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Booking Calendar

Updated August 4, 2026

Booking Calendar

Overview

The Booking Calendar is your personal scheduling assistant that eliminates the frustrating back-and-forth of finding meeting times. Instead of exchanging dozens of emails trying to find a time that works, you simply share a link and let people book directly into your available slots.

Think of it as your own personal scheduling page - like having an assistant who knows exactly when you're free and can book meetings for you 24/7.

Why Use the Booking Calendar?

The Problem It Solves

We've all been there:

"Hey, can we meet this week?" "Sure! How about Tuesday at 2pm?" "Sorry, I'm busy then. Wednesday?" "Wednesday works, but only after 4pm." "Hmm, I have another meeting at 4. What about Thursday morning?" ...and so on.

This dance can take days or even weeks, especially across time zones. The Booking Calendar eliminates this entirely.

Key Benefits

Benefit What It Means for You
Save Time No more email ping-pong. People book in seconds, not days.
Never Double-Book Automatically checks your calendar for conflicts
Look Professional A polished booking page reflects well on you and your company
Work Across Time Zones Guests see times in their local timezone automatically
Stay in Control You decide exactly when you're available
Reduce No-Shows Easy cancellation and rescheduling means fewer missed meetings
24/7 Availability People can book even when you're asleep or offline

Getting Started

Step 1: Navigate to Booking Types

  1. Log into Marmend
  2. Click on Scheduling in the left sidebar
  3. Select Booking Types

You'll see a list of all your existing booking types (empty if you're just starting).

Step 2: Create Your First Booking Type

Click the Create Booking Type button to begin.

Creating a Booking Type

A booking type is a template for a specific kind of meeting. You might have different booking types for different purposes - one for quick calls, another for in-depth consultations, and another for team check-ins.

Basic Information

Meeting Name

Choose a clear, descriptive name that tells people exactly what they're booking.

Good Examples:

  • "30-Minute Discovery Call"
  • "Technical Consultation"
  • "Quick Question (15 min)"
  • "Product Demo"
  • "Career Coaching Session"
  • "Interview - Software Engineer"

Avoid:

  • "Meeting" (too vague)
  • "Call" (tells nothing about purpose)
  • "Available" (not descriptive)

Description

Write a brief description (1-3 sentences) explaining:

  • What the meeting is for
  • What the guest should expect
  • Any preparation needed

Example Descriptions:

For a sales discovery call:

"Let's discuss your business challenges and explore how our solution can help. Come prepared to share your current processes and pain points. No sales pressure - just a friendly conversation."

For a technical consultation:

"Deep-dive into technical architecture and implementation details. Please have your questions ready and any relevant documentation handy."

For a quick check-in:

"Short sync to touch base on project status. No agenda required."

Duration

Select how long the meeting will last. Common options:

Duration Best For
15 minutes Quick questions, brief updates, initial screening calls
30 minutes Standard meetings, discovery calls, 1-on-1s
45 minutes In-depth discussions, interviews, consultations
60 minutes Workshops, detailed reviews, coaching sessions
90+ minutes Training sessions, complex planning meetings

Pro Tip: If you're unsure, start with 30 minutes. You can always adjust later based on actual meeting lengths.

Location

Specify where the meeting will take place:

Virtual Meeting Options:

  • Video Conference Link - Paste your Zoom, Google Meet, or Teams link
  • Phone Call - Specify the number to call or that you'll call them
  • Will be provided - Generate the link after booking

In-Person Options:

  • Office Address - Your office location with room details
  • Coffee Shop - Suggest a specific location
  • To be determined - Coordinate after booking

Example Locations:

  • https://zoom.us/j/123456789 (direct link)
  • Google Meet link will be sent with confirmation
  • Conference Room A, 123 Main Street, Floor 2
  • Phone: I'll call you at the number you provide

Setting Your Availability

This is where you tell the system exactly when you're open for bookings.

Understanding General Availability

General availability is your recurring weekly schedule - the hours you're typically available for meetings. This repeats every week automatically.

Setting Weekly Hours

  1. Go to the General Availability tab
  2. For each day of the week:
    • Check the box to mark the day as available
    • Set start time - When your availability begins
    • Set end time - When your availability ends

Example Weekly Schedule:

Day Available Hours
Monday Yes 9:00 AM - 5:00 PM
Tuesday Yes 9:00 AM - 5:00 PM
Wednesday Yes 9:00 AM - 12:00 PM
Thursday Yes 9:00 AM - 5:00 PM
Friday Yes 9:00 AM - 3:00 PM
Saturday No -
Sunday No -

Multiple Time Blocks Per Day

Sometimes you're not available continuously throughout the day. Maybe you have a standing team meeting or prefer to keep lunch free.

