Set up a booking page for 1:1 sessions with students

Follow these steps to set up your teacher booking page to be ready to book 1-on-1 sessions with your students in no time.

This feature is available on All plans.

Connect your calendar & other accounts

Link your Google or Outlook account to YouCanBookMe. This is the calendar that YouCanBookMe will check for existing conflicts to make sure you're not double booked. When you receive new bookings from students, they will also be added to this calendar. 

On your Integrations page, click + Add another calendar account and select the calendar provider you will use. Enter your credentials and you will be set.

Generate unique meeting links

Setup your booking link and logo

Click on Dashboard and then either click + to create a new booking page or click Edit Settings on your existing booking page. 

From the left navigation menu, select What. In this section you can:

1. Upload a headshot or a school logo
2. Set the title for your booking page
3. Add the location to your event. 
4. Customize the booking page link (this is the URL you'll share with students)
5. Set up to 220 characters in the booking page intro to give your students the information they need to book a time with you

Move down to the What section. Make sure we are looking at the correct calendar on your account. Click edit if it is not correct and select the correct calendar from the list. 

You can have YouCanBookMe check more than one calendar in your account for busy events, but doing so will increase your subscription price. 

Set your availability

Move down to When. Here you will select the days you want to take bookings. Select Repeating availability, and then select the days you're open for 1-on-1 sessions. For each day set your start and end times.

Set the duration for your meetings and allow your students to select how much time they need using "booker can choose duration."

Any busy event already on your linked calendar during these set days and times will result in that time being unavailable for bookings.

Set your session duration & other meeting settings

Next, move to Additional options - Availability rules

1. Start time of each booking indicates the frequency shown to your bookers
2. Add padding between your appointments - the increments of padding available will be based on your set grid display.
3. Allow multiple students to book into the same time slot if you are taking group bookings. This will also allow bookings on top of busy events in your calendar, so check out this article on how to work with this feature.
4. Limit bookings - This will limit the number of bookings you want to receive in a day. Once the limit is reached, no more bookings will be accepted even if you are still available.
5. Fixed start and end date - This setting will control the start date for your availability and when to stop providing it.
6. Custom booking notice - Set a minimum booking notice so your students can't book too short notice before the start of the meeting - this will affect the availability displayed on your booking page. Here, you will also find how to set a maximum booking notice so your students can't book too far in advance - this will prevent availability from being displayed beyond this time. 

Finally, move down to Additional options - Language & timezones

Ensure YouCanBookMe is detecting the correct timezone from your linked calendar.

If all of your students are in the same timezone as you, uncheck the feature to "automatically detect bookers timezone." All bookings will occur in the timezone of your linked calendar.

Add questions to Booking Form

Another section in the left navigation menu is Booking Form. Here you will add questions to your booking form - anything you need to know from your student before you meet with them. You can add multiple-choice questions or longer freeform answers.

Further reading: Setting up your booking form

Customize your Confirmation page

The After Booking page is a confirmation page that will be displayed to your students once they've booked a time with you. Anything in a curly bracket is called a shorthand code and pulls data they've entered into the booking form to personalize your communications.

Use the toolbar to make the text bold, and italic, add a clickable link, or insert a shorthand code. 

Edit the confirmation & reminder emails

Move down to Notifications on the left navigation menu. The middle section contains all of the emails that will be sent to you and your students after they've booked with you. Each of them can be customized, including links to any class web pages or homework they need to download. 

In the first section, After new booking made, edit the Confirmation email to booker.

1. Set how many minutes after the booking will this email send to your student
2. Edit your email name and from if needed
3. Edit the To field 
4. Edit the Email subject line of the email so it stands out in their inbox
5. Use the toolbar in the Email content section to stylize text, or add shorthand codes or images to further customize this email.
6. Edit the Email content - include providing your static Zoom link, or if you've integrated Zoom with YouCanBookMe use the shorthand code {ZOOM} to display the unique Zoom link for their booking.

We also recommend editing the reminder email before the appointment, as this can help reduce no-shows. Make sure to include the same meeting information, including the {ZOOM} shorthand code if you're using our Zoom integration. You can also add additional reminders 1 hour, 15 minutes up to 1 minute before their appointment is set to start!

Customize the calendar event

The next section you'll want to edit is Calendar Events, in the Notifications section of the left navigation menu. This is how the event will appear on your calendar once you are booked. 

1. Edit Your calendar event title so it is clearer who you are meeting with. 
2. Include any additional information in Your calendar event description, including the shorthand code {ZOOM-LINK} if you have Zoom integrated.
3. Use the checkbox to Include cancel & reschedule links in calendar events
4. Toggle on Invite participants to your calendar event to automatically add the booking to your student's calendar. 

Make a test booking

That's it! You've set up your booking page to begin taking bookings. Make sure on the top right menu your booking page is set online. Then click the View page button to test how your students will see your page. Make a test booking and see how the process will be for them, and how the booking will appear on your own calendar. 

For further questions, contact our team at support@youcanbook.me.

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