The Instant Scheduling feature allows for one-time date and time adjustments, where the date and time are determined by the guest after manually selecting a candidate date and time.
Instant scheduling feature is available for all plans, and there is no limit to the number of times you can adjust your schedule.
* Only one date adjustment is allowed per Instant Scheduling URL.
The number of members who can be set as scheduled participants is limited to two for the Free Plan and three for the Basic Plan and above.
The maximum number of date and time slots that can be selected is 10, regardless of the plan.
For answers to frequently asked questions, please visit our support page here.
Create an Instant Scheduling page
If you want to create pages in a folder, select the folder first
We do not support moving pages to a different folder after creation
Open an Instant Scheduling page creation screen by either of the following steps
Click the "＋ Create Page" button in the "Instant Scheduling" tab on the TeamSpace dashboard
Click the "Adjust the schedule" button on the TeamSpace dashboard, then click "Instant Scheduling"
Set Name, Event duration, Participants, Web Conference Settings, Appointment privacy settings
Event duration can be set from 15 minutes up to 480 minutes in increments of 1 minute
Click on "Proceed to date selection"
Click on the date and time you want to make a date and time candidate (Maximum 10 slots)
Click on "Create"
Copy the URL and guide guest to it
Display of participating member's schedule when selecting a candidate date and time
In the Select a candidate date screen, the schedule on the linked calendar of each participating member is displayed.
The schedule is color-coded for each participating member, and the name of the schedule is also displayed if the following applies to the participating member.
yourself
If you are linked to Google Calendar, the calendar displayed in "Other calendars"
If you are linked to Outlook Calendar, the calendar displayed in "Other Calendars"
Mouse over each schedule to see the participating member's name (whose linked calendar the schedule is on), scheduled time, and the schedule name (if any of the above apply).
Adding schedules to the linked calendars
The date and time candidates selected at the time of Instant Scheduling page creation will be registered as tentative schedules on each participating member's linked calendar.
When you edit the Instant Scheduling page, the tentative schedules on each linked calendar will be linked, and tentative schedules will be added or deleted according to changes in candidate dates, changes in participating members, etc.
Once the schedule adjustment is completed, all schedules other than the confirmed date will be deleted.
Edit Instant Scheduling page
The Instant Scheduling page can be edited only when the dates have not been confirmed.
Click on the "︙" three-point button in the upper right corner of Instant Scheduling and select Edit to open the edit window.
Only when "Event duration" is changed in the Basic setting, the Select a candidate date screen will be reset.
If the date is confirmed during editing, an error message will be displayed and editing cannot be completed.
Schedule Cancellation
Cancellation is possible until the end of the schedule. (In the case of a schedule from 10:00 to 11:00, cancellation is possible until 10:59)
Instant Scheduling does not support customization of cancellation deadlines.
The host can cancel the schedule in the following three ways.
"Cancel" button in the booking completion email
Cancel link in the details of the schedule registered on the linked calendar
"Cancel" button on the schedule details screen of the dashboard
The guest can cancel the schedule by clicking on the "Cancel" button in the booking completion email.
When a schedule is canceled, the schedule on the linked calendar of each participating member is deleted.
Notification email upon schedule confirmed or cancelled
When schedule adjustment is completed or cancelled, a notification email for booking completion or cancellation will be sent to the following persons.
Booking guest
Each participating member
Instant Scheduling page creator
* If the creator is a participating member, no duplicate emails will be sent
Instant Scheduling does not support notifications to each chat tool (Slack, Chatwork, Microsoft Teams Chat) or notification email address.
Reminder Email for bookings
A Reminder Email to the guest will be automatically sent at 16:00 Japan time on the day before the schedule.
Instant Scheduling does not support customization of Reminder Email sending time or additional messages.
Display on dashboard
"Adjusting" tab
You can check the list of pages under schedule adjustment, and click on a page to open a detailed page to check the settings.
You can search pages by schedule name and participating member name.
Page editing and deletion is available from the "︙" three-point button on each page.
"Confirmed" tab
You can check the list of confirmed schedules, and click on the schedule to check the schedule details.
You can search schedules by schedule name, participating member name, or guest name.
You can cancel a schedule by clicking the "Cancel" button on the schedule details screen.