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Calendly Schedules

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.

Whether you're currently in the beta or not, you'll find the information you need to configure your availability here in this article.

In this article, we will be walking you through how to create, edit and apply Calendly schedules to your events. We will also be providing best practices when assigning date-specific hours within Calendly.

By default, Calendly will take the availability from your connected calendar into account when invitees schedule with you. With Calendly schedules, you have the ability to further define when people can schedule with you within Calendly. From the availability tab, you can set up your available hours by creating a schedule. Whenever you update a schedule, your new hours will automatically sync over to your event types that have been assigned. This schedule in combination with your assigned holidays help determine your Calendly availability. 

Beta

From the Availability page in the left side menu, you can easily manage your account's availability and calendar connections. Here, you can manage your:

  • Default schedule
    • Set when you're usually available for meetings.
  • Holidays
    • Block off holidays across all your scheduling links.
  • Calendar settings
    • Set which calendars we use to check for busy times.

Some users still have a 'Time Off' setting from an earlier version, but it will be removed on November 12th. Moving forward, you can easily block specific dates and times using Date-specific hours.

If you've set Time Off, make sure to update your unavailable dates in your Date-specific hours on the Availability page under Default schedule. You can also block the time in your connected calendar.

Create a Schedule

When you signed up for Calendly, you specified weekdays and hours you're typically available. Calendly uses that availability, in addition to busy events on your connected calendar, to determine when you're available or unavailable to host meetings. 

By creating your availability Schedule, you are able to outline your desired dates/times to be used for scheduling within Calendly. 

To create a weekly schedule
  1. Select Availability from your left-hand navigation panel.
    Calendly Availability Tab.png

  2. In List view, select the check box next to the days of the week you're available.
    • De-select the days of the week you're unavailable.
      Schedules Day Checkboxs.gif

  3. In the time boxes, select a start time and an end time for when you're available each day.
    • To add multiple intervals (time frames), select the + and enter the additional times you're available.
    • To remove an interval, select the x next to those times.
    • Multiple intervals help to ensure you are not booked during your lunch breaks, a work break or while you're at the gym. 
      • Ex. To accommodate for a lunch break that runs from 12pm-1pm you would have your first interval set for 9:00am - 12:00pm and then your second interval set for 1:00pm - 5:00pm.
        Schedules Add Time Interval.gif

  4. If your available times are recurring regardless of the day of the week: 
    • Select the copy icon.
    • Select the checkbox next to the days you wish to copy times to.
    • Select Apply.
      Schedules Copy Time Intervals.gif

  5. Once you have your weekly schedule set up as desired, you will want to create date-specific hours (more information on this in the section below) for your schedule. Date specific hours are used to:
    • Mark dates/times that are not holidays as unavailable. (Best for logging vacation and PTO).
    • Assign special times that are outside of your weekly hours for certain days.
To create a non-weekly schedule (bi-weekly, monthly, etc)
  1. Select Availability from your left-hand navigation panel.

    Calendly Availability Tab.png

  2. In List view, de-select the checkboxes next to the days of the week.

    De-select Weekly Hours in Schedules.gif

  3. Switch to Calendar view, select the first date you are wanting to edit then select Edit date(s).

    Start to Creating a non-weekly Schedule in Calendly.gif


  4. In this Edit date(s) view, select all of the dates you are looking to edit your availability for.
    • Move month-to-month by selecting the < and > arrows.
    • NOTE: When editing multiple dates, the times assigned in the What hours are you available? section will be the same for all selected dates.

      Create a bi-weekly Calendly Schedule.gif


  5. Review your availability tab to ensure it looks exactly how you want it to.
     
    Bi-weeky Schedule Image.png


  6. Once you have your non-weekly schedule set up as desired, you will want to create date-specific hours (more information on this in the section below) for your schedule. Date specific hours are used to: 
    • Mark dates/times that are not holidays as unavailable. (Best for logging vacation and PTO).
    • Assign special times that are outside of your schedule for certain days.

Once you have your Schedule created, you can add date-specific hours!

Create Date-Specific Hours

If you want to offer unique hours for a particular kind of event or would like to make dates unavailable, you can override your availability schedule by setting date specific hours (previously known as date overrides). You can update your date specific hours accordingly under the scheduling settings section in your event type within your Availability tab. 

To create date-specific hours within your schedule
  1. Select Availability from your left-hand navigation panel.
    Calendly Availability Tab.png

  2. Navigate to the Date-specific hours section of your availability tab and select + Add date-specific hours. 
    Schedules Date-specific hours start.png


  3. Select the date(s) you're wanting to adjust. 
    Select dates to edit in date-specific hours.gif


  4. Adjust your availability by adding or removing intervals under What hours are you available? 
    • Make the date(s) unavailable by selecting the x next to the time intervals.
    • Add more availability to a date by selecting the + to add a time interval.

      Edit date-sepcific time intervals.gif


  5. Select Apply.
To create date-specific hours within an event type
  1. Click into the event you are wanting to edit.

    Click into an evnt type.png

  2. Open the Scheduling Settings section of your event editor.

    Select Scheduling Settings.png

  3. Navigate to and then open your Available hours view within the editor.
    Open Available Hours View.png

  4. Select Custom hours from the schedules drop down menu.
    Event Editor Create Custom Hours Start.gif
  5. From here you can continue one of the following ways:
    • Open the Calendar view to select and edit your date-specific hours.
    • Scroll down to the + Add date-specific hours button. 

      Date-specific calendar view or Buttons.gif

  6. Select the date(s) you're wanting to adjust.
    Select dates to edit in date-specific hours.gif

  7. Adjust you're availability by adding/removing intervals or editing your times under What hours are you available?
    • Make dates unavailable by selecting the x next to the time interval.
    • Add more availability to a date by selecting the + to add additional time intervals.
      Edit date-sepcific time intervals.gif

  8. Select Apply.

Beta

If you have an event type that doesn't stick to your regular meeting hours, you can adjust your availability at the event type level, as well as block off time with Date-specific hours. Set an event type's meeting hours directly from the event type editor by expanding the Availability section.

You can: 

  • Set specific hours for your event type.
  • Apply hours from another event type.
  • Manage custom dates and time off with date-specific hours.

Assign a Schedule

Once you have created your availability schedule and date-specific hours, you will need to assign your schedule to your event types.

To assign a schedule
1. Select Availability from your left-hand navigation panel.
Calendly Availability Tab.png

2. Open the Active on event types drop down menu.
Active On Event Types Drop Down Menu.png

3. Select the checkbox next to the event types you want to apply your schedule to.
Active On Event Types Selection.gif

4. Select Save to apply your schedule to your event types.

Copy Availability

Within Calendly, you also have the option to copy your availability from one event type to another. Once you have your ideal Schedule and date-specific hours, you can copy them to other events within your event editor without having to go back to your availability tab.

To copy availability from another event
1. Click into the event you are wanting to edit.
Click into an evnt type.png

2. Open up the Scheduling Settings section of your event editor.
Select Scheduling Settings.png

3. Open the Copy from.. drop down menu above your Available hours.
Copy from... image.png

4. Select the event availability that you would like to have copied to your current event type.
Copy availability from another event type.gif

Beta

In the beta, you also have the option to copy your availability to/from one event type to another. Once you have your ideal schedule and date-specific hours, you can copy them to or from other events within your event editor.

To copy availability to/from another event
  1. Click into the event you want to edit.
  2. Open up the Availability section of your event type editor.
  3. Select the three vertical dots Three vertical dots.png and select Apply to/from event types.
    apply to:from event types.png
  4. Select the event type you want to copy your availability to/from.

 

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