Start up guide for Teams

This comprehensive guide provides all the direction needed to setup a YouCanBook.me account for teams. This guide is designed for the Organization owner (or Account Owner).

Account Basics

Login to your account
Integrate your calendar account & other services
Account menu overview
Invite your team to join your account
Add or remove team members
Adjusting team member roles on your account

Setting up booking pages

Booking page overview
Create a booking page
Add Logo & colors
Link to team member calendars & Zoom accounts
Check your timezone & language settings
Configure the availability for your team
Set your meeting duration
Advanced meeting options
Add questions to your booking form
Customize the After Booking confirmation page

Emails & SMS

Notifications overview
Send the confirmation email to booker from team member
Customize the confirmation email to booker
Set up reminder emails before the booking
Add additional notifications to the team member or the booker
Send SMS to booker
Advanced data options

Customize the Calendar event

Configure how the booking appears in your team members calendar
Control how the booking is added to your client's calendar
Add a video conference link to your calendar event

Share the booking page

Access & Bookmark your booking page
Embed your booking page in your website

View & Manage Bookings

View Team Bookings in YouCanBook.me
Export bookings to a spreadsheet
Cancel & Reschedule bookings
Edit bookers email or phone number
Make appointments for your clients


Account Basics - Login to your account

You can login to your account using the single sign-on from your Google or Outlook account, or with the email and password you used when the account was created. 

Tip: The Forgot password link will send an email to the account email address used to sign up for the account. If you're not receiving that reset email, please check that you're requesting the reset link to the correct email address.

Further reading: Change account email address, Change account password

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Account Basics - Integrate your calendar account & other services

When you created your YouCanBook.me account, you were prompted to integrate either a Google or Outlook calendar. You can view that calendar on your Integrations page in your Account settings. You can choose to integrate additional calendar accounts by clicking Connect under your desired account.

As the account owner, you can also integrate other services on your Integrations page:

Gmail

By integrating Gmail, you will send your confirmation emails directly from your Google based email account. Only one Gmail account can be integrated at a time. All booking pages will send notifications from this email address. This is recommended if you have a general company account to send from, such as team@example.com. 

Zapier

You can connect YouCanBook.me to thousands of other apps through Zapier. All Zaps created on YouCanBook.me booking pages will be created through the integrated Zapier account of the Account Owner. 

Zoom

With a Zoom integration you can generate unique video meeting links for each of your bookings without other clients gatecrashing your appointments. Each team member you invite can integrate their individual Zoom accounts.

Stripe

The Account owner can decided to integrate Stripe to take payments for bookings, helping reduce no shows. 

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You can navigate your account in the top right menu. 

Account

You can see the overview of your account, update your account email or password, generate an API key, purchase SMS credits, set data retention limits or delete your account.

Billing

View and download invoices, update credit card information or billing address. 

Integrations

View your own integrated calendar accounts and other services. 

Team Management

Invite colleagues to join your paid account.

Product Updates

Follow along as new features are added to the app.

Logout

Logout of your YouCanBook.me account.

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Account Basics - Invite your team to join your account 

From the Team Management page, you can send email invitations to your team to join your account. 

Inviting existing YouCanBook.me users

If your team member already has a YouCanBook.me account, the email will come with the subject line "[account email] has requested control over your YouCanBook.me account." 

When the team member accepts this invitation, they will no longer be able to access any booking pages on their existing account, and their account will revert from Account Owner to Account Contributor. Any existing booking pages on their account will be automatically moved into the main account. 

You can later adjust their role from Contributor to Administrator to give them access to their booking pages. 

Inviting new YouCanBook.me users

If your team member does not have an existing YouCanBook.me account, the email will come with the subject line "You’ve been invited to join YouCanBook.me." Each team member will click  Accept Invitation from the email, and follow the prompts to create a Contributor account. 

You can later adjust their role from Contributor to Administrator to give them access to all booking pages in the main account.

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Account Basics - Add or remove team members

On the Team Management page you can add or remove team members. Click Invite team members to add additional team members, and click the x next to their name to remove a team member. 

