An overview of managed events

What are managed events?

Managed events are reusable event types that admins can edit, lock, update, and assign to users to help standardize meetings. They also provide admins more control over your organization’s scheduling experience.

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Benefits

  • Assign event types from one place
    • You can assign, unassign, edit, and delete event types from one centralized place.
  • Lock your event type settings
    • Users cannot change locked sections, so event types will be consistent.
    • Only available on the Teams and Enterprise plans.
  • Automatically push updates to assigned events
    • Changes will automatically push to event types that have already been assigned to users.
  • Onboard users faster, and prevent duplicate event setup
    • You can speed up onboarding by assigning a managed event to multiple users at once.

When to use managed events

If you want an event to adhere to specific standards or processes for all members in your organization, then managed events are a good option.

Some events that are well suited as managed events include:

  • Demo calls
  • Advising sessions
  • Candidate screenings

How managed events work

Who can edit and assign managed events?

Account owners, admins, and group admins can edit and assign managed events.

What sections can you lock?

When on the Teams and Enterprise plans, managed events have three lockable sections, shown below:

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By locking a section, you'll also lock all the details belonging to that section:

  • What event is this?
    • event name
    • description
    • link
    • color
  • Invitee Questions
    • name field on the booking page (Name vs. First name and Last name)
    • ability to add guests
    • ability to autofill invitee data
    • custom invitee questions
  • Notifications and Cancellation Policy
    • notifications, like email and SMS reminders
    • cancellation policy

The Location does not lock, so users can edit this section and choose which location works best for them. The Notifications and Cancellation Policy section stays locked by default.

Note

As a best practice, we recommend leaving the Location section of the event empty, as this prevents syncing issues going forward. It also prompts the user to put in their preferred options, otherwise there will be no location available!

How to create and assign a managed event

To create a managed event

  1. From the home page, select the  Admin Center.

  2. Select the Managed events tab.

  3. Select Create.

  4. Choose Create for either a one-on-one or group event type. For more details on these event types, view An overview of event types.

  5. Set up your event type to suit your needs. For more information on event type settings, check out this article.

If you already have a managed event that you want to duplicate for ease of editing, admins and group admins can select Duplicate from the managed event drop-down. Screenshot 2023-09-08 at 11.10.14 AM.png

To assign a managed event

Once your event type is built, you can assign your event type to one or more users.

  1. Select Assign to people, then select Assign.

  2. Type in the name of the user(s) you’d like to add, then select Add. Note that you can add active or pending users.

  3. From the Assign tab, you will see all the users that have this event assigned to them. You can choose to assign more users, or unassign any users. If you have groups created in Calendly, you will also be able to assign an event to groups, as well as view their group admin.

From the user’s page, your user will see that their event type is admin-managed, and they will see certain sections are read only:a6268006-8aca-4585-b791-a144fc5f2446.gif

 

For some users, you may need to update your current templates' functionality in order to leverage managed events. You can learn more about the update process here.

How to edit permissions for a managed event

  1. From the home menu, select the gear icon for your event type.etperm1.gif
  2. Select Edit Permissions.
    • You can also find these settings from the event type edit screen.

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  3. Type in and select which user you want to grant permissions to. You have these options to choose from:
    • Can edit: can make changes to an event type’s settings (see how to edit an event type here).
    • Can view: can see the event type in their account and share the event’s booking link, but cannot make any edits to the event itself.
    • Remove from event type: remove any existing permissions for a user.
    • Transfer ownership: transfers event type ownership to another user.etperm2.gif
  4. Save your changes.

Troubleshooting 

If you lock and unlock sections

The lock functionality acts as both a lock and sync functionality; if something is not locked, any updates you make will not sync to the user.

  • If you don't lock a section, users will be able to edit it.
  • If you update a section that is not locked, the update will not push over to the user.
  • If you decide to lock and update a section after a user modifies it, your updates will override the changes made by the user when the section was unlocked.

If you want to see who last edited an event type (and when)

You can see when an assigned event type was last edited and by whom. You can navigate to the user's page, select the assigned admin-managed event type, and view the last edited information at the top of the page.

If a link is already in use

When the link of a managed event conflicts with the link of an event type that's in use, you'll receive this message:

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As an admin, you can choose to replace and notify, which will replace the link the user has set up for their existing event type. The user's event type will still exist, but their link will be appended with a 1, and will go from /url-name to /url-name-1.

If an event type is already assigned

If you try to assign a managed event to a user that already has it assigned to them, Calendly will automatically let you know it's already been assigned:

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