Let clients book meetings with booking links

A booking link is a page on your portal address, for example yourfirm.tidyflow.com/meet/year-end-review, where a client or prospect picks a free time and books a meeting. The meeting goes straight into the host’s calendar with the client invited, and Tidyflow links it to the right client. Booking links are a Pro plan feature, and owners and admins set them up; see pricing.

Before you start: turn on calendar sync

Each booking link writes to one calendar, and only shows times that calendar has free. Connect the host’s Google or Microsoft 365 mailbox under Settings → Email accounts, then turn on its calendar from Inbox → Calendar (or the mailbox’s settings). A link can use a calendar in a shared mailbox, or in the host’s own private mailbox when the host sets up the link themselves. Bookings send invites from that mailbox, so nobody else can attach a teammate’s private calendar, and a link on a private calendar can only be edited by its host.

For Google mailboxes, only the primary calendar is checked for clashes. Events marked Free and invites the host declined never block a time.

Create a booking link

1. Go to Settings → Booking links and click +.
2. Give the link a name, such as “Year-end review”. The address is made from the name; change it if you like.
3. Choose the Host, the Calendar bookings go into, the Length, and Where the meeting happens:
   • Google Meet on a Google calendar, or Microsoft Teams on a Microsoft 365 work or school calendar. The link is created for each meeting.
   • Phone call: the client gives a number to call.
   • In person with an address, or Another video link you paste in.
4. Choose Who can book:
   • Anyone with the link suits most links. Clients are recognised by their email address, and anyone new is added as a prospect.
   • Portal clients only asks people to log in to your client portal before they book, so prospects can’t use it. The link isn’t listed on your booking page. Clients who rarely use the portal will need to log in first, so expect fewer bookings than with a public link.
5. Under Availability, switch on the days you take meetings, set their hours, and pick the time zone they’re in. Add Closed dates for busy weeks such as the week before a filing deadline.
6. Optionally add up to five Questions to ask when someone books. Collect documents and tax numbers through a client request instead; booking answers aren’t the place for sensitive information.
7. Click Create link, then use Copy link from the link’s menu.

Advanced holds the less common settings: how often start times are offered, free time before and after each meeting, minimum notice, how far ahead people can book, the most bookings a day, and a Job template to create a Job for the client each time someone books.

Share your booking links

Copy a link from Settings → Booking links and put it on your website, in your email signature, or in a client request. The Booking page address above your links opens a page listing all your public links, with buttons to copy or open it. Clients logged in to the portal also see Book a meeting, which lists your public links and your Portal clients only links. You can offer a link on your Get started page too.

What happens when someone books

• The booking page shows free times in the visitor’s own time zone. They pick one and enter their name, email and any answers. Clients logged in to the portal book as themselves, and pick which account the meeting is for when they have more than one.
• The meeting is added to the host’s calendar with the client invited, so the client gets a calendar invite from Google or Outlook. Tidyflow also emails a confirmation with a link to reschedule or cancel.
• If the email belongs to an existing contact, the booking is linked to their client. Otherwise Tidyflow adds a Prospect client and contact, and client automations for new clients run with the source Booking page.
• The host gets an email and in-app notification (Bookings in notification preferences). The meeting appears in Inbox → Calendar, linked to the client.

Reminders come from the client’s own calendar app once they accept the invite.

Rescheduling and cancelling

Clients reschedule or cancel from the link in their confirmation email, up to the link’s minimum notice. The calendar event moves or is removed, and the host is told.

Your team can cancel from Upcoming bookings in Settings → Booking links, with an optional message; the client is emailed. If the host moves or deletes the event in Google Calendar or Outlook, the booking follows.

When a link stops taking bookings

A link stops offering times when it’s switched off, when its calendar is disconnected or loses access, or when the workspace is no longer on a plan with booking links. Its status in Settings → Booking links shows why. Reconnect the calendar and save the link to start taking bookings again. Meetings already booked stay in the calendar.