Scheduling a meeting shouldn’t require endless emails, messages, or phone calls. Whether you’re meeting a client, candidate, customer, or team member, finding a suitable time can often become a task of its own.

Horilla’s Calendar Booking feature lets hosts share a booking link so invitees can schedule meetings based on the host’s live availability. Invitees do not need a Horilla account, making the process simple, professional, and accessible to everyone.

Getting Started

Booking a meeting through Horilla is straightforward. All you need is the booking link shared by the host through email, a website, social media, or any other communication channel.

Once you open the link, you’ll see the meeting details, including the title, description, duration, and the booking workflow.

Click the booking link provided by the host.

The booking page displays:

  • Meeting title
  • Meeting description
  • Meeting duration
  • Available booking dates and times

The booking process consists of three simple steps:

  1. Select a date
  2. Select a time slot
  3. Enter your details

Step 2: Choose a Date

The booking page displays a calendar showing available dates.

Horilla automatically considers:

  • The host’s working hours
  • Company holidays
  • Booking availability settings
  • Existing reservations

Unavailable dates are disabled, ensuring you only select valid booking dates.

Choose any available date to continue.

Step 3: Select an Available Time Slot

Once you select a date, Horilla shows all available time slots for that day.

Only valid slots are shown. The system automatically excludes:

  • Time slots that are already booked
  • Times blocked by the host
  • Periods marked as unavailable
  • Slots that violate advance-notice requirements

Choose the time slot that best suits your schedule.

Step 4: Provide Your Details

Enter the required information to complete your meeting booking.

Typical fields include:

  • Your Name – Used to identify the attendee.
  • Your Email Address – Used for confirmations and reminders.
  • Timezone – Ensures meeting times are displayed correctly in your local timezone.

Hosts may also add custom questions to collect additional information before the meeting.

Complete the form and continue.

Step 5: Confirm Your Booking

Review the meeting details and click Confirm.

Once the booking is completed, you’ll see a confirmation page containing:

  • Meeting Name – The title of the meeting you are scheduling.
  • Host Details – Information about the person hosting the meeting.
  • Scheduled Date and Time – The selected date and time for the meeting.
  • Online meeting link (if applicable)
  • Physical meeting location (if applicable)
  • Reschedule link
  • Cancellation link

A confirmation email containing the same information is also sent to your inbox.

Booking Confirmation

After clicking Confirm, Horilla displays a booking confirmation page summarising the meeting details. The page includes:

  • Meeting title
  • Scheduled date and time
  • Selected timezone
  • Meeting duration
  • Host information
  • Options to Reschedule or Cancel the booking (if enabled by the host)

The attendee also receives a confirmation email containing the same information and any meeting links or location details required to join the session.

This screenshot is usually the last image in the “How to Book a Meeting” section, right before the Rescheduling a Meeting section begins.

What Happens After Booking

After your booking is confirmed:

  • You receive a confirmation email with all meeting details.
  • Reminder emails can be sent automatically before the scheduled meeting.
  • The meeting appears in the host’s Horilla calendar.
  • Hosts and team members are notified according to their workflow settings.

After your booking is confirmed, simply join the meeting at the scheduled time using the meeting link or location details provided.

Rescheduling a Meeting

Plans change, and Horilla makes rescheduling simple.

To reschedule:

  1. Open the confirmation email.
  2. Click the Reschedule link.
  3. Select a new date.
  4. Choose a new time slot.
  5. Confirm the changes.

The system updates the booking and sends an updated confirmation email.

Rescheduling may be unavailable if:

  • The meeting has already been completed.
  • The meeting has been cancelled.
  • The host has disabled rescheduling.
  • The meeting falls within the configured reschedule restriction period.

Cancelling a Meeting

If you’re unable to attend, you can cancel the meeting using the cancellation link in your confirmation email.

To cancel:

  1. Click the Cancel link.
  2. Optionally provide a cancellation reason.
  3. Confirm the cancellation.

After cancellation:

  • The booking is marked as cancelled.
  • A cancellation confirmation email is sent.
  • The host is notified automatically.

Cancellation may be restricted if the host has disabled cancellations or if the meeting falls within a configured cancellation cutoff period.

Horilla Calendar Booking eliminates the hassle of scheduling meetings through lengthy email conversations. By allowing invitees to view real-time availability, select convenient time slots, and manage bookings independently, it creates a smoother experience for both hosts and attendees.

Whether you’re coordinating client meetings, interviews, sales calls, or internal discussions, Horilla helps ensure that scheduling is quick, accurate, and completely self-service—saving time for everyone involved.

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