How to manage your meetings

Overview

With Calendly, it’s easy to manage your meetings from the Meetings page. This article shows you how to:

• View meeting details
• Add internal meeting notes
• Cancel or reschedule a meeting
• Mark an invitee as a no-show

Before you begin

• Owners, admins, and group admins can manage other users’ meetings using the My Calendly dropdown.
• You can let invitees cancel or reschedule their meetings by including those links in confirmation emails. Learn how to customize those notifications.
• If you use a Google Calendar or Office 365 / Outlook.com Calendar, you can turn on calendar sync to cancel or reschedule Calendly meetings directly from your calendar.

View your meetings

To see your scheduled meetings, go to the Meetings page.

By default, you’ll see Upcoming meetings. You can switch tabs to view:

• Past meetings - Meetings that have already happened
• Date range - Meetings within a specific time frame

Use the Filter option to narrow your results. Select any meeting to view details like invitee contact info, meeting location, and form responses.

Cancel a meeting

1. Go to the Meetings page.
2. Select the meeting.
3. Select Cancel.
4. (Optional) Add a cancellation message.
5. Select Yes, cancel to confirm.

Add internal meeting notes

You can add internal meeting notes to any event scheduled through Calendly. Internal meeting notes are visible only to the meeting host(s).

1. Go to the Meetings page.
2. Select the meeting.
3. Select Notes or Add meeting notes.
4. Select Update if necessary.

Reschedule a meeting

You can reschedule a meeting for your invitee. If you're on a paid plan, you can also cancel the meeting and email your invitee to choose a new time by using your connected Gmail or Outlook account. 

One-on-one, Collective, and Round Robin events

1. Go to the Meetings page.
2. Select the meeting.
3. Select Reschedule.

Group events

1. Go to the Meetings page.
2. Select the meeting.
3. Select an invitee.
4. Select Reschedule invitee.

Based on your plan

• Free plan – Go to the booking page to pick a new time.
• Paid plan – You can:
  
  • Share new times to meet – Cancel the current meeting and email them to choose a new time. You can customize the message and add a reminder if your invitee hasn't scheduled in 1, 3, or 7 days.
  • Reschedule meeting now – Choose a new time for your invitee.

Once you're done, you’ll return to the Meetings page. The original meeting will be canceled or updated.

Mark your invitee as a no-show

You can mark an invitee as a no-show after a meeting to stop follow-up Workflows or trigger no-show rescheduling Workflows. Learn more about no-shows.

Export your meetings

Need a list of your meetings? You can export them as a CSV file from the Meetings page. Get step-by-step instructions here.