Looking to use a conference room to schedule meetings in Calendly? You have a few easy options, depending on how you manage your rooms. This guide covers how to set up conference rooms as event locations using three methods.
- Creating Collective event types
- Creating conference room sub-calendars
- Manually adding conference rooms
Option 1: Using a Collective event type
A Collective event type lets Calendly check everyone’s availability, including your conference room, before scheduling. This helps prevent double-booking.
- From the Admin center, add each conference room as a user in your Calendly organization.
- Each room needs a unique login email address.
- Go to your home page and select + Create.
- Select More ways to meet, then choose Collective.
- Add the host(s): include both the conference room and the team member.
- Finish setting up the event type. (See: How to customize your event types.)
Note
Each room added as a user takes up a paid seat.
Option 2: Using a sub-calendar and Zapier
This method works well if you're managing one conference room or shared meeting space.
- Create a new "sub-calendar" in your connected calendar for the room
- Share the calendar with anyone who will use the conference room.
- Use Calendly's Zapier integration to send Calendly meetings to the conference room calendar.
- Optional: Set Calendly to check this sub-calendar for conflicts. This will help prevent double bookings.
Option 3: Manually add a conference room to meetings
Use this method if you prefer to set the room yourself each time you book a meeting.
- After booking a meeting, open your personal calendar.
- Update the location to include the conference room.
This works best for smaller teams or rooms with low booking activity. For higher traffic, consider the collective or sub-calendar methods above to prevent double-booking.