Set up a booking page for your team
A Team booking page allows multiple people to receive bookings on a single booking link. Each team member is booked independently, and bookings go straight into their calendar.
There are several ways you can configure the booking pages on your account for your team. This article walks you through setting up a Team booking page. Check out these guides to creating a team mutual availability booking page, or an individual booking page for a team member.
This feature is available on Teams plan.
In this article:
- Create a Team booking page
- Link to team members calendars & Zoom accounts
- Configure Team Member selection page
- Timezone & Language settings of booking page
- Configure availability for team members
- Additional options
- FAQs on Team booking pages
Create a Team booking page
Both the Account Owner and any Administrator on the account can create a new booking page. On your account dashboard, click "Create a booking page" to create a booking page. Follow the prompts in the pop-up module, then go to Who/Calendar & Teams to enable "Teams."
You'll be prompted to add a team member's name and select their calendar from the dropdown menu. Next, you will confirm the team member's details (i.e., name, calendar, and email) and can add an image and description of their schedule, services, or any important details the booker should know. You can edit these settings at any time.
Once updated, save all changes and repeat these steps for other team members.
Configure Team Member Selection page
Finally, you will need to decide how you want team members booked.
Booker chooses team member from a list
Select this to allow your clients to select the team member they want to work with. When visiting the booking page they will first select their team member, and then view that individual's available booking times.
Include "No preference" option
Your clients will see a list of all the team members, and have the option to view all of your team members' availability on the same booking page. Team members available at the same time will be assigned bookings at random until everyone has received a booking in that time slot.
If you select "Include no preference option," the team page intro text will be the first thing your clients see when they open your booking page, even before the booking page intro text you've configured on the General settings.
Booker automatically assigned team member
Select this to prevent your clients from selecting a team member. They will go straight to seeing all of the team members' availability combined into a single view. Team members available at the same time will be assigned bookings at random until everyone has received a booking in that time slot.
Assign team member based on order
Bookings will be assigned to team members based on the list order below. Those at the top are higher priority and will get bookings more often. This is important when there is more than one team member available at the same time.
Round Robin
Ensure team members have an equal distribution of bookings with this setting. Read more about it here: Round Robin for your Team
Round Robin: Optimize for availability for the booker
We show the pooled availability of all team members. If more than 1 team member is available at a selected time, we choose from the team members with the least bookings.
Round Robin: Optimize for equal distribution
We show pooled availability for the team members with the least bookings across all booking pages. We choose from the team members with the least bookings with the most availability at a specific time.
Link to team member calendars & Zoom accounts
1. Turn on "Teams" on under Who: Calendar & Teams.
2. For each team member on the booking page, add their name, email, select the calendar YCBM should check for conflicts from the calendar dropdown.
3. Click "video conferencing" which will redirect you to the What: Event details & Location section.
4. Select "Zoom" from the options. YCBM will link to the team member's Zoom account automatically.
5. Save all changes.
Timezone & language settings of the booking page
The timezone of the booking page will be anchored to the first team member listed under Who/Calendar & teams. This will be the time zone that bookings are added to each team member's calendar. If team members are spread across time zones, you'll need to account for this by using Calendar Managed Availability.
By default, YCBM will automatically detect the booker's timezone based on their IP address. If all of your bookers will be in the same timezone as you, you can uncheck this setting. Otherwise, keep it checked so the booking page will show your team's availability relative to your client's location.
You can set the language and date format of the booking page by unchecking "automatically detect visitor language" and selecting the correct language from the dropdown.
Configure the availability for your team
There are two ways to set your team's availability for bookings in YCBM.
Repeating Availability
This setup is recommended all of your team members are in the same time zone, they manage their other appointments directly in their calendar, and they want to fill the free time in their calendar with bookings from clients:
Under When/Duration & Availability, select "Repeating Availability" and set your team's general working hours each day. YCBM will scan each team member's linked calendar during these hours for any free time on their calendar. 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.
Calendar-managed Availability
This setup is recommended if you have team members in different time zones, or if team members want to limit the times offered for booking.
