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 invitees to attend an event 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 at each event. 

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 an event 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 events

If you need to increase the number of invitees for an event that's already been scheduled, follow the steps in To update the invitee limit on a scheduled event (below).
How to set the max invitees in a spot:
  1. Select 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.

Calendly Group event type - Max invitees.gif

How to update the invitee limit on a scheduled event:
  1. Navigate to your Scheduled Events tab.
  2. Scroll down and select the scheduled event 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 event. 

Calendly edit invitee limit for scheduled group event.gif

Email confirmations

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

Since calendar invitations list the emails of everyone attending an event, your group event will default to email confirmations to protect the privacy of all invitees in a meeting. 

Your invitees won't be able to see each other's contact information, but they can add the event to their own calendar, as shown in the email confirmation below: 

Confirmed__City_Council_Hearing_with_Moira_Rose_on_Friday__April_29__2022_-_blakeatcalendly_gmail.com_-_Gmail_2022-04-13_15-34-08.png

Note: For additional information on the different types of Calenldy booking notifications, check out this Help Center article: Calendly's invitee notifications 

Workflows and group event types

While workflows are compatible with group event types, currently, users are unable to use the event scheduled or event cancelled workflow triggers with group event types. This includes initial, or subsequent events, as well as events cancelled or scheduled by a host or invitee.

Adding event hosts and permissions

Note: This feature is currently in beta.

If you are on the Calendly Professional 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/Edit hosts

    • You can also find this button from 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.

See also:b5607998-e0c5-4ab6-a9af-22bfcd69e720.png

ae4c4891-5a1a-417a-9c1a-6a4593d6f5c8.png

NOTE: These permissions will not work on Managed or Team events.

Making changes to language and duration

Once someone books a group event, the language and duration of the event locks, and you won't be able to edit it. You'll notice that the duration and language are grayed out: 

Calendly Group Duration greyed out.png

If you need to change the language or duration, you can clone your group event type, cancel the scheduled event, and reschedule from your new event'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.png
  4. Make whatever changes to language or duration that you'd like to make.
  5. Navigate to your Scheduled Events tab.
  6. Scroll down and expand the scheduled event you'd like to change.
  7. Select Cancel.
    My_Calendly_-_Scheduled_Events_-_Calendly_2022-04-13_16-04-27.png
  8. Navigate back to your Home page, select your new group event type, and select View live page.
  9. From your booking page, fill in each invitee's information to reschedule on behalf of them. 
    View_Live_Page_for_Greyed_Group_Event__1_.png