<SYSTEM>This is the full developer documentation for OnceHub Help Center</SYSTEM>

# OnceHub Help Center

> Help documentation for OnceHub scheduling, routing forms, chatbots, and integrations.

Find answers and guides for every part of OnceHub.

## Browse by category

[Section titled “Browse by category”](#browse-by-category)

* [Getting Started](https://help.oncehub.com/getting-started/) — Connect your calendar and set up your first meeting
* [Products](https://help.oncehub.com/product/booking-calendars/introduction-to-booking-calendars/introduction-to-booking-calendars/) — Booking Calendars, Routing Forms, and Chatbots
* [Integrations](https://help.oncehub.com/account-integrations/) — CRM, video conferencing, automation, and more
* [Insights & Operations](https://help.oncehub.com/activities-analytics/) — Reports, analytics, and account management
* [Security & Compliance](https://help.oncehub.com/security-compliance/) — Data privacy, SSO, and compliance settings
* [What’s New](https://help.oncehub.com/whats-new/) — Latest release updates

## Still on ScheduleOnce?

[Section titled “Still on ScheduleOnce?”](#still-on-scheduleonce)

Note

ScheduleOnce is the legacy OnceHub product. Your existing Booking Pages and bookings are not affected.

* [ScheduleOnce Help Center](https://help.oncehub.com/scheduleonce/) — Help docs for Booking Pages and classic features
* [Migration Guide](https://help.oncehub.com/getting-started/) — How to move from ScheduleOnce to OnceHub

# Account Administration

> Account Administration documentation and guides.

[User Management](https://help.oncehub.com/account-administration/user-management/)

[User Attributes](https://help.oncehub.com/account-administration/user-attributes/)

[Objects Properties](https://help.oncehub.com/account-administration/objects-properties/)

[Booking Calendar Templates](https://help.oncehub.com/account-administration/booking-calendar-templates/)

[Locations Rooms](https://help.oncehub.com/account-administration/locations-rooms/)

[Account Permissions](https://help.oncehub.com/account-administration/account-permissions/)

# Account Permissions

> Account Permissions documentation and guides.

[Managing Account Permissions](https://help.oncehub.com/account-administration/account-permissions/managing-account-permissions)

# Managing Account Permissions

> Account Permissions is the central location for managing feature access and compliance.

[Managing Account Permissions in OnceHub](https://www.youtube-nocookie.com/embed/LbQeaRYrMbs?wmode=opaque)

**Account Permissions** is the **central location** for managing feature access and compliance.

This page is especially **useful for Account Owners** in regulated industries such as financial services and healthcare, where compliance, brand control and the ability to manage feature access at scale are critical.

***

## Who Can Access It

[Section titled “Who Can Access It”](#who-can-access-it)

Access to the Account Permissions page is determined by your role:

* [**Account Owners:**](https://help.oncehub.com/account-administration/user-management/user-roles-overview/#account-owner) Have **full edit access** to modify all settings and policies.
* [**Account Admins:**](https://help.oncehub.com/account-administration/user-management/user-roles-overview/#administrator) Have **view-only access** and cannot make any changes.

Note

If you are viewing this page as an Admin, a banner displays: *“You have viewing access only. Only the account owner can make changes.”*

***

## How to Configure Account Permissions

[Section titled “How to Configure Account Permissions”](#how-to-configure-account-permissions)

1. Click the **gear icon** in the top-right corner.
2. Select **Account Permissions** from the menu.
3. Review the **Account Status** and **enable or disable** available controls as required.
4. Confirm the changes when prompted.

## Available Controls

[Section titled “Available Controls”](#available-controls)

This section lists the account status and organization level controls managed by the Account Owners.

### Account Status

[Section titled “Account Status”](#account-status)

Displays your current state of the account, such as Active, Trial, or Payment Failure.

***

### Referral Code

[Section titled “Referral Code”](#referral-code)

Displayed as a read-only field only if a referral code exists on the account.

***

### Delete Account

[Section titled “Delete Account”](#delete-account)

Use the **Delete** button to permanently delete your account. If you don’t see the **Delete** button and you are the **Account Owner**, you will need to **cancel your subscription first**.

* Learn how to delete your account in [**Delete your Account**](https://help.oncehub.com/billing/deleting-your-account/) article.
* Follow the [**Canceling your Subscription**](https://help.oncehub.com/billing/canceling-your-subscription/) article to cancel your subscription before deleting your account.

***

### Phone Agent

[Section titled “Phone Agent”](#phone-agent)

Allows users to generate dedicated phone numbers for Booking Calendars and Booking Hubs to be used with **Phone Agent** feature. For more information, see [**Introduction to Phone Booking**](https://help.oncehub.com/product/booking-calendars/phone-booking/introduction-to-phone-booking/) article.

***

### AI Contact Summary

[Section titled “AI Contact Summary”](#ai-contact-summary)

Determines whether an AI-generated summary is displayed for each contact.

When enabled, it provides users with a quick, automated overview of a contact’s recent activity, interests, and recommended follow-up actions directly within the **Contact page**. For more information, see [**The Contact Detail Page**](https://help.oncehub.com/contact-management/the-contact-detail-page/#the-ai-contact-summary-pane) article.

***

### Enforce Booking Calendar Templates

[Section titled “Enforce Booking Calendar Templates”](#enforce-booking-calendar-templates)

Determines whether users can create Booking Calendars from scratch or must use a pre-defined template.

When enabled, the option to create a Booking Calendar **from scratch** is removed and users are required to select a pre-configured template as their foundation. This ensures organizational compliance and brand consistency across all new Booking Calendars in your account. For more information, see [**Total Brand Governance: Enforcing Standardization, Compliance and Control**](https://help.oncehub.com/account-administration/booking-calendar-templates/total-governance-enforcing-standardization-compliance-and-control/) article.

***

### Routing Forms

[Section titled “Routing Forms”](#routing-forms)

Determines whether **Members and Team Managers** can create and manage routing forms.

When disabled, access is restricted to **Admins and Account Owners** only. If Members or Team Managers already own routing forms at the time of this change, those forms are automatically transferred to the **Account Owner**. For more information, see [**Introduction to Routing Forms**](https://help.oncehub.com/product/routing-forms/introduction-to-routing-forms/introduction-to-routing-forms/) article.

***

### Chatbots

[Section titled “Chatbots”](#chatbots)

Determines whether **Members and Team Managers** can create and manage chatbots.

When disabled, access is restricted to **Admins and Account Owners** only. If Members or Team Managers already own chatbots at the time of this change, those chatbots are automatically transferred to the **Account Owner**. For more information, see [**Introduction to Chatbots**](https://help.oncehub.com/product/chatbots/introduction-to-chatbots/) article.

***

### User Integrations

[Section titled “User Integrations”](#user-integrations)

Serves as a **master switch** for organizational integration governance to toggle which third-party integrations are allowed for all users on the account.

Calendar integrations (Google and Microsoft) function as **parent toggles**. Disabling a parent toggle automatically disables all associated sub-integrations, such as Google Meet, Microsoft Teams, Gmail, and Outlook.

Note

All users must first disconnect from the specific integration before it can be toggled off.

***

### Powered by OnceHub Banner

[Section titled “Powered by OnceHub Banner”](#powered-by-oncehub-banner)

Controls the visibility of the ***Powered by OnceHub*** banner on all guest-facing products, such as:

* Booking Links
* Routing Forms
* Chatbots
* Guest Email Notifications

# Booking Calendar Templates

> Booking Calendar Templates documentation and guides.

[Introduction to Booking Calendar Templates](https://help.oncehub.com/account-administration/booking-calendar-templates/introduction-to-booking-calendar-templates)

[How To Create and Manage Templates](https://help.oncehub.com/account-administration/booking-calendar-templates/how-to-create-and-manage-templates)

[Getting Started Quickly Using Templates](https://help.oncehub.com/account-administration/booking-calendar-templates/getting-started-quickly-using-templates)

[Centralized Control with Automatic Updates](https://help.oncehub.com/account-administration/booking-calendar-templates/centralized-control-with-automatic-updates)

[How to Enforce Templates](https://help.oncehub.com/account-administration/booking-calendar-templates/how-to-enforce-templates)

[Total Governance: Enforcing Standardization, Compliance and Control](https://help.oncehub.com/account-administration/booking-calendar-templates/total-governance-enforcing-standardization-compliance-and-control)

# Centralized Control with Automatic Updates

> Centralized Control allows Administrators to enforce uniform settings across all associated Booking Calendars.

**Centralized Control** allows Administrators to enforce uniform settings across all associated **Booking Calendars**. Enabling it for a specific section such as the Booking Form or Notifications etc., locks those fields, preventing users from making unauthorized changes and ensuring organizational standards are met at scale.

If **Centralized Control** is toggled **ON**, any updates made to the templates are **automatically pushed** to all linked Booking Calendars.

## How to Enable Centralized Control

[Section titled “How to Enable Centralized Control”](#how-to-enable-centralized-control)

Follow these steps to enable centralized control within a template:

1. Click the **gear icon** in the top right corner.
2. Select **Booking Calendar Templates** from the dropdown menu to open the **Booking Calendar Templates Lobby**.
3. Click the **three-dot menu** next to the template you wish to edit and select **Edit**.
4. Select the tab you wish to lock (e.g., **Booking Form** or **Notifications** etc.).
5. Turn the **Centralized control** toggle **ON**.
6. Review the confirmation message and click **Enable centralized control** to confirm.

Once enabled, a **lock icon** along with information banner stating ***This section is controlled by the template’s manager*** will appear on the associated Booking Calendar.

![](https://help.oncehub.com/_astro/1768465585476.BQpRoHxo_Z265zKG.webp)

***

Establishing a **Centralized Control** template follows a simple, three-step process:

## Step 1: Administrator Locks the Configuration

[Section titled “Step 1: Administrator Locks the Configuration”](#step-1-administrator-locks-the-configuration)

The Administrator defines which settings are mandatory for the organization to ensure a professional, uniform image that cannot be altered by individual users.

* **Locking Critical Settings:** The Administrator enables the **Centralized control** toggle **ON** specific tabs (e.g., Notifications or Page Designer).
* **Establishing the Standard:** The Administrator configures the master settings, such as a mandatory legal disclosure or specific brand logos. Once locked, these fields become read-only for users.

***

## Step 2: User Creates the Booking Calendar

[Section titled “Step 2: User Creates the Booking Calendar”](#step-2-user-creates-the-booking-calendar)

Users create their Booking Calendars using pre-configured templates.

* **Guided Setup:** When a user creates a Booking Calendar from this template, the locked fields are pre-populated and can not be edited.
* **Visual Indicators:** Users will see a lock icon and an information banner stating, ***This section is controlled by the template’s manager***, clearly identifying which settings are managed centrally.
* **Hybrid Flexibility:** Users can still customize any settings that the Administrator has left **unlocked** (e.g., individual availability or meeting location).

***

## Step 3: Automatic Updates & Synchronization

[Section titled “Step 3: Automatic Updates & Synchronization”](#step-3-automatic-updates--synchronization)

Whenever a template is updated, it pushes changes to all linked Booking Calendars and keeps them in sync. This eliminates the risk of manual errors and ensures that the entire organization remains up-to-date whenever the template is updated by the Administrator.

* **Instant Updates:** When an Administrator modifies a locked setting in the template (e.g., updating a legal disclosure), the changes are **automatically pushed** to every linked Booking Calendar.
* **Zero Manual Intervention:** Users do not need to take any action; their Booking Calendars are updated in the background without manual effort.

# Getting Started Quickly Using Templates

> Booking Calendar Templates help you get up and running faster by using pre-configured blueprints. This approach allows Administrators to provide a profession...

**Booking Calendar Templates** help you get up and running faster by using pre-configured blueprints. This approach allows Administrators to provide a professional starting point while still giving users the freedom to customize their own settings. It is the ideal solution for reducing setup friction and accelerating team onboarding.

***

Establishing a **Getting Started** template follows a simple, two-step process:

## Step 1: Administrator Prepares the Template

[Section titled “Step 1: Administrator Prepares the Template”](#step-1-administrator-prepares-the-template)

The Administrator creates a template to act as a starting point for the team.

* **Defining Defaults:** The Administrator pre-configures common settings like booking questions, booking settings, brand colors, and notification emails.
* **Staying Flexible:** The **Centralized Control** toggle is kept **OFF**. This ensures all settings are provided as helpful suggestions rather than enforced rules.

## Step 2: User Creates the Booking Calendar using a Template

[Section titled “Step 2: User Creates the Booking Calendar using a Template”](#step-2-user-creates-the-booking-calendar-using-a-template)

Users skip the manual configuration and go live in seconds using templates.

* **Instant Setup:** When creating a Booking Calendar, the user selects **From Template** to instantly pre-fill all fields with the template settings.
* **Personal Adjustments:** Because settings are **unlocked**, the user can immediately tailor their duration, location, hosts, or availability to fit their specific workflow.

As long as the **Centralized Control** toggle is kept **OFF**, any modification to the templates will not update the existing Booking Calendar.

# How To Create and Manage Templates

> Booking Calendar Templates allow Administrators to standardize settings across multiple Booking Calendars.

**Booking Calendar Templates** allow Administrators to standardize settings across multiple Booking Calendars. Use them to centrally manage branding, booking forms and notifications to ensure brand consistency, faster onboarding, and account-wide standardization.

## Navigating to the Booking Calendar Templates Lobby

[Section titled “Navigating to the Booking Calendar Templates Lobby”](#navigating-to-the-booking-calendar-templates-lobby)

The **Booking Calendar Templates Lobby** is your central hub for managing templates. It displays the **Template name**, the **Last updated date** and the **Number of Booking Calendars** currently linked to each template.

To access **Booking Calendars Templates Lobby**, follow the steps below:

1. Click the **gear icon** in the top right corner.
2. Select **Booking Calendar Templates** from the dropdown menu.

## Create a Template

[Section titled “Create a Template”](#create-a-template)

As an Administrator, you can **create templates** using the following steps:

1. In the **Booking Calendar Templates Lobby**, click the **Create template** button.
2. Enter a **Template Name** and click **Create**.
3. Configure settings across the available tabs: Booking Settings, Booking Form, Notifications, Page Designer, and Embed Designer.
4. Use the [**Centralized control**](https://help.oncehub.com/account-administration/booking-calendar-templates/centralized-control-with-automatic-updates/) toggle on each tab to **lock** settings or allow the users to customize the settings.

## Edit a Template

[Section titled “Edit a Template”](#edit-a-template)

Updating a template automatically syncs changes to all linked Booking Calendars. To update, follow the steps below:

1. Click the **three-dot menu** next to the template you wish to edit and select **Edit**.

2. Update the configurations and click **Save**.

   * **Locked Settings:** Enabling **Centralized control** will trigger a warning that this action will **override** any previous user updates in linked Booking Calendars.
   * **Unlocked Settings:** Updates to unlocked fields only apply to **new** Booking Calendars created after the change.

## Duplicate a Template

[Section titled “Duplicate a Template”](#duplicate-a-template)

Duplicating allows you to quickly create a new template based on an existing configuration without starting from scratch. To duplicate, follow the steps below:

1. Click the **three-dot menu** next to the template you wish to copy and select **Duplicate**.
2. In the **Duplicate Template** pop-up, enter a new **Template Name** and click **Duplicate**.

## Delete a Template

[Section titled “Delete a Template”](#delete-a-template)

Templates can be deleted from the **Booking Calendar Templates Lobby** using the following steps:

1. Click the **three-dot menu** next to the template you wish to delete and select **Delete**.
2. Confirm by clicking the **Delete template** in the pop-up.

Caution

You cannot delete a template that is currently in use. To delete it, you must first [**unlink** ](https://help.oncehub.com/product/booking-calendars/introduction-to-booking-calendars/how-to-use-templates-with-booking-calendars/#unlink-a-template-from-a-booking-calendar)all associated Booking Calendars or reassign them to different templates.

## Rename a Template

[Section titled “Rename a Template”](#rename-a-template)

Rename a template using the following steps:

1. Click the **three-dot menu** next to the template you wish to rename and select **Rename**.
2. Enter the new name in the **Template Name** field and click **Save**.

To learn how users use these templates with Booking Calendars, read our [**How To Use Templates With Booking Calendars**](https://help.oncehub.com/product/booking-calendars/introduction-to-booking-calendars/how-to-use-templates-with-booking-calendars/) article.

# How to Enforce Templates

> Enforce Booking Calendar Templates is an account-level setting that mandates the use of pre-configured templates for all new Booking Calendars.

**Enforce Booking Calendar Templates** is an account-level setting that mandates the use of pre-configured templates for all new Booking Calendars.

By enabling this setting, you remove the option for users to create Booking Calendars from scratch, ensuring that every new Booking Calendar built in your account follows an approved organizational foundation.

## How to Enforce Booking Calendar Templates

[Section titled “How to Enforce Booking Calendar Templates”](#how-to-enforce-booking-calendar-templates)

Follow these steps to mandate template usage across your entire account:

1. Click the **gear icon** in the top right corner and select **Account Permissions**.
2. Locate the **Enforce Booking Calendar Templates** section.
3. Turn the toggle **ON**.

When enabled, users will see a **Create Booking Calendar** pop-up with a mandatory **Template selection dropdown**. The option to create a Booking Calendar from scratch will no longer be visible.

Establishing **Template Enforcement** follows a simple, two-step process:

## Step 1: Account Owner Enforces the use of Templates

[Section titled “Step 1: Account Owner Enforces the use of Templates”](#step-1-account-owner-enforces-the-use-of-templates)

The Account Owner establishes a global requirement for the entire organization. This ensures that all of the new Booking Calendars are created using templates only and remain compliant with company standards.

* **Activating Enforcement:** As the Account Owner, navigate to **Account Permissions** and turn the **Enforce Booking Calendar Templates** toggle **ON**.

***

## Step 2: User Creates Booking Calendars using only Templates

[Section titled “Step 2: User Creates Booking Calendars using only Templates”](#step-2-user-creates-booking-calendars-using-only-templates)

Users are required to use a standardized template.

* **Standardized Creation:** When a user clicks to create a new Booking Calendar, they are presented with a mandatory template selection dropdown.
* **Required Foundation:** Users must choose from the library of templates created by the Administrators. They cannot bypass this step or create a Booking Calendar without a template.

# Introduction to Booking Calendar Templates

> Booking Calendar Templates are pre-configured blueprints that allow organizations to standardize configurations and manage Booking Calendars at scale.

**Booking Calendar Templates** are **pre-configured blueprints** that allow organizations to standardize configurations and manage Booking Calendars at scale.

These templates serve as reusable collections of default settings that bundle booking rules, forms, notifications, and brand controls such as colors, logos, and footers into a single starting point.

**Administrators create templates** to help users **get started with Booking Calendars quickly**, maintain **centralized control** over branding and core settings, and **enforce template usage** by requiring that all new Booking Calendars to be created using templates only.

## Use Cases

[Section titled “Use Cases”](#use-cases)

Templates simplify the management of your account as it scales by addressing three primary use cases:

* [**Getting started quickly using templates**](https://help.oncehub.com/account-administration/booking-calendar-templates/getting-started-quickly-using-templates/)**:** Eliminate the need to configure Booking Calendars from scratch. This reduces setup time and helps users get started in seconds. **For example:** a new team member can **fast-track their onboarding** by instantly using a pre-configured **Client Onboarding Call** template.
* [**Centralized control with automatic updates**](https://help.oncehub.com/account-administration/booking-calendar-templates/centralized-control-with-automatic-updates/)**:** Administrators can lock key settings to ensure a uniform brand image. Once centralized control is enabled, template changes are **automatically pushed** to all linked Booking Calendars without manual intervention. **For example:** administrators can create a template to include their **mandatory legal disclosure** message. If the legal text changes, updating the template once will automatically sync the new disclosure across all linked Booking Calendars to ensure total compliance.
* [**Enforced template usage**](https://help.oncehub.com/account-administration/booking-calendar-templates/how-to-enforce-templates/)**:** Account Owners can enable a global toggle that mandates all new Booking Calendars to be created exclusively using templates. **For example:** in regulated industries like finance, Administrators can enforce specific templates with mandatory fields to ensure every interaction remains policy-compliant.

Note

**Centralizing Control** and **Enforcing Templates** provide [**total governance**](https://help.oncehub.com/account-administration/booking-calendar-templates/total-governance-enforcing-standardization-compliance-and-control/). By mandating template usage and locking critical fields, such as legal disclosures and notification logic, Administrators can scale scheduling operations while eliminating manual errors and unauthorized changes.

Learn more about setting up and using templates:

* For Administrators: [**How to Create and Manage Templates**](https://help.oncehub.com/account-administration/booking-calendar-templates/how-to-create-and-manage-templates/)
* For Members and Team Managers: [**How to Use Templates with Booking Calendars**](https://help.oncehub.com/product/booking-calendars/introduction-to-booking-calendars/how-to-use-templates-with-booking-calendars/)

# Total Governance: Enforcing Standardization, Compliance and Control

> For organizations requiring the highest level of standardization, Centralized Control and Template Enforcement work in tandem to provide Total Governance.

For organizations requiring the highest level of standardization, **Centralized Control** and **Template Enforcement** work in tandem to provide **Total Governance**. While these are distinct features, using them together ensures that every Booking Calendar in your account **starts with the correct foundation and stays strictly compliant over time**.

This combined approach is specifically designed for regulated industries or large-scale enterprises where consistency and legal compliance are non-negotiable.

***

Establishing **Total Governance** follows a simple, three-step process:

## Step 1: Establishing the Gold Standard

[Section titled “Step 1: Establishing the Gold Standard”](#step-1-establishing-the-gold-standard)

Set the standards for the entire organization by combining two powerful tools.

* **Enforcing the Template:** The Account Owner enables **Enforce Booking Calendar Templates** at the account level.
* **Locking the Content:** The Administrator creates a template and enables **Centralized Control** on critical sections (e.g., locking a mandatory legal disclosure or logo).

***

## Step 2: User Creates a Booking Calendar using the Template

[Section titled “Step 2: User Creates a Booking Calendar using the Template”](#step-2-user-creates-a-booking-calendar-using-the-template)

Users are required to use a standardized template.

* **Required Selection:** When a user creates a new Booking Calendar, they must choose from the library of templates.
* **Automatic Safeguards:** The new Booking Calendar is created using templates with all critical fields (like legal disclosures or notification logic) already filled and locked.

Users see the **lock icon** for sections that are managed centrally, to help them stay compliant without extra effort.

***

## Step 3: Effortless Account-Wide Synchronization

[Section titled “Step 3: Effortless Account-Wide Synchronization”](#step-3-effortless-account-wide-synchronization)

As your account scales, your Booking Calendars remain 100% aligned with organizational standards and policy compliance.

* **Persistent Connection:** Because enforcement is active, users cannot **Unlink** their Booking Calendars from the template. They remain permanently synced to the master configuration.
* **Instant Scalability:** When a policy or branding change occurs, the Administrator updates the master template once. This update is **automatically pushed** to every linked Booking Calendar in the account.

You stay perfectly in sync with zero manual effort. Whether you manage ten calendars or a thousand, your booking links remain 100% compliant and up-to-date automatically.

# Locations Rooms

> Locations Rooms documentation and guides.

[Location and Rooms](https://help.oncehub.com/account-administration/locations-rooms/location-and-rooms)

[Booking Calendar Room and Resource Scheduling](https://help.oncehub.com/account-administration/locations-rooms/booking-calendar-room-and-resource-scheduling)

[Offering Multiple Meeting Locations Per Time Block](https://help.oncehub.com/account-administration/locations-rooms/offering-multiple-meeting-locations-per-time-block)

# Booking Calendar Room and Resource Scheduling

> Integrating Booking Calendars with your productivity suite’s room directory simplifies the process of managing physical meeting spaces, such as meeting rooms or conference rooms.

Integrating **Booking Calendars** with your productivity suite’s room directory simplifies the process of managing physical meeting spaces, such as meeting rooms or conference rooms. OnceHub allows you to connect room workspaces, ensuring that bookings align with room availability while eliminating scheduling conflicts.

***

## Supported Platforms

[Section titled “Supported Platforms”](#supported-platforms)

* Microsoft 365 Room Workspaces.
* Google Workspace Room Workspaces.

***

## How to Connect Your Room Workspace

[Section titled “How to Connect Your Room Workspace”](#how-to-connect-your-room-workspace)

Follow these steps to integrate room scheduling with your OnceHub account:

1. Click the gear icon in the top-right corner and then select **Locations and Rooms**.
2. If no Location exists, click **Add location** and provide the address.
3. Select **Add rooms** and choose the workspace you wish to connect.
4. Click **Connect** and follow the on-screen instructions to complete the process.

***

## How It Works

[Section titled “How It Works”](#how-it-works)

Once connected, you can create a **Location** in OnceHub and designate specific rooms for scheduling. Depending on your configuration:

* **Single Room:** Bookings are assigned to a specific room, with events automatically added to its calendar.
* **Multiple Rooms:** Bookings are dynamically allocated to any available room from the selected pool.

## Key Features

[Section titled “Key Features”](#key-features)

* **Conflict-Free Scheduling:** OnceHub reads busy times from the connected room calendars to prevent overlapping bookings.
* **Automated Updates:** Calendar events are created directly in the selected room’s calendar for better coordination.

***

## Using Rooms with Booking Calendars

[Section titled “Using Rooms with Booking Calendars”](#using-rooms-with-booking-calendars)

After creating a **Location** and assigning its associated rooms, they will be available for use as physical meeting locations in **Booking Calendars**.

* **Access for Users:** All users can assign these Locations to their **Booking Calendars**.
* **Admin Management:** Only administrators can manage the Locations and Rooms lobby to configure room resources.

***

## Benefits of Room and Resource Scheduling

[Section titled “Benefits of Room and Resource Scheduling”](#benefits-of-room-and-resource-scheduling)

1. **Optimized Resource Usage:** Dynamically allocate rooms to ensure efficient use of meeting spaces.
2. **Accurate Availability:** Prevent double bookings by automatically syncing room schedules with calendar events.
3. **Time-Saving Automation:** Eliminate manual room allocation with automatic booking and calendar updates.
4. **Customizable Configurations:** Tailor room setups for single or multiple resource scenarios based on your needs.

# Location and Rooms

> Locations and Rooms in OnceHub help streamline scheduling for meetings held in physical spaces, such as meeting rooms or conference rooms.

Locations and Rooms in OnceHub help streamline scheduling for meetings held in physical spaces, such as meeting rooms or conference rooms. By integrating your room calendars with OnceHub, you can seamlessly manage bookings and streamline in-person scheduling.

To access this feature, navigate to the Account menu (gear icon) in the top-right corner and select Locations and rooms.

***

## **Connecting your room workspace**

[Section titled “Connecting your room workspace”](#connecting-your-room-workspace)

To begin, you can link your room workspace to your OnceHub account:

* Supported Platforms: You can currently integrate Microsoft 365 room workspaces, with Google Workspace room workspaces support coming soon.
* Connect Rooms: Click Connect rooms and select the desired account in the popup, then follow the onscreen steps to integrate your room workspaces with OnceHub.

***

## **Creating Locations**

[Section titled “Creating Locations”](#creating-locations)

Once your room calendars are connected, you can create a Location to pair with these resources:

1. Add Location: Click on Add location and then provide the Address for the physical location you will be offering scheduling for.

2. Assign Rooms: For each Location you have different options available for room assignments:

   1. Single room: Bookings will be made with the selected workspace.
   2. Multiple rooms: Bookings will automatically be made with one of the assigned workspaces available at the selected time.
   3. No rooms: you can also choose to not use a workspace. Bookings for this Location will then default to the connected calendar of the assigned host for that meeting.

***

## **Adding Additional Information to the Address**

[Section titled “Adding Additional Information to the Address”](#adding-additional-information-to-the-address)

When creating a Location, you can include Additional Information (optional) such as parking instructions or building access details. This information will be shared with guests in their booking confirmation.

***

## **Using Locations with Booking Calendars**

[Section titled “Using Locations with Booking Calendars”](#using-locations-with-booking-calendars)

Once a Location is created, it will be available as an option when setting up Booking calendars, or in the Scheduled meeting availability section of each user’s profile:

* Access to Locations: All Users on your account can select these Locations when assigning a physical location, but only Administrators can access the Locations and rooms lobby.
* Effortless Scheduling: Assigning a Location ensures accurate meeting logistics and reduces scheduling conflicts.

***

# Offering Multiple Meeting Locations Per Time Block

> Meeting locations define where your guests can meet with you when scheduling an appointment. These options integrate with your availability settings, ensuring that the offered meeting locations are relevant for the selected time blocks.

Meeting locations define where your guests can meet with you when scheduling an appointment. These options integrate with your availability settings, ensuring that the offered meeting locations are relevant for the selected time blocks. You can now configure and offer multiple meeting locations **per time block**, giving your guests the flexibility to choose their preferred location for a specific appointment time.

## Meeting Location Types

[Section titled “Meeting Location Types”](#meeting-location-types)

You can offer three types of meeting locations:

### Video Conferencing

[Section titled “Video Conferencing”](#video-conferencing)

* Use connected tools like Zoom or Google Meet to conduct virtual meetings.

* Choose the type of video link you would like to use based on your preferences:

  * **Unique Links for Each Booking**: Generate a unique video link for every individual booking, ensuring each meeting has its own dedicated space.
  * **Static Link for All Bookings**: Use a single, pre-defined video link provided by your video conferencing tool for all meetings.

* Video links will automatically be added to both the calendar event, as well as the notification emails sent to you and your guest.

### Phone

[Section titled “Phone”](#phone)

* Initiate a phone call with your guest using their provided phone number.
* Guests will automatically be prompted to enter their phone number during booking.

### Physical Location

[Section titled “Physical Location”](#physical-location)

* Specify physical addresses for in-person meetings.

  * **User Defined location:** You can offer **multiple physical meeting locations** as selectable options for the **same time block**.
  * **Guest Defined Location:** You can allow your guest to provide an address to meet at.

## Defining Availability for Locations

[Section titled “Defining Availability for Locations”](#defining-availability-for-locations)

Meeting locations are set up along with your weekly recurring, or date specific availability, by selecting the location icon next to each availability time slot.

For detailed steps, see the [**Configuring Availability for Booking Calendars**](https://help.oncehub.com/profile-management/availability/configuring-profile-level-availability-for-booking-calendars/) article.

***

## Learn more about Physical Locations and Resource Scheduling

[Section titled “Learn more about Physical Locations and Resource Scheduling”](#learn-more-about-physical-locations-and-resource-scheduling)

Physical meeting locations can be set up to accommodate various scenarios, ranging from a straightforward configuration using a single office calendar room to more complex setups involving shared workspaces.

To learn more about these options and how to manage resource scheduling, read the [**Booking Calendar Room and Resource Scheduling**](https://help.oncehub.com/account-administration/locations-rooms/booking-calendar-room-and-resource-scheduling/) article.

***

## Frequently Asked Questions (FAQs)

[Section titled “Frequently Asked Questions (FAQs)”](#frequently-asked-questions-faqs)

**Can I turn off the **Any Location** option?**

**A:** No. This option is required by the system to show combined availability across all of your offered locations.

# Objects Properties

> Objects Properties documentation and guides.

[Introduction to Objects and Properties](https://help.oncehub.com/account-administration/objects-properties/introduction-to-objects-and-properties)

[When to Use Object Properties](https://help.oncehub.com/account-administration/objects-properties/when-to-use-object-properties)

[Managing Object Properties](https://help.oncehub.com/account-administration/objects-properties/managing-object-properties)

# Introduction to Objects and Properties

> In OnceHub, data is structured into Objects and Properties. An Object acts as a container for a specific category of information (e.g., a booking or a guest), while Object Properties are the individual data points stored within those containers.

In OnceHub, data is structured into **Objects** and **Properties**. An **Object** acts as a container for a specific category of information (e.g., a booking or a guest), while **Object Properties** are the individual data points stored within those containers (e.g., meeting time or email address).

Understanding this structure allows you to capture information accurately and synchronize it across your integrated workflows.

***

## Understanding the Three Types of Objects

[Section titled “Understanding the Three Types of Objects”](#understanding-the-three-types-of-objects)

Before creating **Object Properties**, you must first determine which of the three **Objects** the data should be assigned to: Contact, Meeting, or Conversation. Each **Object** serves a unique purpose in your customer’s data flow and dictates how its properties are managed.

