Set up an individual booking page for a team member

An individual booking page for a team member allows each team member to offer a personalized booking link to share with clients. 

There are several ways you can configure the booking pages on your account for your team. Based on your use case, you may create several of each booking page type.  

This article will walk you through setting up an individual booking page. Check out these guides to creating a team mutual availability booking page, or a team booking page

In this article:

Invite team members to your account
Create a new booking page
Personalize the page
Link to team members calendar & Zoom account
Configure Timezone & Language settings
Set team members availability
Advanced meeting options
Customize notifications to team member & booker

Invite team members to your account

The Account Owner will invite team members to join the organization's YouCanBook.me account. Through the invitation flow, each team member will share their Google or Outlook calendars directly with the organization's main YouCanBook.me account. Each team member can also share their Zoom credentials to generate unique Zoom links for their bookings.

See this article for step by step directions on how to invite your team.

Create a new booking page

Both the Account Owner or any Administrator on the account can create a new booking page.

On your account dashboard, click  Create a new booking page to create a booking page. You can also click the dropdown 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. 

Personalize the booking page

On the General settings page you can personalize the booking page for your team member. That includes:

1. Upload an image of the team member
2. Name the booking page to be identifiable for bookers and on your dashboard
3. Selecting a unique booking link URL
4. Enter up to 220 characters in the booking page intro box on what your client needs to know before booking a time with your team member.

Stylize the text in the booking page into by using the Markdown toolbar

Under Calendar & Teams, turn on Teams. This step will allow you to connect to your team members linked calendar and Zoom account.

You'll be prompted to create a notification to team members that you can edit later. This will allow you to send notifications to the team member that is receiving the booking. 

The booking page will be created with an initial team member - click the pencil to edit this team member. You'll enter:

1. The team members name (this will be reflected in the booking process, and can be referred to with the shorthand code {TEAM-NAME}
2. The team members email - this is the email where the team member will receive notifications about their bookings, and can be referenced using the shorthand code {TEAM-EMAIL}
3. The team members calendar - this is the calendar YouCanBook.me will check for conflicts, and where new bookings will be added.
4. The team members Zoom account (optional) - this is the Zoom account that will generate unique Zoom links for each of this team members bookings, and can be referred to later with the shorthand code {ZOOM}.
5. A Description of the team member (optional) - this is a free field that can include text about the team member, and can be referred to later using the shorthand code {TEAM-DESCRIPTION}.

The last step on the Calendar & Teams page is to check the box "Assume no preference." This will allow the booker to skip the team member selection page, and get right to the available booking times. 

Configure Timezone & Language settings

YouCanBook.me will set the timezone of the team members booking page based on what we've detected from their linked calendar. This will influence what time bookings appear in their linked calendar. 

Under Times & Availability > Language & Timezones, verify that the timezone has been detected correctly. If it is not correct for your team members location, you can ask them to correct this timezone setting in their Google or Outlook account, or you can uncheck Automatically detect time zone from my calendar and manually set the timezone of the booking page. 

By default YouCanBook.me will automatically detect the booker timezone, based on their IP address. If all of your team members bookers will be in the same timezone as the team member, you can uncheck this setting. Otherwise keep it checked so the booking page will show your team's availability relative to the clients' location.

You can manually set the language and date format of the booking page by unchecking "automatically detect visitor language" and selecting the correct language from the dropdown. 

For English with a 24 hour clock, select English (United Kingdom). Other tips on translating the booking page can be found here

Set your team members availability

There are two ways to set someone' availability for bookings in YouCanBook.me.

This setup is recommended if you team member works standard hours, and wants to fill their calendar with bookings from clients: 

Under Times & availability > Availability, select "Repeating Availability" and set their general working hours each day. YouCanBook.me will scan the 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.  

This setup is recommended if your team member offer non-standard working hours, has a schedule that varies from week to week, or they want to limit the times they offer for booking:

Under Times & availability > Availability, select "Custom Availability" and set the widest range of working hours you might possibly take a booking. Set a keyphrase you will use to identify times you're available for booking, and then take that key phrase to your linked calendar and designate the blocks of time you want to take bookings. Only where we find blocks of time on your calendar titled with your keyphrase that are set to "Free" will be displayed for booking within YouCanBook.me. 

Video tutorial: Setting your team's availability

Advanced meeting options

Meeting Duration

Under Times & availability > Duration & Display, you'll configure the length of your team member's bookings. The length of the meetings you can offer will depending on the grid display set on the booking page. For more flexibility, set a smaller grid display.

You can offer a fixed booking duration, where all meetings booked are the same length, or a flexible booking duration, where the client decides how long the meeting they will be based on the team members availability. Alternatively, you can set up Appointment types, which allows you to set fixed meeting lengths for specific services offered. 

Advanced booking page settings

Other settings on the Duration & Display page include:

Booking form Questions

Add, remove or reorder questions on the booking form your client will fill out before they secure the appointment. You can add unlimited questions to this form.

Customize notifications to team member & booker

In the booking page settings under Notifications > Actions, you'll find all of the emails and SMS that can send to the team member receiving the booking, or to the client. 

To send an SMS to the team member, you'll need to enter their mobile number in the Team Description field, and refer to {TEAM-DESCRIPTION} in your SMS setup. 

Click on a notification to edit it, or click the + sign to create an additional notification.

Confirmation email to Team Member

In this confirmation email that sends to the team member you'll want to decide:

1. When the email will trigger - typically it is best to send it to the team member immediately after the booking is made
2. The sending email address - you can Edit the From name/email to send this email to the team member from any verified email address. 
3. The receiving email address - this will typically be the team members email you've entered on the booking page, but you can select Custom Email to send the notifications to more than one person.
4. The email subject line - make this something that will be easily identifiable for your team member
5. The content of the email - use the Markdown toolbar to stylize the text, include any shorthand codes from your booking form, or upload an image. 

Confirmation email to Booker

On the confirmation email that will send to the booker, you'll determine:

1.  When the email will trigger - typically it is best to send it to the team member immediately after the booking is made
2.  The sending email address - Send this from the team member receiving the booking by using the shorthand code {TEAM-EMAIL}
3.  The receiving email address - this will typically be the email address the booker entered, but you can select Custom Email to send the notifications to more than one person.
4.  The email subject line - make this something that will be easily identifiable to the booker
5.  The content of the email - use the Markdown toolbar to stylize the text, include any shorthand codes from your booking form, or upload an image. 

You'll follow the same steps to customize all the emails in the Notifications > Action section of the team members booking page, including the reminder before the booking.