Scheduling and booking links
What booking links do
A booking link lets a customer pick a free time on the days you allow. When the customer confirms, the meeting appears in your Outlook calendar and Outlook sends the customer a calendar invitation. The customer does not need to sign in.
Booking links work with Outlook and Microsoft 365 calendars only. Google Calendar is not supported.
Before you start
- You need an Outlook calendar. Connect it first, as described below. Connecting your mailbox is not enough, because calendar access is a separate permission.
- If your Microsoft 365 organisation does not let users approve apps, an administrator has to approve calendar access before you can connect.
- Test with a second email address before you send a link to a customer. Create the link, open it in a private browser window, book a time, then check that the event is in Outlook, the invitation arrives and the booking shows in Scheduling.
Connect your Outlook calendar
- Open Settings -> Email Integration.
- Find the Outlook Calendar card and click Connect Outlook calendar.
- Sign in at Microsoft and give access. You return to Enydea and the card shows Connected.
The same card is on the Scheduling screen. Disconnect stops all booking links until you connect again.
Create a booking link
The Scheduling screen: the calendar connection on top, your booking links below.
- Open Scheduling in the side menu and click New booking link. The button works once your calendar is connected.
- Enter a Title (shown to the customer).
- Under Which days can customers book?, pick a start and end date in From – to. Mon to Fri are selected; click the day buttons to change that. Click the cross on a day chip to drop a single day. A link can offer at most 62 days.
- Set From and Until (09:00 to 17:00 by default) and the Meeting length: 15, 20, 30, 45, 60, 90 or 120 minutes.
- Open More options or Booking page: where to meet, agenda, photo and video if you need them (table below).
- Click Create link. Enydea copies the link and shows Link copied.
| Option | What it does |
|---|---|
| Message shown with the link and in the invite | Text for the booking page and the invitation. |
| Location (optional) | Place added to the invitation. |
| Add a Teams online meeting | Adds a Teams meeting. The customer gets a Join online meeting button. |
| Buffer between meetings (min) | Free minutes kept around each booking. |
| Minimum notice (hours) | How far ahead a time must be. Starts at 4. |
| Max bookings | Closes the link after this many bookings. Empty means unlimited. |
| Time zone of the days and hours above | Starts on your browser's time zone. |
| Calendar | Appears only if your company has a shared mailbox. Choose My calendar or the shared mailbox. You need Full Access to that mailbox in Microsoft 365. |
| Offer "At your stand" (asks for their hall and stand) | Lets the customer enter a hall and stand. |
| Other meeting places, one per line | The customer picks one. |
| Agenda topics customers can tick, one per line | Ticked topics go into the invitation. |
| Your photo (https address, optional) and Your role, shown under your name (optional) | Shown on the booking page. |
| Background video from the Video Creator | Plays behind the booking page. |
Share a link
- On Scheduling, click Copy link on a link card.
- From a relation, open the three-dot menu and choose Copy booking link.
- From a contact person who has an email address, click the Send a booking link icon and then Write email with link. The composer opens with the subject "Book a meeting" and the link in the text.
- In the Mailbox composer, click Booking link in the toolbar and then Insert link.
When you already have active links, the dialog from a relation, a contact person or the composer also offers Use an existing link. Links made from a relation or contact are remembered against them.
What the customer sees
- The booking page shows your title, the length and any message, location, host photo and video.
- The customer clicks a highlighted day under Choose a day, then a time under Choose a time. Times appear in the customer's own time zone.
- The customer enters Your name and Email address. Company (optional), Phone (optional), Where shall we meet?, What would you like to discuss? and Anything we should know? (optional) appear when relevant.
- The customer clicks Confirm booking and sees You're booked, with a note that a calendar invitation is on its way.
If someone else takes the time first, the customer is asked to choose another.
After a booking
- The event appears in your Outlook calendar. The invitation has only text you wrote. What the customer typed in the notes and company fields stays in Enydea.
- On Scheduling, click the arrow on a link card to open Bookings. You see the time, name, email, company, phone and notes.
- If the link was made for a relation or contact, or the email matches a contact person, a Meeting entry named "Meeting booked" followed by your title appears in the relation's Calls/Messages tab. A booking from an unknown person is only in the Bookings list.
Manage your links
Each card in Your links shows a status: Active, Off, Full or Expired. Use the Accepting bookings switch to pause a link, the preview icon to open the customer page, and the bin to delete it. Deleting stops the link. Bookings already made stay in your calendar.
Limits
- The booking page has no cancel or reschedule option. A customer can only decline the invitation in Outlook. That does not free the time or change the booking in Enydea. If you delete the event in Outlook, the booking still shows as booked.
- A link books one person's calendar. It does not check other attendees.