Calendar & Scheduling
How to Manage Multiple Calendars Without Double Booking
If you keep more than one calendar, your availability has no single source of truth. To know whether you're free at 1 PM you have to check your work calendar, your personal calendar and every sub-calendar under them. A scheduling link may check only one of those, so you get double booked, or it checks too many sub-calendars and blocks time for no reason. Calendar sync tools try to put every event on one calendar, but usually you want only some events shared, no attendees copied over, and your own rules about free and busy. There are three ways around it. First, use the free unified calendar at usecarly.com to see every calendar and event in one place, then CC Carly on your emails: Carly is an AI executive assistant built for complex calendar preferences. Add as many calendars as you have, pick exactly which sub-calendars count against your availability, so a random events calendar or a colleague's shared calendar won't block you, and write scheduling rules in the Preferences tab as specific as the instructions you'd give a real EA. Second, if you'd rather not CC an assistant, use a free booking page, set up as many as you want, with the same control over which calendars count. Third, if you just want events copied, Calendar Sync copies between Google Calendar and Outlook with rules for when and how each event copies, and a preview before it goes live.
Step by step
- 01
See why you keep getting double booked
Your availability lives across your work calendar, your personal calendar and their sub-calendars. A scheduling link that checks only one misses conflicts; one that checks every sub-calendar blocks time it shouldn't; and sync tools copy events you never wanted shared.
- 02
See every calendar in one place
Use the free unified calendar at usecarly.com to see all of your calendars and events together.
- 03
CC Carly to schedule for you
Connect as many calendars as you have, then choose exactly which sub-calendars count against your availability. In the Preferences tab, write scheduling rules as specific as you'd give a real executive assistant. Then CC Carly on an email and it books the meeting.
- 04
Or share a free booking page
If you'd rather not CC an AI assistant, create a booking page. It's free, you can make as many as you want, and you choose which calendars count against your availability and which don't.
- 05
Sync events between calendars with rules
To copy events between Google Calendar and Outlook, set up Calendar Sync. Rules decide when an event copies and how: mask it as Busy, strip the attendees, show it as Free, or copy only the events that match. Preview the result before you turn it on.
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See what people say
"Before Carly, I relied on a Calendly link, but the whole process felt impersonal and not very professional. Carly changed that by handling all the back-and-forth, so I'm no longer stuck in endless email threads trying to line up schedules.
Now Carly reaches out to candidates, shares my real-time availability, lets them pick a slot, then sends a Zoom link and drops it straight into my calendar. She sends reminders to both of us before each call, which has significantly reduced no-shows and last-minute confusion.
On top of scheduling, Carly acts like a full executive assistant, sending me my schedule the night before so I can prepare for each call. It reminds me of the old x.ai assistant, but Carly is noticeably smarter, faster, and better suited to my healthcare recruitment business."