Calendly Tip Sheet for Counsel and Self-Represented Parties

Calendly is a cloud-based scheduling tool that is accessible via web. It allows parties to canvass the court’s availability and schedule an appearance before the court directly, or place their matter on a list, without the need to seek dates from the scheduling office. Once parties have consented to a date, one party can use Calendly to book a date and time for their matter. If the booking is successful, Calendly will send the scheduling party an email confirming that the matter was added to the court’s schedule. This provides a streamlined process for scheduling time with the court.

Calendly is only used so parties can schedule a date with the court. Parties are still expected to follow the appropriate timelines, practices, and notices for filing documents and confirming their appearance. The court is entitled to vacate any matter scheduled through Calendly if the matter is not deemed eligible to proceed.

Calendly is currently being used in the following regions for the following matters:

Below are some tips to assist you in using Calendly to schedule time with the court.

 

Tip 1 – How to use Calendly to schedule an appearance with the Court

You do not need to have a Calendly account to use Calendly. If the matter you wish to schedule with the court is available through Calendly, simply follow these instructions to book and confirm your appearance:

  1. Access the appropriate Calendly link for the matter you wish to schedule with the court. Refer to the top of this page to view the Calendly link options to see if your matter is available through Calendly.
  2. Select the type of appearance that is consistent with the matter you wish to schedule.
  3. Ensure you read the left side of the page. It contains important information and requirements specific to the matter you are scheduling.
  4. Use the calendar on the right side of the page to view the dates and times the court is available for your matter. You must confirm a date and time with all other parties in the matter before completing the Calendly process. If all parties can not consent to a date and time for the matter, do not use Calendly. You must follow established local practices to secure a date with the court. For local practices, please consult the regional notices available on the SCJ’s website: https://www.ontariocourts.ca/scj/
  5. Select the date and time that all parties have consented to. (Note: if you are using Calendly to place your matter on a list, there will only be one date and time available. This date is a placeholder only. You will receive updated information on next steps after completing the Calendly process).
  6. Complete all the fields on the page. If you see an “Add Guests” button, select this button and include the email addresses of all parties attending the matter.
  7. Select “Schedule Event”. Calendly will take you to a page confirming that the booking process was complete. Only one party to the action is required to complete the Calendly process (see Tip 2).

Please do not reach out to the trial office after completing the Calendly process to ask for confirmation that it was complete. You will receive a confirmation email from Calendly after you have completed the process that will contain important information specific to your appearance (to ensure you receive this email, see Tip 7).

If you have used the “Add Guests” button, all parties whose email addresses were included in that specific field will automatically receive Calendly’s emails. If you have scheduled an appearance that did not have the “Add Guests” option, you must ensure you forward all Calendly emails to all other parties in the action (see Tip 6).

 

Tip 2 – Only one party is required to complete the Calendly process

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 6).

 

Tip 3 – Ensure you have the opposing party’s consent to book your date

Calendly is only to be used to schedule dates that have been consented to by all parties. If the parties involved in a matter are unable to agree on a date and time for their appearance, they are to follow the established local practices to secure a date with the court. For local practices, please consult the regional and provincial notices available on the SCJ’s website: https://www.ontariocourts.ca/scj/

Appearances scheduled through Calendly that are not consented to may be cancelled by the court.

Tip 4 – Complete all the information on the scheduling page

As you complete the booking process, make sure you provide accurate details to all the questions listed on the page. 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.

 

Tip 5 – Keep your email address up to date

Calendly requires parties to provide an email address in order 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 do not have an email address, refer to local court practices to obtain a hearing date.

 

Tip 6 – Notify other parties and counsel

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 hearing. When using this option, you are required to forward any subsequent emails received from Calendly about the matter to the other parties and counsel in your matter as well.

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

Tip 7 – Check your junk/spam folder

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.

 

Tip 8 – Making the most of your confirmation email

If you are successful in scheduling your appearance through Calendly, you will receive an automated confirmation email. This email includes information about your hearing, the answers you provided when you scheduled 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:

  1. Add to Google Calendar – will add your court appearance as an event if you use Google calendar software.
  2. Add to iCal/Outlook – will add your court appearance as an event if you use Apple or Microsoft calendar software.
  3. 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 5). Failure to notify the other parties/counsel in the matter will result in your appearance being cancelled by the court.
  4. 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 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.

Tip 9 – Cancelling or editing appearances scheduled through Calendly

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 “Cancel” button to remove and resubmit your request. Calendly will send you 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 made a mistake when selecting the date and time of your appearance, you may use the “Reschedule” button below 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 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.

 

Tip 10 – How do I get information regarding where to attend my hearing scheduled through Calendly?

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.

 

Tip 11 – CaseLines and Calendly

Your Calendly confirmation email may reference specific requirements regarding uploading documents to CaseLines in advance of your appearance. Where applicable, you must upload your documents into the appropriate CaseLines bundle once you are invited to the CaseLines file for your matter. The timeline for when you can expect to receive an invitation to CaseLines for your matter will depend on your type of matter and court location.

In most cases, the trial office will be unable to assist you with CaseLines specific inquiries. Please consult the regional and provincial notices available on the SCJ’s website for specific information regarding CaseLines information: https://www.ontariocourts.ca/scj/