Creating and Scheduling Meetings
Once you've integrated the schedule editor in your application, users will be able to create their own scheduling pages and share unique links that allow visitors to book times with them.
This guide covers all the features the schedule editor offers to your application's users, as well as what the experience is like for attendees to book a time with an Organizer.
The schedule editor allows your users to configure lots of options about their scheduling page, like the event title and location, the company logo that will be displayed on their scheduling page, and more. This guide will cover each of the configurable items users have access to using the schedule editor.
The first time a user clicks "Add Scheduling Page" they'll go through a simple onboarding flow to create their first page. Check the video below for an example of this:
After the scheduling page is created, you can click "Copy Link" and share that with someone who wants to book a time with you.
The event info tab of the schedule editor allows a user to configure various properties about the event, including the title and location. Here's an example video showing how a user might update their settings:
|Event Title||The title of the event. Once an event is booked, it will show up on both the Organizer calendar.|
|Location||Location of the event. This is a text field that could be an actual address, or a video conference link.|
|Duration||How long the event lasts.|
|Minimum Booking Notice||The minimum amount of time the event must be planned in the future.|
|Minimum Cancel Notice||The minimum amount of time before the events starts that an attendee can cancel the meeting.|
|Future Limit||The amount of time into the future events can be booked.|
|Buffer Time||Minimum amount of time between events to be booked.|
|Cancellation Policy||A message that will be displayed to attendees if they try to cancel the meeting. They'll be asked to provide a cancellation reason.|
Organizers can specify which calendar should be checked when finding available times for an attendee to book. There's also and advanced option that allows an Organizer to check availability across multiple calendars. If multiple calendars are specified, the Organizer must be free at the time slot across every calendar for it to be shown to an attendee on the scheduling page.
Organizers can also choose to book the meeting on a calendar that is separate from where availability is checked in the advanced settings section.
The Opening Hours tab allows a user to set the default timezone that will be displayed on the scheduling page, as well as the open hours where availability should be checked when an attendee is trying to book a meeting.
Automatic Booking: Attendees can instantly book an event with an Organizer without further confirmation.
Manual Booking: Manual requires the Organizer to approve the booking via email notification
Hosted Page: Show the attendee the standard thank you page after the event is booked.
Custom Page: Redirect the attendee to a link of your choice.
Custom Page Notice
If you're redirecting a user to a Custom Page, information about the booking will be included as query parameters in the URL.
When you send users to a booking page, you can pass in your query parameters, for example,
The parameters are saved in the following places:
- Follow up emails
- Edit links
- Cancel links
- Thank you page
The query parameters
?name can be prefilled if your application already knows the guest's identity. Guests will still be asked to confirm the booking and provide any additional fields defined in the scheduling page configuration.
You can also send the param:
prefilled_readonly=true- Any other form values passed in are uneditable by the user.
?prefilled_readonly=true to a scheduling page URL makes any other form values passed in the query string uneditable by the user.
The user will see the fields grayed out and cannot edit the values. Both standard and custom fields can't be edited.
You can combine
prefilled_readonly with iframing to hide the URL bar and prevent users from modifying the values.
Users can create email or webhook reminders for upcoming meetings up to 30 days in advance, and as late as 15 minutes before the event. You can also choose who receives these reminders, whether it's just the organizer, the attendees, or everyone.
Custom fields enable meeting organizers to request additional information from an attendee, besides the required name and email address.
When creating a custom field, the organizer must set the following details in the schedule editor:
- Label: The label is displayed to attendees who are booking a meeting.
- Identifier: The identifier for the label that can be used by a developer.
- Type: One of
checkbox. See below for a description of each type.
- Required: Whether or not this field must be filled out to book a meeting.
There are several types of fields that are supported:
- Text: Single line text input. Useful for things like company name, or address.
- Multiline: Multi line text input. Useful for things like meeting descriptions.
- Email: An email. This custom field validates that the email is a valid address.
- Phone: A phone number. This custom field validates that the phone number is a valid.
- Number: A number. This custom field validates that the number is a valid.
- Dropdown: Dropdown to select a single item from a list.
- Checkbox: Checkbox for a specific value.
As a developer, you can customize the look and feel of the schedule editor, and also set defaults for how the scheduling page will look like for the organizer who is creating a scheduling page. The organizer can further update the look and feel of the scheduling page by using the schedule editor.
- Company Name
- Company Logo
- Custom Page Slug
- Theme Color
- Submit Button label
- Thank you message
Great! Your scheduling page is all configured. Now all you need to do is share it with someone who wants to book a time with you.
AutoSchedule makes it super easy to find shared availability between the Organizer and the attendee. Since the Organizer's account is already connected to your application (and Nylas), the attendee only needs to share their free/busy information from their calendar and the Scheduler automatically finds times that both are available.
The week view is another way that a user can view available times when booking an event. See the video below for an example booking flow using the week view:
By default, when an attendee is visiting a scheduling page to book a time, the attendee's local timezone (matching their browser) will be used to display times. The attendee can also update the displayed timezone when booking: