Scheduling meetings shouldn’t require endless email exchanges. Whether you’re coordinating with leads, customers, or job candidates, Horilla CRM’s Calendar Booking feature allows people to book time with your team directly through a public scheduling page.

Instead of asking “When are you available?”, visitors simply choose an available slot, and Horilla handles the scheduling automatically.

In this guide, you’ll learn how to create a booking page, configure availability, and manage incoming bookings.

Why Use Calendar Booking?

Calendar Booking helps teams:

  • Reduce scheduling delays by letting attendees choose available time slots themselves.
  • Enable prospects and customers to book meetings independently without manual coordination.
  • Automatically generate meeting links for virtual meetings
  • Reduce missed appointments with automated reminders
  • Collect important information before the meeting

Whether you’re scheduling discovery calls, product demos, onboarding sessions, or interviews, Calendar Booking simplifies the process.

Before You Begin

Before creating a booking page, ensure that Business Hours are configured for your organization. These working hours are used to generate available meeting slots.

If Business Hours are not configured, Horilla will prompt you to set them up when opening Calendar Booking for the first time.

Accessing Calendar Booking

To open Calendar Booking:

  1. Navigate to General Settings.
  2. Open the Calendar Booking section.
  3. Click Create Booking Page.

Create a Booking Page

Navigate to General Settings → Calendar Booking and click New Booking Page.

Fill in the following details:

Basic Information

  • Shift Hours – Select the working schedule used for availability.
  • Title – Enter a name for the booking page.
  • Description – Briefly describe the purpose of the meeting.

Meeting Configuration

  • Duration (minutes) – Specify how long the meeting will last.
  • Online Meeting – Turn on this option to host the meeting virtually.
  • Meeting Provider – Choose the platform used for the online meeting, such as Zoom, Google Meet, or Microsoft Teams.
  • Participants – Choose users who should automatically join booked meetings.

Scheduling Rules

  • Advance Notice (minutes) – Minimum notice required before a booking can be made.
  • Booking Window (Days) – Defines the maximum number of days ahead that appointments can be booked.
  • Buffer Before (minutes) – Time reserved before each meeting.
  • Buffer After (minutes) – Time reserved after each meeting.
  • Reminder (hours before) – Send automatic reminders before the meeting.
  • Max Bookings Per Day – Sets the maximum number of appointments that can be scheduled in a single day.

Rescheduling and Cancellation

  • Allow Rescheduling – Permit visitors to reschedule bookings.
  • Reschedule Cutoff (days) – Restrict rescheduling close to the meeting date.
  • Allow Cancellation – Permit visitors to cancel bookings.
  • Cancel Cutoff (days) – Restrict cancellations close to the meeting date.

Email Notifications

  • Confirmation Email Template – Sent when a booking is confirmed.
  • Cancellation Email Template – Select the email template that will be automatically sent when a booking is cancelled.
  • Reschedule Email Template – Sent when a booking is rescheduled.

Appearance

  • Brand Color – Choose the color displayed on the public booking page.

After completing the necessary fields, choose Save to add the booking page, or Save & New to create an additional booking page right away.

Managing Booking Pages

After creation, booking pages can be managed from:

General Settings → Calendar Booking

Available actions include:

  • Edit: Modify booking settings at any time.
  • Availability: Manage working hours and unavailable periods.
  • Share / Embed: Copy the public booking URL or generate embed code for your website.
  • Delete: Remove the booking page permanently.

Availability

The Availability panel displays the schedule used to generate booking slots. It shows:

  • Assigned Shift Hours
  • Weekly working schedule
  • Working and non-working days
  • Host unavailability blocks

Share & Embed

The Share & Embed option allows you to distribute the booking page.

From this panel, you can:

  • Copy the public booking URL
  • Generate embed code for websites
  • Add the booking page directly to external portals or landing pages

Managing Bookings

Click any booking page to view incoming appointments.

The bookings list displays:

  • Visitor name
  • Email address
  • Meeting date and time
  • Status
  • Meeting link

Viewing Booking Details

To view information about a specific booking, open the booking record from the bookings list.

The booking detail page displays:

  • Booker’s name and email address
  • Booking page name
  • Meeting start and end time
  • Time zone
  • Meeting URL
  • Current booking status
  • Cancellation reason (if applicable)

Administrators can update the booking status directly using the Change Status button.

Booking Statuses

Horilla provides several booking statuses to help track the progress of scheduled appointments:

  • Pending – The booking request has been received and is waiting for approval or further action.
  • Confirmed – The booking has been approved, and the participant has been notified through a confirmation email.
  • Cancelled – The booking has been cancelled, and a cancellation notification has been sent to the participant.
  • No Show – The participant did not attend the scheduled meeting.

My Bookings

Team members can view all meetings where they are involved.

Navigate to:

My Jobs → My Bookings

This page displays meetings where the user is either:

  • The host
  • A participant

How Horilla Calculates Availability

When a visitor opens your booking page, Horilla automatically checks:

  • Business Hours or Shift Hours
  • Company holidays
  • Advance notice requirements
  • Booking window limits
  • Existing bookings
  • Manual unavailability blocks
  • Daily booking limits

Only valid time slots are shown to visitors.

For example, if a meeting lasts 30 minutes and a 10-minute buffer is added afterward, each available time slot will be spaced 40 minutes apart.

Best Practices for Better Scheduling

To get the most from Calendar Booking:

  • Use advance notice to avoid unexpected same-day meetings.
  • Add buffer time between meetings.
  • Keep booking windows between 30 and 60 days.
  • Enable automated reminders to help participants remember their appointments and minimize missed meetings.
  • Add custom questions to collect relevant details from attendees before the meeting takes place.
  • Create separate booking pages for different meeting types.

Horilla CRM‘s Calendar Booking feature makes scheduling effortless for both your team and your customers. By automating availability, meeting links, reminders, and booking management, your team can focus more on conversations and less on coordination.

Set up your first booking page today and give visitors a seamless way to schedule time with your team.

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