Creating a One to Many booking schedule

The One to Many schedule allows you to create a booking schedule with multiple attendees and you as the host. The full attendee list will not be visible on the calendar invite.

Zoom Scheduler leverages the Zoom platform to connect users to their calendar, where they can generate slots of scheduled availability for attendees to then select a preferred time on both parties’ calendars. Learn more about getting started with Zoom Scheduler, using Zoom Scheduler, scheduling an appointment on Zoom Scheduler, and exploring Zoom Scheduler features.

Note: Zoom Scheduler will read and utilize users’ default Zoom Meetings settings. 

Requirements for creating a One to Many booking schedule

Limitations of Zoom Scheduler

Table of Contents

How to access Zoom Scheduler

Windows | macOS
  1. Sign in to the Zoom desktop app.
  2. Click More , then click the Scheduler icon.
Web
  1. Sign in to the Zoom web portal.
  2. In the left navigation menu, click Scheduler.

How to create One to Many schedules

Creating a booking schedule allows your clients to view your availability and schedule a time that suits you both. You can create recurring time schedules, which repeat until a specific date or can repeat forever. Additionally, your booking page photo and name match your current Zoom profile picture and name.

Recurring booking schedules and custom booking schedules will create a booking link, which is shared with others by the organizer. Recurring booking links can also be accessed through the organizer’s public page. While the links to recurring booking schedules are always active (as long as the host has that booking schedule active), links for custom schedules will expire after the date of the scheduled time slot(s) and no longer be accessible to those you shared it with.