### Contact

[Section titled “Contact”](#contact)

The **Contact object** stores persistent data about an individual. Use this for properties that remain the same regardless of how many times the person interacts with you.

For example:

* Company name
* Job title
* Email address

### Meeting

[Section titled “Meeting”](#meeting)

The **Meeting object** captures data specific to a meeting. Use this when the properties are unique to a particular appointment rather than the person attending.

For example:

* Reason for scheduling
* Specific goals for the session
* Preparation requirements

### Conversation

[Section titled “Conversation”](#conversation)

The **Conversation object** is used for data specific to a conversation, rather than to a person or meeting. It is ideal for qualifying leads or gathering general inquiries.

For example:

* Budget
* Integration needs
* Purchase timeframe

***

## Understanding the Two Types of Object Properties

[Section titled “Understanding the Two Types of Object Properties”](#understanding-the-two-types-of-object-properties)

Once you have selected an Object, you will work with two types of Object Properties: **System Properties** and **Custom Properties**.

### System Properties

[Section titled “System Properties”](#system-properties)

These are the standard data points built into every **Object** by default when you create your OnceHub account. They offer the following core features:

* **Permanent Access:** These properties are permanent and cannot be archived.
* **Native Integration:** System Properties are automatically available on Meeting and Contact Objects for use in the [**API, webhooks**](https://help.oncehub.com/account-integrations/automation/api-and-webhooks/custom-booking-calendar-integrations-with-webhooks-and-apis/), and [**Zapier**](https://help.oncehub.com/account-integrations/automation/zapier/automate-your-scheduling-workflow-by-using-zapier/).
* **CRM Updates:** They are designed to [**update your CRM records automatically**](https://help.oncehub.com/account-integrations/crm/integrating-with-your-crm/).

### Custom Properties

[Section titled “Custom Properties”](#custom-properties)

These are user-defined data points that you add to an **Object** to capture specific information unique to your business. They offer the following core features:

* **Archivable Data:** These properties can be archived as your data requirements change.
* **Data Arrays:** All custom properties are grouped together in a `custom_fields[]` array for use in the [**API, webhooks**](https://help.oncehub.com/account-integrations/automation/api-and-webhooks/custom-booking-calendar-integrations-with-webhooks-and-apis/), and [**Zapier**](https://help.oncehub.com/account-integrations/automation/zapier/automate-your-scheduling-workflow-by-using-zapier/).
* **CRM Updates:** They can be used to [**update your CRM records automatically**](https://help.oncehub.com/account-integrations/crm/integrating-with-your-crm/).

***

For instructions on how to create **Object Properties**, please see our [**Managing Properties**](https://help.oncehub.com/account-administration/objects-properties/managing-object-properties/) article.

# Managing Object Properties

> This article explains how to view, create, and manage properties for your OnceHub Objects. Object Properties allow you to capture and store specific data poi...

[Booking Calendar Timeframe and Timeslot Preferences](https://www.youtube-nocookie.com/embed/ZveX79Fmdqw?wmode=opaque)

This article explains how to view, create, and manage properties for your OnceHub Objects. **Object Properties** allow you to capture and store specific data points, ensuring that it can be used across your workflows.

## Accessing Object Properties

[Section titled “Accessing Object Properties”](#accessing-object-properties)

1. Click the gear icon in the top right.
2. Select **Objects and Properties** from the dropdown.
3. Click an **Object** (e.g. Contact) to view or modify its **Properties**.

***

## How to Create Custom Object Properties

[Section titled “How to Create Custom Object Properties”](#how-to-create-custom-object-properties)

Creating custom properties allows you to capture unique information that isn’t included in the default OnceHub setup.

1. Click **Create \[*object*] property** in the top right.

2. Enter the property’s details:

   * **Data Type:** Choose the type of data the property will capture.
   * **Name:** Enter the name that will be shown within the OnceHub UI.
   * **Unique Identifier:** Provide a distinct identifier, used for API and integration purposes.
   * **Description (Optional):** Enter a description of the property that will help users understand its purpose. This will appear as a tooltip when setting up [**Booking Notifications**](https://help.oncehub.com/product/booking-calendars/notifications/booking-calendar-guest-notifications/).

3. Click **Save**.

***

## How to Manage Archived Properties

[Section titled “How to Manage Archived Properties”](#how-to-manage-archived-properties)

If you no longer need to collect data for a specific field, you can archive it. Archiving stops new data collection while preserving your historical records.

## How to Archive Properties

[Section titled “How to Archive Properties”](#how-to-archive-properties)

1. Click the 3 dots to the right of the property you want to archive.
2. Select **Archive** from the dropdown.
3. Click **Archive** Property to confirm

## How to Restore Archived Properties

[Section titled “How to Restore Archived Properties”](#how-to-restore-archived-properties)

1. Click **Manage archived properties** in the top right of the pane to view all archived properties.
2. Click **Restore** to the right of the individual property you wish to restore.

# When to Use Object Properties

> In OnceHub, how you store your data determines how effectively you can use it across your entire workflow.

In OnceHub, how you store your data determines how effectively you can use it across your entire workflow. By using **Object Properties**, you ensure that valuable guest insights are not just captured within OnceHub, but are automatically synced with your other business tools.

We recommend that you always use Object Properties to save data when that data needs to be reused across multiple interactions, forms, or meetings.

For more information on Objects and Properties, please see our [**Introduction to Objects and Properties**](https://help.oncehub.com/account-administration/objects-properties/introduction-to-objects-and-properties/) article.

***

## Examples of Object Properties

[Section titled “Examples of Object Properties”](#examples-of-object-properties)

To help you decide if your data point should be an **Object Property**, consider if it matches these common use cases:

* **Professional Identity:** Job title, Department, or Industry.
* **Business Context:** Company size or Company name.
* **Sales Qualification:** Purchase timeframe, Budget range, or Lead source.
* **Meeting Logistics:** Meeting type or Project code.

By utilizing Object Properties, you ensure that information follows the guest throughout their journey with your company, rather than being restricted to a single activity.

***

## Use Cases of Object Properties

[Section titled “Use Cases of Object Properties”](#use-cases-of-object-properties)

**Object Properties** can be used in the following scenarios:

* **Syncing data with external systems:** Use properties when you need to automatically update records in your CRM, such as [**Salesforce**](https://help.oncehub.com/account-integrations/crm/integrating-oncehub-with-salesforce/) or [**HubSpot**](https://help.oncehub.com/account-integrations/crm/integrating-oncehub-with-hubspot/), or send data to other applications via the [**API, webhooks**](https://help.oncehub.com/account-integrations/automation/api-and-webhooks/custom-booking-calendar-integrations-with-webhooks-and-apis/), or [**Zapier**](https://help.oncehub.com/account-integrations/automation/zapier/integrating-oncehub-with-zapier/).
* **Using data for Custom Guest Notifications:** Use properties when the information needs to appear in Custom Guest Notifications.
* **Capturing long-term insights:** Use properties for persistent information regarding a contact, meeting, or conversation that your team will need to reference later.

# User Attributes

> User Attributes documentation and guides.

[Introduction to User Attributes](https://help.oncehub.com/account-administration/user-attributes/introduction-to-user-attributes)

[How to Configure User Attributes](https://help.oncehub.com/account-administration/user-attributes/how-to-configure-user-attributes)

# How to Configure User Attributes

> User Attributes are used to categorize Users based on characteristics such as language, location or area of expertise.

**User Attributes** are used to categorize **Users** based on characteristics such as language, location or area of expertise.

A **User Attribute** is composed of an **Attribute Name** (e.g., Language) that contains specific **Options** (e.g., English), which are then linked to **Associated Users** who possess that characteristic. Proper configuration allows visitors to filter [**Booking Hub**](https://help.oncehub.com/product/booking-hubs/introduction-to-booking-hubs/introduction-to-booking-hubs/) options and connect with the appropriate team member.

To learn more about the practical application, have a look at our [**Introduction to User Attributes**](https://help.oncehub.com/account-administration/user-attributes/introduction-to-user-attributes/) article.

## Navigating to the User Attributes

[Section titled “Navigating to the User Attributes”](#navigating-to-the-user-attributes)

To create or manage attributes, follow the steps below:

1. Click the **gear icon** in the top right corner.
2. Select **User Attributes** from the dropdown.

***

### How to Create a New User Attribute

[Section titled “How to Create a New User Attribute”](#how-to-create-a-new-user-attribute)

Follow these steps to create a new **User Attribute**:

1. Click **Create user attribute** button.
2. Enter an **Attribute Name**.
3. Click **Save and add options**.
4. Enter an **Option Name**.
5. Select the **Associated User(s)** from the dropdown.
6. Click **Done** after selecting the **Associated User(s)**.
7. Click **Save** to finish, or click **Save and add another option** to add more options immediately.

***

### How to Manage Existing User Attributes

[Section titled “How to Manage Existing User Attributes”](#how-to-manage-existing-user-attributes)

**User Attributes** can be updated as your team or requirements change.

## Adding New Options to a User Attribute

[Section titled “Adding New Options to a User Attribute”](#adding-new-options-to-a-user-attribute)

1. Click the **User Attribute** you want to edit.
2. Click **Add new option** in the top right corner.
3. Enter an **Option Name**.
4. Select the **Associated User(s)** using the dropdown.
5. Click **Done** after selecting the **Associated User(s)**.
6. Click **Save** to finish, or **Save and add another option** to continue editing.

## Editing the Options of a User Attribute

[Section titled “Editing the Options of a User Attribute”](#editing-the-options-of-a-user-attribute)

1. Click the **User Attribute** you want to edit.
2. Click the three-dot menu to the right of the **Option**.
3. Select **Edit**.
4. (**Optional**) Change the **Option Name**.
5. (**Optional**) Select the **Associated User(s)** and click **Done**.
6. Click **Save** to confirm the changes.

## Deleting the Options from a User Attribute

[Section titled “Deleting the Options from a User Attribute”](#deleting-the-options-from-a-user-attribute)

1. Click the **User Attribute** you want to edit.
2. Click the three-dot menu to the right of the **Option**.
3. Select **Delete**.
4. Confirm by clicking **Delete** in the pop-up.

## Renaming a User Attribute

[Section titled “Renaming a User Attribute”](#renaming-a-user-attribute)

1. Click the three-dot menu next to the **User Attribute**.
2. Click **Rename**.
3. Enter a new **Attribute Name**.
4. Click **Save** to confirm the changes.

## Deleting a User Attribute

[Section titled “Deleting a User Attribute”](#deleting-a-user-attribute)

1. Click the three-dot menu next to the **User Attribute**.
2. Select **Delete**.
3. Confirm by clicking **Delete** in the pop-up.

# Introduction to User Attributes

> User Attributes allow you to categorize Users based on characteristics such as Language, Location, or Area of Expertise.

[Introduction to User Attributes](https://www.youtube-nocookie.com/embed/vQwKDcVQ08E?wmode=opaque)

**User Attributes** allow you to categorize **Users** based on characteristics such as ***Language***, ***Location***, or ***Area of Expertise***.

By associating **Users** with specific attributes, you allow visitors to filter the options on your [**Booking Hubs**](https://help.oncehub.com/product/booking-hubs/introduction-to-booking-hubs/introduction-to-booking-hubs/) and help them connect with the most suitable team member.

Tip

User Attributes are best suited for non-linear filtering. For example, selecting a ***Language*** or ***Region*** independently. However, if you want visitors to move through a step-by-step or hierarchical flow, such as choosing a ***Department*** first and then a specific ***Field***, we recommend using [**Booking Hub Categories**](https://help.oncehub.com/product/booking-hubs/configuring-bookng-hubs/how-to-group-booking-calendars-with-booking-hubs/) instead.

***

## Components of User Attributes

[Section titled “Components of User Attributes”](#components-of-user-attributes)

A **User Attribute** consists of three components:

1. **Attribute Name:** The label that identifies the category, such as ***Language*** or ***Country***.
2. **Options:** The specific values available within an attribute. For example, under the attribute ***Language***, options might include ***English***, ***Spanish*** or ***French***.
3. **Associated Users:** The **Users** associated with an Option. For instance, if Sarah speaks English, she is associated with the ***English*** option.

***

## Use Case Based Scenario

[Section titled “Use Case Based Scenario”](#use-case-based-scenario)

Consider the scenario of an international law firm where it is essential that potential clients are connected with a lawyer who is based in a specific country and has specialization in the relevant field of law.

### The Team Structure

[Section titled “The Team Structure”](#the-team-structure)

The firm consists of five lawyers located in two different countries, each with a specific area of practice:

* **Maria:** Based in the USA; specializes in Estate Planning.
* **Jolene:** Based in the USA; specializes in Criminal Law.
* **John:** Based in the USA; specializes in Immigration Law.
* **Sarah:** Based in Australia; specializes in Estate Planning and Family Law.
* **Grant:** Based in Australia; specializes in Immigration Law.

### The Setup

[Section titled “The Setup”](#the-setup)

Each lawyer has a specific [**Booking Calendar** ](https://help.oncehub.com/product/booking-calendars/introduction-to-booking-calendars/introduction-to-booking-calendars/)listing their availability. These calendars are grouped into a single **Booking Hub**, which is presented to clients via a ***Book a Consultation*** button on the firm’s website.

To ensure clients find the right lawyer, the administrator creates two **User Attributes**:

**1. Country**

* **USA:** Associates John, Maria, and Jolene.
* **Australia:** Associates Sarah and Grant.

**2. Specialization**

* **Immigration:** Associates John and Grant.
* **Estate Planning:** Associates Sarah and Maria.
* **Family Law:** Associates Sarah.
* **Criminal Law:** Associates Jolene.

### The Result

[Section titled “The Result”](#the-result)

Once these **User Attributes** are configured, the attribute filters are enabled on the **Booking Hub**. When a potential client visits the **Booking Hub**, they can filter by **Country** and **Specialization**.

* If a client selects ***USA*** and ***Immigration***, the system filters the Booking Calendars and displays only ***John***.
* If a client selects ***Australia*** and ***Estate Planning***, the system displays ***Sarah***.

This ensures clients are routed to the appropriate lawyer without manual intervention.

***

## Related Articles

[Section titled “Related Articles”](#related-articles)

* To learn how to configure these settings, read our [**How to Configure User Attributes**](https://help.oncehub.com/account-administration/user-attributes/how-to-configure-user-attributes/) article.
* For details on grouping Booking Calendars, see the [**How to Group Booking Calendars with Booking Hubs**](https://help.oncehub.com/product/booking-hubs/configuring-bookng-hubs/how-to-group-booking-calendars-with-booking-hubs/) article.
* For an explanation on how filters interact with **Teams**, read our [**How Booking Hub Filters Impact Team Availability**](https://help.oncehub.com/product/booking-hubs/configuring-bookng-hubs/how-booking-hub-filters-impact-team-availability/) article.

# User Management

> User Management documentation and guides.

[User Management and Seats](https://help.oncehub.com/account-administration/user-management/user-management-and-seats)

[User Roles and Their Permissions](https://help.oncehub.com/account-administration/user-management/user-roles-and-their-permissions)

[User Roles Overview](https://help.oncehub.com/account-administration/user-management/user-roles-overview)

# User Management and Seats

> This guide details how to manage users within your OnceHub account, including accessing user management and understanding the available administrative options.

This guide details how to manage users within your OnceHub account, including accessing user management and understanding the available administrative options.

***

## Accessing User Management

[Section titled “Accessing User Management”](#accessing-user-management)

### Navigate to Users

[Section titled “Navigate to Users”](#navigate-to-users)

1. Click on the gear icon located in the top right corner.
2. Select **Users** from the dropdown menu.

***

## Adding New Users to Your Account

[Section titled “Adding New Users to Your Account”](#adding-new-users-to-your-account)

### To invite new users to join your account

[Section titled “To invite new users to join your account”](#to-invite-new-users-to-join-your-account)

* Click the **Add Users** button.

* While inviting users, you will be taken through the following steps:

  1. Assign them a role (e.g., Administrator, Team Manager, etc.).
  2. [**Allocate a seat**](https://help.oncehub.com/billing/managing-seats-in-oncehub/) if they will be engaging with guests.
  3. (**Optional**) Add them to a specific team.
  4. (**Optional**) Associate them to [**User Attributes**](https://help.oncehub.com/account-administration/user-attributes/introduction-to-user-attributes/).
  5. Confirm the user details and send email invitations.

Note

You can also add and delete users [**automatically using Entra ID**](https://help.oncehub.com/account-integrations/security-and-compliance/how-to-integrate-oncehub-with-microsoft-entra-id/).

***

## Managing Existing Users

[Section titled “Managing Existing Users”](#managing-existing-users)

To manage the profiles of existing users, locate the three dots (…) next to the user’s name. This will bring up the following options:

* **Edit user profile:** This allows you to change their profile settings such as their User notifications and [**Availability**](https://help.oncehub.com/profile-management/availability/configuring-profile-level-availability-for-booking-calendars/).
* **Edit Role:** This allows you to change the role currently assigned to the user, based on their responsibilities. For more information on user roles, please check our [**Roles Overview**](https://help.oncehub.com/account-administration/user-management/user-roles-overview/) article.
* **Delete user:** This allows you to permanently remove a user from the account. Note that this action is irreversible.
* **Resend Invitation:** If a user has not signed in within 72 hours of being invited, you can use this option to resend their invitation.

***

## Frequently Asked Questions (FAQs)

[Section titled “Frequently Asked Questions (FAQs)”](#frequently-asked-questions-faqs)

**What happens when a user is deleted?** **A:**

* All of the user’s objects are transferred to the Account Owner.
* All of the user’s Booking Calendars are unpublished.
* Any assigned seat becomes available for reassignment.
* Existing bookings and their linked calendar events remain unaffected.

**Do all users require a seat?**

**A:** No, only users who will be engaging with guests require an assigned seat. Users who only perform administrative tasks in the account do not require a seat.

**Can you update users without needing to log into OnceHub?**

**A:** Yes, you can also update users [**through our API**](https://help.oncehub.com/developers/api/).

# User Roles and Their Permissions

> This guide clarifies the permissions granted to each user role within OnceHub: Account Owner, Administrator, Team Manager, and Member.

This guide clarifies the permissions granted to each user role within OnceHub: Account Owner, Administrator, Team Manager, and Member. Each section details specific functionalities, summarized in easy to understand tables.

***

## The Account Owner: Ultimate Control

[Section titled “The Account Owner: Ultimate Control”](#the-account-owner-ultimate-control)

The Account Owner holds the highest level of access and permissions in OnceHub. While possessing all Administrator capabilities, they also have exclusive rights:

* **Account Deletion:** Only the Account Owner can permanently delete the OnceHub account.
* **Ownership Transfer:** The Account Owner can transfer their role to another user within the account. Upon transfer, the previous Account Owner becomes an Administrator.
* **Non-Transferable Role:** No other user can transfer account ownership, ensuring the Account Owner maintains control until a formal transfer.

These privileges allow the Account Owner to maintain overall authority while delegating responsibilities for operational efficiency.

***

## Subscription Management

[Section titled “Subscription Management”](#subscription-management)

Administrators have full access to manage and alter subscription plans, purchase seats, and add SMS credits, while Team Managers and Members can not make any changes.

| **Role**          | **Manage Subscriptions** | **Purchase Seats** | **Purchase SMS Credits** |
| ----------------- | ------------------------ | ------------------ | ------------------------ |
| **Administrator** | Yes                      | Yes                | Yes                      |
| **Team Manager**  | No                       | No                 | No                       |
| **Member**        | No                       | No                 | No                       |

***

## Seats Management

[Section titled “Seats Management”](#seats-management)

Seat management permissions control the allocation and removal of seats within the platform.

| **Role**          | **Assign Seats** | **Unassign Seats** | **Purchase Additional Seats** |
| ----------------- | ---------------- | ------------------ | ----------------------------- |
| **Administrator** | Yes              | Yes                | Yes                           |
| **Team Manager**  | Yes (team only)  | Yes (team only)    | No                            |
| **Member**        | No               | No                 | No                            |

Note

Team Managers can manage seats for their team members only. Members cannot assign or manage seats.

***

## User Management Permissions

[Section titled “User Management Permissions”](#user-management-permissions)

User management permissions encompass editing roles, assigning team managers, and transferring ownership, as detailed below.

| **Role**          | **View All Users** | **Edit User Roles** | **Assign Team Manager Role** | **Delete Users** |
| ----------------- | ------------------ | ------------------- | ---------------------------- | ---------------- |
| **Administrator** | Yes                | Yes                 | Yes                          | Yes              |
| **Team Manager**  | Only team members  | No                  | No                           | No               |
| **Member**        | No                 | No                  | No                           | No               |

Note

Administrators manage roles, Team Managers handle teams, and Members have no user management permissions.

## Contact Management Permissions

[Section titled “Contact Management Permissions”](#contact-management-permissions)

Contact management permissions define the level of access users have to view, edit, delete, and merge guest contact records within OnceHub.

| **Role**          | **View Contacts**                     | **Edit or Manage Contact Details**  | **Merge Contacts**                        | **Delete Contact** |
| ----------------- | ------------------------------------- | ----------------------------------- | ----------------------------------------- | ------------------ |
| **Administrator** | Yes (all contacts across the account) | Yes (all contacts)                  | Yes (all contacts)                        | Yes                |
| **Team Manager**  | Yes (contacts owned by self & team)   | Yes (contacts owned by self & team) | Yes (if they have access to both records) | No                 |
| **Member**        | Only contacts they own                | Only contacts they own              | Yes (if they own both records)            | No                 |

***

## Integrations

[Section titled “Integrations”](#integrations)

Users can connect and manage integrations, but with varying levels of access based on their role.

| **Role**          | **Connect Integrations**           | **Manage Settings** | **Disconnect Integrations**        |
| ----------------- | ---------------------------------- | ------------------- | ---------------------------------- |
| **Administrator** | Yes (own and account integrations) | Yes                 | Yes (own and account integrations) |
| **Team Manager**  | Yes (own only)                     | Yes (team only)     | Yes (own only)                     |
| **Member**        | Yes (own only)                     | Yes (own only)      | Yes (own only)                     |

Note

Members can manage their personal integrations but cannot alter settings or disconnect integrations for others.

***

## User Integrations Management

[Section titled “User Integrations Management”](#user-integrations-management)

Account Owners, Administrators, and Team Managers can manage integration settings for other Users within the organization to maintain configuration standards or disconnect external accounts when necessary.

| **Role**                           | **Modify Other Users’ Configuration Settings** | **Disconnect Other Users’ Integrations** | **Connect Integrations for Others** |
| ---------------------------------- | ---------------------------------------------- | ---------------------------------------- | ----------------------------------- |
| **Account Owner & Administrators** | Yes (All users)                                | Yes (All users)                          | No                                  |
| **Team Managers**                  | Yes (Team members only)                        | No                                       | No                                  |
| **Members**                        | No                                             | No                                       | No                                  |

Note

All Users, including Members, retain full permissions to connect, disconnect, and modify configuration settings for their own individual integrations.

***

## Booking Calendars Permissions

[Section titled “Booking Calendars Permissions”](#booking-calendars-permissions)

Booking calendar permissions dictate who can create and manage calendars, including team-specific usage, as detailed below.

| **Role**          | **Create Calendars** | **Edit Calendars** | **Delete Calendars** | **Set Hosts**   |
| ----------------- | -------------------- | ------------------ | -------------------- | --------------- |
| **Administrator** | Yes                  | Yes                | Yes                  | Yes             |
| **Team Manager**  | Yes                  | Yes                | Yes (team only)      | Yes (team only) |
| **Member**        | Yes                  | Yes (own only)     | Yes (only own)       | No              |

Note

Administrators have unrestricted access. Team Managers can work on calendars within their team, while Members are limited to their personal ones.

***

## Chatbots Permissions

[Section titled “Chatbots Permissions”](#chatbots-permissions)

Chatbot permissions determine which roles can create, edit, and publish bots.

| **Role**          | **Create Chatbots** | **Edit Chatbots** | **Publish Chatbots** | **Delete Chatbots** |
| ----------------- | ------------------- | ----------------- | -------------------- | ------------------- |
| **Administrator** | Yes                 | Yes               | Yes                  | Yes                 |
| **Team Manager**  | Yes (team only)     | Yes (team only)   | Yes (team only)      | Yes (team only)     |
| **Member**        | Only own            | Only own          | Only own             | Only own            |

Note

Administrators need to give Team Managers and Members access to Chatbots to be able to work with them.

***

## Routing Forms Permissions

[Section titled “Routing Forms Permissions”](#routing-forms-permissions)

Routing form permissions cover who can create, edit, and publish forms for user workflows.

| **Role**                | **Create Forms** | **Edit Forms (Team)** | **Publish Forms** | **Delete Forms** |
| ----------------------- | ---------------- | --------------------- | ----------------- | ---------------- |
| **Administrator**       | Yes              | Yes                   | Yes               | Yes              |
| **Team Manager**        | Yes (team only)  | Yes (team only)       | Yes (team only)   | Yes (team only)  |
| **Requires permission** | Only own         | Only own              | Only own          | Only own         |

Note

Administrators need to give Team Managers and Members access to Routing Forms to be able to work with them.

***

## Phone Booking Recording Permissions

[Section titled “Phone Booking Recording Permissions”](#phone-booking-recording-permissions)

A User’s role determines which Phone Call recordings in Activities they are able to access.

| **Role**          | **Playback Recording** | **Download Recording** | **View Transcript Summary** |
| ----------------- | ---------------------- | ---------------------- | --------------------------- |
| **Administrator** | All                    | All                    | All                         |
| **Team Manager**  | Only own               | Only own               | Only own                    |
| **Member**        | Only own               | Only own               | Only own                    |

***

## Final Notes

[Section titled “Final Notes”](#final-notes)

* **Role-specific Functionality:** Always consider team-specific roles when granting permissions. Team Managers control their teams, but cannot access areas outside of their scope.
* **Support:** For any adjustments or unique setup needs, reach out to your account administrator or technical support.

# User Roles Overview

> This article provides an overview of the various user roles within OnceHub, detailing the core permissions associated with each role.

[User Roles Overview](https://www.youtube-nocookie.com/embed/HMZOBk1UJAg?wmode=opaque)

This article provides an overview of the various user roles within OnceHub, detailing the core permissions associated with each role. Understanding these roles is crucial for effectively assigning permissions and responsibilities.

***

## User Roles

[Section titled “User Roles”](#user-roles)

OnceHub offers four primary user roles: Account Owner, Administrator, Team Manager, and Member.

### Account Owner

[Section titled “Account Owner”](#account-owner)

* Automatically assigned to the user who created the account.
* Can manage all settings and transfer ownership to another user.
* Has the same permissions as an administrator, with additional ownership privileges.

### Administrator

[Section titled “Administrator”](#administrator)

* Can manage users, teams, and account settings.
* Has full access to billing and subscription management.
* Cannot transfer account ownership.

### Team Manager

[Section titled “Team Manager”](#team-manager)

* Manages a specific team of users within the account.
* Can create booking links and edit profiles for team members.
* Has no access to billing or account-wide settings.

### Member

[Section titled “Member”](#member)

* Has limited access to account features.
* Can create and manage their own booking links but are restricted from editing others’ links unless explicitly granted permissions.

For a more detailed view of the permissions each role has, you can view [**User Roles and their Permissions**](https://help.oncehub.com/account-administration/user-management/user-roles-and-their-permissions/).

***

## Frequently Asked Questions (FAQs)

[Section titled “Frequently Asked Questions (FAQs)”](#frequently-asked-questions-faqs)

**Can a user be assigned both Administrator and Team Manager roles?**

**A:** No. A user can only hold one role at a time. However, a Team Manager can manage multiple teams.

**Do all users require a seat?**

**A:** No. Users without a seat can still access many features, such as updating availability or receiving notifications. However, they cannot take bookings or host live engagements.

**Can the Account Owner transfer their ownership role?**

**A:** Yes, the Account Owner can transfer ownership to another user via their profile settings. Upon transfer, the previous Account Owner will become an Administrator.

# Account Integrations

> Connect OnceHub with your CRM, analytics, payment collection, automation tools, and more.

Connect OnceHub with the tools you use every day. Browse integration categories below.

* [Analytics](https://help.oncehub.com/account-integrations/analytics/) — Track OnceHub events in Google Tag Manager and analytics platforms
* [Automation](https://help.oncehub.com/account-integrations/automation/) — Webhooks, APIs, Zapier, Make, Keragon, and other automation tools
* [Corporate Mailbox](https://help.oncehub.com/account-integrations/corporate-mailbox/) — Send scheduling notifications from your own email domain
* [CRM](https://help.oncehub.com/account-integrations/crm/) — Salesforce, HubSpot, and other CRM integrations
* [Payment Collection](https://help.oncehub.com/account-integrations/payment-collection/) — Configure Stripe payment collection on your booking calendars
* [Security And Compliance](https://help.oncehub.com/account-integrations/security-and-compliance/) — Security and compliance-related integrations

# Analytics

> Analytics documentation and guides.

[Connect OnceHub to Your Google Tag Manager](https://help.oncehub.com/account-integrations/analytics/connect-oncehub-to-your-google-tag-manager)

[Tracking OnceHub Events in Google Tag Manager](https://help.oncehub.com/account-integrations/analytics/tracking-oncehub-events-in-google-tag-manager)

# Connect OnceHub to Your Google Tag Manager

> Connecting OnceHub to Google Tag Manager gives you a deeper understanding of your entire scheduling funnel.

[Connect OnceHub to Your Google Tag Manager](https://www.youtube-nocookie.com/embed/QiMJYyu17tg?wmode=opaque)

Connecting OnceHub to Google Tag Manager gives you a deeper understanding of your entire scheduling funnel. By connecting to GTM, you can now track every step of the guest’s journey. This allows you to analyze key events, such as booking confirmations and drop-offs from Routing Forms, to better optimize your funnels.

***

## How to Connect OnceHub to Google Tag Manager

[Section titled “How to Connect OnceHub to Google Tag Manager”](#how-to-connect-oncehub-to-google-tag-manager)

Here are the steps to connect OnceHub to your Google Tag Manager account.

### Navigating to Google Tag Manager in OnceHub

[Section titled “Navigating to Google Tag Manager in OnceHub”](#navigating-to-google-tag-manager-in-oncehub)

1. Click on the gear icon in the top-right of the page.
2. Select **Account Integrations** from the dropdown.
3. Filter for **Analytics**.
4. Click on the **Google Tag Manager** tile.

### Finding Your Container ID in Tag Manager

[Section titled “Finding Your Container ID in Tag Manager”](#finding-your-container-id-in-tag-manager)

1. Go to [**https://tagmanager.google.com/#/home**](https://tagmanager.google.com/#/home).
2. Copy your Container ID (GTM-XXXXXXXX).

### Connecting to Tag Manager in OnceHub

[Section titled “Connecting to Tag Manager in OnceHub”](#connecting-to-tag-manager-in-oncehub)

1. Paste the Container ID in OnceHub.
2. Click on **Connect**.

***

Now that you are connected, take a look at our help article on [**Tracking OnceHub Events in Google Tag Manager**](https://help.oncehub.com/account-integrations/analytics/tracking-oncehub-events-in-google-tag-manager/).

# Tracking OnceHub Events in Google Tag Manager

> You can use Google Tag Manager to track visitor actions across your booking calendars, booking hubs, routing forms, and chatbots.

You can use Google Tag Manager to track visitor actions across your booking calendars, booking hubs, routing forms, and chatbots. From GTM, you can send event data to Google Analytics, Google Ads, Meta pixel, Floodlight, and other third-party tags.

***

## How to Track Events for OnceHub Standalone Links

[Section titled “How to Track Events for OnceHub Standalone Links”](#how-to-track-events-for-oncehub-standalone-links)

After you connect OnceHub to Google Tag Manager, event tracking will work automatically for any OnceHub links you share. No additional steps are needed.

***

## How to Track Events for OnceHub Embeds

[Section titled “How to Track Events for OnceHub Embeds”](#how-to-track-events-for-oncehub-embeds)

To track events for any OnceHub products that are embedded on your website, you’ll need to add a specific script to that page.

