How to manage your meetings

Overview

With Calendly, it’s easy to manage your meetings from the Meetings page. This article will cover how to view, cancel, or reschedule your meetings. From this page, you can also add an internal note, mark your invitee as a no-show, and export your meetings.

Before you begin

• Owners, admins, and group admins can manage other users’ meetings by 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.

The meeting is canceled and your invitee receives a notification email.

Cancel notes (desktop)

• Group events: Canceling the meeting removes it for all invitees. To remove a single invitee, select the three dots next to their name, then Remove invitee.

Reschedule a meeting

You can reschedule a meeting for your invitee. If you're on a paid plan, you can cancel the meeting and email your invitee to choose a new time.

1. Go to the Meetings page.
2. Select the meeting.
3. Select Reschedule.
4. Choose how you'd like to reschedule:
   • On the Free plan, you’ll go directly to the booking page to select a new time.
   • On paid plans, 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.

The original meeting is canceled or updated, and your invitee is notified.

Reschedule notes (desktop)

• Group events: You can reschedule one invitee at a time. Select the three dots next to their name, then Reschedule invitee.
• Round Robin events: When rescheduling, you’ll be prompted to either keep the Round Robin assignment or choose a specific team member as the host.
• Other event types: To change the host, cancel the meeting and schedule a new one.

Add internal meeting notes

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

1. Go to the Meetings page.
2. Select the meeting.
3. Select the Notes tab (or Add meeting notes).

4. Select the Your notes area to open the editor.

5. Enter your notes.

6. Select Save changes (or Update).

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.