In a world where time is money, online appointment scheduling tools have become a crucial part of keeping businesses and professionals organized. Apps like Calendly, Microsoft Bookings, and TidyCal streamline the scheduling process by allowing clients to book meetings directly. But while these tools are great for convenience, they often lack the flexibility to manage “away time” or control over when you truly want to be seen as available.
This guide will walk you through 10 essential tips for maximizing the potential of your online appointment scheduling apps, while also showing you how AwayMe fills the gap by helping you create more balanced and controlled availability.
1. Choose the Right Tool for Your Needs
Not all scheduling apps are created equal, and picking the right one depends on your unique requirements. For example, Calendly offers seamless calendar syncing and is widely used for one-on-one bookings, while Microsoft Bookings integrates well with the Microsoft Office suite, making it ideal for businesses already using those tools. TidyCal, on the other hand, is a budget-friendly option, perfect for freelancers or small businesses that don’t need advanced features.
Each platform offers something different, but none of them natively support “filling in” your calendar with away times. That’s where AwayMe comes in—allowing you to strategically manage your time and appear less available when needed.
Example: If you’re using Calendly to manage client consultations, but you don’t want to appear too open on your calendar, AwayMe can help fill gaps in your schedule with busy blocks, giving the appearance that your time is in demand.
2. Sync with Your Primary Calendar
Many of these apps, such as Calendly and Microsoft Bookings, allow you to sync your booking tool with your Google or Outlook calendar. This feature is crucial to prevent double bookings and manage personal commitments alongside work appointments.
Story: Take the example of Sarah, a marketing consultant who uses Microsoft Bookings. After syncing it with her Outlook calendar, she noticed she was overbooked because her personal calendar didn’t block off time for errands and family events. Once she set up AwayMe to automatically mark “busy” time for her personal events, her double bookings dropped, and she had more control over her schedule.
While syncing keeps everything in one place, it still leaves gaps where you might look “too available.” AwayMe fills in these periods so that clients only see the time you truly want to offer.
3. Set Clear Availability and Preferences
Online scheduling tools like TidyCal and Square Appointments allow you to define available time slots, but their systems often assume your availability remains constant. This can be problematic if your schedule fluctuates.
With Square Appointments, for instance, users set working hours, but they don’t always consider random breaks or sudden commitments. Without a flexible “away time” feature, you risk appearing available when you aren’t.
Solution: AwayMe can automatically block off sporadic times in your calendar, giving you the flexibility to manage your schedule more dynamically. Let’s say you’re a hairstylist using Square Appointments to schedule clients. You could set your standard work hours, but AwayMe can block off short breaks or admin time, so you don’t overbook yourself or appear constantly available.
4. Use Automated Reminders
Most scheduling apps, including Calendly, Microsoft Bookings, and HoneyBook, offer automated reminders. These are excellent for reducing no-shows by sending out notifications via email or SMS to both you and your clients.
Example: Consider Calendly—it allows you to send out reminders before appointments. A lawyer, David, who uses Calendly, found that no-shows decreased significantly after setting automated email reminders 24 hours before consultations. HoneyBook, a tool popular among creative freelancers, similarly allows users to send customized reminders, adding professionalism to their client interactions.
However, automated reminders won’t help if you’re unintentionally booked during a time you weren’t planning to work. That’s where AwayMe ensures that your calendar reflects the actual slots you’re available for, avoiding any surprises.
5. Enable Mobile Access
Scheduling apps are becoming increasingly mobile-friendly, allowing you to manage bookings on the go. Calendly, for example, has a robust mobile app, and Zoho Meeting provides an equally efficient mobile platform for handling appointments.
Example: Alex, a fitness coach, uses Zoho Meeting to schedule virtual training sessions. With the mobile app, he can accept or reschedule bookings even when he’s away from his desk. He uses AwayMe to block out personal time, such as his own workouts or travel, ensuring clients don’t book him during these unavailable windows.
