Managed Events
Admin-defined booking link templates with section locks, bulk assignment, and propagation — for organizations where consistency matters more than per-rep flexibility.
A managed event is an admin template for a booking link. It defines the title, duration, availability shape, branding, payment requirements, and any number of locked sections — and gets assigned to a set of users. Each user gets their own booking link based on the template, but the locked sections can't be edited per-user. When the admin updates the template, every assigned user's link picks up the changes immediately.
This is the right shape for organizations where consistency is the point: every AE on the team should have the same 30-minute Discovery Call link with the same branding, the same pre-meeting form, the same workflow assignments, and the same cancellation policy. But the underlying availability is theirs.
Screenshot needed — /calendar/admin/managed-events list with three templates and assignment counts
When to reach for a managed event
| Situation | Managed event? |
|---|---|
| You have 8 AEs and you want every one of them to have an identical Discovery link | Yes |
| You're setting up your own personal booking link | No — just create a normal link |
| You want one URL that rotates through 8 AEs | No — that's Round-Robin |
| Recruiting needs every interviewer's link to gather the same intake info | Yes |
| The leadership team's board-prep links should all use the same brand color | Yes |
Managed events and round-robin solve different problems: round-robin is one URL many reps share; managed events are many URLs many reps own, all conforming to one template.
Creating a managed event template
Path: /calendar/admin/managed-events → New template. Admin role required.
The template form looks almost identical to the regular booking link form. The difference is each section has a Lock toggle next to it.
| Section | Locked = | Unlocked = |
|---|---|---|
| Title + description | Every assigned user gets the same title | Each user can override |
| Duration + slot interval | Every link has the same duration | Per-user flexibility |
| Buffers | Same buffers on every link | Per-user override |
| Availability hours | Locked to the template's pattern (rare; usually unlocked so reps can keep their real hours) | Each user uses their own hours |
| Pre-meeting form | Same form for every link — recommended for consistent intake | Per-user variants |
| Workflows | Same workflow assignments for every link | Per-user override |
| Branding | Same brand color, logo, hide-branding setting | Per-user override |
| Payment | Same requires_payment, price, currency | Per-user override |
| Calendar provider | Almost always unlocked — reps' calendars vary | — |
The recommended starting pattern: lock title, duration, pre-meeting form, workflows, branding. Leave availability hours and calendar provider unlocked.
Assigning users
Once a template is saved, the assignment dialog opens. Pick the users you want to apply the template to. For each assigned user, Workestra creates a scheduling_booking_links row referencing the template via managed_event_template_id.
The slug for each user's link is derived from the template's slug pattern + the user's username. For a template discovery-call, user alice gets /book/alice-discovery-call. The pattern is configurable in the template settings.
How sync works
When you edit the template:
| Field state on template | Behavior on assigned user's link |
|---|---|
| Locked, value changed | The user's link is updated to match. Existing bookings on that link are unaffected. |
| Locked, value unchanged | No-op |
| Unlocked, value changed | The default for new assignments updates; existing assigned users keep their override |
A small notification badge on /calendar/admin/managed-events/<id> shows when sync ran and how many user links were updated. The audit log captures every propagation event.
Unassigning
Removing a user from the assignment list doesn't delete their booking link by default — it detaches it from the template and keeps it as a standalone link. The user can then continue using and editing it normally.
If you want to fully remove the link, use the per-row Delete on detach option in the assignment dialog. Existing bookings on the link survive (they're full rows, not derived data) but the public URL returns 404 going forward.
Managed workflows
The same pattern applies to Workflows. An admin can build a workflow template (e.g. "Reminder + reconfirm at 24h, post-meeting NPS at +1d") and assign it to managed event templates. Each assigned user's link inherits the workflow assignment automatically.
Permissions
| Action | Who can do it |
|---|---|
| Create / edit / delete templates | Workspace admins or owners |
| Assign / unassign users | Workspace admins or owners |
| Edit a locked section on an assigned link | Nobody (the form disables locked fields) |
| Edit an unlocked section on an assigned link | The link's owning user |
| Delete an assigned link | The owning user (it just detaches) or a workspace admin (can hard-delete) |
Group admins (a sub-role between workspace admin and user — see Team Pages) can manage templates scoped to their group.
What it doesn't do
- Doesn't enforce availability hours unless you lock that section. If you want every AE working 9–5, lock the availability section and accept that reps can't adjust it themselves.
- Doesn't migrate existing standalone links into the template. You can't "convert" Bob's existing link into a managed event. You can create the assignment, then optionally delete his old link.
- Doesn't dual-edit. Lock conflict resolution is "template wins on next save" — there's no merge UI for "Bob set his own buffer to 15 min while you locked it to 0."
Read next
- Booking Links — the underlying object managed events extend
- Team Pages — group all your managed event owners onto a single landing page
- Workflows — managed workflow templates work the same way
- Calendar Dashboard — the admin toolbar surfaces the managed events page