### Navigating to Google Tag Manager in OnceHub

[Section titled “Navigating to Google Tag Manager in OnceHub”](#navigating-to-google-tag-manager-in-oncehub)

1. Click on the gear icon in the top-right of the page.
2. Select **Account Integrations** from the dropdown.
3. Filter for **Analytics**.
4. Click on the **Google Tag Manager** tile.

### Getting the Script in OnceHub

[Section titled “Getting the Script in OnceHub”](#getting-the-script-in-oncehub)

1. Click on **Set up tracking for embeds**.
2. Click on **Copy & close**.

### Adding the Script to Your Website

[Section titled “Adding the Script to Your Website”](#adding-the-script-to-your-website)

1. Paste the script in the **Head** or **Body** section of the page where you embedded the OnceHub product.

***

## How to Confirm that the Google Tag Manager Integration is Working

[Section titled “How to Confirm that the Google Tag Manager Integration is Working”](#how-to-confirm-that-the-google-tag-manager-integration-is-working)

After you’ve set everything up, it’s important to test that GTM is working correctly.

### Opening the Preview Mode in Google Tag Manager

[Section titled “Opening the Preview Mode in Google Tag Manager”](#opening-the-preview-mode-in-google-tag-manager)

1. Click on **Preview** in the top right of Google Tag Manager.
2. Paste the URL of your OnceHub link or the webpage with the embed into the pop-up window.
3. Click on **Connect**.
4. Click **Continue** to open the OnceHub link or your webpage in a new window.

### Testing to See If Events Are Appearing

[Section titled “Testing to See If Events Are Appearing”](#testing-to-see-if-events-are-appearing)

1. In the new window that opened, perform an action like selecting a time slot to schedule an appointment.
2. Switch back to Google Tag Manager and check if events like **oncehub.booking\_calendar.time\_slot\_selected** are now appearing.

If the events are not appearing, ensure that you followed [**all of the connection steps**](https://help.oncehub.com/account-integrations/analytics/connect-oncehub-to-your-google-tag-manager/). If it still isn’t working, please [**reach out to our support team**](https://help.oncehub.com/contact-us/).

***

## Supported OnceHub Events

[Section titled “Supported OnceHub Events”](#supported-oncehub-events)

For a complete list of supported events and their data, you can visit our developer center:

* [**Supported events and payloads for Booking Calendars and Booking Hubs**](https://help.oncehub.com/developers/client-side-api/embedded-booking-calendar-events/).
* [**Supported events and payloads for Chatbots**](https://help.oncehub.com/developers/client-side-api/embedded-chatbot-events/).
* [**Supported events and payloads for Routing Forms**](https://help.oncehub.com/developers/client-side-api/embedded-form-events/).

***

## How to Use OnceHub Event Data with Google Tag Manager

[Section titled “How to Use OnceHub Event Data with Google Tag Manager”](#how-to-use-oncehub-event-data-with-google-tag-manager)

After successfully integrating OnceHub with Google Tag Manager, you can use OnceHub Event Data to send information to other applications like Google Analytics.

For specific instructions on how to use this event data within other platforms, we recommend referring to [**Google’s official documentation**](https://support.google.com/tagmanager) or reaching out to them for support

# Automation

> Automate your scheduling workflows with webhooks, APIs, Zapier, Make, Keragon, and other integration platforms.

Connect OnceHub with your automation tools and platforms.

* [API Key Security & Management](https://help.oncehub.com/account-integrations/automation/api-and-webhooks/api-key-security-management/) — Manage your API keys securely
* [Creating And Managing Webhooks](https://help.oncehub.com/account-integrations/automation/api-and-webhooks/creating-and-managing-webhooks-via-oncehub/) — Set up and manage webhooks
* [Custom Booking Calendar Integrations](https://help.oncehub.com/account-integrations/automation/api-and-webhooks/custom-booking-calendar-integrations-with-webhooks-and-apis/) — Build custom integrations using webhooks and APIs
* [Integrating OnceHub With Integrately](https://help.oncehub.com/account-integrations/automation/integrating-oncehub-with-integrately/) — Connect OnceHub to Integrately
* [Integrating OnceHub With Keragon](https://help.oncehub.com/account-integrations/automation/integrating-oncehub-with-keragon/) — Connect OnceHub to Keragon
* [Integrating OnceHub With Make](https://help.oncehub.com/account-integrations/automation/integrating-oncehub-with-make/) — Connect OnceHub to Make
* [Integrating OnceHub With Microsoft Copilot Studio](https://help.oncehub.com/account-integrations/automation/integrating-oncehub-with-microsoft-copilot-studio/) — Connect OnceHub to Microsoft Copilot Studio
* [Integrating OnceHub With viaSocket](https://help.oncehub.com/account-integrations/automation/integrating-oncehub-with-viasocket/) — Connect OnceHub to viaSocket
* [Zapier](https://help.oncehub.com/account-integrations/automation/zapier/) — Zapier integration guides and triggers

# API and Webhooks

> API And Webhooks documentation and guides.

[API Key Security & Management](https://help.oncehub.com/account-integrations/automation/api-and-webhooks/api-key-security-management)

[Creating and Managing Webhooks via OnceHub](https://help.oncehub.com/account-integrations/automation/api-and-webhooks/creating-and-managing-webhooks-via-oncehub)

[Custom Booking Calendar Integrations With Webhooks And APIs](https://help.oncehub.com/account-integrations/automation/api-and-webhooks/custom-booking-calendar-integrations-with-webhooks-and-apis)

# API Key Security & Management

> To ensure enterprise grade security, OnceHub utilizes industry standard cryptographic practices to protect your account credentials.

[API Key Security & Management](https://www.youtube-nocookie.com/embed/yokXi5ae26U?wmode=opaque)

To ensure enterprise grade security, OnceHub utilizes industry standard cryptographic practices to protect your account credentials. All API keys are secured using **one-way cryptographic hashing**, ensuring they remain unreadable even in the event of a database breach.

***

## Key Security Features

[Section titled “Key Security Features”](#key-security-features)

* **Hashed Key Storage:** OnceHub does not store API keys in plaintext. Because we only store a secure cryptographic hash, a key is **displayed only once** upon generation. It cannot be retrieved again by any user or by OnceHub Support.

* **Multi-Key Management:** You can generate and maintain up to **25 active API keys** per account to support:

  * **Environment Segregation:** Use separate keys for staging and production environments to prevent accidental data leaks.
  * **Vendor Management:** Assign unique keys to different third-party integrations to manage access independently.
  * **Zero-Downtime Rotation:** Supporting multiple concurrent keys allows you to generate a new key and update your application before revoking the old one, ensuring continuous service.

***

## How to Generate an API Key

[Section titled “How to Generate an API Key”](#how-to-generate-an-api-key)

1. Click the **gear icon** located in the top-right corner of the page.
2. Select **Account Integrations** from the dropdown menu.
3. Select **APIs & Webhooks** tile.
4. In the **API Keys** section, click the **Create API key** button.
5. In the pop-up, enter a descriptive **API Key Name** (e.g. Production CRM).
6. Click Generate key. The **API Key Created Successfully** pop up will appear. **IMPORTANT:** Your API key is displayed here. For security reasons, it will **only be displayed once**.
7. Click **Copy & close** to copy the key to your clipboard and save it in a secure location.

***

## How to Delete an API Key

[Section titled “How to Delete an API Key”](#how-to-delete-an-api-key)

If a key is compromised or no longer needed, you should delete it immediately to protect your data.

1. Locate the specific key in the **API Keys** list.
2. Click the **Delete** link next to the key name. A **Delete Key** confirmation pop up will appear warning that any application using this key will immediately lose access.
3. Click **Delete key** button to permanently delete the credential.

# Creating and Managing Webhooks via OnceHub

> Webhooks enable real-time data synchronization from OnceHub to your external applications. When an event occurs in OnceHub such as a new booking, a data payl...

Webhooks enable real-time data synchronization from OnceHub to your external applications. When an event occurs in OnceHub such as a new booking, a data payload is automatically sent to your designated URL. This allows you to automate workflows by receiving instant updates, eliminating the need for your system to constantly check OnceHub for new data. While webhooks can be managed via the API, you can also configure them directly from your account interface.

***

## How to Create a Webhook

[Section titled “How to Create a Webhook”](#how-to-create-a-webhook)

To create a webhook:

1. Navigate to the **gear icon** in the top-right corner of the page.

2. Select **Account Integrations** from the dropdown menu.

3. Select **APIs & Webhooks** tile.

4. In the **Webhooks** section, click the **Create Webhook** button.

5. In the pop-up, provide the following details:

   * **Webhook Name:** A unique, descriptive name for your integration.
   * **Webhook URL:** The destination address (starting with https\://) where the data will be sent.

6. Click **Next**.

7. **Select the checkboxes** for the specific events that should trigger the webhook.

8. Click **Create**.

9. A **Webhook Secret** will be displayed. Click **Copy & close** to save this secret immediately. It is required to verify that the received data is authentic.

The webhook is now active and will appear in your **Webhooks** list.

***

## Understanding Supported Webhook Event Triggers

[Section titled “Understanding Supported Webhook Event Triggers”](#understanding-supported-webhook-event-triggers)

When a webhook is triggered, OnceHub sends a data payload containing either a \*\*\*`booking `\*\*\*or ***`conversation object`***. These objects are generated by specific user actions.

### The Booking Object

[Section titled “The Booking Object”](#the-booking-object)

The \*\*\*`booking object `\*\*\*represents a scheduled meeting. It is produced when:

* A guest schedules a meeting through a **Booking Calendar** or **Booking Hub**.
* A meeting is scheduled via a **Chatbot** or a **Routing Form** interaction.

### The Conversation Object

[Section titled “The Conversation Object”](#the-conversation-object)

The `conversation object `represents a digital interaction session. It is produced when:

* A visitor interacts with an automated **Chatbot** or a **Routing Form**.
* A **live engagement** session is initiated with an agent.

## Event Trigger Descriptions

[Section titled “Event Trigger Descriptions”](#event-trigger-descriptions)

The following table describes the specific [**Webhook event**](https://help.oncehub.com/developers/api/#tag/webhook-events) triggers available in the OnceHub interface:

| **Event Trigger**                                                  | **Description**                                                                                                                 |
| ------------------------------------------------------------------ | ------------------------------------------------------------------------------------------------------------------------------- |
| **Booking Scheduled Event**                                        | Triggers when a customer schedules a new booking.                                                                               |
| **Booking Rescheduled Event**                                      | Triggers when an existing booking is moved to a new time.                                                                       |
| **Booking Reassigned Event**                                       | Triggers when a booking is moved from one user to another.                                                                      |
| **Booking Canceled Then Rescheduled Event**                        | Triggers when a booking is canceled and immediately rescheduled.                                                                |
| **Booking Canceled Reschedule Requested Event**                    | Triggers when a booking is canceled with a request for the customer to reschedule.                                              |
| **Booking Canceled Event**                                         | Triggers when a booking is officially canceled.                                                                                 |
| **Booking Completed Event**                                        | Triggers once the scheduled booking end time has passed.                                                                        |
| **Booking No Show Event**                                          | Triggers when a user manually marks a completed booking as a No-show.                                                           |
| **Conversation Started Event**                                     | Triggers when a new chatbot or live engagement session begins.                                                                  |
| **Conversation Closed Event**                                      | Triggers when a conversation is successfully concluded. This occurs when:\* The visitor reaches the end of a conversation flow. |
| \* The visitor starts a new conversation with a different chatbot. |                                                                                                                                 |
| **Conversation Abandoned Event**                                   | Triggers when a customer leaves a conversation before it is completed or closed.                                                |

## How to Manage Existing Webhooks

[Section titled “How to Manage Existing Webhooks”](#how-to-manage-existing-webhooks)

You can manage active webhook subscriptions directly from the **APIs & Webhooks** page using the following actions:

* **View Secret:** Click to retrieve the signing secret. Your system uses this secret to **verify that incoming data is authentic** and was sent by OnceHub, preventing unauthorized messages.
* **Delete:** If a webhook is no longer needed, click **Delete** to permanently remove the webhook subscription.

***

## Troubleshooting Common Issues

[Section titled “Troubleshooting Common Issues”](#troubleshooting-common-issues)

If you are unable to complete the setup, verify the following:

* **URL Format:** Ensure the Webhook URL starts with *`https://`*
* **Alphanumeric Name:** The Webhook name must contain at least one alphanumeric character.

# Custom Booking Calendar Integrations With Webhooks And APIs

> The OnceHub API and webhook features empower developers and technically skilled users to create custom integrations for Booking Calendars, allowing seamless ...

The OnceHub API and webhook features empower developers and technically skilled users to create custom integrations for **Booking Calendars**, allowing seamless integration with third-party applications and services.

[Custom Booking Calendar Integrations With Webhooks And APIs](https://www.youtube-nocookie.com/embed/k4yvYI5_sf0?wmode=opaque)

***

## OnceHub API

[Section titled “OnceHub API”](#oncehub-api)

The OnceHub API provides direct and reliable access to your booking data, enabling advanced integrations. With the API, you can:

* **Access Booking Details:** Retrieve information such as meeting times, guest details, and locations.
* **Retrieve Booking Calendars:** Obtain a list of all your **Booking Calendars** for management or reporting.
* **Manage the Meeting Lifecycle:** Create or cancel meetings programmatically to maintain control over bookings.
* **Generate One-Time Links:** Create unique booking links for specific use cases.
* **Pre-Populate Booking Forms:** Use URL parameters to fill in guest details automatically for a faster booking process.

For more details, see our [**API Key Security & Management**](https://help.oncehub.com/account-integrations/automation/api-and-webhooks/api-key-security-management/) article or visit our [**OnceHub Developer Center**](https://help.oncehub.com/developers/overview/authentication/).

***

## Webhooks

[Section titled “Webhooks”](#webhooks)

Webhooks provide automatic data delivery whenever a booking lifecycle event occurs, such as a new meeting, reschedule, or cancellation.

**Examples of What You Can Do with Webhooks:**

* **Send Guest Details:** Automatically transmit guest details to your server when a booking is made.
* **Integrate with Other Systems:** Support integrations with applications, services, or data warehouses to streamline and automate processes.

For more details, see our [**Creating and Managing Webhooks via OnceHub**](https://help.oncehub.com/account-integrations/automation/api-and-webhooks/creating-and-managing-webhooks-via-oncehub/) article or visit our [**Webhooks documentation**](https://help.oncehub.com/developers/webhooks/introduction-to-webhooks/).

***

## Why Use APIs and Webhooks?

[Section titled “Why Use APIs and Webhooks?”](#why-use-apis-and-webhooks)

Custom integrations using the OnceHub API and webhooks enhance flexibility and functionality, enabling you to do things like:

* Add full scheduling capabilities to your apps or agents
* Automation of marketing and sales campaigns
* Automation of customer support workflows
* Reporting and analysis of activity
* Integrate event triggers into workflows
* Develop custom CRM integrations

# Integrating OnceHub with Integrately

> OnceHub utilizes Integrately, an Integration Platform as a Service (iPaaS), to automate data movement between your essential applications.

OnceHub utilizes Integrately, an Integration Platform as a Service (iPaaS), to automate data movement between your essential applications. By connecting OnceHub to Integrately’s extensive network of over 1,200 apps, including CRM, invoicing, and marketing platforms, you can seamlessly integrate OnceHub’s functionalities into your daily workflows.

This integration simplifies processes and ensures data consistency, enhancing your overall operational efficiency.

Note

For a complete list of supported apps and pre-built automated workflows, visit the [**OnceHub integration page on Integrately**](https://integrately.com/integrations/oncehub).

***

## Key Features of Integrately

[Section titled “Key Features of Integrately”](#key-features-of-integrately)

* **Comprehensive Automation Triggers:** Automate workflows based on lifecycle events, such as booking scheduling, completion, rescheduling, or cancellations.
* **Wide App Ecosystem:** Integrate with tools across categories like CRM (e.g., Salesforce, HubSpot), invoicing (e.g., QuickBooks), and marketing (e.g., Mailchimp).
* **Flexible Automation:** Create multi-step automations to handle complex workflows, linking multiple apps in one automation.
* **Dynamic Updates:** Ensure real-time synchronization of booking data across all integrated tools.
* **Customizable Workflows:** Tailor automations to suit unique operational needs, from simple tasks to advanced multi-app processes.

***

## Understanding Integrately’s Automations

[Section titled “Understanding Integrately’s Automations”](#understanding-integratelys-automations)

Integrately enables the creation of automated workflows that connect multiple applications. These automations are built on a simple **Trigger and Action** framework:

* **When This Happens (Trigger):** An event in the source app that initiates the automation.
* **Do This (Action):** The task Integrately performs in the destination app using data from the Trigger.

For example, you can create an automation that adds or updates a contact in your CRM every time a new booking is made, or a visitor engaged with a chatbot.

***

## Connecting OnceHub with Integrately

[Section titled “Connecting OnceHub with Integrately”](#connecting-oncehub-with-integrately)

1. Click the **gear icon** located in the top-right corner of the page.
2. Select **Account Integrations** from the dropdown menu.
3. Filter for **Automation**.
4. Click on the **Integrately** tile.
5. Click on **Set up on Integrately**.
6. Follow the on screen setup instructions.

# Integrating OnceHub with Keragon

> Integrating OnceHub with Keragon, an Integration Platform as a Service (iPaaS) enables you to automate data movement between OnceHub and specialized healthca...

Integrating OnceHub with Keragon, an Integration Platform as a Service (iPaaS) enables you to automate data movement between OnceHub and specialized healthcare applications.

This connection allows you to securely sync scheduling data with Electronic Health Records (EHRs), medical CRMs, and over 300 clinical tools. It is an ideal solution for healthcare organizations looking to automate patient journeys while maintaining the highest security and compliance standards.

Note

For more information on supported workflows and healthcare connectors, visit the [**OnceHub integration page on Keragon**](https://www.keragon.com/integrations/oncehub).

***

## Key Features of the Keragon Integration

[Section titled “Key Features of the Keragon Integration”](#key-features-of-the-keragon-integration)

The OnceHub integration with Keragon enables healthcare-specific automation through the following core capabilities:

* **HIPAA-Compliant Patient Workflow Automation:** Securely automate the movement of sensitive scheduling data between OnceHub and your clinical toolset (EHR/ EMR) on an iPaaS purposely built for healthcare privacy.
* **AI-Assisted Coordination:** Use natural language and AI-powered configuration to build complex automated workflows for patient onboarding, intake, and secure communication without the need for manual coding.

***

## Connecting OnceHub with Keragon

[Section titled “Connecting OnceHub with Keragon”](#connecting-oncehub-with-keragon)

To set up the integration, you will need to authorize the connection using your **OnceHub API Key**.

1. Click the **gear icon** located in the top-right corner of the page.
2. Select **Account Integrations** from the dropdown menu.
3. Filter for **Automation**.
4. Click the **Keragon** tile.
5. Click on **Set up on Keragon**.
6. Follow the on-screen setup instructions to authorize the connection using your [**OnceHub API Key**](https://help.oncehub.com/account-integrations/automation/api-and-webhooks/api-key-security-management/).

***

## Available Actions in the Keragon Platform

[Section titled “Available Actions in the Keragon Platform”](#available-actions-in-the-keragon-platform)

Once connected, you can utilize the following on-demand actions to automate your scheduling and healthcare workflows:

| **Action**       | **Description**                                                       |
| ---------------- | --------------------------------------------------------------------- |
| **Get Bookings** | Retrieves a list of all scheduled meetings from your OnceHub account. |
| **Get Users**    | Retrieves a list of all users from your OnceHub account.              |
| **Get Contacts** | Retrieves a list of all contacts from your OnceHub account.           |

# Integrating OnceHub with Make

> Integrating OnceHub with Make, a leading Integration Platform as a Service (iPaaS), enables you to automate data movement across your essential tech stack.

[Integrating OnceHub with Make](https://www.youtube-nocookie.com/embed/e25UF18qTDU?wmode=opaque)

Integrating OnceHub with Make, a leading Integration Platform as a Service (iPaaS), enables you to automate data movement across your essential tech stack. By connecting OnceHub to Make’s extensive network of apps, you can seamlessly integrate OnceHub’s scheduling into your workflows, ensuring data consistency across your entire organization.

Note

For more information on available Triggers and Actions (Modules), visit the [**OnceHub (New) integration page on Make**](https://www.make.com/en/integrations/oncehub). If you are using our classic product, refer to the [**ScheduleOnce (Classic) integration page on Make**](https://www.make.com/en/integrations/scheduleonce).

***

## Key Features of the Make Integration

[Section titled “Key Features of the Make Integration”](#key-features-of-the-make-integration)

Integrating OnceHub with Make’s iPaaS provides high-level control over your scheduling data through these key features:

* **Visual Workflow Designer:** Map complex data journeys using a drag and drop interface. This allows you to build and visualize sophisticated, multi-step automations that connect OnceHub to your entire tech stack without writing code.
* **Advanced Logic & Branching:** Scale your scheduling processes using built-in tools like filters, routers, and iterators to create conditional if/then scenarios across thousands of integrated tools.

## Connecting OnceHub with Make

[Section titled “Connecting OnceHub with Make”](#connecting-oncehub-with-make)

To set up the integration, you will need to authorize the connection using your **OnceHub API Key**:

1. Click the **gear icon** located in the top-right corner of the page.
2. Select **Account Integrations** from the dropdown menu.
3. Filter for **Automation**.
4. Click the **Make** tile.
5. Click on **Set up on Make**.
6. Follow the on-screen setup instructions to authorize the connection using your [**OnceHub API Key**](https://help.oncehub.com/account-integrations/automation/api-and-webhooks/api-key-security-management/).

***

## Which Make App Should I Use?

[Section titled “Which Make App Should I Use?”](#which-make-app-should-i-use)

Once the connection is established, ensure you choose the appropriate OnceHub app version in the Make dashboard to match your booking setup.

* **OnceHub (New):** Recommended for all workflows related to Booking Calendars.
* **ScheduleOnce (Classic):** Use only for workflows specifically related to classic Booking Pages.

***

## Understanding Make’s Automations

[Section titled “Understanding Make’s Automations”](#understanding-makes-automations)

Once you select the appropriate OnceHub app in the Make iPaaS, you can build **Scenarios** using a Trigger and Action framework:

* **When This Happens (Trigger):** An event in OnceHub (e.g., a new booking) that initiates the Scenario.
* **Do This (Action):** The task Make performs in a destination app (or back in OnceHub) using the data provided by the Trigger.

### List of Supported Triggers

[Section titled “List of Supported Triggers”](#list-of-supported-triggers)

| **Trigger**                                     | **Description**                                                                                                                                                             |
| ----------------------------------------------- | --------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| **Watch Bookings**                              | Triggers whenever a booking status changes (scheduled, rescheduled, reassigned, canceled or no-show). Use this trigger to monitor the entire lifecycle of an appointment.   |
| **Watch Booking Scheduled**                     | Triggers whenever a new meeting is successfully booked. Use this trigger to automatically create new records in your CRM or send customized welcome packets.                |
| **Watch Booking Rescheduled**                   | Triggers whenever an existing appointment is moved to a new time slot. Use this trigger to automatically update your CRM and meeting data on your other platforms and apps. |
| **Watch Booking Canceled**                      | Triggers when an existing booking is removed from the schedule. Use this trigger to set up automated follow ups or notify stakeholders.                                     |
| **Watch Booking Completed**                     | Triggers once the scheduled date and time for a booking has passed. Use this trigger to automate post-meeting surveys or status updates.                                    |
| **Watch Booking Canceled Reschedule Requested** | Triggers whenever a booking is canceled by the user and the guest is requested to select a new time.                                                                        |
| **Watch Booking No Showed**                     | Triggers when a user manually marks a booking as a No-show, helping you track attendance and engagement.                                                                    |
| **Watch Booking Reassigned**                    | Triggers whenever a booking is moved from one user to another, ensuring the new host has all the necessary context and data.                                                |

### Supported Actions

[Section titled “Supported Actions”](#supported-actions)

| **Action**           | **Description**                                                                                                      |
| -------------------- | -------------------------------------------------------------------------------------------------------------------- |
| **Make an API Call** | Allows you to perform advanced operations using a raw HTTP request to the OnceHub API for features not listed above. |

# Integrating OnceHub with Microsoft Copilot Studio

> Connecting OnceHub with the Copilot Studio allows you to create AI Agents that automate your entire meeting lifecycle.

[Integrating OnceHub with Microsoft Copilot Studio](https://www.youtube-nocookie.com/embed/Z504Q-sZkII?wmode=opaque)

Connecting OnceHub with the Copilot Studio allows you to create **AI Agents** that automate your entire meeting lifecycle. This integration enables you to retrieve real-time availability and book meetings directly within the Microsoft ecosystem.

You can also use the integration along with Microsoft’s other services (Logic Apps, Power Apps, Power Automate) to build custom scheduling applications that use OnceHub’s [**Booking Calendar**](https://help.oncehub.com/product/booking-calendars/introduction-to-booking-calendars/introduction-to-booking-calendars/) scheduling logic.

Note

For more information on the integration, visit the [**OnceHub integration page on Learn Microsoft**](https://learn.microsoft.com/en-us/connectors/oncehub/).

***

## Integration Use Cases

[Section titled “Integration Use Cases”](#integration-use-cases)

Integrating OnceHub with Microsoft Copilot Studio allows you to automate your scheduling workflows and create personalized booking experiences through the following use cases:

* **Copilot Studio AI Agents:** You can build agents that use natural language to find availability or book meetings, allowing users to schedule during the chat with the agent without the need to switch applications.
* **Custom Scheduling Apps:** You can use Microsoft’s Logic Apps, Power Apps, or Power Automate, to build bespoke applications tailored to your business needs while still making use of OnceHub’s robust scheduling engine.

***

## Connecting OnceHub with Microsoft Copilot Studio

[Section titled “Connecting OnceHub with Microsoft Copilot Studio”](#connecting-oncehub-with-microsoft-copilot-studio)

To set up the integration, you will need to authorize the connection using your OnceHub API Key:

1. Click the gear icon located in the top-right corner of the page.
2. Select **Account Integrations** from the dropdown menu.
3. Filter for **Automation**.
4. Click the **Microsoft Copilot Studio** tile.
5. Click **Set up on Copilot Studio**.
6. Follow the on-screen setup instructions to authorize the connection using your **OnceHub API Key**.

***

## Available Actions in Microsoft Copilot Studio

[Section titled “Available Actions in Microsoft Copilot Studio”](#available-actions-in-microsoft-copilot-studio)

Once connected, you can utilize the following actions within your AI Agents:

* **Get available time slots for scheduling:** Fetch real-time availability based on booking rules and participant calendars. Use this operation to display open time slots to users before confirming a meeting.
* **Schedule a meeting in a specified time slot:** Schedule a meeting using a previously selected time slot. This action confirms the booking with participant details and creates the meeting in OnceHub.

# Integrating OnceHub With n8n

> OnceHub integrates with n8n, an extensible Integration Platform as a Service (iPaaS), to automate data movement between OnceHub and hundreds of other applica...

[Integrating OnceHub With n8n](https://www.youtube-nocookie.com/embed/KtYx8VeBFTs?wmode=opaque)

OnceHub integrates with n8n, an extensible Integration Platform as a Service (iPaaS), to automate data movement between OnceHub and hundreds of other applications.

Note

For a complete list of supported apps, available triggers and pre-built automation workflows, visit the [**OnceHub integration page on n8n**](https://n8n.io/integrations/oncehub-trigger/).

***

## Key Benefits of Integrating with n8n

[Section titled “Key Benefits of Integrating with n8n”](#key-benefits-of-integrating-with-n8n)

The OnceHub n8n integration automates your scheduling workflows with these core features:

* **Advanced Logic & Data Transformation:** Go beyond standard no-code limits. n8n allows you to execute custom JavaScript or Python code snippets within your workflow, enabling advanced data transformation and high-volume operations across hundreds of apps.
* **Plug-and-Play Connectivity:** Bridge OnceHub with your existing tech stack without manual API configuration for each endpoint. n8n acts as a centralized hub to maintain data consistency across CRM, marketing, and communication tools instantly.

***

## Connecting OnceHub with n8n

[Section titled “Connecting OnceHub with n8n”](#connecting-oncehub-with-n8n)

To set up the integration, you will need to authorize the connection using your OnceHub API Key.

1. Click the **gear icon** in the top-right corner of the page.
2. Select **Account Integrations** from the dropdown menu.
3. Filter for **Automation**.
4. Click the **n8n** tile.
5. Click on **Set up on n8n**.
6. Follow the on-screen setup instructions to authorize the connection using your [**OnceHub API Key**](https://help.oncehub.com/account-integrations/automation/api-and-webhooks/api-key-security-management/).

***

## Understanding n8n’s Automations

[Section titled “Understanding n8n’s Automations”](#understanding-n8ns-automations)

Once connected, n8n allows you to build powerful, automated workflows by connecting different **Nodes** together. These automations operate on a **Trigger-based framework**:

* **When This Happens (Trigger):** An event in OnceHub (e.g., a new booking) that initiates the workflow node.
* **Workflow Result:** Once the trigger node fires, n8n passes the booking data to other connected nodes (such as your CRM etc.) to complete your desired tasks.

### List of Supported Triggers

[Section titled “List of Supported Triggers”](#list-of-supported-triggers)

| **Trigger**                       | **Description**                                                                                                                                        |
| --------------------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------ |
| **Booking Scheduled**             | Triggers when a new meeting is successfully created. Use this trigger to instantly sync new meeting data with your CRM or project management tools.    |
| **Booking Rescheduled**           | Triggers when a meeting is moved to a new date or time. This ensures your downstream applications always reflect the most current appointment details. |
| **Booking Canceled**              | Triggers when an appointment is called off by either party, allowing you to automate follow-up tasks or update internal records.                       |
| **Booking Reassigned**            | Triggers when a booking is transferred from one Team member to another. Use this trigger to keep the new host informed with automated notifications.   |
| **Booking Completed**             | Triggers once the scheduled date and time for a booking has passed. Use this trigger to automate post-meeting surveys or status updates.               |
| **Booking No Show**               | Triggers when a user manually marks a booking as a no-show. Use this trigger to track attendance and engagement.                                       |
| **Booking Rescheduled Requested** | Triggers when a user initiates a reschedule. This action cancels the existing meeting, allowing the guest to select a new time for the booking.        |

# Integrating OnceHub with viaSocket

> OnceHub integrates with viaSocket, an Integration Platform as a Service (iPaaS), to automate data movement between OnceHub and thousands of other applications.

[Integrating OnceHub with viaSocket](https://www.youtube-nocookie.com/embed/PNtxn4qxMvE?wmode=opaque)

OnceHub integrates with viaSocket, an Integration Platform as a Service (iPaaS), to automate data movement between OnceHub and thousands of other applications.

Note

For a complete list of supported apps and pre-built automation workflows, visit the[ **OnceHub integration page on viaSocket**](https://viasocket.com/integrations/oncehub).

***

## Key Features of the viaSocket Integration

[Section titled “Key Features of the viaSocket Integration”](#key-features-of-the-viasocket-integration)

The OnceHub viaSocket integration automates your scheduling workflows with these core features:

* **End-to-End Lifecycle Automation:** Automatically sends data across thousands of other apps based on real-time OnceHub Booking Lifecycle (scheduled bookings, no-shows, etc.) to eliminate manual entry.
* **Advanced Logic & Data Transformation:** Build sophisticated workflow automations that go beyond simple data transfers. viaSocket allows you to execute custom JavaScript or Python code snippets within your workflow, enabling advanced data transformation, complex conditional filtering, and direct interaction with the OnceHub API to meet specific business requirements.
* **Plug-and-Play Connectivity:** Bridge OnceHub with your existing tech stack without manual API configuration for each endpoint. viaSocket acts as a centralized hub to maintain data consistency across CRM, marketing, and communication tools instantly.

***

## Connecting OnceHub with viaSocket

[Section titled “Connecting OnceHub with viaSocket”](#connecting-oncehub-with-viasocket)

To set up the integration, you will need to authorize the connection using your **OnceHub API Key**.

1. Click the **gear icon** in the top-right corner of the page.
2. Select **Account Integrations** from the dropdown menu.
3. Filter for **Automation**.
4. Click the **viaSocket** tile.
5. Click **Set up on viaSocket**.
6. Follow the on-screen setup instructions to authorize the connection using your [**OnceHub API Key**](https://help.oncehub.com/account-integrations/automation/api-and-webhooks/api-key-security-management/).

