Book over meetings

Overview

Calendly's book over meetings functionality allows you to open up more time within your calendar than what is typically indicated as free. This provides you with more flexibility in setting and managing your availability within Calendly. 

Before you begin

  • Book over meetings can be set up for the following event types:
    • One-on-one 
    • Group 
    • Round Robin 
    • Collective 
  • Book over meetings functionality allows you to: 
    • Book over/override any personal calendar event
    • Book over/override other Calendly scheduled events
    • Book over/override events 60 days into the future

Set up book over meetings

Setting up the ability to book over scheduled meetings can be done within your event editor. You can set this up by following the steps provided: 

Set up steps
    1. Select the event type you are looking to book over scheduled meetings for.
      Select an event type.gif

    2. Navigate to the Scheduling settings section of your event editor.
      Select Scheduling Settings.png

    3. Open the Available hours setting for the host(s) on that event.
      Open Available Hours View.png

    4. Scroll down to the Additional availability settings section.

    5. Select + Add meeting exception.
      Book over meetings - Add meeting expcetion .jpg

    6. Next, using the dropdown menu, select one of the following options: 
      • includes
        • This option will search your calendar for all event titles that include what has been entered within the search bar.
      • matches exactly
        • This option will search your calendar for the specific event titles that match exactly what has been entered within the search bar exactly. 

    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.
      • By selecting Apply, all events listed within the "x meetings" list will be able to be scheduled over for that event type.
        Book over meetings apply meeting exceptions.gif

    9. Select Save and close.
      Calendly save and close button.png

Booking over Calendly scheduled events

When setting up the ability to book over meetings, you will also be able to book over Calendly scheduled events. When a Calendly scheduled event has been booked over, you will see the following notification within your "New Event" email notification.

Book over meetings conflict message.jpg

By selecting the "View in Calendly" link, you will be taken to the conflicting event within your scheduled events tab so that you can reschedule that Calendly event if desired. 

FAQ's

What events can be booked over?
  • With our Book over meetings functionality, you can book over the following events:
    • Any Calendly scheduled events
    • Personal calendar events
      • Any external events with a "Busy" status on your personal calendar 
      • Focus time blocks on your personal calendar
      • Breaks within your personal calendar
Will booking over another Calendly scheduled event cancel it?
  • When you book over a Calendly scheduled event, it will not cancel the previously booked Calendly event.
    • Once the previous Calendly scheduled event has been booked over, you will receive a notification letting you know that there are other events that are causing a conflict. The notification will look similar to the image below:
      Book over meetings conflict message.jpg
    • From there, you will need to choose whether you would like to reschedule the previous event from within your Calendly scheduled events tab or if you want to leave the conflicting event active.
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) events are able to be booked over.