Quick Answer
Use a Collective calendar when every selected team member must attend
Create or edit a calendar, choose the Collective calendar type, add the required team members, define the shared availability rules, customize the booking experience, and save the calendar.
Booking Multiple Team Members Without Scheduling Conflicts
You may need more than one person on a call, but it is not always clear how to schedule everyone at the same time without back-and-forth coordination.
Collective booking allows appointments to be scheduled based on shared availability across multiple team members.
If availability is not configured correctly, bookings can conflict with individual schedules or fail to include all required participants.
This guide explains how to set up collective booking so multiple team members can be scheduled together reliably.
Collective Booking at a Glance
What Collective Booking Is Used For
- Group onboarding calls where multiple team members must attend.
- Sales presentations that require both a specialist and an account representative.
- Collaborative meetings where availability must overlap across several users.
- Client meetings that require participation from more than one department.
- Internal planning sessions that need a fixed group of attendees.
Before You Begin
Identify the required attendees and confirm their calendar availability before creating the collective calendar.
- Decide which team members must attend every booking.
- Confirm that each team member has the correct calendar availability configured.
- Decide how long the appointment should last.
- Identify the days and times when the team should accept bookings.
- Prepare the booking form and confirmation message.
Collective calendars require overlapping availability
A time slot can only be offered when the required team members are available according to the calendar’s shared availability rules.
How to Set Up Collective Booking
Follow these steps to create a calendar that books several team members into the same appointment.
Open the Calendar Setup
Go to the Calendars area and choose to create a new calendar or edit an existing calendar.
Calendars → Create or Edit CalendarSelect the Collective Calendar Type
Choose Collective when selecting the calendar type.
This allows the calendar to use the shared availability of the selected users.
Add the Required Team Members
Select the users who should be included in each appointment.
BizStackPro will compare their schedules when determining which time slots can be booked.
Set the Availability Rules
Define the days and times when the collective calendar should accept bookings.
Configure the calendar so the displayed time slots match the shared availability requirements for the selected users.
Configure the Appointment Details
Set the appointment duration, meeting location, booking form, confirmation message, and notification settings.
Customize the Booking Experience
Adjust the calendar branding, colors, visible information, and button labels when needed.
Save and Share the Calendar
Save the calendar and copy the public booking link.
You can share the link directly or embed the calendar on a website, funnel, or landing page.
Complete a test booking first
Confirm that only shared time slots appear and that every required team member is added to the test appointment.
What to Check After Setup
- Confirm that all required team members appear on the calendar.
- Make sure available slots reflect overlapping schedules.
- Verify that unavailable times cannot be booked.
- Confirm that the booking form collects the required information.
- Review the confirmation and reminder messages.
- Check that the meeting location is included correctly.
- Test the booking experience on desktop and mobile.
Frequently Asked Questions
What is Collective Booking in BizStackPro?
Collective Booking allows multiple team members to be scheduled for the same calendar appointment based on shared availability. It is useful for group sessions or collaborative meetings.
Can I customize the collective calendar availability?
Yes. You can define availability rules based on the combined schedules of the team members involved in the collective calendar.
Related Help Guides
Need More Help?
Browse the Calendar help category for more team scheduling, availability, booking, and calendar setup guides.
