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Book over meetings

 

Calendly’s book over meetings feature lets you free up more time in your calendar. This makes it easier to set and manage your availability.. 

Before you begin

  • Connect your calendar on the Calendar Sync page and set it to be checked for conflicts. Need help? Read more here.
    • Note: You don't need to use an add to calendar to book over meetings. But if you do add new meetings to a calendar, make sure your add to calendar is set to be checked for conflicts.

  • You can use the book over meetings feature to: 

    • Book over any personal or Calendly event on your connected calendar

    • Book over events up to 60 days into the future

Setting up book over meetings

Set up book over meetings in your event editor. Here's how:

Set up steps

  1. 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.

    For users in the beta, you can find your book over meetings settings by opening your event type editor and selecting More options at the bottom. 

    From there, expand the Free/busy rules section, then skip to step 5 below.

    Free:Busy rules.png

      1. Select the event type you're looking to prioritize.
      2. Navigate to the Scheduling settings section of your event editor.
      3. Open the Available hours setting for the host(s) on that event.
      4. Scroll down to Additional availability settings.
      5. Select + Add meeting exception.
        Add meeting exception.png
      6. Next, using the dropdown menu, select one of the following options: 
        • includes
          • This option will search your connected calendar for all event titles that include what you type in the search bar.
        • matches exactly
          • This option will search your connected calendar for event titles that exactly match what you type in the search bar.
      7. Enter your calendar event title into the search bar.
        Enter meeting title in search bar.gif
      8. Select Apply to allow those meetings to be booked over for your event type.
        • By selecting Apply, all events listed within the 'x meetings' list can now be scheduled over for this event type.
          Book over meetings apply meeting exceptions.gif
      9. Select Save and close.

Booking over Calendly meetings

When setting up book over meetings, you can also book over Calendly meetings. When you do, you’ll get a notification in your 'New Event' email.

Book over meetings conflict message.jpg

Select the 'View in Calendly' link to be taken to your Meetings page. There, you can reschedule the Calendly meeting if desired. 

FAQ's

What events can be booked over?

With our book over meetings feature, you can book over the following events:

  • Calendly meetings on your check for conflicts calendar
  • Connected calendar events
    • Any external event on your connected calendar 
    • Focus time blocks on your connected calendar
    • Breaks within your connected calendar
Will booking over another Calendly scheduled event cancel it?

No. After booking over a Calendly-scheduled meeting, you’ll get a notification about any conflicting events. 
Book over meetings conflict message.jpg
You can then choose to reschedule or keep the conflicting meeting.

How will I know if my event is set up to book over meetings?

To see if your event is set up to book over meetings:

    1. Select an event type.
    2. Navigate to Scheduling settings within your event editor.
    3. Select the Available hours set up for the host(s) of that event.
    4. Scroll down to the Book over meetings section to review what (if any) calendar event titles are able to be booked over.

      Beta

      If you're in the beta, you can find your book over meetings settings by opening your event type editor and selecting More options at the bottom. 

      From there, expand the Free/busy rules section to view your book over meetings settings for that event type.

Why can't I see my Calendly-booked meeting under meeting exceptions?

The book over meetings function uses your check for conflicts calendar to find conflicts.

If your Calendly-booked meeting was not added to a check for conflicts calendar, or your event type title is not included in the calendar event title, it will not appear as an available meeting exception. 

To fix this:

  1. Go to your calendar settings.
  2. Make sure your add to calendar checks for conflicts.
  3. If you're using calendar invitations as your event type notification method, check that the event type title is included in the calendar invitation title. 
    • To change your notification type from calendar invitations to email confirmations, check out this article. 
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