Define the available hours for your team

As a team manager, you can define the available hours for the hosts on your Collective or Round Robin team or shared events in a few simple clicks using Schedules. Calendly will help you define these available hours by giving you insight into your hosts' time zones, time off, and other details that may impact their ability to be booked for events. 

Defining your team’s available hours is useful when you need to:

  • Have more control over when your team members are being booked for meetings
  • Manage shifts seamlessly while respecting the time zones of your team members
  • Gain additional insight into your individual team members' availability

Before you begin...

  • You must be a Team Manager, Admin, or Owner to make changes to team event types.  
  • If you have not already, you must create your team and team event types before updating the available hours for the hosts on your team. To create a team, check out this guide. To create a Round Robin event type see this guide. To create a Collective event type see this guide. 

  • If you are currently using a Collective event type with shifts, please scroll down to the FAQs section to learn more about how this functionality has changed. 

Choose to define the hours for each host or for all hosts

  • Choose the hours for each host if you need to create a custom shift for each host or if you want to use the available hours from your hosts' schedules.

  • Use the same hours for all hosts if you want all hosts to have the same available hours for this event, in the same timezone. 

How to define the available hours for each individual host

  1. Select the team event type that you wish to edit from the Homepage.

  2. Ensure that the hosts you would like to include in this event are selected from the Hosts and Location section. 
  3. Select the When can people book this event section and scroll down to the Available hours section.

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  4. Beneath the Available hours section, be sure that Choose hours for each host is selected from the drop-down menu.

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  5. Select Edit next to the host’s name to expand their available hours for this event. You will be able to see which schedule the host is currently using and the available hours associated with that schedule. You can also assign a different schedule for this host by selecting the drop-down menu under Schedule. If you wish to assign custom hours to this host for this event type, select Set custom hours.

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How to define the available hours for all hosts at once

  1. Select the team event type that you wish to edit from the Homepage.

  2. Ensure that the hosts you would like to include in this event are selected from the Hosts and Location section. 
  3. Select the When can people book this event section and scroll down to the Available hours section.

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  4. Beneath the Available hours section, be sure that Use the same hours for all hosts is selected from the drop-down menu.

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  5. Set the available hours for all of your hosts using either the list view or calendar view. To learn more about setting available hours in list view or calendar view, read this guide.

Copy the availability from one team event to another

If you need to apply the same availability that you created on one team event to another team event, you can do so by following the steps below.

  1. Open the team event type that you want to copy availability into.

  2. Open the When can people book this event section.

  3. Next to the drop-down menu beneath Available hours, select Copy from another event type.

  4. Choose which team event type's availability you wish to apply to the current event from the Choose an event type drop-down menu and hit Apply.

FAQs

Can I apply a schedule to a team event type directly from the Availability tab?

Yes! Schedules for teams is intended to be managed by the organization owner, admin, or team managers so, only users with the previously described roles can apply a schedule to a team event from the Availability tab. 

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How will my current team and shared events be affected by this update?

On your Collective event types, you will no longer have the ability to set shifts for each host. Calendly will still honor the available hours for the hosts on these events and any existing shifts will be converted to Custom hours. 

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Previously, Calendly would show a time slot as available if several of the hosts were available but now the time slot will only show as available to book if all hosts are available. 

Invitees could book with a group of hosts in the morning and a different group of hosts in the afternoon. Moving forward, if some hosts have morning shifts and some have afternoon shifts, Calendly will no longer show those times as available. Calendly will only show the times all hosts overlap. This means that in order for a time slot to be shown as available on a Collective event type, all hosts must be available based on the availability section within that event type and based on each host's connected calendar availability.

The current availability setup under your other team event types will be retained and all of your users' available hours for those events will also be converted to Custom hours under each event type.

Can I apply schedules for hosts on team event types and shared event types? 

Yes, you can apply schedules for both types of Round Robin and Collective events. 

 

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