🗓️ 'Book me': An Overview

Book me is Sessions' built-in feature designed to simplify how you schedule meetings.

Instead of wasting hours going back and forth to find the time to meet, you can set up your availability in ’Book me’ and let the audience choose which time suits them best.

Integrations with other calendars

The Book me feature will check your availability across all the calendars synced to your account. It will automatically block off the time you have already scheduled for other events in your calendars. This way, you can avoid being double-booked.

For the Book me feature to see your other appointments, you have to sync your external calendars with Sessions. 

👉 Read here the steps to sync your calendars with Sessions.

• 🗓️ 'Book me': An Overview
• Integrations with other calendars
• Agenda for booked sessions
• 🗓️ 'Book me': Host's Perspective
• How to create a booking page
• General settings
• Schedule
• Agenda
• 👉 How to add a registration form
• Where can you see the answers from the registration form?
• What happens after registration
• Booking Fee
• Access
• Participants permissions
• Widgets
• Automations
• Recording
• Exit page
• 📩 How to invite others
• 👀 How to preview the booking flow
• ✍️ How to edit/cancel a booked session
• 📝 How to edit the ‘Book me’ page
• 📁 How to export contacts from a booking page
• 💻 How to embed a ‘Book me’ page
• 🤝 Team Routing
• ➡️ How to add team members to your booking page:
• ➡️ Permissions for the team routing’s booking page
• ➡️ Availability vs. Priority
• ➡️ Reassigning a booked session
• ➡️ Team schedule
• ➡️ Removing a team member from a booking page
• 🏢 Workspace bookings page
• 💳 Booking Fees
• Connect Stripe with Sessions
• Add a Fee to your Booking
• Embedded Booking Pages & Fees
• 🗓️ 'Book me': Participant's Perspective
• How to book an appointment
• Refunds and cancellations for paid booked sessions:
• Troubleshooting bookings

Agenda for booked sessions

This doesn’t mean you don’t have flexibility. You can always add an agenda in each session, or edit the existing one - all depending on the moment's needs.

🗓️ 'Book me': Host's Perspective

How to create a booking page

General settings

1. From Home, click on the ’Book me’ button (left sidebar).

2. Click on New booking page.


3. Give a name to your booking (mandatory) and description (optional). 

4. Enable/disable the setting that allows participants to invite additional guests when filling in the booking form, according to your wishes (Allow invitees to add additional guests).
5. Set the duration for the booked meetings. You can add multiple durations for the same booking page (Add additional duration).
6. Scroll to Add reminders and choose when to send an email reminding people about the session they booked. You can also add SMS reminders (More info here:📱SMS Reminders Configuration (with Twilio)).

Schedule

1. Click on Schedule to set up your preferred time window for bookings.

2. (Optional) Choose a time zone and the availability period for the booking page.

3. (Optional) Choose a Scheduling window. The time frame you set here represents how long in advance people can book you. For example, if your scheduling window is set to 30 days, people can book you only within the next 30 days from the current day. ❗It’s important not to have this scheduling window too narrow.
4. Click on Edit schedule to customize your availability.

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Click on Save changes to save your custom schedule. You’ll be able to use it again for other booking pages if you need it.

5. Add time buffers before and after a booked slot.
6. Set the frequency of available time slots for attendees (time increments).

7. Under Guest can't book a session within, choose how much time needs to pass between the current moment and the moment participants can book a call with you. For example: If this is set to 24 hours, guests can’t book you less than 24 hours in advance from the current day and time.
8. Under Guests cancellation period prior to session, you can add a time window in which people can reschedule/cancel the booked meeting. After that, they will not be able to do so.
9. If you want, you can add a maximum number of booked sessions per day. After the number has been reached, people will no longer be able to book you for that day.

Agenda

1. Go to Agenda if you want to add one to this booking page. When you choose an agenda, this will automatically be uploaded to all the booked sessions.

