What is a group event type?
A group event type is a one-to-many event type—one Calendly host to many invitees. Group events are helpful when you want multiple unrelated invitees to attend a meeting at once, such as:
- Webinars
- Training sessions
- Museum tours
Invitee slots
For a group event, you can set the maximum number of invitees per meeting.
For example, if you set the limit to 50, up to 50 people can book the same time slot, like a 1 p.m. webinar.
You can also choose to display remaining spots on your booking page. If enabled, this will display the number of spots left per time slot, updating in real-time as people book.
- From your Event types page, open the event type you wish to update.
- Expand the Invitee limit section.
- Enter the maximum number of invitees per scheduled event.
- You must select at least two invitees. You cannot set the invitee limit to a single invitee.
- You can have a maximum of 9,999 invitees per slot.
- Optional: Check the box to Display remaining spots on booking page.
- Select Save changes.
- Navigate to your Meetings page.
- Scroll down and select the scheduled meeting you'd like to adjust.
- Select Edit Invitee Limit.
- From the pop-up, adjust your invitee limit.
- Select Apply to apply the new invitee limit to your scheduled meeting.
Email confirmations
Group events in Calendly use email confirmations. Calendar invitations are not supported for Group events.
With email confirmations, invitees receive a separate .ics file from the one you get as the host. Because these are separate, any changes made by you or invitees won’t update for other attendees.
Invitees' calendars should automatically read the .ics file and add the event. If not, they can manually download the .ics file from the email confirmation or the confirmation page to add it to their calendar.
For more on Calendly invitee notifications, see Calendly invitee notifications.
Workflows and group event types
You can automate communications to send reminders and/or follow ups around booked group events to help remind invitees or collect post-meeting feedback.
Keep in mind, the event scheduled or event cancelled workflow triggers are not available for group event types.
Adding event hosts and permissions
If you are on the Calendly Standard plan or higher, you are able to edit which users can edit, share, or view your event type. For more information on how to set event permissions, see How to edit event type permissions.
Making changes to language and duration
Once someone books a group meeting, the language and duration of the event type will lock, and you won't be able to edit it. You'll notice that the duration and language are grayed out:
If you need to change the language or duration, you can clone your group event type, cancel the scheduled meeting, and reschedule from your new event type's live scheduling page. These steps are outlined below.
- Navigate to your Home page.
- Select the gear in the top right of your group event type.
- Select Clone.
- In the cloned event type, make whatever changes to language or duration that you'd like to make.
- Navigate to your Meetings page.
- Scroll down and select the scheduled meeting you'd like to change.
- Select Cancel.
- Navigate back to your Event types page, locate your new group event type, and select View booking page.
- From your new event type's live booking page, fill in each invitee's information to reschedule on behalf of them.