How to book meetings in real time

With Calendly, you can quickly schedule a meeting with your invitee when you’ve agreed on a time. Use the Book meeting option to schedule without sending a link.

For example, you can:

• Book a meeting directly for your invitee using your event type’s settings, Workflows, and integrations.
• Customize the meeting name, duration, and location for this specific booking.
  • These changes won’t affect your event type settings and aren't available for Group event types.
• Override available times to schedule outside your availability when flexibility is needed.
• Book on behalf of other team members when you set up event type permissions.

This feature is available from your Scheduling and Contacts pages on desktop, the browser extension, and the mobile app.

Overriding available times

Calendly's Override available times feature gives you more flexibility when scheduling outside your regular availability. Your invitee will still receive the reminders, notifications, and workflows from the event type.

Notes: You can’t override busy events on another host’s calendar. The override option is also unavailable for Round Robin event types.

Book a meeting from the Scheduling page

1. Go to the Scheduling page.
2. (Optional) Open the My Calendly dropdown to switch to another user or team.
3. Find the event type you want to schedule and hover over it to see more options.
4. Select Book meeting.
5. Under Invitee details, enter the invitee’s name and email. You can also select + Add guests to include others in the meeting.
6. (Optional) Customize the meeting name, duration, or location. 
7. Choose an available time from the calendar, or select Override available times in the top-right corner to schedule outside your regular availability.
   • To view availability in your invitee’s time zone, use the Time zone display dropdown at the top of the calendar.
8. Under Invitee questions, answer any required or optional questions on behalf of your invitee. 
9. Select Book meeting.

Once the meeting is scheduled, you’ll be taken back to your Scheduling page. You can view or manage the meeting from your Meetings page.

Book a meeting from the Contacts page

1. Go to the Contacts page.
2. Select the contact you want to schedule to open their details.
3. In the top-right corner, select the Schedule dropdown, then choose Book meeting.
4. Select the event type you want to schedule, then select Continue.
5. Under Invitee details, the invitee’s name and email are automatically filled out. You can also select + Add guests to include others in the meeting.
6. (Optional) Customize the meeting name, duration, or location. 
7. Choose an available time from the calendar, or select Override available times in the top-right corner to schedule outside your regular availability.
   • To view availability in your invitee’s time zone, use the Time zone display dropdown at the top of the calendar.
8. Under Invitee questions, answer any required or optional questions on behalf of your invitee. 
9. Select Book meeting.

Once the meeting is scheduled, you’ll be taken back to your Contacts page. You can view or manage the meeting from your Meetings page.