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Create an appointment calendar

An appointment calendar is a booking page for one kind of meeting in a room, such as a 30-minute demo or a 45-minute interview. A three-step wizard sets it up: Length & people, Availability and Validity & place. Room Owners and Editors (hosts) can create calendars.

How to create an appointment calendar​

  1. Open the room, then open Appointments from the apps dock and select New calendar. You can also select + › Appointment calendar in the room.
  2. Length & people
    1. Under How long is each meeting?, pick 15, 20, 30, 45, 60, 90 or 120 min. To use another length, select custom and enter a Custom length from 5 to 240 minutes, in steps of 5.
    2. Under Who is in every meeting?, add the Invitees. At least one of them must be an Owner or Editor of the room. The first one is tagged Organiser.
    3. Under Count busy time for, tick the invitees whose schedules should block slots. A slot shows only when all of the ticked people are free.
    4. Select Next: availability.
  3. Availability
    1. Under Weekly hours, choose a Quick start: Mon–Fri · 9–5, Mon–Fri · 10–6 or Every day · 10–4.
    2. Use the switch on each day to turn it on or off. A day that is off shows Unavailable.
    3. To add another time range to a day, select the Add hours icon. To copy a day's hours to every day that is on, select the copy icon.
    4. To change or close a single date, switch to Calendar and edit that day.
    5. Select Next: validity & place.
  4. Validity & place
    1. Under When can people book?, pick 2 weeks, 1 month, 3 months or No end date. To set exact Starts and Ends dates, select Pick dates…. Times are shown in your timezone; select change to use another one.
    2. Under Where do you meet?, choose one of these options. For in-person meetings, you can pick the address from From this room's Locations:.
      • Online · in this room
      • Online or in person
      • In person only
      • Ask the booker
    3. Under Booking approval, choose Instant or Approve each booking.
    4. Under Bookings per person, choose Allow several or One only.
  5. Select Create calendar.

The wizard ends on Your calendar is live. From there you can rename the calendar under Calendar name, copy the Booking link, or share it. Select Done to finish.

note

You can't change the length after you create the calendar. To offer another length, select Duplicate… from the calendar's menu and pick a new one. See Manage appointment calendars.

tip

Online bookings take place in the room. With auto-record and AI minutes turned on, each booked meeting is recorded and minuted. Recording and minutes use meeting credits from your agent credits.