Scheduling Links

Share an agency-branded booking link so guests can choose a time with one host, then manage their meeting from a private link.

Scheduling links - manage and share your booking pages

Setup

  1. Create a scheduling link — go to Settings, open Scheduling Links, and click New Link. The editor has six sections: Details, Availability, Calendars, Brand, Questions and Notifications.
  2. Set the meeting details — choose a title, description, duration and location. Start times have their own interval, so a 30-minute meeting can offer starts every 5 or 10 minutes. Enable a video link only when you want the selected calendar to create one.
  3. Set your availability — add separate time windows for each weekday, including multiple windows per day. An end earlier than its start continues into the next day (for example, 10 pm–1 am). Days without windows are closed. Each link can use your shared defaults or its own weekly schedule. Hours use your account timezone. Add buffers, minimum notice, a booking window and date-range blocks for leave.
  4. Choose calendars and check availability — select the Google or Outlook calendar that receives invitations. Busy time from all relevant connected calendars blocks slots, including Google and Microsoft together. Check saved availability after saving changes. If a required calendar cannot be checked, booking is unavailable until that problem is resolved.
  5. Choose your brand and questions — select an authorised brand or inherit the workspace default. Add discussion choices and decide whether company name is required. Phone meetings require the guest's phone number.
  6. Review notifications and share — choose reminder times, save, then preview the saved page before copying its public URL into your signature, campaign footer or message. Archiving a link stops new bookings; existing bookings keep their management access.

Scheduling MCP tools can create, read, update, archive and restore your links; configure calendars, desks, reminders and availability; and preview bookable slots before sharing a link.

Your agency's branding

Reusable brand profiles can be private or shared with your workspace. Workspace admins can set the default. Configure the agency name, logo, accessible accent colour and public website/contact details, then preview the page and email identity. Public pages retain a small Powered by Kolvera attribution.

Existing bookings keep the brand identity saved when they were made. The connected calendar account still controls the invitation organiser; a brand profile does not change that account.

How It Works

Public booking page — visitors see the meeting details and available slots. No Kolvera account is required. They can move between dates, find the next available time and choose their display timezone.
Timezone-aware — slots display in the visitor's chosen timezone. Kolvera stores the meeting as a UTC instant.
Availability and reservation — calendar busy time, existing reservations, buffers and notice rules constrain the available slots. Availability is checked again when the guest submits; a time shown earlier may no longer be available.
Booking status — the result page distinguishes calendar-confirmed bookings from pending sync or bookings needing review. If sync is uncertain, check the status and contact the host rather than submitting another booking.
Video link — when enabled, the selected calendar creates the video link. Check the confirmed meeting details for the joining information; Google Meet is not included with every booking.
Booking reason — discussion choices, company and notes help the host prepare. Public booking does not create a new CRM contact or change an existing contact's details.
Booking source — meeting details and linked contact history retain the referring website when available, plus source and UTM tags from the shared link. For example, add ?utm_source=your-website&utm_medium=website&utm_campaign=booking to a booking URL. Source tags describe the link; they are not verified evidence of a referral. Browsers may omit the referring website, and earlier bookings have no captured source.
Email and reminders — confirmations, changes and selected reminders use the recipients recorded for the booking, including the address the guest supplied. Delivery can be delayed or need review. The editor shows email status; accepted means the mail service accepted the message, not proof it reached the inbox. Reminder times already in the past are skipped.

Calendar hub availability — pilot access

Enabled calendar hub accounts check every calendar selected to block availability across connected Google and Outlook accounts. The Show in calendar control is separate: hiding an overlay does not make its busy slots bookable. Free, declined and cancelled events do not block time; working hours, leave, buffers and unresolved booking holds still apply.

Booking and rescheduling require a fresh check of all blocking sources. A disconnected calendar, provider retry delay or incomplete read makes availability unconfirmed, so Kolvera does not offer unchecked time as free. A failed destination never switches the booking to another account.

Team shared-slot search requires each colleague’s opt-in and complete availability. It suggests times only; it does not create a group booking or invite selected colleagues.

Manage a booking

The guest's private, expiring management link shows the booking status and offers reschedule or cancellation. Rescheduling changes the existing booking; cancelling requires confirmation. If the link has expired, contact the host. Keep this link private because it grants access to that booking.

Attendance is confirmed by the host. Passing the meeting time does not automatically mark a guest as a no-show. An enabled no-show follow-up runs only after the host confirms that outcome.