Create a Booking Schedule
What the meeting is, where it happens, when you are available, and who captures the booker.
Before You Begin
- A calendar to build the schedule on
- An understanding of the two halves of a booking
- A form to collect the booker's details. You can build one first or come back and connect it, but the schedule is not bookable until you do.
A booking schedule is the set of rules that makes a calendar bookable. One calendar can carry more than one, which is how the same calendar offers a short intro call and a long review as two different things.
Open the calendar from Apps → Calendar → All Calendars, then use the schedule icon beside it. The screen is headed Appointment Schedule for that calendar.
Work down it in order — the sections build on each other, and availability is last because it is the part you will come back and adjust.
Steps
Say what the meeting is
Four fields, and they are shown to two different audiences:
- Event Type categorises the meeting. It carries the colour the booking will take on your calendar.
- Title (visible to customers) heads the booking page. Write it as an invitation: Book a 30-minute intro call.
- Description (visible to customers) is your chance to set expectations before they commit — what the meeting covers, what to bring.
- Event Title and Event Description are different again: these are what appear on the meeting in the booker's own calendar, once it is booked. Keep the title short and recognisable, because it will sit in a stranger's calendar for a week before you meet.
Connect the form that captures the booker
Connected Form is the most consequential field on this screen.
When a visitor picks a time, Zyntro sends them to this form with the chosen slot already carried along. The form asks who they are, and submitting it is what creates the booking.
That means everything the form can do happens as part of booking: the contact is created or matched, answers map onto CRM fields, notifications go out, and lead ownership follows the form's own routing. If you already have a form you use for enquiries, it can serve here too.
Without a connected form the booking page still renders and still shows times, but choosing one leads nowhere.
Decide where the meeting happens
Two toggles, and you can have both on:
- Allow Virtual Meetings — Zyntro creates the meeting room and puts the link on the booking.
- Allow In-Person Meetings — reveals the location options below.
With both on, the booking page opens by asking the visitor where they would like to meet.
In-Person Location Options then decides whose address is used:
- Fixed — you give the Address, and an optional Label for it. Everyone comes to you.
- Consumer — the visitor supplies their own address, with suggestions as they type. For anything you travel to.
- Both — the visitor chooses which.
Set your availability windows
Under Define Availability and Slots you set, per weekday, the windows you are willing to be booked in. A day can have more than one — mornings and evenings with a gap in between is a normal pattern.
These windows are the only thing that limits when you can be booked. Your organisation's business hours do not constrain them, so a window you set on a Saturday evening is genuinely bookable on a Saturday evening.
A day with no window is simply not offered.
Shape the slots
Four numbers, and the second is the one people misread:
- Slot Duration — how long the meeting is.
- Slot Gap — the interval between the start times you offer. With a 60-minute duration and a 30-minute gap, you are offering starts every half hour, not an extra half hour of breathing room. For a genuine gap between meetings, make the gap larger than the duration.
- Max Daily Slots — how many times to offer on any one day. A sensible cap on a wide window.
- Days Ahead to Show — how far into the future the page will look.
There is a fuller explanation of how these interact, including what the daily cap does, in the article on how available times are worked out.
Save, then share the link
Save, and the schedule exists. You are taken on to design the booking page, where you can match it to your brand.
The screen also offers a Schedule QR Code, which is the booking page's address as a scannable code — useful on print, a business card, or a slide at the end of a talk.
Before you share anything, open the booking page yourself and book a test slot. It is the only way to see what your visitor sees, and it exercises the handover to the form.
Result
Your calendar now has a public booking page offering the times you chose, converted into each visitor's own timezone.
A visitor who picks a slot is handed to your form, and their submission creates the meeting, saves them as a contact and sends the invitations. The booking blocks that time, so nothing else can take it — including any other schedule on the same calendar.
You can revisit any of it. Availability in particular is worth adjusting once you have seen which times people actually choose.
Before you share the link
- A form is connected, and you have submitted it yourself once
- The customer-facing title and description read as an invitation
- The event title is one a stranger will recognise in their own calendar
- Availability windows match the hours you actually want to be interrupted in
- Slot gap is understood as the interval between start times, not padding
- If in-person is allowed, the address or address mode is right
- You have booked a test slot end to end, and then cancelled it
Important: A booking schedule needs a connected form to be bookable. The booking page offers the times; the form is what collects who the person is and what actually creates the booking. Without one, a visitor can pick a slot and press the button and nothing at all will happen — no error, no booking. Always set the connected form before sharing a booking link.