***

## Understanding viaSocket’s Automations

[Section titled “Understanding viaSocket’s Automations”](#understanding-viasockets-automations)

Once connected, you can automate your workflows by defining Triggers and Actions within viaSocket:

* **When This Happens (Trigger):** An event in OnceHub that initiates the automation.
* **Do This (Action):** The specific task viaSocket executes in your destination app (or back in OnceHub) using data from the trigger.

### List of Supported Triggers

[Section titled “List of Supported Triggers”](#list-of-supported-triggers)

| **Action**                       | **Description**                                                                                                                                                                                           |
| -------------------------------- | --------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| **Booking Lifecycle Event**      | Triggers whenever a booking status changes (Scheduled, rescheduled, reassigned, canceled or no-show ). Use this trigger to capture updates throughout the booking journey, from scheduling to completion. |
| **Booking Scheduled**            | Triggers whenever a new meeting is successfully booked. Use this trigger for automated workflows like sending confirmation emails or adding attendees to a CRM.                                           |
| **Booking Rescheduled**          | Triggers when an existing appointment is moved to a new time slot. Use this trigger for actions like updating your CRM or meeting records.                                                                |
| **Booking Canceled**             | Triggers when an existing booking is removed from the schedule. Use this trigger to set up automated follow ups or notify stakeholders.                                                                   |
| **Booking Completed**            | Triggers once the scheduled date and time for a booking has passed. Use this trigger to automate post-meeting surveys or status updates.                                                                  |
| **Booking No-Show**              | Triggers when a user manually marks a booking as a no-show. Use this trigger to track attendance and send follow ups requesting to reschedule.                                                            |
| **Conversation Lifecycle Event** | Triggers when the status of a OnceHub conversation changes (started, closed or abandoned). Use this trigger to capture conversations and build custom analytics.                                          |
| **Conversation Started**         | Triggers the moment a visitor begins a new conversation with a chatbot. Use this trigger to track real time user engagement.                                                                              |
| **Conversation Closed**          | Triggers whenever a chat session ends. Use this trigger to archive transcripts or update lead records.                                                                                                    |

### List of Supported Actions

[Section titled “List of Supported Actions”](#list-of-supported-actions)

| **Action**                 | **Description**                                                                                                                                       |
| -------------------------- | ----------------------------------------------------------------------------------------------------------------------------------------------------- |
| **List Users**             | Retrieves a list of all users on your OnceHub account, including their names and unique IDs.                                                          |
| **List Teams**             | Retrieves a list of your teams on your OnceHub account to help you manage group scheduling and routing.                                               |
| **List Contacts**          | Retrieves a list of all existing Contacts on your OnceHub account, allowing you to sync customer data across platforms.                               |
| **Find Contact**           | Finds a specific contact on your OnceHub account using their email allowing you to retrieve their details and sync contact details across platforms.. |
| **List Bookings**          | Retrieves a detailed list of scheduled appointments, which can be filtered to find specific meeting data.                                             |
| **List Booking Calendars** | Retrieves a list of Booking Calendars on your OnceHub account.                                                                                        |
| **Custom API Call**        | Allows you to perform advanced operations using a raw HTTP request to the OnceHub API for features not listed above.                                  |

# OnceHub MCP

> OnceHub MCP documentation and guides.

[OnceHub MCP: How To Connect OnceHub To Your AI Assistant](https://help.oncehub.com/account-integrations/automation/oncehub-mcp/how-to-connect-oncehub-to-your-ai-assistant)

[OnceHub MCP: List Of Supported Tools](https://help.oncehub.com/account-integrations/automation/oncehub-mcp/list-of-supported-tools)

[OnceHub MCP: Manage Scheduling with AI Prompts](https://help.oncehub.com/account-integrations/automation/oncehub-mcp/manage-scheduling-with-ai-prompts)

# OnceHub MCP: How To Connect OnceHub To Your AI Assistant

> The OnceHub MCP (Model Context Protocol) is a secure bridge that allows AI assistants like ChatGPT or Claude to interact directly with your OnceHub schedulin...

[OnceHub MCP: How To Connect OnceHub To Your AI Assistant](https://www.youtube-nocookie.com/embed/nOGyVScHCUY?wmode=opaque)

The **OnceHub MCP (Model Context Protocol)** is a secure bridge that allows AI assistants like **ChatGPT** (via the ChatGPT App Store) or **Claude** to interact directly with your OnceHub scheduling data.

This connection provides a conversational interface, empowering your AI assistant to perform actions on your behalf such as manage meetings, fetch booking links, and update your availability **using natural language**, all without switching apps. To explore what your AI assistant can do, have a look at the [**List Of Supported Tools**](https://help.oncehub.com/account-integrations/automation/oncehub-mcp/list-of-supported-tools/) article.

Note

This is a **user-level** integration. It connects to your individual profile and does not support admin-wide management or Role-Based Access Control (RBAC) for other team members.

***

## Prerequisites

[Section titled “Prerequisites”](#prerequisites)

Before you begin, ensure you are using any supported MCP AI client, such as:

* **ChatGPT:** Works on all plans including the Free plan.
* **Claude:** No special administrative permissions are required to add custom connectors.

## How to Setup the Connection

[Section titled “How to Setup the Connection”](#how-to-setup-the-connection)

Follow the specific configuration steps for your chosen AI clients, then complete the verification process.

### Step 1: Configuration

[Section titled “Step 1: Configuration”](#step-1-configuration)

#### For ChatGPT

[Section titled “For ChatGPT”](#for-chatgpt)

You can connect OnceHub to ChatGPT using either the official ChatGPT Apps Store integration or by configuring a custom MCP URL via Developer Mode. Choose the method that best matches your preferences:

**Via the ChatGPT Apps:**

1. Click on **Apps** in the left-hand sidebar menu.
2. Use the search bar to search for **OnceHub**.
3. Select the OnceHub app and click the **Connect** button.
4. A **OnceHub login** window will appear; **sign in** via OAuth to grant access.
5. Return to the **ChatGPT chat window**. The OnceHub connection is now active and ready to use.

**Via Custom MCP Server URL:**

1. Open ChatGPT and go to **Plugins**.

2. Click the **+** icon on the right to add a New Plugin.

3. Enter the following details:

   * **Name:** `<OnceHub MCP (or your preferred name)>`
   * **Description:** `<Your preferred description>`
   * **MCP Server URL Connection:** `https://my-mcp.oncehub.com`

4. Click **Create**. A **OnceHub login** window will appear; **sign in** via OAuth to grant access.

5. Once authorized, return to the **ChatGPT chat window** and click the **+ (Plus)** icon.

6. Select your **new app \<name you assigned>** to **activate the plugin** for the current chat session.

7. Verify that the active app tag now appears inside your chat box, confirming it is ready to use.

#### For Claude

[Section titled “For Claude”](#for-claude)

A **video tutorial** accompanying these steps is available here: [**How to Connect OnceHub MCP to Claude Desktop**](https://www.youtube.com/watch?v=GHWNAwEVnEg)

1. Open **Claude** and click **Customize** > **Connectors** in the left sidebar.

2. Click the **+ (Plus)** icon and select Add custom connector.

3. Enter the following details:

   * **Name:** `<OnceHub MCP (or your preferred name)>`
   * **Remote MCP Server URL:** `https://my-mcp.oncehub.com`

4. Click **Add**. Select the **OnceHub MCP** connector from the list and click **Connect** from the right panel.

5. **Sign in** via the OAuth to grant access.

6. Return to the **Claude chat window**, click the **+ (Plus)** icon, and select **Connectors**.

7. Confirm that the OnceHub MCP connector is **enabled** and active.

### Step 2: Verification & Testing

[Section titled “Step 2: Verification & Testing”](#step-2-verification--testing)

To verify that your connection is working on either platform:

1. Type ***Show my upcoming meetings*** into the chat.
2. If successful, the AI assistant will retrieve and display your live OnceHub scheduling data directly in the conversation thread.

Note

Navigation labels, menu locations, and UI elements may vary slightly depending on your specific software version or platform.

***

## Frequently Asked Questions (FAQs)

[Section titled “Frequently Asked Questions (FAQs)”](#frequently-asked-questions-faqs)

#### Q: Why don’t I see Developer Mode in my ChatGPT settings?

[Section titled “Q: Why don’t I see Developer Mode in my ChatGPT settings?”](#q-why-dont-i-see-developer-mode-in-my-chatgpt-settings)

**A:** Developer Mode availability depends on your ChatGPT plan (e.g., Plus, Team, or Enterprise) and platform version. Ensure you are using a supported version and that your workspace administrator has enabled third-party app development.

#### Q: Why did the OnceHub login window fail to appear?

[Section titled “Q: Why did the OnceHub login window fail to appear?”](#q-why-did-the-oncehub-login-window-fail-to-appear)

**A:** This is usually caused by pop-up blockers. Ensure your browser or desktop application allows pop-up windows from ChatGPT or Claude, then click the connection button again.

#### Q: What should I do if my Google or Microsoft sign-in fails?

[Section titled “Q: What should I do if my Google or Microsoft sign-in fails?”](#q-what-should-i-do-if-my-google-or-microsoft-sign-in-fails)

**A:** Please refresh your browser and attempt the login once more. The SSO connection often requires a quick refresh to resolve the handshake and usually succeeds on the second try.

#### Q: My connector is active, but why is it not returning any meeting data?

[Section titled “Q: My connector is active, but why is it not returning any meeting data?”](#q-my-connector-is-active-but-why-is-it-not-returning-any-meeting-data)

**A:** If the connection is active but no data appears, please verify the following:

* **Correct Account:** Ensure you signed into the specific OnceHub account that contains your scheduling data.
* **Active Data:** Confirm you have upcoming meetings or active booking links in your OnceHub profile.
* **Session Status:** Check that the app/connector is still toggled ON or active in your current chat window (via the + menu).

#### Q: Do I need to install any additional software?

[Section titled “Q: Do I need to install any additional software?”](#q-do-i-need-to-install-any-additional-software)

**A:** No. You do not need to install plugins or additional software.

* **For ChatGPT:** You simply search for and activate OnceHub directly from the built-in **Apps** menu.
* **For Claude:** You add the OnceHub MCP Server URL as a custom connector within your Claude settings.

#### Q: Is this connection secure?

[Section titled “Q: Is this connection secure?”](#q-is-this-connection-secure)

**A:** Yes. The connection runs securely using OAuth authentication and industry-standard encryption. For Claude, the integration connects via OnceHub’s secure MCP Server URL, while ChatGPT uses a direct, authenticated app store integration. Under both platforms, sensitive actions require your explicit confirmation before any scheduling changes are executed.

#### Q: Does the AI have access to my entire OnceHub account history?

[Section titled “Q: Does the AI have access to my entire OnceHub account history?”](#q-does-the-ai-have-access-to-my-entire-oncehub-account-history)

**A:** No. Data access is request-based and tool-specific. The AI only retrieves the information needed to complete your current request. For example, if you ask to see upcoming meetings, it retrieves only your upcoming meeting data.

#### Q: Can the AI automate workflows across other apps like HubSpot?

[Section titled “Q: Can the AI automate workflows across other apps like HubSpot?”](#q-can-the-ai-automate-workflows-across-other-apps-like-hubspot)

**A:** Yes. If you have both OnceHub and your CRM (like HubSpot) connected to your AI assistant, you can prompt it to: Summarize my OnceHub meeting and save it to HubSpot. The AI assistant acts as a bridge between the two tools. Just ensure you have authorized the AI assistant to access both apps separately.

#### Q: Can the AI see my teammates’ Booking Calendars or manage someone else’s schedule?

[Section titled “Q: Can the AI see my teammates’ Booking Calendars or manage someone else’s schedule?”](#q-can-the-ai-see-my-teammates-booking-calendars-or-manage-someone-elses-schedule)

**A:** No. The AI assistant operates strictly at the individual user level. Even if you are an Administrator in OnceHub, the **OnceHub app or MCP connection** only has permission to act as you. It cannot access Booking Calendars of other team members or perform actions on their behalf.

#### Q: Why are some OnceHub MCP tools available through the custom MCP Server URL but not in the ChatGPT App?

[Section titled “Q: Why are some OnceHub MCP tools available through the custom MCP Server URL but not in the ChatGPT App?”](#q-why-are-some-oncehub-mcp-tools-available-through-the-custom-mcp-server-url-but-not-in-the-chatgpt-app)

**A:** Some tools may be available through the custom MCP Server URL before they appear in the ChatGPT App. This is because new tools must be reviewed and approved by OpenAI before they can be published in the ChatGPT App. Once approved, they become available in both.

***

To explore example prompts, visit our [**Manage Scheduling with AI Prompts**](https://help.oncehub.com/account-integrations/automation/oncehub-mcp/manage-scheduling-with-ai-prompts/) article.

# OnceHub MCP: List Of Supported Tools

> Once your OnceHub account is connected to an AI assistant, your AI assistant uses specific tools to interact with your OnceHub data.

Once your [**OnceHub account is connected to an AI assistant**](https://help.oncehub.com/account-integrations/automation/oncehub-mcp/how-to-connect-oncehub-to-your-ai-assistant/), your AI assistant uses specific tools to interact with your OnceHub data. These tools define exactly what information the AI assistant can retrieve and what actions it can perform on your behalf. The available tools are categorized into two types:

* **Read-only:** For fetching information
* **Write/Delete:** For making updates to your schedule

## Read-only Tools

[Section titled “Read-only Tools”](#read-only-tools)

These tools allow your AI assistant to see and retrieve information from your OnceHub account to answer your questions without making any changes.

| **Tool Name**                 | **Description**                                                                                                                                                                                       |
| ----------------------------- | ----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| **Get booking calendar list** | Returns a list of all Booking Calendars where the User is the Host or Co-Host (either directly or through a team).                                                                                    |
| **Get booking hubs**          | Returns a list of all Booking Hubs where the User is the owner.                                                                                                                                       |
| **Get my booking link**       | Retrieves Booking Calendar or Booking Hub links of the User.                                                                                                                                          |
| **Get one-time booking link** | Generates a unique, single-use booking link for a specific Booking Calendar that expires after one booking.                                                                                           |
| **Get upcoming meetings**     | Retrieves a list of all your upcoming scheduled meetings.                                                                                                                                             |
| **Get my working hours**      | Get combined recurring and date-specific availability. For a specific date or upcoming days, effective availability is resolved by applying date-specific overrides on top of recurring availability. |

## Write/Delete Tools

[Section titled “Write/Delete Tools”](#writedelete-tools)

These tools allow your AI assistant to execute changes to meetings, availability, and booking statuses directly through the chat.

| **Tool Name**                                           | **Description**                                                                                                             |
| ------------------------------------------------------- | --------------------------------------------------------------------------------------------------------------------------- |
| **Cancel upcoming meeting(s)**                          | Cancel scheduled meeting(s).                                                                                                |
| **Request the guest to reschedule an upcoming meeting** | Cancels the current meeting and sends a reschedule request notification to a guest to select a new time.                    |
| **Update date-specific availability**                   | Updates the Date Specific Override of the User’s profile availability and not of the Booking Calendar.                      |
| **Mark a meeting as no-show**                           | Updates a past meeting status to **No-show**.                                                                               |
| **Manage my pending meetings requests**                 | Lists the meetings that are currently pending your approval and allows you to approve or decline specific meeting requests. |

***

## Managing Tool Permissions (Claude only)

[Section titled “Managing Tool Permissions (Claude only)”](#managing-tool-permissions-claude-only)

In Claude, you can **define the level of control** your AI assistant has when executing OnceHub tasks.

You can control how Claude executes OnceHub tools by setting its permissions:

* **Always allow:** The AI assistant executes the tool instantly without a confirmation prompt. This is recommended for **Read-only tools**, such as *retrieving a booking link*.
* **Needs approval:** The AI assistant will prompt you for explicit confirmation before performing the action. This is recommended for **Write/delete tools**, such as canceling a meeting, to ensure no changes occur without your consent.
* **Blocked:** The AI assistant is restricted from using that specific tool entirely.

***

To explore example prompts, visit our [**Manage Scheduling with AI Prompts**](https://help.oncehub.com/account-integrations/automation/oncehub-mcp/manage-scheduling-with-ai-prompts/) article.

# OnceHub MCP: Manage Scheduling with AI Prompts

> Once your OnceHub account is connected to an AI assistant and you have reviewed the list of supported tools, you can use natural language to manage your sche...

Once your [**OnceHub account is connected to an AI assistant**](https://help.oncehub.com/account-integrations/automation/oncehub-mcp/how-to-connect-oncehub-to-your-ai-assistant/) and you have reviewed the [**list of supported tools**](https://help.oncehub.com/account-integrations/automation/oncehub-mcp/list-of-supported-tools/), you can use natural language to manage your schedule directly within ChatGPT or Claude. The following prompts demonstrate how to translate technical functions into your daily workflows.

***

## Example AI Prompts

[Section titled “Example AI Prompts”](#example-ai-prompts)

Use these prompts within your AI assistant to **execute scheduling actions** without leaving the conversation.

### Managing your Meetings

[Section titled “Managing your Meetings”](#managing-your-meetings)

| **Goal**                          | **Example Prompt**                                                                                        |
| --------------------------------- | --------------------------------------------------------------------------------------------------------- |
| **View schedule**                 | What does my schedule look like for the rest of the week?                                                 |
| **View pending meeting requests** | Show me my pending meeting requests.                                                                      |
| **Approve a meeting request**     | Approve the pending meeting request from Jacob. OR Approve all my pending meeting requests for next week. |
| **Decline a meeting request**     | Decline the pending meeting request with Jacob. OR Decline all pending meeting requests for this Friday.  |
| **Cancel a meeting**              | I can’t attend my meeting with Jacob tomorrow. Please cancel it.                                          |
| **Ask guest to reschedule**       | Send a reschedule request to Sarah for our call this afternoon.                                           |
| **Mark no-shows**                 | Olivia didn’t attend our last three sessions. Mark them as no-shows.                                      |

### Sharing your Booking Links

[Section titled “Sharing your Booking Links”](#sharing-your-booking-links)

| **Goal**                           | **Example Prompt**                                                         |
| ---------------------------------- | -------------------------------------------------------------------------- |
| **Get booking link**               | Give me my booking link to share with a lead.                              |
| **Find specific Booking Calendar** | Find the link for my Financial Goals Booking Calendar.                     |
| **Create a one-time link**         | Create a one-time booking link for Sarah so she can book a quick check-in. |
| **List all Booking Calendars**     | Show me a list of all my available Booking Calendars and Booking Hubs.     |

### Updating your Availability

[Section titled “Updating your Availability”](#updating-your-availability)

| **Goal**                          | **Example Prompt**                                                                                             |
| --------------------------------- | -------------------------------------------------------------------------------------------------------------- |
| **Block full days**               | I’m attending a summit next Thursday and Friday. Mark me as unavailable for both days.                         |
| **Set specific hours**            | For the week of May 25th, only show me as available between 8:00 AM and 10:00 AM.                              |
| **Check current availability**    | What does my availability look like for the next 7 days?                                                       |
| **Update permanent weekly hours** | Update my recurring schedule to open up Mondays from 9:00 AM to 5:00 PM and Thursdays from 1:00 PM to 4:00 PM. |
| **Remove a recurring day**        | Remove all my recurring availability slots for Wednesdays; I no longer want to take meetings on that day.      |

### Advanced Workflow Prompts

[Section titled “Advanced Workflow Prompts”](#advanced-workflow-prompts)

**OnceHub MCP** supports multi step workflows when used with other connected apps in your AI assistant.

| **Workflow Type**                            | **Example Prompt**                                                                                                                                                                                   | **Connected Apps** |
| -------------------------------------------- | ---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | ------------------ |
| **Reschedule & follow-up**                   | Lydia messaged saying she can’t make our meeting on May 15. Cancel that meeting and draft a polite follow-up email with a new one-time booking link for my **Financial Goals** calendar.             | OnceHub + Email    |
| **Approval workflow**                        | Check for all pending meeting requests. Approve the meeting requested by `sarah@example.com`, decline the rest with a reason explaining my schedule is full, and send a confirmation email to Sarah. | OnceHub + Email    |
| **Meeting preparation**                      | I have a meeting with Sean in 10 minutes. Summarize our last OnceHub meeting and include any recent CRM notes if my CRM is connected.                                                                | OnceHub + CRM      |
| **Attendance tracking**                      | Look through my meetings from last week, identify anyone who was a no-show, and mark their status. Then, draft a follow-up email for each.                                                           | OnceHub + Email    |
| **VIP scheduling**                           | Create a one-time booking link for my **Financial Review** Booking Calendar for a VIP client and send via email.                                                                                     | OnceHub + Email    |
| **Follow-up**                                | I just finished a call with Jacob. Get my booking link and draft a professional email thanking him and inviting him to schedule our next deep dive.                                                  | OnceHub + Email    |
| **LinkedIn outreach**                        | I am chatting with a prospect on LinkedIn. Get my Financial Goals booking link and draft a short professional message to send directly on LinkedIn.                                                  | OnceHub + LinkedIn |
| **Availability sharing**                     | Check my working hours for tomorrow and share my open slots in the team-sync Slack channel so we can find a time to connect.                                                                         | OnceHub + Slack    |
| **Recurring schedule update & announcement** | Update my recurring working hours to remove Fridays entirely, then send a message to the team-updates Slack channel letting everyone know I am moving to a 4-day work week.                          | OnceHub + Slack    |

# Zapier

> Zapier documentation and guides.

[Integrating OnceHub with Zapier](https://help.oncehub.com/account-integrations/automation/zapier/integrating-oncehub-with-zapier)

[Automate Your Scheduling Workflow by using Zapier](https://help.oncehub.com/account-integrations/automation/zapier/automate-your-scheduling-workflow-by-using-zapier)

[OnceHub Triggers and Actions for Zapier](https://help.oncehub.com/account-integrations/automation/zapier/oncehub-triggers-and-actions-for-zapier)

[Setting Up a Zap for Booking Calendars Using Contact Properties](https://help.oncehub.com/account-integrations/automation/zapier/setting-up-zap-for-booking-calendars-using-contact-properties)

[Setting Up a Zap for Booking Calendars Using Meeting Properties](https://help.oncehub.com/account-integrations/automation/zapier/setting-up-zap-for-booking-calendars-using-meeting-properties)

[Setting up a Zap for Chatbots](https://help.oncehub.com/account-integrations/automation/zapier/setting-up-zap-for-chatbots)

[Setting Up a Zap for Routing Forms](https://help.oncehub.com/account-integrations/automation/zapier/setting-up-zap-for-routing-forms)

# Automate Your Scheduling Workflow by using Zapier

> Automating your workflow with Zaps can save you time and reduce repetitive tasks. By connecting OnceHub to Zapier, you can transfer Booking Calendar data to ...

Automating your workflow with Zaps can save you time and reduce repetitive tasks. By connecting OnceHub to Zapier, you can transfer Booking Calendar data to your preferred applications effortlessly. Depending on how you collect and manage guest information, you can set up Zaps using either **Meeting Properties** or **Contact Properties**. Here’s how to get started:

***

## What Are Zaps?

[Section titled “What Are Zaps?”](#what-are-zaps)

Zaps are automation workflows that link different apps through Zapier. For OnceHub users, Zaps allow the automatic transfer of guest information to your tools of choice, ensuring efficient data management.

***

## Automating with Meeting Properties

[Section titled “Automating with Meeting Properties”](#automating-with-meeting-properties)

Meeting Properties are specific to a meeting that was booked during the scheduling process, like meeting details or preferences. If you’re looking to automate data from these Properties, please see our guide on [**Setting up a Zap for Booking Calendars Using Meeting Properties**](https://help.oncehub.com/account-integrations/automation/zapier/setting-up-zap-for-booking-calendars-using-meeting-properties/).

***

## Automating with Contact Properties

[Section titled “Automating with Contact Properties”](#automating-with-contact-properties)

Contact Properties contain guest-specific information, such as names and email addresses, rather than details tied to a single meeting. To automate processes using Contact Properties, please see our guide on [**Setting up a Zap for Booking Calendars Using Contact Properties**](https://help.oncehub.com/account-integrations/automation/zapier/setting-up-zap-for-booking-calendars-using-contact-properties/).

# Integrating OnceHub with Zapier

> OnceHub utilizes Zapier, an Integration Platform as a Service (iPaaS), to automate data movement between your essential applications.

[Integrating OnceHub with Zapier](https://www.youtube-nocookie.com/embed/LYWHEHQm4wc?wmode=opaque)

OnceHub utilizes Zapier, an Integration Platform as a Service (iPaaS), to automate data movement between your essential applications. By connecting OnceHub to Zapier’s extensive network of over 1,000 apps, including CRM, invoicing, and marketing platforms, you can seamlessly integrate OnceHub’s functionalities into your daily workflows.

This integration simplifies processes and ensures data consistency, enhancing your overall operational efficiency.

***

## Understanding Zapier’s Automated Workflows (Zaps)

[Section titled “Understanding Zapier’s Automated Workflows (Zaps)”](#understanding-zapiers-automated-workflows-zaps)

Zaps are automated workflows that connect two or more applications through Triggers and Actions:

* **Trigger:** An event in one app that initiates the Zap.
* **Action:** The task Zapier performs in a second app using data from the Trigger.

For example, you can create a Zap that automatically adds or updates a contact in your CRM every time a new booking is made, or a visitor engaged with a chatbot.

Please see our[ **OnceHub Triggers and Actions for Zapier**](https://help.oncehub.com/account-integrations/automation/zapier/oncehub-triggers-and-actions-for-zapier/) article to see a complete list of all available Triggers and Actions.

***

## Connecting OnceHub with Zapier

[Section titled “Connecting OnceHub with Zapier”](#connecting-oncehub-with-zapier)

### Navigate to Zapier Settings

[Section titled “Navigate to Zapier Settings”](#navigate-to-zapier-settings)

1. Click the gear icon located in the top-right corner of the page.
2. Select **Account Integrations** from the dropdown menu.
3. Filter for **Automation**.
4. Click on the **Zapier** tile.

### Link Your Zapier Account

[Section titled “Link Your Zapier Account”](#link-your-zapier-account)

1. Go to the **Manage Zaps** tab.
2. Click **Connect** to link your Zapier account.

## Key Features of Zapier Integration

[Section titled “Key Features of Zapier Integration”](#key-features-of-zapier-integration)

* **Comprehensive Triggers:** Automate workflows based on lifecycle events, such as booking scheduling, completion, rescheduling, or cancellations.
* **Wide App Ecosystem:** Integrate with tools across categories like CRM (e.g., Salesforce, HubSpot), invoicing (e.g., QuickBooks), and marketing (e.g., Mailchimp).
* **Flexible Automation:** Create multi-step Zaps to handle complex workflows, linking multiple apps in one automation.
* **Dynamic Updates:** Ensure real-time synchronization of booking data across all integrated tools.
* **Customizable Workflows:** Tailor Zaps to suit unique operational needs, from simple tasks to advanced multi-app processes.

## Recommended Zapier Triggers for OnceHub

[Section titled “Recommended Zapier Triggers for OnceHub”](#recommended-zapier-triggers-for-oncehub)

Zapier offers a variety of Triggers to meet your specific needs:

* **Booking Triggers:** Use these to initiate Actions based on Booking Lifecycle events, such as bookings scheduled or canceled.
* **Conversation Triggers:** Use these to trigger Actions when someone interacts with your Routing Forms or Chatbots.

***

## Setting up Zaps for OnceHub Features

[Section titled “Setting up Zaps for OnceHub Features”](#setting-up-zaps-for-oncehub-features)

Each OnceHub feature requires a tailored Zap setup process. Refer to these guides for specific instructions:

* [Creating Zaps for Booking Calendars](https://help.oncehub.com/account-integrations/automation/zapier/setting-up-zap-for-booking-calendars-using-contact-properties/)
* [Creating Zaps for Routing Forms and Chatbots](https://help.oncehub.com/account-integrations/automation/zapier/setting-up-zap-for-chatbots/)
* [Creating Zaps for Routing Forms](https://help.oncehub.com/account-integrations/automation/zapier/setting-up-zap-for-routing-forms/)

# OnceHub Triggers and Actions for Zapier

> This article provides a comprehensive overview of the available Triggers and Actions when using OnceHub with Zapier.

This article provides a comprehensive overview of the available **Triggers** and **Actions** when using OnceHub with Zapier. By understanding these components, you can automate workflows between OnceHub and thousands of other apps, saving time and ensuring your data remains consistent across your tech stack.

***

## Triggers

[Section titled “Triggers”](#triggers)

Triggers are events that occur within OnceHub that tell Zapier to start a specific workflow (a “Zap”).

### Booking Triggers

[Section titled “Booking Triggers”](#booking-triggers)

| **Trigger**                           | **Description**                                                                                                   |
| ------------------------------------- | ----------------------------------------------------------------------------------------------------------------- |
| **Booking Scheduled**                 | Triggers when a new booking is confirmed.                                                                         |
| **Booking Rescheduled**               | Triggers when an existing booking is moved to a new time.                                                         |
| **Booking Canceled**                  | Triggers when an existing booking is removed from the schedule.                                                   |
| **Booking Cancelled and Rescheduled** | Triggers when a booking is canceled and immediately replaced by a new appointment.                                |
| **Booking Completed**                 | Triggers once the scheduled date and time for a booking has passed.                                               |
| **Booking No-Show**                   | Triggers when a host manually marks the status of a booking as “No-show.”                                         |
| **Reassigned Booking**                | Triggers when a booking created via a Booking Calendar is assigned to a different team member.                    |
| **Booking Lifecycle Event**           | Triggers whenever a booking status changes (Scheduled, Rescheduled, Reassigned, Canceled, Completed, or No-show). |

### Contact Triggers

[Section titled “Contact Triggers”](#contact-triggers)

| **Trigger**           | **Description**                                                      |
| --------------------- | -------------------------------------------------------------------- |
| **Contact Captured**  | Triggers the moment a new contact’s details are recorded in OnceHub. |
| **Contact Updated**   | Triggers whenever the details of an existing contact are modified.   |
| **Contact Lifecycle** | Triggers whenever a contact type changes (Captured or Updated)       |

### Conversation Triggers

[Section titled “Conversation Triggers”](#conversation-triggers)

| **Trigger**                      | **Description**                                                                              |
| -------------------------------- | -------------------------------------------------------------------------------------------- |
| **Conversation Started**         | Triggers as soon as a website visitor begins interacting with your chatbot.                  |
| **Conversation Abandoned**       | Triggers when a visitor stops interacting with the chatbot before finishing the flow.        |
| **Conversation Closed**          | Triggers when a chatbot interaction reaches a conclusion or the visitor starts a new chat.   |
| **Conversation Lifecycle Event** | Triggers whenever a conversation status changes (Reached Out, Started, Closed, or Abandoned) |

***

## Actions

[Section titled “Actions”](#actions)

After a Trigger happens, Zapier executes Actions, which are the resulting tasks.

| **Action**                        | **Description**                                                                                  |
| --------------------------------- | ------------------------------------------------------------------------------------------------ |
| **Find Contact**                  | Searches your OnceHub account for an existing contact using the contact ID or email.             |
| **Get Contact’s Future Meetings** | Retrieves up to 50 upcoming meetings for a specific contact.                                     |
| **Get Booking Details**           | Retrieves meeting details for a specific booking.                                                |
| **Cancel Booking**                | Cancel a booking on your OnceHub account.                                                        |
| **Request Reschedule**            | Cancel a booking and automatically initiate a request for the guest to reschedule.               |
| **Mark Booking as No-Show**       | Set a booking as No-Show and stop further guest notifications from being sent for the booking.   |
| **API Request (Beta)**            | An advanced option to make raw HTTP requests using your OnceHub authentication for custom tasks. |

# Setting Up a Zap for Booking Calendars Using Contact Properties

> In this guide, you will learn how to automate guest information transfer from Booking Calendar Contact Properties to your preferred applications via a Zap.

In this guide, you will learn how to automate guest information transfer from Booking Calendar Contact Properties to your preferred applications via a Zap.

For information on how to capture guest data in Contact Properties, please take a look at our [**Mapping Booking Calendar Questions to Object Properties**](https://help.oncehub.com/product/booking-calendars/booking-forms/mapping-booking-calendar-questions-to-object-properties/) article.

