Single host
The meeting belongs to one named person. This is what you want for named accounts and relationships, where continuity matters more than speed.
How it works
Program to Schedule Meetings and How ScheduleMeeting Works Step by Step
A program to schedule meetings is only worth installing if the setup is shorter than the problem. This page walks the entire path: what you do on day one, what the product computes on every booking page load, and what happens automatically after a meeting is booked.
Setup takes an afternoon, not a project
There are four things to do, and only the first one needs everybody.
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1. Create the organisation
You sign up with your work email and name your company. The account belongs to the organisation, not to you personally, so nothing important is tied to one person's login. You become the owner and can promote colleagues to admin later.
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2. Invite the people who host meetings
Members are invited by email and each one takes a seat on your plan. They set their own working hours, their own days off and their own timezone, which is what keeps a London rep and a Singapore rep on the same team without either of them taking calls at midnight.
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3. Connect Google Calendar
Each member connects their own calendar through Google's consent screen. From that moment their existing commitments block their booking page, and every meeting booked here is written back to their calendar with the invitee attached. Nobody keeps two versions of their day.
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4. Publish meeting types
A meeting type is one kind of meeting your company runs: a 30-minute intro call, a 45-minute technical interview, a 60-minute quarterly review. You set the duration, the description, the location, the notice and buffer rules, the daily cap and how far ahead people may book. Then you share the link.
What the engine computes on every page load
The list of times a visitor sees is not a timetable somebody maintains. It is calculated when the page is requested, from six inputs at once.
A slot has to survive all six before it appears. The same calculation runs again on the server when the visitor presses confirm, so a stale tab or a crafted request cannot book a time your rules do not allow.
- The host's working hours for that weekday, plus any date override for time off
- Your company-wide hours and holidays, which apply on top of each person's own
- The bookings already taken by that host, including ones made on other meeting types
- Busy events on the host's connected Google Calendar
- The meeting type's buffers, minimum notice, daily limit and booking horizon
- The duration, so a 60-minute meeting is only offered where 60 free minutes exist
Three ways to decide who takes the meeting
Assignment is a property of the meeting type, so one team can run all three at the same time.
Round-robin
Several hosts share the meeting type and each booking goes to a host who is free, spreading the load across the group. One inbound link can feed a whole sales pod, and a rep who is away simply stops receiving meetings. Teams moving off a per-seat tool usually start from the Cal.com vs Calendly for teams or Appointlet alternative comparison.
Collective
Every required host has to be free at the same time. Panel interviews and technical demos use this, so you stop booking a meeting and then discovering half the room is busy. Hiring teams can see the panel setup on interview scheduling software.
What the person booking actually does
Three steps, no account, no password.
The booking page opens on a month calendar with only the days that have genuine availability. The visitor's timezone is detected in their browser, and a full timezone selector lets them switch if they are travelling or booking for a colleague elsewhere. Every time is labelled with the timezone it is in.
They pick a time, fill in name, email and any notes, and confirm. Nothing else is asked, because a meeting does not need a phone number and a job title to happen.
Both sides get a confirmation email immediately, with the time written in each recipient's own timezone. The invitee's copy carries a private link that lets them reschedule from live availability or cancel with a reason, without contacting anyone.
What happens after a meeting is booked
- The slot disappears from every page that offers the same host, at once
- The meeting is written to the host's Google Calendar with the invitee attached, and a Google Meet link if the meeting type is set up that way
- A reminder email goes out before the meeting starts
- A reschedule moves the calendar entry and emails both sides
- A cancellation frees the slot, updates the calendar and records the reason if one was given
See it with your own calendar
Create your organisation, connect one calendar and publish one meeting type. An unpaid account runs the whole flow end to end so you can watch it work before you pay. Paid plans start at $49 per month, or $24.50 per month billed yearly, and the full breakdown is on meeting scheduling software pricing.