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
- Incorrect or no availability showing
- Inaccurate Calendar conflicts
- Scheduling for Team Members
- Setting up single-day sessions
1. Check your timezone
The timezone in your scheduling tool and the timezone in your company settings need to match. If they are mismatched, your session times will present as a few hours off.
2. Availability vs. Duration
- Availability is the another way of defining your business hours. Think of availability as 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 8am-noon and then again from 1pm-4pm Mon-Fri. This is your availability.
- Duration is the window of time that you'd like to actively be in a session for. Think of the duration as your active meeting time. For example, you might like to do a 30 minute consultation call. In this example you'd want to set your 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.
Pro Tip: Set your availability to be 2x your session duration to avoid any hiccups and utilize the Buffer feature within your session to eliminate back-to-back meetings if you'd like.
3. Calendar conflicts
In the instance where time is blocked and you want it to be available, or contrastingly, a client was able to book over blocked time with you (ie double-booking), your first stop should be the HoneyBook Calendar.
a) 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"
b) Booked projects in HoneyBook will mark you as busy/unavailable. To work around this, 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.
c) Non-booked projects in HoneyBook (aka Tentative Projects) will, contrastingly, list you as available. These are all clients who have not signed a contract or made a payment to you yet.
4. 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.
This will make it so:
- Clients schedule their session with only ONE of the people 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 we are looking for availability in multiple team members' calendars.
- You can create sessions on your team members behalf by adding them as a Team Member and removing yourself. This will make it so clients can book time with that one specific team member. All notifications and meetings will be sent to that one team member only.
This will NOT allow for all parties (client and all selected team members) to find an available time to meet.
5. Single-day availability
Some members prefer to only show availability for one day of time (ie. one day only of back to back meeting options with or without buffers). In order to set this up you'll want to:
a) select a fixed date range that includes the intended booking date.
b) make sure your availability is correctly set for the intended booking day.
In the above example the intended session is 15 minute back-to-back video calls on January 7th. Notice the fixed date is set to include January 7th and availability is left off for all days besides January 7th during the intended hours of booking (9am-5pm).
PLEASE NOTE: The fixed date range in this example is Jan 7-Jan 8 so all other days are greyed out and unable to edit in the availability block. The dates included in the fixed date range are the only days you'll be able to set availability for.
If these 4 steps still don't solve your problem, please reach out to our concierge team by clicking the question mark icon in the right hand corner of any HoneyBook page, or by emailing [email protected]. Feel free to have any screenshots or examples of your issue ready to share.
Want to learn more?
- When to use session-types and scheduling
- Your client's experience with scheduling
- Scheduling and managing sessions with clients
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!