Session types allow you to create the framework for various kinds of meetings, sessions, or events you might schedule regularly, and that generally have similar attributes—durations, available days, meeting instructions, etc.
You can create session types to schedule things like intro calls, mini sessions, design consultations, business coaching calls, and more. You can even create session types for individual team members, if you need clients to be able to book each team member separately.
We'll cover how to create a session type and adjust its settings below.
📣 Note
Members on the Starter plan can create up to 1 session type, while Essentials and Premium plan members can create unlimited sessions. Learn more about the features included in each plan here.
Get started
From your HoneyBook home page, click the Tools menu
Select Scheduler
Click + New Session Type
Adjust the session details
Enter the session’s details:
Session type: phone call, in-person, video, etc.
Title of session: Consultation, Mini Session, 15-minute Call, etc.
Timezone: which timezone the session will be scheduled in
Duration: amount of time allotted for session
Window: when the session can be scheduled
You can either select Indefinitely, which would enable clients to book as far into the future as they'd like; set a Rolling Window of any of number of days, weeks, or months from the current date; or, select a Fixed Date range in which the session can be booked
For example: If you set a rolling window of 2 months, clients would only be able to see your calendar and book time a maximum of 2 months from today's date
Session date is project date: Whether the project date will be set as this session's date
This will only set the project date if it’s the first session scheduled for a project
There are some instances where the session date booked by the client will override the related project’s date, and instances where the project date will be unaffected by a session with this setting toggled ON
Project date is affected by session date change when:
You or a team member has not set the project date at any time
The client reschedules the session (the project date reflects the new session date)
The client cancels the session (the project date will be removed)
Project date is not affected by session date when:
A project date was already set by you or a team member and a session with this setting toggled on is booked
You or a team member edits the project date after a session is scheduled
Future session reschedules or cancels will no longer affect the project date
Session color: What color will designate this session type in your calendar
Instructions: What session invitees will see upon scheduling
Set up automated session reminders (optional)
If you’d like, set up invitee reminders
You can add up to two reminders, to be sent to meeting invitees any number of minutes, hours, days, or weeks before a meeting
Select the reminder type: Email or Email & SMS
Check Also send to me if you'd like to receive the email reminders as well
Only clients will receive SMS session reminders
Click the X in the reminder field to remove one or both reminders
Set the session availability
Click Next: Availability
This is where you can determine which days and hours you'd like to make available for this particular session type
Click a day of the week to set availability for that day and from here:
Set a window (or multiple windows) of time in which this particular session type can be scheduled
Apply this window(s) to all days (e.g. all Mondays have availability from 9:00am-11:00am, but all Tuesdays have availability from 1:00pm-3:00pm)
If you do not check Apply to all [days], this availability will only apply to the specific date that you’re editing
Click Save when you’ve completed the day's availability
Repeat the process for any other days for which you need to add, remove, or edit availability
Adjust the additional availability settings by toggling them ON or OFF
Buffers: ensures that extra time is added before or after scheduled meetings so you have some breathing room
For example: If you set a buffer for 15 minutes after meetings, and you already have a session in place from 9:00-9:30am, your client will not see available time slots prior to 9:45am on that day
Notice: designates the minimum amount of time between when a client is looking at your calendar and when they can book a meeting
For example: If you set 3 hours of notice and a client is looking at your calendar at 9:00am today, they will not see any open time slots before 12:00pm in today's availability
Custom increments: by default, your availability will be displayed in 30 minute increments (e.g. if your meeting duration is 30 minutes long, clients will see available meeting times a 9:00, 9:30, 10:00, etc.)
Setting your own increments allows meeting start times to be customized (e.g. if you set your meeting increment to 15 minutes, available meeting times will be 9:00, 9:15, 9:30, 9:45, etc.)
Team members: selected team members will be assigned externally-scheduled sessions (and any corresponding projects, created automatically), in a round robin fashion
Only company owners, super admins, and admins can create sessions that include multiple team members
Make sure to deselect yourself, if you don't want to be scheduled for this session type
Adjust the session confirmation details
Click Next: Confirmation
In the Confirmation section, customize the message your client will see upon successfully scheduling this session
The grey session details fields cannot be deleted (they will automatically populate the relevant information based on the details of the scheduled session)
Adjust the additional confirmation settings by toggling them ON or OFF
Allow rescheduling: offers your client the option to reschedule a session without contacting you
Selecting this option brings them back to your availability to pick a new meeting time
Upon reschedule, you and your client will both receive an email confirmation, and the event will automatically update in your calendar
Allow cancellation: offers your client the option to cancel a session without contacting you
Upon cancellation, you and your client will both receive an email confirmation, and the event will be automatically removed from your calendar
Send confirmation email: automatically sends an email confirmation to your client, including the meeting details and an option to add the meeting to their calendar
Once all details have been filled out, click Save and Finish
In your main Scheduler view, you should now see your new session listed. If you’re ready for clients to begin scheduling this session type, make sure the session is toggled to Active. You can also click the eye icon to preview what your client will see, or click the link icon to copy this session's link and start sending it out.
Next steps
Once you've created one or more session types, you can get a bird's eye view of your availability for all sessions in your Availability Overview. This simply allows you to see your week as a whole, and also offers a quick way to edit or add availability.
This view is intended to be an overview of your potential availability. It will not offer a preview of your real-time availability, which will vary based on meetings and sessions that are scheduled—by you, or by your clients—in any of your HoneyBook companies.
Next, you can:
Create and share smart files with scheduler blocks, so clients can book time with you through your files (you can add other content and actions to your smart files, so clients can take multiple steps at once—like scheduling, signing, and paying)
Create and share lead forms with scheduler blocks, which allows anyone to schedule time with you (lead forms can be shared anywhere, with anyone, via direct link, allowing for a public booking experience)
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!