Managing booked events

Every meeting booked through SavvyCal is listed on the Events page in the sidebar. Click an event to open it. From there you can reschedule it, cancel it, add or remove attendees, or reassign it to a teammate. To change an event's length or buffers, use the menu (⋮) next to the event in the list.

Where do I see my upcoming meetings?

Go to Events. The page opens on the Upcoming tab, which lists events that haven't started yet, grouped by day. The Past tab lists events that have already started, newest first. Date Range shows the events in the dates you pick.

By default, the list shows only Confirmed events that you're attending. Use the filters above the list to change that:

• Search events searches event titles, descriptions, link names, and attendee names and emails.
• Attendance switches between I'm Attending and Anyone's Attending. See seeing teammates' events.
• Status shows events with one status, or Any. See what the statuses mean.
• Reset filters puts everything back to the defaults.

To see the events for one scheduling link, go to Scheduling Links, open the menu next to the link, and choose View events. To see your events with one person, open them in Contacts, open the Upcoming Events or Past Events tab, and click View all events. See managing your contacts.

The menu next to each event also has Download ICS, Add to Google Calendar, and Add to Outlook. To download all of your events as a spreadsheet, click Export. See exporting event data.

What do the event statuses mean?

• Confirmed: The meeting is booked.
• Awaiting Approval: Someone booked a link that requires approval, and the request is waiting for the organizer to approve or decline it. In the list, these events have a Needs Approval label.
• Awaiting Payment: Someone booked a link that collects payment and hasn't finished checkout. SavvyCal holds the time for up to two hours while they pay.
• Checkout Expired: The scheduler didn't finish paying in time, so SavvyCal released the time.
• Awaiting Reschedule: The organizer asked the scheduler to pick a new time, and they haven't picked one yet. See rescheduling an event as the organizer.
• Declined: The organizer declined a request that needed approval.
• Canceled: Someone canceled the event. The event page shows the reason, if one was given.

Canceled, declined, and expired events are crossed out in the list.

When you have requests waiting for your approval, the Upcoming tab shows how many, and the Events page shows a Review requests button that lists them. Open a request to Approve or Decline it.

Can I see my teammates' events?

Yes, if you manage them. Set Attendance to Anyone's Attending to include events you aren't attending. Which events you see depends on your role:

• Organization owners and admins see every event in the organization.
• Team owners and admins see every event booked on that team's links.
• Everyone else sees only the events they're attending.

You can manage any event you can see this way, as well as any event you organize. Managing an event means you can cancel, reschedule, and reassign it, and approve or decline it when it needs approval.

How do I cancel an event?

1. Open the event from the Events page.
2. Click Cancel event.
3. If you like, add a note in the box. It's included in the cancellation email.
4. Click Cancel the event.

SavvyCal cancels the calendar invite and emails the attendees to let them know.

As the organizer, you can always cancel, even when the link doesn't let schedulers cancel, or when last-minute changes are blocked.

Canceling can't be undone, and booked events can't be deleted. Canceled events stay on the Events page; set Status to Canceled to see them. If the scheduler paid, canceling doesn't refund them automatically. See collecting payments with Stripe.

Can I cancel without notifying the scheduler?

Not for a confirmed event. Canceling always lets the attendees know.

You can turn down a request that's Awaiting Approval without telling the scheduler:

1. Open the event.
2. Under Prefer not to notify?, click Decline silently.
3. Click Yes, decline without notifying.

The event is declined, and the scheduler doesn't get an email.

How do I reschedule an event?

Open the event and click Reschedule to pick a new time, or ask the scheduler to choose one. See rescheduling an event as the organizer.

Can I change the length of a booked event?

Yes.

1. On the Events page, open the menu next to the event and choose Edit duration.
2. Pick a new Duration, or choose Custom and enter minutes or hours. The longest is 12 hours.
3. Edit the Reason if you like. It starts out as This event duration has changed.
4. Click Save.

The start time stays the same and the end time moves. SavvyCal updates the calendar invite and notifies all the attendees. To move the start time, reschedule the event instead.

Edit duration isn't available for all-day events.

Can I change the buffers on a booked event?

Yes. Each booked event keeps the buffers its link had when it was booked. To change them for one event:

1. On the Events page, open the menu next to the event and choose Edit buffers.
2. Choose a Buffer Before and a Buffer After, from 0 minutes up to 4 hours. If the event's buffers differ from its link's, Reset to link defaults sets them back.
3. Click Save.

Buffers only change which times around the event are available on your links. The calendar invite doesn't change, and the attendees aren't notified. Events with buffers show them in the list (for example, 15 minutes buffer before).

Changing a link's buffers doesn't change events that are already booked. When upcoming events on a link have different buffers, the link editor shows a notice under Buffer Before and Buffer After in the Availability section. Click Sync to update those events to the link's buffers.

How do I add or remove attendees?

Open the event. The attendees are listed under Who.

To add someone, click Invite a guest, enter their Full name and Email Address, and click Invite guest. They get a calendar invitation for the event. On an event booked through a group link, the button is Add group attendee instead, and you can add people even when the event is full.

To remove someone, click their name, click Remove..., then click Remove attendee. They get an email saying the event is canceled. You can't remove the organizer.

You can't add or remove attendees on an event that's canceled or declined.

How do I hand an event to a teammate?

Use Reassign on the event page.

1. Open the event and click Reassign.
2. Choose the New event organizer.
3. Turn on Keep the original organizer as a guest if you want to stay on the invite.
4. Click Reassign event.

SavvyCal cancels the original event and creates a new one at the same time with the new organizer. The attendees get a cancellation for the original event, explaining that the organizer has changed, and a new invite.

A few things change on the new event:

• It's created on the new organizer's default calendar (the one chosen under Create events on... in their Settings > Integrations), using the email address they sign in with.
• The location is replaced with the new organizer's default location, so any video meeting link changes.
• Payment details from the original booking don't carry over.

You can only reassign a confirmed event that hasn't ended yet, and only to active members of the same organization. To change who organizes future bookings on a link, see how to make someone else the organizer.

How do I book the same person again?

Open the event and click Book again. This opens Book an event for the same link, with the scheduler's name, email, phone number, and answers to your questions filled in, along with any guests from the original event. Pick a time and book it.

Book again appears when the event's link is active and you can edit that link.

What happens if I delete the event from my calendar?

It depends on your calendar. See I deleted an event. Why is the time still blocked?