***

## Setting up the Zap

[Section titled “Setting up the Zap”](#setting-up-the-zap)

After mapping your data in OnceHub, follow these steps to create a Zap that retrieves the correct contact when a guest interacts with you.

### Step 1: Opening the Zapier pop-up

[Section titled “Step 1: Opening the Zapier pop-up”](#step-1-opening-the-zapier-pop-up)

1. **Navigating to Zapier Settings:**

   * Click the gear icon located in the top-right corner of the page.
   * Select **Account Integrations** from the dropdown menu.
   * Filter for **Automation.**
   * Click on the **Zapier** tile.

2. **Initiating Zap Creation:**

   * Go to the **Add Zaps** section.
   * Search for the application with which you want to create a Zap.

### Step 2: Choosing a Template

[Section titled “Step 2: Choosing a Template”](#step-2-choosing-a-template)

1. A list of Zapier templates will appear below. Select the one that best fits your needs.
2. Click **Add Zap** to use your chosen template.

### Step 3: Configuring the Trigger Step

[Section titled “Step 3: Configuring the Trigger Step”](#step-3-configuring-the-trigger-step)

1. Confirm the **Trigger event** and OnceHub account that should be used.
   * For example, you can use the **Booking Lifecycle Event** trigger to have the Zap trigger whenever a change to a booking is made.
2. Complete the test step to ensure the trigger functions correctly.

### Step 4: Adding a New Zap Step

[Section titled “Step 4: Adding a New Zap Step”](#step-4-adding-a-new-zap-step)

1. In the flowchart, click on the **+** (Add step) button to introduce a new step.
2. Choose **OnceHub** from the list of applications.

### Step 5: Adding the Find Contact Action

[Section titled “Step 5: Adding the Find Contact Action”](#step-5-adding-the-find-contact-action)

1. Select **Find Contact** from the Action event dropdown.
2. Click **Continue** to proceed to the Configure step.
3. Select **Contact email** from the **Find Contact by** dropdown.
4. Click the **+** and select **Contact - Email** for the **Value** field.
5. Complete the test step to verify the action.

### Step 6: Mapping Data to Your Application

[Section titled “Step 6: Mapping Data to Your Application”](#step-6-mapping-data-to-your-application)

1. In the Action for the destination application, proceed to its **Configure** step.

2. Add values to required fields by clicking the **+**.

   * Select **Find Contact in OnceHub**, to map data from the corresponding OnceHub Contact Properties.
   * Or **Booking Scheduled in OnceHub**, to map booking related data such as Meeting time.

3. Click **Continue** once you are done mapping data to your application.

4. Complete the test step to ensure the data is successfully sent to your application.

### Step 5: Publishing the Zap

[Section titled “Step 5: Publishing the Zap”](#step-5-publishing-the-zap)

Once you are happy with your configuration, click on **Publish** to turn on the Zap.

# Setting Up a Zap for Booking Calendars Using Meeting Properties

> In this guide, you will learn how to automate guest information transfer from Booking Calendar Meeting Properties to your preferred applications via a Zap.

[Setting Up a Zap for Booking Calendars Using Meeting Properties](https://www.youtube-nocookie.com/embed/sJ0RNEYkT7c?wmode=opaque)

In this guide, you will learn how to automate guest information transfer from Booking Calendar Meeting Properties to your preferred applications via a Zap.

For information on how to capture guest data in Meeting Properties, please take a look at our [**Mapping Booking Calendar Questions to Object Properties**](https://help.oncehub.com/product/booking-calendars/booking-forms/mapping-booking-calendar-questions-to-object-properties/) article.

***

## Setting up the Zap

[Section titled “Setting up the Zap”](#setting-up-the-zap)

After mapping your data in OnceHub, follow these steps to create a Zap that retrieves the correct contact when a guest interacts with you.

### Step 1: Opening the Zapier pop-up

[Section titled “Step 1: Opening the Zapier pop-up”](#step-1-opening-the-zapier-pop-up)

1. **Navigating to Zapier Settings:**

   * Click the gear icon located in the top-right corner of the page.
   * Select **Account Integrations** from the dropdown menu.
   * Filter for **Automation.**
   * Click on the **Zapier** tile.

2. **Initiating Zap Creation:**

   * Go to the **Add Zaps** section.
   * Search for the application with which you want to create a Zap.

### Step 2: Choosing a Template

[Section titled “Step 2: Choosing a Template”](#step-2-choosing-a-template)

1. A list of Zapier templates will appear below. Select the one that best fits your needs.
2. Click **Add Zap** to use your chosen template.

### Step 3: Configuring the Trigger Step

[Section titled “Step 3: Configuring the Trigger Step”](#step-3-configuring-the-trigger-step)

1. Confirm the **Trigger event** and OnceHub account that should be used. For example, you can use the **Booking Lifecycle Event** trigger to have the Zap trigger whenever a change to a booking is made.
2. Complete the test step to ensure the trigger functions correctly.

### Step 4: Mapping Data to Your Application

[Section titled “Step 4: Mapping Data to Your Application”](#step-4-mapping-data-to-your-application)

1. In the Action for the destination application, proceed to its **Configure** step.

2. Add values to required fields by clicking the **+** to insert data.

3. Click **Continue** once you are done mapping data to your application.

4. Complete the test step to ensure the data is successfully sent to your application.

### Step 5: Publishing the Zap

[Section titled “Step 5: Publishing the Zap”](#step-5-publishing-the-zap)

Once you are happy with your configuration, click on **Publish** to turn on the Zap.

# Setting up a Zap for Chatbots

> Setting up a Zap can help automate your workflows by connecting your Chatbots and Routing Forms with other applications.

[Setting up a Zap for Chatbots](https://www.youtube-nocookie.com/embed/6H84yS1LuK8?wmode=opaque)

Setting up a Zap can help automate your workflows by connecting your Chatbots and Routing Forms with other applications. Follow the instructions below to set up your Zap efficiently:

***

## Saving Chatbot data to a Contact

[Section titled “Saving Chatbot data to a Contact”](#saving-chatbot-data-to-a-contact)

To ensure your visitor’s data is passed to Zapier, you must first map each **Interaction** to a specific **Contact** Prperty. Follow these steps to configure it properly:

### Step 1: Access the Flow Builder

[Section titled “Step 1: Access the Flow Builder”](#step-1-access-the-flow-builder)

* Open the **Chatbots Lobby** by using the left-hand navigation.
* Edit the relevant **Chatbot** and navigate to the **Flow Builder** tab.

### Step 2: Save the Data to a Contact Property

[Section titled “Step 2: Save the Data to a Contact Property”](#step-2-save-the-data-to-a-contact-property)

* Select the specific **Interaction** you want to map.

* In the panel on the right:

  * Choose the option to save the data **In the conversation and as a contact field**.
  * Select the appropriate contact field from the dropdown menu for storing the data.

By completing these steps, your visitors’ data will be properly mapped and ready to flow into Zapier for seamless automation.

***

## Setting up the Zap

[Section titled “Setting up the Zap”](#setting-up-the-zap)

After mapping your data in OnceHub, follow these steps to create a Zap that retrieves the correct contact when a visitor engages with you.

### Step 1: Open the Zapier pop-up

[Section titled “Step 1: Open the Zapier pop-up”](#step-1-open-the-zapier-pop-up)

1. **Navigate to Zapier Settings:**

   1. Click the gear icon located in the top-right corner of the page.
   2. Select **Account Integrations** from the dropdown menu.
   3. Filter for **Automation**.
   4. Click on the **Zapier** tile.

2. **Initiate Zap Creation:**

   1. Go to the **Add Zaps** section.
   2. Search for the application with which you want to create a Zap.

### Step 2: Choose a Template

[Section titled “Step 2: Choose a Template”](#step-2-choose-a-template)

1. A list of Zapier templates will appear below. Select the one that best fits your needs.
2. Click **Add Zap** to use your chosen template.

### Step 3: Configure the Trigger Step

[Section titled “Step 3: Configure the Trigger Step”](#step-3-configure-the-trigger-step)

1. Confirm the **Trigger event** and OnceHub account that should be used.
   * For example, you can use the **Conversation Closed** trigger to have the Zap trigger whenever a visitor is finished engaging with a Routing Form.
2. Complete the test step to ensure the trigger functions correctly.

### Step 4: Add a New Zap Step

[Section titled “Step 4: Add a New Zap Step”](#step-4-add-a-new-zap-step)

1. In the flowchart, click on the + (Add step) button to introduce a new step.
2. Choose **OnceHub** from the list of applications.

### Step 5: Add the Find Contact Action

[Section titled “Step 5: Add the Find Contact Action”](#step-5-add-the-find-contact-action)

1. Select **Find Contact** from the Action event dropdown.
2. Click **Continue** to proceed to the Configure step .
3. Select **Contact ID** from the Find Contact by dropdown.
4. Click the **+** and select **Conversation Contact** for the **Value** field.
5. Complete the test step to verify the action.

### Step 6: Mapping Data in the Final Action

[Section titled “Step 6: Mapping Data in the Final Action”](#step-6-mapping-data-in-the-final-action)

1. In the Action for the app where you’re sending the contact data, go to its Configure step .
2. Add values to any fields you need by clicking the **+**.
3. Select **Find Contact in OnceHub**, then map the data to the corresponding OnceHub contact fields.

**Completion**

By following these steps, you’ll successfully connect your Chatbots so that you can use the retrieved contact data to streamline your workflows in Zapier.

# Setting Up a Zap for Routing Forms

> In this guide, you will learn how to automate visitor information transfer from your Routing Forms to your preferred applications via a Zap.

[Setting Up a Zap for Routing Forms](https://www.youtube-nocookie.com/embed/yUmhZ5qU2JU?wmode=opaque)

In this guide, you will learn how to automate visitor information transfer from your Routing Forms to your preferred applications via a Zap.

For information on how to capture visitor data in Conversation Properties, please take a look at [**this article**](https://help.oncehub.com/product/routing-forms/contact-data-management/mapping-routing-form-questions-to-object-properties/).

***

## Setting up the Zap

[Section titled “Setting up the Zap”](#setting-up-the-zap)

After mapping your data in OnceHub, follow these steps to create a Zap that retrieves the correct contact when a visitor interacts with you.

### Step 1: Opening the Zapier pop-up

[Section titled “Step 1: Opening the Zapier pop-up”](#step-1-opening-the-zapier-pop-up)

1. **Navigating to Zapier Settings:**

   * Click the gear icon located in the top-right corner of the page.
   * Select **Account Integrations** from the dropdown menu.
   * Filter for **Automation**.
   * Click on the **Zapier** tile.

2. **Initiating Zap Creation:**

   * Go to the **Add Zaps** section.
   * Search for the application with which you want to create a Zap.

### Step 2: Choosing a Template

[Section titled “Step 2: Choosing a Template”](#step-2-choosing-a-template)

1. A list of Zapier templates will appear below. Select the one that best fits your needs.
2. Click **Add Zap** to use your chosen template.

### Step 3: Configuring the Trigger Step

[Section titled “Step 3: Configuring the Trigger Step”](#step-3-configuring-the-trigger-step)

1. Confirm the **Trigger event** and OnceHub account that should be used.
   * For example, you can use the **Conversation Closed** trigger to have the Zap trigger when a visitor has finished interacting with your routing form.
2. Complete the test step to ensure the trigger functions correctly.

### Step 4: Mapping Data to Your Application

[Section titled “Step 4: Mapping Data to Your Application”](#step-4-mapping-data-to-your-application)

1. In the Action for the destination application, proceed to its **Configure** step.
2. Add values to required fields by clicking the **+** to insert data.
3. Click **Continue** once you are done mapping data to your application.
4. Complete the test step to ensure the data is successfully sent to your application.

### Step 5: Publishing the Zap

[Section titled “Step 5: Publishing the Zap”](#step-5-publishing-the-zap)

Once you are happy with your configuration, click on **Publish** to turn on the Zap.

# Corporate Mailbox

> Corporate Mailbox documentation and guides.

[Sending Scheduling Notifications from a Corporate Amazon SES Account](https://help.oncehub.com/account-integrations/corporate-mailbox/sending-scheduling-notifications-from-corporate-amazon-ses-account)

[Sending Scheduling Notifications from a Corporate Gmail Account](https://help.oncehub.com/account-integrations/corporate-mailbox/sending-scheduling-notifications-from-corporate-gmail-account)

[Sending Scheduling Notifications from a Corporate Office 365 Account](https://help.oncehub.com/account-integrations/corporate-mailbox/sending-scheduling-notifications-from-corporate-office-365-account)

[Sending Scheduling Notifications from a Custom Corporate SMTP Server](https://help.oncehub.com/account-integrations/corporate-mailbox/sending-scheduling-notifications-from-custom-corporate-smtp-server)

# Sending Scheduling Notifications from a Corporate Amazon SES Account

> Use the Corporate Mailbox feature to send OnceHub notifications from your company's corporate Amazon SES account instead of the default mailer@oncehub.com.

Use the **Corporate Mailbox** feature to send OnceHub notifications from your company’s corporate Amazon SES account instead of the default <mailer@oncehub.com>. This brands your email communications, providing a more professional experience for your guests and users.

Note

Depending on your plan type, you may need to purchase the **Security and Compliance Add-On** to make use of this feature.

***

## Impact of Enabling the Corporate Mailbox Feature for Your Account

[Section titled “Impact of Enabling the Corporate Mailbox Feature for Your Account”](#impact-of-enabling-the-corporate-mailbox-feature-for-your-account)

Once connected, all scheduling notifications sent to Guests and Hosts will originate from the designated corporate email account.

Only an Administrator or the Account Owner is authorized to configure this feature. Once configured, it will apply to all Users within the account.

***

## How to Set Up Corporate Mailbox

[Section titled “How to Set Up Corporate Mailbox”](#how-to-set-up-corporate-mailbox)

Follow these steps to connect your corporate email account to OnceHub:

### Accessing the Corporate Mailbox Settings

[Section titled “Accessing the Corporate Mailbox Settings”](#accessing-the-corporate-mailbox-settings)

1. Click the gear icon located in the top-right corner of the page.
2. Select **Account Integrations** from the dropdown menu.
3. Filter for **Corporate Mailbox**.
4. Click on the **Amazon SES** tile.
5. Click **Connect** to begin setup

### Providing Email Account Credentials

[Section titled “Providing Email Account Credentials”](#providing-email-account-credentials)

Once you click **Connect**, you’ll be prompted to enter your account credentials as follows:

* **Sending Email Address:** Specify the email address that will be used to send notifications.
* **User name:** Enter your Amazon Simple Email Service (SES) SMTP username.
* **Password:** Enter your SMTP password.
* **Sending Email Name Label:** Enter the name label that will appear on emails sent to recipients.
* **SMTP Server:** Provide the URL of your SMTP server (e.g., email-smtp.us-east-1.amazonaws.com).
* **Port:** Specify the SMTP server port number (e.g., 587 for secure connections).

### Finalizing the Setup

[Section titled “Finalizing the Setup”](#finalizing-the-setup)

After entering all required credentials:

* Double-check your configuration settings for accuracy.
* Click **Connect** to complete the setup.

# Sending Scheduling Notifications from a Corporate Gmail Account

> Use the Corporate Mailbox feature to send OnceHub notifications from your company's corporate Gmail account instead of the default mailer@oncehub.com.

Use the **Corporate Mailbox** feature to send OnceHub notifications from your company’s corporate Gmail account instead of the default <mailer@oncehub.com>. This brands your email communications, providing a more professional experience for your guests and users.

Note

Depending on your plan type, you may need to purchase the **Security and Compliance Add-On** to make use of this feature.

***

## Impact of Enabling the Corporate Mailbox Feature for Your Account

[Section titled “Impact of Enabling the Corporate Mailbox Feature for Your Account”](#impact-of-enabling-the-corporate-mailbox-feature-for-your-account)

Once connected, all scheduling notifications sent to Guests and Hosts will originate from the designated corporate email account.

Only an Administrator or the Account Owner is authorized to configure this feature. Once configured, it will apply to all Users within the account.

***

Caution

You cannot use your regular Gmail password to set up Corporate Mailbox. You will need to enable **2-Step Verification** on your Google account and then generate an App Password. For detailed steps, see the Google support article on [**how to generate an App Password**](https://support.google.com/accounts/answer/185833).

**Important:** You can not use your regular Gmail password to set up Corporate Mailbox. You will need to enable **2-Step Verification** on your Google account and then generate an App Password. For detailed steps, see the Google support article on [**How to generate an App Password**]().

Once you have generated an App Password, follow these steps to connect your corporate email account to OnceHub:

### Accessing the Corporate Mailbox Settings

[Section titled “Accessing the Corporate Mailbox Settings”](#accessing-the-corporate-mailbox-settings)

1. Click the gear icon located in the top-right corner of the page.
2. Select **Account Integrations** from the dropdown menu.
3. Filter for **Corporate Mailbox**.
4. Click on the **Gmail** tile.
5. Click **Connect** to begin setup

### Providing Email Account Credentials

[Section titled “Providing Email Account Credentials”](#providing-email-account-credentials)

Once you click **Connect**, you’ll be prompted to enter your account credentials as follows:

* **Sending Email Address:** Specify the Gmail address that will be used to send notifications.
* **User name:** Enter your Amazon Simple Email Service (SES) SMTP username.
* **Password:** Enter the 16-digit **App Password** generated from your Google account.
* **Sending Email Name Label:** Enter the name label that will appear on emails sent to recipients.
* **SMTP Server:** Provide the URL of your SMTP server (e.g., smtp.gmail.com).
* **Port:** Specify the SMTP server port number (e.g., 587 for secure connections).

### Finalizing the Setup

[Section titled “Finalizing the Setup”](#finalizing-the-setup)

After entering all required credentials:

* Double-check your configuration settings for accuracy.

# Sending Scheduling Notifications from a Corporate Office 365 Account

> Use the Corporate Mailbox feature to send OnceHub notifications from your company's corporate Office 365 account instead of the default mailer@oncehub.com.

Use the **Corporate Mailbox** feature to send OnceHub notifications from your company’s corporate Office 365 account instead of the default <mailer@oncehub.com>. This brands your email communications, providing a more professional experience for your guests and users.

Note

Depending on your plan type, you may need to purchase the **Security and Compliance Add-On** to make use of this feature.

***

## Impact of Enabling the Corporate Mailbox Feature for Your Account

[Section titled “Impact of Enabling the Corporate Mailbox Feature for Your Account”](#impact-of-enabling-the-corporate-mailbox-feature-for-your-account)

Once connected, all scheduling notifications sent to Guests and Hosts will originate from the designated corporate email account.

Caution

Microsoft is discontinuing the basic authentication protocol necessary for Corporate Email functionality with Office 365. Should connection via SMTP prove unsuccessful, it is recommended that each user utilize the alternative option detailed at the conclusion of this article.

***

## How to Set Up Corporate Mailbox

[Section titled “How to Set Up Corporate Mailbox”](#how-to-set-up-corporate-mailbox)

Follow these steps to connect your corporate email account to OnceHub:

### Configuring Your Mail Server Settings

[Section titled “Configuring Your Mail Server Settings”](#configuring-your-mail-server-settings)

* If you use an internally-hosted mail server, you must grant access to OnceHub by allowing specific server IP addresses. Please reach out to our [**Support Team**](https://www.oncehub.com/live-chat-support) for assistance.
* If your organization uses Microsoft Exchange, ensure relaying is enabled for specific IP addresses. Please reach out to our [**Support Team**](https://www.oncehub.com/live-chat-support) for assistance.

### Accessing the Corporate Mailbox Settings

[Section titled “Accessing the Corporate Mailbox Settings”](#accessing-the-corporate-mailbox-settings)

1. Click the gear icon located in the top-right corner of the page.
2. Select **Account Integrations** from the dropdown menu.
3. Filter for **Corporate Mailbox**.
4. Click on the **Microsoft 365** tile.
5. Click **Connect** to begin setup.

### Providing Email Account Credentials

[Section titled “Providing Email Account Credentials”](#providing-email-account-credentials)

Once you click **Connect**, you’ll be prompted to enter your account credentials as follows:

* **Sending Email Address:** Specify the email address that will be used to send notifications.
* **Password:** Enter your Office 365 account password.
* **Sending Email Name Label:** Enter the name label that will appear on emails sent to recipients.
* **SMTP Server:** Provide the URL of your SMTP server (e.g., smtp.office365.com).
* **Port:** Specify the SMTP server port number (e.g., 587 for secure connections).

### Finalizing the Setup

[Section titled “Finalizing the Setup”](#finalizing-the-setup)

After entering all required credentials:

* Double-check your configuration settings for accuracy.
* Click **Connect** to complete the setup.

## Alternative: Email From Meeting Host Mailbox

[Section titled “Alternative: Email From Meeting Host Mailbox”](#alternative-email-from-meeting-host-mailbox)

Alternatively, hosts can configure OnceHub to send email notifications from their personal mailboxes. This setting is managed individually for each host. For instructions on how to set this up, please refer to our [**Connect OnceHub to Your Microsoft Office 365 article**](https://help.oncehub.com/user-integrations/ms-office365-calendar-connection/connect-oncehub-to-your-microsoft-office-365/).

# Sending Scheduling Notifications from a Custom Corporate SMTP Server

> Use the Corporate Email feature to send OnceHub notifications from your company's Custom SMTP server's mailbox instead of the default mailer@oncehub.com.

[Sending Scheduling Notifications from a Custom Corporate SMTP Server](https://www.youtube-nocookie.com/embed/xzT7ciSw33g?wmode=opaque)

Use the **Corporate Email** feature to send OnceHub notifications from your company’s Custom SMTP server’s mailbox instead of the default <mailer@oncehub.com>. This brands your email communications, providing a more professional experience for your guests and users.

Note

Depending on your plan type, you may need to purchase the **Security and Compliance Add-On** to make use of this feature.

***

## Impact of Enabling the Corporate Email Feature for Your Account

[Section titled “Impact of Enabling the Corporate Email Feature for Your Account”](#impact-of-enabling-the-corporate-email-feature-for-your-account)

Once connected, all scheduling notifications sent to Guests and Hosts will originate from the designated corporate email account.

Only an Administrator or the Account Owner is authorized to configure this feature. Once configured, it will apply to all Users within the account.

***

## How to Set Up Corporate Email

[Section titled “How to Set Up Corporate Email”](#how-to-set-up-corporate-email)

Follow these steps to connect your corporate email account to OnceHub:

### Configuring Your Mail Server Settings

[Section titled “Configuring Your Mail Server Settings”](#configuring-your-mail-server-settings)

* If you use an internally-hosted mail server, you must grant access to OnceHub by allowing specific server IP addresses. Please reach out to our [Support Team](https://www.oncehub.com/live-chat-support) for assistance.

### Accessing the Corporate Email Settings

[Section titled “Accessing the Corporate Email Settings”](#accessing-the-corporate-email-settings)

1. Click the gear icon located in the top-right corner of the page.
2. Select **Account Integrations** from the dropdown menu.
3. Filter for **Corporate Email**.
4. Click on the **SMTP Server** tile.
5. Click **Connect** to begin setup.

### Providing Email Account Credentials

[Section titled “Providing Email Account Credentials”](#providing-email-account-credentials)

Once you click **Connect**, you’ll be prompted to enter your account credentials as follows:

* **Sending Email Address:** Specify the email address that will be used to send notifications.
* **User name:** If your email server requires SMTP credentials, enter your SMTP username. If not, use the same email address as the Sending Email Address.
* **Password:** If your SMTP server requires credentials, provide the SMTP password. If no credentials are needed, enter the password for your email account.
* **Sending Email Name Label:** Enter the name label that will appear on emails sent to recipients.
* **SMTP Server:** Provide the URL of your SMTP server (e.g., smtp.office365.com).
* **Port:** Specify the SMTP server port number (e.g., 587 for secure connections).

### Finalizing the Setup

[Section titled “Finalizing the Setup”](#finalizing-the-setup)

After entering all required credentials:

* Double-check your configuration settings for accuracy.
* Click **Connect** to complete the setup.

# CRM

> CRM documentation and guides.

[Integrating with your CRM](https://help.oncehub.com/account-integrations/crm/integrating-with-your-crm)

[Integrating OnceHub with Salesforce](https://help.oncehub.com/account-integrations/crm/integrating-oncehub-with-salesforce)

[Integrating OnceHub with Your Salesforce Sandbox Environment](https://help.oncehub.com/account-integrations/crm/integrating-oncehub-with-your-salesforce-sandbox-environment)

[How To Assign Meetings To The CRM Contact Owner](https://help.oncehub.com/account-integrations/crm/how-to-assign-meetings-to-the-crm-contact-owner)

[Integrating OnceHub with HubSpot](https://help.oncehub.com/account-integrations/crm/integrating-oncehub-with-hubspot)

[Troubleshooting CRM Integration Issues](https://help.oncehub.com/account-integrations/crm/troubleshooting-crm-integration-issues)

# How To Assign Meetings To The CRM Contact Owner

> Override standard meeting distribution rules to have visitors schedule directly with their assigned contact owners from your integrated Salesforce or HubSpot account.

[How To Assign Meetings To The CRM Contact Owner](https://www.youtube-nocookie.com/embed/r8zNE_wiv4s?wmode=opaque)

You can override standard meeting distribution rules to have visitors schedule directly with their assigned contact owners. OnceHub prioritizes owners from your integrated [**Salesforce**](https://help.oncehub.com/account-integrations/crm/integrating-oncehub-with-salesforce/) or [**HubSpot**](https://help.oncehub.com/account-integrations/crm/integrating-oncehub-with-hubspot/) account, using the OnceHub contact owner as a fallback if no CRM is connected.

This is done by enabling the **Schedule with CRM Contact Owner** toggle located within the **Booking Calendar** action of your [**Routing Forms**](https://help.oncehub.com/product/routing-forms/introduction-to-routing-forms/introduction-to-routing-forms/).

***

## How Meeting Assignment Priority Works

[Section titled “How Meeting Assignment Priority Works”](#how-meeting-assignment-priority-works)

When a visitor engages with a Routing Form, OnceHub identifies them by their provided email address. OnceHub then determines which team member should host the meeting based on a strict priority hierarchy:

* **CRM Contact Owner:** If a CRM contact owner is found that belongs to the [**Team selected as the host on your Booking Calendar**](https://help.oncehub.com/product/booking-calendars/booking-settings/booking-calendar-meeting-distribution-options/), the visitor will schedule with them.
* **OnceHub Contact Owner Fallback:** If no CRM contact owner is found, the system checks for an existing OnceHub contact owner and schedules the meeting with them instead.
* **Standard Availability Fallback:** If neither a CRM owner nor a OnceHub contact owner exists, the standard distribution rules set on the Booking Calendar will be used.

***

## How to Enable Contact Owner Meeting Assignment

[Section titled “How to Enable Contact Owner Meeting Assignment”](#how-to-enable-contact-owner-meeting-assignment)

Follow the steps below to enable this functionality in your Routing Form:

1. Click **Routing Forms** in the left-hand navigation menu.
2. Select the Routing Form you wish to edit.
3. Select the **Booking Calendar** action that will be used to schedule with contact owners.
4. Enable **Schedule with CRM Contact Owner**.
5. Click **Save** to apply the changes.

***

## Frequently Asked Questions (FAQs)

[Section titled “Frequently Asked Questions (FAQs)”](#frequently-asked-questions-faqs)

**Q: What happens if the contact owner has no available time slots?**

**A:** If the contact owner has no open time slots, a message stating that no times are available will be displayed to the visitor while scheduling.

**Q: What happens if a contact has different owners assigned in OnceHub compared to the CRM?**

**A:** OnceHub prioritizes the contact owner listed in your integrated CRM to ensure your source-of-truth data remains accurate.

# Integrating OnceHub with HubSpot

> Integrating OnceHub with HubSpot CRM enables you to automate data movement across your entire engagement funnel.

[Integrating OnceHub with HubSpot](https://www.youtube-nocookie.com/embed/vVRH5Ur8PqE?wmode=opaque)

Integrating OnceHub with HubSpot CRM enables you to automate data movement across your entire engagement funnel. This native integration ensures that data from Booking Calendars, Routing Forms, and Chatbots is synchronized with your HubSpot CRM, keeping your Contact and Meeting records up to date without manual entry.

***

## Key Features of the HubSpot Integration

[Section titled “Key Features of the HubSpot Integration”](#key-features-of-the-hubspot-integration)

The OnceHub HubSpot integration provides high-level control over your lead management through these core capabilities:

* **Sync Data Effortlessly:** Automatically send information captured across all OnceHub tools including Booking Calendars, Routing Forms, and Chatbots directly to your HubSpot Contact database.
* **Track Meetings Automatically:** Ensure that any meeting booked via OnceHub is automatically recorded as a Meeting Activity on the associated HubSpot Contact timeline.
* **Intelligent Record Matching:** Use a built in identification hierarchy to find existing HubSpot records and prevent duplicates, ensuring a single source of truth for every customer.
* **Contact Owner Routing:** Have guests schedule directly with their Salesforce or HubSpot contact owner by enabling the **[Schedule with CRM Contact Owner](https://help.oncehub.com/account-integrations/crm/how-to-assign-meetings-to-the-crm-contact-owner/)** option in your Routing Forms.

***

## HubSpot Contact Identification Logic

[Section titled “HubSpot Contact Identification Logic”](#hubspot-contact-identification-logic)

To maintain data integrity, OnceHub uses a specific hierarchy to identify existing HubSpot records before creating new ones. This logic applies whether a guest interacts with a Booking Calendar, Routing Form, a Chatbot, or via the API:

1. **Email Match (Primary):** OnceHub first searches HubSpot for a matching email address (either provided during current booking or it already exists in the OnceHub record). OnceHub then passes that guest’s email address to the HubSpot CRM. It then identifies if a record with that email already exists; if so, it **updates that existing record** with the new booking details.

2. **Phone/Mobile Match (Secondary):** If no email is provided, OnceHub passes the **Phone** or **Mobile Phone** fields to the HubSpot CRM, which then searches for a match:

   * If multiple matching contacts are found, the **most recently modified** HubSpot contact record is updated.
   * If no match is found, a new HubSpot contact record is created.

3. **No Identifier:** If the guest provides neither an Email nor a Phone number, OnceHub sends the available data to the HubSpot CRM to create a new contact record.

Note

To ensure accuracy in records, we recommend collecting at least one unique identifier (**Email** or **Phone**) in your [**Booking Form**](https://help.oncehub.com/product/booking-calendars/booking-forms/booking-calendar-booking-forms/) settings. This prevents the creation of anonymous records that lack sufficient data for effective follow-ups.

***

## How to integrate OnceHub with HubSpot

[Section titled “How to integrate OnceHub with HubSpot”](#how-to-integrate-oncehub-with-hubspot)

To begin using HubSpot with OnceHub, you’ll need to integrate by following these steps:

1. Click the **gear icon** located in the top-right corner of the page.
2. Select **Account Integrations** from the dropdown menu.
3. Filter for **CRM**.
4. Click the **HubSpot** tile.
5. Click **Connect** and follow the instructions in the pop-up to complete the integration process.

Note

The integration must be completed by the Super Administrator of your HubSpot account. Only users with this role have the necessary permissions to authorize and configure the integration between HubSpot and OnceHub.

***

## Mapping OnceHub Object Properties to HubSpot

[Section titled “Mapping OnceHub Object Properties to HubSpot”](#mapping-oncehub-object-properties-to-hubspot)

Click on **Configure property mapping** to begin configuring how OnceHub Object Properties are mapped to HubSpot.

### Contacts

[Section titled “Contacts”](#contacts)

In the **Contacts Tab**, use the dropdown menus to map OnceHub Contact Properties to the corresponding HubSpot contact fields.

* Add fields by clicking the **+ Add mapping** icon.
* Remove fields by clicking the **X** icon next to the field you want to delete.
* Use the **Overwrite** toggle to choose whether existing HubSpot data should be overwritten.

To send responses collected from booking calendars, routing forms or chatbots, you will need to specify that responses should be saved to a specific contact property. This can be done in the settings for questions in your Booking Calendar forms, Routing Forms and Chatbots.

Note

Only HubSpot contact fields compatible with the specific OnceHub Contact Properties you select will be available in the dropdown for mapping.