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Account Basics- Adjusting team member roles on your account

Administrator

The Administrator has access to everything but the billing information in the YouCanBook.me account. An Administrator can view all of the booking pages on the YouCanBook.me account, create their own folder views, and create new booking pages. 

Editor

An Editor contributes their calendar and other integrations to the entire team account. In addition, the Editor has limited access to booking pages on the team account, assigned to them by the Account Owner. An Editor can make changes to only the booking pages they have access to, and the bookings associated with those pages. An Editor cannot delete, copy or create new booking pages. 

Contributor

A Contributor only has access to their own integrations. They can view, add, or remove their own calendar accounts integrated with YouCanBook.me, and add a Zoom account credentials that can be shared with the Account Owner and Administrator. 

All team members are initially invited as Contributors. The Account Owner is able to modify any team members role from Contributor to Editor or Administrator. On the Team Management page, select the correct role for each team member from the dropdown box. 

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Setting up booking pages - Booking page overview

You can create as many booking pages as you need on your account. You may decide to create:

  • A separate booking page for each team member so they can have an personalized booking link (ie. mia-martin.youcanbook.me)
  • A team booking page for multiple people to receive bookings directly on their calendar, ie (customer-success.youcanbook.me)
  • A booking page that considers mutual availability across multiple team members (brian-and-mia-.youcanbook.me)

The rest of this document will walk you through setting up a team booking page but you can find more documentation on setting up individual booking pages here, or a mutual availability page here

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Setting up booking page - Create a booking page

On your account dashboard, click Create a new booking page to create a booking page. You can also click the menu next to Edit Settings on an existing page and select Duplicate. Duplicating an existing booking page will copy all of the settings of the existing page into a new URL. 

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Setting up booking pages - Add Logo & colors

On the General settings you can:

1 - Add a company logo to quickly identify your booking page. Once an image is uploaded it cannot be removed from your account, but it can be overwritten by uploading a new image with the same file name (ie, photo.jpg). Hover over an image to replace it, click Remove to delete it.

Tip:  Images will be cropped in a circle, and square or rectangle images work best.  Best practices for uploading an image

2 - Edit your  booking page title to reflect the purpose of this booking page

3 - Customize the booking page link that you'll share with bookers - it must be a minimum of 3 characters, and can only include letters, numbers and dashes.

4 - In the  Booking page Intro box, you can include up to 220 characters for your bookers to see - anything that is pertinent to them booking should be included in this field.

Under Styles & Appearance you can select a custom HEX color to match your brand. The format of the color selected should be #XXXXXX. You can also use the dropdown color selector. 

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Setting up booking pages - Link to team member calendars & Zoom accounts

Under Calendar & Teams, turn on Teams. This will allow you to create a booking page for multiple team members to receive bookings. 

You'll be prompted to create a notification to team members that you can edit later. If you decline this, you can also create a notification to team members manually in the Notifications section. 

The booking page will be created with an initial team member - click the pencil to edit this team member, or the trash can icon to delete them. Click Add team member to add additional team members to the booking page. 

For each team member you add to the booking page:

  1. Add an image if desired [you can refer to this later using the shorthand code {TEAM-IMAGE}]
  2. Enter their name for bookings [you can refer to this later using the shorthand code {TEAM-NAME}]
  3. The email address where they will receive notifications about bookings [you can refer to this later using the shorthand code {TEAM-EMAIL}]
  4. The integrated calendar that YouCanBook.me should check for conflicts and where new bookings will be added. Each team member should be linked to their own unique calendar.
  5. Select their integrated Zoom account if they want Zoom links generated for each booking [you can refer to this later using the shorthand code {ZOOM}]
  6. Enter a description that will appear on the Team member selection page [you can refer to this later using the shorthand code {TEAM-DESCRIPTION}]

Once you have all your team members added, you'll also want select how you want team members booked.

Include no preference

Select this to allow your clients to either select the team member they want to work with, OR to view all of your team members availability on the same booking page. Team members available at the same time will be assigned bookings at random until everyone has received a booking in that time slot.