2. If your agenda isn’t already created, you’ll need to create it in 📝 Agendas.
3. After you’ve created it in 📝 Agendas, come back to Book me → Click on the Booking page you were previously working on → Agenda → Add the newly created agenda.

👉 How to add a registration form

If you want people to fill out a form when they book a call with you, here’s what you need to do:

1. Go to Home.
2. Go to the Book me feature (left sidebar).
3. Click on New booking page.
4. Click on Form.

6. In the Form description box, add a description or instructions for the attendees. (optional)

7. If you want to add custom fields, click on + Add field.

8. Choose one of the predefined fields (City, Website, etc.) or click on the + Custom field button to create a new one entirely.

9. Choose a question type (link, number, text, dropdown, etc.).


10. Fill in the field label. This is what attendees will see in the booking form.
11. Click outside of the field label box.
12. Click Create field.
13. The custom field you’ve created will automatically be added to this booking page’s form.
14. When you’re done customizing your booking page, click Create booking.

Where can you see the answers from the registration form?

There are three places where you can see the answers from a booking form:

1. In the confirmation email you, as the owner of the booking page, receive when a participant books a call with you.
2. In the Book me feature: Book me → Click on a booking schedule → You’ll see the history of all the people who’ve booked you through that link → Click View answers.
3. In the list of Participants, both in the ⛱️Lobby, before the meeting is started, or during the live session. To find the answers, go to the Participants widget (bottom right corner, next to Chat) → Click on the three dots (⋮) next to the participant’s name → Click View answers.

What happens after registration

You can choose what participants see after they’ve booked a session with you. You have three options you can customize:

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Custom offer: Show a custom offer that participants can interact with. Learn more here: My Offers

Booking Fee

👉 Learn more here.

Access

1. Go to Access settings. You have here the following settings:

1. Lock session: Approve each attendee before they can join
2. Request guest email: If someone without a Sessions account wants to join, they have to provide their email address.
3. Ask for consent: Inform participants that a live stream, transcript, and recording will take place and ask for their consent.
4. Memory access: Allow participants access to the recording, resources, and analytics.

5. Request passcode: If someone wants to join, they have to provide the passcode.

Participants permissions

1. Go to Participants permissions to configure your audience’s permissions:

1. Reactions: Who can send reactions?
2. Screen sharing: Who can share their screen?
3. Allow camera: Who can share their camera feed?
4. Allow microphone: Who can unmute their microphone?
5. Hide inactive participants: Don’t show participants whose microphones and cameras are off.

Widgets

1. Go to Widgets to configure what widgets you want visible in the booked sessions that will follow:

1. View agenda: Who can see the agenda?
2. Participants: Who is visible in the participants list?
3. Private chat: Who can send private messages?
4. Group chat: Activate chat for session participants.
5. Polls: Activate polls for session participants.
6. Q&A: Activate questions for session participants.
7. Takeaways: Activate takeaways for session participants.
8. Notes: Activate notes for session participants.
9. Transcript: Activate transcript for session participants.
10. Offers: Activate offers for session participants.
11. Timer: Activate timer for session participants.

Automations

1. Click on Automations to configure the following automatic actions:

1. Automatic recording: Automatically start recording when the session goes live.
2. Automatic transcribing: Automatically start the transcript when the session goes live.
3. Email follow-up: Send an email follow-up to all invited participants once the session ends.

Recording

1. Click on Recording to configure settings for this feature:

1. Full-sized videos in recording: Video streams that appear in your recordings will be scaled to occupy all available space. This setting does not alter the video stream's aspect ratio but may reduce its overall quality.
2. Preferred layout during conference (when you’re not sharing your screen or embedding any resource or tool): Choose the preferred recording layout during conference mode.

3. Preferred layout during presentations: Choose the preferred recording layout during presentation or collaboration mode.

Exit page

1. Go to the Exit page to configure what happens after the booking session ends:

1. Collect feedback: You can choose if the feedback window at the end of the event is:

1. Owner feedback: The feedback participants submit will only be visible to the Host, in Memory.
2. Sessions feedback: The feedback participants submit will reach Team Sessions.
3. None: There will be no feedback window displayed at the end of your event.