### Meetings

[Section titled “Meetings”](#meetings)

[Integrating OnceHub with HubSpot](https://www.youtube-nocookie.com/embed/C5vIAZVkWSs?wmode=opaque)

In the **Meetings Tab**, you can use the dropdown fields to map meeting details to the relevant HubSpot fields.

* Add fields by clicking the **+ Add mapping** icon.
* Remove fields by clicking the **X** icon next to the field you want to delete.

Tip

You can select **Calendar event title** from the HubSpot meeting subject dropdown to sync the [**calendar event title configured in your Booking Calendar**](https://help.oncehub.com/product/booking-calendars/notifications/calendar-events-in-booking-calendars/). This allows for more dynamic and descriptive meeting subjects that automatically updates based on the individual event details.

Note

Only HubSpot fields compatible with the specific OnceHub Meeting Properties you select will be available in the dropdown for mapping.

# Integrating OnceHub with Salesforce

> Integrating OnceHub with Salesforce CRM enables you to automate data movement across your entire engagement funnel.

[Integrating OnceHub with Salesforce](https://www.youtube-nocookie.com/embed/WNUSSXGT0OY?wmode=opaque)

Integrating OnceHub with Salesforce CRM enables you to automate data movement across your entire engagement funnel. This native integration ensures that data from Booking Calendars, Routing Forms, and Chatbots is synchronized with your Salesforce CRM, keeping your Lead, Contact, and Event records up to date without manual entry.

## Key Features of the Salesforce Integration

[Section titled “Key Features of the Salesforce Integration”](#key-features-of-the-salesforce-integration)

The OnceHub Salesforce integration provides high-level control over your CRM data through these core technical capabilities:

* **Sync Data Effortlessly:** Automatically capture information from Booking Calendars, Routing Forms, or Chatbots and map it directly to Salesforce Lead and Contact objects.
* **Track Meetings Automatically:** Ensure every meeting booked through OnceHub is automatically recorded in Salesforce as an Event or Case, linked to the appropriate record.
* **Intelligent Record Matching:** Use a built-in identification hierarchy to find existing Salesforce records and prevent duplicates, ensuring a single source of truth for every customer.
* **Contact Owner Routing:** Have guests schedule directly with their Salesforce or HubSpot contact owner by enabling the **[Schedule with CRM Contact Owner](https://help.oncehub.com/account-integrations/crm/how-to-assign-meetings-to-the-crm-contact-owner/)** option in your Routing Forms.

***

## Salesforce Contact Identification Logic

[Section titled “Salesforce Contact Identification Logic”](#salesforce-contact-identification-logic)

To maintain data integrity, OnceHub uses a specific hierarchy to identify existing Salesforce records before creating new ones. This logic applies whether a guest interacts with a Booking Calendar, Routing Form, a Chatbot, or via the API:

1. **Email Match (Primary):** OnceHub first searches Salesforce for a matching email address (either provided during current booking or it already exists in the OnceHub record). OnceHub then passes that guest’s email address to the Salesforce CRM. It then identifies if a record with that email already exists; if so, it **updates that existing record** with the new booking details.

2. **Phone/Mobile Match (Secondary):** If no email is provided, OnceHub passes the **Phone** or **Mobile Phone** fields to the Salesforce CRM, which then searches for a match:

   * If multiple matching contacts are found, the **most recently modified** Salesforce contact record is updated.
   * If no match is found, a new Salesforce contact record is created.

3. **No Identifier:** If the guest provides neither an email nor a phone number, OnceHub sends the available data to the Salesforce CRM to create a new contact record.

Note

To ensure accuracy in records, we recommend collecting at least one unique identifier (**Email** or **Phone**) in your [**Booking Form**](https://help.oncehub.com/product/booking-calendars/booking-forms/booking-calendar-booking-forms/) settings. This prevents the creation of anonymous records that lack sufficient data for effective follow-ups.

***

## How to Integrate OnceHub with Salesforce

[Section titled “How to Integrate OnceHub with Salesforce”](#how-to-integrate-oncehub-with-salesforce)

To begin using Salesforce with OnceHub, you’ll need to integrate by following these steps:

1. Click the **gear icon** located in the top-right corner of the page.
2. Select **Account Integrations** from the dropdown menu.
3. Filter for **CRM**.
4. Click on the **Salesforce** tile.
5. Click **Connect** and follow the instructions in the pop-up to complete the integration process.

Note

The integration must be completed by the System Administrator of your Salesforce account. Only users with this role have the necessary permissions to authorize and configure the integration between Salesforce and OnceHub.

***

## New Contacts and Meetings in OnceHub

[Section titled “New Contacts and Meetings in OnceHub”](#new-contacts-and-meetings-in-oncehub)

Within the Salesforce integration you can choose what should happen whenever new Contacts and meetings are created in OnceHub.

### Accessing the integration

[Section titled “Accessing the integration”](#accessing-the-integration)

1. Click the gear icon in the top-right corner, then select **CRM**.
2. Click on the **Salesforce** tile.

### Choosing what happens for new Contacts.

[Section titled “Choosing what happens for new Contacts.”](#choosing-what-happens-for-new-contacts)

Under the **When New Contacts are Created In OnceHub** section you can choose whether new OnceHub Contacts create or update a **lead** or **contact** in Salesforce.

### Choosing what happens for new Meetings

[Section titled “Choosing what happens for new Meetings”](#choosing-what-happens-for-new-meetings)

Under the **When New Meetings are Scheduled in OnceHub** section you have the following options for what should happen when a new meeting is booked:

* Create events in Salesforce for all Meetings
* Create cases in Salesforce for meetings booked from specific Booking Calendars. You can use the dropdown to select which Booking Calendars this should apply for.

***

## Mapping OnceHub Object Properties to Salesforce

[Section titled “Mapping OnceHub Object Properties to Salesforce”](#mapping-oncehub-object-properties-to-salesforce)

Click on **Configure properties mapping** to begin configuring how OnceHub Properties are mapped to Salesforce.

### Contacts and Leads

[Section titled “Contacts and Leads”](#contacts-and-leads)

In the **Contacts** and **Leads Tabs** you can use the dropdown fields to map the OnceHub Contact properties to the relevant Salesforce fields.

* Add fields by clicking the **+ Add mapping** icon.
* Remove fields by clicking the **X** icon next to the field you want to delete.
* Use the **Overwrite** toggle to choose whether existing Salesforce data should be overwritten.

To sync answers from your Booking Calendars, Routing Forms, or Chatbots, ensure that those specific questions are mapped to a Salesforce Contact Property.

Note

Only Salesforce fields compatible with the specific OnceHub Contact Properties you select will be available in the dropdown for mapping.

### Events and Cases

[Section titled “Events and Cases”](#events-and-cases)

In the **Events** and **Cases Tabs**, you can use the dropdown fields to map meeting details to the relevant Salesforce fields.

* Add fields by clicking the **+ Add mapping** icon.
* Remove fields by clicking the **X** icon next to the field you want to delete.

Note

Only Salesforce fields compatible with the specific OnceHub Meeting Properties you select will be available in the dropdown for mapping.

## Using Fallback Values in CRM Property Mapping

[Section titled “Using Fallback Values in CRM Property Mapping”](#using-fallback-values-in-crm-property-mapping)

Fallback values ensure your Salesforce records stay complete even if a guest leaves a non-required OnceHub field blank that is **Required** in Salesforce.

### How Fallback Values Work

[Section titled “How Fallback Values Work”](#how-fallback-values-work)

When your Salesforce instance includes required fields, OnceHub automatically identifies them and allows you to assign a default fallback value during the mapping setup. If the guest doesn’t provide this data, the fallback value is used, preventing a sync error and ensuring the record is created successfully.

# Integrating OnceHub with Your Salesforce Sandbox Environment

> Integrating OnceHub with your Salesforce sandbox allows you to test your booking workflows and data mapping in a safe environment before going live with your...

Integrating OnceHub with your Salesforce sandbox allows you to test your booking workflows and data mapping in a safe environment before going live with your production account. This allows you to test your setup without impacting your live Salesforce data.

Caution

Once you connect to your production environment after testing, do not disconnect it. Doing so will result in the loss of all of your mapping settings.

For detailed information on mapping, we recommend reading our primary [**Integrating OnceHub with Salesforce**](https://help.oncehub.com/account-integrations/crm/integrating-oncehub-with-salesforce/) article.

***

## How to Integrate OnceHub with Your Salesforce Sandbox

[Section titled “How to Integrate OnceHub with Your Salesforce Sandbox”](#how-to-integrate-oncehub-with-your-salesforce-sandbox)

Follow these steps to authorize the connection between OnceHub and your Salesforce Sandbox environment:

1. Click the gear icon in the top-right corner.
2. Select **Account Integrations** from the dropdown.
3. Filter for **CRM**.
4. Click the **Salesforce** tile.
5. Click **Connect to Sandbox** and follow the instructions in the pop-up to complete the integration process.

Note

The integration must be completed by the System Administrator of your Salesforce account. Only users with this role have the necessary permissions to authorize and configure the integration between Salesforce and OnceHub.

***

## Frequently Asked Questions (FAQs)

[Section titled “Frequently Asked Questions (FAQs)”](#frequently-asked-questions-faqs)

**What should I do if I want to disconnect my production environment to connect the sandbox for testing?**

**A:** We recommend creating a separate OnceHub account specifically for your Salesforce Sandbox environment. This allows you to test new workflows and mapping configurations in isolation without interfering with your live production data or current OnceHub settings.

If you have any questions about creating a new account, please [**contact our Support team**](https://help.oncehub.com/contact-us/) for guidance.

# Integrating with your CRM

> Integrating your CRM with OnceHub ensures that as soon as a guest has interacted with any of our product features, a contact is created/updated in OnceHub wi...

Integrating your CRM with OnceHub ensures that as soon as a guest has interacted with any of our product features, a contact is created/updated in OnceHub with their captured information. This is then used to automatically update the corresponding record in your CRM.

By integrating your CRM, you can streamline data management and enhance the accuracy of your records.

***

## Benefits of CRM Integration

[Section titled “Benefits of CRM Integration”](#benefits-of-crm-integration)

By integrating your CRM with OnceHub, you can:

* **Centralize Data Management:** Automatically sync booking details, keeping all client information in one place.
* **Update Contact Records:** Enrich CRM profiles with new bookings to provide a comprehensive view of client interactions.
* **Automate Lead Tracking:** Create or update leads automatically whenever a guest books a meeting.
* **Save Time:** Eliminate manual data entry by syncing OnceHub data to your CRM effortlessly.

Integrating OnceHub with your CRM not only streamlines data flow but also ensures your team has the latest client insights at their fingertips.

***

## Supported CRMs

[Section titled “Supported CRMs”](#supported-crms)

OnceHub offers native integrations with two leading CRMs:

* [**Salesforce**](https://help.oncehub.com/account-integrations/crm/integrating-oncehub-with-salesforce/)
* [**HubSpot**](https://help.oncehub.com/account-integrations/crm/integrating-oncehub-with-hubspot/)

If you’re using a different CRM, you can still connect OnceHub via **Zapier** or the **OnceHub API**. These options let you automate workflows and push booking data directly to your system.

# Troubleshooting CRM Integration Issues

> CRM integrations play a crucial role in ensuring seamless data synchronization between systems. When issues arise, they can disrupt workflows and affect prod...

CRM integrations play a crucial role in ensuring seamless data synchronization between systems. When issues arise, they can disrupt workflows and affect productivity. Addressing these issues promptly helps ensure your data sync is smooth and uninterrupted.

***

## Token Expired

[Section titled “Token Expired”](#token-expired)

**Symptoms:**

* The integration stops syncing.
* You may see an error message indicating the token has expired.

**Resolution:**

1. Click the gear icon located in the top-right corner of the page.
2. Select **Account Integrations** from the dropdown menu.
3. Filter for **CRM**.
4. Click on the tile of your CRM.
5. Click the **Reconnect** button.
6. Follow the authentication process as prompted to reestablish the connection.

***

## Access Revoked

[Section titled “Access Revoked”](#access-revoked)

**Symptoms:**

* The integration stops syncing.
* An error message states that access has been removed or revoked.

**Resolution:**

1. Log in to your CRM account.
2. Check your admin settings or permissions to ensure the integration has the required access rights.
3. Reauthorize the integration connection through OnceHub.

***

## Too Many Accounts Connected (Salesforce-specific)

[Section titled “Too Many Accounts Connected (Salesforce-specific)”](#too-many-accounts-connected-salesforce-specific)

**Symptoms:**

* Error message about exceeding the 5-account limit in Salesforce.

**Resolution:**

1. Review the connected accounts in Salesforce.
2. Disconnect unnecessary accounts to free up a slot for OnceHub.

Click [**here**](https://help.salesforce.com/s/articleView?id=sf.remoteaccess_request_manage.htm\&type=5) to learn more about this restriction in Salesforce.

***

## API Access Disabled (Salesforce-specific)

[Section titled “API Access Disabled (Salesforce-specific)”](#api-access-disabled-salesforce-specific)

**Symptoms:**

* Error message indicating API access is not enabled.

**Resolution:**

1. Verify that the connected Salesforce account has API access enabled.
2. If API access is not available, connect a different Salesforce account that includes this permission.

***

## Field Mapping Errors

[Section titled “Field Mapping Errors”](#field-mapping-errors)

**Symptoms:**

* Data sync fails due to missing or incorrect field mapping.

**Resolution:**

1. Navigate to the field mapping section in OnceHub.
2. Review and adjust the mappings to align with your CRM’s fields.
3. Save changes and test the connection.

***

## Best Practices for CRM Integration Maintenance

[Section titled “Best Practices for CRM Integration Maintenance”](#best-practices-for-crm-integration-maintenance)

To prevent integration issues from occurring in the future, follow these best practices:

* **Use a dedicated admin account:** Always use an admin account for integrations to avoid permission conflicts.
* **Monitor integration logs regularly:** These logs can help you identify and address potential issues early on.
* **Keep your CRM updated:** Ensure that your CRM version and permissions are compatible with OnceHub.

***

## Frequently Asked Questions

[Section titled “Frequently Asked Questions”](#frequently-asked-questions)

Here are answers to some of the most common questions about CRM integrations:

* **What should I do if my integration is still not working?** Double-check that both your CRM and OnceHub configurations are correct. If problems persist, please [**reach out to our support team**](https://help.oncehub.com/contact-us/) to assist.
* **How do I find out if my Salesforce account has API access?** Salesforce API access is typically included with Enterprise Editions and higher. You can verify this in your Salesforce account under “System Administrator” permissions.
* **Can I connect multiple CRM accounts to OnceHub?** Yes, OnceHub supports multiple CRM integrations, provided the correct permissions and account configurations are in place.

# Payment Collection

> Payment Collection documentation and guides.

[Stripe](https://help.oncehub.com/account-integrations/payment-collection/stripe/)

# Stripe

> Stripe documentation and guides.

[Introduction to the Stripe Integration](https://help.oncehub.com/account-integrations/payment-collection/stripe/introduction-to-stripe-integration)

[How to Connect OnceHub with Stripe](https://help.oncehub.com/account-integrations/payment-collection/stripe/how-to-connect-oncehub-with-stripe)

[How to Configure Payment Collection on your Booking Calendar](https://help.oncehub.com/account-integrations/payment-collection/stripe/how-to-configure-payment-collection-on-your-booking-calendar)

[How Payment Transaction Details are Sent to Your Guests](https://help.oncehub.com/account-integrations/payment-collection/stripe/how-payment-transaction-details-are-sent-to-your-guests)

[How OnceHub Handles Reassigned, Rescheduled, and Canceled Paid Meetings](https://help.oncehub.com/account-integrations/payment-collection/stripe/how-oncehub-handles-reassigned-rescheduled-and-canceled-paid-meetings)

# How OnceHub Handles Reassigned, Rescheduled, and Canceled Paid Meetings

> When a paid meeting is modified (reassigned, rescheduled or canceled), the payment transaction details always remain associated with the original meeting act...

When a paid meeting is modified (reassigned, rescheduled or canceled), the payment transaction details always remain associated with the original meeting activity. This allows you to easily reference them when needed.

This article further details what happens to the meeting activities when they are modified.

***

## What Happens When a Paid Meeting is Reassigned

[Section titled “What Happens When a Paid Meeting is Reassigned”](#what-happens-when-a-paid-meeting-is-reassigned)

When a paid meeting is reassigned to another user, only the host changes in the meeting activity.

To learn more about how you reassign a meeting, take a look at [**Reassigning Meetings Made with Booking Calendars**](https://help.oncehub.com/activities-analytics/activity-management/meeting-management/reassigning-meetings-made-with-booking-calendars/).

***

## What Happens When a Paid Meeting is Rescheduled

[Section titled “What Happens When a Paid Meeting is Rescheduled”](#what-happens-when-a-paid-meeting-is-rescheduled)

A paid meeting can be rescheduled in two ways:

### 1. Rescheduled by the User Within their Account or by the Guest

[Section titled “1. Rescheduled by the User Within their Account or by the Guest”](#1-rescheduled-by-the-user-within-their-account-or-by-the-guest)

When a paid meeting is rescheduled by the user within OnceHub, or by the guest, this action creates a new meeting activity and automatically marks the original one as “Canceled”.

Caution

The payment transaction details will always remain associated with the original, “Canceled” activity and will not reflect in the newly created activity.

### 2. Rescheduled on Behalf of the Guest by Moving the Calendar Event

[Section titled “2. Rescheduled on Behalf of the Guest by Moving the Calendar Event”](#2-rescheduled-on-behalf-of-the-guest-by-moving-the-calendar-event)

When the meeting is rescheduled by moving the associated calendar event in the host’s connected calendar, the original activity status is updated to “Rescheduled” and it displays the new meeting time.

To learn more about how you rescheduling a meeting, take a look at [**Rescheduling Meetings Made with Booking Calendars**](https://help.oncehub.com/activities-analytics/activity-management/meeting-management/rescheduling-meetings-made-with-booking-calendars/).

***

## What Happens When a Paid Meeting is Canceled

[Section titled “What Happens When a Paid Meeting is Canceled”](#what-happens-when-a-paid-meeting-is-canceled)

When a paid meeting is canceled, the original meeting activity status is updated to “Canceled”.

Caution

Any potential refunds must be handled manually via Stripe.

To learn more about how you cancel a meeting, take a look at [**Cancelling Meetings Made with Booking Calendars**](https://help.oncehub.com/activities-analytics/activity-management/meeting-management/cancelling-meetings-made-with-booking-calendars/).

# How Payment Transaction Details are Sent to Your Guests

> When a paid meeting is scheduled, guests can receive the payment transaction details in two ways:

[How Payment Transaction Details are Sent to Your Guests](https://www.youtube-nocookie.com/embed/itmVua6tIco?wmode=opaque)

When a paid meeting is scheduled, guests can receive the payment transaction details in two ways:

1. Via an invoice sent by Stripe.
2. Via transaction details added to the guest notification.

***

## Invoice Sent by Stripe

[Section titled “Invoice Sent by Stripe”](#invoice-sent-by-stripe)

When a paid meeting is scheduled, an invoice is automatically emailed to your guests through Stripe.

***

## Adding the Transaction Details to Guest Notifications

[Section titled “Adding the Transaction Details to Guest Notifications”](#adding-the-transaction-details-to-guest-notifications)

To ensure that guests receive a complete record of the meeting and the transaction in one place, we recommend adding the transaction details to the guest notifications sent by OnceHub using the following steps:

### Navigating to the Guest Notification Template

[Section titled “Navigating to the Guest Notification Template”](#navigating-to-the-guest-notification-template)

1. Click the gear icon in the top-right corner.
2. Select **Guest Notifications** from the dropdown.
3. Select the template that you are using on your Booking Calendar.

### Adding the Transaction Details to the Guest Notification Template

[Section titled “Adding the Transaction Details to the Guest Notification Template”](#adding-the-transaction-details-to-the-guest-notification-template)

1. Click **Customize email** to expand the email editor.
2. Left click where you want to add the transaction details.
3. Type **@** to bring up the list of variables you can add.
4. Add the **Payment amount** and **Payment transaction ID** variables as shown in the image below. ![](https://help.oncehub.com/_astro/1762371074489.CJPQiSYy_AkuQu.webp)
5. Click **Save** to confirm the changes.

For more detailed guide on guest notifications, please read [**Booking Calendar Guest Notifications**](https://help.oncehub.com/product/booking-calendars/notifications/booking-calendar-guest-notifications/).

# How to Configure Payment Collection on your Booking Calendar

> Each of your Booking Calendars can have their own unique payment collection settings, depending on the service you are charging for.

Each of your **Booking Calendars** can have their own unique payment collection settings, depending on the service you are charging for.

Follow the steps below to configure these settings.

## Navigating to the Booking Calendar

[Section titled “Navigating to the Booking Calendar”](#navigating-to-the-booking-calendar)

1. Click **Booking Calendars** in the left menu.
2. Select the Booking Calendar you want to enable payment collection for.

## Configuring the Payment Collection Settings

[Section titled “Configuring the Payment Collection Settings”](#configuring-the-payment-collection-settings)

1. Scroll to **Payment Collection** in the **Bookings Settings** tab.
2. Select **Collect payments via Stripe**.
3. Set the **Price** for any meeting made with this Booking Calendar.
4. (**Optional**) Provide a **Payment Terms** message to be displayed to guests while scheduling.
5. Click **Save** to confirm.

Note

OnceHub does not automatically collect VAT/ sales tax for bookings paid via Stripe. You are responsible for paying any taxes required by law and you are advised to include any applicable taxes within the price set on the Booking Calendar. For more information on how guests receive payment details after booking a paid meeting, please read [**How Payment Transaction Details are Sent to Your Guest**](https://help.oncehub.com/account-integrations/payment-collection/stripe/how-payment-transaction-details-are-sent-to-your-guests/).

# How to Connect OnceHub with Stripe

> This article describes how to connect your OnceHub account to Stripe to enable payment collection for your Booking Calendars.

[How to Connect OnceHub with Stripe](https://www.youtube-nocookie.com/embed/W_AblqK0jvo?wmode=opaque)

This article describes how to connect your OnceHub account to Stripe to enable payment collection for your **Booking Calendars**.

## Navigating to Stripe in OnceHub

[Section titled “Navigating to Stripe in OnceHub”](#navigating-to-stripe-in-oncehub)

1. Click the gear icon in the top-right corner.
2. Select **Account Integrations** from the dropdown.
3. Click the **Payment** Category.
4. Click the **Stripe** tile.

## Connecting OnceHub with Stripe

[Section titled “Connecting OnceHub with Stripe”](#connecting-oncehub-with-stripe)

1. Click **Connect**. ![](https://help.oncehub.com/_astro/1762369134155.zgyjXykm_13RklD.webp)

2. Follow the instructions in the Stripe portal.

   * **For an Existing Stripe Account**: Log in with your existing Stripe credentials and complete the integration process.
   * **For a New Stripe Account**: Connecting to a new Stripe account requires extensive business verification information which may take some time to verify. Once your Stripe account is fully verified, please re-initiate the integration using OnceHub, or it will lead to a failed connection status. display the email ID of the Stripe account in the integration window.

***

Once the integration is complete, you will be automatically redirected to your OnceHub account. It will display the email ID of the Stripe account in the integration window.

After integrating OnceHub with Stripe, the next step is to configure your Booking Calendars to collect payments from your guests.

For more details, please read [**How to Configure Payment Collection on your Booking Calendar**](https://help.oncehub.com/account-integrations/payment-collection/stripe/how-to-configure-payment-collection-on-your-booking-calendar/).

# Introduction to the Stripe Integration

> Connecting your OnceHub account with Stripe allows you to accept payments from your guests directly on your Booking Calendar during the booking process.

Connecting your OnceHub account with Stripe allows you to accept payments from your guests directly on your Booking Calendar during the booking process.

This upfront payment helps you **automate revenue collection** and **reduce costly no-shows**.

All payment processing is handled securely by Stripe.

Caution

Currently, OnceHub only supports **card payments,** even if other payment methods are configured in your Stripe dashboard.

***

## Prerequisites

[Section titled “Prerequisites”](#prerequisites)

Before you begin the integration process, you must have the following:

1. A Paid OnceHub account.
2. A Verified Stripe account.

Note

Payment Collection via Stripe integration is not supported for bookings made through Routing Forms, Chatbots or Phone Booking.

***

## Supported Currencies

[Section titled “Supported Currencies”](#supported-currencies)

Our integration supports all currencies available in your Stripe account, based on your [**business’s registered country**](https://docs.stripe.com/currencies?presentment-currency=US#presentment-currencies).

***

## Key Steps to Set Up Paid Meetings

[Section titled “Key Steps to Set Up Paid Meetings”](#key-steps-to-set-up-paid-meetings)

To begin collecting payments during the scheduling process, follow these steps:

1. [**Connect OnceHub with Stripe**](https://help.oncehub.com/account-integrations/payment-collection/stripe/how-to-connect-oncehub-with-stripe/): Integrate OnceHub with your Stripe account to secure your payment setup.
2. [**Configure Payment Settings**](https://help.oncehub.com/account-integrations/payment-collection/stripe/how-to-configure-payment-collection-on-your-booking-calendar/): Configure payment collection for each individual **Booking Calendar**.

***

## Handling Reassigned, Rescheduled and Canceled Paid Meetings in OnceHub

[Section titled “Handling Reassigned, Rescheduled and Canceled Paid Meetings in OnceHub”](#handling-reassigned-rescheduled-and-canceled-paid-meetings-in-oncehub)

When a paid meeting is modified (reassigned, rescheduled or canceled), the payment transaction details always remain associated with the original meeting activity. This allows you to easily reference them when needed.

For more details, please read [**How OnceHub Handles Reassigned, Rescheduled and Canceled Paid Meetings**](https://help.oncehub.com/account-integrations/payment-collection/stripe/how-oncehub-handles-reassigned-rescheduled-and-canceled-paid-meetings/).

# Security and Compliance

> Security And Compliance documentation and guides.

[How To Integrate OnceHub With Microsoft Entra ID](https://help.oncehub.com/account-integrations/security-and-compliance/how-to-integrate-oncehub-with-microsoft-entra-id)

[How To Add And Delete OnceHub Users With Microsoft Entra ID](https://help.oncehub.com/account-integrations/security-and-compliance/how-to-add-and-delete-oncehub-users-with-microsoft-entra-id)

# How To Add And Delete OnceHub Users With Microsoft Entra ID

> You can manage your OnceHub users by provisioning and deprovisioning them directly within Microsoft Entra ID.

You can manage your OnceHub users by provisioning and deprovisioning them directly within Microsoft Entra ID.

This article explains how to use Entra ID to automatically sync users to OnceHub.

***

## Prerequisites

[Section titled “Prerequisites”](#prerequisites)

Before you can begin managing users with Entra ID, ensure the following two requirements are met:

### 1. OnceHub is Integrated with Entra ID

[Section titled “1. OnceHub is Integrated with Entra ID”](#1-oncehub-is-integrated-with-entra-id)

Complete the initial integration between OnceHub and Entra ID. For detailed instructions, see our [**How to Integrate OnceHub with Microsoft Entra ID**](https://help.oncehub.com/account-integrations/security-and-compliance/how-to-integrate-oncehub-with-microsoft-entra-id/) article.

### 2. Required User Properties in Entra ID are Populated

[Section titled “2. Required User Properties in Entra ID are Populated”](#2-required-user-properties-in-entra-id-are-populated)

Verify that the following user properties are correctly completed in Entra ID to enable successful OnceHub user management:

* Email ID: This acts as the unique identifier that links user profiles between OnceHub and Microsoft Entra ID.
* First name
* Last name

If you need to verify or update user information, follow these steps within Entra ID:

1. Select **users** from the left navigation menu.
2. Select the user.
3. Click **Edit properties** in the top left of the screen.

***

## How to Add and Delete OnceHub Users in Entra ID

[Section titled “How to Add and Delete OnceHub Users in Entra ID”](#how-to-add-and-delete-oncehub-users-in-entra-id)

In Entra ID, you have several options for managing your OnceHub user base:

### Adding a OnceHub User within Entra ID

[Section titled “Adding a OnceHub User within Entra ID”](#adding-a-oncehub-user-within-entra-id)

Follow the steps below to add a user or group of users in OnceHub by provisioning them in Entra ID:

1. Select **Enterprise apps** from the left navigation menu.
2. Open the application you created for OnceHub.
3. Click **Users and groups** from the left navigation menu of the created app.
4. Click **Add user/group** in the top left of the screen.
5. Under **Users**, click **None Selected**.
6. Select the user.
7. Click **Select**.
8. Click **Assign**.

Note

Adding users to a group assigned to the OnceHub Application will also provision the added user on OnceHub.

Once provisioned, the user will be added to your OnceHub account as a member user without an assigned seat. They will receive an email invite with a link they must use to sign in for the first time.

### Deleting a OnceHub User within Entra ID

[Section titled “Deleting a OnceHub User within Entra ID”](#deleting-a-oncehub-user-within-entra-id)

Follow the steps below to delete a user in OnceHub by deprovisioning them in Entra ID:

1. Select **Enterprise apps** from the left navigation menu.
2. Open the application you created for OnceHub.
3. Click **Users and groups** from the left navigation menu of the create app.
4. Select the checkbox next to the user.
5. Click **Remove assignment** at the top of the screen.
6. Click **Yes**.

Once the user has been deprovisioned in Entra ID, they will be deleted from your OnceHub account and will receive an email to notify them.

### How to Immediately Sync Users to OnceHub

[Section titled “How to Immediately Sync Users to OnceHub”](#how-to-immediately-sync-users-to-oncehub)

In Entra ID, provisioning and deprovisioning happens every 40 minutes. This means that users may not be synced to OnceHub immediately. To instantly make the changes:

1. Select **Enterprise apps** from the left navigation menu.
2. Open the application you created for OnceHub.
3. Click **Provisioning** from the left navigation menu of the create app.
4. Click **Provision on demand**.
5. Use **Select a user or group** to search for the user.
6. Click **Provision**.

***

## Frequently Asked Questions (FAQs)

[Section titled “Frequently Asked Questions (FAQs)”](#frequently-asked-questions-faqs)

**Which user details can be modified in OnceHub directly from Microsoft Entra ID?**

**A:** When using Microsoft Entra ID to manage your users, you can synchronize and update the following information:

* First Name
* Last Name

**What is the result of provisioning an Entra ID user who already possesses a OnceHub account?**

**A:** Profiles will be automatically linked if the email ID in Entra matches the existing OnceHub email. This allows you to manage the user via Entra ID as if they were originally added through that system.

**How do I assign a seat to a newly added user?**

**A:** You can assign a seat to them within the Users section in OnceHub. For detailed instructions on this process, see our [**Managing Seats in OnceHub**](https://help.oncehub.com/billing/managing-seats-in-oncehub/) article.

**How do I make a newly added member an Administrator or Team Manager?**

**A:** If you need to give a user the Administrator or Team Manager roles, you can update their role within the Users section in OnceHub. To learn more, read our [**User Management and Seats**](https://help.oncehub.com/account-administration/user-management/user-management-and-seats/) article.

# How To Integrate OnceHub With Microsoft Entra ID

> Automatically add and delete users in OnceHub directly from Entra ID using SCIM. This provides real-time synchronization ensuring that user access is always ...

Automatically add and delete users in OnceHub directly from Entra ID using SCIM. This provides real-time synchronization ensuring that user access is always up to date, reducing administrative overhead and enhancing security.

This article guides you through the process of establishing a SCIM integration between OnceHub and Entra ID.

[How To Integrate OnceHub With Microsoft Entra ID](https://www.youtube-nocookie.com/embed/fZLaQy4G2qA?wmode=opaque)

***

## Step 1: Create a New OnceHub Application in Entra ID

[Section titled “Step 1: Create a New OnceHub Application in Entra ID”](#step-1-create-a-new-oncehub-application-in-entra-id)

In Entra ID, follow the steps below to create a new SCIM application integration:

1. Select **Enterprise apps** from the left navigation menu.
2. Click **New application** in the top left of the screen.
3. Click **Create your own application** in the top left of the screen.
4. Provide a name for the app.
5. Select **Integrate any other application you don’t find in the gallery (Non-gallery)**.
6. Click **Create**.

***

## Step 2: Configure the OnceHub Application Settings in Entra ID

[Section titled “Step 2: Configure the OnceHub Application Settings in Entra ID”](#step-2-configure-the-oncehub-application-settings-in-entra-id)

Next, you will need to add your OnceHub details to the application you created in Entra ID.

