Setting up Calendar Managed Availability

Calendar Managed Availability allows you to manage your availability for bookings directly on your linked calendar - without having to log in to YouCanBookMe every time you want to modify availability on a specific day. For flexibility, juggling changing schedules, or limiting availability, Calendar Managed Availability is the right option for you.

This feature is available on our Professional and Teams plans.

⚠️IMPORTANT: This feature is not currently compatible with the iCloud Calendar Integration.

Watch a quick video demonstration of how to set up Calendar Managed availability. 

In this article:

• How to set up Calendar Managed Availability on your booking page
• How to set up Calendar Managed Availability for a Team 
• How to manage your availability from week to week 
• Frequently Asked Questions (FAQs)

How to set up Calendar Managed Availability on your booking page

1. This setting is on a booking page level. Navigate to the booking page settings where you wish to enable Calendar Managed Availability. 
2. Switch on Calendar Managed Availability to set the hours you are available.
3. Choose a title for your calendar event. The calendar event on your scheduler should match the exact title in the YCBM app.

Create a calendar event in your linked calendar

Open a new tab, log in to the Google or Outlook calendar account that you've linked to your booking page, and follow these instructions: 

1. Create an Event on your calendar for the day(s) and time(s) you are available for bookings. You must create an Event, not a Task or Appointment slots. 
2. Add the title you've created in YouCanBookMe - this title must match exactly as you've set it on your booking page. 
3. The start and end times of the event must fall within the hours you've set in YouCanBookMe. Set this as your widest window of availability. YouCanBookMe will look between these times to see when you're free for bookings. 
4. The calendar event must be set to "Free" on your linked calendar. Only "Free" events will be picked up by YouCanBookMe. Please note that declined invitations, tasks, and existing events are considered "busy" events and block your availability.  

5. Add as many or as few calendar events 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.
   

6. Once completed, return to your YCBM account and open your booking page to see your availability. Congratulations, you're ready for your first booking! 

Google Calendar

Microsoft Outlook

How to set up Calendar Managed Availability for a Team 

1. In the booking page settings, go to Who/Calendar & Teams to turn on the Teams feature. Click Add team member to enter the team member's name and select their linked calendar from the dropdown menu. 
2. Each team member must create a calendar event in their linked Google or Outlook calendar calendar. Please follow steps 1-6. 

How to manage your availability from week to week 

1. Do you want to add a one-off slot to your booking page? Example: Add availability on Saturday

Easily add additional time slots to your booking page by updating the hours you are available in your booking page settings.

On the Saturday you want to offer availability, create a new calendar event on your linked Google or Microsoft Outlook calendar titled with your key phrase and set it to Free.

Only that specific Saturday will appear as available on your booking page. 

2. Do you want to add multiple breaks to your day so you're not booked back to back?

Example: Add a 30-minute break on Friday, April 29th to remove the 2:50 pm, 3:10 pm, 3:10 pm, and 3:20 pm time slots from your booking page.

Add a 30-minute "Busy" event to your linked calendar to remove availability on your booking page.

3. Do you want to remove a day or time from your booking page? Simply delete the calendar event from your linked Google or Outlook calendar and that day or time will be removed from your page. Example: Take a spontaneous Friday off work.

Frequently Asked Questions (FAQs)

1. I have multiple booking pages, can they each have their own Calendar Managed Availability title?

• Yes, but you will need to create a unique key phrase for each booking page. For example, you can use "Demos" for your Sales booking page and "Monthly Touchpoint" for your Customer Success page.

2. When I receive a new booking, does it delete my Calendar Managed Availability event?

• No, the new booking will appear on top of the calendar event you created in your linked calendar. 

3. How do busy events like internal meetings or invitations affect my Calendar Managed Availability?

• Existing calendar events, invitations, and tasks are considered "busy" calendar events and block availability on your booking page.

4. I've followed all the steps and my availability doesn'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 Calendar Managed Availability. 

5. Is this a free feature? 

• Calendar Managed availability is a paid feature. To use this feature, please upgrade your account on the Billing page or click here. 

6. Can I set up Calendar-Managed availability on my iCloud calendar?

• At this time, Calendar-Managed availability is unavailable for the iCloud integration as there is no way to set an event as "Free." Please contact our Support team if you have any questions. 

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

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