2. Final call to action:
• Custom CTA: Give participants a last chance to visit your website or access a special deal.

👉 See more: My Offers and this video tutorial

• None: There will be no offer or CTA displayed at the end of your event.

📩 How to invite others

The easiest way to invite others is to click on Book me → Copy booking link and send it via your preferred channels. 

Participants can add up to five other people to attend the appointment directly when booking the session. Participants receive a confirmation email after the scheduling process is completed. You will see the session in 🏡Home - your starting point, 📅 Calendar, and in the “Book me” feature.

👀 How to preview the booking flow

If you want to preview the entire booking flow from the perspective of a client, here’s how you can do that:

1. Go to the Book me feature.
2. Click on the booking page you want to edit.
3. Click on Preview booking page (bottom left corner).
4. A new tab will open with the booking page. You’ll be notified that this is just a preview.
5. Walk through the booking process.

Here is what you should know about previewing the booking flow:

1. Booking fees will not be shown in the preview.
2. If you go through with the entire flow (you complete the registration form and you book a call), the session will show on your calendar. It will be labeled as “Preview” so you know how it ended up in your calendar.
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❗ This booking is real and will block your availability for the selected time. If you don’t want it to fill a time slot, please go to your Sessions Calendar and delete it: Sessions Calendar → Click on the “Preview” booked session → Click on the three dots (upper right corner of the pop-up) → Delete session.

✍️ How to edit/cancel a booked session

Calendar:

1. Go to Sessions 📅 Calendar.
2. Find the session you want to edit. Click on it.
3. Click on that meeting’s More options (⋮) button, which allows you to:
• Copy the session link
• Edit the session
• Delete this session. Those who booked the session will be informed that you’ve canceled the appointment. You can let them know the reason in the dedicated input field.

Book me:

1. Go to the Book me feature.
2. Click on the booking page you want to edit.
3. Find the booked session you want to edit.
4. Click on that meeting’s More options (⋮) button, which allows you to:
• Copy the session link
• Edit the session
• Delete this session. Those who booked the session will be informed that you’ve canceled the appointment. You can let them know the reason in the dedicated input field.

📝 How to edit the ‘Book me’ page

If you want to edit your booking page, follow these steps:

1. Go to the Book me feature.
2. Click on the booking page you want to edit.
3. Click on the More settings (⋮) button (Next to Edit settings, bottom left corner). You’ll see the following options: 
• Disable the booking page. Booked future sessions will be automatically canceled. However, after turning the booking page back on, you can still see the previous bookings that took place.
• Calendar connections: This is where you can revise what calendars are synced with Sessions’ calendar. These are taken into consideration for your availability.
• Clone booking page: If you want to duplicate this booking page, click this setting.
• Delete the booking page. Unlike disabling it, deleting the booking page is permanent. All future sessions your participants have booked for this page will be disabled. They will be notified that this booking link is no longer available.
4. Click on Edit settings to review and edit all the booking details: name, duration, schedule, availability, agenda, fees, etc. 

📁 How to export contacts from a booking page

If you want to export the contact information of all the people who’ve scheduled a session with you through a booking page, here is what you need to do:

1. Go to Home.
2. Click on ‘Book me’.
3. Click on the booking page.
4. Click on the three-dots button (⋮), next to Edit settings.
5. Click “Export booking contacts”.
6. A CSV file with the information will automatically be downloaded to your computer.

💻 How to embed a ‘Book me’ page

You have three ways to embed the booking page created into your website. To access them, open the booking page in Sessions and click Add to website (top right corner):

1. Embed page: Add a scheduling page to your website. We recommend using it on a different page.
2. Embed component: Add a scheduling component into an existing page of your website
3. Embed widget: Add a button that opens the scheduling component in a popup.

🤝 Team Routing

You can assign up to 20 workspace collaborators to a booking. Booked sessions will be distributed between these collaborators.

