Advanced invitee features

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 on advanced invitee features here in this article.

Calendly's advanced invitee question features are designed to streamline the process of gathering essential information from your attendees. Whether you're hosting a small meeting or a large conference, these features allow you to customize your questions, improve data collection, and enhance the overall invitee experience.

In this article, we'll walk you through many of these functionalities, showing you how to make the most of them and ensure your event's success.

Invitee name and email address

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Your booking page requires that each invitee enter their name and email address when they schedule with you.

You can choose for invitees to enter their name as one field (Name) or two fields (First NameLast Name).

To change the name fields:

  1. From your event type, select Booking page options.
  2. Select the three dot menu next to Name, Email, and then select Edit.
  3. Under Name Input, select Name or First Name, Last Name from the dropdown.
  4. Select Done.
  5. When you are finished, select Save and close.

    Beta

    If you're in the beta, you'll be able to locate your invitee name settings by opening your event type editor and selecting More options at the bottom of the page.

    From there, you will be able to expand the Invitee form section, where you will find the invitee name settings located at the top under Invitee details. 

Autofill name and email address from prior bookings

Once an invitee schedules, you can choose if you'd like their name, email address, and phone number (for text reminders) to be autofilled when they book again, for faster scheduling.

By default, autofill is turned off. To adjust autofill:

  1. From your event type, select Booking page options.
  2. Select the three dot menu next to Name, Email, and then select Edit.
  3. Select or deselect the Autofill Invitee Name, Email... button.
  4. Select Done.
  5. When you are finished, select Save and close.

    Beta

    If you're in the beta, you'll be able to locate your invitee autofill settings by opening your event type editor and selecting More options at the bottom of the page.

    From there, you will be able to expand the Invitee form section, where you will find the invitee autofill settings located at the top under Invitee details.

Collecting phone numbers

If you need to collect a phone number, you can create a new invitee question and choose Phone Number as the answer type. A phone number field will show on your booking page.

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Beta

If you're in the beta, you'll be able to add an invitee question by opening your event type editor and selecting More options at the bottom of the page.

From there, you will be able to expand the Invitee form section, where you be able to add a new invitee question by clicking  +Add new question

However, if you want your meeting to take place over a phone call, you can set the location of your event to Phone call, under Event details. If you select to call your invitee, a required phone number field will automatically appear on your booking page for your invitee to share their number.

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Additional guests

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You can decide if you'd like invitees to add guests as they go through the booking flow. An invitee can add up to 10 guest email addresses when booking. Their guests will be sent a notification about the upcoming meeting. You can view any added guests from the event in your Meetings page.

Note: This feature is not available for group event types since you need to control the number of invitees who can attend a group event at a given time. 

By default, the additional guest feature is turned on. To turn off the ability to add guests:

  1. From your event type, select Hosts and invitees.
  2. Toggle on or off Allow invitees to add additional guests.
  3. Select Save and close.

    Beta

    If you're in the beta, you'll be able to locate your invitee invitee 'add guest' settings by opening your event type editor and selecting More options at the bottom of the page.

    From there, you will be able to expand the Invitee form section, where you will find the invitee 'add guest' toggle located under Invitee guests.