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Schedule

CalendarHero offers several ways to schedule meetings. Choose the method that works best for how you work — or use a combination depending on the situation.

Your personal scheduling link is a public URL anyone can use to book time with you based on your real-time availability. Share it in an email, your signature, LinkedIn profile, or a web form, and invitees can pick a time without any back-and-forth.

Each meeting type has its own scheduling link, so the settings for that meeting type (duration, availability, location, questions) apply automatically when someone books through it. You can also embed your scheduling link directly on your website.

Learn more about personal scheduling links →

Web scheduler​

The web scheduler gives you full control over every meeting detail — invitees, date range, duration, location, agenda, and more. After you submit the request, CalendarHero sends your invitees a scheduling invite and handles all the follow-up automatically.

This is the most flexible method and works well for external meetings, group meetings with multiple stakeholders, or any meeting where you want to customize the details before sending.

Chat​

Once your chat integration is connected, you can schedule meetings by sending a natural language message in Slack or Microsoft Teams — for example, "Book a call with Sarah next week for 30 minutes." CalendarHero confirms the details with you before sending invites.

Chat scheduling is great for quick internal meetings where CalendarHero can find a mutual time immediately, or for scheduling on the go without switching to another app. You can also use chat to postpone or cancel meetings, block time on your calendar, and check what's coming up.

Email plugins​

Use the email plugins to schedule meetings without leaving your inbox:

  • Outlook plugin — access scheduling shortcut buttons directly from Outlook. Schedule new meetings, insert your availability, or manage existing ones from inside any email.
  • Gmail add-on — insert your scheduling link, start a meeting request, or look up contact insights without leaving Gmail. Available in the Google Workspace Marketplace.

Frequently asked questions​

How do I double-book myself?

When scheduling at a specific time, CalendarHero alerts you if a conflict exists. You can choose to ignore it and click Book Anyhow to proceed with the double-booking. This option is only available when scheduling at a specific time — not for open requests where invitees suggest times.

What happens when a meeting is declined?

When an invitee declines, CalendarHero notifies you immediately via your preferred notification method and by email. If they include a reason, it will be included in the notification. You can also view the decline status and reason at any time from your Tasks page.

Can I be CC'd on meeting request emails?

Yes. Go to Meeting General Settings and enable Cc me when my CalendarHero assistant sends a meeting request. This setting is on by default.

What emails does CalendarHero send on my behalf?

CalendarHero only sends emails related to scheduling meetings — for example, an initial invite asking invitees to select a time, and follow-up reminders if they haven't responded. It does not send any other emails, texts, or make calls on your behalf.

If you share a personal scheduling link or a private invite link instead, no email is sent — the invitee follows the link directly.

How does "Let Them Decide" work?

When both you and your invitees are CalendarHero users, you can select a time right away — or choose Let Them Decide to let invitees pick the times that work best for them.

Why should invitees select at least 3 times?

For group meetings, invitees are shown times others have already selected and encouraged to pick multiple options. This gives the group the best chance of finding a time that works for everyone.

What does the invitee scheduling page look like?

When an invitee clicks your personal scheduling link, they go straight to the scheduling page to select a time. Their name and email are collected afterward on a separate page. Any invitee questions or payment collection also appear at that step. The layout shows the meeting title, your profile icon, and meeting details on the left, with the calendar on the right.

Can I block time on my calendar?

Yes. Any busy blocks you add in Google Calendar or Outlook are synced in real-time and automatically respected during scheduling.

Do my invitees need a CalendarHero account?

No. Invitees only need an email address to receive the scheduling invite and select a time from your available slots. No account or sign-in is required.

Can I schedule a meeting at a specific date and time?

Yes. In the web scheduler, use the Specific Date option to select the exact date and time you want. The meeting is booked immediately and all invitees receive a confirmation and calendar invite — no time selection step required.