Shared Availability
Reading time: 4 minutes
Last updated
Reading time: 4 minutes
Last updated
In short: Shared Availability streamlines meeting scheduling by allowing you to share specific time slots with others, enabling them to book directly into your calendar. Once a slot is booked, a Meeting is automatically created, and any remaining unbooked slots are released, ensuring your calendar remains up-to-date.
Shared Availability is a quick way to schedule Meetings by sharing your available time slots with others. Instead of the back-and-forth of coordinating schedules, you can simply create a Shared Availability link, allowing another person to book directly into your calendar based on the time slots you’ve provided.
When someone books a slot via your Shared Availability link, Timebook automatically creates a Meeting for that scheduled time. This ensures that Shared Availability is always tied to a specific meeting outcome, making it an effective scheduling tool.
Shared Availability links are designed for one-time use. Once someone books a slot, the link expires, and any remaining unbooked slots are no longer available for reservation. This prevents confusion and ensures that your availability is only shared for the intended purpose.
You can display your open (not yet booked) Shared Availability slots on the calendar grid by enabling this feature in the Calendar module settings.
Shared Availability is managed in the Calendar module, where you can create it directly on the grid. This approach simplifies scheduling by allowing you to see and select the first time slot you want to share.
You can also initiate Shared Availability creation using one of these methods:
Click the [Fast create] button in the Navigator, select [Event], and then [Shared Availability].
Click the [Share] button above the calendar grid.
Click the [+] button above the calendar grid and select [Shared Availability].
To create a Shared Availability on the calendar grid:
Click a time slot on the calendar grid, or drag to select a longer period.
In the menu that appears, select [Shared Availability].
You can change the name of the Meeting that will be created from this Shared Availability.
Use the grid to add and move additional time slots for booking. The time slot you initially selected will already be marked on the grid.
Customize your Shared Availability using the available properties. See below for more information.
Click [Share] to finalize. Then, choose your preferred method of inviting your guest by selecting either [Send email] or [Copy link].
Shared Availability appears on the calendar grid as a card with a transparent background until a guest books a time slot. You can open the card to edit the details or delete the Shared Availability if needed.
Once a booking is made, the Shared Availability card is replaced by a Meeting card in the booked time slot.
Presets make sharing your availability faster and easier. For instance, you can instantly open your mornings or afternoons for booking with a single click. You’ll find these presets when creating Shared Availability via the [Share] button above the calendar grid.
The time slots used in the presets are defined in the [Calendar] section of the [Preferences] module. Adjust these settings to ensure the presets match your preferred availability.
For more information, see Calendar preferences
To use Shared Availability presets:
Click [Share] above the calendar grid.
Select one of the presets to decide which parts of your free time you want to make available for booking. Options include [Mornings], [Afternoons], [Evenings], [Today], or [This week].
Click one of the options next to the selected preset. You can either [Send email] to your guests or [Copy link] for them to use to book your time.
To customize the selected preset, click the [Edit] button next to its name. A new window will open, allowing you to modify your availability directly on the calendar grid. Add time slots by clicking anywhere on the grid, move slots by dragging and dropping them to a new time or day, or adjust their duration by dragging the edges.
If none of the presets suit your needs, choose the [Specific time] option or create your Shared Availability directly on the calendar grid. This gives you full control to manually pick the exact time slots you want to share with your guest.
If you receive a Shared Availability link—directly or via email—you can use it to schedule a Meeting quickly. Review the suggested time slots, select the one that works best for you, enter your contact details, and confirm the booking. Once completed, the Meeting will be added to your calendar and the sender’s, ensuring everything is scheduled with little effort.
To book a Meeting with a Shared Availability link:
Open the link you received from the person who created the Shared Availability.
From the list of options, select the time slot that works best for you and click [Schedule].
On the next screen, enter your name and email address. Click [Schedule] to confirm. A 1-to-1 Meeting will be created with the person who sent you the link at the time and date you selected.
Use the [Add event to my calendar] dropdown to choose your preferred calendar app and add the Meeting to your schedule.
Once a guest books a time slot and the Meeting is created, all remaining time slots in the Shared Availability are released. These slots will then appear as free in the host’s calendar.
But we also have additional properties designed specifically for Shared Availability:
Meeting duration
Define how much time your guest can book with you using this Shared Availability.
The duration is set to [1 hour] by default, but you can use the dropdown and select a different option.
Expires after
Use this dropdown to choose when your Shared Availability expires.
After that, your guest won’t be able to book your time within that availability.
Availability
This section is where you can define available time slots for your guest to book. Click [Add] to create a new slot. Then, specify the date and the start and end times.
You can also use the calendar grid on the left to create your availability slots.
For detailed steps, see
When creating Shared Availability, you can customize it using some of the standard properties used for Meetings. For more information on these properties, see
