Set up scheduling

Which plans: Pro

Let visitors book time with you from your page, and move or cancel bookings when plans change.

Before you start

  • Plan: Pro.
  • The hours you're free each week, and your timezone.
  • How you meet: a video link, a phone call, an address, or details you'll send by email.
  • Or, if you already use Calendly, Cal.com or a similar tool, your booking link.

Open your scheduling settings

  1. Open your page while you're signed in.
  2. Select Edit on your booking section, or Add a booking calendar if you don't have one yet.
  3. Select ProSeen scheduling.

Set the basics

  1. Choose the Meeting length, from 15 to 90 minutes.
  2. Choose a Break between bookings.
  3. Choose the Minimum notice you need before a booking.
  4. Choose How far ahead people can book.
  5. Choose How you meet.
  6. Check Your timezone.
  7. Fill in the field that appears for your meeting: Video link (optional), Call details (optional) or Address.

Set your weekly hours

  1. Under Weekly hours, tick each day you take bookings.
  2. Set the start and end time for that day.
  3. For a second window on the same day, such as 9 to 12 and 2 to 5, select + Add hours.

Add meeting types (optional)

  1. Under Meeting types, select + Add a meeting type.
  2. Fill in its Name, such as Intro call.
  3. Choose its Length.
  4. Add One line about it (optional) if you like.

You can offer up to three. Visitors pick one first. With meeting types, each one sets its own length.

Add questions for visitors (optional)

  1. Under Questions for visitors, select + Add a question.
  2. Type the question.
  3. Tick Required if visitors must answer it.

You can add up to three. “What would you like to talk about?” is always on the form. Don't ask for passwords, card details, ID numbers or health records.

Add time off (optional)

  1. Under Time off, select + Add time off.
  2. Pick the first day off.
  3. Pick the last day off.

Save your setup

  1. Select Save.

What visitors see

  • They pick a meeting type if you offer more than one, then a day, then a time. Times show in their own timezone.
  • They give their name and email, a phone number if you meet by phone, and answers to your questions. Then they select Confirm this time.
  • The success screen has a Manage your booking link.
  • Their confirmation email shows the time in their own timezone, with links to add it to Google Calendar, Outlook, or Apple and other calendars (.ics).
  • For in-person meetings, your address isn't on your public page. Visitors see it only after they book, in the confirmation, the calendar invite and the reminder.
  • Bookings made more than a day ahead get a reminder the day before. You get one too.

Move a booking

  1. Go to Dashboard, then Bookings.
  2. Open the Upcoming tab.
  3. Select the booking to open it.
  4. Select Change the time.
  5. Pick a new day.
  6. Pick a new time.
  7. Select Move the booking here.

Your visitor gets an email with the new time. Changed your mind? Select Keep the current time instead.

Cancel a booking

  1. In Dashboard, then Bookings, open the booking.
  2. Select Cancel booking.
  3. Confirm when your browser asks.

Your visitor gets an email straight away, and the time opens up again.

Mark whether a meeting happened

  1. In Dashboard, then Bookings, open the Past tab.
  2. Select the booking to open it.
  3. Select It happened or No-show. Clear takes the mark off.

A booking stays under Upcoming until it ends. You can mark it only after that.

When a visitor needs to change

  1. They open Manage your booking from their success screen, or the link in their confirmation email.
  2. They select Change the time.
  3. They pick a new time.
  4. They select Move my booking to this time. Or they select Cancel this booking instead.

You get an email either way. A visitor can move one booking a limited number of times; after that, they reply to their confirmation email. Moves you make yourself don't count toward that limit.

Use a Calendly or Cal.com link instead

  1. Open your booking section's editor.
  2. Select Calendly / Cal.com link.
  3. Paste your link into Booking link.
  4. Select Save.

Calendly, Cal.com, Google Calendar booking pages, Microsoft Bookings, TidyCal, zcal, SavvyCal and HubSpot show right on your page. Any other link becomes a Book a time button. Bookings made this way stay in that tool and don't appear in your Bookings tab.

What happens next

  • New bookings arrive in Dashboard, then Bookings, and by email, unless you turned off Messages and bookings emails in Settings, under Notifications.
  • Your Bookings tab shows times in your scheduling timezone.
  • Times already booked on ProSeen are never offered twice.
  • If your plan stops including scheduling, the booking section leaves your page. Bookings you already have stay in your Bookings tab.

If something goes wrong

  • Visitors see “No open times right now”: check your weekly hours, your time off, the Minimum notice and How far ahead.
  • Someone booked a time you're busy: ProSeen doesn't read your other calendars. Keep your weekly hours and time off up to date, and move the booking.
  • “That time was just taken”: someone else booked it a moment earlier. Pick another time.
  • The save says a time window needs to end after it starts: check the times for that day.
  • “Add the address for in-person meetings”: fill in Address, or choose another way to meet.
  • “That booking has already started”: a booking can't be moved or canceled once its time begins.
  • “Switch ProSeen scheduling on to move bookings”: open your booking editor and select ProSeen scheduling.

Related guides: Messages and leads · Plans, billing and changing plans

Still stuck? Write to hello@proseen.me and a person will answer. Or go back to the help center.