Under When/Duration & Availability, select "Calendar Managed" and set the widest range of working hours you might take a booking. For teams in various time zones set these working hours as 12 am-12 am. Set a key phrase you will use to identify times you're available for booking.
Each team member will use that key phrase on their linked calendar and designate the blocks of time when they want to take bookings. Only where we find events that are between the designated working hours and meet the following criteria will be displayed for booking in YCBM:
- Calendar events are titled with the selected key phrase (matching exactly)
- Calendar events are on the correct team member's linked calendar
- Calendar events are set to "Free" instead of the default "Busy"
Each team member can set as few or as many booking blocks as they'd like, depending on their availability. They can add or remove available booking times by adding or removing blocks from their calendar.
Meeting Duration
Under When/Duration & Availability, you will configure the length of your bookings. Select a duration from the dropdown menu, or allow the booker to choose the duration. You can add as many duration options as you'd like.
Alternatively, you can set up Appointment types, which allows you to set fixed meeting lengths for specific services offered.
Note: Using Appointment types, each team member on the booking page will be booked for every appointment type offered. If only certain team members offer certain services, consider setting up separate booking pages for each service, and adding the team members to the page that offers that service.
Additional options
Start time of each booking
This setting determines the start time of each time slot. For example, if you select "15 minutes," have availability Monday through Friday from 9 am to 5 pm, and the meeting duration is 30 minutes, then your time slots will display at 9:00, 9:15, 9:30, 9:45, 10:00, etc.
Adding padding between bookings
Add buffer time between bookings and existing events on your calendar so team members are not booked back to back.
Group bookings
This setting allows each team member to take up to 50 bookings for each time slot. Check out or article here: Multiple bookings in a time slot
Limit bookings
Set a maximum number of bookings that can be scheduled in a day.
Fixed start and end dates
Set a fixed start and/or end date to offer a specific range of dates for booking.
Custom booking notice
By default, bookings can be made with 2 hours minimum notice and up to 365 days in the future. Set a minimum and maximum booking notice to prevent clients from 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.
Emails & SMS
Under Notifications, you can customize all of the emails that are sent to the team member and booker when a new booking is made. You can send the confirmation email from a team member to the booker, and edit the content of the email sent. You can also add additional notifications, such as SMS reminders at any point in the booking process.
FAQ on a Team booking page
Are randomly assigned bookings round-robin bookings?
- When bookers are automatically assigned a team member, YouCanBookMe looks for any available team member at the selected time and books at random from any available team member.
- You can set up Round Robin if you'd like it to be an exact distribution.
- What happens when a booker reschedules a booking made using the Teams feature?
- If the booker selects the team member they want to book with and then reschedules the booking, the rescheduled booking will remain with the same team member.
- If the booking is randomly assigned to a team member, when they reschedule the booking the original team member's availability will be checked first. If they are not available for the rescheduled day/time, the booker will be rescheduled with any available team member.
- How does multiple bookings per slot work with the teams feature?
- If you are allowing multiple bookings in each available time slot, that means each team member can take multiple bookings. So if you set units per slot to 2, and you have 3 team members available Tuesday at 2 pm, you will be able to take 6 bookings in that available slot.
- How do I send a notification to the team member that was booked?
- When you activate "Teams" on the booking page, it will prompt you to create a new notification to the Team Member. You can create additional emails to the team members in the Notifications section of your booking page settings.
- Can I create a direct link to a single team member's availability?
- Yes, you can provide a direct link to each team member's availability.
- Can each team member have their booking page?
- Yes on your organization's YCBM account, you can create as many booking pages as you need - so feel free to create team pages, individual booking pages, or both!
- Can the team booking page be configured to check the availability of all team members listed?
- You can set up a booking page that checks availability across team members and only displays booking times where all team members are available.
- Need an English booking page with a 24-hour clock?
- Uncheck "automatically detect visitor language" and set the booking page to English (United Kingdom). Other tips on translating your booking page can be found here.
For further questions, contact our team at support@youcanbook.me.
Access your YCBM Dashboard