Windows | macOS

Create a One to Many booking schedule

  1. Access Zoom Scheduler through the Zoom desktop app.
  2. In the left navigation menu, click Booking pages, then click Create booking pages.
    A pop-up window will appear.
  3. In the window, select the One to Many schedule type.
    Note: Only repeating availabilities appear on your public page.
    This will schedule a meeting with multiple attendees and you as the host. The full attendee list will not be visible on the calendar invite.
  4. Click Next to continue to the next page.
  5. Under the Details tab, provide the following information:
    • Booking Page Name: Choose the default name used for each created calendar event.
    • Schedule Color: Select a color. This is used to color-code scheduled events on your personal dashboard. Invitees visiting your Scheduler page will also see the event type color.
    • Booking Page Link: Add a custom subdomain.
      Note: The public page link must contain at least 3 characters and not contain non-alphanumeric characters, except for - and _.
    • Duration: Choose the default duration of the calendar events created.
    • How you'll meet: Choose between Zoom Meeting, Phone call, In-person or Custom location.
      Note: This will be shown as the meeting location in the calendar.
    • Max Attendees: Choose how many attendees can sign up to join this session.
      • Show available attendee seats on booking page: When enabled, each available time slot will display how many seats for this session are available.
    • Additional Options:
      • Hide from public booking page
      • Require verification code to book
    • (Optional) Description: Text will be displayed on your attendee booking page.
  6. Click Next to continue to the next tab.
  7. Under the Choose Availability dropdown, select one of the following:
    • Set custom hours: In the list, select the checkboxes for the weekdays and specify the hours of availability.
      • (Optional) To apply the set hours of availability to every day of the booking schedule:
        1. To the right of the set of hours for availability, click the Apply hours to icon .
          A list of the weekdays will appear.
        2. In the list, select the checkboxes of the weekdays that you want to copy the set hours of availability.
        3. Click Apply. To select all weekdays and apply the set of hours for availability to all the days of a booking schedule, click Apply to all.
          The weekdays will be updated with the set of hours for availability.
          Note: Multiple time frames for each day can be created, which allows you to create a break for lunch or other existing meetings.
    • Use existing availability: The Working hours option will be set as the default.
      By default, Saturday and Sunday are disabled, while Monday through Friday are enabled and set to 9:00 AM to 5:00 PM.
  8. Under Timezone, choose which timezone this bookable time schedule will use.
    Your profile’s timezone is chosen by default.
    Note: When booking, users, who are in a different time zone from the organizer, can select the time zone that matches their current geographic locations.
  9. The Date Overrides option will allow you to add a date and time.
    Note: The Date Overrides option will only appear when you select Set custom hours under Choose Availability.
  10. (Optional) Ignore calendar availability: Calendar events will not block the time slot from being offered to attendees; however, appointments scheduled through Zoom Scheduler will still block the time.
  11. Under Repeats, choose how many weeks you want this bookable schedule to be created for:
    • Forever: Keep this bookable schedule available with no end date.
      Note: Organizers can disable a bookable schedule as needed, without having to delete or edit it. This can be useful for suspending your availability while out of office.
    • Date Range: Choose to have this bookable schedule available and repeated each week until the date set.
  12. Under Buffer time between schedules, choose how much time to provide between back-to-back sessions. You can choose the buffer time for before and after meetings.
    This can be useful for giving yourself time to make notes or take follow-up actions, before potentially having another session scheduled.
  13. Click Next to continue to the next tab.
  14. On the Notifications tab, manage your notifications:
    • Under System Notifications, edit your system notification type:
      • Email confirmation:
        • Booking Confirmation Email: This is sent immediately after a user books. Click Edit to edit the Booking Confirmation Email.
        • Cancellation Email: This is sent immediately after an event is canceled. Click Edit to edit the Cancellation Email.
        • (Optional) Select the Use a no-reply email address checkbox to hide your email address by having Zoom send email invites to attendees rather than from your own email address.
      • Reminders: Click the toggle to enable or disable the following notifications.
        • Reminder Email: Edit/Send reminder email.
        • Reminder SMS: Edit/Send reminder SMS.
        • Follow Up Email: Edit/Send follow up email.
    • Under Additional Notifications, choose the SMS and email notifications you want to apply to this booking schedule. Click the toggle to enable or disable the following additional notifications:
      • Before Event:
        • Booking Confirmation SMS: Sent immediately after a user books.
        • Cancellation SMS: Sent immediately after a user cancels.
        • Reconfirmation Email & SMS: Sent 2 days before the scheduled date, this email is sent to reconfirm a scheduled event.
        • Reminder Email & SMS: Sent 1 day before the scheduled date, this email is sent to remind the person who scheduled the event.
      • After Event:
        • Thank You Email & SMS: Sent 30 minutes after the event ends, this email is sent to thank the person for attending.
        • Quick Survey Email & SMS: Sent 1 hour after the event ends, this email is sent to have the participant(s) who scheduled the event to respond to a survey.
        • Follow Up Email & SMS: Sent 1 day after the event ends, this email is sent to follow up with the person who scheduled the event.
      • Other:
        • Additional Resources Email: Sent immediately after the event ends, this email is sent to share additional resources with the participant(s).
    • (Optional) Under Cancellation Policy, use this optional setting to add a cancellation policy for your event. The text entered will appear in the email notification sent to your invitee.
      • (Optional) Select the Include cancel and reschedule links in notifications checkbox.
  15. Click Next to continue to the next tab.
  16. On the More Options tab, choose from the following additional configuration options:
    • Rules:
      • Show schedules in increments of: Choose how frequent time slots in a given time range are generated. Time slots will overlap each other until a session is booked, then conflicting time slots will be removed.
      • Set maximum number of bookings: Limits the total number of appointments that can be booked for a specific time period or event.
      • Prevent last-minute bookings by setting a minimum notice period: This setting ensures that attendees provide a minimum notice period when booking appointments, helping you avoid last-minute scheduling.
      • Limit how far in advance attendees can book: This setting allows you to control the maximum number of days or weeks in advance that attendees can schedule appointments.
      • Lock this time zone for attendees: When enabled, attendees will view and book available time slots based on the selected time zone, regardless of their local time zone.
      • CC'ed attendees: This setting automatically forwards all calendar events created from this booking page to the specified email addresses. It is useful for inviting a team member as a backup to your appointments without granting them editing access to the booking page.
    • Confirmation Page: Customize your booking schedule confirmation page. You can also add a URL on your confirmation page to redirect attendees to another website with additional information.
      • Upon Confirmation: Click the dropdown and select if you want to Display Zoom Scheduler confirmation page or Redirect to external site for attendees.
      • (Optional) Click the Display button text to schedule another event checkbox. Then, enter the Button text.
    • Attendee Questions: Create custom fields in Q&A format. You can enable or disable the field, set the field as Required, choose to show the field on the scheduling page, and choose the Answer Format, and delete or add more fields.
  17. Click Finish to save this bookable schedule.
    When created, you will be provided with the link to this booking calendar, so that it can be shared with others.
    • (Optional) Click the Customize button to customise your booking link and Add pre-filled answers. This will add default answers to booking questions, so attendees see a pre-filled form when they open the link.
Web

