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Group event types

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 your group event type, you can choose the number of invitees you'd like to have in each meeting. 

For example, if you set the maximum number of invitee spots to 10, then up to 10 invitees can book a single time slot. This means that 10 invitees could book a webinar at 1 p.m.

Calendly Group Event Type.png

You can also display how many spots are left on your booking page, so invitees know if a meeting is almost full. If you check this setting, your page will show the number of spots left per time slot, which will update in real-time as spots are filled.

Adjusting invitee spots for scheduled meetings

If you need to increase the number of invitees for a meeting that's already been scheduled, follow the steps in To update the invitee limit on a scheduled meeting (below).

 

How to set the max invitees in a spot:
  1. Open the event type editor of the group event type you'd like to edit.
  2. Expand the section Hosts and invitees
  3. Once this section is open, you will see Max invitees per event.
  4. Enter the maximum number of invitees per event.
    • You must select at least two invitee spots. You cannot set the invitee limit to a single invitee. 
    • You can have a maximum of 9,999 invitees per slot.
  5. Optional: Check the box to Display remaining spots on booking page.
  6. Select Save & Close.

    Beta

    We've improved availability management and the event type editor, now in public beta for select users. If you're in the beta, check out this article to learn more.

    For users in the beta, you'll be able to set your invitee limit be opening the event type editor and selecting Invitee limit. 

    Invitee limit.png

How to update the invitee limit on a scheduled meeting:
  1. Navigate to your Meetings tab.
  2. Scroll down and select the scheduled meeting you'd like to adjust.
  3. Select Edit Invitee Limit.
  4. From the pop-up, adjust your invitee limit.
  5. Select Apply to apply the new invitee limit to your scheduled meeting. 

Calendly edit invitee limit for scheduled group event.gif

Email confirmations

Group event types support email confirmations, and do not support calendar invitations.

With email confirmations, Calendly sends your invitees an email with an attached .ics file separate from the one you receive as the host. Since these are separate files, any changes that you or your invitees make to the event will not be shared with the other meeting attendees. 

The invitee's calendar should automatically read the .ics file and add it to their calendar.

If their email client doesn't automatically add the .ics file, invitees have the option to manually download an .ics file to add the event to their calendar. In this case, the invitee can add the event from the email confirmation or from their confirmation page.

Note: For additional information on the different types of Calendly booking notifications, check out this Help Center article: 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. To do so:

  1. From the home menu, select the gear icon for your event type.

  2. Select Edit Permissions

    • You can also find this button from the settings gear on the event type edit screen.

  3. Type in and select which user you want to grant permissions to.

  4. You have three options to choose from:

    1. Can edit: can make changes to an event type’s settings (see how to edit an event type here)

    2. Can view: can see the event type in their account and share the event’s booking link, but cannot make any edits to the event itself

    3. Remove from event type: remove any existing permissions for a user

  5. Save any changes.

NOTE: These permissions will not work for Team events.

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: 

Greyed Duration.png

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.

How to cancel and reschedule a group event:
  1. Navigate to your Home page.
  2. Select the gear in the top right of your group event type.
  3. Select Clone.
    Clone Group Event V2.png
  4. Make whatever changes to language or duration that you'd like to make.
  5. Navigate to your Meetings tab.
  6. Scroll down and expand the scheduled meeting you'd like to change.
  7. Select Cancel.
    Cancel Group Event.png
  8. Navigate back to your Home page, locate your new group event type, and select View booking page.
    View Booking Page.png
  9. From your new event type's live booking page, fill in each invitee's information to reschedule on behalf of them. 
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