Appointment Scheduler FAQ
Answers to common setup and operating questions about Appointment Scheduler.
For what the app is and how to set it up from scratch, see the
Appointment Scheduler Overview.
Setup
Do I need to configure anything before hosts can publish booking pages?
Yes — two things. First, enable Appointment Scheduler in Admin → Apps → All Apps and grant access to the users or groups who will host pages. Second, check that the workspace-wide Allow booking via public /meet pages (applies to everyone, including colleagues) setting is on in Apps → Appointment Scheduler → Settings (it is on by default). If it is off, every booking page in your business shows as unavailable — to signed-in colleagues as well as outside invitees — even though individual pages are active.
What are the default settings a new booking page starts with?
A new page starts with visibility set to Link only (or Listed internally, when an admin has limited who may publish pages that people outside the organization can book and the creator is not among them), the owner’s timezone, and a single “30 minute meeting” type with virtual location, no buffers, 4 hours minimum notice, and a 60-day booking window. Availability defaults to Monday–Friday 9:00 AM–5:00 PM. The host can change all of these in the page editor.
Who can create and manage booking pages?
Any user who has access to the Appointment Scheduler app can create booking pages. Only a page’s owner (or an admin) can edit it — someone added to a team page takes bookings on it but can’t change it. An appointment can be opened, cancelled, rescheduled or marked a no-show by its host, the owner of its booking page, or an admin; the other hosts of a collective meeting can open it read-only. Admins and app-admins see and manage every page and every appointment across the business.
Permissions and access
Who can change the tenant-wide settings?
Only admins and app-admins. The Settings tab in Appointment Scheduler is hidden from regular users. Settings include the public-booking master switch, who may publish pages people outside the organization can book, reminder defaults, SMS reminders, and integration alerts.
Why can’t external visitors book on our page?
Three things to check in order: the Allow booking via public /meet pages (applies to everyone, including colleagues) setting must be on; the individual booking page must be active (not deactivated or expired); and the page must have at least one active meeting type. A page with no active meeting type, or one whose meeting types have all expired, shows as unavailable even when the page itself is active. And a page set to Listed internally — invitees must sign in to book takes bookings only from signed-in members of your organization: outside visitors can’t book it.
What can someone on a colleague’s team page do?
They take bookings on the page but, unless they’re an admin, can’t edit it. Their Dashboard (and the mobile app) lists it under Team pages you host on, with the weekly hours set for them and a Leave team button; Set my hours next to the page lets them change their own weekly hours and date overrides themselves, while everything else about the page stays with its owner or an Appointment Scheduler admin. Leaving stops new bookings from that page; appointments already booked with them stay theirs. If fewer than two people are left, the page goes back to solo scheduling, its round-robin and collective meeting types switch to a single host, and the owner is notified.
Day-to-day
What happens when someone books an appointment?
The platform checks the host’s availability again at confirmation to prevent double-booking — their calendar, synced Google events, approved leave (while Treat approved leave as busy time is on) and, for an Outlook calendar, a live free/busy read — then creates a calendar event on the host’s calendar, sends the invitee a confirmation email with an ICS attachment and a secure manage link, and notifies the host via inbox and push. If the meeting type is physical and auto-reserve is on, a room is reserved in the Bookings app. If Guest Pass pre-registration is on, the invitee is pre-registered as a Guest Pass visitor; the visit follows your Guest Pass approval settings, so it may need approval first, and the host is told when it does. If a colleague books while signed in with their own work email, the meeting also lands on their calendar.
Can a host set a daily cap on how many appointments they take?
Yes. Each meeting type has an optional Maximum per day field. When set, the host drops out of availability for that day once the cap is reached. On a round-robin team page the capped host drops out of the rotation for that day; the remaining members keep accepting bookings.
What happens when a group session fills up?
The slot stays visible but shows a Join waitlist option instead of a booking form. If someone cancels or reschedules out, everyone on the waitlist for that session is emailed. The first person to rebook gets the seat — there is no auto-booking and no held seats. Group sessions accept 2 to 500 seats.
How do I enable SMS reminders for invitees?
