In this guide, we will talk about:

1. What is an event template

2. How are event templates organized

3. How to customize (edit) your event templates

4. How to create new event templates

5. How to create event templates to share your team/group availability

6. How to create event templates for scheduling online events

7. How to use & share an event template link

1. What is an event template

Essentially, an event template is a meeting type with preset settings - title, duration, location, availability, hosts, agenda, buffers etc. Event templates are suitable for recurring meetings situations. For example, every Tuesday you have a 60 min “Project Updates” meeting with your client. Or, with every new client, you have 30 min “Discovery call” to understand the challenges of your client and how you can better offer a solution. Or, every day you have a 15 min “Standup” call with your team.

Your availability link is either a collection of event templates or a previously created event template.


2. How are event templates organized

By default, your availability links will include your email address (for personal collection of event templates) or your domain (for business collection of event templates).

Your personal collection of events templates will look like this freebusy.io/your_email. In your personal collection, you will have 3 default event templates:

  • an event template for 15 min meetings, "Quick Chat" - freebusy.io/your_email/15min
  • an event template for 30 min meetings, "Consultation" - freebusy.io/your_email/30min
  • an event template for 60 min meetings, "Working session" - freebusy.io/your_email/60min

You can edit your default event templates, clone them, make them unlisted (accessible only via link, not visible in your collection page) or add new event templates.

Your business collection of event templates will look like this freebusy.io/your_domain.

By default, you don't have any event template created in your business collection. When you create an event template in your business collection, your event template availability link will look like this freebusy.io/your_domain/30min


3. How to customize (edit) your event templates

You can customize an event template in 4 ways:

1. Add your general photo, logo and tagline

You can configure your display name, photo and tagline from your profile. Go to freebusy.io/app/profile and add your photo and tagline.

By default, your photo, display name and tagline, configured in your profile, will be displayed for every event template from your collection.

If you want to display your company logo on the top of your availability page (like in the screenshot above) please contact us (use the chat button below) and send your high resolution logo. This part of white-labeling isn't yet self-serve and needs to be done by our staff.

2. Customize title, photo, tagline and description for every event template

If you want to have a different photo or tagline for a specific event template, edit that event template and in the first section, you can customize the branding.

See this short demo video about how to customize an event template branding.

3. Customize availability links

Personal collections start out with the email as the link, but can be aliased with a vanity link of your choosing (a custom keyword).

So, your availability links will have the following format freebusy.io/Collection_Vanity_Link/Event_Template_Vanity_Link

Go to freebusy.io/app/share and click on "Set vanity link".

Once you pick a collection vanity link you can't change it!!!

So, choose your vanity link carefully. After picking a vanity link for your collection, FreeBusy will use your personalized collection vanity link in place of your email. We continue to support old links that use the email, so FreeBusy links you may have already sent out don't get broken.

For example:

  • your personal collection will become - freebusy.io/Collection_Vanity_Link
  • your personal event template - freebusy.io/Collection_Vanity_Link/Event_Template_Vanity_Link

For the moment, you can't change your business collection vanity link, the collection link will remain your business domain - freebusy.io/your_domain

You can create additional business collections that will have your business domain in the base url, for example freebusy.io/yourdomain-keyword

4. Add custom settings (hosts, availability, duration, location, agenda, notifications etc.) for every event template

See this article for more details about editing event template settings.


4. How to create new event templates

See this short demo video about how to create new event templates.

5. How to create event templates to share your team availability

See 2 demo videos about how to create event templates to share team or group availability and how you can easily share the link using FreeBusy Gmail & Outlook Add-in.

6. How to create event templates for scheduling online events

1. Create new signup sheet. When you create an event template, you can choose between "Meeting" and "Signup sheet".

If you want to schedule online events (conferences, podcasts, webinars, group product demos, training sessions, group interviews etc.) and allow multiple participants to book the same time-slot based on capacity, just choose to create a "Signup sheet" for your event.

When you choose "Signup sheet", available times are preset (when the event will take place) and your calendar availability is ignored.

Add event title, the collection in which you will create it (personal or business - will influence the branding and vanity link of the signup sheet) and choose if you want to make it public or unlisted (available only via link).

In our example, we created the event's signup sheet in our business collection and the signup sheet vanity link will be freebusy.io/metropolitancloud.info/wednesday-podcast.

2. Add tagline, description and a custom image for your signup sheet.

3. Add hosts for your online event and choose an organizer.

You can also choose to show or hide information about hosts.

4. Choose the date & time of your online event. You can choose multiple times for events that last multiple days or for recurrent events.

5. Select event capacity. Choose how many people can book each time before it becomes unavailable.

6. Choose online event duration.

6. Add agenda for your online event. You can choose to keep event title & description, or you can add a more detailed agenda.

7. Add the location for your online event. You can choose to preset meeting location or use host's web conferencing service. You have to link your preferred web conferencing account in your profile.

You can share your availability link (your collection or your event template link) in 3 ways:

1. Directly copy your availability link and share it in your preferred communication platform (email, chat etc.)

See the following demo videos to better understand how you can copy & share your availability link.

2. Use FreeBusy Gmail & Outlook Add-in to share an event template link

Participants will access your availability and choose the date & time that works best for them. The link inserted in your email includes all the needed information and participants don’t have to enter any other details. Yes, we include in a smart tiny link, all the meeting details, inducing participants names, title & agenda, preselected meeting duration and meeting location options etc. (works the same for Outlook Add-in and Gmail Add-in)

What participants see & do? In this case, participants will select themselves from the list (if you have multiple participants), see your availability page, propose meeting times, vote on the best time to meet and when a consensus is reached, the meeting is automatically scheduled and added on everyone’s calendar. All you need to do is set smart reminders to eliminate no-shows. No one likes no-shows. See what they see, in this demo video👇👇👇

3. Embed your event template in your website

See this article to learn how you can embed your event template (for individual availability, team availability, online events etc.) - How do I embed the FreeBusy scheduling widget on my website?

If you have any questions & feedback, feel free to use the chat button below. We're super friendly and happy to solve any scheduling challenge.

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