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# Collective Events

# Overview

A **Collective Team Event Type** in Cal ID is used when a meeting requires **multiple team members to attend the same booking**.

Unlike a one-to-one event, where an invitee books time with one host, a Collective Event Type allows an invitee to book a meeting with a group of hosts.

For example:
* A sales call requires both a Sales Executive and a Sales Manager.
* A technical consultation requires both a Product Expert and a Support Engineer.
* An interview requires multiple interviewers.
* A client meeting requires all selected team members to attend.

The booking will only be available when the required collective team members are available according to the event configuration and their connected calendars.

# How Collective Team Event Types Work

In a Collective Event Type:
1. A team owner or authorized team member creates an event type.
2. Multiple team members are added as hosts.
3. The availability of the event is determined based on the availability of the required hosts.
4. An invitee selects an available time slot.
5. Once booked, the meeting is scheduled with the collective hosts and the invitee.
6. Calendar events and notifications are created according to the configured calendar and workflow settings.

### Example
Suppose a Collective Event Type has:
* Member A
* Member B
* Member C

If all three members are required for the meeting, a time slot will only be shown when all required members are available.

If even one required member is busy during a particular time, that slot may not be available for booking.

![](https://storage.crisp.chat/users/helpdesk/website/-/6/f/1/c/6f1c2c7b8034d000/image_1ulexef.png =1207x615)
# Before Creating a Collective Event Type

Before creating a Collective Event Type, make sure the following requirements are completed.

## Team Setup
* A Cal ID team has been created.
* All required members have been added to the team.
* Team members have access to their Cal ID accounts.
* Members who need calendar-based availability have connected their calendars.
* The correct calendars are selected for checking availability.
* Members are assigned to the appropriate event or team configuration.

## Calendar Setup

Each host should verify that:
* Their calendar integration is active.
* The correct calendar is connected.
* Events from the relevant calendar are being considered for availability.
* Busy events are blocking the appropriate time slots.
* There are no disconnected or expired calendar integrations.

If a member's calendar is not connected or configured correctly, the availability shown for the Collective Event Type may not work as expected.

# Steps to Create a Collective Team Event Type

Follow these steps to create a Collective Team Event Type.

## Step 1: Go to Event Types
1. Log in to your Cal ID account.
2. Go to the **Event Types** section.

![](https://storage.crisp.chat/users/helpdesk/website/-/6/f/1/c/6f1c2c7b8034d000/image_xxw5q9.png =1207x615)

## Step 2: Create a New Event Type
1. Click on the **New** button located at the top-right of the page.
2. Select the **Team** for which you want to create the Collective Event Type.
3. Enter the **name of the Event Type**.

> **Note:** The Event Type name will be visible to invitees on the public booking page.

4. Select **Collective** as the **Assignment Type**.
5. Click the **Create** button.

Your Collective Team Event Type will now be created.

![](https://storage.crisp.chat/users/helpdesk/website/-/6/f/1/c/6f1c2c7b8034d000/image_146almi.png =1207x615)


## Step 3: Access the Newly Created Collective Event Type

After creating the event:
1. Go to the **Event Types** section.
2. Open the **Team** tab.
3. You will see the newly created Collective Event Type under the selected team.
4. Click on the Event Type to open and configure it.

## Step 4: Configure the Event Type

Once you open the Collective Event Type, you can configure all the settings according to your requirements.

You can configure:
* Meeting duration
* Location or meeting platform
* Availability
* Booking limits
* Buffers
* Booking questions
* Notifications and workflows
* Additional event configurations available for the Event Type

# Add Collective Team Members

After creating the Collective Event Type, you need to assign the team members who should participate in the meeting.

Follow these steps:
1. Open the Collective Event Type.
2. Go to the **Team** tab for that Event Type.
3. Assign the members who should participate in the Collective Event.
4. Select all members required for the booking.

For example:
* Member 1
* Member 2
* Member 3

![](https://storage.crisp.chat/users/helpdesk/website/-/6/f/1/c/6f1c2c7b8034d000/image_17rjfkk.png =1218x615)

### Important
The availability of the Collective Event Type depends on the availability configuration of the participating members.
If a required team member is unavailable, that time may not be available for the invitee.

