Create Bookable Appointment Slots In Google Calendar


Google calendar comes with Google suite for your domain and it offers many powerful features to keep you organised. It can do so much for you with just a few clicks.

Learn how to schedule appointment slots using Google Calendar. So, let’s say you offer a service and you want potential customers to book an exploratory call with you or maybe schedule a time to meet with you. You can create appointment slots on your calendar, make it available on your website and just like that, people know when you’re available without having to call you first.

If you’re not already using Google Calendar see how to get started here: Take control of your Schedule like a Boss with Google Calendar

Creating Bookable Appointment Slots in Google Calendar You can create appointment slots, which are blocks of times that you make available for others to reserve with you. For instance, instructors can. Create Appointment Slots You must click on the actual calendar itself and be in Day, Week, or 4 day view. Click on the “Appointment slots” button. Clicking on “Appointment slots” switches from creating an event to creating Appointment slots, it should now be blue.

Consultant with limited hours to book meetings, or want to limit the times your team can book time with you to certain times of day? Use Google Calendar to setup appointment slots. Click To TweetCreate bookable appointment slots in google calendar of events

So how does it work?

Open Google Calendar and in your calendar grid, click an empty time slot and click Appointment slots.
Create an Appointment slot in Calendar

Create Bookable Appointment Slots In Google Calendar Download

Add a title and choose a date and time

(Optional) If you want to create your appointment slot on another calendar, at the bottom next to your name, click the Down arrow arrow_drop_down and select the calendar.

Select slots_with_duration and the duration of each appointment.

To create a recurring appointment slot, click More options and select the frequency.

Click SAVE.

Create Bookable Appointment Slots In Google Calendar Of Events

Your appointment block shows as a single event on your calendar, with a grid symbol in the top-left corner. As people book appointments, they’ll appear as regular events overlapping the appointment block.

Sharing your Calendar for Appointment booking

To share your calendar, click on an appointment slot and select Options, click on Publish event from the drop down menu.

You can now copy a shareable link or the html code to embed the calendar on your website.

Your users will now be able to add an appointment directly into yours and their Google Calendars. To cancel the appointment, all they have to do is delete the appointment on their Calendar and it will be deleted in yours too.

Make sure to switch on your notifications for your calendar so you’ll know every time someone books one of your appointment slots.

Do you need a way for your students to see when you’re available for one to one support and to book appointments with you? You can do this using the Google Calendar appointment slots.

Here’s how it works

You set up the Appointment Slots in your calendar with times, locations, descriptions etc. You share a link to your Appointment Calendar with your students. Students will have to be logged in with their Sheffield Hallam credentials to access the calendar. They can see what appointments are available and book one. Once that appointment is booked, that slot automatically becomes unavailable to other students. Both the student and staff member get email confirmations of the booking and the appointment is entered into your respective Google calendars. The booking will also be entered into the staff member’s Outlook calendar. Students can cancel their own bookings by returning to your appointment calendar or using the link in the email confirmation. You will get notification of the cancellation and the appointment will again become available to other students to book.

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How to set it up

Three things you should know

Firstly, your calendar and your appointment calendar are linked but not the same. When you share the link to your appointment calendar with students they can only see the appointment slots you’ve set up. They can’t see any other type of entry in your calendar.

Secondly, the link that you share for bookings will be the same for all and any appointments that you set up in that calendar. If you need to set up appointments for students from different modules you should create a new calendar for each of your modules. This will prevent students from one module booking onto appointment slots intended for students from a different module.

Finally, when a student makes a cancellation, you will get a cancellation email to notify you, however the declined appointment will remain in your Outlook calendar unless you delete it manually.