Manage a team across multiple timezones
With Calendar Managed Availability, you can manage your team across the globe, and allow them to control their available booking times directly on their calendar.
This feature is available on Teams plan.
In this article:
- Set up your team booking page
- Turning on pooled availability
- Set Calendar Managed availability
- Set meeting duration
- Set availability on linked calendars
Set up your team booking page
This help article will give you the essential steps to set up your team booking page.
Turning on pooled availability
Automatically assigning bookings to team members allows you to show the pooled availability of the whole team. This allows your booker to select the "first available" appointment. This is a good solution if it is more important when they meet, than who they meet with.
If multiple team members are available at the same time, bookings will be assigned at random until each team member is booked at that time - then that time slot will no longer be available for booking.
You can allow your booker to choose a specific team member from a list or show pooled availability by selecting Booker chooses team member from a list and checking Include "No preference" option.
Set Calendar Managed Availability
Under When Duration & Availability, select "Calendar Managed Availability" and set the widest range of working hours your team might take a booking. For teams in various time zones set these working hours as 12 am-12 am.
Set a key phrase everyone will use to identify times they're available for booking (e.g., YCBM Sales calls). Each team member will add that key phrase on their linked calendar events to designate the blocks of time when they want to take bookings.
Each team member can create as few or as many calendar events as they'd like, depending on their availability. They can add or remove available booking times by manually adding or removing a calendar event from their linked calendar.
Set meeting duration
The next thing you'll set is the duration of your meetings. Click the arrow to select a meeting duration or click Allow booker to choose duration to give your bookers durations to choose from. Save all changes.
Set availability on linked calendars
Finally, each team member will go to their own linked calendar (i.e. Google or Outlook) and create calendar events with that key phrase created for the Calendar Managed Availability in step 2.
They will create these events on their calendar when they are available. The events need to be at least the length of your appointment duration and must be set to Free (the default when creating a new event is Busy).
Team members part of multiple booking pages can have multiple Custom Availability events on their calendars.
Once each team member has added in their availability slots on their calendar, refresh your browser window and those times will show for booking on YouCanBook.me.
Note about the preview
With "Booker automatically assigned team member" selected, the preview will display the combined availability of all team members. When "Booker chooses team member from a list" is selected, the preview will display the availability of the first team member listed on the Calendar & teams page. Visit the live page to view availability for a specific team member.
For further questions, contact our team at support@youcanbook.me.
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