Assume no preference

Select this to prevent your clients from selecting a team member. They will go straight to seeing all of the team members availability combined into a single view. Team members available at the same time will be assigned bookings at random until everyone has received a booking in that time slot. 

Team page Intro text

If you select "Include no preference" This text will be the first thing your clients see when they open your booking page, even before the booking page intro text you've configured on the General settings.

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Setting up booking pages - Check your timezone & language settings

  1. The timezone of the booking page will be anchored to the first team member listed under Calendar & teams. This will be the time zone that bookings are added to each team members calendar. If team members are spread across time zones, you'll need to account for this by using Custom Availability. 
  2. By default YouCanBook.me will automatically detect the booker timezone, based on their IP address. If all of your bookers will be in the same timezone as you, you can uncheck this setting. Otherwise keep it checked so the booking page will show your team's availability relative to your clients' location.
  3. You can set the language and date format of the booking page by unchecking "automatically detect visitor language" and selecting the correct language from the dropdown. 
Tip: For English with a 24 hour clock, select English (United Kingdom). Other tips on translating your booking page can be found here

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Setting up booking pages - Configure the availability for your team

There are two ways to set your team's availability for bookings in YouCanBook.me.

Repeating Availability

This setup is recommended all of your team members are in the same time zone, they manage their other appointments directly in their calendar, and they want to fill the free time in their calendar with bookings from clients: 

Under Times & availability > Availability, select "Repeating Availability" and set your team's general working hours each day. YouCanBook.me will scan each team members linked calendar during these hours for any free time on their calendar. Any time between these working hours without existing conflicts will be displayed for booking to clients. Team members can block times from being booked by adding busy events to their calendar.  

Tip: The preview window will display the combined availability of all team members. Open the live booking page to see availability for a specific team member. 

Custom Availability

This setup is recommended if you have team members in different time zones, or team members want to limit the times offered for booking: 

Under Times & Availability > Availability, select "Custom Availability" and set the widest range of working hours you might possibly take a booking. For teams in various time zones set these working hours as 12am-12am. Set a keyphrase you will use to identify times you're available for booking.

Each team member will use that key phrase on their linked calendar and designate the blocks of time when they want to take bookings. Only where we find events that are between the designated working hours and:

a) titled with the selected keyphrase 

b) on the team members linked calendar 

c) that are set to "Free" 

will be displayed for booking on YouCanBook.me. Each team member can set a few or many booking blocks as they'd like, and can add or remove blocks to control their availability.

Tip: A team member can use different key phrases on their calendar for different booking pages using Custom Availability. 

Video: Setting up Availability for your team

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Setting up booking pages - Set your meeting duration 

Under Times & availability > Duration & Display, you'll configure the length of your bookings. 

First, select your grid display:

This will be the increments of time in which we display your available bookings. The smaller the increment, the more flexibility you can have on potential start times for your appointments. 

Tip: To offer bookings at the top and bottom of the hour, set a 30 minute grid display.
Second, decide how your team wants to be booked:
  • A fixed booking duration with offer booking slots of all the same length
  • A flexible booking duration allows the client to decide how long the meeting will be
  • Alternatively you can choose to use Appointment types, where you set the fixed length of specific services you offer.

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Setting up booking pages - Advanced meeting options

There are other settings on the Times & Availability > Duration & display section you may want to enable, depending on your team's use case for a scheduling tool.

1 - Padding

Padding adds buffer time between bookings received by your team, and between events already on their calendar. Padding can be added in any increment based on your grid display. To get a smaller amount of padding, decrease your Grid display setting.

2 - Multiple bookings per slot

This setting allows your team members to accept multiple bookings in a single time slot. The number set here will apply to all time slots on the booking page. It will also allow team members to be booked on top of busy events in your calendar, unless they indicate to YouCanBook.me to completely block out those slots

It is not possible to have variable units per slot on a single booking page without using a manual workaround

Tip: If this setting is greater than 1, a question will be added to your booking form "How many do you need?" which will allow thebooker to select how many slots they want to book. The label on this question can be edited to fit your use case, but if you want each booker to only take one slot, simply remove this question from your booking form.
3 - Minimum booking notice

This prevents people from booking last minute. The standard setting is 2 hours, but you can reduce or increase this setting. It will affect the availability displayed - no booking times will be displayed  within the minimum booking notice window. 

