Rescheduling an event as the organizer

To move a meeting someone booked with you, open the event and click Reschedule. You can then choose Choose a new date & time myself to move it to any time you like, or Ask the scheduler to pick a new time to email the person who booked and let them choose. Either way, SavvyCal updates the existing calendar event instead of creating a new one.

How do I reschedule a meeting someone booked with me?

1. Go to Events and click the event. To find the events page and its filters, see Managing booked events.
2. Click Reschedule.
3. Pick how you'd like to reschedule:
   • Choose a new date & time myself. Pick a time on the calendar, add an optional Reason for rescheduling, and click Confirm.
   • Ask the scheduler to pick a new time. Write a short message and click Send request.

You can reschedule events you organize. Team owners and admins can reschedule events booked on their team's links, and organization owners and admins can reschedule any event in the organization.

You can reschedule an event that's confirmed, waiting for approval, waiting for payment, or awaiting reschedule. Canceled and declined events can't be rescheduled.

Should I choose the time myself or ask the scheduler?

• Choose a new date & time myself when you already know the new time, for example after agreeing on one by email. The event moves right away, and everyone gets the updated details.
• Ask the scheduler to pick a new time when something came up and you'd like the other person to choose a time that suits them. The event stays on hold until they pick one.

Ask the scheduler to pick a new time isn't available for group events. On those, you can only choose the new time yourself.

Can I move an event to a time outside my availability?

Yes. When you choose the new time yourself, every time on the calendar is open to you. Your schedule, buffers, minimum notice, and the link's last-minute change cutoff don't apply. Your calendar events show on the grid so you can spot conflicts. This works the same way as booking on behalf of others.

The event keeps its current length. You pick a new start time, not a new duration.

What happens when I ask the scheduler to pick a new time?

SavvyCal emails the person who booked the event. The subject is "Action Requested: [your name] needs to reschedule", and the email includes your message, the event name, the current date and time, and a Choose a new date & time button. When they reply to the email, the reply goes to you. Guests the scheduler added don't get this email.

Your message is required and can be up to 255 characters.

While you wait:

• The event's status changes to Awaiting Reschedule. The events list shows only confirmed events by default, so filter by Status to see it.
• The event page says "This meeting needs to be rescheduled" and "We emailed the scheduler with your request."
• On your calendar, the event stays at its original time. Its title changes to "Needs Rescheduling: ..." and it's marked as free. The event description includes a link to pick a new time and your message.
• SavvyCal keeps holding the original time on your scheduling links, so nobody else can book it.

To send the scheduler a new message, click Reschedule again and choose Ask the scheduler to pick a new time. They get a new email.

How long does an event stay Awaiting Reschedule?

Until something changes it. There's no time limit. The event stays in Awaiting Reschedule until one of these happens:

• The scheduler picks a new time. The event goes back to confirmed.
• You reschedule it yourself.
• The event is canceled. See Managing booked events.

The scheduler can still pick a new time after the original time has passed.

What does the scheduler see when they pick a new time?

When the scheduler clicks Choose a new date & time, they land on the event page with a Reschedule button. They can only choose from your link's open times, and the link's rules still apply, including your schedule, buffers, and minimum notice. They can't pick the original time.

A few of the link's limits don't apply to a time you asked them to change:

• They can reschedule even if Allow rescheduling is off on the link.
• The last-minute change cutoff doesn't stop them.

After they pick a time, the event page says "This event was rescheduled successfully," and everyone is notified the same way as when you move it yourself.

Does the calendar event move, or do attendees get a new invite?

The existing calendar event moves to the new time. SavvyCal updates the same event instead of canceling it and creating a new one.

If the event uses Zoom, SavvyCal moves the existing Zoom meeting to the new time.

Who gets emailed when an event moves?

Each attendee, including you, gets an email with a subject starting with "Updated:". It shows the former time crossed out, the new time, and your reason for rescheduling if you gave one. The email includes an updated invite.ics file.

When your events are created on a Google or Microsoft calendar that sends the invites, Google or Microsoft sends the update to your guests, and SavvyCal emails only you. See Where calendar invites come from.

SavvyCal doesn't send these emails when the new time is already in the past.

What about paid events and events waiting for approval?

• Paid events. Rescheduling doesn't charge, refund, or change the payment. An event that's still waiting for payment stays waiting for payment. See Collecting payments with Stripe.
• Events waiting for approval. Moving the event yourself doesn't approve it. It stays waiting for your approval, and the "Updated:" email to you includes a link to approve or decline. See Require approval for new events.

What happens to workflow reminders when an event moves?

Workflow actions timed around the event follow it to the new time:

• Actions set to run before or after the event starts or ends are scheduled again for the new time. That includes reminders that already went out for the old time, so the attendee gets them again before the new time.
• Actions set to run after the event is scheduled don't run again.
• If the new time is soon enough that an action's send time has already passed by an hour or more, that action is skipped.

How do schedulers reschedule on their own?

Turn on Allow rescheduling in the link's Booking page options. Schedulers can then reschedule from the Reschedule link in their confirmation email, on the event page, or in the calendar event's description. They can only pick from your link's open times.

To stop schedulers from moving events shortly before they start, see Prevent last-minute changes to events. These settings are saved with each event when it's booked, so changing them on the link later doesn't affect meetings that are already booked. As the organizer, you can always reschedule.