By combining mobile access with AwayMe, professionals like Alex can maintain control over their schedule without having to manually adjust availability every time something unexpected comes up.
6. Customize Notifications
While notifications are a must to keep up with upcoming meetings, receiving too many can become a distraction. Scheduling apps like Microsoft Bookings and TidyCal allow users to adjust notification settings based on preferences.
For instance, TidyCal users can set up notifications for new bookings, cancellations, or reminders without being overwhelmed by excessive alerts. However, one limitation of most scheduling apps is that they don’t notify you of periods where you appear too available. AwayMe addresses this by automatically filling gaps, so your notifications only concern real bookings.
Example: A small business owner using TidyCal for scheduling consultations can customize notifications to receive reminders only for important events. With AwayMe blocking empty slots, they also won’t receive unnecessary alerts when clients try to book during time that’s actually reserved for personal tasks.
7. Optimize the Client Experience
The client experience is one of the most critical aspects of using an appointment scheduling app. Tools like Calendly and Square Appointments make it easy for clients to self-book, but the process can be hindered if your calendar shows too much availability, which might give the impression you’re not in high demand.
Example: A photographer using Square Appointments to schedule shoots might find that clients book last-minute sessions because there appear to be many available slots. Using AwayMe, the photographer can block out busy times and create a sense of exclusivity. As a result, clients are more likely to book in advance, giving the photographer more control over their schedule.
A great client experience balances ease of booking with the appearance of a well-managed schedule, and AwayMe ensures you maintain that balance.
8. Leverage Reporting Features
Data is everything when it comes to improving how you manage appointments. Tools like Calendly and Zoho Meeting offer reporting features that show booking trends, no-show rates, and even peak appointment times. These insights can help you adjust your availability and increase efficiency.
Example: Janet, a financial advisor using Zoho Meeting, discovered through her reporting tools that her busiest booking times were in the mornings, yet she had left many open afternoon slots. She used this insight to adjust her availability. AwayMe stepped in to help block those less popular afternoon times, allowing her to optimize her mornings for more valuable clients.
By analyzing your calendar’s data and filling in gaps with AwayMe, you can focus your efforts on high-demand periods and keep other times reserved for essential personal tasks.
9. Keep Your Information Updated
Keeping your profile and services updated is critical, no matter which scheduling app you’re using. Whether you’re on Calendly, HoneyBook, or Microsoft Bookings, make sure your details reflect the correct availability, services, and contact information.
Example: HoneyBook is commonly used by creative professionals such as event planners and photographers, who often need to update their services, pricing, or availability. One wedding planner, Alice, failed to update her availability after her assistant resigned. This resulted in clients booking during times she couldn’t handle on her own.
With AwayMe, you can automatically block unavailable times in your scheduling app, preventing such mishaps, even if you forget to manually update your availability.
10. Integrate with Other Tools
Many scheduling apps allow integration with other business tools, whether it’s linking your calendar to a payment processor, CRM system, or marketing software. Calendly, for example, integrates seamlessly with tools like PayPal, Stripe, and Mailchimp. Zoho Meeting connects with Zoho CRM for a streamlined client relationship process.
Example: Michael, a coach using Calendly, integrated his appointment app with Stripe to collect payments automatically when clients booked sessions. This saved him hours of back-and-forth invoicing. But without the ability to block times where he didn’t want to be booked, he still found himself overwhelmed. AwayMe helped him regain control by filling in those unexpected “off” hours while keeping his business integrations intact.
Integrating your scheduling app with other business tools is essential for efficiency, and AwayMe works seamlessly in the background to keep your calendar under control.
Maximizing the use of online appointment scheduling apps is essential for smooth operations, but they don’t always offer the flexibility you need to appear strategically unavailable. AwayMe fills that gap, allowing you to control your calendar without compromising your availability or giving the impression that you’re always free. With the right combination of scheduling tools and AwayMe, you can take full control of your time and improve your professional image.