Scheduler FAQ

Answers to commonly-asked questions about scheduling in HoneyBook

Updated over a week ago

Have questions about HoneyBook’s Scheduler tool? You’ve come to the right place!

What is HoneyBook’s Scheduler tool?

HoneyBook’s Scheduler tool takes the email ping pong out of finding time and lets clients book with you from your pre-determined session availability.

To use the Scheduler, just create a session type, then share that session via session direct link or a smart file with a scheduler block.

What’s the difference between sharing a session direct link and a smart file with a scheduler block?

Once you’ve set up your session types, you can share a session via session direct link (these are public links, so you can copy and share them anywhere you’d like, with anyone) or a smart file with a scheduler block (smart files can only be shared with project participants).

The client experience with scheduling via session direct link and scheduler block is very similar–clients will see a calendar with your available session times, and be able to select one of the time slots. Once they schedule, they’ll receive an email confirmation and the option to add the session to their Google Calendar. Learn more about your clients’ experience with scheduling here.

The real magic comes into play with smart files. Since you can include any combination of content and actions in smart files, you can combine a scheduler block with, say, an invoice & pay block—allowing clients to schedule time and pay for their session all at once.

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

Yes! Just 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.

📣 Note

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). To combine other parts of your process with scheduling, you’ll need to combine a scheduler block with additional blocks in a smart file.

Will a scheduled session apply to the project date?

No, session dates and times do not affect project dates. Sessions are automatically added to your HoneyBook Calendar as meetings, but they will not override a project date.

Can I include more than one scheduler block in a smart file?

No, at this time, each smart file 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?

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

Can you create recurring sessions?

Not at this time; anything a client schedules is a one-time session. However, clients can schedule multiple time slots if needed by re-accessing your session direct link.

Can I sync my external calendar with my session availability?

Yes! 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.

I don’t see the option to use scheduling in my files! Why is that?

Scheduling is available only in smart files, our newest file experience offering more power and customization than ever. If you’re still using legacy files, click here to learn more about smart files and add them to your account.

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.

Once you preview and if your calendar is showing incorrect times—or no availability at all—check out this troubleshooting resource.

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. 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)—for global accessibility and enhanced flexibility.

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

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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