Scheduling Links
Let others book time on your calendar with shareable scheduling links
Calendar: 4 pages
Scheduling links let people book meetings with you without the back-and-forth of email coordination. Each link has its own public booking page that shows your open times, checks your connected calendars for conflicts, and adds confirmed bookings to your calendar.
How It Works
- You set your weekly availability and timezone
- You create a scheduling link for a type of meeting — for example, "30-Minute Intro Call"
- You share the link or embed it on your website
- A guest picks a time and fills in their details
- The meeting is added to your calendar, and both of you get an email
Scheduling settings live under Settings → Communications. The Scheduling tab holds your links; the Availability tab holds your hours and timezone.
Set Your Availability
Your availability applies to all of your scheduling links.
- Go to Settings → Communications → Availability
- Under Your Timezone, search for and select your timezone. All availability times are in this timezone; guests see times converted to their own.
- For each day of the week, turn the day on or off and set its hours. Add more than one time range to a day to leave a gap (for example, a lunch break), or copy one day's hours to other days.
- Click Save Changes
Days you turn off show as Unavailable and can't be booked.
Choose Which Calendars Are Checked
Go to Settings → Communications → Scheduling and find the Scheduling Settings card. Under Check for conflicts on, choose which connected calendars Coherence checks so you aren't double-booked.
When calculating open times, Coherence treats these as busy:
- Events on the calendars you selected (events marked as free are ignored)
- Meetings already booked through your scheduling links
- The buffer time you set on each link
To block time, add a busy event to one of those calendars.
Create a Scheduling Link
- Go to Settings → Communications → Scheduling
- Click Create Scheduling Link (or New Link if you already have links)
- Fill in the Create Scheduling Link dialog, described below
- Click Create Link
You can also start from the Calendar page: the Booking pages section in its sidebar has a + button (Create booking page) that takes you to the same settings.
Basics
| Setting | Description |
|---|---|
| Title | The meeting name guests see, e.g. "30-Minute Meeting" |
| URL Slug | The last part of your booking URL. Generated from the title |
| Description (optional) | Shown on the booking page — tell guests what the meeting is for |
| Duration (minutes) | Meeting length, from 5 to 480 minutes |
| Minimum notice (hours) | How far ahead guests must book. Defaults to 24 |
| Buffer before (minutes) / Buffer after (minutes) | Padding kept free around each meeting |
| Max advance booking (days) | How far into the future guests can book. Defaults to 60 |
| Add bookings to calendar | Which connected calendar receives new bookings. Leave it on Use default calendar to use your default |
Location
Choose where the meeting happens:
| Location | Details you can add |
|---|---|
| Video Call | A Video Provider — Google Meet, Zoom, or Microsoft Teams — and an optional Meeting link |
| Phone Call | Phone Instructions (optional) |
| In Person | An Address and Additional Instructions (optional) |
| Custom | Location Details in your own words |
Each location also has a label shown to guests. Click Add location option to offer up to five locations — when there are two or more, guests choose one when they book.
To give every video booking its own unique Zoom or Google Meet link, connect your account in the Conferencing card on the same page. See Zoom.
Meeting Limits
Expand Meeting Limits to cap how busy a link can make you:
- Daily limit — maximum bookings per day
- Weekly limit — maximum bookings per week
- Time slot interval — how often start times are offered: every 15, 30, or 60 minutes
Booking Questions
Expand Booking Questions to ask guests for extra information. Click Add question, type the question, pick a type, and turn on Required if needed. You can add up to 10 questions.
| Question type | Use it for |
|---|---|
| Short answer | A single line, e.g. "Company name" |
| Paragraph | Longer answers, e.g. "What would you like to discuss?" |
| Phone number | A contact number |
| An additional email address | |
| Dropdown | A fixed list of choices, one option per line |
Answers appear in your booking notification email and on the calendar event.
Booking Page Branding
Expand Booking Page Branding to match your brand:
- Company Logo — replaces your avatar on the booking page. PNG, JPG, GIF, WebP, or SVG up to 5MB. Save the link first, then edit it to upload a logo.
- Accent color — used for buttons and highlights
- Background color — the page background
- Website URL (optional) — adds a link to your website
- Show "Powered by Coherence" — turn off to hide the Coherence badge
Share Your Link
Your booking URL looks like this:
https://book.getcoherence.io/your-workspace/30-minute-meeting
On the Scheduling tab, each link has:
- Copy Link — copies the booking URL to your clipboard
- Open link (the external-link icon) — opens the booking page in a new tab
- A More options menu with Edit, Embed on website, Deactivate / Activate, and Delete
Embed on website gives you code to add the booking widget to your own site, so visitors can book without leaving it.
The Booking pages section of the Calendar sidebar also lets you Copy link, Open booking page, Edit settings, or Delete any link.
What Guests See
The booking page shows your logo (or your avatar), your name, the meeting title, duration, location, and description. Times are shown in the guest's own timezone, detected from their browser.
Guests book in three steps:
- Select a date — only dates with open times can be picked
- Pick a time
- Enter your details — Name and Email (required), Phone, your booking questions, a location choice if you offer more than one, and Additional notes
They click Schedule Meeting and see a Meeting Scheduled! confirmation.
After Someone Books
- The meeting is added to your calendar — the one set in Add bookings to calendar, or your default — with the guest invited
- The guest receives a confirmation email with the meeting details and a link to manage their booking
- You receive an email notification with the guest's details and their answers to your booking questions, sent to the address of your connected calendar
- The guest is added to your People module, or matched to the existing person with the same email address, and the booking is linked to that record. Matching uses the exact email address only, so a booking never attaches to someone who just shares a name.
To run your own follow-up steps when someone books, cancels, or reschedules, build a flow with the Booking trigger in Automation.
Reminders
Guests get reminder emails 24 hours and 1 hour before the meeting, shown in their own timezone and with a link to manage the booking.
- If someone books with less time to go, only the reminders still ahead of them are sent. Book 10 hours out and the guest gets just the 1-hour reminder.
- Reminders are never sent once the meeting has started.
- Rescheduling re-arms both reminders for the new time. Cancelling stops them.
Rescheduling and Cancelling
The guest's confirmation and reminder emails link to a Manage Your Booking page where they can:
- Reschedule — pick a new time from your current availability. Both of you are notified, and the calendar invitation is updated.
- Cancel this booking — the guest receives a cancellation notice and you're notified by email.
Managing Your Links
- Edit a link at any time from its More options menu. Changes apply to future bookings.
- Deactivate a link to stop new bookings without deleting it. Activate it again when you're ready.
- Delete a link to remove it permanently. Existing bookings remain, but no new bookings can be made.
Next: Learn about linking calendar events to records.