What to do when you're unavailable but should be free

This article outlines what to do if you appear unavailable on your Calendly scheduling page when you should be available.

Step 1 – Log into your Calendly account to use Calendly's Troubleshooting Tool.

If you do not know how to use Calendly's Troubleshooting Tool, you can learn more here.

Step 2 – Review your error code meaning below.

Below is a list of errors codes that may appear when using Calendly's Troubleshooting Tool. These error codes identify WHY you are appearing as unavailable. 

Step 3 – Follow the steps associated with your error code.

Each error code has its own next steps section recommended to resolve the issue.

Common Errors

The three most common errors our users see.

CALENDAR
  • What does it mean?
    • There is a "busy" event on your connected calendar at this time.
    • The "details" dropdown in troubleshooting mode will show the connected calendar where the event is present. 
  • How do you resolve it?
    • Review calendars & sub-calendars within the Calendars to check for conflicts section of your Calendar settings.
    • Change the conflicting calendar event status from busy to free or cancel the calendar event. 
    • Ensure any all-day events on your personal calendar/sub-calendars for that date/time are set to free.
    • To allow Calendly to schedule over existing meetings, see Free/busy rules overview.

Articles below share examples of busy events depending on calendar type.

EVENT
  • What does it mean?
    • A Calendly meeting of this event type has already been scheduled at this time.
  • How do you resolve it?
OVERLAP
  • What does it mean?
    • A Calendly meeting is already scheduled at this time.
  • How do you resolve it?

Event Settings Errors

These errors occur when there is an issue with your event type settings.

BUFFER
  • What does it mean?
    • A buffer applied on a Calendly meeting interferes with this time.
    • Buffer settings lock in when an event is scheduled. Changes made to the event type after the meeting has been scheduled will not retroactively apply to existing meetings. 
  • How do you resolve it?
DAYMAX
  • What does it mean?
    • The maximum allowed events per day/week/month for this type of event has been reached.
    • Round Robin DAYMAX: Round Robin events do not function on a per person limitation, but rather a limitation per event type.
      • (Ex. 6 team members assigned with a DAYMAX of 1, that event gets scheduled for Monday at 4pm, that event type will no longer be available for that day. Even if the other 5 team members are available.)

  • How do you resolve it?
    • Edit the number of maximum allowed events per day/week/month for this type of event.
    • Locate The Max meetings setting by opening your event type editor, selecting More options at the bottom, and expanding the Limits and buffers section. Read the article here.
DURATION
  • What does it mean?
    • Event duration exceeds the available time period.
    • For example: You have an event that is 2 hours long, but only have availability from 9am-10am (one hour). There would not be enough time available for a 2 hour long event to take place. 
  • How do you resolve it?
    • Increase your availability settings or decrease the duration of your event type in the event type editor.
RANGE
  • What does it mean?
    • Date is outside of the event type's set available date range.
  • How do you resolve it?
    • Edit the date range section in the event type settings.
    • You will be able to locate your date range settings by opening your event type editor and expanding the Availability section. The date range settings will be at the top of this section. 
      Date Range.png

NOTE: To add Saturdays & Sundays to your availability, assign calendar days and not weekdays to your event.

TOOSOON
  • What does it mean?
  • How do you resolve it?
    • Change this setting within your event type settings.
    • You will be able to locate your minimum notice setting by opening your event type editor and expanding the Availability section. The minimum notice setting will be at the top of this section.
      Date Range.png

Event Type Errors

The errors below are event type specific errors.

GROUP
  • What does it mean?
    • A Group event has reached its maximum number of attendees. 
  • How do you resolve it?

Important note:
Event settings lock in at the time of scheduling. Changing the max number of invitees in your event type settings will not change events that have already been scheduled. To change max invitees for an event that has already been scheduled, you can do so from the Meetings page.

HOST
  • What does it mean?
  • How do you resolve it?
    • For collective events, a date/time will only appear when all hosts assigned are available. 
UNFAIR
  • What does it mean?
    • For round robin event types, this means that the only available team members for this date/time have too many meetings scheduled to allow for another. 
  • How do you resolve it?
    • Review your distributions settings or change the availability settings for other team members who could take this meeting.
    • Note: When optimizing a round robin event for equal distribution, no team member can be more than three meetings ahead.

Less Common Errors

Errors that are less common but still occur.

NOCAL
  • What does it mean?
    • Calendly is unable to connect to your calendar or a team member's calendar.
  • How do you resolve it?
PAST
  • What does it mean?
    • The selected date & time is in the past and can no longer be booked.
  • How do you resolve it?
    • Select a date and time that is not in the past. 
RESERVED
  • What does it mean?
  • How do you resolve it?
    • Schedule pending meetings for this time slot or clear reserved times from the Pending section of the Meetings page.
NOTE: Delays can occur when removing reserved times from your connected calendar.

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