Public Scheduling

Public Scheduling lets customers book appointments with your team directly from your website or a shared link.

Permission Required

You need the Marketing permission to set up and manage Public Scheduling (scheduling groups, team members, and booking settings). Team members can configure their own working hours under Availability without this permission.

What It Does

Instead of phone tag and back-and-forth emails, customers can:

1. Visit your booking page
2. See real-time availability
3. Pick a time that works
4. Fill out their information
5. 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

1. Set Up Availability - Team members need availability schedules first
2. Create a Scheduling Group - Set up your booking page
3. 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