Google Calendar
Appointment Schedules & Booking Pages

Appointment scheduling allows you to manage your availability and let any one book time. With appointment schedules, you can:

• Use a booking page to show your schedule availability for appointments. 

• Set a single booking page for the different types of appointments (meetings, consultations, one on one’s) you offer.

• Your booking page automatically updates to avoid conflicts with other events on your calendar.

Get appointment email notifications

• You get booking confirmation and update emails.

• People who book appointments with you can also receive an automatic reminder email before the appointment.

Choose how you meet

You can customize how you meet with your customers:

• • In person.

  • On the phone.

  • Over Google Meet video conference.

  • If you choose to meet over video conference, a Google Meet link is automatically added to your appointments.

Customize your appointment availability

• You can adjust the minimum or maximum time before an appointment can be booked.

• You can limit the maximum number of appointments taken per day.

• You can select a window for appointments.

• You can automatically buffer time between appointments.

• You can collect additional information, such as course ID and major, needed through the appointment booking form. Do not ask for Personally Identifiable Information (PII) in the booking form. 

• View booked appointments alongside your schedule in Google Calendar.

Create your appointment schedule

1. On a computer, open Google Calendar.

2. Select Create at the top left.

3. Select the Appointment schedule.

4. Enter a title.

   • The title is visible to anyone with the link to your booking page.

   • The title appears on your calendar for the schedule and incoming bookings.

5. To set an appointment duration, click the down arrow.

   • Appointment duration can be set in 15-minute increments up to 1 hour, then 30 minutes up to 2 hours. You can also select a custom time with minutes or hours. 

   • Appointments must be at least 5 minutes long.

Setting General Availability provides a baseline schedule for which you are available the date, time, and time zone of your appointments. Consider your scheduling window or days when you won't be available. 

• • If you need assistance customizing your availability, see Google’s, Learn about customizing your availability.

6. Select either a weekly repeating schedule or one that does not repeat

7. Enter times to create a regular schedule per day 

   • To remove a schedule, select “Unavailable all day” 

   • To add multiple time slots for a single day, click “Add another period” to this day.

   • To copy or overwrite entries to the following days, select “Copy time to all”

8. Verify the timezone listed for the appointment schedule, or use the pull-down menu to change

9. To set the scheduled dates and times

   • Select “Available Now” to start this schedule immediately 

   • Select “Start and End Dates” to schedule a timeframe for the schedule

   • Select the checkbox and number of days in advance to allow appointments to be booked out

     • If not checked, this schedule runs indefinitely

   • Select the checkbox for and number of hours in advance so that someone can schedule an appointment.

     • More time allows for preparation time, and less time allows for more last-minute appointments

     • If not checked, someone can schedule appointments until the time listed on the booking page.

Adjusted availability allows adjustment of specific dates and times 

10. Select the link “Chance a date’s availability,”

    • Select the date on the calendar to adjust

    • Adjust the date that appears accordingly

11. Select the checkbox to add “Buffer time” between appointments slots

    • If not selected, no buffer will be generated in the schedule

12. Select the checkbox to limit the number of appointments in a single day

13. From the pulldown menu, choose a primary calendar where your schedule will reside and check for conflicts and other busy times.

14. Select “Check calendars for availability” to check other calendars for additional conflicts

15. Select “Add people,” to search for STCC users to add co-hosts to the appointment schedule

    • Enter the co-host's names or email addresses.

    • You can add up to 20 co-hosts within the same organization.

16. You have created your schedule. Select Next to set up your booking page and complete the process.

Set up your booking page

1. Review your booking page photo and name.

   • The photo is taken from your Google Account. 

   • Booking pages only show photos of appointment schedules from the main account. 

   • No image will appear from appointments generated from secondary calendars.

2. Select a location and conference options for the appointment:

   • Google Meet video conferencing (currently, Google Meet is the only option for video conferencing available) 

   • In-person meeting

   • Phone call

   • None / to be specified later

     1. Currently, Google Meet is the only option for video conferencing available, 

     2. If you wish to give participants the option of meeting location or add a Zoom meeting link, “Select None/to be specified later.”

        1. Once an appointment is made, add the meeting location or add Zoom to the event. and resend the invitation.

3. Add a description that explains your meeting or event.

   • The description shows on your booking page and in confirmation emails.

4. Add fields for your attendees to fill out.

   • Attendees must provide their first and last name and email address.

   • To add more fields:

     1. Select the “Add an Item” button.

     2. Select the Phone number or Custom item button.

     3. Select if these fields are Required or Optional.

   • To prevent bots, click Require email verification.

5. Set up confirmation emails and reminders for your emails.

   • You can send up to 5 reminders.

6. Click Save.
   
   

   • Quick Tip
     In Week view or any Day view, you can create or add availability to an appointment schedule when you click any time on your calendar. Click Appointment Schedule in the window that appears.

Share your appointment schedule

When you create a booking page, you can share a link on your website or through online communications that:

• Links directly to your appointment booking page

• Links to all appointment schedules on your primary calendar

• You can create a single booking page to allow others to schedule unlimited appointments. 

• Share a link to your appointment schedule

• Booking pages you create are public and not affected by your calendar sharing settings.

How appointment schedule visibility works

• Anyone who edits permission to the calendar can change the schedule and see incoming bookings.

• Anyone with your booking page link can view your available times.

• If you share your booking page but not your calendar, others can’t view events on your calendar.

Important: Each appointment slot on a booking page can only be booked once, even with this feature turned off.