Adding Split Availability:

  1. Set your first time block (e.g., 9:00 AM - 12:00 PM)
  2. Click Add Time Block
  3. Set your second block (e.g., 1:00 PM - 5:00 PM)

This creates a gap in your availability (12:00 PM - 1:00 PM in this example) where no one can book.

Common Split Availability Patterns:

Pattern Morning Block Afternoon Block Use Case
Lunch Break 9:00-12:00 1:00-5:00 Protect your lunch hour
Focus Time AM 11:00-12:00 1:00-5:00 Deep work in the morning
Focus Time PM 9:00-12:00 3:00-5:00 Afternoon focus time
Early/Late 7:00-9:00 4:00-6:00 Accommodate different time zones

Buffer Time: Your Secret to Sanity

Buffer time adds padding around your meetings so you're never rushing from one call to the next.

Before Meeting Buffer

Time blocked before each meeting starts.

Use For:

  • Reviewing meeting notes or guest information
  • Preparing materials or demos
  • Mental transition between tasks
  • Finding a quiet space for the call

Recommended: 5-15 minutes

After Meeting Buffer

Time blocked after each meeting ends.

Use For:

  • Writing meeting notes while fresh
  • Sending follow-up emails
  • Taking a short break
  • Handling any immediate action items

Recommended: 10-15 minutes

Buffer Time Examples

Scenario 1: Busy Sales Rep

  • Meeting Duration: 30 minutes
  • Before Buffer: 5 minutes
  • After Buffer: 10 minutes
  • Total blocked time per meeting: 45 minutes

Scenario 2: Consultant

  • Meeting Duration: 60 minutes
  • Before Buffer: 15 minutes
  • After Buffer: 15 minutes
  • Total blocked time per meeting: 90 minutes

Scenario 3: Quick Calls

  • Meeting Duration: 15 minutes
  • Before Buffer: 0 minutes
  • After Buffer: 5 minutes
  • Total blocked time per meeting: 20 minutes

Visual Example

If someone books a 30-minute meeting at 2:00 PM with 5-minute before and 10-minute after buffers:

1:55 PM  [Buffer - Preparing]
2:00 PM  [MEETING STARTS]
2:30 PM  [MEETING ENDS]
2:40 PM  [Buffer - Notes/Break]
2:40 PM  [Next slot available]

Your calendar shows busy from 1:55 PM to 2:40 PM, even though the actual meeting is only 30 minutes.

Exceptions: Handling Special Dates

Life isn't perfectly regular. You have vacations, holidays, conferences, and days where your schedule is different. Exceptions let you handle all of these.

Types of Exceptions

1. Blocked Dates Days when you're completely unavailable.

  • Public holidays (Christmas, New Year, etc.)
  • Vacation days
  • Personal days off
  • All-day company events

2. Override Dates Days when your hours are different from normal.

  • Conference days with limited availability
  • Half-days
  • Special events where you're available earlier or later

Adding a Blocked Date

  1. Go to the Exceptions tab
  2. Click Add Exception
  3. Select the date(s) you want to block
  4. Choose Block entire day
  5. Click Save

Example: Blocking Christmas Week

  1. Add exception
  2. Select December 23-27
  3. Block entire days
  4. Save

Anyone trying to book during this period will see no available slots.

Adding an Override Date

  1. Go to the Exceptions tab
  2. Click Add Exception
  3. Select the date
  4. Choose Custom hours
  5. Set the hours you ARE available
  6. Click Save

Example: Conference Day

  • Date: March 15
  • Normal hours: 9 AM - 5 PM
  • Override hours: 7 AM - 8 AM (before conference starts)
  • Result: Only early morning slots available on March 15

Bulk Exception Management

For recurring exceptions (like every Friday afternoon off), you have two options:

  1. Adjust General Availability - Change Friday hours permanently
  2. Add Multiple Exceptions - Block specific Fridays individually

Choose option 1 for permanent changes, option 2 for temporary or irregular patterns.

Calendar Provider Settings

Choose which calendar the booking system should use for checking availability and creating events.

