How to Set Up and Use Google Calendar's Appointment Scheduler

What Google Calendar's appointment scheduler does

Google Calendar has a built-in tool called Appointment Slots that lets you block out times when people can book with you directly through Google Calendar. When you create appointment slots, Google generates a shareable link. Anyone with that link can see your open times and book a slot without needing a Google account. The appointment appears on both calendars automatically, and Google sends confirmation emails to both of you.

This is different from using Google Calendar as a personal calendar. Appointment Slots turns your calendar into a scheduling tool that other people can interact with. It works best for one-on-one meetings — doctor visits, tutoring sessions, consultations, haircuts, or any appointment where you need to control your availability and let others choose their own time.

Key Takeaways

• Appointment Slots is a free feature built into Google Calendar that creates a shareable booking link for your open times.
• You set the duration, frequency, and time windows for appointments; Google handles the scheduling and sends confirmation emails automatically.
• Anyone with the link can book without a Google account, but you can limit bookings to people with Gmail addresses if you prefer.
• The appointment shows on your calendar and the booker's calendar at the same time, preventing double-bookings.
• Appointment Slots works for simple scheduling but lacks features like payment processing, reminders, or automatic cancellation policies that dedicated scheduling tools offer.

How to create appointment slots in Google Calendar

Open Google Calendar on a computer (the mobile app does not support creating slots). On the left side, scroll down to "Other calendars" and click the plus sign. Select "Create new calendar" and give it a name like "Bookings" or "Available Times." This keeps your appointment slots separate from your personal calendar.

Once the calendar exists, click on it to open its settings. Look for "Appointment Slots" in the left menu. Click "Create appointment slots." Google will ask you to set the appointment duration (15 minutes, 30 minutes, 1 hour, or custom), how many slots you want per time window, and which days and times you want to offer. You can set different availability for different days of the week.

After you create the slots, Google generates a unique link. Share this link with people who need to book with you — through email, your website, social media, or anywhere else. When someone clicks the link, they see your available times in their own timezone and can pick a slot. They enter their name and email, and the appointment lands on both calendars.

Controlling who can book and what information you collect

By default, anyone with your appointment link can book, even without a Google account. If you want to restrict bookings to people with Gmail addresses, you can change this in the appointment slot settings. Look for the "Guests can modify event" and "Guests can invite other guests" options and turn them off if you want to prevent people from changing or sharing the appointment.

Google Appointment Slots collects the booker's name and email address automatically. You cannot add custom fields — for example, you cannot ask for a phone number, reason for the appointment, or insurance information during booking. If you need that information, you will have to ask for it after the appointment is booked, either by email or in a follow-up form.

What happens after someone books

Google sends the booker a calendar invitation and a confirmation email with the appointment details. You receive the same invitation on your calendar. The appointment is now locked in — that time slot disappears from your public link so no one else can book it.

If you need to cancel or reschedule, you can edit or delete the event from your calendar like any other appointment. Google will send a cancellation or update email to the other person. There is no automatic reminder system built in, so if you want to send a reminder before the appointment, you will need to do that manually or use a separate tool.

Limitations of Google Calendar's appointment scheduler

Appointment Slots is free and simple, but it does not handle several things that dedicated scheduling tools do. It cannot process payments or collect payment information. It has no automatic reminder emails or SMS texts. You cannot set a buffer time between appointments, require a deposit, or create a cancellation policy that charges a fee.

You also cannot customize the booking page with your logo, branding, or a description of what the appointment is for. The link just shows your available times. If you need to collect detailed information before the appointment — like a health history, project details, or preferences — you will need to use a separate form or email exchange.

Appointment Slots also does not integrate with payment processors, video conferencing platforms, or other business tools. You have to copy the Zoom link or Stripe details into the appointment description manually, and there is no way to automate follow-up emails or invoices.

When to use Google Calendar versus a dedicated scheduler

Use Google Calendar's Appointment Slots if you have a small number of regular appointments, you do not need to collect payment, and your bookers are comfortable with a simple, no-frills experience. It works well for personal tutoring, one-on-one coaching, doctor's office check-ins, or any situation where you just need to block time and let people pick a slot.

Consider a dedicated scheduling tool like Calendly, Acuity Scheduling, or Setmore if you need payment processing, custom intake forms, automated reminders, or a branded booking page. These tools cost money but handle the entire booking workflow without you having to manage emails or follow-ups manually. They also integrate with payment systems, email marketing, and video conferencing, which Google Calendar does not.

Troubleshooting common issues

If your appointment link is not working, check that you created the slots on a separate calendar, not your main personal calendar. Appointment Slots only works on dedicated calendars. Also verify that the calendar is set to public or shared with the right people — if it is private, the link will not work.

If someone books but you do not see the appointment on your calendar, check that you are looking at the correct calendar. Appointment Slots create events on the calendar you designated, not necessarily your main calendar. You may need to enable that calendar in your view or check your notification settings.

If you want to stop accepting bookings, you can delete the appointment slots calendar entirely or turn off the Appointment Slots feature in that calendar's settings. This removes the public link and prevents new bookings, but does not delete appointments that are already scheduled.

Frequently Asked Questions

Can I set different appointment lengths for different types of meetings?

No. Each appointment slots calendar has one duration setting. If you need 30-minute slots for one type of appointment and 60-minute slots for another, create two separate calendars with two different links and share the appropriate link for each type of meeting.

What timezone does the booking link show?

Google Calendar automatically detects the booker's timezone and shows available times in their local time. You set your availability in your own timezone, and Google handles the conversion. Both of you see the appointment in your own timezones on your calendars.

Can I require people to provide a reason for the appointment when they book?

Not through Appointment Slots. Google only collects name and email. If you need more information, add a note in the appointment description asking people to email you details, or create a separate Google Form and link to it from your booking confirmation email.

What happens if someone tries to book a time that is already taken?

They cannot. Once someone books a slot, it disappears from the public link immediately. Google prevents double-bookings automatically, so you never have to worry about two people booking the same time.

Can I use Appointment Slots on the Google Calendar mobile app?

You can view and manage existing appointment slots on mobile, but you cannot create new slots or edit slot settings from the app. You need to use Google Calendar on a computer to set up or change your appointment availability.