Calendly events to dashboard

Booking patterns, cancellations and the questions nobody labeled.

Export scheduled events from Calendly and drop the CSV here. Two time zones live in every row, the organizer's on the timestamps and the invitee's in its own column, and the dashboard keeps them straight. Cancellations stay in the file rather than being filtered away, so the cancellation rate is real, and booking lead time is computed from the created and start timestamps.

Prefer the full explorer? Open the app, or start from the generic dashboard builder.

Two time zones kept apart

Organizer timestamps and invitee time zone are labeled as what they are.

Cancellations counted

Canceled events stay in the file, so the cancellation rate is measurable.

Lead time computed

Start minus Created, which is the number that tells you how far ahead people book.

Invitee data stays local

Names, emails and free-text answers never leave the browser tab.

The timestamps and the Timezone column belong to different people

This trips up almost everybody the first time. The Start Date and Time in a Calendly export is expressed in the organizer's time zone, the one configured on the account that owns the event type. The Timezone column, sitting a few cells to the right, is the invitee's time zone, captured at booking. They are not the same field expressed twice, and reading the column as a label for the timestamp produces a schedule that is wrong by anything up to twelve hours.

Once you know that, the pair becomes useful rather than confusing. The timestamp tells you when your day was occupied. The invitee time zone tells you where your demand is coming from, which is the thing that decides whether opening an earlier slot is worth it. A sales team seeing forty percent of bookings from Europe while all availability sits in Pacific afternoons has learned something actionable from two columns most people ignore.

How to export from Calendly

Open Scheduled Events Sign in at calendly.com and choose Scheduled Events from the top navigation. This is the list view of what has been booked.
Set the date range and scope On a team account, choose whether you want your own events or the whole team. The scope selector sits above the list and changes the export substantially.
Include canceled events There is a filter for upcoming, past and canceled. If you exclude canceled, your cancellation rate will read as zero, which is the most common self-inflicted error on this export.
Click Export and choose CSV Calendly prepares the file and emails a link for larger ranges. It includes the invitee question responses as numbered columns.
Drop it here Event Type Name and Status become filter chips, the invitee time zone becomes a geography proxy, and lead time appears as a distribution.

Question responses come out as Response 1, Response 2 and so on. The question text is nowhere in the file, so note what you asked before the export or the answers become uninterpretable later.

Try with sample Calendly data (the same columns, 94 rows, no upload needed).

What the dashboard shows

Every panel below is built from a column that is actually in the export, named the way Calendly names it.

Bookings over time. Start Date and Time bucketed, which shows the weekly rhythm and any seasonality in demand.
Event type mix. A fifteen minute intro and a sixty minute onboarding are very different uses of a calendar, and the mix decides how much time you actually lost.
Cancellation rate. Canceled against active, by event type, which usually shows one type cancelling far more than the rest.
Booking lead time. Start minus Created as a distribution. Same-day bookings and three-week-out bookings imply different kinds of demand.
Invitee time zone spread. The Timezone column ranked, which tells you where to open availability.
Day and hour heat. Weekday against hour of day, shaded by booking count, which is the panel that changes how people set their availability.

Sample header row

UUID,Invitee Name,Invitee Email,Event Type Name,Start Date & Time,End Date & Time,Created Date & Time,Timezone,Location,Status,Canceled,Cancel Reason,Response 1,Marketing Opt In

Calendly export details

Timestamps are the organizer's zone. All three of them: start, end and created. The Timezone column is the invitee's, captured at booking, and it does not describe the timestamps at all.
Question responses are unlabeled. Response 1, Response 2 and so on. The question text appears nowhere in the file, so a six-month-old export is often uninterpretable.
Canceled events are still rows. With Status set to canceled and a Canceled flag. Filtering them out at export time is how people accidentally report a zero cancellation rate.
No-shows are not recorded. Calendly knows about cancellations, not about people who simply did not turn up. Those rows look identical to attended meetings.
Cancel Reason is optional free text. Frequently blank, and when filled in, unstructured. Useful to read, not useful to chart.
Team exports depend on the scope selector. An export scoped to you on a team account silently excludes colleagues, and nothing in the file says so.

Keep the cancellations, remember which zone each column speaks, and write down what your questions were. Then the weekday-by-hour panel will probably tell you to move your availability, and it will probably be right.

Frequently asked questions

Which time zone are the timestamps in?

The organizer's, meaning the time zone set on the Calendly account that owns the event type. The separate Timezone column holds the invitee's zone, recorded when they booked. These are frequently different and the file gives no visual hint. Treating the Timezone column as a label for the timestamps is the classic mistake and shifts your whole schedule by hours.

Why is my cancellation rate zero?

Almost certainly because canceled events were filtered out before the export. Calendly's Scheduled Events screen lets you view upcoming, past or canceled separately, and the export honors whatever you were looking at. Re-export with canceled events included. They carry a Status of canceled and a Canceled flag, so they are easy to separate afterwards in the dashboard.

Can I see no-shows?

Not from this file. Calendly records whether an event was canceled, not whether the person turned up, so a no-show is indistinguishable from a successful meeting in the export. If you need that, it has to come from your meeting platform or from a manual process. What you can measure is cancellation rate and how far in advance cancellations happen.

What are the Response columns?

The answers to the custom questions on your booking form, in the order the questions appear, named Response 1, Response 2 and so on. The question text itself is not exported anywhere in the file. If you change the questions on an event type, older and newer exports will have different meanings in the same column, with nothing to warn you.

How do I work out booking lead time?

Subtract Created Date and Time from Start Date and Time. Both are in the organizer's zone so the arithmetic is safe. This page computes it as a distribution rather than an average, because lead time is usually bimodal: a cluster of same-day and next-day bookings, and a separate cluster a week or two out, and the two mean different things.

Is invitee data protected on this page?

Yes, in the strongest sense available: it never leaves your computer. The export contains invitee names, email addresses and whatever they typed into your booking questions, which can include anything from a company name to a description of a medical issue depending on what you asked. Parsing happens in the tab and nothing is transmitted or stored.