Skip to main content
All CollectionsScheduling Assistant Features for Individuals
The complete guide to FreeBusy Event Templates
The complete guide to FreeBusy Event Templates

Learn how to use FreeBusy event templates to easily communicate your availability

Macrina Damian avatar
Written by Macrina Damian
Updated over a week ago

In this guide, we will talk about:

  1. What is an event template?

  2. How to create an event template?

  3. How to customize event template for Meeting?

  4. How to customize event template for Signups?

  5. How to 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 to Create an Event Template

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

Meeting :
Use this type of event template to allow people to book the appointment. With this type of event template you you have a regular meeting schedule for example, Mon-Wed-Fri from 9:00 AM to 1:00 PM and 2:00 PM - 4:00 PM. You can also make yourself available between certain dates.

Signup Sheet :

If you want to schedule online events (conferences, webinars, product demos, group interviews etc.) and allow one or 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.

You can share very specific times and people will be shown those times only. One or more people can reserve a spot based on limit you have. Once limit is reached timeslots become unavailable.

Creation of Event template
Creation of event template is same for both type of event templates. Add event title, select the collection in which you will create it.

3. How to customize (edit) your event templates for Meeting?

Event template not only allows you to customize your availability, but also helps you with useful settings such as reminders, accept proposals manually or automatically, how your booking page look like and many more.

Each panel in event template configuration is dedicated to certain type of configurations. Follow this guide to learn more about each panel and how it helps you.

1. What this meeting is about?

You can configure Event Name, Description and Photo associated with this event in this panel.

Calendar Event

There are other configurations in panel which allows you to decide what should come as title of Event when it gets placed in calendar

You have three ways to configure this.

1. Use template name for calendar event title.

This is default setting. If you keep this, title of Event when it gets placed in your calendar will be same as title of Event template.

2. Preset calendar event title and agenda

In case you want to have different event title and also want to add some description or instructions for people who book time with you. you can use this setting. Our customers often use this to allow their contacts to prepare for meeting. You can also add links in here.

3. Ask people to propose topic and use for calendar event title.

If you want that your contact fill in the title of event that goes into calendar for the meeting, you can keep this setting.

Don't forget to hit "save" !

You can also update the picture that appears on booking page. Simply click "upload" on branding image.

Learn more about FreeBusy's branding features in this article.

2. Who will host this meeting?

Here you can configure the hosts of meeting. By default it will be your email here. You can add your colleague's email if you want to co-host the meeting with your colleague.

Based on how you want to host meeting with your colleague you have 3 options to configure it.

  1. When "ANY" required host is available. - Allows round robin distribution of meetings among you and your colleague.

  2. When "ALL" required hosts are available. - Only allows to book appointment when you and your colleague all are available.

  3. When specific (requested) hosts are available. - This allows the guest to book an appointment with a host of their choice. In other words, your guest can first choose with whom they want to have meeting with and then book appointment.

    If you want to put the meeting on your another calendar you can replace your default email with email associated with your another calendar.

3. When hosts are generally available for this meeting?

Here you can choose what times you want to make available for your guests for this type of meeting. This is an additional layer of filter on top of your working hours.

Note : Your guest will never be able to book your time which is outside of your working hours in any type of configuration.

Click on "Change hours" as shown on screenshot below to change the times you are available.

You can also set yourself available in certain time-blocks during the day as shown in screen shot.

Availability between certain dates : With this setting you can open your regular availability between certain dates. For example, As a counsellor, from 1 Dec 2021 to 15 Dec 2021 you wish to take open your availability for Free 1:1 Sessions for Mental health. You can set your start and end date and times you are available for these sessions.

4. How long meeting will last?

Here you can choose the duration of the meeting. If you want to give your guests multiple options to choose the duration, you can choose multiple duration options here.

Provide timeslots in certain increments:

You can also choose in how much increments you wish your timeslots to be displayed.
Say you wish to provide timeslot every 20 minutes. You can do so with setting "Meeting starts every".

5. Where will the meeting take place?

This configuration helps you set location for the meeting.

We have three settings for this :

1. Ask people for how and where to meet

If you want you contact to propose the location to meet with you, you can use this setting.

2. Preset meeting location

If you want to fix location of meeting prior to meeting is proposed, you can use this setting.

3. Use host's web conferencing service.

If you want to hold this meeting online over your preferred web conferencing service like Zoom, Google Meet, Microsoft Teams etc. You can use this setting.

6. How you want to handle proposals?

Automatic Accept or Manually Accept Meeting

When someone proposes a meeting with you, you can choose whether to automatically accept meeting and schedule event or manually accept meeting.

Limit number of proposals a guest can add to meeting on booking page

As your guests can also add participants when they propose the meeting with you, you can put limit to it as well.

Allow guests to reschedule meeting

You can also choose whether you want to allow your guests to reschedule meeting with you or not.

7. Questionnaires for proposal

Here you can configure a form for your guest to fill up before they propose the meeting.

By default we ask name and email. You can add additional questions over here.

8. Reminders and Follow-up

As title suggests you can set reminders and follow ups here.

Meeting Follow Ups

FreeBusy can automatically send the follow-up email after your meeting is concluded.
You can add content of follow up emails as per your liking. Some of our customer also includes survey form.

9. Regional Setting

Here you can choose your language and country.

Supported Languages
Currently we support six languages namely English, German (Deutsch), Spanish (Español), Italian (Italiano), Portuguese and Japanese (日本語) languages.

10. Admin for event template

Here you can assign admin for event template. Admins can edit event template and also change admins for event template.

4. How to customize Signup Sheet?

  1. What is this meeting about?

    Here, you can put the name as description of your event.

    2. Who will host the meeting ?
    Here, add hosts for your online event and choose an organizer.

If you add more than one hosts, ALL of them will get the invite.
You can also choose to show or hide information about hosts.

3. When are you generally available for this meeting?

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

Click on "Change Times" to pick the times for the signup sheet.

Note : For signups FreeBusy does not take in consideration the calendar availability.

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

4. How long meeting will last?

Here you can set the duration of your event. You can only select one duration for the signup.

5. Where will the meeting take place?
You can preset location of your event or use host's web conferencing service if you are hosting an online event.

6. Regional Setting

Here you can choose your language and country.

Supported Languages
Currently we support six languages namely English, German (Deutsch), Spanish (Español), Italian (Italiano), Portuguese and Japanese (日本語) languages.

7. Admin for event template

5. How to share an event template link?

You can just click on copy link on event template card and share it with your contacts

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?

Need a personalized onboarding?

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.

Did this answer your question?