Internal Calendar

Uses Marmend's built-in calendar system.

Best For:

  • Users who primarily use Marmend for scheduling
  • Simple setups without external calendar dependencies

Google Calendar

Connects to your Google Calendar for real-time availability checking.

Best For:

  • Users with Google Workspace
  • Teams already using Google Calendar
  • Need to see bookings alongside other Google Calendar events

Selecting a Target Calendar

If you have multiple calendars, you can choose which specific calendar receives booking events:

  1. Go to Calendar Settings in your booking type
  2. Select Calendar Provider (Internal or Google)
  3. If using Google, select the Target Calendar from your connected calendars
  4. Save your settings

Generating and Sharing Your Booking Link

Once your booking type is fully configured, you're ready to share it with the world.

Getting Your Link

  1. Navigate to Scheduling → Booking Types
  2. Find your booking type in the list
  3. Click Get Link or the copy icon
  4. Your unique booking URL is displayed

URL Format:

https://yourcompany.marmend.com/book/[unique-id]

Where to Share Your Link

Email Signature

Add your booking link to your email signature for easy access:

---
John Smith | Sales Manager
Book a meeting with me: [Schedule Time]

LinkedIn Profile

Add to your LinkedIn:

  • About section: "Book a call with me: [link]"
  • Featured section: Add as a link
  • Contact info: Include as website

Website or Blog

If you have a personal website or company page:

  • Add a "Schedule a Meeting" button
  • Include in your bio or contact page
  • Add to blog post CTAs

Slack or Teams

Set as your status message:

  • "Book time with me: [link]"

Or use in direct messages when someone asks to meet.

Automated Emails

Include in:

  • Follow-up email templates
  • Newsletter sign-off
  • Support ticket responses
  • Sales sequences

Creating QR Codes

For in-person events or printed materials:

  1. Copy your booking link
  2. Use any QR code generator (Google "QR code generator")
  3. Paste your link and generate
  4. Download and add to business cards, flyers, or presentations

The Guest Booking Experience

Understanding what your guests see helps you optimize the experience.

Step 1: Landing on the Booking Page

When someone clicks your link, they see:

Your Information:

  • Your name and photo
  • Company name
  • Meeting type name
  • Meeting description
  • Meeting duration
  • Location/how to join

This immediately tells them who they're booking with and what to expect.

Step 2: Selecting a Timezone

Why This Matters:

Imagine you're in New York (EST) and your guest is in London (GMT). Without timezone handling, they'd see your 9 AM as "9 AM" - but that's actually 2 PM their time!

The booking page automatically:

  1. Detects the guest's timezone (or lets them select it)
  2. Shows ALL times converted to their local timezone
  3. Sends calendar invites with correct timezone information

Guest Experience:

  1. A timezone dropdown appears at the top of the booking page
  2. It defaults to their detected timezone
  3. They can change it if needed (traveling, booking for someone else)
  4. All available slots update to show times in their selected timezone

Example:

  • You're available 9 AM - 5 PM Eastern Time
  • Guest is in London (5 hours ahead)
  • They see: 2 PM - 10 PM GMT

Step 3: Viewing the Calendar

Guests see a visual calendar showing:

  • Highlighted dates - Days with available slots
  • Grayed dates - Days with no availability
  • Current date - Marked for reference

Week View (Desktop): Shows 7 days at once with all available time slots visible.

Day View (Mobile): Shows one day at a time with swipe navigation, optimized for touch screens.

Step 4: Selecting a Time Slot

Available slots appear as clickable buttons:

9:00 AM   [Available]
9:30 AM   [Available]
10:00 AM  [Booked - not shown]
10:30 AM  [Available]
11:00 AM  [Available]
...

The guest simply clicks their preferred time.

Step 5: Entering Information

After selecting a time, guests fill out a form:

Required Fields:

  • Name - Guest's full name
  • Email - For confirmation and calendar invite

Optional Fields:

  • Notes/Message - Additional context or questions
  • Phone Number - If you've enabled this field
  • Custom Fields - Any additional questions you've configured

Step 6: Confirmation

After submitting, the guest sees:

  1. Confirmation Screen - Summary of their booking
  2. Confirmation Email - Sent immediately with:
    • Meeting details
    • Date and time (in their timezone)
    • Location/join link
    • Calendar invite (.ics file)
    • Link to reschedule or cancel

Managing Your Bookings

Viewing All Bookings

Navigate to Scheduling → Bookings to see all your scheduled meetings.