# Configure Host Availability

Availability is one of the most important parts of a Collective Event Type.

There are two options for configuring availability:

## Option 1: Set Common Availability
You can enable the **Common Availability** toggle and set a common availability schedule for the Collective Event Type.
This allows you to define the availability that should be used for the event.

### Example
You can configure the Collective Event Type to be available:
* Monday to Friday
* 10:00 AM to 5:00 PM

The invitee will only see slots within this configured availability, subject to other event settings and calendar conflicts.

![](https://storage.crisp.chat/users/helpdesk/website/-/6/f/1/c/6f1c2c7b8034d000/image_jzeo7r.png =1210x615)

## Option 2: Use the Availability of All Assigned Hosts
You can also use the availability configured by each assigned host.

In this case, the Collective Event Type considers the availability of all the assigned hosts.

A slot will be available based on the availability of the required hosts and the event configuration.

![](https://storage.crisp.chat/users/helpdesk/website/-/6/f/1/c/6f1c2c7b8034d000/image_l0r02l.png =1210x615)

## Check the Following for Every Required Host

* The member is assigned to the Collective Event Type.
* The member has an active availability schedule.
* The member's working hours include the expected booking time.
* The required calendar is connected.

### Example
Assume the following:

| Member | Available |
| ---- |
| Member A | 10 AM–6 PM |
| Member B | 11 AM–5 PM |
| Member C | 9 AM–4 PM |

The overlapping availability is:
**11 AM–4 PM**

Therefore, the Collective Event Type can only show slots within the common available time, subject to existing calendar conflicts and other event settings.

# Why No Slots Are Available

If the booking page shows **"No slots available"**, check the following.

## Check 1: Are the Required Hosts Assigned to the Event Type?

First, make sure that the required hosts have been assigned to the Collective Event Type.

### Solution
1. Open the Collective Event Type.
2. Go to the **Team** tab.
3. Check whether all required hosts are assigned.
4. Add any missing host.
5. Save the changes and test the booking page again.

## Check 2: Are All Required Hosts Available?

A Collective Event Type may require availability from multiple hosts.

If one required host is unavailable, the slot may not appear.

### Solution
Check each team member's:
1. Availability schedule.
2. Connected calendar.
3. Existing calendar events.
4. Time zone.
5. Calendar conflict settings.

## Check 3: Is a Team Member's Calendar Blocking the Slot?

A busy calendar event may prevent a slot from appearing.

### Solution
Ask the team member to:
1. Open their connected calendar.
2. Check whether an event exists during the missing time.
3. Verify the event's availability status.
4. Remove or reschedule the conflicting event if appropriate.
5. Refresh or check the Cal ID booking page again.

## Check 4: Is the Calendar Connected Correctly?

If the calendar connection is inactive, expired, or incorrectly configured, availability may not behave as expected.

### Solution
1. Go to **Calendar Settings**.
2. Check whether the calendar integration is active.
3. Reconnect the calendar if required.
4. Confirm that the correct calendar is selected.
5. Check the booking page again.

## Check 5: Is the Availability Schedule Too Restricted?

A member may have limited working hours.

For example:
* Member A: 9 AM–5 PM
* Member B: 2 PM–4 PM
* Member C: 10 AM–1 PM

There is no overlapping availability between Member B and Member C.

### Solution
Update the availability schedules so that the required hosts have overlapping available time.

## Check 6: Check the Event Duration

A longer event requires a longer uninterrupted available period.

For example:
If the event duration is **60 minutes** and the only available gap is **30 minutes**, the slot cannot be booked.

### Solution
Either:
* Reduce the event duration, or
* Increase the available time for the required hosts.

## Check 7: Check Buffers and Booking Limits

Buffers before or after meetings may reduce the available booking slots.

Booking limits or minimum notice settings may also prevent slots from appearing.

### Solution
Review:
* Buffer before the event.
* Buffer after the event.
* Minimum booking notice.
* Maximum future booking range.
* Daily booking limits.
* Active booking limits.