### Finding the Integration Details within OnceHub

[Section titled “Finding the Integration Details within OnceHub”](#finding-the-integration-details-within-oncehub)

In OnceHub, follow these steps to open the **Entra ID** integration view with the required details:

1. Click the gear icon in the top right corner.
2. Select **Account Integrations** from the dropdown
3. Filter for **Security and Compliance**.
4. Click the **Microsoft Entra ID** tile.

Note

Keep the view open for the steps below.

### Add the Integration Details within Entra ID

[Section titled “Add the Integration Details within Entra ID”](#add-the-integration-details-within-entra-id)

In Entra ID, follow the steps below to complete the configuration:

1. Click **Provisioning** from the left navigation menu of the created app.

2. Click **Connect your application**.

3. Copy over the following details from OnceHub:

   |                 |                                            |
   | --------------- | ------------------------------------------ |
   | **In Entra ID** | **In OnceHub**                             |
   | Tenant URL      | Base URL                                   |
   | Secret Token    | Secret Key (Click **Generate secret key**) |

4. Click Test connection.

5. Click Create to finish configuring the application.

With your integration complete, you can begin using Entra ID to automate your OnceHub user management.

***

Next Up: [**How to Add and Delete OnceHub Users with Entra ID**](https://help.oncehub.com/account-integrations/security-and-compliance/how-to-add-and-delete-oncehub-users-with-microsoft-entra-id/)

# Activities Analytics

> Activities Analytics documentation and guides.

[Reporting Analytics](https://help.oncehub.com/activities-analytics/reporting-analytics/)

[Activity Management](https://help.oncehub.com/activities-analytics/activity-management/)

# Activity Management

> Activity Management documentation and guides.

[Meeting Management](https://help.oncehub.com/activities-analytics/activity-management/meeting-management/)

[Managing Guest Activities](https://help.oncehub.com/activities-analytics/activity-management/managing-guest-activities)

[Exporting Your OnceHub Activities](https://help.oncehub.com/activities-analytics/activity-management/exporting-your-oncehub-activities)

[Filtering Your OnceHub Activities](https://help.oncehub.com/activities-analytics/activity-management/filtering-your-oncehub-activities)

[Phone Booking Conversation Summary and Recording](https://help.oncehub.com/activities-analytics/activity-management/phone-booking-conversation-summary-and-recording)

[Understanding Test Activity Behavior in Chatbots and Routing Forms](https://help.oncehub.com/activities-analytics/activity-management/understanding-test-activity-behavior-in-chatbots-and-routing-forms)

[Alert Center](https://help.oncehub.com/activities-analytics/activity-management/alert-center)

# Alert Center

> The Alert Center is designed to keep you informed about all booking activities within your account, including new bookings, cancellations, and reschedules.

The Alert Center is designed to keep you informed about all booking activities within your account, including new bookings, cancellations, and reschedules. By setting up alerts, you can ensure that the right people are notified at every stage of the booking process, allowing for better oversight and management.

[Alert Center](https://www.youtube-nocookie.com/embed/Nrr9fmc_JDI?wmode=opaque)

***

## Accessing the Alert Center

[Section titled “Accessing the Alert Center”](#accessing-the-alert-center)

### To access the Alert Center:

[Section titled “To access the Alert Center:”](#to-access-the-alert-center)

1. Click on the gear icon in the top-right corner of your account.
2. Select **Alert Center** from the dropdown menu.

## Creating a New Alert

[Section titled “Creating a New Alert”](#creating-a-new-alert)

### Creating a new alert allows you to customize notifications based on specific booking events and users. Here’s how to set one up:

[Section titled “Creating a new alert allows you to customize notifications based on specific booking events and users. Here’s how to set one up:”](#creating-a-new-alert-allows-you-to-customize-notifications-based-on-specific-booking-events-and-users-heres-how-to-set-one-up)

1. Click on **Create alert** in the Alert Center interface.

2. **Define alert criteria** in the **Criteria** section of the pop-up window:

   * **Event:** Select the **Event** for which you want to receive alerts. Options include booking cancellations, confirmations, and reschedules.
   * **Scope:** Choose the **Scope** of the alert. You can select alerts for a specific user or Booking Calendar. Then, choose the specific item from the dropdown menu.

3. Specify alert recipients in the **Notify** section:

   * Use the **Recipients** dropdown to select the users who should receive the alert emails.

## Managing Existing Alerts

[Section titled “Managing Existing Alerts”](#managing-existing-alerts)

You can easily modify, duplicate, or delete existing alerts to keep your notifications up-to-date and relevant. To manage an alert:

1. Locate the alert you wish to manage within the Alert Center.

2. Click the three dots (…) next to the alert.

3. Choose one of the following options:

   * **Edit:** Modify the alert’s settings, such as event type, scope, or recipients.
   * **Duplicate:** Create a new alert with the same settings as the existing one, allowing for quick setup of similar alerts.
   * **Delete:** Permanently remove the alert from your account.

Note

If the user who has been scheduled for a booking has their email notifications turned off, then users on the global alert will not receive any notifications either.

# Exporting Your OnceHub Activities

> Our export feature allows you to generate a dataset of all guest activities in your account, with optional filtering to help you refine the data as needed.

Our export feature allows you to generate a dataset of all guest activities in your account, with optional filtering to help you refine the data as needed. This guide will detail the export process, providing you with a valuable dataset that can serve as the foundation for creating comprehensive reports.

***

## Available Export Formats

[Section titled “Available Export Formats”](#available-export-formats)

Reports can be exported in the following formats:

* CSV
* Excel

***

## Refining Your Dataset Before Exporting

[Section titled “Refining Your Dataset Before Exporting”](#refining-your-dataset-before-exporting)

To ensure your exported dataset includes only the data you need, you can apply filters to narrow down the records. For more details on filtering options, refer to our [**Filtering Your OnceHub Activities article**](https://help.oncehub.com/activities-analytics/activity-management/filtering-your-oncehub-activities/).

***

## Data Included in Your Exports

[Section titled “Data Included in Your Exports”](#data-included-in-your-exports)

When you export your OnceHub activities, the data will include:

* Activity Details
* UTM parameters
* Contact Details
* Meeting Details
* [Mapped Custom Meeting Properties](https://help.oncehub.com/product/booking-calendars/booking-forms/mapping-booking-calendar-questions-to-object-properties/)
* [Mapped Custom Conversation Properties](https://help.oncehub.com/product/routing-forms/contact-data-management/mapping-routing-form-questions-to-object-properties/)

***

## How to Export Activities

[Section titled “How to Export Activities”](#how-to-export-activities)

### Navigating to the Activities

[Section titled “Navigating to the Activities”](#navigating-to-the-activities)

1. Click on **Activities** in the left-hand navigation menu

### Applying Filters (Optional)

[Section titled “Applying Filters (Optional)”](#applying-filters-optional)

1. Apply filters or select a Custom filter as required.

### Exporting the Activities

[Section titled “Exporting the Activities”](#exporting-the-activities)

1. Click on **Export** at the top of the **All Activity** list.
2. Select your preferred export format from the dropdown menu (e.g., CSV or Excel).

# Filtering Your OnceHub Activities

> OnceHub provides a powerful filtering feature that enables you to easily find and analyze the activities of your guests who have interacted with your OnceHub...

[Filtering Your OnceHub Activities](https://www.youtube-nocookie.com/embed/dfVnGZB2YQ8?wmode=opaque)

OnceHub provides a powerful filtering feature that enables you to easily find and analyze the activities of your guests who have interacted with your OnceHub products. Use filters to narrow down your search and save time by focusing on the most relevant activities.

**Activities** can be accessed by clicking on **Activities** in the left-hand navigation menu

***

## Free Text Filter

[Section titled “Free Text Filter”](#free-text-filter)

The Free Text filter, located in the top-left corner of the **Activities**, allows you to search for activities like meetings or form submissions that include specific text.

### How to Use the Free Text Filter

[Section titled “How to Use the Free Text Filter”](#how-to-use-the-free-text-filter)

* Simply type any text into the filter box to find activities that match your query.
* For more precise filtering, use specific search operators as described below:

**Search Operators for Free Text Filter:**

* **OR Operator:** Use **OR** to search for multiple terms. Results will include activities containing either or both terms. Example: “<John@example.com> **OR** <Bob@example.com>” will return matches for activities involving either email address.

- **AND Operator:** Use **AND** to combine filters and retrieve activities that meet all specified conditions. Example: “Scheduled **AND** Reassigned” will return activities that are both scheduled and reassigned.

***

## Advanced Filter Options

[Section titled “Advanced Filter Options”](#advanced-filter-options)

Advanced filters offer more specific criteria to narrow down your search.

### How to Use Advanced Filters

[Section titled “How to Use Advanced Filters”](#how-to-use-advanced-filters)

1. Click the filter box next to the Free Text filter.
2. Select one or more filters to limit the results according to the chosen parameters.

**Note:** You can further refine your search by combining multiple advanced filters or applying the Free Text filter alongside them.

***

## Custom Filters

[Section titled “Custom Filters”](#custom-filters)

If you frequently use certain filter combinations, you can save them as Custom Filters for quick access in the future. Saved filters allow you to reproduce the same search criteria without needing to manually re-enter the details every time.

### Saving a Custom Filter:

[Section titled “Saving a Custom Filter:”](#saving-a-custom-filter)

1. Apply the desired filters in Activities.
2. Click the **Save as** link next to the applied filters.
3. Enter a name for your new filter in the pop-up window.
4. Click **Save new filter** to finalize.

### Accessing Custom Filters:

[Section titled “Accessing Custom Filters:”](#accessing-custom-filters)

Your saved filters are stored in the Custom Filters section on the left-hand menu of the Activities page.

# Managing Guest Activities

> Activities is the centralized hub where you can manage all guests’ activities. It provides advanced filtering options to quickly locate the information you need and create valuable datasets that can serve as the foundation for creating comprehensive reports.

**Activities** is the centralized hub where you can manage all guests’ activities. It provides advanced filtering options to quickly locate the information you need and create valuable datasets that can serve as the foundation for creating comprehensive reports.

Furthermore, **Activities** allows you to execute various actions, including managing meetings, reviewing chatbot conversations, and viewing routing form responses.

***

## Accessing Activities and Viewing Details

[Section titled “Accessing Activities and Viewing Details”](#accessing-activities-and-viewing-details)

To access **Activities**, click on **Activities** in the left-hand navigation menu.

Once inside the **Activities** section, you’ll see a list of all guest interactions. Each activity contains details such as activity type, time, and status.

* By clicking on any activity, you’ll open the Details pane, which shows all information captured for that specific activity.
* Any attachments uploaded by your guests will appear here and can be downloaded as a zip file in the Details pane.
* The Contact Details pane on the right displays a summary of the guest’s information along with their recent activity history.

***

## Viewing Related Activities

[Section titled “Viewing Related Activities”](#viewing-related-activities)

Sometimes you’ll need to trace how an interaction evolved, such as seeing a rescheduled meeting or a cancellation associated with a specific activity. Here’s how to do that:

1. Click on the activity you’d like to investigate.
2. Click on the three-dot menu at the top of the activity’s Details pane.
3. Select **View related activities** from the dropdown menu.

This will display any connected activities, providing you with a clearer context of the guest’s interaction timeline.

***

## Managing Meetings in Activities

[Section titled “Managing Meetings in Activities”](#managing-meetings-in-activities)

**Activities** allows you to take several important actions to manage your meetings efficiently. For more information about each action, please take a look at the articles linked below:

* [**Cancel Meetings**](https://help.oncehub.com/activities-analytics/activity-management/meeting-management/cancelling-meetings-made-with-booking-calendars/): Cancel a meeting directly from the Activities section if the meeting is no longer needed.
* [**Reschedule Meetings**](https://help.oncehub.com/activities-analytics/activity-management/meeting-management/rescheduling-meetings-made-with-booking-calendars/): Either reschedule a meeting on behalf of the guest or send them a request to choose a new time.
* [**Reassign Meetings**](https://help.oncehub.com/activities-analytics/activity-management/meeting-management/reassigning-meetings-made-with-booking-calendars/): Assign the meeting to another user on your account to ensure the right team member handles the interaction.
* [**Allow Meeting Overlap**](https://help.oncehub.com/activities-analytics/activity-management/meeting-management/allowing-for-meeting-overlaps-with-booking-calendars/): Select whether a specific meeting can be scheduled over to accommodate double bookings.
* **Mark Meetings as No-Show:** If a guest misses a meeting, you can mark it as a no-show to maintain accurate attendance and reporting records.

***

## Deleting Activities

[Section titled “Deleting Activities”](#deleting-activities)

If you no longer need to track a specific interaction, you can delete individual or multiple activities separately from the Activities.

To delete activities:

* **Single activity:** Click on a specific activity, click the three-dot menu, and click **Move to trash**.
* **Multiple activities:** Select the checkboxes next to the activities you want to remove, and click the Delete icon that appears at the top of the list.

Deleted activities are **moved to the trash for 30 days** before being permanently removed.

Note

Manually deleting an activity does not automatically cancel the associated meeting or remove the event from your connected calendar. To cancel the actual meeting event for both the host and guest, you must use the Cancel Meeting action instead.

***

## Using Activities for Reporting

[Section titled “Using Activities for Reporting”](#using-activities-for-reporting)

**Activities** isn’t just for managing interactions, it’s also a powerful tool for reporting. Make use of the following features to generate and export data:

* [**Advanced Filtering**](https://help.oncehub.com/activities-analytics/activity-management/filtering-your-oncehub-activities/): Apply filters to narrow down activities based on criteria like meeting type, date range, or status. This helps you focus on specific data quickly.
* [**Export Datasets**](https://help.oncehub.com/activities-analytics/activity-management/exporting-your-oncehub-activities/): After applying filters, export a dataset containing all the relevant activities. You can use this for reports, record-keeping, or sharing with team members.

***

## Frequently Asked Questions (FAQs)

[Section titled “Frequently Asked Questions (FAQs)”](#frequently-asked-questions-faqs)

**Can I change my guest’s contact information (email or phone number) after they make a booking?**

**A:** Yes, you can update these details directly from the Contact Details pane on the right side of the Activities after selecting the relevant interaction. Updating this information ensures that all future notifications and calendar updates reflect the correct details.

**Can I update guest details for a scheduled meeting?**

**A:** Yes, you do not need to cancel the meeting. Simply select the activity, open the Contact Details pane on the right, and update the guest’s information directly.

**Do Test activities appear within Activities?**

**A:** Yes, they are visible within Activities and are clearly marked within OnceHub. Please see [**Understanding Test Activity Behavior in Chatbots and Routing Forms**](https://help.oncehub.com/activities-analytics/activity-management/understanding-test-activity-behavior-in-chatbots-and-routing-forms/) article for more details on how these activities interact with your integrations and reporting.

# Meeting Management

> Meeting Management documentation and guides.

[Cancelling Meetings Made with Booking Calendars](https://help.oncehub.com/activities-analytics/activity-management/meeting-management/cancelling-meetings-made-with-booking-calendars)

[Reassigning Meetings Made with Booking Calendars](https://help.oncehub.com/activities-analytics/activity-management/meeting-management/reassigning-meetings-made-with-booking-calendars)

[Rescheduling Meetings Made with Booking Calendars](https://help.oncehub.com/activities-analytics/activity-management/meeting-management/rescheduling-meetings-made-with-booking-calendars)

[Allowing for Meeting Overlaps with Booking Calendars](https://help.oncehub.com/activities-analytics/activity-management/meeting-management/allowing-for-meeting-overlaps-with-booking-calendars)

# Allowing for Meeting Overlaps with Booking Calendars

> The Meeting Overlap feature empowers you to accept new meetings, even if they occur simultaneously with existing scheduled meetings.

[Allowing for Meeting Overlaps with Booking Calendars](https://www.youtube-nocookie.com/embed/fCENJ5d5xXo?wmode=opaque)

The **Meeting Overlap** feature empowers you to accept new meetings, even if they occur simultaneously with existing scheduled meetings. This functionality provides enhanced flexibility, productivity, and booking efficiency. Below, we outline the benefits, functionality, and steps to enable meeting overlaps either directly within OnceHub or through your connected calendar.

***

## Benefits of Meeting Overlap

[Section titled “Benefits of Meeting Overlap”](#benefits-of-meeting-overlap)

* **Maximize Productivity and Revenue:** Keep your calendar optimized by addressing no-shows and increasing the number of qualified meetings you conduct.
* **Enhanced Flexibility:** Dynamically manage your schedule by accepting meetings, even when slots are occupied.
* **Increased Booking Capacity:** By freeing up overlapping time slots, you can boost the total meetings booked.
* **Seize Opportunities:** Never miss a potential meeting simply because a time slot appears occupied.

***

## How it works

[Section titled “How it works”](#how-it-works)

The Meeting Overlap feature gives you control over whether already existing scheduled meetings can be booked over or not. This setting determines if new meetings can be scheduled during overlapping time slots.

* You can configure overlap settings on a per-meeting basis within the **Activities** section in OnceHub.
* If your account uses the **Two-Way Sync** integration with a connected calendar, status updates (such as marking an event as Free or Busy) will be automatically synced to OnceHub.

**Note:** This feature only works with one-on-one Meetings.

***

## How to Allow for Meeting Overlaps from Within OnceHub

[Section titled “How to Allow for Meeting Overlaps from Within OnceHub”](#how-to-allow-for-meeting-overlaps-from-within-oncehub)

You can easily allow for meeting overlaps directly in OnceHub through the following steps:

### Navigating to the Meeting

[Section titled “Navigating to the Meeting”](#navigating-to-the-meeting)

1. Click on [**Activities**](https://help.oncehub.com/activities-analytics/activity-management/managing-guest-activities/) in the left-hand navigation menu.
2. Select the meeting you want to reschedule from your list of activities.

### Setting the Overlap Meeting preference

[Section titled “Setting the Overlap Meeting preference”](#setting-the-overlap-meeting-preference)

Use the **Meeting Overlap** feature within the meeting’s details pane to choose if the overlap is allowed.

* **Not Allowed:** Disallow meetings from overlapping with the existing meeting.
* **Allowed:** Allow new meetings to be scheduled even if they overlap with the existing meeting.

***

## How to Allow for Meeting Overlaps from Your Connected Calendar Application

[Section titled “How to Allow for Meeting Overlaps from Your Connected Calendar Application”](#how-to-allow-for-meeting-overlaps-from-your-connected-calendar-application)

If you are using the Two-Way Sync feature found within **User Integrations** in your account, you can allow for overlaps directly from within your connected calendar.

### Toggling on Two-Way Sync in OnceHub

[Section titled “Toggling on Two-Way Sync in OnceHub”](#toggling-on-two-way-sync-in-oncehub)

1. Click on the gear icon in the top-right.
2. Select **User Integrations** from the dropdown.
3. Click on your primary calendar integration tile.
4. In the **Two-Way Sync** section, toggle on **Updating the meeting in \[calendar application] updates the meeting in OnceHub**.

### Updating the Event in Your Calendar Application

[Section titled “Updating the Event in Your Calendar Application”](#updating-the-event-in-your-calendar-application)

1. Open your calendar application.

2. Locate the scheduled event for the meeting.

3. Change the event’s status to update the meeting.

   * **Busy:** Disallow meetings to overlap with the existing meeting.
   * **Free:** Allow new meetings to be scheduled even if they overlap with the existing meeting.

The change will sync automatically with OnceHub.

**Note:** This feature is not available for hosts that make use of iCloud Calendars.

***

## Planned Overbooking with Concurrent Sessions

[Section titled “Planned Overbooking with Concurrent Sessions”](#planned-overbooking-with-concurrent-sessions)

If you want to allow multiple guests to book for the same time slot with the same host(s) automatically without manual intervention, you can use [**Concurrent Sessions**](https://help.oncehub.com/product/booking-calendars/booking-settings/booking-calendar-concurrent-sessions/).

This feature is ideal for high-volume teams who want to maximize calendar efficiency by planning for potential no-shows or managing queues.

# Cancelling Meetings Made with Booking Calendars

> Managing meeting cancellations effectively ensures that all parties are informed and updated. This article will help you to understand the effects of cancell...

[Cancelling Meetings Made with Booking Calendars](https://www.youtube-nocookie.com/embed/ol251Eat_m0?wmode=opaque)

Managing meeting cancellations effectively ensures that all parties are informed and updated. This article will help you to understand the effects of cancelling meetings and how to properly cancel them.

***

## Effects of Cancelling a Meeting

[Section titled “Effects of Cancelling a Meeting”](#effects-of-cancelling-a-meeting)

When a meeting that was made using a Booking Calendar is cancelled:

* **Calendar Update:** The calendar event’s status changes to **free**, and **CANCELLED** is added to the event title for easy identification.
* **Guest Notification:** Cancelation notifications are sent to the guest based on the [**Guest notification template**](https://help.oncehub.com/product/booking-calendars/notifications/booking-calendar-guest-notifications/) that was used by the Booking Calendar.
* **User Notification:** Cancellations notifications are sent to the hosts based on their [**User Notifications**](https://help.oncehub.com/profile-management/booking-calendar-user-notifications/) settings.

***

## How to Cancel a Meeting from Your Connected Calendar Application

[Section titled “How to Cancel a Meeting from Your Connected Calendar Application”](#how-to-cancel-a-meeting-from-your-connected-calendar-application)

If you are using the Two-Way Sync feature found within **User Integrations** in your account, you can cancel a meeting directly from your connected calendar.

1. Open your calendar application.
2. Locate the scheduled event for the meeting.
3. Delete the event to cancel the meeting.

Once deleted, the cancellation will sync automatically with OnceHub and notify the relevant parties.

Note

This feature is not available for hosts that make use of iCloud Calendars.

***

## How to Cancel a Meeting from Within OnceHub

[Section titled “How to Cancel a Meeting from Within OnceHub”](#how-to-cancel-a-meeting-from-within-oncehub)

You can also cancel a meeting directly in OnceHub through the following steps:

### Navigating to the Meeting

[Section titled “Navigating to the Meeting”](#navigating-to-the-meeting)

1. Click on **Activities** in the left-hand navigation menu.
2. Select the meeting you want to cancel from your list of activities.

### Canceling the Meeting

[Section titled “Canceling the Meeting”](#canceling-the-meeting)

1. Click the **Cancel** button near the top of the meeting information pane.
2. Enter a **Cancellation Reason** in the pop-up.
3. Click **Cancel the meeting** to confirm.

# Reassigning Meetings Made with Booking Calendars

> Managing meeting reassignments effectively ensures that all parties are informed and updated. This article will help you to understand the effects of reassig...

[Reassigning Meetings Made with Booking Calendars](https://www.youtube-nocookie.com/embed/bplBzPvTFcc?wmode=opaque)

Managing meeting reassignments effectively ensures that all parties are informed and updated. This article will help you to understand the effects of reassigning meetings and how to properly reassign them.

Note

Meeting reassignment is only available on selected plans.

## Effects of Reassigning a Meeting

[Section titled “Effects of Reassigning a Meeting”](#effects-of-reassigning-a-meeting)

When you reassign a meeting that was made using a Booking Calendar, several updates occur automatically. Here’s what to expect:

* **Calendar Update:** The original calendar event is deleted, and a new calendar event is created using the new host’s integrated calendar.
* **Guest Notification:** Reassignment notifications are sent to the guest based on the [**Guest notification template**](https://help.oncehub.com/product/booking-calendars/notifications/booking-calendar-guest-notifications/) that was used by the Booking Calendar.
* **User Notification:** Reassignment notifications are sent to the hosts based on their [**User Notifications**](https://help.oncehub.com/profile-management/booking-calendar-user-notifications/) settings.

***

## How to Reassign a Meeting to a New Host

[Section titled “How to Reassign a Meeting to a New Host”](#how-to-reassign-a-meeting-to-a-new-host)

Follow these steps to smoothly reassign a meeting to a new host while ensuring all relevant details are updated.

### Navigating to the Meeting

[Section titled “Navigating to the Meeting”](#navigating-to-the-meeting)

1. Click on **Activities** in the left-hand navigation menu.
2. Select the meeting you want to reassign from your list of activities.

### Reassigning the Meeting to a new Host

[Section titled “Reassigning the Meeting to a new Host”](#reassigning-the-meeting-to-a-new-host)

1. Click the **Reassign** button near the top of the meeting information pane.
2. Select the new host in the pop-up.
3. Click on **Next**.

### Updating the Meeting Location

[Section titled “Updating the Meeting Location”](#updating-the-meeting-location)

When reassigning you can decide how to manage the Meeting location:

* Keep the original location
* Generate a new meeting link using the new host’s video conferencing integrations.

### Confirming the Reassignment

[Section titled “Confirming the Reassignment”](#confirming-the-reassignment)

Once you’ve selected your preferred location option, click **Reassign** to confirm the changes.

# Rescheduling Meetings Made with Booking Calendars

> Managing meeting reschedules effectively ensures that all parties are informed and updated. This article will help you to understand the effects of reschedul...

[Rescheduling Meetings Made with Booking Calendars](https://www.youtube-nocookie.com/embed/gba54BSFiqw?wmode=opaque)

Managing meeting reschedules effectively ensures that all parties are informed and updated. This article will help you to understand the effects of rescheduling meetings and how to properly reschedule them.

***

## Effects of Rescheduling a Meeting

[Section titled “Effects of Rescheduling a Meeting”](#effects-of-rescheduling-a-meeting)

When you reschedule a meeting that was made using a Booking Calendar, several updates occur automatically. Here’s what to expect:

* **Calendar Update:** The calendar event is updated to the new time slot.
* **Guest Notification:** Notifications about the reschedule are sent to the guest based on the [**Guest notification template**](https://help.oncehub.com/product/booking-calendars/notifications/booking-calendar-guest-notifications/) that was used by the Booking Calendar.
* **User Notification:** Notifications are sent to the hosts based on their [**User Notifications**](https://help.oncehub.com/profile-management/booking-calendar-user-notifications/) settings.

***

## How to Reschedule a Meeting on Behalf of the Guest

[Section titled “How to Reschedule a Meeting on Behalf of the Guest”](#how-to-reschedule-a-meeting-on-behalf-of-the-guest)

OnceHub simplifies rescheduling meetings. If you’ve already discussed a new time or are currently on a call with your guest, you can easily reschedule on their behalf.

### Rescheduling a Meeting from Within OnceHub

[Section titled “Rescheduling a Meeting from Within OnceHub”](#rescheduling-a-meeting-from-within-oncehub)

You can reschedule a meeting directly in OnceHub by following these steps:

**Navigating to the Meeting**

1. Click on **Activities** in the left-hand navigation menu.
2. Select the meeting you want to reschedule from your list of activities.

**Rescheduling the Meeting**

1. Click the **Reschedule** button near the top of the meeting information pane.
2. Select **Reschedule on behalf of the guest**.
3. Click on **Next**.
4. Select the new date and time for the meeting.
5. Provide the **Reschedule reason**.
6. Click on **Reschedule** to confirm.

### Rescheduling a Meeting from Your Connected Calendar Application

[Section titled “Rescheduling a Meeting from Your Connected Calendar Application”](#rescheduling-a-meeting-from-your-connected-calendar-application)

If you are using the Two-Way Sync feature found within **User Integrations** in your account, you can reschedule a meeting directly from your connected calendar.

1. Open your calendar application.
2. Locate the scheduled event for the meeting.
3. Move the event to the desired time slot to update the meeting.

The change will sync automatically with OnceHub and notify the relevant parties.

**Note:** This feature is not available for hosts that make use of iCloud Calendars.

***

## How to Send a Reschedule Request to your Guest

[Section titled “How to Send a Reschedule Request to your Guest”](#how-to-send-a-reschedule-request-to-your-guest)

Note

This feature is not available for hosts that make use of iCloud Calendars.

Should you need to reschedule a meeting with your guest and are unsure of their availability, you can send them a reschedule request, allowing them to choose a new time at their convenience.

### Navigating to the Meeting

[Section titled “Navigating to the Meeting”](#navigating-to-the-meeting)

1. Click on **Activities** in the left-hand navigation menu.
2. Select the meeting you want to reschedule from your list of activities.

### Rescheduling the Meeting

[Section titled “Rescheduling the Meeting”](#rescheduling-the-meeting)

1. Click the **Reschedule** button near the top of the meeting information pane.
2. Select **Ask the guest to reschedule**.
3. Click on **Next**.
4. Provide the **Reschedule Reason**.
5. Click on **Cancel and request reschedule** to send the request to them.

After the request is sent, the original meeting will be cancelled and the calendar event updated. A new meeting will be created once the guest books using the request notification that was sent to them. Reschedule notifications are sent using the contact information currently stored in OnceHub. SMS updates will only be delivered if the customer opted into receiving them during the initial booking process.

Reschedule notifications are sent using the contact information currently stored in OnceHub. SMS updates will only be delivered if the customer opted into receiving them during the initial booking process.

# Phone Booking Conversation Summary and Recording

> Reviewing your Phone Booking recordings can provide valuable information on guest preferences, such as preferred services or times slots.

Reviewing your Phone Booking recordings can provide valuable information on guest preferences, such as preferred services or times slots. This allows you to identify gaps in your current setup and make adjustments to better facilitate successful bookings.

***

## Managing Phone Booking Recordings and Transcripts

[Section titled “Managing Phone Booking Recordings and Transcripts”](#managing-phone-booking-recordings-and-transcripts)

Navigate to **Activities** in the left-hand menu and select **Phone Calls**.

Once you select a Phone Call activity, the following capabilities are provided to analyze the conversation:

* **Transcript Summary:** A high level summary of the call’s outcome, including its success status and details on scheduling results or messages left. ![](https://help.oncehub.com/_astro/1772101200380.BCEhEQb0_23uqeK.webp)
* **Recording Playback:** A two-channel recording with a visual display of the phone call audio that distinguishes between the AI assistant and the caller. ![](https://help.oncehub.com/_astro/1772101200390.C80ibZu7_2p43Qe.webp)
* **Transcript Sync:** As you play the recording, the activity pane highlights the corresponding transcript text in real-time.
* **.OGG Export:** You can download any recording in a standard .ogg format for external review or training purposes.

# Understanding Test Activity Behavior in Chatbots and Routing Forms

> When you test your Chatbots and Routing Forms, the activities generated are specifically flagged as Test Activity within your Activities.

When you test your [**Chatbots**](https://help.oncehub.com/product/chatbots/introduction-to-chatbots/) and [**Routing Forms**](https://help.oncehub.com/product/routing-forms/introduction-to-routing-forms/introduction-to-routing-forms/), the activities generated are specifically flagged as **Test Activity** within your [**Activities**](https://help.oncehub.com/activities-analytics/activity-management/managing-guest-activities/). Understanding how these test activities interact with your integrations and reporting tools is crucial for maintaining accurate data.

**Tip:** We recommend always using the same email address for test activities . Doing so will allow you to easily identify it within exports and your integrations.

***

## How Test Activities Interact with Integrations (CRM, Zapier, and Webhooks)

[Section titled “How Test Activities Interact with Integrations (CRM, Zapier, and Webhooks)”](#how-test-activities-interact-with-integrations-crm-zapier-and-webhooks)

When you run a test, your integrations will process some information, but they **will not** mark the activity as a test.

* **Meeting details** are sent to your integration.
* **Contact information** is **not** sent to your integration.
* The activity will **not** be labeled as **Test Activity** within the integration.

***

## How Test Activities Interact with Email and SMS Notifications

[Section titled “How Test Activities Interact with Email and SMS Notifications”](#how-test-activities-interact-with-email-and-sms-notifications)

All notifications that you have configured will be sent out when a test activity occurs. This helps you confirm that your notification settings are working correctly.

***

## How Test Activities Interact with Booking Analytics and Exports

[Section titled “How Test Activities Interact with Booking Analytics and Exports”](#how-test-activities-interact-with-booking-analytics-and-exports)

Test activities are included in your Booking Analytics and analytics exports. However, these reports do not label test activities as **Test Activity**.

# Reporting Analytics

> Reporting Analytics documentation and guides.

