To start working with shared event types, you'll first need to add your team members as additional users.
Types of shared events
There are two types of shared events you can create:
-
Collective events let you host an event with another person and let invitees pick a time when you're all available. Collective events are great for groups who meet regularly with clients and want to make sure everyone is available at the same time, such as decision making meetings or status updates.
-
Round robin events are 1-to-1 bookings that automatically rotate team members to pair one team member with an invitee based on availability and other specific preferences you can set. Round robin events are great for groups that rotate the responsibility of hosting, such as a sales team meeting with leads. This event type is available to Teams and Enterprise customers.
Users on our Teams and Enterprise plans can also schedule with multiple groups of hosts.
The difference between shared event types and team event types
| Shared event types | Team event types | |
|---|---|---|
| Best used for... | Quick unrestricted collaboration. | Supervised and standardized event types. |
| Who can create it? | Anyone (unless it is restricted by an organization owner or admin) | Owners, admins, and team managers on the specific team |
| Who can edit it? | Owners, admins, and the hosts of the event type | Owners, admins, and team managers on the specific team |
| Who can add or remove hosts? | Owners, admins, and the hosts of the event type | Owners, admins, and team managers on the specific team |
| Does the event type show up on my personal or team landing page? | No | Only on a team landing page. |
| Is the link customizable? | No | Yes |
| Is the timezone customizable? | No, it will default as the account owner's set time zone | Yes, it is editable from the Edit team page. |
| Are scheduled meetings visible using 'All Users & Teams' view on the Meetings page? | No | Yes |
Where to find your shared event types
Once you create a shared event type, it will appear on your Home page below your individual event types so you can find and reuse them.
Once a shared event type has been scheduled, you can view it within the Meetings page under the specific scheduled host(s).
Modifying a shared event type
Once you schedule a shared event, it will show up under your Meetings page. To cancel or reschedule the event, select the scheduled meeting to view management options.
To control how a round robin event is reassigned when an invitee reschedules, you can set a preference within the event type to reschedule by reassigning through round robin, or rescheduling with the original host.
Anyone assigned as a host of a shared event type can edit and modify that event type. Once a round robin shared event has been scheduled, only the assigned host or an owner/admin can modify or edit the upcoming meeting.
Setting shared event permissions
On a paid Calendly plan, you can edit which users have editing, sharing, or viewing permissions for your event. For more information, see How to edit event type permissions.
How to edit hosts for shared events
When creating a shared event type, you are automatically assigned as a host. Hosts can edit or remove themselves from the event they are assigned to. Use this procedure to add or remove additional hosts from a shared event type:
-
On your Home page, find and select the shared event type you want to edit hosts for.
-
Select Hosts and invitees.
-
Add new hosts via name or email or select the X to remove hosts from participating in the shared event.
-
Select Save and close.
Note
When a host is added to a shared event type, they are notified via email. They have the option to opt out of these notifications by clicking 'Unsubscribe' at the bottom of the email, or from the Communication settings section in their Account Settings.
Sharing the link to a shared event type scheduling page
Shared event types do not appear on your landing page. To share your shared event type with invitees, locate the event scheduling page link for the shared event type.
Setting up a shared event type