Scheduling

Overview

Scheduling lets you offer a professional booking experience — similar to tools like Calendly or Cal.com — directly within your organization. You define the types of meetings you offer, set your available hours, and share a public link where clients can pick a time that works for both of you.

The system handles everything automatically: checking your availability, preventing double bookings, sending confirmation emails, and tracking all your meetings in one place.

Accessing Scheduling

Scheduling has three main areas:

• Settings > Scheduling — Set up your event types, weekly availability, and date-specific overrides
• Meetings — View and manage all your booked meetings (sidebar menu)
• Public booking page — The link you share with clients so they can book with you

Setting Up

Before clients can book meetings, you need to configure two things: your availability and at least one event type.

Setting Your Availability

Your weekly availability defines when you are generally open for meetings.

Date-Specific Overrides

Sometimes you need to adjust your schedule for a specific date — a holiday, a day off, or limited hours.

Overrides take priority over your weekly schedule. For example, if you are normally available on Wednesdays but block December 25th, no one will be able to book a meeting with you on that date.

Creating Event Types

Event types define the kinds of meetings you offer — for example, a 30-minute consultation or a 60-minute strategy session.

Advanced Settings

Activating and Deactivating Event Types

You can toggle any event type between active and inactive. Inactive event types are not visible on your public booking page and cannot receive new bookings.

Sharing Your Booking Link

Once you have at least one active event type and your availability set, your public booking page is ready. The link follows this format:

https://yourapp.com/book/{organization-slug}/{event-type-slug}

Share this link with clients via email, your website, or any other channel. When they open it, they will see a calendar with your available time slots.

How Clients Book a Meeting

When a client opens your booking link:

After booking:

• If the event type does not require approval, the meeting is immediately confirmed and both you and the client receive a confirmation email.
• If the event type requires approval, the meeting is marked as pending. The client receives an email letting them know their booking is awaiting confirmation, and you receive a notification to approve or reject it.

Managing Meetings

Navigate to Meetings in the sidebar to see all your booked meetings.

Viewing Meetings

The meetings table shows:

• Title — The meeting name
• Host — The team member hosting the meeting
• Date & Time — When the meeting is scheduled
• Status — Current status (see below)
• Guest — The client's name and email

Use the filters to narrow the list by status, host, or date range. You can also search for specific meetings.

Meeting Statuses

Approving and Rejecting Meetings

When a meeting requires approval:

The client will receive an email notification with the outcome.

Canceling a Meeting

You can cancel a confirmed or pending meeting at any time from the meeting detail view. Provide a reason for the cancellation — both you and the client will receive an email notification.

Creating a Meeting Manually

You can also create meetings directly without going through the booking flow:

Client Self-Service

Clients can manage their own bookings using the link included in their confirmation email.

Canceling a Booking

Clients can cancel their meeting by clicking the cancellation link in their confirmation email. If you have set a cancellation policy (e.g., 24 hours), clients can only cancel before that deadline.

Rescheduling a Booking

Clients can also reschedule by selecting a new available time slot. The same cancellation policy applies — rescheduling is only allowed within the policy window.

Automatic Email Notifications

The scheduling system sends emails automatically for all key events:

Permissions

Frequently Asked Questions

What happens if two clients try to book the same time slot?

The system prevents double bookings. When a client selects a time slot, the system checks for conflicts in real time. If the slot is taken before they complete the booking, they will be asked to choose a different time.

Are time zones handled automatically?

Yes. Your availability is stored in your own timezone. When a client views your booking page, all available slots are automatically converted to their timezone. The client can also manually change their timezone using the timezone selector on the booking page.

Can I assign event types to other team members?

Yes. When creating an event type, you can select which team member will be the host. Their availability will be used to calculate open slots.

What if I have no availability set?

If you have not configured your weekly availability, no time slots will be shown on your public booking page. Clients will not be able to book meetings until you set your available hours.

Are scheduling actions recorded in the Activity Log?

Yes. All scheduling actions — creating event types, updating availability, booking, approving, rejecting, and canceling meetings — are automatically recorded in the Activity Log.