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FAQ: Scheduler

Answers to commonly-asked questions about scheduling in HoneyBook

Updated yesterday

What are the differences in the different ways to share the Scheduler?

  • Session direct link

    • Sharing: Public links that you can copy and share with anyone, anywhere

    • Client experience: Learn more here

    • Combining actions: Cannot be combined with other actions

  • Smart file with a scheduler block

    • Sharing: Included in smart files that can only be shared with project participants (cannot be shared publicly)

    • Client experience: Learn more here

    • Combining actions: Can be combined in smart files with any other actions

  • Lead form with a scheduler block

    • Sharing: Included in lead forms that can be shared with anyone, anywhere

    • Client experience: Learn more here

    • Combining actions: Can be combined in lead forms with other actions

      • Note: Contracts are not currently supported in lead forms


Can I have clients schedule, pay, and sign a contract all at once?

Yes, you can have clients schedule, pay, and sign a contract all at once. To do so, set up and share a smart file with a scheduler block, invoice & pay block, and contract block. If you’re adding a scheduler block to a smart file, you can also require clients to pay to reserve their session.

Smart files can contain any combination of blocks, so your process-combining options are virtually endless.

Please note that if you’re sharing a session direct link, clients will only have the option to schedule time with you (they won’t be able to pay or sign a contract).


Will a scheduled session apply to the project date?

It depends on how you've configured a session type's session details. Under a session type's session details, you'll have the option to choose if all projects through which the session type is scheduled will have their project dates update to the session dates. If toggled ON, a few notes:

  • 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


Can I include more than one scheduler block/session type in a smart file or lead form?

No, at this time, each smart file and lead form can contain only one scheduler block (and only one session type, since there’s a 1:1 correspondence between session type and scheduler block).


Can clients choose between different session types when scheduling?

No, each session type has its own, unique session direct link and scheduler block. Whenever you share a session direct link, a smart file with a scheduler block, or a lead form with a scheduler block, that is for the one specific session type. Clients will not be able to select time for a different session.


Can I create recurring sessions?

Recurring sessions cannot be created at this time. Anything a client schedules is a one-time session. However, clients can schedule multiple time slots if needed by re-accessing the Scheduler.


Can I sync my external calendar with my session availability?

Yes, you can sync your external calendar with your session availability. Currently, direct calendar-syncing is available with Google Calendar, Microsoft Outlook Calendar, and Apple iCloud Calendar (iCal). To learn more about syncing your external calendar to HoneyBook, check out this article.

📣 Note

At this time, only one calendar host can be integrated with HoneyBook. However, if you connect your other calendars with the external calendar that is synced to HoneyBook, you can have the other calendars (and their events) appear in your HoneyBook Calendar, too.


Will scheduling details autofill in my contracts?

Yes. You can use smart fields to have key session details—such as the meeting date, time, location, and name—autofill in your contracts.


Why doesn't my Scheduler block show my times?

If you’re building a smart file with a scheduler block, the available time slots will show once you go into Preview mode (and will be visible to your clients once you share the file).

You can always send yourself a test file to preview the full client experience from start to finish.


Is there any way to change the first month that appears when a client goes to schedule a session?

When a client views your calendar to schedule, it will default to the current month. This cannot be adjusted. Clients can click through months to view your future availability.


What happens if a session is canceled that a client paid to reserve?

If a session that a client already paid for is canceled, the client will not be automatically refunded. You’ll be notified about the cancellation so that you can issue a refund and take any other steps if needed.


Why is the time zone for my Calendar or scheduled sessions incorrect?


Are there any scheduling templates available?

Yes. If you’re looking to use smart files for scheduling, you can check out the Template Gallery for some inspiration. Just be sure to check off the Scheduler filter type.


Are international time zones supported in the Scheduler?

If a client is located internationally and goes to schedule a session, the available sessions will default to the time zone set on the client's computer. Clients can also manually adjust the time zone using the drop-down, which will show all available time zones (including international).

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Please note that the time zone you (the business) set for your sessions must be a U.S. or Canadian time zone.


What happens when I travel to a different time zone?

When you travel to a different time zone, your HoneyBook Calendar will reflect the new time zone; as soon as you're home, it will revert back to your home time zone.


How do I set 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 single-day availability:

  1. Locate the session type in question and click Edit

  2. Under the session Details, locate When can this session be scheduled?

    1. In the drop-down, select the Fixed Date Range option, then set the Start Date and End Date accordingly

  3. Set your availability correctly for the intended booking day or date range


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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