How to set up a shared Collective event type

Collective events let you host an event with other users in your Calendly organization, allowing invitees to pick a time when you're all available simultaneously. 

Before you begin

• To create a shared event type with another person, that person must already be a user in your Calendly organization. Read more about shared event types here.
• Shared event types allow you to quickly schedule with other people in your organization. If you plan to schedule many co-hosted events of this type, consider creating a team event. 

How to create a shared collective event type

1. On your Calendly Home page, select +Create.

2. Select Event type.
   

3. Select the Collective event option.

4. Enter the names or emails of all the hosts you'd like to add to this event type.

5. Next you will enter your Event Name, Event Duration and also assign a Location for your event.

   • You can set a specific location or offer multiple location options for your invitee to choose from. 
   • For video conferencing, you can assign the team member you would like to be the event organizer. 
     
6. Click Continue.

7. Within your Scheduling Settings section, assign the desired Date Range for your event. Your Date Range dictates the number of days in the future that invitees can book this type of event.

8. (Optional) Under the Available hours, set the time frame for when you and other hosts are accepting meetings for this type of event. See How to define the available hours for your team for more information. 
   
   Note: We automatically block times marked as “busy” on the assigned hosts' connected calendar(s). 
   

9. (Optional) To set advanced availability settings, select Scheduling Settings. You can set your Start time increments, daily limit, minimum notice, and timezone display. 

   Beta

   For users in the beta, you can create a shared Collective event type by selecting +Create from your Home page, selecting More ways to meet, and then choosing Collective. The event type editor will appear on the right-hand side, where you can add your event title, duration, location, availability, and hosts.
   
   For more advanced settings, select More options located at the bottom of the event type editor.

   

   Note

   When a host is added to a shared event type, they are notified via email. They have the option to opt out of these notifications by clicking 'Unsubscribe' at the bottom of the email, or from the Communication settings section in their Account Settings.

How to share your shared collective event type

1. From your Home page, locate the shared Collective event type you just created and select Share.
2. Next, choose how to share your link. Select Copy link to make a copy of the link. 
   

If you are on the Calendly Professional/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/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.

NOTE: These permissions will not work for Team events.