What are managed events and how do they work?

Managed events let team admins create event types that can be assigned to members. Unlike personal events, which are fully controlled by the individual, managed events allow the admin to lock certain fields while leaving others editable by the assigned members. This ensures that critical details such as booking questions, duration, and reminders remain consistent across the team, while non-critical fields can be personalized.

Common challenges that managed events solve include:

• Ensuring uniformity of event types across multiple team members.

• Reducing scheduling errors caused by inconsistent configurations.

• Simplifying onboarding for new team members by providing pre-configured event types.

By using managed events, teams can maintain a professional image and improve scheduling efficiency.

The lock feature in managed events

A core feature of managed events is the lock functionality, represented by a lock icon next to fields in the event type. By default, every field that can normally be changed in a standard event type is automatically locked for team members. This ensures that critical details like booking questions, duration, or scheduling rules remain consistent across all members using the managed event. Team members cannot edit these locked fields themselves, preserving standardization and reducing errors.

As the admin or creator of the managed event, you can choose to unlock specific fields. This allows individual team members to personalize certain aspects of the event type. For example, it’s common to unlock the title and description, so each member can tailor the event to their style or audience. Meanwhile, essential fields like booking questions, reminders, or availability rules typically remain locked to maintain uniformity across the team.

The lock feature is one of the main differentiators of managed events, giving admins full control while still allowing flexibility where it matters most. It ensures that all team members present a professional and consistent experience without limiting their ability to personalize non-critical parts of their event types.

How to set up managed events in Cal.com

Follow these steps to create and configure managed events:

1. Log into Cal.com
   First, create a Cal.com account or log into your existing account.

2. Create a new event type
   On the event types dashboard, click on '+ New' to create a new event type.

3. Select a team and event type
   In the dropdown, select one of your (sub)teams, then choose 'managed event' as the event type. Fill out the basic details of your event.

4. Set up managed team members
   Choose the team members that should be a part of the managed event. You can pick each member individually or add everyone in a specific (sub)team, including future members.

5. Click on availability and select everyone's desired availability schedule
   It will use the 'default' availability schedule as standard. You can also unlock the availability tab, allowing team members to choose their own availability schedule.

Managed events vs personal events

Personal events and managed events are quite similar in their structure, but the key difference lies in control. Managed events are admin-managed, meaning that certain fields can be locked to maintain consistency across the team. Personal events, on the other hand, are fully editable by individual users. Managed events are ideal when you want to standardize a recurring type of event across your team, while personal events give team members complete freedom to customize their bookings. Essentially, managed events allow you to manage a personal event type for your team, providing both control and efficiency.

Main benefits of using managed events for scheduling

Using managed events provides several advantages for teams and organizations:

• Consistency across team members: Locked fields ensure every event maintains the same structure, questions, and appearance.

• Reduced errors and miscommunication: Predefined settings reduce the chance of incorrect configurations.

• Improved onboarding: New team members can quickly start using pre-configured event types without learning complex settings.

• Flexibility where it matters: Unlocked fields allow personalization of non-critical elements like titles or descriptions.

• Scalability: As your team grows, managed events make it easy to roll out standardized event types across new members.

Real-world use cases for managed events

1. Sales and customer success

Managed events allow sales teams to assign consistent demo sessions or client consultations to team members. By locking critical fields, managers can ensure that questions, duration, and resources are uniform across all meetings while letting individual members personalize minor details.

2. Recruiting and hiring

Recruiters and hiring managers can assign standard interview templates to their team. Locked fields ensure essential interview questions and processes remain consistent, reducing discrepancies and improving candidate experience.

3. Professional services and consulting

Consultants and agencies often coordinate multiple specialists for client calls. Managed events ensure that all meetings follow the same structure while allowing consultants to personalize minor details like introductions or session descriptions.

4. Education and healthcare

Teachers, professors, or medical professionals can assign standardized appointments to team members. Critical fields like booking forms and instructions remain consistent, while personal notes or communication styles can be adjusted individually.

Concluding the power of managed events in scheduling

Managed events are a powerful solution for teams looking to streamline scheduling while maintaining control and consistency. By providing admin-managed templates, the lock feature, and flexible assignment options, Cal.com helps teams reduce errors, save time, and provide a professional experience to clients, students, or colleagues.

Ready to optimize your team’s scheduling process? Explore Cal.com today and start using managed events to streamline your workflow.