Group event type overview

A group event type lets one host meet with many invitees at the same time. This is great for events like:

• Webinars
• Training sessions
• Museum tours

Set the number of invitees per time slot

You can choose how many people can book the same time slot. For example, if you set the limit to 50, up to 50 invitees can book your 1 p.m. webinar.

Want to show how many spots are left? Turn on Display remaining spots to let invitees see the count in real time.

To set the max invitees:

1. Go to the Scheduling page and locate your group event type.
2. Open the three dots menu and select Edit.
3. Expand the Invitee limit section.
4. Enter the number of invitees (minimum 2, maximum 9,999).
5. (Optional) Check the box to Display remaining spots.
6. Select Save changes.

Update the invitee limit for a scheduled meeting

1. Go to your Meetings page.
2. Select the meeting you want to update.
3. Under Invitees, click Edit invitee limit.
4. Enter the new limit in the pop-up window.
5. Select Apply to save.

How email confirmations work

Group events use email confirmations, not calendar invites.

• Invitees get their own .ics file.
• This file won’t update for others if someone changes the event.

Most calendars add the event automatically. If not, invitees can download the file from their confirmation email or page.

Learn more about invitee notifications.

Use Workflows with group events

You can use Workflows to send reminders or follow-ups for group events. The Event is canceled trigger isn’t currently supported for group events.

Manage event hosts and permissions

If you’re on the Standard plan or higher, you can choose who can view, edit, or share the event.

Learn how to set event permissions.

Change the event language, location, or duration

Once someone books a group event, you can’t change its language, location, or duration. These settings are locked with a gray box.

To make changes:

1. Duplicate the event and update the language or duration.
2. Cancel the original meeting.
3. Reschedule it using the new event type.

To cancel and reschedule:

1. Go to the Scheduling page.
2. (Optional) Open the My Calendly dropdown to switch to another user or team page.
3. Find the event type and select the three dots on the event card.
4. Choose Duplicate, then update the event.
5. Go to your Meetings page and cancel the original event.
6. Return to the new event type and select Book meeting.
7. Add each invitee’s info to reschedule the meeting.