How to take bookings on a hybrid schedule

This year may look different than most for the majority of the workforce. A hybrid schedule of working remotely and in-person can make you wonder how you'll keep your meetings organized, and how you'll clearly communicate where the meeting will take place.

Follow this guide for two solutions on managing a hybrid work schedule.

In this article:

Solution 1: Create separate booking pages for in-person & virtual appointments
Solution 2: Use Conditional statements in your confirmation emails
Note about Microsoft Outlook "Working Elsewhere" status

Solution 1: Create separate booking pages for in-person & virtual appointments

In this solution you will create two booking pages, one for each type of appointment. If you already have an existing booking page, simply modify it for in-person bookings, and then duplicate it. Alternatively, you can create a new booking page on your dashboard. 

The following steps can be followed whether your existing booking page is a team booking page, or a booking page for an individual.

  • Under General settings, edit the Booking page title to reflect in-person appointments. Your Booking page intro can be modified to display the days you are working in-person. 

  • Under Times & Availability, set the days and hours you will be offering in-person appointments.

If you anticipate that your schedule on which days you're offering in-person appointments may change, select Custom Availability on this page.

We also recommend using Custom Availability on a  team booking page , as each team members availability for in-person appointments may be different. 

Watch this guide on using Custom Availability to manage your hybrid work schedule.
  • Navigate to Notifications > Actions and include the location of your in-person appointments in your Confirmation and Reminder emails to booker. 
    • On a team booking page, add the office address under each team member under Calendar & Teams in the Team Description box, and then reference this location in the confirmation emails using the shorthand code {TEAM-DESCRIPTION}.

  • Navigate to Notifications > Calendar Events, and include the location of your in-person meetings on the Calendar Event that is added to your calendar and your bookers. Under Event Location, select Set an address or place, and enter the address in the field below.
    • On a team booking page, add the office address under each team member under Calendar & Teams in the Team Description box, and then reference this location in the calendar event using the shorthand code {TEAM-DESCRIPTION}.

Once the page modifications are complete, Duplicate the booking page on your dashboard. On the duplicated booking page, click Edit settings. 

Make the same modifications to this duplicated booking page, now reflecting your Virtual appointments. 

  • Under General settings, edit the Booking page title to reflect virtual bookings. Edit the Booking page link that you'll share for your virtual appointments. Your Booking page intro can be modified to display the days you are working remotely. 

  • Under Times & Availability, set the days and hours you will be offering virtual appointments.

If you anticipate that your schedule on which days you're offering virtual appointments may change, select Custom Availability on this page.

We also recommend using Custom Availability on a  team booking page , as each team members availability for virtual appointments may be different.

Watch this guide on using Custom Availability with a hybrid work schedule. 
  • Navigate to Notifications > Actions and include the meeting link for your virtual meetings in your Confirmation and Reminder emails to booker. 
    • If your Zoom account is integrated with YouCanBook.me, use {ZOOM} to generate a unique zoom link for each booking. 
    • On a team booking page, remember to set the Zoom account for each team member under Calendar & teams.
    • If you are integrated with Google calendar for bookings, use {GOOGLEMEET} to generate a unique Google Meet link for each booking. 
    • You can also share a static meeting link in your emails. Here's how to share static meeting links on a team booking page. 

  • Navigate to Notifications > Calendar Events, and include the meeting link for your virtual meetings on the Calendar Event that is added to your calendar and your bookers. 
    • Under Event Location, select Zoom to add the zoom link. Or, in the Calendar event description, use {ZOOM-LINK}.
    • Under Event Location, select Google Meet to add the Google Meet link. Or, in the Calendar event description, use {GOOGLEMEET-LINK}.
    • Under Event Location, select Set an address or place, and add your static meeting link.

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Solution 2: Use Conditional statements in your confirmation emails

If you want to maintain the use of one booking page for all of your appointments, you can employ Conditional Statements in your confirmation emails to provide further information about how you will meet based on the day that is booked.

This solution works if your hybrid schedule is consistent from week to week. We do not recommend this solution on team booking pages. 

  • Recommended - under General Settings in your Booking page intro, inform your bookers on which days you are taking in-person appointments, and on which days the appointments are virtual only.

  • Navigate to Notifications > Actions. In the confirmation and reminder emails add your conditional statements based on the day booked. You will need to create a conditional statement for each day you're available for booking. 

The format is:

{IF}{START-DAY}{EQUALS}Monday{THEN}I'm working remotely. Please join me by video conference on this Zoom link: {ZOOM} {ENDIF}

You will create a separate statement following that format above for each day you're available for booking. The text between the {THEN} and {ENDIF} is the text you want to display in the email based on the day of the week booked. 

Copy and paste your created conditional statements to:

  • Notifications > Actions > Reminders before the booking > Reminder email to the booker
  • Notifications > Calendar Events > body of the Calendar event Description
  • Booking form > After booking > On the confirmation page that displays on screen after booking.

  • Recommended - make a test booking on your page to make sure the conditional statements are displaying the information you'd like.

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Note about Microsoft Outlook "Working Elsewhere" status

The way Outlook reports "Working Elsewhere" status to YouCanBook.me is as a busy event and this will block your availability in YouCanBook.me. Please keep this in mind when troubleshooting why some days/times are not available on your booking page. 

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