4 - Maximum booking notice

This prevents people from booking too far in advance. The standard setting is 365 days, but you can reduce it to restrict how far in advance someone can make a booking. This is a rolling setting to the hour and will affect the availability displayed, as we will not show any booking times  beyond this maximum booking notice window. 

Tip: If you are using a fixed end date on your booking page, make sure your maximum booking window encompasses that end date to avoid any availability display issues. 
5 - Week Starts

This controls the day of the week your booking page starts. If you set it to Today, it will always display future availability, dropping days in the past that cannot be booked as the week progresses. If you set it to Monday, the booking page will display past available days until the next week starts. 

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Setting up booking pages - Add questions to your booking form

Under Booking form > Questions, you will see questions the client will answer after selecting a booking time, before securing the time slot. This is a good time for you to collect any information you need from them before you meet.

Standard questions on the booking form are First name, Last name and Email. The name of the Team Member that they've booked and the Team member description field will also appear on this page. You can add, delete and rearrange questions as needed. Each question is assigned a shorthand code which can be used to customize your confirmation emails and SMS to your booker. 

Tip: If you delete the Email question, we will not be able to send any confirmation emails to your booker. If you want to send SMS to your booker, you need to add a question type "Phone number" to the booking form, and check the "Mobile phone" box. 

To add a question to the booking form, click Add question, then select the Question Type, customize the Label of the question, assign it a shorthand code and decide if it will be required to complete the booking. 

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Setting up booking pages - Customize the After Booking confirmation page

After booking you can set either a static confirmation message that will be displayed on the screen, or you can redirect your booker back to your website or to another URL.

Customize the static confirmation message for each client using the shorthand codes from your booking form by clicking the { } in the toolbar. Stylize the text (bold, italic, hyperlinks) as well. 

Tip: Redirecting users to another URL is great for tracking purposes and Google Analytics.

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Emails & SMS - Notifications overview

All of the notifications that trigger after a booking are housed under Notifications > Actions. You can edit the standard notifications, or create your own. Paid accounts can have an unlimited number of notifications set up on a booking page. 

Notifications are separated into 5 separate triggers:

After new booking made

Notifications created in this section will send to you and your booker as soon as they've confirmed the booking. 

If booking rescheduled

Notifications created in this section will either trigger to you or your booker, depending on who triggers the reschedule.

If booking cancelled

Notifications created in this section will either trigger to you or your booker, depending on who triggers the cancellation.

Reminders before the booking

Notifications created in this section will send to you and your booker before the start of the meeting.

After Appointment ends

Notifications created in this section will send after the scheduled end time of the appointment.

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Emails & SMS - Send the confirmation email to booker from team member

You may decide to configure the email notifications to send to clients from the team member that was booked. To do that, navigate to Notifications > Actions > After new booking made. You can edit the Confirmation email to booker by clicking on it. 

Edit the From email address, and use the shorthand codes {TEAM-NAME} to display the team members name, and {TEAM-EMAIL} to display the team member booked. With this change, the email will send to the booker from the team member who received the booking. 

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Emails & SMS - Customize the confirmation email to booker

You will also customize the content of the confirmation email. 

Email name

This is for you to identify the email in your Actions section. The booker will not see this.

When will this email be triggered? 

You can delay the sending of this confirmation email by setting how many minutes after booking the email is sent.

From email address

You can change the email address sending the email to your booker.  As seen earlier, send the email from {TEAM-EMAIL} to send the email from the team member that received the booking. 

To email address(es)

You can send the email to multiple people by selecting  Custom Emails from the dropdown, and entering multiple email addresses separated by a comma. Everyone receiving the email will see all recipients, so you may choose to create separate notifications if you don't want the emails exposed. 

Email subject line 

Customize this subject line so the email will stand out to your booker.

Formatting toolbar

Use the toolbar to add bold or italic text, insert an image, a link, or reference any of the shorthand codes related to the booking.