List View

See bookings in a sortable, filterable list:

  • Date and time
  • Guest name and email
  • Booking type
  • Status (confirmed, cancelled, completed)

Calendar View

See bookings on a visual calendar alongside your other events.

Filtering Options

  • By Date Range - This week, this month, custom range
  • By Booking Type - Filter to specific meeting types
  • By Status - Show only confirmed, only cancelled, etc.

Booking Details

Click any booking to see full details:

  • Guest Information - Name, email, any notes they provided
  • Meeting Details - Date, time, duration, location
  • Status - Current status of the booking
  • Actions - Cancel, reschedule, or modify

Managing a Booking (As Host)

Canceling a Booking

Sometimes you need to cancel:

  1. Open the booking details
  2. Click Cancel Booking
  3. Optionally add a reason/message for the guest
  4. Confirm cancellation

What Happens:

  • Booking status changes to "Cancelled"
  • Guest receives cancellation email
  • Calendar event is removed
  • Time slot becomes available again

Rescheduling a Booking

Need to move a meeting?

  1. Open the booking details
  2. Click Reschedule
  3. Select a new time slot
  4. Confirm the change

What Happens:

  • Booking updates to new time
  • Guest receives update notification
  • Calendar invites update automatically

Guest Self-Service

Empower your guests to manage their own bookings.

Self-Service Cancellation

Guests can cancel their own bookings:

  1. Guest clicks cancellation link in confirmation email
  2. Or accesses their booking via the original booking link
  3. They see their current booking details
  4. They click Cancel Booking
  5. They provide a cancellation reason (optional but helpful)
  6. Booking is cancelled and both parties notified

Why Cancellation Reasons Matter:

Understanding why people cancel helps you:

  • Identify scheduling patterns (too early? too late?)
  • Spot issues with booking types (wrong duration?)
  • Improve your process
  • Reduce future cancellations

Common Cancellation Reasons:

  • "Schedule conflict came up"
  • "No longer needed"
  • "Found answer elsewhere"
  • "Emergency/personal matter"
  • "Rescheduling for later"

Self-Service Rescheduling

Guests can reschedule without emailing you:

  1. Guest accesses their existing booking
  2. Clicks Reschedule
  3. Sees your current availability
  4. Selects a new time slot
  5. Confirms the change
  6. Both parties receive updated calendar invites

Benefits of Self-Service:

  • Reduces your admin workload
  • Faster for guests (no waiting for email replies)
  • Lower no-show rates (easy to reschedule instead of just not showing up)
  • Better guest experience

Multiple Booking Types: Organize Your Meetings

Different meetings need different settings. Create multiple booking types to handle various scenarios.

Use Case Examples

HR Professional

Booking Type Duration Description
Initial Candidate Screening 30 min Quick call to assess basic fit
Technical Interview 60 min In-depth technical assessment
Culture Fit Interview 45 min Team and values discussion
Offer Discussion 30 min Review and discuss job offer
Exit Interview 45 min Departing employee feedback

Sales Representative

Booking Type Duration Description
Discovery Call 30 min Learn about prospect's needs
Product Demo 45 min Full product walkthrough
Pricing Discussion 30 min Review options and pricing
Implementation Kickoff 60 min Onboarding new customer
Quarterly Business Review 60 min Review partnership progress

Manager

Booking Type Duration Description
1-on-1 Meeting 30 min Regular team member check-in
Career Development 60 min Growth and goals discussion
Quick Question 15 min Urgent questions or approvals
Project Review 45 min Deep dive on specific project
Skip Level 30 min Meeting with skip-level reports

Consultant

Booking Type Duration Description
Free Consultation 30 min Initial needs assessment
Strategy Session 90 min In-depth planning session
Implementation Support 60 min Hands-on help session
Follow-up Call 30 min Check progress and questions

Managing Multiple Booking Types

Organization Tips

  1. Use Clear Names - Make each type instantly recognizable
  2. Group by Purpose - Sales types, internal types, customer types
  3. Set Different Availability - Maybe demos only on certain days
  4. Use Different Buffers - Quick calls need less prep than demos

Sharing Multiple Links

You can share different links for different purposes:

In Your Email Signature:

Quick question? [15-min call]
Want a demo? [Schedule demo]

On Your Website:

  • "Contact Sales" → Discovery call link
  • "Get Support" → Support call link
  • "Book Consultation" → Consulting link

In Different Contexts:

  • Send discovery call link to new leads
  • Send demo link after initial interest
  • Send support link to existing customers

Mobile Experience

The booking system works beautifully on all devices.

