Understanding scheduling links

Overview

Scheduling links are a feature of Front Scheduling that make scheduling meetings with anyone faster and easier. A scheduling link corresponds to a type of meeting you'd like to schedule, and you can create as many links as you'd like.

For example, a sales representative might create two scheduling links, one for sales discovery meetings, and another for product demo meetings. The sales rep can tailor each link to the type of meeting that's being scheduled. For example:

Link 1: Sales Discovery Meetings

  • Monday and Tuesday between 1pm and 5pm
  • Location: Phone call at 123-456-7890

Link 2: Product Demo Meetings

  • Wednesday and Thursday between 9am and 4pm
  • Location: Zoom conference

After creating a scheduling link, you can send its URL to anyone to allow them to schedule a meeting with you! They'll see a booking page like this:

Note: You will need an individual inbox linked as either a Gmail or O365 account with 2-way sync in order to utilize Front Scheduling.


Instructions

Step 1

Open the Calendar plugin on the right sidebar of Front and click the View Scheduling Links button. 

Step 2

From here, click New scheduling link to open the scheduling link creator. 

Step 3

You’ll see a popup to create a new link. Click Add available meeting times to pick the times that you’d like to offer.

Step 4

Here, you will choose either Recurring or Standard availability: 

  • Recurring: Provide the same meeting availability week-to-week, such as every Tuesday from 9am to 4pm. To prevent you from getting double-booked, time slots will be automatically hidden from meeting requestors if times conflict with existing events on your calendar.

  • Standard: Specific time and dates in mind that are not recurring, such as June 20th, 2pm-4pm and June 22nd, 10am-12pm. You will see your calendar and be able to choose your desired times.

After selecting your desired meeting availability, click the blue Save times button on the bottom right corner to save your selections.

Step 5

While still in the Availability section, you can continue customizing your scheduling links availability with other settings:

  • Calendar: Controls the calendar that meetings will be added to. By default, this is set to your default calendar, which you can update by following instructions here.
  • Prevent double booking: Ensures that viewers of your scheduling link don’t see meeting slots that overlap with existing events on your calendar. By default, your default calendar will already be selected here, but you can also add or remove additional calendars to customize this behavior.
  • Additional guests: Allows you to automatically invite other people, such as a teammate, to meetings booked on your scheduling link.
  • Meeting buffer: Set a buffer time between meetings to prevent having meetings booked back-to-back.
  • Advance notice: Set an amount of time for advance notice before your meeting start time; people will not be able to book a meeting within your set time preceding a meeting, to prevent last-minute bookings.
  • Start time increments: Choose the start times presented to users for your scheduling link. Choosing 1 hour will start each meeting slot at the hour; choosing 30 minutes will start meeting slots at 1pm, 1:30pm; and so forth.

Step 6

In the Meeting settings section, customize the details of the calendar event that’s created after someone picks a time on your scheduling link. Here you can customize details like the meeting title, duration, video conferencing (Zoom, Google Hangouts, Microsoft Teams, and Skype Meetings are supported), location, and description.

You can even add questions that users are required to complete before booking a meeting with you. For example, a sales representative can ask visitors to provide their company size and industry before booking a meeting.

Step 7

Once you’re done configuring your scheduling link, click the blue Save button. You’ll now see your Scheduling Link in your list of scheduling links. From here, you can copy your link and share with anyone for easy meeting scheduling!


FAQs

Where can I access scheduling links?

Front scheduling links are accessible from two places:
1) From the Front Calendar plug-in located in the plug-ins panel on the right-hand side of Front.

2) From the calendar icon located in the Front message composer.

Do I have to add an individual inbox?

Yes. In order to access Front scheduling links, you'll need to have an individual inbox that is connected to a Gmail or O365 account via 2-way sync. If you've already connected your Gmail or O365 account as an individual inbox and you're receiving the prompt to add an inbox, it's likely you connected the inbox via SMTP email forwarding instead of 2-way sync. Please remove the channel associated with your individual inbox following these steps and re-add it as a Gmail or O365 type inbox if you'd like to activate Front Calendar and scheduling.

How can I prevent double-booking?

When creating a new scheduling link, the Prevent double booking list will present any calendars you've pinned or subscribed to directly within Gmail or O365, or any calendars of teammates who are using Front. This list should match what you see in Front Calendar. Further instructions on how to add calendars here.

How can I view a team calendar in Front scheduling?

To access a team calendar within Front scheduling, you'll need to subscribe to that calendar directly within your Gmail or O365 interface. More information here.

Can I customize my scheduling link URL?

The URL pulls from your subdomain in Front, which is created at the time you sign up for Front and cannot be changed. Two workarounds are:

  • Embed the scheduling link in an iframe on your website to obscure the URL.
  • Use a URL shortener. Please note that when a user opens the URL they will still see the full URL in the browser.
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  • Is it possible to edit questions once the scheduling link has been created?

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  • For some reason, the calendar is defaulting to insert 30 minute time-slots but I'm choosing 1 hour blocks within the calendar.  How can I fix this?

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  • We need to be able to have email reminders for singular calendar events, not just for scheduling links.  This is many times for internal meetings - without a reminder you have to constantly look at your calendar.

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  • Clint Bowers Hi there! We have some changes coming out in a bit to help add in notifications for calendar events, to help cut down on hopping back and forth from the Calendar! You can keep an eye on its progress and other features that we have in the works via our Roadmap!

    https://trello.com/b/kZsVVrc8/front-product-roadmap

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  • heather@umn.edu Hi there! We would love to help here! If you could reach out to us at support@frontapp.com we can help take a closer look.

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  • Can we connect multiple calendars? Or at least create scheduling links for multiple teammates within Front? (such as Person 1 and Person 2 availability showing for a meeting link)

    Like 1
  • Meetingbird allows automated notifications to invitees. Can the Scheduling Links do that?

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  • Vishesh Mittal Hi Vishesh, as noted here we do not provide reminder emails in the new scheduling: https://help.frontapp.com/t/x2h64bh/migrating-to-the-new-scheduling-suite#retired-features

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  • Lemuel Chan thats unfortunate. We were relying on Meetingbird for that. Now that you are sunsetting Meetingbird on such a short notice, we will need to look for alternatives.

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  • I am trying to verify it the following statements are true with the new scheduling system:

    • I no longer have a dedicated dashboard to manage my scheduling links
    • I no longer have access to the poll feature

    Thanks, David

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  • Hi David Edmonson you can actually view all of your scheduling links from the composer or the calendar. See screenshots here: https://help.frontapp.com/t/y7bzah/getting-started-with-scheduling-links#instructions

    In addition, the poll feature is not included in Front Scheduling

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  • Is it possible to add custom information points into the meeting title in the new system? This used to be possible in the old system.

    E.g. the meeting title would be "Meeting with {{Name}} at Front"

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  • katie Hi Katie, this is not possible at this time, but is an existing feature request our team is planning to support in Front soon!

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