How to Book Meetings using Google Workspace
Hey - I'm Natalie.
When I say organizing is my life, I mean it!
I'm a business owner and mom of 5 (yes, F-I-V-E!), so I know firsthand that a bit of organization can make a huge difference.
Do you ever wonder if you can use Google Calendar to have clients book meetings instead of sending them out individually? You don’t want to go back and forth with your client asking when they are available, but you don’t have an online scheduler (like Calendly or Acuity) yet…
Did you know you can create bookable appointment time slots in the paid Google Workspace account...!? It’s called “Appointment Schedule”. You can pick and choose convenient dates and times for your clients to book meetings - all within your time frames! (kind of like an online scheduler, but without the added cost!)
Let’s check out this feature and how to set it up:
Appointment Schedule: This tool will allow you to send out pre-set days and times to your client to have the ability to book a meeting with you. Once the participant selects their time, they will automatically receive a Calendar invitation that includes a virtual meeting link (Google Meet). You can choose one day and one large time block such as - January 25, from 10:00 am - 2:00 pm, then select the timeslot for the meeting, i.e. 30 min, 45 min etc. The attendee can choose which time slot works best for them.
*This is a two-step process, so please ensure you follow the steps on how to PUBLISH, or else your invitation will not work (details below).
Open your Google Calendar.
Choose “Create,” or double right-click on a day and time option.
Select the day and time & give your meeting a title
Only one day with back-to-back times can be selected per appointment slot, meaning - if you want a date with time slots in the morning and a break in between with additional times in the afternoon, you will NOT be able to do this function from one appointment slot invite. You will need to create additional appointment slot meetings or block your calendar as busy during the time you DO NOT want to be available for bookings.
Select Appointment slots
Update the slots with duration (the length of time for each meeting)
Choose to save (your event will now be in your calendar)
Pro-Tip- If adding additional attendees that need to be notified of the meeting but do not need to sign up, add them as guests before publishing the event.
***Now you must PUBLISH your appointment schedule for others to be able to sign up. To publish your event, you can do the following:
Go to your appointment schedule calendar invite and open it by double-clicking
Go to the top of the page and copy the URL code
Email the code to the participants you want to book a meeting
Once they choose a date and time, you will receive a notification that the participant has signed up.
Your calendar will auto-update with the participant meeting information, and the Google Meet information will show up automatically in your Google Meet account.
Once a participant signs up for an appointment slot, it will automatically remove that option from your availability so that no other participant can choose that date or time.
This is an effortless way to utilize your Google account without purchasing additional software applications such as Calendly or Acuity.
Want to know how you can book a meeting from an email? Check it out HERE!!
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