In this article we will walk through an overview of Calendly groups. This overview will include how to create a Calendly group, how to edit a group and share how Calendly groups can be useful.
Overview
As an account owner, admin, or group admin, you can place members of your organization into groups.
You can use groups to:
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segment users based on department, job function, or location
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delegate control to 'group admins' to manage and report on their group
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view scheduled meetings and activity by group
You can also automatically provision users into groups if you are using an SSO! See more here.
To create a group, view Create a group.
Group admins
To create a group admin, view Change the role of a group member.
Group admins can manage and report on members in their group, without needing full admin permissions to organization-level settings. In addition, group admins can create routing forms and manage their members without seeing or affecting other groups. A group admin can also be an admin for multiple groups without being a member. This allows for an org member to maintain group standardization at a large scale, while leaving day-to-day maintenance to a team lead.
Group admins can also invite users to join their organization if the permission is enabled for that role. This permission is enabled by default. To edit this permission:
- From your Calendly home page, navigate to your Admin center, then select Permissions.
- From the Permissions tab, select Invitations.
- Then choose whether you want only admins to have this permission, or both admins and group admins.
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Save any changes.
Note: Group admins will not be taken into account when it comes to reporting
Group reporting
- who has activated their account
- whose invitation is still pending
- the total number of events scheduled by a member since joining Calendly
- the day of the last meeting scheduled
- the total number of meetings scheduled in last 30 days
To export a group report, view Export a list of group members.
Create a group
Before you start...
- Only admins and owners can create groups.
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From any Calendly page, navigate to your Admin center, then select Groups.
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Select New group, enter the Name of the group, and select Continue.
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To add members, select Add members and enter the names of the group members.
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Once all the members have been entered, select Add.
Change a group name
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From any Calendly page, navigate to your Admin center, then select Groups.
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Locate the group you would like to edit. Use the search bar if your organization has a lot of groups.
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Select the 3 dots to the right of the group and select Edit.
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Select the pencil icon next to the group name.
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Highlight the old group name and enter the new name of the group (up to 50 characters).
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Select Save.
Delete a group
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From any Calendly page, navigate to your Admin center, then select Groups.
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Locate the group you would like to delete. (Use the search bar if your organization has a lot of groups.)
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Select the 3 dots to the right of the group.
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Select Delete.
Note:
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Only admins and owners can delete a group.
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Once you delete a group, you cannot undo deletion.
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Deleting a group will not remove the group members from the organization.
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Members of a deleted group can be added to a new group after deletion.
Add a member to a group
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From any Calendly page, navigate to your Admin center, then select Groups.
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Select the group you would like to edit. (Use the search bar if your organization has a lot of groups.)
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Select Add members and enter the name or email of the member you’d like to add.
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Select Add.
In addition to the steps above, you can also automate this process via your SCIM provisioning. To learn more, click here. NOTE: This feature is available for our Enterprise customers.
Change the role of a group member
Note: Organization admins and owners can edit groups without being assigned as a group admin.
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From any Calendly page, navigate to your Admin center, then select Groups.
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Select the group you would like to edit. (Use the search bar if your organization has a lot of groups.)
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Select the check box(es) next to the member(s) you’d like to edit.
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Select the three dots to the right of one of the names. Then, select the role you’d like to assign to the member(s):
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Group members have no additional permissions.
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Group admins can add or remove users from the group, change group member roles, and resend Calendly invites to group members.
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Reassign a group member
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From any Calendly page, navigate to your Admin center, then select Groups.
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Select the group you would like to edit. (Use the search bar if your organization has a lot of groups.)
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Select the check box next to the member you would like remove.
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Select Remove memberships at the top of the Groups page.
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Return to the list of groups by selecting Groups in the top left.
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Select the group you’d like to assign this member to and select Add members.
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Enter the name of the member, and select Add.
Export a list of group members
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who in the group has activated their account
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who hasn't accepted the invitation to join Calendly
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total events scheduled by a member since joining Calendly
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the day of the last meeting scheduled
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the total meetings scheduled in last 30 days
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From any Calendly page, navigate to your Admin center, then select Groups.
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Select the group you would like to edit. (Use the search bar if your organization has a lot of groups).
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Select Export to download a CSV file. Choose between Active group members and Pending group members.
Remove a member from a group
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From any Calendly page, navigate to your Admin center, then Groups.
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Select the group you would like to edit. (Use the search bar if your organization has a lot of groups).
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Select the check box next to the member you would like remove.
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Select Remove membership from the top of the Groups page.