Temporarily reducing restrictions can help identify whether one of these settings is causing the issue.

# How Booking Works for the Invitee

Once the Collective Event Type is configured:
1. The invitee opens the booking link.
2. The system displays available time slots.
3. The invitee selects a date and time.
4. The invitee fills out the booking form.
5. The invitee confirms the booking.
6. The meeting is created according to the event configuration.
7. Hosts and the invitee receive the relevant booking notifications and calendar events.


# Difference Between Collective and Round Robin Event Types

## Collective Event Type
Use Collective when multiple specific hosts need to participate in the same meeting.

### Example
A meeting requires:
* Sales Manager
* Product Specialist
* Technical Engineer

The invitee books a time when the required participants are available.

## Round Robin Event Type
Use Round Robin when only one available team member needs to attend, and bookings should be distributed among team members.

### Example
A support team has:
* Agent A
* Agent B
* Agent C

The booking is assigned to one suitable team member based on the Round Robin configuration.

### Important Difference

**Collective = Multiple hosts attend one meeting.**

**Round Robin = One host is selected from multiple available team members.**

If the user wants all selected team members to join the meeting, recommend **Collective**.

If the user wants one team member to be assigned from a group, recommend **Round Robin**.

# Common Collective Event Type Issues and Solutions

## Issue: No time slots are showing

### Possible Reasons
* One or more required members are unavailable.
* Calendar events are blocking the slots.
* Availability schedules do not overlap.
* Event duration is too long.
* Buffers are restricting availability.
* Minimum notice is enabled.
* Booking limits have been reached.
* The wrong time zone is being checked.
* One or more required hosts have not been assigned to the Event Type.

### Resolution Steps
1. Confirm that all required hosts are assigned to the Collective Event Type.
2. Check the booking page's selected time zone.
3. Check each host's availability schedule.
4. Check connected calendars.
5. Check event duration.
6. Check buffers.
7. Check booking limits and minimum notice.
8. Try to book the event again.

## Issue: Only Limited Slots Are Showing

### Possible Reasons
* Limited overlapping availability.
* Existing meetings on one or more hosts' calendars.
* Buffers between meetings.
* Minimum notice settings.
* Maximum number of bookings reached.

### Resolution
Compare the availability of all collective members and identify the common available period.

## Issue: A Slot Is Available Even Though a Team Member Is Busy

### Possible Reasons
* The member's calendar is not connected.
* The calendar event is not being considered as busy.
* The member is not correctly included in the Collective Event Type.

### Resolution
1. Confirm that the member is part of the Collective Event Type.
2. Check the member's calendar integration.
3. Verify which calendars are selected for availability checking.
4. Reconnect the calendar if necessary.
5. Try to book again.

## Issue: A Team Member Is Not Receiving the Calendar Event

### Resolution Steps
1. Confirm that the member is included in the Collective Event.
2. Check the member's email address.
3. Verify the calendar integration.
4. Check the member's calendar.
5. Check whether the invitation was sent successfully.
6. Ask the member to check spam, updates, or filtered emails if an email notification is expected.

## Issue: Invitee Did Not Receive the Meeting

### Resolution Steps
1. Confirm that the booking was successfully created.
2. Check the invitee's email address.
3. Check the booking confirmation.
4. Ask the invitee to check spam or updates folder.
5. Confirm whether the meeting invitation was included in the confirmation.

## Issue: Wrong Team Member Is Showing as Host

### Possible Reasons
* Incorrect team member configuration.
* Incorrect Collective Event Type setup.
* The event was created under the wrong team.

### Resolution
1. Open the Collective Event Type.
2. Go to the **Team** tab.
3. Check the selected hosts.
4. Remove incorrectly added members.
5. Add the correct members.
6. Save the changes.
7. Try to book a new booking.

| Related articles

* [**Round-Robin Scheduling**](https://help.cal.id/en/article/round-robin-scheduling-1uvthzp/)
* [**Managed Events**](https://help.cal.id/en/article/managed-events-rr5iqo/)