Calendar Bookings

Calendar Bookings allow people to book time in a calendar as part of a form submission. Calendar Bookings can be used to book appointments with internal staff or to reserve time with equipment or locations.

TABLE OF CONTENTS

• Setting up a Provider
• Creating a Scheduling Page
• Setting up a Calendar Booking Event
• Creating a Booking
• Rescheduling an Appointment
• Cancelling an Appointment
• Scheduling Methods
  • Standard Booking
  • Round-Robin Maximise Fairness
  • Round-Robin Maximise Availability
• Getting Help

Setting up a Provider

A provider connects Calendar Bookings to a Google or Microsoft calendar account. This allows bookings to be created, updated and removed from the connected calendar.

Step 1: Click on the environment picker and select the Settings menu. 

Step 2: Click on the Calendar Bookings menu and click the plus (+) button in the bottom-right corner of the screen.

Step 3: Select either Google or Microsoft to sign in with your email account.

Step 4: Follow the prompts to allow the selected provider to access your account.

The sign-in process will differ depending on the provider you select.

Creating a Scheduling Page

A Scheduling Page contains the configuration for the event or appointment that people can book.

Step 1: From the Calendar Bookings menu, click the Configure button for your provider.

Step 2: Click Create New to add a new Scheduling Page.

Step 3: Enter the scheduling page details, including:

• Event Title
• Event Duration
• Event Meeting or Location
• Calendar Booking

Step 4: Click Create.

Setting up a Calendar Booking Event

Once you have created a provider and Scheduling Page, you can add a Calendar Booking Event to a form workflow. 

This allows users to be redirected to the Scheduling Page after submitting the form.

Step 1: Open the form you want to use for the booking.

Step 2: Open the Workflow tab.

Step 3: Add a Calendar Booking Event.

Step 4: Select the Scheduling Page you want to use.

Step 5: Optionally configure additional event details.

• Event Details: These details will appear in the booker's email so they have the information they need for the booking.
• Name and Email: The name and email are entered as part of the booking process. If you are already capturing these details in the form, map those form elements here.
• Conditional Logic: Like other workflow events, Calendar Booking Events can be run conditionally. Use conditional logic when bookings should only occur when specific form conditions are met.

Creating a Booking

Once the provider, Scheduling Page and workflow event have been configured, anyone who completes the form can create a booking in the configured calendar.

When a booking is made, two emails are sent:

• One email is sent to the person who made the booking
• One email is sent to the configured provider email address

These emails contain:

• The Scheduling Page name
• The configured location
• Start date and time
• End date and time
• Any event details

Rescheduling an Appointment

The person making the booking can reschedule the appointment from their confirmation email.

Step 1: Open the booking confirmation email.

Step 2: Click the reschedule button.

Step 3: Select a new date and time.

Cancelling an Appointment

Both the appointment runner and the person making the booking can cancel the booking if it is no longer required.

When cancelling a booking, a cancellation reason must be entered. An email will then be sent to the corresponding person and will include the cancellation reason.

Scheduling Methods

There are three scheduling methods available:

1. Standard Booking
2. Round-Robin Maximise Fairness
3. Round-Robin Maximise Availability

Standard Booking

A Standard Booking can only create events in a single calendar. When comparing availability against other calendars, the Scheduling Page will only show times when all calendars are available.

Round-Robin Maximise Fairness

Round-Robin Maximise Fairness allows you to create bookings across multiple participant calendars.

To add more participants, each participant must be configured as a provider in your account.

This scheduling method rotates through the selected list of participants and prioritises the participant with the fewest recent bookings. This helps distribute bookings fairly.

Round-Robin Maximise Availability

Round-Robin Maximise Availability allows you to create bookings across multiple participant calendars.

To add more participants, each participant must be configured as a provider in your account.

This scheduling method prioritises making as many time slots available as possible while cycling through the selected list of participants.

Getting Help

If you need any assistance with Calendar Bookings, please reach out through the Report Issue menu or email support@oneblink.io.