Setting up Custom Availability

Custom Availability allows you to manage your availability for bookings directly on your linked calendar - without having to login to YouCanBook.me every time you want to modify availability on a specific day.

For flexibility, juggling changing schedules, or limiting availability, Custom Availability is the right option for you. 

Follow this guide and learn how to set Custom Availability up on your booking page, and see how you can use it to manage your availability from week to week. 

Prefer video? Check out this walkthrough.

In this guide:

Part 1: Setting up Custom Availability
1. Set your working hours
2. Choose a title for your events
3. Create events in your linked calendar

Part 2: Managing your availability
Add a one-off booking time
Add multiple breaks to your day
Remove a day or time from booking

Setting up Custom Availability

1

 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 directly on your booking page, under Times & Availability > Availability. Select Custom Availability and designate your working hours.

Set the widest range of range of times that you may possible offer a time slot for booking. 

Be sure to check every day that you may offer a time slot of booking - even if you plan to only offer occasional availability on that day. 

👥 Creating a booking page for your distributed team?

Make sure the set working hours is wide enough to cover all team members' available times. We recommend setting an availability range of  12:00am to 12:00am to cover all timezones.

Example: Tim is setting his working hours as 8:00am to 8:00pm Monday - Saturday. YouCanBook.me will check his calendar on these days between these hours for availability. He will never be booked before 8:00am, or after 8:00pm, or on a Sunday. 

2

 Choose a title for your events

The second step is to select a key phrase that you will use on your linked calendar to indicate to 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. 

Below where you've set your working hours, enter your unique key phrase in the field Choose a title for your events.

Once you set a phrase, your booking page will say "No Availability" but don't panic, we will populate availability in the third step. 

💡 I have multiple booking pages, can they each have their own Custom Availability phrase?

Yes, if you have different availability for different kinds of booking, you can use Custom Availability with different unique key phrases on different booking pages.

Example: Your Sales booking page may use the keyphrase "sales calls" and your Onboarding booking page may use the key phrase "onboarding calls." 

3

 Create events in your linked calendar

The last step is to now populate availability on the calendar you have linked to YouCanBook.me. You'll do this directly on the calendar, not in YouCanBook.me. 

Open a new browser tab, and navigate to the Google or Outlook calendar you've linked to your booking page.

Google Calendar

Create a new Event on your calendar for the day and time you want to be available for booking. You must create an Event, not a Task or Appointment Schedule.

  1. The title of the event you create will be your key phrase you've set in YouCanBook.me- this title must match exactly as you've set it in YouCanBook.me. 
  2. The start and end time of the event you create must fall within the working hours you've set in YouCanBook.me. 
  3. The duration of the event you create must align with your set grid display. If you find the event isn't showing, adjust your grid display in YouCanBook.me.
  4. The event you create must be set to "Free" on your linked calendar. Only "Free" events will be picked up by YouCanBook.me.  

Continue adding new events to your Google calendar to populate your availability. Add as many or as few blocks as you want in a day, week or month. Make an event repeating or recurring if you're available at the same time every week. 

Microsoft Outlook

YouCanBook.me checks the cloud-based version of your calendar. For best results, add your Custom Availability events on this version of your calendar to ensure they will be properly displayed in YouCanBook.me.

  1. The title of the event you create will be your key phrase you've set in YouCanBook.me- this title must match exactly as you've set it in YouCanBook.me. 
  2. The start and end time of the event you create must fall within the working hours you've set in YouCanBook.me. 
  3. The duration of the event you create must align with your set grid display. If you find the event isn't showing, adjust your grid display in YouCanBook.me.
  4. The event you create must be set to Show as Free on your linked calendar. Only "Free" events will be picked up by YouCanBook.me. 

Continue adding new events to your Outlook calendar to populate your availability. Add as many or as few blocks as you want in a day, week or month. Make an event repeating if you're available at the same time every week. 

Refresh the preview

Changes you make to your availability on your calendar will be updated instantaneously in YouCanBook.me. To see your availability, click Refresh the preview below where you've added your key phrase, and watch the preview pick up your available times. 

Manage your Availability

Add a one-off slot to your schedule

Now that you've setup Custom Availability, you can easily add in booking slots to your booking page by adding new events to your calendar.

Example: Offer bookings one Saturday a month. 

First, In your YouCanBook.me settings under Times & Availability > Availability, make sure Saturday is checked as available for bookings.

On the Saturday you want to offer availability, create a new event, titled with your key phrase and set it to Free. Only that specific Saturday will appear for bookings on your booking page. 

Add multiple breaks to your day

Want to break up your day and build in multiple breaks so you're not booked back to back? Use Custom Availability to build the custom schedule you need to stay productive.

Example: Build in 30 minute breaks between 1 hour calls. 

In your YouCanBook.me settings under Times & Availability > Duration & Display, make sure your grid display is set to 30 minutes, with 1 hour booking duration for your calls. 

On your calendar, add 1 hour blocks of availability throughout your day, spaced out by 30 minute breaks. Your booking page will populate with 1 hour slots for booking, with build in 30 minutes of break time. 

Remove a day or time from booking

With Custom Availability you don't need to modify your availability to take time off. Instead simply delete the Custom Availability events from your calendar and that time will be removed from booking.

Example: Taking a spontaneous Friday off work.

On your linked calendar, delete any Custom Availability event on the Friday you want to become unavailable. 

In YouCanBook.me or on your live booking, refresh to see the availability disappear.

FAQ about Custom Availability

When I receive a new booking, does it delete my Custom Availability event?

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. 

How do busy events like internal meetings or invitations affect my Custom Availability?

Any busy event on your calendar during a Custom Availability event will block that time slot from being booked through YouCanBook.me. 

Can I just add one long block to my calendar?

Yes you can! YouCanBook.me will divide the long block into equal increments according to the grid display you've set. For example of you have a grid display of 1 hour, it will break your 8-hour long event into 8 bookable slots. 

I've followed all the steps and my events don't show on my booking page, can you help?

Yes we can! This troubleshooting guide resolves over 98% of issues our customers face when setting up Custom Availability.

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