Adjust seats, change plans, and view subscription details from the Billing page in the Admin Center with this quick guide to Calendly billing.
What happens after your trial
Note
New Calendly users start with a free two-week trial of the Teams plan. After that, you’ll move to the Free plan automatically.
No action is needed to move from the Teams trial to a free plan.
Once the trial ends, paid features like adding users or creating Workflows will be turned off.
To keep using those features, you can upgrade your plan anytime. Or, you can stick with the Free plan—no charge.
Want to delete your account and remove all your data? Follow these steps.
Billing words to know
- Organization: Your Calendly account. If you’re on the Free plan, it’s just you. If you invite others, they become part of your organization.
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Seat: Also called a license. It represents one spot for a person in your organization. You’re billed for the number of seats, whether they’re filled or not.
- Example: If you have 10 seats and 6 users, 4 seats are still available.
- User: Someone who joins your organization and takes a seat. Users can schedule events, create links, and have different roles.
- Upgrade: Move to a higher plan (e.g., from Free to Teams).
- Downgrade: Move to a lower plan (e.g., from Teams to Free).
How you're charged
Calendly offers monthly and yearly plans. Your plan renews at the end of each billing cycle. You can change your plan or seat count anytime.
- Upgrades and added seats take effect right away.
- Downgrades and removed seats start at the end of your current billing cycle.
If you're on a Teams annual plan, you’ll get a discount when you have over 30 seats. You can add seats or upgrade your plan from the Billing page. A clear cost breakdown will appear before you confirm changes.
Need help with invoice billing? Reach out to your Customer Success Manager or contact support.
Seat Charges
You pay for every seat, even if it’s not filled.
- Example: If you have 5 seats and only 4 users, you’ll still pay for 5.
Want to manage seats and users? Check out this article.
Billing resources
Frequently asked questions
You may see multiple charges if you have more than one paid Calendly account.
This can happen if:
- You signed up with different email addresses
- You manage or own multiple organizations
- You upgraded plans in more than one account
Each paid account is billed separately. If you’re unsure why you’re seeing multiple charges, contact Calendly support to check the email address associated with each invoice. This can help you match each charge to the correct account.
You can view your current plan and billing details from the Billing page.
To check your plan:
- Log in to Calendly.
- Go to Admin center.
- Select Billing.
On the Billing page, you can:
- See your current plan
- View your subscription details
- Check billing history and charges
If you don’t see the Billing option, you may not have admin access for the organization.
Yes. By default, Calendly sends invoices to the organization owner’s login email. You can change where invoices go using one of the options below.
Add a billing contact (recommended)
You can add a billing contact without changing your login email.
To do this, contact Calendly Support and share:
- The new billing email address
- The last 4 digits of the card on file
Once added, this contact will receive invoice and payment emails.
Change the organization owner
If account ownership has changed, you can transfer ownership to another user. The new owner becomes the primary billing contact and will receive all billing emails.
Update your login email
If you’re the organization owner and have a new email address, update your Calendly login email. Future invoices will be sent to the updated email.
No. You can’t change your subscription payment date.
If you need a different payment date, you’ll need to:
- Cancel your current subscription.
- Resubscribe on the date you want future payments to start.
Your new billing date will be based on the day you resubscribe.
If you see a billing server error, try these steps:
- Check that your internet connection is stable.
- Refresh the page and try again.
- Clear your browser’s cache and cookies.
- Try a different browser or device.
If the error continues, wait a few minutes and try again later. Temporary billing errors usually resolve on their own.
No. Calendly doesn’t offer payment extensions.
If a payment is missed:
- Your subscription may be paused or downgraded.
- You’ll need to update your payment method to restore access.
To avoid interruptions, make sure your billing details are up to date before your renewal date.
I’m on the Free plan
Free plans must upgrade and buy seats before adding users.
I don’t have permission
Only Owners and Admins can add users or seats.
All seats are already in use
If no seats are open, you must buy more before inviting someone.
The user is in another organization
A user can only be in one Calendly organization at a time. They must leave the other org first.
A deactivated or SCIM user is using a seat
In some orgs, inactive users may still take up seats and block new invites.
There’s a billing or payment issue
Errors can happen if payment details are invalid, the subscription isn’t active, or billing is managed through the App Store.
Seat counts don’t match
In some cases, a seat mismatch can prevent adding users until it’s fixed.