For Guests Booking on Mobile

Optimized Interface:

  • Large, touch-friendly buttons
  • Swipeable day/week navigation
  • Easy-to-read time slots
  • Simple form inputs
  • Mobile keyboard optimization

Day View: Mobile users see a single-day view with:

  • Clear date navigation (swipe or tap arrows)
  • Vertically scrollable time slots
  • Easy back/forward navigation

For You Managing on Mobile

What You Can Do:

  • View upcoming bookings
  • See booking details
  • Cancel or reschedule bookings
  • Check your availability

Notifications: Enable push notifications to be alerted when:

  • New booking is made
  • Booking is cancelled
  • Booking is rescheduled

Advanced Features

Automatic Calendar Integration

Your booking calendar integrates with your existing calendar system.

How It Works:

  1. Availability Checking
    • Before showing available slots, the system checks your actual calendar
    • Events already on your calendar block those time slots
    • Even manually added events are respected
  2. Automatic Event Creation
    • When someone books, an event is created on your calendar
    • The event includes:
      • Meeting title with guest name
      • Guest email as attendee
      • Location/join link
      • Any notes the guest provided
  3. Real-Time Sync
    • If you add an event to your calendar, those slots become unavailable
    • If you delete a calendar event, the slot opens up
    • Changes sync within minutes

Google Meet Links

When using Google Calendar as your calendar provider, booking events automatically include a Google Meet video link.

How It Works:

  1. A guest books a meeting through your booking page
  2. The system creates a Google Calendar event with a Meet conference attached
  3. The Meet link is automatically included in:
    • The confirmation email sent to the guest
    • The reschedule email (if the meeting is moved)
    • The calendar invite (.ics attachment)
    • The success confirmation screen after booking

Requirements:

  • Your Google account must have the meetings.space.created scope authorized
  • The booking type must use Google Calendar as its calendar provider

Note: If your Google account doesn't have the required scope, events are still created on Google Calendar — they just won't have an auto-generated Meet link. You can always add a meeting link manually in the booking type's location field.

What Gets Blocked:

  • Events marked as "Busy"
  • All-day events (unless marked "Free")
  • Events from connected calendars

Booking Notifications

Stay informed about your bookings.

What You Receive:

New Booking Notification:

  • Email when someone books
  • Includes guest name, email, time, and any notes
  • Direct link to view booking details

Cancellation Notification:

  • Email when guest cancels
  • Includes cancellation reason if provided
  • Time slot automatically reopens

Reschedule Notification:

  • Email when guest reschedules
  • Shows old time and new time
  • Updated calendar invite attached

What Guests Receive:

Confirmation Email:

  • Sent immediately after booking
  • Full meeting details
  • Calendar invite (.ics attachment)
  • Links to reschedule or cancel
  • Your contact information

Reminder Email:

  • Sent 24 hours before meeting
  • Reminds them of the upcoming meeting
  • Includes join link/location
  • Option to reschedule if needed

Update Emails:

  • If anything changes (time, location, cancellation)
  • Updated calendar invites
  • Clear explanation of what changed

Additional Information Fields

Collect the information you need from guests.

Standard Fields:

  • Name (required)
  • Email (required)
  • Notes/message (optional)

Custom Questions: Add questions specific to your needs:

  • "What's your company name?"
  • "What would you like to discuss?"
  • "What's your phone number for the call?"
  • "Have you read our pricing page?"

Best Practices

Creating Effective Booking Types

Name Your Booking Types Clearly

Instead of... Use...
"Meeting" "30-Min Strategy Call"
"Call" "Product Demo (45 min)"
"Available" "Quick Question (15 min)"
"Slot" "1-on-1 Check-in"

Write Helpful Descriptions

Include:

  • What the meeting is for
  • What guests should expect
  • Any preparation needed
  • What you'll cover

Example:

"This 30-minute call is perfect for discussing your team's recruiting challenges. I'll share some quick wins you can implement immediately. Please think about your biggest hiring pain points before we meet."

