Customize the calendar event for team member and booker

When each team member is receiving bookings through YouCanBook.me it is important to see at a glance what kind of meetings they have. You can customize the way the bookings appear on the team members calendar.

The calendar event for all the bookings on a booking page can be managed under  Notifications > Calendar Events.

In this article: 

The calendar event title
The calendar event description
Event location
Booker calendar event


The calendar event title

This is how the event will appear on the team members calendar when they are booked. The default is a generic "booked: {FNAME} {EMAIL}" which will pull in the first name of your booker and their email address. You can customize this to be more meaningful to your team member about the appointment.

💡 Find a full list of shorthand codes you can use in the event title here. If you're using Appointment types, use the shorthand code {TYPE-NAME} to pull in which appointment type was booked. 

The calendar event description

This is the body of your event and will contain more detail about the booking. This will also be emailed to your booker as a calendar event invitation if you are inviting them as a participant to the event

Text in the description should be entered as plain text, as most calendar providers will strip any formatting. 

There's no limit on characters so you are free to add as much information about the booking as you need. By default, it will be set to include the shorthand code {FORMFIELDS} which is all the information the booker entered to the booking form.  You can also add Zoom links, Dial in information, or any other details you want your booker to have.

Use the { } in the toolbar to access default shorthand codes, as well any any shorthand codes you've assigned to questions on your booking form. Use these shorthand codes to provide more customization. 

  • If you're integrated with Zoom, you can add the shorthand code {ZOOM-LINK} to display the unique link for the Zoom meeting. The calendar provider will automatically make this link clickable. The link will be generated from your team members Zoom account.
  • To display the Google Meet link, add the shorthand code {GOOGLEMEET-LINK}. The calendar provider will automatically make this link clickable. The link will be generated from your team members Google calendar.
  • To add cancellation links, use the shorthand code {CANCEL-LINK}. This will trigger cancellation emails as if the booker has cancelled the booking.
  • To add reschedule links, use the shorthand code {RESCHEDULE-LINK}. This will trigger rescheduled emails as if the booker has rescheduled the booking.

💡 If you've added your team members static video link (ie Google Meet) in the Team Description field, you can reference that in the calendar event description with the shorthand code {TEAM-DESCRIPTION}.

Event Location

Select  Set Location to add a physical address to your bookings. On Google Calendar, this address will be turned into an active Google Maps link. You can also collect a physical address from your booker on the booking form, and put the shorthand code assigned to that question in the Set Location box.

  • If you do add a physical address to this calendar event, you can use the shorthand code {LOCATION} to reference that address in your confirmation and reminder emails. This location will be the same for all team members on this booking page.
  • If your team members have shared their Zoom credentials as a Contributor, you can select Zoom as the location, and we will generate a unique meeting link in the calendar event from their personal Zoom account. 
  • If all team members are using Google calendars for booking, you can select Google Meet as the location, and we will generate a unique meeting link on their Google calendars. 
💡 The team member and booker join the meeting by clicking the Google Meet or Zoom link directly in their calendar event. The meeting will not be added to their Zoom dashboard.

Invite participants to the calendar event

By default the booker will be invited to the calendar event as a participant. That means the calendar event will appear the same way on the team members calendar as on the bookers. If you make any changes to the calendar event, like the title or manually moving the booking to a new day/time, it will update on the bookers calendar automatically.

You can also invite other emails as participants to the event, such as colleagues, or meeting room calendars.

Toggle this feature off if you don't want the booking to be automatically added to your bookers calendar, or you want to stop the calendar invitation email from sending in addition to the confirmation email sent by YouCanBook.me. Then you can edit the Booker calendar event in the top right. This will be what they see when they click the Add to Calendar buttons in the confirmation emails.

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