How to set availability and working hours on Calendly

beginner 8 min read Updated 2026-03-18

Quick Answer

Set your availability and working hours in Calendly by accessing your Account Settings, navigating to the Availability tab, and configuring your weekly hours and date ranges. You can customize availability for different event types and set recurring schedules that automatically block unavailable times.

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Prerequisites

Active Calendly account
Admin or owner permissions for your Calendly account
Calendar connected to Calendly
Basic understanding of time zones

Step-by-Step Instructions

Access your Calendly account settings

Log into your Calendly account and click on your profile picture or initials in the top right corner. From the dropdown menu, select Account Settings. This will take you to your main account configuration page where you can manage all availability settings.

You can also access settings directly by going to calendly.com/app/user/me

Navigate to Availability settings

In the left sidebar of your Account Settings, click on Availability. This section contains all your scheduling preferences including weekly hours, date ranges, and timezone settings. You'll see your current availability displayed in a weekly calendar view.

Set your weekly working hours

In the Weekly Hours section, click on each day of the week to set your available hours. Use the time selectors to choose your start and end times for each day. To add multiple time blocks for the same day, click + Add hours. Toggle days off by clicking the day name to disable it entirely.

Consider buffer time between meetings by setting availability windows that account for preparation and transition time

Configure your timezone

Scroll to the Timezone section and select your primary timezone from the dropdown menu. Choose whether to display times to invitees in your timezone or their detected timezone. This ensures meeting times are clearly communicated across different regions.

If you travel frequently, consider using UTC or your most common timezone to avoid confusion

Set date ranges and limits

In the Date Range section, specify how far in advance people can book meetings with you. Set the minimum scheduling notice (e.g., 2 hours) and maximum booking window (e.g., 60 days). You can also set daily and weekly limits for the maximum number of meetings you'll accept.

Set realistic limits that prevent overbooking while maintaining flexibility for urgent meetings

Add schedule overrides and time off

Click Schedule Overrides to add specific dates when your availability differs from your regular schedule. Click + Add Override and select the date, then set custom hours or mark yourself as unavailable. This is perfect for vacations, holidays, or special working arrangements.

Set overrides well in advance for known time off to prevent booking conflicts

Customize availability for specific event types

Go to Event Types in the main navigation and select an event you want to customize. In the event settings, click Availability tab to set unique availability rules for this specific event type. You can override your default availability with custom hours, date ranges, or scheduling limits.

Use event-specific availability for different types of meetings, like limiting sales calls to business hours only

Save and test your availability settings

Click Save after making any changes to your availability settings. Test your configuration by clicking Preview on your event types or visiting your public Calendly link. Check that the available time slots match your intended schedule and that timezone displays correctly.

Ask a colleague to test booking a meeting to verify your availability appears correctly from an external perspective

Common Issues & Troubleshooting

Available time slots not showing up for invitees

Check that your connected calendar is properly synced and doesn't have conflicting events. Verify your date range settings allow bookings far enough in advance, and ensure your minimum scheduling notice isn't too restrictive.

Timezone confusion causing missed meetings

Go to Account Settings > Availability and verify your timezone is correct. Enable automatic timezone detection for invitees, and consider adding timezone information to your event descriptions for clarity.

Too many meetings being booked back-to-back

Add buffer time in your event type settings under Additional Options. Set minimum time between meetings and configure daily/weekly limits in your availability settings to prevent overbooking.

Schedule overrides not working properly

Ensure your override dates are set correctly and saved. Check that overrides don't conflict with your event-specific availability settings. Clear browser cache and refresh your Calendly dashboard to see updated availability.

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