What is a group event type?
A group event type is a one-to-many event type—one Calendly host to many invitees. Group events are helpful when you want multiple invitees to attend an event at once, such as:
- Webinars
- Training sessions
- Museum tours
Invitee slots
For your group event type, you can choose the number of invitees you'd like to have at each event.
For example, if you set the maximum number of invitee spots to 10, then up to 10 invitees can book a single time slot. This means that 10 invitees could book a webinar at 1 p.m.
Adjusting invitee spots for scheduled events
- Select the group event type you'd like to edit.
- Expand the section What event is this?
- Scroll down until you see Max invitees in a spot.
- Enter the maximum number of invitees per event.
- You must select at least two invitee spots. You cannot set the invitee limit to a single invitee.
- You can have a maximum of 9,999 invitees per slot.
- Optional: Choose to Display remaining spots on booking page.
- Select Save & Close.
- Navigate to your Scheduled Events tab.
- Scroll down and select the scheduled event you'd like to adjust.
- Select Edit Invitee Limit.
- From the pop-up, adjust your invitee limit.
- Select Apply to apply the new invitee limit to your scheduled event.
Email confirmations
Group event types support email confirmations, and do not support calendar invitations.
Since calendar invitations list the emails of everyone attending an event, your group event will default to email confirmations to protect the privacy of all invitees in a meeting.
Your invitees won't be able to see each other's contact information, but they can add the event to their own calendar, as shown in the email confirmation below:
Note: For additional information on the different types of Calenldy booking notifications, check out this Help Center article: Calendly's booking notifications.
Workflows and group event types
While workflows are compatible with group event types, currently, the event cancelled trigger can only be used to send notifications to the host not the invitees.
Adding event hosts and permissions
Note: This feature is currently in beta.
If you are on the Calendly professional/standard plan or higher, you are able to edit which users can edit, share, or view your event. To do so:
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From the home menu, select the gear icon for your event type.
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Select Edit Permissions/Edit hosts
- You can also find this button from the event type edit screen.
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Type in and select which user you want to grant permissions to.
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You have three options to choose from:
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Can edit: can make changes to an event type’s settings (see how to edit an event type here)
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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
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Remove from event type: remove any existing permissions for a user
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Save any changes.
See also:
NOTE: These permissions will not work on Managed or Team events.
Making changes to language and duration
Once someone books a group event, the language and duration of the event locks, and you won't be able to edit it. You'll notice that the duration and language are grayed out:
If you need to change the language or duration, you can clone your group event type, cancel the scheduled event, and reschedule from your new event's live scheduling page. These steps are outlined below.
- Navigate to your Home page.
- Select the gear in the top right of your group event type.
- Select Clone.
- Make whatever changes to language or duration that you'd like to make.
- Navigate to your Scheduled Events tab.
- Scroll down and expand the scheduled event you'd like to change.
- Select Cancel.
- Navigate back to your Home page, select your new group event type, and select View live page.
- From your booking page, fill in each invitee's information to reschedule on behalf of them.