Document Overview

General Overview

Introduction | Calendar by Evallo

Understanding Calendar Subscription Plans

Advanced Scheduling for Multi-Tutor Businesses

Frequently Asked Questions | Calendar

Getting started

Setting Up Your Calendar for the First Time

Overview of All Calendar Features

Navigating Calendar

Managing Availability and Time Off

Event Requests: Managing Incoming Bookings

Using Calendar Analytics for your Tutoring Business Insights

Planner: Finding Precise Time Slots

Using Time Blocks for Matching Availability

Personalized Links for Event Booking

Calendar Sidebar: Filters and Tools

Scheduling a New Event: Step-by-Step Guide

Weekly, Monthly, and Yearly Views

How to Access the Calendar?

State Management

Understanding Event Statuses and Their Uses

Managing Booked Meetings

Consultations, Internal Meetings, and Office Work

Understanding Session Events

All Products

Calendar

Advanced Scheduling for Multi-Tutor Businesses

All Products

Calendar

Personalized Links for Event Booking

All Products

Calendar

Personalized Links for Event Booking

Personalized Links for Event Booking

Personalized Links for Event Booking

Personalized Links for Event Booking

Learn how to use booking links to streamline session scheduling with students and parents.

Let Others Book You On Your Terms

  • Share your availability instantly.

  • No back-and-forth emails, just smart scheduling!

Overview

Evallo’s booking links are a simple yet powerful way to streamline scheduling for your students, parents and tutors. With booking links, clients can view your availability and book sessions directly on your Calendar, saving you time and effort. In this guide, we’ll explain how booking links work, how to set them up, and how they can be used effectively.

What Are Booking Links?

A booking link is a unique URL tied to a specific user (tutor or admin) that allows external users (students or parents) to directly book sessions or consultations. With booking links, you eliminate the need for back-and-forth communication, streamlining the scheduling process.

automated tutor scheduling

How to Access and Share Your Booking Link

Booking links are available for users on the Achiever Plan for individuals and the Armada Plan for businesses . Here’s how to access and share them:

  1. Open your Calendar and go to the weekly view.

  2. Access the Booking Link button from the top-right corner right above the calendar area. Note that this link is unique to your account.

  3. If you want to copy your unique booking link, just hover over the button and click on the copy ⿻ icon.

  4. Click on the button to open the booking page in a new tab.

  5. Share the link via email, messaging apps, or embed it on your website.

Pro Tip: Embedding your booking link on your website can help you capture leads and streamline on-boarding for potential clients.

How to Access and Share Your Booking Link

Booking links are available for users on the Achiever Plan for individuals and the Armada Plan for businesses . Here’s how to access and share them:

  1. Open your Calendar and go to the weekly view.

  2. Access the Booking Link button from the top-right corner right above the calendar area. Note that this link is unique to your account.

  3. If you want to copy your unique booking link, just hover over the button and click on the copy ⿻ icon.

  4. Click on the button to open the booking page in a new tab.

  5. Share the link via email, messaging apps, or embed it on your website.

Pro Tip: Embedding your booking link on your website can help you capture leads and streamline on-boarding for potential clients.

What Happens When Someone Books a Session?

When a parent, student or tutor clicks on your booking link , they are taken to the booking page where they can book an event directly on your calendar using the following steps:

  1. Select a Time Slot: students and parents can view your availability based on the settings you’ve configured in your Calendar and choose a time that works for them.

  2. Choose the Duration: Options include 30 minutes, 1 hour, 1.5 hours, or 2 hours.

  3. Add a Note: They can provide additional details about the session in a text box.

  4. Enter Their Email:

    If the email isn’t already in the system, they’ll be added to your CRM automatically. The admin will receive a notification for the same.New users will also receive an invitation link to set their password and join the platform.

What Happens When Someone Books a Session?

When a parent, student or tutor clicks on your booking link , they are taken to the booking page where they can book an event directly on your calendar using the following steps:

  1. Select a Time Slot: students and parents can view your availability based on the settings you’ve configured in your Calendar and choose a time that works for them.

  2. Choose the Duration: Options include 30 minutes, 1 hour, 1.5 hours, or 2 hours.

  3. Add a Note: They can provide additional details about the session in a text box.

  4. Enter Their Email:

    If the email isn’t already in the system, they’ll be added to your CRM automatically. The admin will receive a notification for the same.New users will also receive an invitation link to set their password and join the platform.

Tip for Existing Users

Parents and students already on the platform should use their Calendar Portal to request events directly. This way, they don’t need to input their email address every time.
Parents and students already on the platform should use their Calendar Portal to request events directly. This way, they don’t need to input their email address every time.

Managing Booked Events

Once an event is booked using the link, the admin can then manage the event details as highlighted below:

Admin Notification:

  • The admin will receive an email notifying them of the new event request.

  • The event request will also appear under the Event Requests tab.

Accept or Decline the Event:

  • Go to the Event Requests tab or click on the event card in the Calendar.

  • Choose to accept or decline the request.

Set Event Details Upon Acceptance:
If accepting the event, you’ll need to:

  • Change the event type to Session, Consultation, or another event type.

  • Add or update relevant details such as the service, topic, location, and meeting platform.

  • Click Update Event to save the changes.

Once accepted and updated, the event will appear on the Calendar of all relevant users (students, parents, and tutors).

Managing Booked Events

Once an event is booked using the link, the admin can then manage the event details as highlighted below:

Admin Notification:

  • The admin will receive an email notifying them of the new event request.

  • The event request will also appear under the Event Requests tab.

Accept or Decline the Event:

  • Go to the Event Requests tab or click on the event card in the Calendar.

  • Choose to accept or decline the request.

Set Event Details Upon Acceptance:
If accepting the event, you’ll need to:

  • Change the event type to Session, Consultation, or another event type.

  • Add or update relevant details such as the service, topic, location, and meeting platform.

  • Click Update Event to save the changes.

Once accepted and updated, the event will appear on the Calendar of all relevant users (students, parents, and tutors).

Customizing Booking Links

To ensure booking links work perfectly for your scheduling needs, you can customize the settings:

Availability: The availability shown is based on the working hours you’ve defined in your Calendar. Update your availability in the Availability section to reflect accurate time slots.

Time Off: Time blocks marked as unavailable using the Time Off feature won’t show up on your booking link.

Notifications: Configure reminders for sessions booked via the link. These notifications can be sent to students, parents, or tutors.

Customizing Booking Links

To ensure booking links work perfectly for your scheduling needs, you can customize the settings:

Availability: The availability shown is based on the working hours you’ve defined in your Calendar. Update your availability in the Availability section to reflect accurate time slots.

Time Off: Time blocks marked as unavailable using the Time Off feature won’t show up on your booking link.

Notifications: Configure reminders for sessions booked via the link. These notifications can be sent to students, parents, or tutors.

Best Practices for Using Booking Links

  1. Update Availability Regularly: Ensure your availability and time off are always up to date to prevent double bookings.

  2. Communicate Clearly: Let students and parents know how to use the link and what services they can book.

  3. Embed Your Link: Use your booking link on your website or social media for better reach.

  4. Review Event Requests Promptly: Keep your schedule organized by managing event requests as soon as they come in.

Next Steps

Booking links are a game-changer for managing your schedule. Start sharing your link today and enjoy the ease of having sessions booked directly onto your Calendar. For more tips, check out our articles on Filters and Event Requests to streamline your workflow further.

If you have any questions, our Support Team is here to help!


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