Email content

Edit the body of the email to include more information of the appointment, including where or how you will meet. Use conditional statements to display certain information based on selections your booker made in the booking.

Tip: If you're using the Zoom integration, add the shorthand code {ZOOM} to the body of the email. This will generate a unique link from the Zoom account of the team member booked. 

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Emails & SMS - Set up reminder emails before the booking

Reminders before a booking are a great way to reduce no shows. You can send multiple reminders before the appointment weeks, days or hours before the appointment. 

Under Notifications > Actions, navigate to  Reminders before the booking. There is a default reminder scheduled to send one hour before the start of the booking. You can edit that default email by clicking on it. Click the + to create additional reminders.

The formatting of this email is the same as the confirmation email

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Email & SMS - Add additional notifications to your booking page

At any point, you can add additional notifications to your team member or your booker. Click the trigger where you'd like to add a new notification and then click the + to add a new notification.

Recommended additional notifications: 
  • If booking Rescheduled > By booker - add a notification to your booker confirming the rescheduled appointment
  • If booking Cancelled > By booker - add a notification to your booker confirming their cancelled appointment
  • Reminder before the booking - add an notification to the team member that the meeting is about to start using the shorthand code {TEAM-EMAIL}

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Emails & SMS - Send SMS to booker

SMS are another way to communicate with your booker. Follow these two steps:

  • Purchase SMS credits on your account
  • Add the question type Phone Number to your booking form questions, checking the box "mobile phone." This field will validate that the number entered is a valid mobile number to receive SMS. 

Once these two steps have been completed, you can add an SMS notification to your booker at any point under Notifications > Actions. 

Tip: You can also send an SMS reminder to the team member booked using this workaround.

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Emails & SMS - Advanced data options

In the Notifications > Actions section of your booking page, you can also send booking data from YouCanBook.me into other systems using a webhook, or using Zapier

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Customize the calendar event - Configure how the booking appears in your team members calendar

The calendar event is what we add automatically to your team members' calendar when they receive a new booking. You can customize everything about that event under Notifications > Calendar Events.

1 - Calendar event title

This is the main title of the event on the booked calendar. This is also how the booking will appear in your Bookings dashboard.  You can use shorthand codes from your booking form to pull in the name of your booker or other details. 

2 - 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 the booking is being automatically added to their calendar. Text cannot be formatted bold/italic, as most calendars will strip the 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 added to the booking form.  You can also add Zoom links, Dial in information, or any other details you want your booker to have.

Tip: 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. It will be generated from your team members Zoom account.
  • To add cancellation links, use the shorthand code {CANCEL-LINK}.
  • To add reschedule links, use the shorthand code {RESCHEDULE-LINK}.
3 - Event location

This setting allows you to tells the calendar what location to display on the new event. If all your events happen in the same office, click Set Location and enter the physical address in this box. Use any format that works well in the search box on maps.google.com. Select Zoom as the location to add your team members unique Zoom link for this event. 

Tip: If the location of the meeting depends on information your booker enters on the booking form, you can put the shorthand code of that question in the location box, and that selection will pull through to the calendar event
4 - Invite participants to your calendar event

This feature will automatically add the event to your bookers calendar associated with the email address they've provided. It will generate a calendar invitation email from your team members' calendar account, in addition to any YouCanBook.me confirmation emails you've scheduled to send. You can manage which emails to send to the booker. 

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Customize the calendar event - Control how the booking is added to your client's calendar

With the feature Invite participants to your calendar event toggled on, a calendar invite will be sent from your calendar account to the email address your booker entered on the booking form. In addition, they will see the calendar event in their calendar the same way it appears in yours. 

If you would like to turn this off, toggle off Invite participants to your calendar event, and click  Booker Calendar event to customize their calendar event that they will manually add to their own calendar after booking

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f you have Zoom integrated, select Zoom as your Event location. This will add the uniquely generated Zoom link to your calendar event and to your bookers. 

Tip: To share a static meeting link from an alternative video conferencing tool, click Set Location and enter your link. The same link will appear in the event location on your calendar for all your bookings. 

