Shared availability
Show only times when all selected hosts are free.
Collective appointment scheduling
LunaCal collective scheduling shows appointment times only when every selected host is available. Clients book once, and the meeting is added to the assigned hosts’ calendars.
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Schedule the people who must attend together
Choose the host group first, then control when that group can be booked.
Required host selection
Choose the teammates who must attend the event.
Whole-team inclusion
Automatically include all current and future team members when needed.
Individual working hours
Keep each host’s own availability schedule.
Common working hours
Set one shared schedule for the collective event.
Calendar conflict checking
Exclude times that conflict with a required host’s connected calendar.
Calendar booking
Add the booked meeting to all assigned hosts’ calendars.
Preparation time
Set buffers and advance notice for the appointment.
Use shared hours without changing who must attend
Choose a Common Schedule changes the working hours used for the event. It does not turn a collective meeting into a rotation: all selected hosts still belong in the meeting.
- Create an event with Collective Scheduling as its assignment type.
- Select the required teammates in Assignment.
- Choose common or individual hours, then preview the overlapping slots.
How collective availability is calculated
Start with required hosts
The host list defines whose availability must overlap. Add everyone the appointment requires.
Apply working hours
Use the common event schedule or each person’s own schedule, depending on your setting.
Remove calendar conflicts
If a required host is busy, that time is not a bookable collective slot.
Create one shared meeting
The client chooses from the remaining times, and all assigned hosts are included.
A new required host can change every available slot
Adding someone to a collective event changes the availability intersection. Use automatic team inclusion only when the whole team genuinely needs to attend.
Explore this setting →Fixed host group
Keep Add all current & future team members off and select the required people.
Whole-team meeting
Turn it on when future teammates should also become required attendees.
Missing time slots
Check every host’s working hours, calendar conflicts, time zone and event limits before widening the booking window.
Why use LunaCal for collective scheduling?
LunaCal lets you manage who must attend separately from the hours and booking rules of the service.
Explicit host membership
Keep a fixed group for a service, or let a whole-team meeting include future teammates automatically.
Shared or individual hours
Use one event schedule for a coordinated team or preserve individual working hours across locations.
Joint appointments within the Teams plan
At $15 per user per month, Teams combines shared scheduling with round robin, packages and webhooks. Payments and reminders remain in the same account.
LunaCal vs Calendly, Cal.com and Koalendar
All four tools can check shared host availability. Plan access and the surrounding appointment workflow help determine the right fit.
| Capability | LunaCal | Calendly | Cal.com | Koalendar |
|---|---|---|---|---|
| Collective scheduling | Teams | Standard+ | Teams+ | Paid plans |
| All selected hosts required | Yes | Yes | Yes | Yes |
| Choose co-hosts | Yes | Yes | Yes | Yes |
| Calendar conflict checks | Yes | Yes | Yes | Yes |
| Host working hours | Yes | Yes | Yes | Yes |
| Time-zone conversion | Yes | Yes | Yes | Yes |
| Meeting buffers | Yes | Yes | Yes | Yes |
| Advance booking notice | Yes | Yes | Yes | Yes |
| Booking questions | Yes | Yes | Yes | Yes |
| Email reminders | Yes | Yes | Yes | Yes |
| Payment providers | Stripe / PayPal | Stripe / PayPal | Stripe / PayPal | Stripe / PayPal |
| Round-robin alternative | Teams | Teams+ | Teams+ | Paid plans |
Collective scheduling questions
Does every host need to be free?
Yes. LunaCal collective events show only times when all assigned hosts are available.
What happens after a client books?
LunaCal books the same meeting on all assigned hosts’ calendars.
Does a common schedule ignore calendar conflicts?
No. The common schedule supplies the event’s working hours. Required hosts still need to be free for a slot to be bookable.
Why does the page show no available times?
One or more required hosts may have no overlapping working hours, a calendar conflict or restrictive booking limits. Review each host and the event’s schedule.
Will a new team member join every meeting?
Only when Add all current & future team members is enabled. Keep it off when the event should include a fixed set of hosts.
Is collective scheduling the same as group booking?
No. Collective scheduling coordinates multiple required hosts. Group booking lets multiple attendees reserve seats in the same session.