, then the UI needs to indicate that the functionality of that booking link is reduced (or the other one is enhanced). Not sure why the latter is ever desired though!

Hi ​@EmilyH - Thanks for reaching out!

The Book Meeting page that allows you to override your times is something that is relatively new and still being worked on. Previously the meeting page that you’d send to the client was the only booking page available to both admins and clients alike - So its still attached to those Book Follow-up Meeting & Schedule Invitee again buttons.

Down the line I think these pages will be updated for the admins, but I’ll be sure to get your feedback over to our product team as well, I appreciate you raising this!

 

Let me know if you have any questions.

This is super helpful, thanks @jillian! 🙌

I’ve been doing something similar — I often schedule follow-up sessions for clients while we’re still on a call, and entering their info manually on my booking page works perfectly. The only tricky part was managing off-menu times since I keep a few private slots open for long-term clients. Creating a hidden event type with broader hours, like you suggested, really simplified that.

For anyone handling payments separately, I’ve found it works best to send a quick follow-up email with a direct payment link right after booking. That keeps the flow personal while still tracking everything neatly.

Great tip about using the override available times feature — I didn’t realize that could make manual booking smoother. Appreciate the detailed breakdown!

 

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