Calendly is used to view the court’s availability for specified events and reserve that availability for your matter. Therefore, only one party in the action is required to complete the booking process through the Calendly page. Once that party completes the required steps through Calendly, they can confirm completion of the process by forwarding the confirmation email they receive from Calendly to the other parties in their matter (see Tip 5).

Parties are expected to make best efforts to consent to a date and time for their appearance before the Court. If the parties involved in a matter are unable to agree on a date and time for their appearance, they may be unable to use Calendly. Ensure you consult the Calendly page pertaining to your matter to determine the process to request an appearance if you do not have the opposing party’s consent on the date you are seeking to schedule.

Appearances scheduled through Calendly where parties can not consent to a date must provide an explanation of the reasonable attempts made to confer with all other parties. Failure to provide this explanation may result in your matter being cancelled by the court.

As you complete the booking process, make sure you provide accurate details to all the questions listed on the page. This includes reviewing any confirmations and undertakings carefully and selecting them. Failure to provide full and accurate answers will result in either an inability to secure your date or your date being cancelled by the court. You will be expected to comply with all undertakings and confirmations on the Calendly page.

Calendly requires parties to provide an email address to complete their booking. In addition, email is used to confirm the details of your request for a date and notify you if your hearing has been cancelled, rescheduled, or, in the event of The Central East Running Civil Long Motions List, called. Make sure you provide the other parties in your matter with your current email address to ensure you are able to receive updates about your upcoming court appearance.

If you are an assistant or support staff completing Calendly on behalf of counsel, it is recommended that you save a copy of the confirmation email Calendly will send upon completion of the process, or forward a copy of it to counsel on the file.

If you do not have an email address, or are unable to access email, refer to local court practices to obtain a date for your matter.

It is the responsibility of the party scheduling with Calendly to notify other parties and counsel in the matter that they have used Calendly to book an appearance with the Court. There are two easy ways to do this:

• Use the Add Guests feature – Depending on the matter you are booking with the court; you may see an “Add Guests” button on the scheduling form. When this button is available, you should use it to include the email addresses of the other parties in your matter. This will ensure they are included on the follow-up email with the event details, as well as the notification email if the hearing is cancelled.

• Forward your confirmation email – If you book a matter that does not have the “Add Guests” feature, you must forward the email confirmation you receive from Calendly to the other parties and counsel in your matter. This email contains all the relevant information about the appearance. When using this option, you are required to forward any subsequent emails received from Calendly about the matter to all other parties and counsel as well.

If there is a change in representation prior to your scheduled appearance, it is the scheduling party’s responsibility to forward all emails pertaining to the appearance to the appropriate counsel. Failure to notify the other parties in the matter will result in your appearance being cancelled by the court.

Notifications pertaining to court appearances scheduled using Calendly are sent via email from notifications@calendly.com and no-reply@calendly.com. If you have scheduled a date through Calendly and did not receive the email confirming your booking was completed, check your junk or spam folder and make sure to mark Calendly as a safe sender.

If you are successful in scheduling your appearance through Calendly, you will receive an automated confirmation email. This email includes information about your appearance, the answers you provided when you booked through Calendly, and other relevant details provided by the court.

At the bottom of this email are additional buttons that you can use to prepare for your scheduled hearing date:

• Add to Calendar – will add your court appearance as an event to your calendar software.

• Reschedule (may not appear for all matters) – will bring you to the Calendly date selection page, where you can select a new date/time to reschedule your appearance before the court. You must have the other parties’ consent if you have used this option to reschedule your hearing and are required to notify other parties of the new date/time of the hearing (see Tip 4). Failure to notify the other parties/counsel in the matter will result in your appearance being cancelled by the court.

• Cancel (may not appear for all matters) – will bring you to a page where you can vacate your date with the court. You must have the other parties’ consent to use this option and you are required to notify other parties/counsel in the matter if you have used this option to cancel your hearing. If you proceed to cancel a matter scheduled through Calendly, you must include the court file number in the “Reason for cancelling” field.

If you have scheduled a matter through Calendly that does not contain the Reschedule and Cancel buttons, you are required to follow established local practices to cancel your appearance and secure a new date.

At the bottom of your Calendly confirmation email, you may see two buttons indicating “Cancel” or “Reschedule”.

If you have made a mistake on your Calendly application, you may use the “Reschedule” button to edit the information you provided and resubmit the form. If you would like the keep the same date and time you have selected for your event, simply select that same date and time when Calendly takes you to the calendar page. Once you select the date and time again, Calendly will bring you to the page with your answers to the questions, allowing you to edit the information you provided. You will receive an email with the updated information once you complete the process. Any parties added using the “Add Guests” button will receive this confirmation of the updated information. If you have scheduled an event that did not include the “Add Guests” option, it is your responsibility to forward that email to other parties in the action (see Tip 5).

If you are unable to select the same date and time using the “Reschedule” option, use the “Cancel” button to remove your appearance. Ensure you include the court file number in the “Reason for cancelling” field. Calendly will send you and the Court an email confirming your appearance was cancelled. You may then return to Calendly and follow the prompts to re-select the appropriate date and time and re-enter the required information. Calendly will send you and the Court an additional email with the updated information. Any parties added using the “Add Guests” button will also receive this confirmation of the cancellation and re-booking. If you have scheduled an event that did not include the “Add Guests” option, it is your responsibility to forward all Calendly emails to the other parties in the action (see Tip 5).

If you no longer require an appearance with the court, you may use the “Cancel” button to remove your appearance. You must include the court file number in the “Reason for cancelling” field. Calendly will send you and the Court an email confirming that your appearance was cancelled. Any parties added using the “Add Guests” button will also receive this confirmation of the cancellation. If you have scheduled an event that did not include the “Add Guests” option, it is your responsibility to forward this cancellation email to other parties in the action (see Tip 5).

If you have made a mistake when selecting the date and time of your appearance, you may use the “Reschedule” button to correct that information. Calendly will send you an email confirming the new date/time of your appearance. Any parties added using the “Add Guests” button will also receive this confirmation of the new hearing date and time. If you have scheduled an event that did not include the “Add Guests” option, it is your responsibility to forward that email to other parties in the action (see Tip 5).

If you have scheduled a matter through Calendly that does not contain the Reschedule and Cancel buttons, you are required to follow established local practices to cancel your appearance and secure a new date.

Important: The Calendly confirmation email will always be sent to the email address that was provided in the “Email” field. If you are a legal assistant to counsel, it is recommended to use a generic email address when selecting your date through Calendly, or ensure you forward the confirmation email to the counsel on the file.

Once you have scheduled your matter through Calendly, you will receive a confirmation email that outlines specific requirements pertaining to your appearance. In addition, you will receive an email notification from Calendly a few days before your hearing that will contain the details of how to access your hearing on its scheduled date and time. Please do not contact the Trial Office to request this information before you receive the Calendly email closer to your hearing date.

If you are not the party who initiated the scheduling process through Calendly, you should reach out to that party in order to obtain the information provided in the Calendly confirmation email. It is the responsibility of the party who scheduled the matter through Calendly to provide those confirmation emails to all parties in the matter.

Your Calendly confirmation email may reference specific requirements regarding uploading documents to Case Center in advance of your appearance. Where applicable, you must upload your documents into the appropriate Case Center bundle once you are invited to the Case Center file for your matter. More information on Case Center requirements can be found here.