Checking multiple calendars for availability is a good solution if you manage your schedule across different calendars and want to make sure you have no conflicting events, want to make sure a person and a resource are available at the time of booking or want multiple people in the office to be available for the appointment.
This feature is available on the Individual, Professional, and Teams plans.
Watch this video on how to integrate multiple calendars for mutual availability.
- Select calendars to check for conflicts
- Add new bookings to all calendars
- Setting availability
- Sharing video conference links
- Pricing for checking multiple calendars
Select calendars to check for conflicts
When YouCanBookMe checks multiple calendars for availability, only free time across all calendars will be available for booking on the YouCanBookMe side, so your booker will only select a time when all calendars or parties are available to meet.
Note about timezones: When you're checking multiple team members' calendars, the timezone of the booking page will be anchored to the calendar where the booking is created. Ensure the working hours on this booking page work for all team members when they are in different time zones.
1. Go to the "What" section and click on the "Edit" button to choose the calendars that YouCanBookMe should check for availability.
2. Check the box next to the calendars you would like this booking page to check for availability, and deselect any calendars you don't want checked. When all the calendars are correctly selected, click Next.
3. Select which calendar the booking will be added to. This calendar will determine the timezone of the booking page, and will also send the calendar invitation to your booker. The rest of the participants will be added to the calendar event in the following step. When done, click Finish & Save.
Add new bookings to all calendars
1. To add the booking to everyone's calendar, use the Invite Participants feature under Notifications Calendar events.
2. Add the email addresses of the team members who would like to have the booking added to the calendar event. You can also add the email address of any shared resource you would like to book. Remove email addresses by clicking the x next to the email. "All booking form emails" are all of the email addresses entered on your booking form, so your booker will also have this event automatically added to their calendar.
Setting availability
Repeating availability is the recommended setup on this booking page configuration.
1. Navigate to Times & availability Availability, and set the hours your team members can take bookings. Any busy times on any calendars being checked for conflict will block that time from being available for booking.
Sharing Zoom links
On a team account, using the native Zoom integration will mean the Zoom link is generated from the Account Owner's Zoom account.
If the Account Owner is not being booked on this page, it is recommended to use a static Zoom link on mutual availability booking pages.
When using Google Meet, the link will be generated from the Google calendar where the booking is created.
Pricing for checking multiple calendars
The Free YouCanBookMe plan includes checking 1 calendar for availability. Increasing the number of calendars on your subscription will impact your subscription costs.
For further questions, contact our team at support@youcanbook.me.
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