Booking links: let customers pick a time

A booking link is a public page (/meet/your-business/your-link) where a customer picks a time that suits both of you. Send meeting link sends one of those links to one person, with a few suggested times.

Step by step: make a booking link

1. Open Calendar → Booking links→ (or Booking links on the calendar toolbar) and press New booking link.
2. The page: a Name ("Build consultation"), the Address (lowercase letters, numbers and hyphens; the full address shows under it), and optionally a Headline and What to expect.
3. Who: choose the kind and the hosts.

• One-on-one books one person.
• Round robin books whichever host is free, fairest first.
• Everyone only offers times when every host is free (a site visit that needs two people).

4. How long: tick one or more lengths (15, 30, 45, 60, 90 min, or type another and press Enter). Offer several and the customer chooses.
5. When: leave Use the shop's trading hours ticked, or untick it and set this link's own weekly hours, such as Saturday-morning consults when the shop is shut. Public holidays, closures, each host's leave and calendar always apply. Then:

• Minimum notice (hours) and Book up to (days ahead).
• Gap before (min) and Gap after (min) around each booking.
• Most bookings a day, per host (blank for no limit).
• Start times every (Automatic, 15, 20, 30 or 60 minutes).

6. Where: Meeting happens by Phone call, Video call, At the shop, At the customer's place or Somewhere else, with details. A video link goes in the confirmation, never on the public page. At the customer's place asks the customer for their address; it goes on the meeting and the host's email has a map link.
7. Questions: name, email and phone are always asked; tick Phone number is required if you need it. + Add a question (Short answer, Long answer or Choose one; tick Required) for things like rego, vehicle or budget. Up to 12.
8. After booking: a Message on the confirmation, Then send them to (a thank-you page on your own website), Create a prep to-do for the host and Open a deal for the customer in the default pipeline. Taking bookings turns the link on.
9. Text the customer (shown when texting is set up): Text the customer a confirmation (and again if it moves or is cancelled) and Text a reminder (hours before), up to a week. Someone who replies STOP isn't texted again.
10. Press Create link, then Copy link and share it, or Preview it.

Send meeting link (one person)

1. Press Send meeting link on the calendar or the Booking links page, Send to someone on a link, or send it from a contact.
2. To: search your contacts, or type an email address (or a mobile, if texting is set up). Someone new becomes a contact when they book.
3. Pick the Booking link and Length.
4. Suggest times: tick a few free times. One click books it for them. Nothing free in three weeks? They see the full calendar instead.
5. Under Send, choose From your Gmail (if Gmail is connected), From your business (BuildTrack sends it), Text their mobile (if texting is set up) or Just give me the link (to paste into a text or WhatsApp yourself). Write the Subject and Message for an email, then press Send meeting link (or Text meeting link / Create link).
6. It's listed under Sent on the Booking links page: Sent → Opened → Booked, or Expired after 30 days. You get a bell when they book.

What happens when someone books

• The customer gets a confirmation email with a calendar file and a Reschedule / Cancel booking link, and an email reminder the day before (plus the text reminder, if set).
• The hosts get the meeting in their calendar, a bell, and a reminder 30 minutes before.
• The booking lands on the customer's timeline and, if they use it, in their portal's Appointments. If you ticked them, a prep to-do and a deal are made.
• Two customers can never take the same slot.
• Staff who move or cancel the meeting in the calendar have the customer told automatically.

Did they turn up?

After a customer meeting ends, each host gets a bell asking. The answer marks the customer's timeline line, and each link shows turned up and no-shows with a no-show rate. Marketing → Flows→ can start from meeting booked, completed, no-show or cancelled: a thank-you, a rebook nudge, a follow-up.

On your website

• Copy embed code gives an iframe and a small script for your website. It sizes itself, passes your page's utm tags through, follows Then send them to, and fires a buildtrack:booked event when someone books.
• utm_* and ?source= tags on the booking address (or on the page embedding it) are kept on the meeting and the customer's timeline.
• Each link shows views, booked (with the share that booked), cancelled, and the no-show figures for the last 90 days.

Pause or delete

• Pause keeps the link but stops new bookings; Turn on reopens it.
• A link with upcoming bookings can't be deleted: those customers still need its change-or-cancel links. Pause it, and delete it once they've passed. Deleting never removes bookings from the calendar.

Who can do it

Anyone with the calendar can copy, preview and Send meeting link. Making, editing, pausing and deleting links needs Create and edit booking links (Settings → Team → Roles→). Without it, the empty page says "Ask a manager to create one".

If something's not right

• "no hosts — nobody can book": edit the link and tick at least one host.
• "One-on-one books a single person": pick one host, or switch to Round robin.
• "Another link already uses this address": change the Address.
• Texts aren't going ("no SMS number yet"): set one up under Integrations → Inbox, SMS & phone→. Emails still go.
• A customer booked over someone's busy time: the link shows "…isn't syncing". That host reconnects under Calendar → Sync→ (see Google and Outlook→).
• No times on offer: check the link's When, the hosts' leave, Minimum notice, and Trading Hours→.