If time is money, then scheduling is a potential goldmine. And, good news: now, you can use the HoneyBook Scheduler in your smart files. Simply add a scheduler block, select your session type and customize its settings, then send your file off. Your clients can book time, instantly pay for their session, select services, sign a contract, and more, all in one sitting and with no “does this time work?!” back-and-forth.
📣 NOTE
This article references session types. 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.
Adding a scheduler block
Before you get started:
Navigate to Tools > Scheduler and make sure you’ve already set up your session types. When you add a scheduler block to a smart file, you’ll be prompted to select one of your session types.
At this time, each smart file can contain only one scheduler block (and only one session type).
To add a scheduler block to a smart file:
1. Once you’ve created your smart file, find or create the page where you’d like the scheduler block to go.
📚 Tip
Want to pull a scheduler block that you’ve already created into your smart file? Use reusable blocks and pages! Once you’ve added your existing block, skip here for more details on customizing it. Any changes you make will take effect only in the smart file you’re working on.
2. Click the large plus (+) button to add a new block.
3. Select Scheduler.
4. From here, you can:
Select an existing session type; OR
Click Create a session. You’ll be brought to the HoneyBook Scheduler in a new tab, where you can create and customize a new session type. Afterwards, navigate back to the tab with your smart file and select your new session.
Your scheduler block will be added to the smart file, where you can customize it further or just send the file off right away.
📣 NOTE
If you select a session type that utilizes round robin scheduling for multiple team members, the session will be scheduled with the next available team member. If the team member is not a participant in the project, the meeting will still be scheduled with them. The project owner will receive a notification and be prompted to add the team member to the project.
Customizing your session
Once you’ve added a scheduler block to a smart file, click into the scheduler block to open the scheduler settings sidebar.
From here, you’ll be able to adjust the Details and Requirements for the session.
Details
Change: Click Change to change the session type included in the smart file.
Edit details and availability: Select Edit details and availability to edit the session information. You’ll be brought to the HoneyBook Scheduler in a new tab, where you can customize the session’s details and availability. Once you’re all set, click Save and Finish, then head back to the tab with your smart file to continue customizing.
Requirements
Client must schedule session: Toggle this ON if you’d like clients to be required to schedule a session before they can navigate to the next page of the smart file.
Client must pay to reserve session: Toggle this ON if you’d like the client’s session to be reserved only after they pay through the smart file. Turning this option on will add an invoice & pay block to the smart file, where you can add in details and pricing for the session. A session will not be reserved–meaning other clients can schedule over the time–until the client pays.
Scheduling use-case setup
Depending on how you’d like your clients to interact with the Scheduler, you’ll want to set up your smart files a little differently.
I want my clients to have the option to schedule. If they do schedule, I want them to pay to reserve the session:
Services block: First, add a services block with an optional service selection of [Your session name]. Include instructions for clients to select this session from the services block if they’d like to schedule time with you.
Scheduler block: In the same smart file, add a scheduler block. Toggle Client must schedule session OFF and toggle Client must pay to reserve session ON, which will automatically add an invoice to the smart file.
Invoice & pay block: If a client selects the session from the services block, it will pull into the invoice, where they can then pay for and reserve their session. No need to add a reference to the session in the invoice (that will happen automatically), but add any other services/goods you’ll be charging for.
Add any other blocks & pages to your smart file as you’d like!
I want my clients to be required to schedule, and I want them to pay to reserve the session:
Scheduler block: First, add a scheduler block. Toggle Client must schedule session ON and toggle Client must pay to reserve session ON, which will automatically add an invoice to the smart file.
Invoice & pay block: To make it clear to your clients that they’ll need to pay for the session, add a reference to it in the invoice (i.e., a $50 line item titled “Intro Call”).
Add any other blocks & pages to your smart file as you’d like!
I want my clients to be required to schedule, and I do not want to require them to pay to reserve the session:
Scheduler block: Add a scheduler block. Toggle Client must schedule session ON and toggle Client must pay to reserve session OFF.
Add any other blocks & pages to your smart file as you’d like!
I want my clients to have the option to schedule. If they do schedule, I do not want them to be required to pay to reserve the session:
Scheduler block: Add a scheduler block. Toggle Client must schedule session OFF and toggle Client must pay to reserve session OFF.
Add any other blocks & pages to your smart file as you’d like!
I want my clients to answer some questions before they schedule:
Questions block: First, add a question block. Include any questions you'd like clients to answer.
Scheduler block: In the same smart file, add a scheduler block. Customize the block as needed, depending on how you'd like your clients to interact with the Scheduler.
Add any other blocks & pages to your smart file as you’d like!
📚 Tip
You can even send smart files containing scheduler blocks through automations, for completely hands-off scheduling.
For example: Consider setting up an automation that triggers a smart file right after your contact form is submitted, that requires clients to schedule and pay for their first kick-off session.
Sharing your file
Once you’ve built out the scheduler block and the rest of your smart file (check out more smart file building tips here), click Share.
You can then share the smart file with your project participants via email, or click Create a Link to copy & share a link to the file via text, DM, or another avenue.
📚 Tip
Want to learn more about your clients' experience with the scheduler block? Check out this article.
When your client reserves a session, you’ll be notified right away. You can also track payments, contract signatures, and responses to questions when you open the smart file.
📚 Tip
Need to trigger an automation step a certain number of minutes, hours, days, or weeks after a client schedules a session in a project (perfect for sending call instructions, a thank you note, and more)? You can set this up in your automations.
And remember, the beauty of a smart file is that it can be more than just a place for clients to schedule! Add pages with text, images, and videos to introduce your company and showcase your brand; add questions to get more info from your clients (or allow them to ask more questions of you); or round out the booking process by adding an invoice and/or contract to the experience. Whatever makes sense for your business and your process!
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!