To start the video meeting simply click on the link from your calendar. Make sure you're logged into the same Zoom account that you've integrated with YouCanBook.me to be recognized as the meeting host. 

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Share the booking page - Access & Bookmark your booking page

Your booking link is the URL you'll share with your clients so they can make bookings with your team. There are several places in your account to access your booking link and make sure it is live to take bookings.

From your Dashboard click on the link below your booking page title. Make sure the page is toggled to Online. That link will open your booking page in a new tab. 

While editing the booking page, hover over the link at the top of the page to copy your link, or click  Live booking page on the left navigation pane. Bookmark the booking page in your browser for easy access. 

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Share the booking page - Embed your booking page in your website

For a seamless brand experience, embed your booking page directly into your website, or add a Book Now button to your email signature. 

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View & Manage Bookings - View Team Bookings in YouCanBook.me

All bookings made through YouCanBook.me can be viewed directly in the team members linked calendar and in list form on the YouCanBook.me bookings dashboard. Click Bookings from your Dashboard to view all bookings. 

1 - Search Bookings

Use the spyglass to search bookings by the bookers email, the booking REF, or the team member booked.

2 - Filter Bookings

With multiple booking pages you can filter this view by a single booking page

3 - Booking dashboard timezone

Verify that you are viewing the dashboard in the correct timezone for your location

4 - Jump to date

Use Jump to date to view bookings for a specific day

5 - Export bookings

Use the Export button to export bookings to a csv file.

6 - View Details

Click Details on a specific booking to see more information, or to cancel, reschedule, rebook, or mark as no-show. 

Tip: Account Owners can perform all actions on an appointment, Administrators can cancel, reschedule, and mark as no-show.

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View & Manage Bookings - Export bookings to a spreadsheet

Click Export on your bookings dashboard to select a date range of bookings to export into a csv file. 

  1. Filter by - You can select to export bookings based on the date they were created, or based on the start date of the booking.
  2. Between - Make sure your date range falls correctly between your selected filter.
  3. Select which booking pages you want to export booking data from.
  4. Receiving address - you can change the email address that receives the data export.
Tip: This data export cannot be opened in Safari - please use Chrome, Firefox or Microsoft Edge. 

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View & Manage Bookings - Cancel & Reschedule bookings

Each team member can cancel and reschedule bookings using the links in the confirmation emails they receive. They can also cancel a booking by deleting it from their calendar, however this will not trigger any emails to the client about the cancellation. 

As the Account Owner or Administrator on the account, you can cancel or reschedule bookings on your Bookings Dashboard. Taking action on a booking through YouCanBook.me will trigger any notifications you have configured.

1.  Rebook - will create a new appointment for your client using the same details, with the same team member.

2.  Reschedule - will reschedule the appointment to a new date and time. 

If the client booked using "no preference" the rescheduled booking will first check the booked team members availability - if they are no longer available the booking will be reassigned to the first available team member. 

If the client booked with a specific team member, the booking will be rescheduled with that same team member. 

3.  Cancel - will cancel the existing appointment and notify the booker.

4. Mark as no-show - you can mark a booking as no show after the start of the appointment, up until a week after the booking has ended. 

The booker can also cancel or reschedule the booking using the provided links in the confirmation email sent to them after booking. You can restrict how soon before the start of the appointment the booking can be cancelled or rescheduled

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View & Manage Bookings - Edit bookers email or phone number

You can edit the email and phone number fields on a booking, as these are necessary for communicating with the booker. If other edits need to be made, you will need to cancel the appointment and ask the client to rebook ( or rebook on their behalf).

To edit a booking, click the  Details button of the specific booking, and click the pencil on the field you would like to edit.

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View & Manage Bookings - Make appointments for your clients

You can make appointments on your clients behalf by:

  • Visiting your booking link and booking a time for them. On the booking form you will fill in their name email and phone number so all relative reminders go directly to them. 
  • Using the rebook feature on your bookings dashboard, you can book a new appointment for an existing client using the information they initially provided during their previous booking. Unless "Assume no preference" is activated on your booking page, you can rebook them with any team member on the page.

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