How to Share Google Calendar Meeting Availability

Google Calendar makes it easy to schedule meetings, but sharing your availability with people outside your organization or those without a Google account isn't always simple.

While Google offers a built-in appointment scheduling feature, it's important to note that personal Google Account users can create a single booking page for free. However, advanced features, such as multiple booking pages, are exclusive to Google Workspace subscribers.

For more flexibility, especially when working with external parties, third-party tools like OneCal provide enhanced control over your availability sharing.

In this guide, we’ll walk you through two ways to share your Google Calendar schedule: first, using Google Calendar’s built-in appointment scheduling, and second, with a third-party tool like OneCal that works for everyone.

Note: If you have a personal Google account, you can create a single appointment schedule for free, but advanced features like multiple booking pages, automatic email reminders, and customizable booking forms are not available.

For Google Workspace accounts, users can access these premium features, including the ability to add co-hosts and accept payments for appointments.

Let’s get to the steps:

Step 1: Create an Appointment Schedule

Open Google Calendar on your desktop.
Click on the Create button in the top left corner.
Select Appointment schedule.

Step 2: Set Up Your Appointment Slots

Enter a title for your appointment schedule (e.g., "Consultation Slots").
Set the duration for each appointment slot.
Choose the dates and times you're available for appointments.
Customize the appointment availability by setting specific times or recurring slots.

Step 3: Configure Booking Page Details

Add a description, location, and other pertinent details for the appointments.
Set up booking form fields to collect necessary information from invitees.
Adjust scheduling settings, such as buffer time between appointments and maximum bookings per day.

Once your appointment schedule is set up, click on the Share button.
Copy the booking page link provided.
Share this link via email or other communication channels with the individuals you want to invite. Now, invitees can view your available slots and book a meeting that works for both of you.

If you're having trouble connecting Outlook or iCloud calendars to Google Calendar, check out our guides on How to Sync Outlook with Google Calendar and How to Sync iCloud Calendar with Google Calendar.

If you’re looking for more flexibility, OneCal is a great alternative. OneCal is an Appointment Scheduling App that lets you create customizable scheduling links, making it easy to manage your availability across different platforms.

Unlike Google’s built-in option, OneCal works whether you have a Google Workspace paid plan or not.

It’s especially useful if you are managing multiple work calendars in Outlook and a personal calendar in Apple Calendar and want to avoid scheduling conflicts. Here’s how to use it effectively.

Start by creating a OneCal account, which comes with a free 14-day trial and requires no credit card. Once logged in, the platform will guide you through connecting your calendars, whether you use Google Calendar, Outlook, or Apple Calendar.

You’ll need to grant OneCal permission to access your schedule to sync everything in one place.

Step 2: Create a Personalized Booking Link

Once your calendars are synced, the next step is to set up a booking link. In OneCal, just go to the “Booking Links” tab and click “New Link” to get started.

This link saves you from the back-and-forth of finding a meeting time. Instead of exchanging emails, people can simply open your link, check your real-time availability, and book a slot that works for both of you.

Step 3: Customize Your Meeting Preferences

With OneCal, you have full control over how your meetings are scheduled. When setting up your booking link, you can choose between two meeting types:

One-on-One Meetings: This feature is great for client calls, internal check-ins, or personal consultations.
Collective Meetings: If you schedule group meetings where multiple participants need to find a time that works for everyone.

You can also customize other details, like naming your meeting (e.g., Project Update Call), setting the duration, and adding a short description so attendees know what to expect.

Plus, you can select how the meeting will take place; whether on Google Meet, Zoom, a phone call, or in person.

For even more control, OneCal lets you fine-tune your availability with:

Set custom working hours: You can control when people can book meetings, ensuring they only schedule during your available times.
Add buffer times: This lets you create breaks between meetings, so you have time to reset and avoid back-to-back scheduling.
Limit bookings per day: You can manage how many meetings you take in a day to prevent overload and maintain a balanced schedule.
Customize your booking page: You can add your logo, brand colors, and a unique URL to create a professional and personalized booking experience.
Sync across multiple calendars: You can update your availability in real-time by connecting Google, Outlook, and Apple calendars and allowing anyone to book.

Now that your booking link is ready, it’s time to share it. You can add it to your email signature, include it on your website, or share it on social media so people can easily book a meeting with you.

This saves time by eliminating the usual back-and-forth of scheduling. Since OneCal syncs with your calendars in real-time, your availability is always up to date, ensuring there are no double bookings or scheduling conflicts.

Example of a OneCal public scheduling link:

When deciding how to manage your appointments, you might consider Google Calendar's built-in scheduling or a tool like OneCal. Here's a simple breakdown to help you choose.

Google Calendar lets you set up bookable time slots directly in your calendar. If you already use Google services, this can be useful since it works seamlessly with tools like Gmail and Google Meet.

For personal Google accounts, you can create one booking page for free. However, if you need more features, like multiple booking pages or removing Google branding, you'll need a Google Workspace subscription, which starts at $7 per user per month.

On the other hand, OneCal offers more flexibility, especially if you use different calendar systems. It syncs calendars from Google, Outlook, and Apple in real-time, so all your appointments stay updated across platforms.

This is great if you juggle multiple calendars or work with people using various systems. With OneCal, anyone can book time with you, even without a Google account.

You can also customize your booking page with your logo and brand colors and set specific meeting preferences like buffer times between appointments. OneCal's pricing starts at $5 per user per month, covering up to two calendars, making it a cost-effective alternative to Google Workspace.

OneCal makes scheduling simple with real-time syncing, easy customization, and smooth integrations with Zoom, Google Meet and Microsoft Teams. No more double bookings or conflicts; just a stress-free way to manage your time.

Start your free trial now and stay in control of your schedule!

How to Share Google Calendar Meeting Availability

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