Setting up Custom Availability
Custom Availability gives you flexibility in the times you offer for booking from week to week, without having to login to YouCanBook.me. Custom availability is a good option for your booking page if you:
- Need to limit or vary the times you offer for bookings from week to week
- Want to add availability one Friday a month
- Have specific times you want to offer for booking
- Need to start earlier than usual just one day this week
- Want to remove a day from booking next month
- Want your team to set their own availability without logging into YouCanBook.me
1. Set your working hours
2. Choose a title for your events
3. Create events in your connected calendar
Set your working hours
The first step is to set boundaries on when YouCanBook.me should look for availability on your calendar. This is done by setting your working hours. Set the widest range of availability that you may want to offer for booking. Select every day if you may want to offer a slot that day, even if it's just once a month. Remember, YouCanBook.me will only display booking times within these set hours.
Tip: If you are creating a booking page for your distributed team across multiple time zones, make sure the set working hours is wide enough to cover all team members' available times. We recommend setting your availability as 12:00am to 12:00am to cover all timezones
Choose a title for your events
The second step is to select a key phrase that you will use on your linked calendar to tell YouCanBook.me you want to display that day and time for booking. Where we find this key phrase on your calendar, we will display the time for booking.
The phrase is case sensitive. Once you set a phrase, your booking page will say "No Availability" because we haven't added any blocks to your linked calendar. That will be completed in step three.
Tip: If you have multiple booking pages, each booking page can carry its own key phrase, helping you further customize the times you offer for booking.
Create events in your connected calendar
In a second browser window, open the calendar YouCanBook.me is checking for availability. You will now start creating availability by adding events to your calendar when you want to be available for bookings.
For YouCanBook.me to show availability on your booking page, you need to add events to your calendar that meet the following criteria:
- The title of the event matches your key phrase set in YouCanBook.me exactly. To reduce a chance for error, click the Copy link above the field where you've set your key phrase.
- The event must be set to "Free" - Events that are set to "busy" will not be seen by YouCanBook.me.
- The start time of the event must align with your selected grid display.
- There cannot be any other busy events on your calendar at the same time as your availability block.
Tip: Make events repeating or recurring if you want to be available at the same time each week.
Continue adding events to your calendar to populate your availability. Add as many or as few blocks as you want in a day, week or month.
When you've set up your availability on your linked calendar, you can come back to YouCanBook.me and refresh your browser window to see the availability populate.
Managing Custom availability
- Taking a vacation? Delete the availability block from your linked calendar, and that time will no longer be available for booking
- Want multiple breaks in a day? Add several Custom Availability blocks to your calendar, with a desired break in between
- Need to add availability for a certain day? Create a new availability block on your linked calendar, following Step 3 again.
- New bookings will appear on top of your Custom Availability block. You can delete the Custom Availability block from your calendar once you've received a booking, but if that booking cancels, the time will not re-open for booking until that block is added back to your linked calendar.
- Any busy events you add during the length of your Custom Availability block will act as a conflict and prevent you from being booked.
- Need help troubleshooting? Start here.