Scheduling in HoneyBook helps you get time back by eliminating all of the back-and-forth when it comes to meetings or other scheduling needs.
There may be a few reasons why your Scheduling tool isn't functioning as expected. Here are five common issues you can troubleshoot on your own before escalating it to our concierge team for extra assistance:
Incorrect times showing: check your time zone
The time zone in your Scheduling tool and the time zone in your company settings need to match. If they are mismatched, your Session times will present as a few hours off.
Incorrect or no availability showing: check availability vs. duration
Availability is another way of defining your business hours — essentially, just the windows of time on any given day when you would like a client to be able to book a Session with you. For example, you might like to take Sessions from 8:00am-12:00pm and then again from 1:00pm-4:00pm Monday through Friday. This is your availability.
Duration is the window of time that you'd like to actively be in a Session for. For example, if your standard consultation call runs 30 minutes, you'd want to set your Consultation Call Session duration to 30 minutes.
Your availability must be a broader window of time than the Session's duration. If your availability is a smaller window than your Session duration window, you will see no available Sessions.
HoneyBook Tip: Set your availability to be 2x your Session duration to avoid any hiccups. You can also utilize the Buffer feature within your Session to eliminate back-to-back meetings, if you'd like.
Inaccurate Calendar conflicts: check your Calendar
If a time appears blocked that you want to be available, or, conversely, a client was able to book over a legitimately blocked time with you (i.e. double-booking), your first stop should be your HoneyBook Calendar to double check the following:
Check the settings of your Google Calendar events
In order to block time from being available, you'll need to set those Google Calendar events to "Busy" instead of "Free."
Check for booked Projects
Booked Projects (in which the client has signed the contract or made a payment) in HoneyBook will mark you as busy/unavailable. To make sure you're marked as available at the correct times, try adding start and end times to your Project's Details section. Adding a start and end time will mark you as unavailable only during that window rather than the entire day.
Check for non-booked Projects
Non-booked Projects in HoneyBook (aka Tentative Projects, in which a client has not yet signed a contract or made a payment) will, contrastingly, list you as available until the Projects are booked.
Confusion over Scheduling for team members
There is often confusion around what can or cannot be done with team scheduling. When creating a Session Type, you'll notice the option to add team members.
Adding team members will ensure that:
Clients schedule their Session with only ONE person listed in the team members section on a rotating basis (aka round-robin).
All team members listed take turns hosting this particular Session Type. There is no way to all be included on the meeting.
Each available time slot has the potential to be booked multiple times, since multiple team members' calendars are being reviewed for availability.
You can create Sessions on your team member's behalf by adding them to a Session Type as a team member, then removing yourself. This will allow clients to book time with that one specific team member, and all notifications and meetings will be sent to that one team member only.
PLEASE NOTE: Adding team members to Session Types only functions to assign scheduled Sessions in a round-robin fashion. At the moment, there is not a way to automatically include all listed team members in one meeting.
Setting single-day availability
Some members prefer to only show availability for a single date or set date range, versus, for example, every Monday for the next year.
To set this up, make sure to:
Select the Fixed Date Range option, and set the Start Date and End Date accordingly
Bake sure your availability is set correctly for the intended booking day or date range
For example, in the images above, you'll see that the Session is a 15-minute video call, which can be booked any time between 9:00am-5:00pm, and only on January 7th (since no availability is listed for any other dates).
PLEASE NOTE: Since the fixed date range in this example is January 7 - January 8, all other days are greyed out, so an availability block cannot be added. The dates included in the fixed date range are the only days for which you'll be able to set availability.
If you're still running into issues or questions after reviewing these steps, just get in touch with our Concierge team — they'll be happy to help out! You can click the Question Mark icon in the right hand corner of any HoneyBook page, or email [email protected]. Feel free to have any screenshots or examples of your issue ready to share.
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!