➡️ How to add team members to your booking page:

1. In Sessions, click on ‘Book me’ (left sidebar).
2. If you have not configured a booking page yet, click on New booking page. Configure all the details and click on Create booking.
3. If you already configured the booking page, click on it.
4. Click on Add team members (left side).

5. Search for your team members by name or email in the pop-up window.

6. Select their account and click Enter.
7. Choose what permissions you want them to have (see below Member permissions for the booking page 👇).

8. Select if you want the distribution of bookings to be based on priority or availability.
9. Click Done.
10. The changes are automatically saved.

➡️ Permissions for the team routing’s booking page

➡️ Availability vs. Priority

As the booking’s owner, you can choose if the booked sessions will be assigned to the team based on their availability, or according to the priority list you’ve created for the team. The booking system will then take into consideration first priority, then availability.

Availability

If you prefer the booked sessions to be assigned based on the availability of your team members, follow these steps:

1. In Sessions, click on ‘Book me’ (left sidebar).
2. Click on the booking page you want to edit.
3. Click on Add team members (top right corner).
4. Choose what permissions you want to give them for this booking page.

5. Next to Distribution, click on the drop-down menu.
6. Select Availability.
7. Click Done.

Priority

If you prefer the booked sessions to be assigned based on priority, follow these steps:

1. In Sessions, click on ‘Book me’. (left sidebar)
2. Click on the booking page you want to edit.
3. Click on Add team members (top right corner).
4. Next to Distribution, click on the drop-down menu.
5. Select Priority.
6. Click on the blue double-lined icon (═) to drag and drop your team members. Re-arrange them from highest to lowest priority. ⬇️
7. Click Done.

➡️ Reassigning a booked session

🎁 How to reassign a booked session:

1. Go to your Sessions Home → Book me.
2. Click on the booking page.
3. Find the booked session you want to reassign.
4. Under the name of the booked session, you’ll see a team member’s name. That person is the one to whom the session has been assigned.

5. To reassign that booked session, click on the team member’s name.
6. From the dropdown, choose another person team member.
7. Done. The other team member is the new assignee for that booked session.

✉️ Email notifications

A newly assigned person will receive an email notification and the booked session will automatically appear in their own Sessions account. The original person who was assigned will also receive an email notification letting them know that the meeting has been reassigned.

👉 Who can reassign a booked session:

• The owner of the booking page
• Team members who’ve been permitted to reassign bookings. To give a team members this permission:
1. From that booking page, click Add team members.
2. Add the team member.
3. From the dropdown, choose one of the options that allow team members to reassign booked sessions:
• Accept bookings (does NOT allow reassign)
• Accept and reassign (allows reassigning)
• Accept, reassign, and edit (allows reassigning)

➡️ Team schedule

As the booking’s owner, you can create one schedule for the entire team, or you can choose to split the schedule into days/hours, and assign individual team members to each section of the schedule. Here’s how you can do that:

1. Find the booking page you want to edit. Click on it.
2. Add your team members (see How to add team members to your booking page ☝️).
3. Click on Edit settings.
4. Click on Setup → Schedule.
5. Scroll down to Schedule → Per team member and toggle on this option.
6. Click on a team member’s name.
7. Click Edit schedule. Configure their schedule.
8. Click Save changes. Give the schedule a name.
9. Repeat steps 7-9 for all team members.
10. Click Update booking.

Team members can see their schedules in the “Book me” feature, in their own accounts. If they don’t have permission to reassign and edit the booking page, the only schedule they see is their own.

➡️ Removing a team member from a booking page

To remove a team member from a booking, follow these steps:

1. In Sessions, click on ‘Book me’ (left sidebar).
2. Click on the booking page you want to edit.
3. Click on the edit icon (🖋️) next to your team members (left side).
4. Find the team member whose access you want to remove from this booking.
5. Click on the X icon attributed to them.
6. Click Remove to confirm your action.

7. Click Done.

🏢 Workspace bookings page

Booking owners from the same workspace can list personal bookings on a common page (similar to the workspace events page).