Choose the Right Duration

Common Duration Guidelines:

Meeting Type Suggested Duration
Quick questions 15 minutes
Initial calls 30 minutes
Standard meetings 30-45 minutes
Demos 45-60 minutes
In-depth sessions 60-90 minutes
Workshops 90+ minutes

Pro Tip: If meetings consistently run over time, increase the duration. If they consistently end early, shorten it.

Optimizing Your Availability

Don't Over-Commit

It's tempting to be available all day, but:

  • You need time for focused work
  • Back-to-back meetings cause burnout
  • Quality suffers when you're exhausted

Recommended: Block 50-60% of your day for meetings maximum.

Protect Focus Time

Designate certain hours as meeting-free:

  • Morning focus time (8-10 AM)
  • Afternoon deep work (2-4 PM)
  • No meetings on certain days

Account for Time Zones

If you work with people globally:

  • Offer early morning or late afternoon slots
  • Create booking types with different hours for different regions
  • Consider split availability (early AM + late PM)

Update Regularly

Set a weekly reminder to:

  • Check upcoming exceptions (holidays, PTO)
  • Adjust availability for busy periods
  • Review and respond to booking notifications

Reducing No-Shows

No-shows waste everyone's time. Here's how to minimize them:

1. Send Reminders

The system automatically sends reminders, but you can also:

  • Send a personal note the day before
  • Include the agenda or talking points
  • Confirm they're still able to attend

2. Make Rescheduling Easy

If it's easy to reschedule, people do that instead of just not showing up.

3. Request Phone Numbers

Having a phone number means you can:

  • Text reminders
  • Call if they're late
  • Reschedule quickly

4. Add Value Upfront

In your confirmation email, include:

  • What you'll discuss
  • Any resources to review beforehand
  • What they'll get out of the meeting

This increases their commitment and anticipation.

Professional Touches

Personalize Your Booking Page

  • Use a professional photo
  • Write a warm, professional description
  • Include relevant credentials or context

Follow Up After Meetings

After a booking completes:

  • Send a thank-you email
  • Include any promised materials
  • Set up any next steps

Respond to Cancellations Gracefully

If someone cancels, you can:

  • Acknowledge their cancellation
  • Offer to reschedule when convenient
  • Maintain the relationship

Troubleshooting

No Available Slots Showing

Symptoms: Guests see "No available times" or empty calendar.

Solutions:

  1. Check General Availability
    • Go to Scheduling → Booking Types → Edit
    • Verify you've set hours for at least some days
    • Make sure checkboxes are checked for available days
  2. Review Exceptions
    • Check if you've blocked all upcoming dates
    • Look for accidental bulk blocks
  3. Calendar Integration
    • Verify your calendar is connected
    • Check if all your time is blocked by existing events
    • Try removing a few events to test
  4. Buffer Time
    • Very large buffers can consume all available time
    • With 30-min buffers and 30-min meetings, you need 90-min windows
  5. Duration Issues
    • If your available window is 1 hour but meeting is 90 minutes, no slots appear
    • Ensure your availability windows are longer than meeting duration + buffers

Double Bookings

Symptoms: Two meetings scheduled at the same time.

Solutions:

  1. Calendar Sync Delay
    • Sometimes there's a few minutes delay
    • Two people booking simultaneously can cause this
    • Manually cancel one and offer to reschedule
  2. Multiple Calendars
    • Make sure you're checking the right calendar
    • Verify your primary calendar is connected
  3. Free vs Busy
    • Events marked as "Free" don't block availability
    • Check event settings on your calendar

Booking Link Not Working

Symptoms: 404 error, page not loading, or "not found" message.

Solutions:

  1. Verify the Link
    • Copy fresh from Booking Types page
    • Check for typos or extra characters
  2. Check Booking Type Status
    • Make sure it's "Active" not paused or deleted
    • Reactivate if needed
  3. Browser Issues
    • Try incognito/private window
    • Clear cache and cookies
    • Try different browser
  4. Organization Settings
    • Confirm booking feature is enabled for your organization
    • Contact your admin if unsure

Calendar Invites Not Arriving

Symptoms: Guests don't receive calendar invites.

Solutions:

  1. Check Spam/Junk
    • Have guests check spam folder
    • Add Marmend to safe senders
  2. Email Address Accuracy
    • Verify guest entered email correctly
    • Check for typos
  3. Email Server Issues
    • Some corporate email servers block external invites
    • Guest may need to whitelist the domain
  4. Calendar App Settings
    • Guest's calendar app may not auto-accept .ics files
    • They may need to manually add from email

Timezone Issues

Symptoms: Times showing incorrectly, confusion about meeting time.

