As a team manager, you can define the available hours for the team members who are hosts on your Collective or Round Robin team events in a few simple clicks. Calendly will help you define these available hours by giving you insight into your team member's time zones, time off, and other details that may impact their ability to be booked for events.
Defining the available hours for your team is useful when you need to:
- Have more control over when your team members are available for meetings
- Manage shifts seamlessly while respecting the time zones of your team members
- Gain additional insight into your individual team members' availability
Before you begin...
- You must be a Team Manager, Admin, or Owner to make changes to team event types.
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If you have not already, you must create your team and team event types before updating the available hours for your team members. To create a team, check out this guide. To create a Round Robin team event type see this guide. To create a Collective team event type see this guide.
- If you were previously using a Collective event type with shifts, please scroll down to the FAQs section to learn more about how this functionality has changed recently.
Choose to define the hours for each host or for all hosts
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Choose the hours for each host if you need to create a custom shift for each host or if you want to use the available hours from your hosts' schedules.
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Use the same hours for all hosts if you want all hosts to have the same available hours for this event, in the same timezone.
How to define the available hours for each host individually
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Select the team event type that you wish to edit from the Homepage.
- Ensure that the hosts you would like to include in this event are selected from the Hosts and Invitees section.
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Select the Scheduling Settings section and scroll down to Available hours.
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Beneath the Available hours section, be sure that Set hours by host is selected.
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Select the host’s name to expand their available hours for this event. You will be able to see the host's current availability set up using as well as their date specific hours and holidays. You can also assign a different schedule for your host by editing their hours within the calendar view or by assigning date specific availability.
How to define the available hours for all hosts at once
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Select the team event type that you wish to edit from the Homepage.
- Ensure that the hosts you would like to include in this event are selected from the Hosts and Invitees section.
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Select the Scheduling Settings section and scroll down to the Available hours section.
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Beneath the Available hours section, be sure that Use the same hours for all hosts is selected.
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Set the available hours for all of your hosts using either the list view or calendar view. To learn more about setting available hours, read this guide.