If you want your audience to see multiple bookings and choose who to book, here is what you need to do:

1. Go to Sessions Home.
2. Click on ‘Book me’.
3. Toggle on the ‘Listed’ setting for all the booking events you want to add to the workspace’s booking page. Each workspace member needs to list their bookings in their Sessions account.
4. To view all the bookings listed, go to Home → Book me → Workspace bookings. You’ll find here the code if you want to embed the workspace booking page on your website. You’ll also find here the link for the page if you want to share it.

💳 Booking Fees

You can now set up payment options and charge your participants a booking fee when they schedule a call with you.

Connect Stripe with Sessions

To enable the payment option for bookings, you will be required to sync your Stripe account with Sessions. If you don’t have a Stripe account, you will be required to create one.

1. Go to your Sessions Profile.
2. Go to Account Settings.
3. Click on Integrations.

4. Scroll down to Stripe.
5. Click on Connect with Stripe.

6. Select the account you'd like to connect to Sessions.
7. Click Connect.

Add a Fee to your Booking

1. Go to Sessions Home.
2. Click on Book me.
3. Click New booking page.
4. Configure your general settings, schedule, and agenda.
5. Click on Booking fee.

6. Click on Add booking fee.
7. Select your Entry fee and currency.
8. Under Terms, write down your terms and conditions. You can add up to 5000 characters.
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❗ We strongly encourage you to add your Terms and Conditions in order to be transparent about the transaction details and how you choose to manage refunds, and cancellations.
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👉 Participants will receive a copy of the Terms and Conditions in the email confirming their booked session. You can customize the email template from 📧Custom emails.
9. If you want, you can add a cancelation/reschedule notice window in the Schedule section (Guest’s cancellation period prior to the session).
10. Click Create booking.

11. If you ever want to edit the fee or any other settings for the booking page, click on Book me → click on a specific booking page → Click Edit settings.

Embedded Booking Pages & Fees

Do you have a booking page embedded in your website or elsewhere?

If you want to introduce a fee to that booking page, you’ll have to connect your Stripe account and edit the booking page to add the booking fee as mentioned above.

After you’ve done this, please remember to update the embed code, otherwise the booking fee won't show up. You’ll find the code if you click on Book me → click on a specific booking page → Add to website → Copy the code → Update it on the website where the booking is embedded.

If you embed a booking link that has payments configured into an Iframe within another Iframe, Stripe will not allow the payment process to proceed (more details here). After embedding your booking on your website, you need to run a test and ensure that the payment page loads correctly. This test will help verify that participants can complete transactions smoothly and without any issues.

🗓️ 'Book me': Participant's Perspective

How to book an appointment

1. Access the Sessions link shared by the person you’re trying to book. 
2. You’ll be redirected to see their availability.




3. You can see there all the details (name of the organizer, duration).
4. In the top right corner, you can switch the default language (English) of this page to another one (Italian, Spanish, German, Chinese, Portuguese, etc.).
5. On the right side, you will see the Host's available time slots where they can be booked.

5. Select the slot that suits you.

6. After selecting the desired time and date, click Confirm.

7. Fill in the form.

8. Click Schedule session. 

9. Done. You’ll receive an email confirming your booking.

Refunds and cancellations for paid booked sessions:

• Your booking fee goes directly to the host organizing the paid session. We (Team Sessions) do not have access to details regarding the payment, nor do we intermediate the payment.
• Before attending and paying for a paid session, please check the terms and conditions uploaded by the host organizing the paid session to understand your cancelation, refund, or chargeback rights. We are not, in any case, responsible for anything that concerns your relationship with the person organizing the paid session.
• In case you are entitled to a refund, please contact the person organizing the paid session to return the amount you paid accordingly.
• We will not issue chargebacks or any other kind of money reimbursement for the host organizing the paid session. We do not take any fees or commissions for the paid session.

Troubleshooting bookings

Read more here: 📅Troubleshooting the Booking page