Create Appointment Slots in Google Calendar

For my coaching clients out there (or anyone else who needs to offer an appointment schedule), I think this is a great addition to Google Calendar. Now you can schedule slotted appointment times and invite your clients to choose from those times you have made available. Here’s how to set it up:

1. Open your Google Calendar (duh!). If you are in your inbox, there is a link to the calendar in the upper left corner.

2. VERY IMPORTANT: If you will be using these appointments for more than one group of people, you will want to create a new calendar for each group. ALL of your appointment slots in a single calendar will be open to anyone who is invited. So if you are offering coaching calls for an e-clinic, you will want to create a calendar specifically for that e-clinic so people from a different e-clinic won’t be able to see those slots. Create a new calendar by clicking on the “add” link in the left sidebar where your calendars are listed. Name the calendar something related to your coaching program so you can easily keep up with it.

3. Click on the day you want to open up available times – just like you would to create any event.

4. Click on the drop down menu to select the calendar you want to use.┬áThen click on the “Appointment Slots” link.

5. You will then enter a title and pick the block of time you have open and the length of each slot. For example, if you had a two hour block of time from 12p.m. to 2p.m. where you could take 30 minute calls, you would enter this:

6. You can then save, or enter the email addresses of those you want to offer the slots to and then save. If you don’t want to invite people through Google, you are provided with a link you can also use on your website, etc.

Just add a new appointment slot for every day you want to make time available.

That’s it! Pretty simple, huh?┬áThose you invited then choose which slot they want by simply clicking on it. It is removed from your available time and you are sent an email letting you know who scheduled what time. You can also check it on your calendar itself because when someone books a time, it creates a new event in your calendar. It will look like this:

The shaded part is your block of time and the solid smaller box is a booked time.

If all of the slots are filled, the invitee will be asked if they would like to search for later appointments. This is why it is so important to create separate calendars for each group. You don’t want people booking times who aren’t supposed to be.

After that, it pretty much acts just like any event in Google Calendar. You can edit the times or dates or delete it and are given the opportunity to notify those who have booked of any changes.

Thanks for reading!

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3 Responses to “Create Appointment Slots in Google Calendar”

  1. Scott M. Brannan Art says on :

    Coolio. I had no idea. I really need to start utilizing all these cool Google accessories.

  2. Kris says on :

    There is a TON of stuff they provide. You will definitely want to check it out so you’ll be ready to launch!

  3. Mixed Links for Nonprofit Marketers says on :

    [...] with their new appointment slot option. My assistant, Kristina Leroux, goes through the process of how to set up slotted time for appointments in Google Calendar in another of her “how-to” [...]