Solutions:

  1. Verify Your Timezone
    • Check your Marmend profile settings
    • Make sure your system timezone is correct
  2. Guest Timezone
    • Confirm guest selected correct timezone on booking page
    • Resend calendar invite with correct timezone
  3. Calendar App Settings
    • Check guest's calendar app timezone settings
    • Some apps need manual timezone configuration

Guests Can't Cancel or Reschedule

Symptoms: Cancellation/reschedule links not working.

Solutions:

  1. Booking Already Passed
    • Past bookings can't be cancelled/rescheduled
    • Check the booking date
  2. Link Expired
    • If it's been a very long time, link may have issues
    • Provide a fresh link
  3. Booking Already Cancelled
    • Check if booking was already cancelled
    • Status shows in your Bookings list

Frequently Asked Questions

General Questions

Q: Can I have multiple booking types? A: Yes! Create as many as you need for different meeting types, durations, and purposes.

Q: Do guests need a Marmend account to book? A: No. Anyone with the link can book. They just need to provide their name and email.

Q: Can I see who viewed my booking page? A: Currently, you only see people who complete a booking, not just viewers.

Q: What happens if someone books while I'm booking on my calendar? A: The first to confirm wins. The other will see the slot as unavailable.

Availability Questions

Q: Can I have different availability for different booking types? A: Yes! Each booking type has its own availability settings.

Q: How far in advance can people book? A: By default, several weeks ahead. Contact your admin to adjust booking windows.

Q: Can I limit how last-minute people can book? A: Minimum advance notice can be configured. Check with your admin for settings.

Guest Experience Questions

Q: Can guests book multiple slots at once? A: One slot per booking. They'd need to book separately for multiple meetings.

Q: What if a guest needs to book for someone else? A: They can enter the actual attendee's information in the form.

Q: Can guests add the meeting to their calendar? A: Yes! A calendar invite (.ics file) is attached to the confirmation email.

Integration Questions

Q: Will bookings show on my Google Calendar? A: Yes, if you've connected Google Calendar. Events sync automatically.

Q: Can I use my Zoom link for all meetings? A: Yes! Add your personal meeting room link as the location.

Q: Does it work with Microsoft Outlook/Teams? A: Calendar invites work with any calendar app. Direct Outlook integration depends on your setup.

Tips for Success

Getting Started

  1. Start Simple - Create one booking type first
  2. Test It Yourself - Book a test meeting to see the guest experience
  3. Share Gradually - Start with a few people before broad rollout
  4. Iterate - Adjust based on feedback and actual usage

Daily Habits

  1. Morning Review - Check today's bookings and prepare
  2. Evening Check - See tomorrow's schedule, set up any needs
  3. Weekly Planning - Add exceptions for upcoming busy periods
  4. Monthly Review - Analyze booking patterns, adjust availability

Continuous Improvement

  1. Ask for Feedback - How was the booking experience?
  2. Watch Patterns - Which times get booked most? Least?
  3. Reduce Friction - If people ask questions before booking, add to description
  4. Optimize Conversion - If people view but don't book, simplify your page

Quick Reference

Creating a Booking Type Checklist

  • Clear, descriptive name
  • Helpful description with expectations
  • Appropriate duration
  • Location/how to join
  • General availability set
  • Buffer time configured
  • Exceptions added (holidays, PTO)
  • Calendar provider selected
  • Test booking completed

Sharing Checklist

  • Copy link from Booking Types page
  • Test link in incognito browser
  • Add to email signature
  • Update LinkedIn/social profiles
  • Share with relevant contacts
  • Add to website if applicable

Maintenance Checklist (Weekly)

  • Review upcoming bookings
  • Add new exceptions for busy periods
  • Check for any issues or support requests
  • Update availability if schedule changed
  • Follow up on past bookings as needed

Automatic note-taking for booked interviews

When someone books an interview through your booking link, Marmend can automatically schedule its AI meeting bot to join that interview — so the conversation is recorded and transcribed without anyone remembering to set it up. The resulting summary appears in Meeting Intelligence afterward.

This follows your notetaker settings, and you can still turn the notetaker off for an individual event. See AI Notetaker for the controls.

See Also

Last updated: 2026-02-25 | Version 1.7.5