Google Calendar – How to Create & Share Appointment Schedules

Google Calendar's Appointment Schedules feature allows you to create a booking page where colleagues, families, and other individuals can select an available time to meet with you.

This feature works similarly to scheduling services such as Calendly and can help reduce the number of emails needed to coordinate meetings.

1. Create an Appointment Schedule

1. Open Google Calendar.
2. Click Create in the upper-left corner.
3. Select Appointment schedule.
4. Enter a title, such as "Parent Meeting" or "Staff Technology Consultation."
5. Select the appointment duration, such as 15 or 30 minutes.
6. Choose the days and times when you are available.
7. Adjust additional scheduling options as needed.
8. Click Next.

If your account already has a booking page, you may also see an option to create or manage appointment schedules in the Booking pages section.

2. Customize Your Booking Page

After setting your availability, customize how appointments will work.

• Meeting location: Select Google Meet, an in-person location, a phone call, or another available option.
• Description: Explain the purpose of the appointment.
• Booking form: Review the information requested from individuals scheduling a meeting.
• Scheduling window: Control how far in advance appointments may be booked.
• Availability: Adjust available times and other supported scheduling settings.

Click Save to finish creating your appointment schedule.

3. Share Your Appointment Schedule

Once your booking page is created, you can share it through email or other appropriate district communications.

1. Open Google Calendar.
2. Locate Booking pages in the left panel.
3. Find the appointment schedule you want to share.
4. Click the option to Copy link.
5. Paste the booking link into your email or other communication.

Recipients can open the link, view available appointment times, and select a time that works for them.

4. Share Your Availability Through Gmail

When someone emails you requesting a meeting, you can respond with your appointment booking link instead of manually suggesting multiple meeting times.

1. Open Gmail and begin composing a message or reply.
2. Copy your Google Calendar booking page link.
3. Paste the link into your message.
4. Invite the recipient to choose an available appointment time.

Depending on your Google Workspace account, Gmail may also provide built-in meeting scheduling options. These options can vary by account type.

5. Manage Your Appointments

When someone books an appointment, the meeting is added to Google Calendar.

To review or change your appointment schedule:

1. Open Google Calendar.
2. Find your existing appointment schedule.
3. Open the schedule and select the edit option.
4. Adjust your availability or other settings.
5. Save your changes.

To reduce scheduling conflicts, review the Check calendars for availability setting when creating or editing your schedule.

6. Video Tutorials & Additional Resources

7. Frequently Asked Questions

Can Someone Book an Appointment Without Emailing Me?

Yes. Anyone with access to your booking page can view available times and request an appointment.

Will Appointments Appear on My Google Calendar?

Yes. Booked appointments are added to your calendar.

Can I Change My Availability?

Yes. You can edit your appointment schedule and adjust the available days and times.

What If I Cannot Find Appointment Schedules?

The feature may be unavailable or restricted under your Google Workspace account. Contact PBSD Technology Support if you need assistance determining whether it is available.

8. Need Help?