Calendly is used to view the court’s availability for specified events and reserve a date and time for your matter. 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, they may be unable to use Calendly. There will be instructions on the Calendly page pertaining to your matter that outline what to do  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. You will be expected to comply with all undertakings and confirmations.

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.

Calendly requires parties to provide an email address to complete their booking.  Email is also used to confirm the details of your request for a date and notify you if your hearing has been cancelled or rescheduled. 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 use a generic office email or save a copy of the confirmation email received from Calendly. You should also forward emails received from Calendly 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, include the email addresses of all other parties in your matter. This will ensure they are included on all Calendly emails pertaining to the appearance.
• 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 all other parties and counsel in your matter. This email contains relevant information about the appearance. You are required to forward any subsequent emails received from Calendly about the matter to all other parties and counsel as well.

IMPORTANT: 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.

Emails about appearances scheduled using Calendly are sent  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.

Once you complete the Calendly process, you will receive a confirmation email. This email includes information about your appearance 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. Failure to notify the other parties and 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 musthave the other parties’ consent to use this option and you are required to notify other parties and 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 “Cancel” and “Reschedule” buttons. These allow you to make changes if needed.

1. Rescheduling or Editing Information

• Use Reschedule if you made a mistake or need to update information.
• If you want to keep the same date and time:
  1. Click Reschedule.
  2. Select the same date and time again.
  3. You’ll be taken back to your form, where you can edit your answers.
• Once you finish, Calendly will send a confirmation email with the updated information.
• If you used the Add Guests button, those parties will also receive the updated confirmation.
• If you did not use Add Guests, it is your responsibility to forward the updated confirmation email to the other parties (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.

2. Cancelling an Appearance

• Use Cancel if you can no longer attend or need to remove your booking. Ensure you comply with the requirements listed in your confirmation email when using the cancel option.
• When cancelling:
  • Enter your court file number in the “Reason for cancelling” field.
  • Calendly will send you and the Court an email confirming the cancellation.
  • If you used Add Guests, they will also receive the cancellation notice.
  • If you did not use Add Guests, you must forward the cancellation email to the other parties.

3. Re-Booking After Cancelling

• After cancelling, you can return to Calendly to select a new date and time.
• Complete the form again with the updated information.
• Calendly will send confirmation emails to you, the Court, and any added guests.

4. If Buttons Are Missing

• Some Calendly bookings may not display the Reschedule and Cancel buttons.
• In this case, you must follow your local court’s procedures to cancel or reschedule.

Important: Calendly confirmations are always sent to the email address entered in the booking form. If you are a legal assistant scheduling for counsel, it is recommended to use a generic office email or ensure you forward the confirmation to the lawyer on the file.

The email you receive once you have scheduled your matter through Calendly will outline the 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 completed the Calendly process, 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 used Calendly to schedule the matter to provide the emails received from Calendly to all parties in the matter.