Instant Scheduling lets you manually select candidate dates and times, then have a guest choose one to confirm a one-time booking.
Instant Scheduling is available on all plans, with no limit on the number of Instant Scheduling pages you can create.
Note: Each Instant Scheduling URL can be used to complete one booking only.
The Free plan allows up to two participants. The Basic plan and higher plans allow up to three participants.
You can select up to 10 candidate time slots on any plan.
Create an Instant Scheduling page
If you want to create the page in a folder, select the folder first.
You cannot move the page to another folder after creating it.
Open the Instant Scheduling creation screen in either of the following ways.
On the Team Space dashboard, select Instant Scheduling, then click Create.
On the Team Space dashboard, click Create Calendar, then select Instant Scheduling.
Configure Booking name, Booking duration, Participants, Web meeting settings, and Event privacy.
You can set Booking duration from 15 to 480 minutes in one-minute increments.
If you configure Web meeting settings, a web meeting URL is issued automatically when the booking is completed.
Click Proceed to date selection.
Click the dates and times you want to offer as candidates. You can select up to 10 slots.
Click Create.
Click Copy URL and share the URL with the guest.
Participant calendars when selecting candidate dates
The candidate-date selection screen displays events from each participant’s connected calendar.
Events are color-coded by participant. Event names are also shown for the following calendars.
Your own connected calendar
Calendars under Other calendars when your account is connected to Google Calendar
Calendars under People’s calendars when your account is connected to Outlook Calendar
Hover over an event to see the participant name, event time, event name when applicable, and event status.
Add tentative events to connected calendars
The candidate time slots selected when creating an Instant Scheduling page are added to each participant’s connected calendar as tentative events.
When you edit the Instant Scheduling page, the tentative events on each connected calendar are updated. Tentative events are added or removed when you change candidate dates or participants.
When the booking is completed, all tentative events except the confirmed time are deleted.
Edit an Instant Scheduling page
You can edit an Instant Scheduling page only before a booking is confirmed.
On the dashboard, select Instant Scheduling, open the Adjusting tab, click the three-dot menu (︙) for the page, and select Edit.
If you change Booking duration under Basic settings, the candidate time slots already selected on the candidate-date selection screen are reset.
If the booking is confirmed while you are editing the page, an error is displayed and you cannot finish editing.
Cancel a booking
You can cancel a booking until its end time. For example, a booking from 10:00 to 11:00 can be canceled until 10:59.
Instant Scheduling does not support customizing the cancellation deadline.
A host can cancel a booking in any of the following ways.
Click Cancel this booking in the booking completion email.
Use the cancellation link in the event details on the connected calendar.
Click Cancel this booking on the Booking details screen in the dashboard.
A guest can cancel the booking by clicking Cancel this booking in the booking completion email.
When a booking is canceled, the event is deleted from each participant’s connected calendar.
Notification emails when a booking is confirmed or canceled
When a booking is completed or canceled, booking completion or cancellation emails are sent to the following people.
The guest who confirmed the booking
Each participant
The creator of the Instant Scheduling page
If the creator is also a participant, duplicate emails are not sent.
Instant Scheduling does not support notifications to Slack, Chatwork, Microsoft Teams Chat, or Notification email addresses.
Booking reminder email
A reminder email is sent automatically to the guest at 16:00 Japan time on the day before the booking.
Instant Scheduling does not support customizing the reminder email delivery time or adding a custom message.
Display on the dashboard
Adjusting
The Adjusting tab lists Instant Scheduling pages that do not yet have a confirmed booking. Click a page to open its details and review the settings.
You can search for pages by Booking name or participant name.
Use the three-dot menu (︙) for a page to edit or delete it.
Confirmed
The Confirmed tab lists confirmed bookings. Click a booking to open Booking details.
You can search for bookings by Booking name, participant name, or guest name.
On the Booking details screen, click Cancel this booking to cancel the booking.
FAQ
Can I reuse the same scheduling URL multiple times?
Can I reuse the same scheduling URL multiple times?
An Instant Scheduling URL can be used only once.
After a booking with the first guest is completed, the URL becomes invalid and cannot be used by other guests.
Why is the Proceed to date selection button gray and unavailable?
Why is the Proceed to date selection button gray and unavailable?
You cannot click Proceed to date selection if required information is missing or invalid on the creation screen.
Check whether an error message is displayed or any of the following applies.
You have not entered a Booking name.
You entered characters other than half-width numbers in the custom Booking duration field.
You entered a number below 15 minutes, above 480 minutes, or a decimal value in the custom Booking duration field.
You have not selected any Participants.
You selected four or more participants, or three or more participants on the Free plan.
You selected a web meeting tool but have not completed its integration.
Why does clicking a time slot not add another green candidate slot?
Why does clicking a time slot not add another green candidate slot?
You can select up to 10 candidate slots. Clicking an 11th slot does not select it.
After you select 10 slots, a message stating that you can select up to 10 candidate slots appears in the Candidate dates selected section on the right.
To select a different slot, first reduce the number of selected slots. Click a green candidate slot, or click the × button for a slot in Candidate dates selected.
Can I select a candidate slot that overlaps an existing event?
Can I select a candidate slot that overlaps an existing event?
Yes.
Why are a previously entered booking name and candidate slots still shown on the creation screen?
Why are a previously entered booking name and candidate slots still shown on the creation screen?
