Set up an individual booking page for a team member

An individual booking page for a team member allows each team member to offer a personalized booking link to share with clients. 

There are several ways you can configure the booking pages on your account for your team. Based on your use case, you may create several of each booking page type. 

This feature is available on the Teams plan.

This article will walk you through setting up an individual booking page.

In this article:

• Create a new booking page
• Personalize the page
• Link to team member's Zoom account (optional)
• Configure Timezone & Language settings
• Set team member's availability
• Advanced meeting options
• Customize notifications to team member & booker

Create a new booking page

Both the Account Owner and any Administrator on the account can create a new booking page.

On your account dashboard, click  Create booking page.

 

In the pop-up modal, select Individual, and click next

then select which of your contributors this booking page is for. If you don't see their email listed, click Invite team members to prompt them to join your account and share their calendars. Click Next Step

 

Add the meeting duration and preferred availability in this modal and click Next step

Last, you will add the booking page title, select the preferred location, and click Create my booking page

Don't see this pop-up modal on your account? Make sure you've invited your team to join your account. 

 

Personalize the booking page

On the What section, you can personalize the booking page for your team member. That includes:

1. Upload an image of the team member
2. Enter up to 220 characters in the booking page intro box on what your client needs to know before booking a time with your team member.

You can also make edits to the booking page title and Booking page link you originally set for this team member. 

Stylize the text on the booking page intro by using the Markdown toolbar. 

Link to team member's Zoom account

Follow this step if you will be generating unique Zoom links for the team member on this booking page. If not, you can skip this step. 

In the What section, select Zoom in the drop-down on How do you want to meet?

To connect to a team member's integrated Zoom account, in the Who section, turn on Teams.

A new modal will pop-up

An initial team member will be created with the information entered in the previous modal - click the pencil to edit this team member. You'll enter the team member's name and the team member's calendar - this is the calendar YouCanBookMe will check for conflicts, and where new bookings will be added.

Click on Add team member Zoom account. This is the Zoom account that will generate unique Zoom links for each of this team member's bookings and can be referred to later with the shorthand code {ZOOM}. If you don't see your team member's Zoom account in the dropdown, have them log in to their YouCanBookMe account and integrate their Zoom account. 

Enter a Description of the team member (optional) - this is a free field that can include text about the team member, and can be referred to later using the shorthand code {TEAM-DESCRIPTION}.

💡 Note about connecting to team member's Zoom account.

When connecting to your team member's Zoom account, the field will display the  YouCanBookMe account email. To see which Zoom account they've integrated, click on the Manage button next to their name on the Team Management page. 

The last step on the Teams page is to check the option "Booker automatically assigned team member." This will allow the booking page to open directly on the list of available booking times. 

Configure Timezone & Language settings

YouCanBookMe will set the timezone of the team member booking page based on what we've detected from their linked calendar. This will influence what time bookings appear in their linked calendar. 

Under Times & Availability Language & Timezones, verify that the timezone has been detected correctly. If it is not correct for your team member's location, you can ask them to correct this timezone setting in their Google or Outlook account, or you can uncheck Automatically detect time zone from my calendar and manually set the timezone of the booking page. 

By default, YouCanBookMe will automatically detect the booker timezone, based on their IP address. If all of your team members' bookers will be in the same timezone as the team member, you can uncheck this setting. Otherwise, keep it checked so the booking page will show your team's availability relative to the client's location.

You can manually set the language and date format of the booking page by unchecking "automatically detect visitor language" and selecting the correct language from the dropdown. 

For English with a 24-hour clock, select English (United Kingdom). Other tips on translating the booking page can be found here. 

 

Set your team members' availability

There are two ways to set someone' availability for bookings in YouCanBookMe.

This setup is recommended if your team member works standard hours, and wants to fill their calendar with bookings from clients: 

Under Times & availability Availability, select "Repeating Availability" and set their general working hours each day. YouCanBookMe will scan the team members' linked calendars during these hours for any free time on their calendars. Any time between these working hours without existing conflicts will be displayed for booking to clients. Team members can block times from being booked by adding busy events to their calendars.  

This setup is recommended if your team member offers non-standard working hours, has a schedule that varies from week to week, or want to limit the times they offer for booking:

Under Times & availability Availability, select "Custom Availability" and set the widest range of working hours you might possibly take a booking. Set a key phrase you will use to identify times you're available for booking, and then take that key phrase to your linked calendar and designate the blocks of time you want to take bookings. Only where we find blocks of time on your calendar titled with your key phrase that are set to "Free" will be displayed for booking within YouCanBookMe. 

Advanced meeting options

Meeting Duration

The length of the meetings you can offer will be set in the When section. For more flexibility, set a shorted duration.

You can offer a fixed booking duration, where all meetings booked are the same length, or a flexible booking duration, where the client decides how long the meeting they will be based on the team members availability.

Alternatively, you can set up Appointment Types, which allow you to set fixed meeting lengths for specific services offered. 

Additional options - Availability rules in settings

Here you can find more items

• Adding padding between bookings so team members are not booked back to back
• Allowing the team member to take multiple bookings in a time slot
• Setting a minimum and maximum booking notice to prevent clients booking too last minute or too far in advance

Booking form Questions

Add, remove, or reorder questions on the booking form your client will fill out before they secure the appointment. You can add unlimited questions to this form.

Customize notifications to team members & bookers

In the booking page settings under Notifications Actions, you'll find all of the emails and SMS that can be sent to the team member receiving the booking, or to the client. 

Sending an SMS to a team member

To send an SMS to the team member, you'll need to enter their mobile number in the Team Description field and refer to {TEAM-DESCRIPTION} in your SMS setup. 

Click on a notification to edit it, or click the + sign to create an additional notification.

In this confirmation email that is sent to the team members you'll want to decide:

1. When the email will trigger - typically it is best to send it to the team member immediately after the booking is made
2. The sending email address - you can Edit the From name/email to send this email to the team member from any verified email address. 
3. The receiving email address - this will typically be the team members email you've entered on the booking page, but you can select Custom Email to send the notifications to more than one person.
4. The email subject line - make this something that will be easily identifiable for your team member
5. The content of the email - use the Markdown toolbar to stylize the text, include any shorthand codes from your booking form, or upload an image. 

Confirmation email to Booker

In the confirmation email that will be sent to the booker, you'll determine:

1.  When the email will trigger - typically it is best to send it to the team member immediately after the booking is made
2.  The sending email address - Send this from the team member receiving the booking by using the shorthand code {TEAM-EMAIL}
3.  The receiving email address - this will typically be the email address the booker entered, but you can select Custom Email to send the notifications to more than one person.
4.  The email subject line - make this something that will be easily identifiable to the booker
5.  The content of the email - use the Markdown toolbar to stylize the text, include any shorthand codes from your booking form, or upload an image. 

You'll follow the same steps to customize all the emails in the Notifications Action section of the team members' booking page, including the reminder before the booking. 

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

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