HoneyBook’s Scheduler tool is an extension of your (already very useful) HoneyBook Calendar, enabling you to schedule meetings 2x faster than normal. 

PLEASE NOTE: The HoneyBook Scheduler tool is available for Essentials and Premium plan members. Learn more about the features included in each plan here.

Instead of an endless back-and-forth of "when are you free?!" emails with clients, all you need to do is set your availability, then share a session direct link or share a smart file containing a scheduler block. Then, clients can simply pick a meeting time that works for them from your real-time availability (you can even sync with your external calendar—Google, Outlook, or iCloud—to make sure all availability is taken into account!), as you sit back and watch the meetings roll in. And since meetings allow you to truly showcase your brand (read: YOU!), you can easily book up to 40% more business when you have those meetings in place.

Though the Scheduler does empower your clients and leads to book their own meetings, allowing you to predetermine your availability means you still have ultimate control of your calendar. In fact, you can create any number of calendar session types—various kinds of meetings—each with its own set of details, like durations, availability windows, and more, ensuring that you always know when (and for how long) those folks on the outside can book you. 

You can even use theses session types internally, when scheduling your own meetings; they make it easy to quickly book time with clients or leads without the need to recreate the wheel each time you set up those oh-so-similar discovery calls or Zoom sessions!

In this article, we’ll review:

How scheduling works

Step 1: Create your session types

Create your session types based on common meetings you might schedule. These can be things that are specific to your business, like discovery sessions that always run 45 minutes, or, they can be more general, like 15-minute calls vs. 30-minute calls. 

Each session type will have its own set of details to customize, including: 

  • Duration of the session  

  • How the session will take place: in-person vs. phone call, for example

  • Session availability: The days & windows of time you have open for that particular session type. (Make sure you've set the correct time zone for your business in your Company Settings, so all times show correctly!)

  • Session instructions: clarifying any remaining details for your invitees

PLEASE NOTE: Session availability must be greater than the duration of the session in order to yield any time slots for your clients to book. For example, the duration cannot be 30 mins within a 20 minute availability window.

You can create as many session types as you need! You can also get a bird's eye view of your availability for all sessions you've created in the Availability Overview. This simply allows you to see your week as a whole, and also offers a quick way to edit or add availability.

Step 2: Share your session

Share a direct link

From your Scheduler dashboard, you can copy the session link for the session type you create. That way, you'll ensure that people can only book you for the session type that's most relevant to them and where they are in the process.

Once the link is copied, you can quickly share with leads or clients via email, text, or even post publicly!

Share a smart file with a scheduler block

Create and share a smart file that contains a scheduler block—allowing clients to select time for a session from your availability, from the file. You can even combine the scheduler block with other pieces of content and actions (think: an invoice for clients to pay for their sessions, questions to gather info about what clients are looking for, and more), to further streamline your clientflow.

Step 3: Let your leads and clients do the rest! 

When someone views your session scheduling, they’ll see a calendar with your real-time availability. This calendar takes into account both the predetermined available hours you defined when creating the session type, as well as events that are already booked in your calendar. You can even sync with your external calendar (Google, Outlook, or iCloud) to make sure any events that you've added there are taken into account as well!

So, for example, if you’d set the availability for a 30-minute consult call to be 9:00-11:00am on Tuesdays, but you’ve already scheduled a call from 9:00-9:30 this week, your client would only see times between 9:30-11:00am this Tuesday as selectable options.

When your client has filled in all the requested information (email, name, etc.) and confirmed their appointment, they'll have the option to add the session to their calendar, making sure everyone stays organized.

You can learn more about the client experience with scheduling links here and more about the client experience with smart files with the scheduler block here!

What you see: Once your client has confirmed their appointment, the session will automatically be added to your HoneyBook Calendar and you'll receive an email notification to make sure you’re in the loop!

If your client already has an active project or projects (any pipeline stage before "Completed") with you in HoneyBook under the same email they enter for their session, the newly-scheduled session will be added to their most recently-created project. Otherwise, a new project will be created for the session.

When you should use session types & the Scheduler

As with any tool, this varies from business to business—but we do have a few ideas!

Create session types for any type of meeting, session, or event you might schedule regularly, and that generally has similar attributes. 

For example, if you're a photographer, you might create the following session types with these details:

Discovery call: 

  • 15 minutes

  • Phone call

  • Available to be booked Monday - Friday, 9:00am - 1:00pm

Private consultation: 

  • 1 hour

  • In-person

  • Available to be booked Monday - Friday, 1:00pm - 6:00pm

Engagement shoot: 

  • 3 hours

  • In-person

  • Available to be booked Saturday - Sunday, 8:00am - 4:00pm

Then, depending on the session type and who you want to schedule, you might:

  • Include a link to schedule a discovery call on your website or social channels

  • Create and distribute a contact form, then set up an automation to automatically email incoming leads a link to set up the discovery call or private consultation

  • Include a scheduler block for a private consultation in a brochure smart file, allowing you to showcase your work, list your pricing, and book a meeting all at once

  • Simply email your clients a link to schedule an engagement shoot, once you've qualified them

Additional resources about the HoneyBook Scheduler and Calendar!

Want to learn more?

Still have questions? Feel free to send us a message by clicking the Question Mark icon on any HoneyBook page. Our team is always happy to help!

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