SMS reminders require opt-in on both sides. In Settings, turn on Send SMS reminders to invitees who opt in — it is off by default, and it works independently of email reminders. Then the invitee must provide a phone number and tick the reminder checkbox when booking. SMS uses your business SMS quota, and no texts go out until SMS is set up for the workspace under Admin → General Settings → SMS Settings. The opt-in carries over if the appointment is rescheduled.
Can a meeting type have its own reminder lead time?
Yes. Each meeting type has an optional Reminder lead time (hours) field. When set, the reminder — email and SMS alike — fires that many hours before the appointment instead of the workspace default. Accepted values are 1 to 168 hours (7 days). When left blank, the meeting type uses the workspace’s Default hours before the appointment setting (24 unless an admin changed it).
When does the follow-up email go out?
Only when the meeting type has a follow-up note saved in its email templates. The follow-up is sent at least 12 hours after the appointment ends, giving the host time to mark a no-show before the thank-you goes out. Appointments older than 3 days are not eligible for a follow-up.
I can’t delete a booking page — what do I do?
A page with upcoming appointments cannot be deleted; cancel those appointments first, or deactivate the page instead. A page with any appointment history — including past or cancelled bookings — cannot be hard-deleted at all. Deactivation is the permanent retirement path: the public link shows “unavailable” and no new bookings are accepted, but the appointment history stays intact.
I can’t delete a meeting type either — why?
A meeting type that has any appointments on record is deactivated instead of deleted. It no longer appears on the public booking page, but the appointment history tied to it is preserved. Only meeting types with zero appointment history can be hard-deleted.
When something looks wrong
“I sent someone our booking link but they see ‘unavailable’”
Check three things: (1) the Allow booking via public /meet pages (applies to everyone, including colleagues) setting is on; (2) the booking page itself is active; (3) the page has at least one active meeting type with availability windows that produce free slots. If the page’s visibility is Listed internally, the invitee must be signed in as a member of your organization to see it.
“My team’s round-robin page only shows one person’s times”
A team page requires at least two members. If a member was removed or left the team and the page dropped below two members, every round-robin or collective meeting type on that page was automatically reverted to solo mode. Re-add team members and then set the meeting type’s assignment mode back to round-robin or collective.
“A teammate is marked ‘Can’t open Appointment Scheduler’ on the Team card”
That person is still on the team, so invitees can book them, but they no longer have access to the app and can’t see or manage those appointments. Give them access in Admin → Apps → All Apps, or remove them from the team.
“The invitee says they never got a confirmation email”
Confirmation emails are only sent to appointments in confirmed status with a non-blank invitee email. Check the appointment detail page for the invitee’s email address. If the email is correct but undelivered, it may have been caught by the invitee’s spam filter — the email includes an ICS calendar attachment, which some filters flag. Note that follow-up emails require a follow-up note on the meeting type; if no note is saved, no follow-up is sent.
Embedding and branding
Can I embed our booking page on an external website?
Yes. In the page editor, add each external domain to the Allowed embed domains list — bare hostnames like example.com, up to 10 per page. The editor provides a copy-paste iframe snippet. Only the listed domains can embed the page; all others are blocked by the Content Security Policy header.
Licensing and limits
Does Appointment Scheduler require a licence?
Yes. It is a licensed app, off by default. An admin enables it from Admin → Apps → All Apps and grants access per user or group. There is no per-booking or per-invitee charge.
What are the limits I should know about?
| Limit | Value |
|---|---|
| Meeting duration | 1 minute to 8 hours |
| Buffer before/after a meeting | 0 to 4 hours each |
| Rolling booking window | 1 to 365 days (default 60) |
| Minimum notice | 0 or more minutes (default 4 hours) |
| Group session seats | 2 to 500 |
| Reminder lead time | 1 to 168 hours (default 24) |
| Embed domains per page | 10 |
| Routing options per page | 10 |
| Booking page title | 120 characters |
| Booking page slug | 60 characters |
| Welcome message | 300 characters |
| Bulk cancel | 100 appointments at a time |
| Custom question answer length | 1,000 characters |
| Email template note | 2,000 characters per note |
| Analytics window | Last 90 days, 8-week trend |
More help
- Appointment Scheduler Overview
- Ask AI — the assistant answers Appointment Scheduler questions from these articles.