Public Scheduling
Public Scheduling lets customers book appointments with your team directly from your website or a shared link.
What It Does
Instead of phone tag and back-and-forth emails, customers can:
- Visit your booking page
- See real-time availability
- Pick a time that works
- Fill out their information
- Get an instant confirmation
The system handles everything automatically - no manual scheduling required.
What Gets Created Automatically
The booking process creates records at different stages:
When the customer submits their contact information:
| Item | Description |
|---|---|
| Contact | New contact record, or updates existing if email matches |
| Project | New project linked to the contact |
When the customer confirms their appointment:
| Item | Description |
|---|---|
| Activity | The appointment on the assigned team member's calendar |
| Travel Time Activity | Blocks prep/travel time before in-person appointments (if configured) |
| Customer Email | Confirmation with calendar invite (.ics) attachment |
| Staff Notification | Email to the team member about the new booking |
How It Works
Scheduling Groups
A scheduling group is a booking page for a team. For example:
- "Sales Team" - customers book with any available salesperson
- "Design Consultants" - customers book design meetings
Each group has its own:
- Public URL to share
- Team members who receive bookings
- Load balancing rules
- Appointment options
- Branding settings
Automatic Routing
When multiple team members are in a group, the system automatically decides who gets each booking based on your load balancing settings:
- Least Busy - routes to whoever has the most availability
- Round Robin - rotates evenly through the team
- Weighted Priority - senior staff get priority
- Show All - customer chooses who they want
Real-Time Availability
The booking page shows only times when team members are actually available. It checks:
- Their availability schedule
- Existing appointments and calendar events
- Company holidays
- Buffer times between meetings
- Weekly limits you've configured
Key Features
| Feature | Description |
|---|---|
| Team Booking Pages | One link for your whole team, system routes automatically |
| Smart Load Balancing | Distribute appointments fairly across team members |
| Appointment Options | Let customers choose virtual or in-person, different durations |
| Travel Time Blocking | Automatically reserve prep time before in-person meetings |
| Returning Client Routing | Route repeat customers to their previous team member |
| Custom Branding | Match your company colors and style |
| Lead Capture | Collect customer info with customizable forms |
| Instant Confirmation | Automatic emails with calendar invites |
Getting Started
- Set Up Availability - Team members need availability schedules first
- Create a Scheduling Group - Set up your booking page
- Share Your Link - Embed on your website or share directly
Or follow our Quickstart Guide to get your booking page live in under 10 minutes.
In This Section
- Quickstart - Get up and running fast
- Scheduling Groups - Create and configure booking pages
- Team Members - Add staff to receive bookings
- Load Balancing - Control how bookings are distributed
- Appointment Options - Virtual/in-person, durations
- Schedule Constraints - Weekly appointment limits
- Sharing & Embedding - URLs and website widgets
- Booking Experience - What customers see when booking
Related Topics
- Availability Assistant - Configure when team members are available
- Lead Intake Forms - Customize the booking form
- Company Branding - Set brand colors