Event type templates and user management

Event type templates

As a Calendly owner or admin, you can create event type templates⁠—standardized event types that you can assign across members of your organization. Calendly will provide 15-min, 30-min, and 60-min templates as defaults, but you can build and assign new ones to meet the needs of your organization. 

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If your users tend to host similar events, templates can speed up onboarding, standardize the booking experience, and prevent duplicate event setup. Some events that are well-suited for templates include:

  • Demo call

  • Advising session

  • Candidate screening

Use templates for personal event types

You can only create templates for personal event types (one-on-one and group). You cannot create templates for team event types (collective or round robin), or add templates to team pages. 

Create a brand new template or reuse an existing event type

When setting up event type templates, you can:

Assign templates before or after users join

You can automatically assign templates as users join your Calendly organization, or you can assign templates after they’ve joined

How to create a new event type template

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  1. In Calendly, go to Account, Admin Management, then select Templates.
  2. Select + New Template.
  3. Create a One-on-One or Group event type.
  4. Set up your template.
    Tips:
    • Event name: Use a specific name. This will help with reporting purposes.
    • Location: If you select a video conferencing option (Zoom, Teams, etc.), your users will need to connect their video conferencing platform to their Calendly account before they schedule.
    • For a more personalized booking experience, consider customizing the event description, invitee questions, and notifications.

Notes:

  • Make sure to review the template for typos or incorrect settings. Once you assign a template to users, any future edits you make will not sync over. If you want users to receive future changes, consider using admin-managed event types.
  • When creating a template, you cannot preview the live page of a template. 

How to create a template from an existing event type

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  1. On your Calendly Home page, find the event type you want to use as the template.
  2. Select the gear for the event type and select Save to Template.
  3. (Optional) Edit the newly saved template.
  4. To access the saved template, select Account, Admin Management, then Templates

How to assign event type templates to users

You can apply event type templates to users:

To assign templates as you add new users

  1. Go to Account, Admin Management, then + New User.
  2. Enter the email address(es) for the new user(s).You can paste in up to 100 emails. Select next.
    • If you don’t have enough seats on your account, you’ll be prompted to purchase seats. Add the number of seats you need, then select Add seats.
  3. Choose the default event types. You’ll see all your templates here. You can add up to 5 event types.
  4. Select Finish.

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Your new users will receive invitations to create Calendly accounts. Once they create an account, they'll see their new templates. 

Note: If you have SCIM enabled, you cannot automatically assign templates during onboarding. But, you can assign templates via Calendly once users have joined. 

To assign event type templates to existing users

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  1. Go to Account, Admin Management, then All people.
  2. Select the checkbox next to the desired members.
  3. Select Apply template(s).
  4. Calendly will show all existing templates. Select the templates you’d like to apply, then select Apply.

Once you assign the template to the user, they will see the event type from their My Calendly page. Your users can make individual edits to this event type, but Calendly is currently exploring ways to lock these event types with admin-managed event types.

Note: Once assigned, event type templates become independent event types. This means that the only way to edit or make changes to the assigned template is to edit the event type for each individual user. Editing the event type template will only affect templates assigned from that point on.

User management

Add users and paid seats to your account

Before you start…

  • Adding a new user simultaneously 1) purchases a paid seat for that user and 2) sends them an email invite to join your organization. As soon as they accept, the paid seat you've purchased for them is applied to their new account.
  • Each new user gets their own Calendly account and individual Calendly page, along with event types you assign to their account.
  • You can add up to 100 users to your account at one time.
  • People that already have an account and are part of another organization won’t be able to join a new organization until they are removed or create a new account.

Use this procedure to add additional members to your organization:

  1. On your Calendly Home page, select Admin Management in the top right corner.
  2. Select + New User.
  3. If this is the first user you are adding, select Invite Users.
  4. Enter the email addresses of the users you’d like to add to your account to send them an invitation.
  5. Select Next. 
  6. If you need to purchase additional seats, a window will pop up allowing you to add paid seats to your account, see the cost of the new user(s), view the prorated charge for the added paid seats, and confirm or change your billing information. Once confirmed, a receipt will be emailed to the account owner. Select OK.
  7. Choose up to 5 1-to-1 event types your new user will have populated on their home page upon accepting your invitation. To add more event types to add the invited user to, select + Event Type. To remove event types, select the X in the corner of the event type box.
  8. Select Finish underneath the event types you’d like your new user to have.
  9. A pop-up window will appear, confirming
    • the number of users you’d like to add,
    • the cost of the new users,
    • and the prorated cost of your account as it currently stands.

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  10. Select Add to confirm. Invitations will be sent to your new users, allowing them to set up their new accounts as soon as they like.

Grant users admin/editing privileges

To grant users editing privileges, you can either change their role to admin or assign them as a team manager (this option is only available if an organization creates or has already created a team).

How to change a member of your organization’s role to admin

Account owners can use this procedure to change a member’s role with their organization:

  1. At the top of any Calendly page, select Account, then Admin Management.
  2. Find the user whose role you want to change, select the gear icon next to their name, then select Change role.
  3. Choose Admin. Then, select Apply.

How to assign a team manager to a team

  1. From your Calendly Home page, select My Calendly. Then, select the team you would like to edit under TEAMS.
  2. Select the gear icon next to New Event Type and select Edit Team.
  3. To assign a team manager, under Team Members click the box next to the name of the person to whom you’d like to assign the role. This means they can manage the team.
  4. To remove a team manager, under Team Members click the box next to the name of the person you’d like to remove this role from. This means they can no longer manage this team.
  5. Select Save.

Transfer ownership to another user

Organizations can only have one owner. When you transfer ownership:

  • you will no longer be owner
  • you will stay in the organization as an admin
  • the new owner will now manage your account

Use this procedure to transfer ownership to another user:

  1. At the top of any Calendly page, select Account, then Admin Management.
  2. Find the user whose role you want to change, select the gear icon next to their name, then select Change role.
  3. Choose Owner. Then, select Apply.

Remove users and paid seats from your account

Notes:

  • When a user is removed from your organization, their paid seat still remains. This allows you to invite a new user to your organization in their place, without having to purchase an additional seat.
  • This guide will show you how to remove a user and their paid seat, if desired.

Use this procedure to remove a user from your organization:

  1. On any Calendly page, select Account.
  2. Then, select Admin Management.
  3. Locate the user you would like to remove. To search by name, enter the name of the user in the Search by User bar.
  4. Once located, select the gear icon next to the user’s information and select Remove.
  5. If you want to backfill the seat with another user, select New User and add the email of the team member you want to add.
  6. If you want remove the user’s paid seat, select Account, then Billing. Then, select Make changes to your plan and select Remove Users. Enter the amount of seats you want to remove and select Remove.

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