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How to set up an appointment schedule

In order for others to book your services or meet with you, create online booking pages in Calendar with Google Workspace Individual.

 

To help you and the people who book appointments with you stay organized, Google Calendar automatically sends:

  • Confirmation emails
  • Reminder emails
  • Cancellation emails
  • Event update emails

Before you start

Create an appointment schedule

  1. On a computer, open Google Calendar.
  2. At the top left, click Create Add.
  3. Click Appointment schedule.
  4. Enter a title.
    • The title is visible to anyone who has the link to your booking page.
    • The title appears on your calendar for schedules and bookings.
  5. Set your appointment duration.
    • To set a custom duration, next to “30 minutes,” click the Down arrow Dropdown.
    • Appointments must be at least 15 minutes long.
  6. Set the date and time of your appointments.
    • You can set up a one-time appointment or a recurring schedule.
  7. To set how far in advance appointments can be booked, next to “Scheduling window,” click the Down arrow Down arrow.
    • By default, someone can book an appointment with you anywhere from 12 hours to 60 days in advance.
  8. Click Next.
  9. Optional: You can change your photo, set where the meeting takes place, and more. Learn how to edit your appointment schedule.
  10. After you edit your appointment schedule, click Save.

Tips:

  • To create an appointment schedule, you can also click any time on your calendar that doesn't already have an event scheduled. In the window that appears, click Appointment schedule and then Create a new appointment schedule or Add availability to an existing schedule.
  • Google Calendar avoids schedule conflicts. If you RSVP “Yes” or “Maybe” to an event in Google Calendar, that block of time won’t appear as free on your booking page.
  • New appointments appear on your primary calendar.

Edit your appointment schedule

You can edit certain fields on your appointment schedule.
Change your photo & name
You can change how your photo and name appear on your booking page. Learn how to customize your appointment booking page.
Set the appointment location
You can let guests know where an appointment takes place.
  1. Follow steps 1-7 in create an appointment schedule, or open an existing appointment schedule.
  2. At the bottom right, click Next.
  3. To set a meeting location, under “Location and conferencing,” click Choose a location Dropdown.
  4. Choose a location option:
    • Google Meet video conferencing
    • In-person meeting
    • Phone call
    • None / to be specified later
  5. To save your appointment schedule, at the bottom right, click Save.
Tip: To use a third-party video calling service, click None / to be specified later. After someone books an appointment, edit the event to add the video meeting info. Installation of a Google Workspace Marketplace add-on is recommended.
Add a description
You can enter more details about your service or event in the event description.
  1. Follow steps 1-7 in create an appointment schedule, or open an existing appointment schedule.
  2. At the bottom right, click Next.
  3. Under “Description,” enter details about your service or event.
  4. To save your appointment schedule, at the bottom right, click Save.
Tip: Descriptions appear on your booking page, in confirmation emails, and in event descriptions on Google Calendar.
Edit the booking form
You can add fields for your attendees to fill out to the booking form.
Important: People who book appointments with you must enter their names and email addresses in the booking form.

To add a phone number field:

  1. Follow steps 1-7 in create an appointment schedule, or open an existing appointment schedule.
  2. At the bottom right, click Next.
  3. Click Booking form Down arrow and then Add an item and then Phone number Dropdown and then Phone number.
    • Optional: To require a phone number, next to “Required,” check the box .
  4. To save the form, click Add item.
  5. To save your appointment schedule, at the bottom right, click Save.

To add a custom text field:

  1. Follow steps 1-7 in create an appointment schedule, or open an existing appointment schedule.
  2. At the bottom right, click Next.
  3. Click Booking form Down arrow and then Add an item and then Phone number Dropdown and then Custom item.
  4. In the text box, enter the prompt you want the attendee to answer.
    • Optional: To require an answer, next to “Required,” check the box.
  5. To save the form, click Add item.
  6. To save your appointment schedule, at the bottom right, click Save.
Tip: You can only add one custom text field.
Edit reminder emails

To set the time in advance that you want email reminders to send:

  1. Follow steps 1-7 in create an appointment schedule, or open an existing appointment schedule.
  2. At the bottom right, click Next.
  3. Click Booking confirmations and reminders Down arrow.
  4. Below “Email reminder,” click the Down arrow Dropdown.
  5. Choose when you want the attendee to receive an email reminder.
  6. To save the reminder time, click Done.
  7. To save your appointment schedule, at the bottom right, click Save.
Tip: You can set unlimited reminders. You can’t edit text in the reminder emails.

To choose not to send an email reminder to the attendee before their appointment:

  1. Follow steps 1-7 in create an appointment schedule, or open an existing appointment schedule.
  2. At the bottom right, click Next.
  3. Click Booking confirmations and reminders Down arrow.
  4. Next to “Email reminder,” uncheck the box.

How your appointment schedule syncs with your calendar

Your appointment schedule syncs automatically with Google Calendar.
  • Your appointment schedule and booked appointments automatically appear on your calendar.
  • By default, schedule conflicts for events to which you responded "Yes" or "Maybe" are avoided.
  • Your booking page availability automatically updates to avoid conflicts with other events on your primary calendar.

How appointment schedule visibility works

  • If you share your calendar with others, they can't view your appointment schedule.
  • Anyone with your booking page link can view the times you’re available.
  • If you share your booking page, but not your calendar, others can’t view events on your calendar.

Related resources

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