Collective Booking Calendars

A Collective Booking calendar finds time slots when everyone involved is free — not just one person. It's the calendar type to reach for whenever a meeting genuinely needs multiple team members present at once.

How it's different from Round Robin

Round Robin distributes appointments one at a time, sending each booking to a single available team member. Collective Booking works the opposite way: it merges the availability of every team member on the calendar and only offers a time slot when all of them are free simultaneously.

Core concepts

• Primary owner — the first team member added becomes the primary owner and appointment lead. Ownership can be reassigned to another team member later if needed, through Edit calendar > Make owner.
• Team size — you can add up to 100 team members to one calendar, but keep in mind the math: the more people you require to be simultaneously free, the fewer overlapping slots you'll find. Larger groups usually mean fewer available times.
• Slot length — available slots adapt to the shortest common time block across everyone's calendars.
• Notifications — every team member on the calendar is notified when a booking comes in.
• Payments — you can require payment before the appointment is confirmed, same as other calendar types.
• Location — supports both physical and virtual meetings, depending on what you set in the meeting location field.

Setting one up

1. Go to Calendars > Calendar Settings and click Create Calendar.
2. Choose Collective Booking as the type.
3. Enter a calendar name and select at least two team members (the minimum required).
4. Customize the booking URL if you'd like something more memorable than the auto-generated one.
5. Set a meeting location, or leave it blank to default to the primary owner's location.
6. Click Confirm.
7. Open Edit calendar afterward to configure payments, notifications, widget appearance, and any external calendar sync.

When to use it

Collective Booking is a strong fit whenever a meeting needs more than one person by design: a sales call involving both a rep and a specialist, an interview with multiple interviewers, a technical support session needing both a support rep and an engineer, or an onboarding call that pulls in sales, product, and success teams together. Anywhere you'd otherwise be manually cross-checking several people's calendars to find a shared opening, Collective Booking automates that search.