Create a One to Many booking schedule

  1. Access Zoom Scheduler through the web portal.
  2. Under Booking pages, click the New booking page button.
  3. In the window, select the One to Many schedule type.
    Note: Only repeating availabilities appear on your public page.
    This will schedule a meeting with multiple attendees and you as the host. The full attendee list will not be visible on the calendar invite.
  4. Click Next to continue to the next page.
  5. Under the Details tab, provide the following information:
    • Booking Page Name: Choose the default name used for each created calendar event.
    • Schedule Color: Select a color. This is used to color-code scheduled events on your personal dashboard. Invitees visiting your Scheduler page will also see the event type color.
    • Booking Page Link: Add a custom subdomain.
      Note: The public page link must contain at least 3 characters and not contain non-alphanumeric characters, except for - and _.
    • Duration: Choose the default duration of the calendar events created.
    • How you'll meet: Choose between Zoom Meeting, Phone call, In-person or Custom location.
      Note: This will be shown as the meeting location in the calendar.
    • Max Attendees: Choose how many attendees can sign up to join this session.
      • Show available attendee seats on booking page: When enabled, each available time slot will display how many seats for this session are available.
    • Additional Options:
      • Hide from public booking page
      • Require verification code to book
    • (Optional) Description: Text will be displayed on your attendee booking page.
  6. Click Next to continue to the next tab.
  7. Under the Choose Availability dropdown, select one of the following:
    • Set custom hours: In the list, select the checkboxes for the weekdays and specify the hours of availability.
      • (Optional) To apply the set hours of availability to every day of the booking schedule:
        1. To the right of the set of hours for availability, click the Apply hours to icon .
          A list of the weekdays will appear.
        2. In the list, select the checkboxes of the weekdays that you want to copy the set hours of availability.
        3. Click Apply. To select all weekdays and apply the set of hours for availability to all the days of a booking schedule, click Apply to all.
          The weekdays will be updated with the set of hours for availability.
          Note: Multiple time frames for each day can be created, which allows you to create a break for lunch or other existing meetings.
    • Use existing availability: The Working hours option will be set as the default.
      By default, Saturday and Sunday are disabled, while Monday through Friday are enabled and set to 9:00 AM to 5:00 PM.
  8. Under Timezone, choose which timezone this bookable time schedule will use.
    Your profile’s timezone is chosen by default.
    Note: When booking, users, who are in a different time zone from the organizer, can select the time zone that matches their current geographic locations.
  9. The Date Overrides option will allow you to add a date and time.
    Note: The Date Overrides option will only appear when you select Set custom hours under Choose Availability.
  10. (Optional) Ignore calendar availability: Calendar events will not block the time slot from being offered to attendees; however, appointments scheduled through Zoom Scheduler will still block the time.
  11. Under Repeats, choose how many weeks you want this bookable schedule to be created for:
    • Forever: Keep this bookable schedule available with no end date.
      Note: Organizers can disable a bookable schedule as needed, without having to delete or edit it. This can be useful for suspending your availability while out of office.
    • Date Range: Choose to have this bookable schedule available and repeated each week until the date set.
  12. Under Buffer time between schedules, choose how much time to provide between back-to-back sessions. You can choose the buffer time for before and after meetings.
    This can be useful for giving yourself time to make notes or take follow-up actions, before potentially having another session scheduled.
  13. Click Next to continue to the next tab.
  14. On the Notifications tab, manage your notifications:
    • Under System Notifications, edit your system notification type:
      • Email confirmation:
        • Booking Confirmation Email: This is sent immediately after a user books. Click Edit to edit the Booking Confirmation Email.
        • Cancellation Email: This is sent immediately after an event is canceled. Click Edit to edit the Cancellation Email.
        • (Optional) Select the Use a no-reply email address checkbox to hide your email address by having Zoom send email invites to attendees rather than from your own email address.
      • Reminders: Click the toggle to enable or disable the following notifications.
        • Reminder Email: Edit/Send reminder email.
        • Reminder SMS: Edit/Send reminder SMS.
        • Follow Up Email: Edit/Send follow up email.
    • Under Additional Notifications, choose the SMS and email notifications you want to apply to this booking schedule. Click the toggle to enable or disable the following additional notifications:
      • Before Event:
        • Booking Confirmation SMS: Sent immediately after a user books.
        • Cancellation SMS: Sent immediately after a user cancels.
        • Reconfirmation Email & SMS: Sent 2 days before the scheduled date, this email is sent to reconfirm a scheduled event.
        • Reminder Email & SMS: Sent 1 day before the scheduled date, this email is sent to remind the person who scheduled the event.
      • After Event:
        • Thank You Email & SMS: Sent 30 minutes after the event ends, this email is sent to thank the person for attending.
        • Quick Survey Email & SMS: Sent 1 hour after the event ends, this email is sent to have the participant(s) who scheduled the event to respond to a survey.
        • Follow Up Email & SMS: Sent 1 day after the event ends, this email is sent to follow up with the person who scheduled the event.
      • Other:
        • Additional Resources Email: Sent immediately after the event ends, this email is sent to share additional resources with the participant(s).
    • (Optional) Under Cancellation Policy, use this optional setting to add a cancellation policy for your event. The text entered will appear in the email notification sent to your invitee.
      • (Optional) Select the Include cancel and reschedule links in notifications checkbox.
  15. Click Next to continue to the next tab.
  16. On the More Options tab, choose from the following additional configuration options:
    • Rules:
      • Show schedules in increments of: Choose how frequent time slots in a given time range are generated. Time slots will overlap each other until a session is booked, then conflicting time slots will be removed.
      • Set maximum number of bookings: Limits the total number of appointments that can be booked for a specific time period or event.
      • Prevent last-minute bookings by setting a minimum notice period: This setting ensures that attendees provide a minimum notice period when booking appointments, helping you avoid last-minute scheduling.
      • Limit how far in advance attendees can book: This setting allows you to control the maximum number of days or weeks in advance that attendees can schedule appointments.
      • Lock this time zone for attendees: When enabled, attendees will view and book available time slots based on the selected time zone, regardless of their local time zone.
      • CC'ed attendees: This setting automatically forwards all calendar events created from this booking page to the specified email addresses. It is useful for inviting a team member as a backup to your appointments without granting them editing access to the booking page.
    • Confirmation Page: Customize your booking schedule confirmation page. You can also add a URL on your confirmation page to redirect attendees to another website with additional information.
      • Upon Confirmation: Click the dropdown and select if you want to Display Zoom Scheduler confirmation page or Redirect to external site for attendees.
      • (Optional) Click the Display button text to schedule another event checkbox. Then, enter the Button text.
    • Attendee Questions: Create custom fields in Q&A format. You can enable or disable the field, set the field as Required, choose to show the field on the scheduling page, and choose the Answer Format, and delete or add more fields.
  17. Click Finish to save this bookable schedule.
    When created, you will be provided with the link to this booking calendar, so that it can be shared with others.
    • (Optional) Click the Customize button to customise your booking link and Add pre-filled answers. This will add default answers to booking questions, so attendees see a pre-filled form when they open the link.