Self Service Scheduler

The Self-Service Scheduler lets you create and manage meeting links that invitees can book directly from a shared scheduling page. It supports two scheduling types:

• One-on-One Scheduling — Allow invitees to book time with a specific team member.
• Round Robin Scheduling — Automatically distribute meetings among a group of team members based on predefined rules.

This guide covers how to set up and manage One-on-One Scheduling.

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Prerequisites

Before setting up the scheduler:

1. Check that all users are registered in the instance by going to System Settings → Manage Users.
2. Integrate your account with Google Calendar to receive booking notifications and automatically sync meetings:
   1. Go to System Settings → User Settings → Calendar Integration.
   2. Select Connect to Google Calendar.

3. Go to System Settings → Self Service Scheduling.

One-on-One Scheduling

The One-on-One Scheduler lets invitees book time directly with a selected employee.

Step 1. Set the Branding Theme

The branding theme defines how your scheduler page appears to invitees. You can customize:

• Company Label: The company name displayed on the page
• Company Website: The website link shown to invitees
• Accent Color: The highlight color used for buttons and links
• Background Color: The page background color
• Monochrome Color: The text or neutral color theme
• Company Logo: The logo displayed on the page
• Background Image: The image displayed behind the scheduler

Step 2. Configure User Settings

1. In the User List, select a user.
2. Open the User Settings tab. From here, you can:
   1. Update the user’s profile picture and description.
   2. Enable the Enable Online Scheduling toggle to activate the One-on-One scheduling feature for this user.

Step 3. Create a One-on-One Meeting

1. In the User List, select a user.
2. Open the One-on-One Events tab and click Add Event.

3. Fill in the required information as follows:

General Information

Field	Description
Name	The meeting name (e.g., “15-Minute Check-In”)
Location	Choose between Virtual, Phone, or In-Person
Description	Optional details about the meeting
Unique Identifier	Internal reference name (e.g., 15-minute-meeting)
Employee	Select the employee this event belongs to

Booking Options

Field	Description
Duration	Length of the meeting
Availability	Days and times when invitees can book (based on the user’s working hours)
Minimum Notice (hours)	Prevents invitees from booking too close to the start time
Reschedule Minimum Notice (hours)	Minimum notice period to reschedule
Days Into Future	Maximum number of days ahead the meeting can be booked
Allow Cancellation	Check to let invitees cancel appointments
Cancellation Minimum Notice (hours)	Minimum notice before cancellation

Other Options

Field	Description
Secret Event	Hides the event from the public scheduler
Additional Details Title	Specify extra information you want from invitees
Create Event in Connected Calendar	Automatically create events in your Google Calendar

Confirmation Settings

Field	Description
Success Message	Message shown after booking confirmation
Instructions Upon Successful Booking	Follow-up notes for invitees (e.g., meeting details)
Redirect URL	Redirects invitees to a calendar link or confirmation page

Step 4. Share the Scheduler Link

After creating the One-on-One meeting, you share the link in two ways:

1. Global Scheduler Link

At the top of the scheduler page, you’ll find a Base URL that includes all meetings and events from every user. Use this link when you want to share a single booking page for the entire organization.

2. User-Specific Scheduler Link

Each user has their own Base URL under the One-on-One Events tab. This link displays only that user’s available meetings. Use it when you want invitees to book directly with a specific team member.

Step 5. Example of the Scheduling Page

Here’s what the scheduling page looks like when an invitee selects a time slot and confirms the booking.

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