Who This Is For / When to Use
Use Collective Booking when an appointment requires multiple team members to attend at the same time, such as joint sales calls, interviews, or support sessions.
What Is Collective Booking?
Collective Booking is a calendar type where multiple team members share availability. Bookers see time slots that work for all selected users, and one Primary Owner is assigned to each appointment.
Ideal use cases include:
Sales calls with an executive and an SDR
Support calls with an agent and engineer
Interviews with a recruiter and hiring manager
How Collective Booking Works
Availability is calculated based on all selected team members
One team member is designated as the Primary Owner
All included team members receive booking notifications
Payments (if enabled) must be completed before the booking is confirmed
Step 1: Create a Collective Booking Calendar
Go to Calendars.
Click + New Calendar.
Select Collective Booking as the calendar type.
Step 2: Configure Required Calendar Details
Enter the following details:
Calendar name
Team members (minimum of 2 required)
Custom URL
Meeting duration
Booking availability
Payments toggle (optional)
Click Confirm to create the calendar.
Step 3: Access Advanced Settings
You can configure advanced options either:
During creation by clicking Advanced Settings, or
After creation by clicking Edit Calendar
Step 4: Assign the Primary Owner
The Primary Owner:
Is the appointment owner
Receives contact assignment if enabled
By default, the first added team member is set as the Primary Owner and cannot be removed.
Change the Primary Owner
Go to Edit Calendar → Meeting Details.
Click Make owner next to another team member.
Availability Configuration
Weekly Working Hours
Set recurring weekly availability.
Date-Specific Hours
Override availability for specific dates.
Open Booking Widget to First Available Date
To enable this:
Configure Date-Specific Hours only
Do not set Weekly Working Hours
Duration, Buffers, and Limits
Configure:
Meeting duration
Meeting interval
Pre-buffer and post-buffer time
Maximum bookings per slot
Maximum bookings per day
Look Busy Feature
The Look Busy feature hides a percentage of available slots to create urgency.
How it works:
Hidden slots are randomized across days
Percentage-based visibility adjusts as slots fill
Supported Calendar Types
Event calendars
Round-robin calendars
Collective calendars
Service calendars
Not supported for:
Class Booking
Service Menus
Scheduling Rules
Configure:
Minimum scheduling notice
Date range for future bookings
Recurring appointments
Notifications & Additional Options
Collective calendars support full notification customization.
Available notification types:
Appointment booked (unconfirmed)
Appointment booked (confirmed)
Cancellation
Reschedule
Reminder
Follow-up
Email Notification Configuration
You can:
Select or create email templates
Customize subjects and content
Send test emails
Set reminder and follow-up timing
In-App Notifications
Internal notifications can be sent to:
Assigned users
Specific selected users
Cancellation & Reschedule Policy
You can:
Allow or block cancellations
Allow or block rescheduling
Define link expiration timeframes
Links are included in calendar invites and expire automatically.
Expired Cancellation Window
If the allowed time window passes, contacts see an expiration message.
Payments
If payments are enabled:
The contact must complete payment first
The appointment is confirmed only after successful payment
Troubleshoot Calendar Availability
Use the Troubleshoot Calendar tool to see why slots are unavailable, including:
Existing bookings
Buffer conflicts
Slot limits
User availability
FAQ
How many team members can I add to a collective booking calendar?
You can add up to 100 team members. More members reduce the likelihood of shared availability.
Does Collective Booking support payments?
Yes. If payments are enabled, the booking is confirmed only after payment completion.
Can Collective Booking be used for virtual meetings?
Yes. Enter a virtual meeting link in the Meeting Location field.
Can I remove a team member from a collective calendar?
Yes, except for the Primary Owner. Ownership must be reassigned first.
Why do existing appointments still show the old Primary Owner?
Appointments retain the settings active at the time of booking. Changes apply only to new bookings.
Can I change the Primary Owner for an existing appointment?
No. Primary Owner changes only apply to future appointments.
Can I reschedule a booked collective appointment?
Yes, but team members involved cannot be changed.
Who receives default notifications?
For Event Calendars, the account admin receives notifications. For all other calendars, the assigned user is the default recipient.
Why are some time slots unavailable?
Use the Troubleshoot Calendar tool to view detailed reasons such as conflicts or limits.