Calendar and booking links

Calendar lets customers book a meeting with you through a link, without back-and-forth emails. This guide walks you through setting it up and testing it, from your first booking link to routing forms and team events.

What's in Calendar

Open Calendar in the main navigation. The menu contains:

Owners, admins, and editors see the full menu. Viewers only see Meeting Notes. If you see An editor, administrator, or owner role is required., ask a workspace admin to change your role.

Before you begin

• Know which time zone you work in and your usual meeting hours.
• Decide how customers should meet you: Google Meet, Zoom, phone, or in person.
• To offer Google Meet and avoid double bookings, connect Google Calendar. To use Zoom, connect Zoom. You'll do both in Calendar → Settings → Connections.

The Events page shows a Finish Calendar setup checklist with five steps: Public profile, Availability, Google Calendar, Live event, and Test booking page. Follow it, or use the steps below.

Step 1: Connect your calendar

1. Open Calendar → Settings and choose the Connections tab.
2. Choose Connect Google Calendar or Connect Outlook. A new window opens. Sign in and allow access.
3. To use Zoom links, choose Connect Zoom on the Zoom card.

What you should see: the card shows Connected. For Google, it also shows Google Meet · Available.

If your browser blocks the window, you see Your browser blocked the window. Choose Show window or Try again.

Step 2: Set your availability

1. Open Calendar → Availability.
2. Under Weekly hours, switch on the days you work and set the hours. Use Add hours for split shifts, such as 9–12 and 14–17.
3. Under Schedule settings, check your Time zone. Use Apply Monday hours to weekdays to copy Monday's hours.
4. For holidays, choose Add an override, pick the dates, and choose Add unavailable date(s). You can also set special hours for a date.
5. Choose Save availability.

Step 3: Set up your public page

1. Open Calendar → Settings → Public booking page.
2. Under Public profile, add a Display name, a short Public bio, and a photo.
3. Under Public page, choose your Public Calendar address and choose Save name.

Very short or reserved names need a paid plan.

Step 4: Create a booking link

1. Open Calendar → Events and choose New event.
2. Under Booking details, enter a Title (for example "30-minute discovery call"), the URL slug, a Description, and the Duration (minutes).
3. Under Meeting locations, choose one or more options, such as Google Meet, Zoom, In-person address, or Attendee provides a phone number.
4. Optionally, add Qualification questions, such as "What's your budget?". Pick an Answer type and tick Required if needed. The number of questions depends on your plan.
5. Under Scheduling controls, set buffers before and after meetings, Minimum notice, Booking window (how far ahead people can book), and Maximum bookings per day.
6. On paid plans, add up to three Reminders and follow-ups. For each, choose Before the meeting or After the meeting, the timing, an Email subject, and a Message.
7. Leave Publish this booking link on if you want it live straight away.
8. Choose Create booking link.

The Booking page preview on the right shows what customers will see as you edit.

Optional: take payment or require a membership

• Payment: after you save the event, open it again. In Payment, turn on Require payment to book, choose your connected account, enter the amount, and choose Save payment settings. The customer's chosen time is held for 15 minutes while they pay. Payment can't be combined with memberships, seats, recurring dates, or host approval. You need permission to manage payments. See payments.
• Membership: in Membership benefits, turn on Require a membership to limit bookings to members. See memberships.

Step 5: Test before you share

1. On Events, find your link and choose Open booking page.
2. Book a time as a test customer, using your own second email address.
3. Check that the time zone and times shown are right.
4. Open Calendar → Bookings and find the test booking. Check the time, attendee, and meeting location.
5. Cancel the test booking from Bookings with Cancel booking.

What you should see: the checklist changes to Calendar is ready.

Step 6: Share the link

On Events, choose Share on your link:

• Copy link copies the booking page address.
• Email link opens a draft email with the link.
• Copy embed code gives you code to paste into an HTML block on your website, so people can book without leaving your site.

The sidebar also has Open public page and Copy public link for your public page, which lists all your live links.

Use the Accepting bookings switch to pause a link without deleting it. Paused links show Paused.

Route visitors to the right meeting

On paid plans, a routing form asks one question and sends each visitor to the right booking link.

1. Open Calendar → Routing. You need at least two live events.
2. Enter a Form title, for example "Find the right meeting".
3. Write the Qualification question, for example "What do you need help with?".
4. For each answer, choose the event under Send to event. Add two to ten answers with Add choice.
5. Check the Visitor preview, turn on Publish routing form, and choose Save routing form.

Team events

On paid plans, owners and admins can create booking links with several hosts. Open Calendar → Team events and choose New team event:

• Round robin spreads bookings across hosts.
• Collective books a time when every host is free.

Add between 2 and 20 Hosts, set locations, and turn on Publish this team event.

Let a voice agent book meetings

You can connect a booking link to a voice agent so callers can book during a call. See voice agent booking actions.

If something goes wrong

• No times are available. Check Availability, your time zone, date overrides, Minimum notice, Booking window, and whether the link is Paused.
• Google Calendar needs attention. Choose Reconnect. Until you do, double-booking checks and Google Meet links may not work.
• The meeting has no video link. Check the event's Meeting locations and that Google Calendar or Zoom shows Connected.
• Payment options are missing. Save the event first, and check that it doesn't require a membership or host approval.
• A customer says they booked but you can't see it. Check Bookings on the Upcoming tab and search for their email before asking them to book again.

FAQ

Can I disconnect Google Calendar if my links use Google Meet?

Not straight away. Spacebrain asks you to Update Google Meet events first, so customers don't get links that won't work.

Do reminders work on the Free plan?

Booking confirmations are included on every plan. Custom reminders and follow-ups need a paid plan.

Next step

Learn how to manage bookings and replies.