If you click Back on the candidate-date selection screen, the selected candidate slots remain unless you change Booking duration.
If you close the creation screen before completing the page, settings such as the booking name and candidate slots are retained. When you reopen the creation screen, you can continue from where you left off.
However, the incomplete settings are reset if you log out or reload the dashboard.
Why did the candidate slots I was selecting disappear?
Why did the candidate slots I was selecting disappear?
Changing Booking duration resets the selected candidate slots because the length of each slot changes.
The incomplete settings, including selected candidate slots, are also reset if you log out or reload the dashboard.
Why is a candidate date listed in Candidate dates selected but not shown as a green slot?
Why is a candidate date listed in Candidate dates selected but not shown as a green slot?
If the start time of a candidate date has already passed when you open the candidate-date selection screen, it remains in Candidate dates selected but is no longer shown as a green candidate slot.
This can occur after you use Back, close and reopen the creation screen, or edit a page after creating it.
In Candidate dates selected, click the × button for any candidate date whose start time has already passed.
Past candidate slots count toward the 10-slot limit and remain as candidate dates when you create the page unless you remove them.
Can I edit the candidate slots and settings of a page after creating it?
Can I edit the candidate slots and settings of a page after creating it?
You can add or remove candidate slots and change settings only before a booking is confirmed.
Can I move a page I created to another folder?
Can I move a page I created to another folder?
Moving a page to another folder after it has been created is not supported.
Are the candidate slots added to each participant’s connected calendar?
Are the candidate slots added to each participant’s connected calendar?
Yes. They are added as tentative events.
The tentative events are updated when you change the candidate dates or participants.
When the booking is completed, all tentative events except the confirmed time are deleted.
When the booking is canceled, the event at the confirmed time is deleted.
Why is a tentative event longer than the 60-minute booking duration?
Why is a tentative event longer than the 60-minute booking duration?
Consecutive candidate slots are combined into a single tentative event.
For example, if you select 10:00–11:00 and 11:00–12:00 as candidate slots, one tentative event from 10:00 to 12:00 is added to the connected calendar.
Why are there no available candidate slots on the scheduling page?
Why are there no available candidate slots on the scheduling page?
The candidate slots may overlap events on your connected calendar.
Turn off Only show times that are free on my connected calendar, or check the page while logged out of TimeRex.
If no available candidate slot appears even then, all candidate dates may have passed, leaving only slots that can no longer be booked.
How are candidate slots in the past displayed on the scheduling page?
How are candidate slots in the past displayed on the scheduling page?
Candidate slots that can no longer be booked because their start times have passed are grayed out.
When you access the scheduling page, the leftmost date in the initial view is a date with at least one candidate slot that can still be booked.
This initial date does not change even if a candidate slot overlaps an event on your connected calendar.
Dates that contain only grayed-out slots are not shown in the initial view. Click < Prev to display them.
If all candidate slots are grayed out, the page starts with the earliest candidate slot.
How long before the start time can a guest make a booking?
How long before the start time can a guest make a booking?
A guest can make a booking until immediately before the scheduled start time.
When the scheduling page is opened, candidate slots whose start times have already passed are grayed out and cannot be booked.
The guest selects a green, non-grayed-out candidate slot.
The booking can be completed only if its start time has not passed when the guest clicks Complete booking.
What is displayed when the selected period contains no candidate slots?
What is displayed when the selected period contains no candidate slots?
If the displayed period contains no candidate slots that can be booked, the message “There are no available slots during this period. Please check the next period.” appears.
Use < Prev and Next > to move between periods and review the candidate slots.
If candidate slots overlap events on your connected calendar, turn off Only show times that are free on my connected calendar, or check the page while logged out of TimeRex.
What is displayed when someone opens the scheduling page after a booking is confirmed?
What is displayed when someone opens the scheduling page after a booking is confirmed?
A screen indicating that scheduling has already been completed is displayed.
Can the guest or host cancel a booking after it is confirmed?
Can the guest or host cancel a booking after it is confirmed?
Both the guest and the host can cancel the booking until its end time.
Canceling the booking in TimeRex also updates the connected calendar and other linked services.
Can the guest or host change the booking time after it is confirmed?
Can the guest or host change the booking time after it is confirmed?
Instant Scheduling does not support changing the date or time after a booking is confirmed.
Cancel the booking, create a new Instant Scheduling URL, and schedule it again.
Can I use Instant Scheduling on a smartphone?
Can I use Instant Scheduling on a smartphone?
Creating an Instant Scheduling page is supported only on a computer.
A guest can confirm a booking on a smartphone.
Is there a limit to the number of Instant Scheduling pages I can create?
Is there a limit to the number of Instant Scheduling pages I can create?
No.
You can create an unlimited number of Instant Scheduling pages on all plans.
Can I duplicate an Instant Scheduling page I already created?
Can I duplicate an Instant Scheduling page I already created?
Duplicating an Instant Scheduling page is not supported.
Can I export confirmed bookings to CSV?
Can I export confirmed bookings to CSV?
Bookings confirmed through Instant Scheduling cannot be exported to CSV.
Can I send booking completion notifications to a chat tool?
Can I send booking completion notifications to a chat tool?
Instant Scheduling does not support notifications through Slack, Chatwork, or Microsoft Teams Chat integrations.
Can I use Instant Scheduling in a personal space?
Can I use Instant Scheduling in a personal space?
Instant Scheduling is not available in a personal space.
Use it in a team space.