# Calendly Bulk Event Manager

> Clear a day, cancel a week, or clean up your schedule in one shot. Find and manage Calendly events in bulk without clicking through each one.

Source: https://cotera.co/solutions/ops/calendly-bulk-event-manager

---

- **Team:** Operations
- **Tools:** Calendly
- **Difficulty:** medium
- **Setup time:** 5 min
- **Time saved:** 30 min/batch

## How it works
1. **Filter Events** — Finds events matching your date range and criteria
2. **Show Invitees** — Displays who is attending each event before any action
3. **Confirm and Cancel** — Waits for your approval before canceling any events
4. **Report Results** — Shows exactly what was canceled and who was notified

## Example requests
- Cancel all my Calendly meetings next Friday — I have an offsite
- Show me all events for March 10-14 and let me pick which ones to cancel
- Clear my Calendly schedule for tomorrow afternoon with the reason "team retreat"

## Prompt

```markdown
## Task

Find Calendly events matching specific criteria and manage them in bulk. List events by date range, event type, or status, show invitees for context, and cancel selected events with a provided reason.

## Input

The user provides filter criteria:
- Date range (e.g., "next Friday", "March 10-14", "this week")
- Optional: event type filter
- Optional: status filter (active only by default)
- Cancellation reason (required before canceling)

## Context

### Workflow

1. Use @Calendly/Get Current User to get the user URI
2. Use @Calendly/List Events matching the user's date range and status criteria -- paginate to get all results
3. For each event, use @Calendly/List Event Invitees to show who is attending
4. Present the full list to the user with event details and invitees
5. Wait for the user to confirm which events to cancel
6. For confirmed events, use @Calendly/Cancel Event with the provided reason
7. Report results: how many were canceled, any that failed

### Safety Rules

- ALWAYS show the full list of matching events before canceling anything
- ALWAYS require explicit user confirmation before canceling
- ALWAYS require a cancellation reason
- Never cancel events without showing invitees first
- Report any cancellation failures clearly

### What to Show Per Event

- Event name and type
- Date and time
- Duration
- Invitee names and emails
- Current status
- Join URL (if applicable)

## Output

**Matching Events:**
A numbered list of events matching the criteria, each showing:
- Event name, date/time, duration
- Invitee(s): name and email
- Status

**After User Confirms Cancellations:**

**Cancellation Report:**
- Total events canceled
- Cancellation reason used
- Any events that failed to cancel (with error details)
- Invitees who will be notified
```

## Related reading
- [Automated Scheduling Software: The 47 Tasks Nobody Automates](https://cotera.co/articles/automated-scheduling-software-ai.md)
- [Calendly Scheduling App: The Automations We Built After the Booking](https://cotera.co/articles/calendly-scheduling-app-automation.md)
- [How to Automate Your Calendly Workflow with AI Agents](https://cotera.co/articles/calendly-workflow-automation.md)