This feature is available on Individual, Professional and Teams plans.
Bookings on your YouCanBook.me pages are automatically added to your own calendar so you can keep track of your agenda day by day.
In your booking page settings, you have a number of options to get the booking onto your client's calendar too.
In this article:
- Invite Participants to your calendar event
- What's Google Quota Temp?
- Adding a Different Event For Bookers
- Using Add To Calendar buttons
Invite Participants to your calendar event
When you invite your client as a participant on the booking, the same event that is added to your calendar will also be automatically added to the calendar associated with the email they use on your booking page. Your client will also receive a calendar invitation email generated by your calendar provider.
Navigate to the Calendar events.
This is how bookings will appear when they are added to your calendar. Toggle Invite participants to your event to On to automatically add the booking to your client's calendar.
Customize this calendar event as this is how it will appear on both your calendar and your clients, and will be the body of the calendar invitation email they will receive.
You can add other email addresses so other people can also receive the event in their calendars at the time of booking.
If you add participants to your calendar event manually after the event was created by YouCanBook.me, the event will be added to that person's calendar. However if you reschedule or cancel the booking through YouCanBook.me, the event will not change on their calendars. Only participants added through YouCanBook.me will have the event automatically move
In some cases, a booker's calendar settings will prevent YouCanBook.me from adding the event to the calendar automatically. For this reason, we recommend also including the 'add to calendar' buttons to your emails so bookers can add the event manually if it hasn't been added automatically.
Dealing with Google Quota Temp
Google sets limits on the number of times within 24 hours that your calendar can be accessed. This can happen if there are a high volume of bookings happening on your calendar and the "invite participants" feature is turned on.
With this feature on, we will try to add that event to all of the calendars on the booking form via your calendar (they are added as invites on your calendar event). If this happens too often - Google prevents further access until the period has ended.
If you are expecting a high volume of bookings in a short period of time, turn off the Participants feature, and instead set up the Add to Calendar buttons in your emails which will allow the booker to download and add the event to their own calendars and won't cause the same issue.
Different calendar event for bookers
If you don't want the booker to see the same calendar event as you, you can turn Participants off. Turning this off means the event will not be automatically added to the bookers calendar, but they will need to use the Add to Calendar buttons in the confirmation email to add the event to their calendar.
To edit the booker calendar event, Toggle Invite participants to your event to Off, and then click on Booker calendar event. Edit this event title, description and location for your booker to manually add to their calendar.
Using Add To Calendar buttons
You can add the following shorthand codes to your After booking confirmation page and to your confirmation emails:
{ADD-TO-GOOGLE} {ADD-TO-MSLIVE} {ADD-TO-ICS}
This will add Add to Calendar buttons that your client can use to download the Booker Calendar Event to their calendar.
You can translate these buttons into your target language too.
For further questions, contact our team at support@youcanbook.me.
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