Using Calendly with a team

Overview

In this getting started article, we'll guide you through setting your team up for success with Calendly. You'll learn how to add teammates, streamline your team's scheduling with Managed and Round Robin event types, and secure your settings using SAML SSO or SCIM to optimize collaboration and efficiency. 

Add teammates to start scheduling collaboratively

Let's get started by adding your teammates to your Calendly organization. This will enable you all to schedule meetings collaboratively and enhance team coordination. 

1. From your Calendly Home page, select Admin center from the navigation panel on the left-hand side.
2. Under People, select Users.
3. From the Users page, select Invite users. 
4. In the text box under Add emails you want to invite, type or past your users emails, separating each email address with a comma.
   • Note: You can add up to 100 emails at once.
5. Optional: Select a group for your new users to join.
6. Select Next: Set roles.
7.  Under Set roles, select which role you want to assign to each new user.  
   • Note: Most new users will be assigned User role by default.
8. Select Next: Assign event types.
9. Under Assign event types, select the event types that will be ready to use once they accept their invitations to join Calendly.
10. Select Send invitation. 
    
    

Streamline scheduling for the team 

Next, let's streamline your team's scheduling using Managed and Round Robin events. 

Managed Events

Managed events are reusable event types that admins can edit, lock, update, and assign to users, helping standardize meetings and enhance control over your organization's scheduling experience.

To create a Managed Event:

1. From your Calendly Home page, select Admin center from the navigation panel on the left-hand side.
2. From Templates, select Managed events.
3. Select New Managed Event.
4. Select either a One-on-one or Group event type.
5. Set up up your event type to suit your needs.
   • Note: To ensure consistency across your team, it's a good practice to lock the event settings by toggling the lock feature On. This way, only the Admin has the ability to adjust these settings.
     
     

To assign a Managed Event:

1. Select Assign within the event type settings.
2. You'll then have the option to assign the event to Groups or People.
3. Select Assign group(s) or Assign people.
4. Type in the name if the Group or People you'd like to add, then select Add.
5. From the Assign tab, you'll see all the users that have this event assigned to them. You can choose to assign more users or groups, or unassign any users or groups.
   
   

Round Robin 

Increase your team's flexibility by setting up a team page and creating a Round Robin event, allowing invitees to choose a time with any available team member. You can choose to distribute events among team members evenly or by priority.

To create a team page:

1. From your Calendly Home page, select the My Calendly drop-down menu and select + New Team.
2. From the Add Team page, set up the following:
   • Team Name: The name as it appears on your team's scheduling page.
   • Team Page: The link you'll share with invitees for scheduling with the team.
   • Welcome Message: The welcome message that will appear at the top of your team's Calendly page.
   • Team Members: Add the users who will participate in team events.
   • Team Avatar: The picture that will appear on your team's Calendly page.
   • Time Zone: The timezone for the team. 
3. Select Create.
   • Note: To view your teams, groups, and users, use the My Calendly drop-down menu on your Home page.
     
     

To create a Round Robin event:

1. From your Calendly Home page, select the My Calendly drop-down menu and select the team for which you desire to create a round robin event.
2. From the team page, select New Event Type.
3. Select Round Robin.
4. From the New Event Type page, you'll configure the following settings for the event:
   • Event Name: The name of the event as it appears in Calendly and on your scheduling page.
   • Event Color: The color of the event as it appears in Calendly and on your scheduling page.
   • Duration: How long the event will be.
   • Round Robin Hosts: The hosts available to be scheduled for this event. 
   • Location: How and where both parties will connect at the scheduled time. 
5. Once you've configured these event settings, select Continue.
   
   
   
   
6. From the Event Type Summary page, select Hosts and invitees.
7. From here, you'll configure the following settings for the event:
   • Round Robin Hosts: 1 host host from the round robin pool will attend.
   • Invitees: Allow invitees to add guests.
   • Round robin settings: Determine how meetings from this Event Type will be distributed amongst team members. 
     
     • Maximize availability: Allow invitees to book with any host who is available at their preferred time. Use priority stars next to each host's name to guide Calendly's selection process, indicating which team member should be booked first when available. Star levels include: Highest, High, Low, and Lowest.
     • Optimize for equal distribution: Distribute events equally across your hosts. This prevents any one team member from booking more meetings than others. Once a team member is added or deleted, the algorithm will reset.
       
       
8. From the Event Type Summary page, select Scheduling settings.
9. From here, you'll configure the following settings for the event:
   • Date range: Set how many days into the future invitees can schedule.
   • Available Hours: Set recurring times or date-specific overrides for when hosts can be scheduled for these events.
   • Buffer time: Add time before or after booked Calendly events.
   • Minimum notice: Set the minimum amount of notice that is required before an event.
   • Daily limit: Set the maximum events allowed per day.
   • Time zone display: Set how timezone shows on your booking page.
   • Start time increments: Set the frequency of available time slots for invitees.
10. Once complete, select Save and close.
    
    
11. From the Event Type Summary page, select Booking page options.
12. From here, you'll configure the following settings for your event: 
    • Event link: The event specific URL.
    • Invitee questions: Set the questions invitees will complete on your booking form.
    • Collect payment on form: Set up your event to collect payments using PayPal or Stripe prior to scheduling.
    • Confirmation page: Set the booking confirmation page details that invitees will see once they schedule an event. 
13. Once complete, select Save and close.
    
    
    
    
14. From the Event Type Summary page, select Communications.
15. From here, you'll configure the following settings for your event:
    • Basic notifications: Send automatic communications for your events. 
    • Advanced notifications (Workflows): Send more advanced communications for your events using Workflows.
      • Note: To learn more about Workflows, check out Automate tasks with Workflows.
16. Once complete, select Save and close.
    
    

Manage secure settings for the team 

Now that your team is set up for scheduling, let's ensure the security of your system. Owners and admins on our Enterprise plan can secure settings be implementing SAML Single Sign-On (SSO) and System for Cross-domain Identity Management (SCIM) to protect organizational data and simplify user management. 

SAML SSO

1. From your Calendly Home page, select Integrations and apps from the navigation panel on the left-hand side.
2. From the Integrations and apps page, select Security and compliance on the left-hand side.
3. Use the resources below to assist you in setting up SAML SSO.

SCIM

Note: You must set up SAML Single Sign-on (SSO) before you can set up SCIM.

1. From your Calendly Home page, select Admin center from the navigation panel on the left-hand side.
2. Under Organizational settings, select Login.
3. Select User provisioning. 
4. Use the resources below to assist you in setting up SCIM.