[Where Are My Guests Booking From](https://help.oncehub.com/activities-analytics/reporting-analytics/where-are-my-guests-booking-from)

[Booking Analytics](https://help.oncehub.com/activities-analytics/reporting-analytics/booking-analytics)

[Capacity Planning for Optimizing Staffing Level](https://help.oncehub.com/activities-analytics/reporting-analytics/capacity-planning-for-optimizing-staffing-level)

# Booking Analytics

> The Booking analytics page allows you to view all bookings associated with your account, providing a clear and organized display of your booking data.

The Booking analytics page allows you to view all bookings associated with your account, providing a clear and organized display of your booking data. With various filtering and viewing options, you can easily view and analyze trends. Whether you’re looking to track recent activity or historical data, this page offers the flexibility and control you need to stay on top of your booking analytics.

## Restrictions based on [user roles](https://help.oncehub.com/account-administration/user-management/user-roles-overview/)

[Section titled “Restrictions based on user roles”](#restrictions-based-on-user-roles)

**Administrators:** OnceHub administrators can see all the bookings in the account with no restrictions

**Team managers:** Team managers can see their own bookings and those owned by team members that they manage, but can’t see bookings outside of that.

**Member users:** Members can see only their own bookings. Certain steps, such as filtering by booking owner, are not available to them.

***

**Viewing your Booking Analytics**

## View Bookings by Creation date

[Section titled “View Bookings by Creation date”](#view-bookings-by-creation-date)

You can view bookings based on their creation date.

**How to use:**

* In the **View by** section, choose **Creation date**.
* From the **Time range** drop-down menu, set your preferred date range to view bookings created within that time frame. You can create a custom date range under the Specific dates option.
* Click **Done** once you have made your selection.

## View Bookings by Meeting date

[Section titled “View Bookings by Meeting date”](#view-bookings-by-meeting-date)

You can also view bookings based on the date they are scheduled to occur.

**How to use:**

* In the **View by** section, choose Meeting date.
* From the **Time range** drop-down menu, set your preferred date range to view bookings scheduled within that time frame.
* Click **Done** once you have made your selection.
  * Note that you can view past meetings, as well as upcoming meetings, or create a custom date range under the Specific dates option.

## **Set the Chart Time Range**

[Section titled “Set the Chart Time Range”](#set-the-chart-time-range)

Once you’ve set the creation or meeting date, the results will be displayed in a chart. At the top of the chart, you can select the time frame you want your data to be displayed in:

* Last 7 days
* Last 30 days
* Last 90 days
* Specific dates

***

## Filtering the Results

[Section titled “Filtering the Results”](#filtering-the-results)

The Booking analytics page also offers a wide range of filtering options to help you make a deeper analysis of your bookings . You can filter results by booking status (e.g., completed, canceled, or rescheduled), by the scheduling tools, and meeting host. You can also enter in UTM parameters and filter results by them.

These filters allow you to refine your data view to focus on the exact information you need, helping you understand the performance of a specific event type, tracking bookings from different booking links, or analyzing the schedules of individual meeting hosts.

**Adding filters:**

* Click on the Filter drop-down menu below the View by section.
* Select the category you want to filter by, then select the specific filter you want to add.
* Click **Done** to add the filter.
* The added filter will appear alongside the drop-down menu.
  * Click the pencil icon to edit it, or the **X** icon to remove it.
* You can add as many filters as you need to refine your analytics results.

***

### Viewing and Saving your Results

[Section titled “Viewing and Saving your Results”](#viewing-and-saving-your-results)

Once you have adjusted the View by dates, set a time range, and added filters, all of the relevant data will be displayed in a chart. At the top right of the chart, you can select the time frame you want your data to be displayed in: Quarterly, Monthly, Weekly, or Daily.

**If you want to save the current filter configuration:**

1. Click on **Save as** next to the applied filters.
2. Enter a **View Name**.
3. Click on **Save**.

When you hover over sections of the chart, a tooltip will appear, providing specific insights into that column of data. When you click View inside the tooltip, you will be taken to the [**activity stream**](https://help.oncehub.com/activities-analytics/activity-management/managing-guest-activities/), where the specific bookings included in the column of data will be displayed. Here, you can see more specifics about the bookings and [**manage them**](https://help.oncehub.com/activities-analytics/activity-management/meeting-management/).

***

### Exporting your Booking Analytics Data

[Section titled “Exporting your Booking Analytics Data”](#exporting-your-booking-analytics-data)

You can export the data of any of the tables by using the **Export** option located at the top-right of the individual tables.

The data can be exported in the following formats:

* CSV
* Excel spreadsheet

***

## Practical use cases

[Section titled “Practical use cases”](#practical-use-cases)

### 1. Monitor recent booking activity

[Section titled “1. Monitor recent booking activity”](#1-monitor-recent-booking-activity)

If you’re interested in monitoring your booking trends, use the “Last 7 days” or “Last month” time range. This is particularly helpful if you’ve been running a promotion or marketing campaign and want to track its impact on bookings.

### 2. Identify seasonal trends

[Section titled “2. Identify seasonal trends”](#2-identify-seasonal-trends)

Use the quarterly view to look for patterns and trends in your bookings over time. This can help you understand seasonality in your business, allowing you to plan resources, staffing, or marketing efforts accordingly.

## Frequently Asked Questions (FAQs)

[Section titled “Frequently Asked Questions (FAQs)”](#frequently-asked-questions-faqs)

**Can I see canceled or rescheduled bookings in the analytics?**

**A:** Yes, the Booking analytics page allows you to filter by booking status, including completed, canceled, no-show, or rescheduled bookings. (Note that rescheduled bookings will only retain that status from the time that they are rescheduled until they are completed, at which point the status will change). This helps you get a full picture of your booking activity, even for appointments that didn’t go as planned.

**How far back can I view my booking history?**

**A:** You can view your entire booking history from the moment you started using our platform. Simply adjust the date range to include the desired timeframe.

# Capacity Planning for Optimizing Staffing Level

> The Capacity Planning report helps you to analyze gaps, anticipate demand, and optimize your staffing levels by allowing you to:

The **Capacity Planning** report helps you to analyze gaps, anticipate demand, and optimize your staffing levels by allowing you to:

* View the upcoming capacity of a Booking Calendar.
* Compare the upcoming capacity to past demand of a Booking Calendar.

This feature is especially useful for team scheduling scenarios such as consulting, sales, healthcare, or customer success, where managing staff availability and meeting capacity is critical.

***

## How to View Upcoming Booking Calendar Capacity

[Section titled “How to View Upcoming Booking Calendar Capacity”](#how-to-view-upcoming-booking-calendar-capacity)

**Navigating to Capacity Planning**

1. Click **Analytics** in the left-hand navigation menu.
2. Select **Capacity Planning**.

**Capacity Planning** displays estimated available booking slots for the selected Booking Calendar. Each color-coded block represents a time frame (based on the selected View) and reflects utilization.

Hovering over a block shows detailed metrics, such as:

* Utilization percentage.
* The number of bookings made vs. the total available capacity.

Note

This is only an estimation of available capacity and may change depending on the actual booking times and calendar settings such as [**Workload rules**](https://help.oncehub.com/product/booking-calendars/booking-settings/booking-calendar-workload-management/), [**Starting, and Buffer Times**](https://help.oncehub.com/product/booking-calendars/booking-settings/booking-calendar-timeframe-and-timeslot-preferences/).

## How to Adjust the View of Capacity Planning Report

[Section titled “How to Adjust the View of Capacity Planning Report”](#how-to-adjust-the-view-of-capacity-planning-report)

### Selecting the Booking Calendar

[Section titled “Selecting the Booking Calendar”](#selecting-the-booking-calendar)

Use the **Booking Calendar** dropdown at the top of **Capacity Planning** to choose which Booking Calendar’s capacity you want to view.

### Choosing a Time Range

[Section titled “Choosing a Time Range”](#choosing-a-time-range)

Use the **View by** toggle at the top of the pane to switch between the following 2 views:

* **Day:** Shows daily capacity for the upcoming week in hourly blocks.
* **Week:** Shows weekly capacity for the upcoming month in daily blocks.

### Adjusting the Display Hours (Day View Only)

[Section titled “Adjusting the Display Hours (Day View Only)”](#adjusting-the-display-hours-day-view-only)

1. Click **Display Hours** on the left side of the pane.
2. Select the hours you want to display.
3. Click **Apply** to update the view.

Note

The display hours you select persist in your browser for future sessions.

## How to Compare Booking Calendar Capacity to Past Demand

[Section titled “How to Compare Booking Calendar Capacity to Past Demand”](#how-to-compare-booking-calendar-capacity-to-past-demand)

You can compare your upcoming booking capacity to similar historical booking data for a specific time frame. This helps you identify potential staffing gaps and adjust availability.

**Enabling the Comparison**

1. Select the **Compare with** checkbox.
2. Choose the past time range to compare, from the adjacent dropdown.
3. Click **Done** to apply the comparison.

When enabled, each block shows a comparison indicator, to help you compare past demand with current capacity.

* **Red Indicator:** **Under Capacity -** Your Booking Calendar has received **at least 20% more** meetings in the past compared to the capacity you have now.
* **Blue Indicator:** **Over Capacity** - Your Booking Calendar has received **at least 20% less** meetings in the past compared to the capacity you have now
* **No Indicator:** Your Booking Calendar has received meetings **within the 20% range** in the past compared to the capacity you have now.

# Where Are My Guests Booking From

> To get the most out of your marketing, it's important to know where your bookings originate.

To get the most out of your marketing, it’s important to know where your bookings originate.

Using OnceHub’s **Booking Analytics** feature combined with **UTM parameters**, you can better understand your booking traffic, identify visitor sources, and make data-driven decisions.

***

## Booking Analytics

[Section titled “Booking Analytics”](#booking-analytics)

The [**Booking Analytics**](https://help.oncehub.com/activities-analytics/reporting-analytics/booking-analytics/) feature, found in the left-hand menu of your OnceHub account, provides detailed insights into your booking traffic and visitor sources. Using filters, you can analyze data and identify trends.

### Using UTM Parameters with Booking Analytics

[Section titled “Using UTM Parameters with Booking Analytics”](#using-utm-parameters-with-booking-analytics)

Combine Booking Analytics with UTM parameters for even more powerful tracking.

UTM parameters are tags added to your booking URLs that track the source, medium, and campaign of each visitor. This allows you to pinpoint the exact origin of each booking.

Learn how to add [**UTM parameters**](https://help.oncehub.com/product/booking-calendars/sharing-embedding/adding-utms-to-your-booking-calendar/) to your Booking Calendar.

### Benefits of Using UTM Parameters

[Section titled “Benefits of Using UTM Parameters”](#benefits-of-using-utm-parameters)

* Gain insights into which campaigns and platforms drive the most bookings.
* Evaluate the success of your marketing efforts.
* Make data-driven decisions to optimize your strategies.

***

## Tracking Bookings with External Redirects

[Section titled “Tracking Bookings with External Redirects”](#tracking-bookings-with-external-redirects)

You can also track booking sources using external tools. Redirect guests to an external URL after they book, such as a “Thank You” page on your website.

OnceHub automatically adds any captured UTM parameters to this URL, allowing you to use your own analytics tools to track booking sources.

See our [**Booking Calendar redirect guide** ](https://help.oncehub.com/product/booking-calendars/booking-forms/booking-calendar-redirect/)for more information.

***

## Tracking Bookings with Duplicate Booking Objects

[Section titled “Tracking Bookings with Duplicate Booking Objects”](#tracking-bookings-with-duplicate-booking-objects)

If you have a simple setup using one or two booking links and prefer not to use UTM parameters for tracking, duplicating booking links can be an effective alternative.

You can duplicate booking calendars to track bookings from specific sources or campaigns.

1. ### Duplicate Your Booking Calendar

   [Section titled “Duplicate Your Booking Calendar”](#duplicate-your-booking-calendar)

   * Navigate to the **Booking Calendars Lobby** using the left-hand menu.
   * Find the booking calendar you wish to duplicate, click on the three dots (…), and select **Duplicate**.

2. ### Assign Meaningful Names

   [Section titled “Assign Meaningful Names”](#assign-meaningful-names)

   * Name each duplicated calendar based on its purpose or source. For example, “John’s Booking Calendar – Website Visitors” or “Marketing Campaign Calendar” can help you easily identify their origin.

3. ### Share Your Booking Calendars

   [Section titled “Share Your Booking Calendars”](#share-your-booking-calendars)

   * Use **Page Designer** to copy the URL for sharing your calendar as a standalone page.
   * Alternatively, use **Embed Designer** to generate the embed code to place on your website.

Once you’ve shared your duplicated Booking objects and have started receiving bookings, you can use Booking Analytics to monitor performance. Navigate to Booking Analytics in your account and filter by the names you assigned to your calendars or pages to see booking insights for each object.

# Billing

> Billing documentation and guides.

[Managing Your Subscription](https://help.oncehub.com/billing/managing-your-subscription)

[Managing Seats in OnceHub](https://help.oncehub.com/billing/managing-seats-in-oncehub)

[Managing Phone Numbers](https://help.oncehub.com/billing/managing-phone-numbers)

[Managing Payment Methods](https://help.oncehub.com/billing/managing-payment-methods)

[SMS Credits in OnceHub](https://help.oncehub.com/billing/sms-credits-in-oncehub)

[SMS Delivery: Statuses, Troubleshooting, and Regional Guidelines](https://help.oncehub.com/billing/sms-delivery-statuses-troubleshooting-and-regional-guidelines)

[Accessing and Exporting Your Centralized SMS Logs](https://help.oncehub.com/billing/accessing-and-exporting-your-centralized-sms-logs)

[Canceling your Subscription](https://help.oncehub.com/billing/canceling-your-subscription)

[Deleting Your Account](https://help.oncehub.com/billing/deleting-your-account)

# Accessing and Exporting Your Centralized SMS Logs

> The SMS Logs screen provides a centralized record of all SMS notifications sent from your OnceHub account.

The **SMS Logs** screen provides a centralized record of all SMS notifications sent from your OnceHub account.

## How To View SMS Logs

[Section titled “How To View SMS Logs”](#how-to-view-sms-logs)

You can access your consolidated SMS transaction logs using the following steps:

1. Click the **gear icon** in the top-right corner.
2. Select **Billing/ Subscription** from the menu.
3. In the SMS section, click the **View SMS log** link.
4. The SMS log screen displays all transactions, defaulting to the **last 7 days**.

Use the available **Time Range** selector and/ or **Filter By (phone number)** to quickly filter specific transactions.

## How To Export SMS Logs

[Section titled “How To Export SMS Logs”](#how-to-export-sms-logs)

Full SMS message content is **not displayed** in the SMS Logs view. To view the complete message text, you must export the SMS logs using the following steps:-

1. Click **Export CSV** link in the top-right corner to download the filtered results as a CSV file.

While the on-screen log provides a quick summary, the exported CSV file contains a comprehensive record for auditing and compliance. Every export includes:

* **Timeline & Status:** Date, time and delivery status.
* **Sender Information:** Sender name and sender email.
* **Recipient Information:** Recipient name, phone number and email.
* **Message Details:** Full SMS content, total characters and SMS credits used.

## Programmatic Access to SMS Logs (API)

[Section titled “Programmatic Access to SMS Logs (API)”](#programmatic-access-to-sms-logs-api)

OnceHub supports programmatic access to SMS notification logs for organizations that need automated or large-scale retrieval of SMS data. Integrating with our API allows you to sync SMS records directly with your internal systems.

This allows you to:

* Retrieve SMS logs directly from your OnceHub account
* Filter results by **date**, **recipient** and **recipient type**
* Access **full SMS message content** to meet compliance and auditing requirements

For endpoint specifications, authentication headers and code samples, please visit the [**OnceHub Developer Documentation**](https://help.oncehub.com/developers/api/#tag/notifications/GET/notifications/sms).

# Canceling your Subscription

> This guide explains how to cancel your paid subscription. If you're on a free trial or the basic plan, you'll need to delete your account instead.

This guide explains how to cancel your paid subscription. If you’re on a free trial or the basic plan, you’ll need to delete your account instead.

***

## Important Things to Know Before Canceling

[Section titled “Important Things to Know Before Canceling”](#important-things-to-know-before-canceling)

Before you cancel, here are some key details to keep in mind:

**Account Ownership**

Only the Account Owner has the ability to cancel the subscription.

**Account Retention Timeline**

If you cancel your subscription or a payment fails, your account will be **suspended for 30 days**. After this period, it will be permanently deleted.

**Billing and Adjustments**

Even if you cancel, any outstanding charges for **added seats or prorated adjustments** will still be processed.

**Resuming Your Subscription**

You can resume your subscription at any time before the end of the billing cycle.

***

## How to Cancel Your Subscription

[Section titled “How to Cancel Your Subscription”](#how-to-cancel-your-subscription)

Follow these steps to cancel your paid plan:

**Navigating to Billing**

1. Click on the gear icon in the top right.
2. Select **Billing**.

**Cancelling the subscription**

1. Scroll to the bottom of **Billing**.
2. Click on **Cancel subscription**.

On the cancellation page, you’ll see important information, including:

* How long your account will remain active (you can continue using it until the end of your billing cycle).
* When your account will be permanently deleted if not reactivated.

**Confirming the cancellation**

1. Check the box labeled **Yes, I want to cancel** to confirm your intent to cancel.
2. Provide feedback as to why you are cancelling your subscription (optional).
3. Click the **Cancel subscription** button to finalize the process.

***

## After Canceling Your Subscription

[Section titled “After Canceling Your Subscription”](#after-canceling-your-subscription)

Here’s what happens after you cancel:

**Account Suspended State**

After the billing cycle ends, your account enters a 30-day suspended state. During this time, you can reactivate the subscription by clicking **Reactivate subscription** and selecting the number of seats you need. The payment method linked to your account will then be charged.

**Account Deletion**

If the subscription is not reactivated during the 30-day suspension period, your account will be permanently deleted.

***

## For Free Trial or Basic Plan Users

[Section titled “For Free Trial or Basic Plan Users”](#for-free-trial-or-basic-plan-users)

If you are on the free trial or basic plan and wish to stop using our services, you will need to delete your account instead of canceling a subscription. Please see our [**Delete Your Account**](https://help.oncehub.com/billing/deleting-your-account/) article for a detailed guide.

# Deleting Your Account

> This guide explains how to delete your account if you are on a free trial or the basic plan. If you're on a paid plan, you'll need to cancel your subscriptio...

[Deleting your Account](https://www.youtube-nocookie.com/embed/cJqwKoCGNcc?wmode=opaque)

This guide explains how to delete your account if you are on a free trial or the basic plan. If you’re on a paid plan, you’ll need to cancel your subscription instead.

You can delete your account through either the **Settings and Permissions** or the **Billing** sections of your account settings.

## Deletion via Settings and Permissions

[Section titled “Deletion via Settings and Permissions”](#deletion-via-settings-and-permissions)

1. Click the gear icon located in the top-right corner.
2. Select **Account Permissions**.
3. Click **Delete account**.
4. Follow the on-screen prompts to complete the deletion process.

## Deletion via Billing

[Section titled “Deletion via Billing”](#deletion-via-billing)

1. Click the gear icon in the top-right corner.
2. Select **Billing**.
3. Click the three horizontal dots positioned near Billing in the top-left corner.
4. Click **Delete account**.
5. Follow the on-screen prompts to finalize the account deletion.

***

## Important Considerations Before Deleting

[Section titled “Important Considerations Before Deleting”](#important-considerations-before-deleting)

### Account deletion permanently removes

[Section titled “Account deletion permanently removes”](#account-deletion-permanently-removes)

* All data stored within OnceHub.
* Booking Calendars, Chatbots and Routing forms.
* Stored credit card and billing information.
* All user accounts and associated personal data.

Note

Scheduled meetings that have already synced with external calendars, such as Google Calendar, will remain unaffected.

***

## Alternative to Deleting Your Account

[Section titled “Alternative to Deleting Your Account”](#alternative-to-deleting-your-account)

If you’d like to preserve the account but you are not actively using it, you can reduce your Seats to 1 to reduce the monthly charge while keeping the account active.

This can be done from the **Billing** section found by clicking on the gear icon, then **Billing**.

***

## For Paid Plan Users

[Section titled “For Paid Plan Users”](#for-paid-plan-users)

If you are on the paid plan and wish to stop using our services, you will need to cancel your subscription instead of deleting your account. Please see our [**Cancelling Your Subscription**](https://help.oncehub.com/billing/canceling-your-subscription/) article for a detailed guide.

***

## Frequently Asked Questions (FAQs)

[Section titled “Frequently Asked Questions (FAQs)”](#frequently-asked-questions-faqs)

**Can I recover my data after deleting my account?**

**A:** No, account deletion is permanent. All data, including Booking Calendars and personal information, will be permanently erased.

**Will scheduled meetings still take place if I delete my account?**

**A:** Yes, any scheduled meetings already synced with external calendars (e.g., Google Calendar, Outlook) will remain unaffected. However, OnceHub will no longer manage these events.

**Can I delete my account if I am not the Account Owner?**

**A:** No. Only the Account Owner can delete the account. If you’re a regular user, contact your Account Owner for assistance.

**How long is my account data retained after the account is deleted?**

**A:** Your account data is retained for:

* 30 days after the free trial has expired.
* 6 months of no activity in the free Basic plan.

# Managing Payment Methods

> OnceHub supports a variety of payment methods, giving you the flexibility to update them as needed. However, if you’re using PayPal, keep in mind that subscr...

[Managing Payment Methods](https://www.youtube-nocookie.com/embed/1LxBqHe4bq0?wmode=opaque)

OnceHub supports a variety of payment methods, giving you the flexibility to update them as needed. However, if you’re using PayPal, keep in mind that subscription changes cannot be made within 7 days of your renewal date.

***

## Accepted Payment Methods

[Section titled “Accepted Payment Methods”](#accepted-payment-methods)

* Credit Cards (e.g., Visa, MasterCard, etc.)
* PayPal

***

## How to Access and Manage Payment Methods

[Section titled “How to Access and Manage Payment Methods”](#how-to-access-and-manage-payment-methods)

**Follow these simple steps to manage your payment methods**

1. Click the gear icon in the top-right corner of your OnceHub account, then select **Billing**.
2. From the left-hand menu, choose **Payment Methods**.

***

## Adding a New Payment Method

[Section titled “Adding a New Payment Method”](#adding-a-new-payment-method)

**To add a new payment method**

1. Go to the **Payment Methods** section.
2. Click the **Add payment method** button.

***

## Managing Multiple Payment Methods

[Section titled “Managing Multiple Payment Methods”](#managing-multiple-payment-methods)

If you’ve added more than one payment method, one will serve as your primary payment method, which will be used for all payments. Secondary payment methods act as backups in case your primary method fails, ensuring uninterrupted service.

### To change your Primary Payment Method

[Section titled “To change your Primary Payment Method”](#to-change-your-primary-payment-method)

1. Click the three dots (… ) next to the payment method you want to set as primary.
2. Select **Make primary** from the dropdown menu.

### Removing a Payment Method

[Section titled “Removing a Payment Method”](#removing-a-payment-method)

* You can remove any payment method except the primary one.
* To remove it, click the three dots (… ) next to the payment method and select **Remove**.

***

## Benefits of Storing Multiple Payment Methods

[Section titled “Benefits of Storing Multiple Payment Methods”](#benefits-of-storing-multiple-payment-methods)

**Storing multiple payment methods offers**

* Uninterrupted subscription payment if your primary payment fails.
* Convenience when switching payment methods for purchases.
* Peace of mind that your account remains active without interruptions.

# Managing Phone Numbers

> Phone numbers can be used with Booking Calendars and Booking Hubs to handle inbound calls via Phone Booking.

Phone numbers can be used with **Booking Calendars** and **Booking Hubs** to handle inbound calls via **Phone Booking**. By assigning a phone number to your booking links, you can automate scheduling through your voice channels.

## Accessing Phone Numbers

[Section titled “Accessing Phone Numbers”](#accessing-phone-numbers)

1. Click the gear icon in the top right.
2. Select **Phone Numbers** from the dropdown.

***

### Prerequisites for Generating a Phone Number

[Section titled “Prerequisites for Generating a Phone Number”](#prerequisites-for-generating-a-phone-number)

In order to generate phone numbers you will need to:

* Have the appropriate amount of Phone number licenses.
* Have the Account Owner enable **AI Voice.**

## Enabling AI Voice on Your Account

[Section titled “Enabling AI Voice on Your Account”](#enabling-ai-voice-on-your-account)

1. Click the **gear icon** in the top-right corner.
2. Select **Account Permissions** from the menu.
3. Toggle on **AI Voice**.

***

### How to Generate New Phone Numbers

[Section titled “How to Generate New Phone Numbers”](#how-to-generate-new-phone-numbers)

To generate and assign a new phone number, follow these steps:

1. Click **Generate new number** in the top right.
2. Use the dropdown on the left to select your country code.
3. Use the search option to filter the list of available numbers.
   * The filtering will only show numbers that start with what you entered in the search.
4. Select the preferred number from the filtered list.
5. Click **Select and assign** to confirm the number.
6. **Optional**: Use the **Assign to** dropdown to select the Booking Calendar or Booking Hub that will use the number.
7. Click **Assign**.

Caution

Member Users can also generate and assign available phone numbers from within their Booking Calendars.

***

### How to Manage Existing Phone Numbers

[Section titled “How to Manage Existing Phone Numbers”](#how-to-manage-existing-phone-numbers)

Existing numbers can be reassigned to different booking links or marked for deletion as your business needs change.

## Assigning Phone Numbers

[Section titled “Assigning Phone Numbers”](#assigning-phone-numbers)

1. Click the 3 dots to the right of the phone number.
2. Select **Assign** from the dropdown.
3. Use the **Assign to** dropdown to select the Booking Calendar or Booking Hub that will use the number.
4. Click **Assign**.

Tip

You can also unassign Phone Numbers at any time and then assign them to a different Booking Calendar or Booking Hub.

## Deleting Phone Numbers

[Section titled “Deleting Phone Numbers”](#deleting-phone-numbers)

1. Click the 3 dots to the right of the phone number.
2. Select **Delete number** from the dropdown.
3. Click **Confirm** to mark the number for deletion.

Note

Numbers marked for deletion will only be deleted at the end of your current billing cycle.

## Keeping Phone Numbers Marked for Deletion

[Section titled “Keeping Phone Numbers Marked for Deletion”](#keeping-phone-numbers-marked-for-deletion)

You are able to cancel the deletion process of any phone number that was marked for deletion within your current billing cycle using the following steps:

1. Click the 3 dots to the right of the phone number.
2. Select **Keep number** from the dropdown.

# Managing Seats in OnceHub

> Seats provide access to OnceHub’s scheduling and live engagement tools, required for users who directly interact with guests or accept booking appointments.

Seats provide access to OnceHub’s scheduling and live engagement tools, required for users who directly interact with guests or accept booking appointments.

Users who manage administrative tasks, such as account settings or user profiles, do not require allocated seats.

***

## How to Add or Remove Seats

[Section titled “How to Add or Remove Seats”](#how-to-add-or-remove-seats)

Follow these steps to adjust the number of seats in your subscription:

1. Click the gear icon in the top-right corner.
2. Select **Billing** from the dropdown menu.
3. Click on **Add/remove seats**.
4. Use the **-** and **+** icons to set the desired number of seats for your account.
5. When finished, click **Update subscription** to save your changes.

***

## Adjusting the Number of Seats: Subscription Effects

[Section titled “Adjusting the Number of Seats: Subscription Effects”](#adjusting-the-number-of-seats-subscription-effects)

You can modify the number of seats in your subscription at any time. Here’s how billing works based on your subscription type:

### Adding seats

[Section titled “Adding seats”](#adding-seats)

* **For Monthly Subscriptions:** Costs for additional seats will be prorated and applied during your next billing cycle.
* **For Annual Subscriptions:** You will pay a prorated adjustment immediately for any added seats.

### Removing seats

[Section titled “Removing seats”](#removing-seats)

* When removing seats, changes will take effect in future billing cycles.
* Refunds are not provided for charges that have already been processed.

***

## Assigning Seats to Users

[Section titled “Assigning Seats to Users”](#assigning-seats-to-users)

There are three ways to assign seats to users:

1. ### While Adding Users

   [Section titled “While Adding Users”](#while-adding-users)

   * Seats can be assigned to a user at the time they are added to your account.

2. ### From the Users Section

   [Section titled “From the Users Section”](#from-the-users-section)

   * Click the gear icon in the top-right corner.
   * Select **Users** from the dropdown menu.
   * Click **Assign seats**, then use the dropdown menu to assign a seat to the desired user.

3. ### From the User Profile

   [Section titled “From the User Profile”](#from-the-user-profile)

   * Click the gear icon in the top-right corner.
   * Select **Users** from the dropdown menu.
   * Click on the user you want to assign a seat to. This will open their user profile.
   * Click **Assign seat** to allocate a seat to them.

***

## Unassigning Seats from Users

[Section titled “Unassigning Seats from Users”](#unassigning-seats-from-users)

**To unassign a seat from a specific user**

* Follow the above steps to access the **User Profile**.
* Once in their profile, click **Unassign seat** to remove their seat.

# Managing Your Subscription

> This article explains how you can manage your subscription in OnceHub, including steps to change your plan, adjust the number of seats, and understand the ef...

This article explains how you can manage your subscription in OnceHub, including steps to change your plan, adjust the number of seats, and understand the effects of these changes.

***

## How to Change Your Subscription Plan

[Section titled “How to Change Your Subscription Plan”](#how-to-change-your-subscription-plan)

Follow these steps to upgrade or downgrade your subscription plan:

1. ### Access the Billing Page

   [Section titled “Access the Billing Page”](#access-the-billing-page)

   * Click the gear icon in the top-right corner of the page and select **Billing** from the menu.

2. ### Select Change Plan

   [Section titled “Select Change Plan”](#select-change-plan)

   * Locate your current plan name on the Billing page and click on **Change plan**.

3. ### Review Plan Options

   [Section titled “Review Plan Options”](#review-plan-options)

   * You will see a detailed breakdown of all available subscription plans, including the features and benefits of each.

4. ### Select the plan you would like to move to and confirm your choice:

   [Section titled “Select the plan you would like to move to and confirm your choice:”](#select-the-plan-you-would-like-to-move-to-and-confirm-your-choice)

   * If upgrading , you’ll gain immediate access to your new plan’s features.
   * If downgrading , changes will take effect at the start of the next billing cycle.

Please note that once you upgrade to a paid plan you will not be able to downgrade to the free Basic plan. You will have to cancel your subscription and sign up again.

***

## Adding or Removing Seats

[Section titled “Adding or Removing Seats”](#adding-or-removing-seats)

Seats are assigned to users to allow them to engage with guests through OnceHub’s scheduling and live engagement features.

* **For monthly subscriptions:** The cost for additional seats will be prorated and billed during your next billing cycle.
* **For annual subscriptions:** You’ll immediately pay a prorated adjustment for the added seats.
* **Removing seats:** It will only take effect in future billing cycles. Refunds are not provided for charges that have already been processed.

You can make adjustments to the number of seats in your subscription at any time. For more information on seats, please see our [**Managing Seats in OnceHub**](https://help.oncehub.com/billing/managing-seats-in-oncehub/) article.

***

## Adding or Removing Phone Number Licenses

[Section titled “Adding or Removing Phone Number Licenses”](#adding-or-removing-phone-number-licenses)

Phone number licenses are required to generate phone numbers that can be used with **Booking Calendars** and **Booking Hubs** to handle inbound calls via Phone Booking.

* **For monthly subscriptions**: The cost for additional licenses will be prorated and billed during your next billing cycle.
* **For annual subscriptions:** You’ll immediately pay a prorated adjustment for the added licenses.
* **Removing phone number licenses:** It will only take effect in future billing cycles. Refunds are not provided for charges that have already been processed.

You can make adjustments to the number of phone number licenses in your subscription at any time. For information on managing phone numbers, please see our [**Managing Phone Numbers**](https://help.oncehub.com/billing/managing-phone-numbers/) article.

***

## Switching Between Annual and Monthly Subscriptions

[Section titled “Switching Between Annual and Monthly Subscriptions”](#switching-between-annual-and-monthly-subscriptions)

You can switch between annual and monthly subscriptions at any time by navigating to the Subscription section under Billing.

### Here are a few important details to keep in mind

[Section titled “Here are a few important details to keep in mind”](#here-are-a-few-important-details-to-keep-in-mind)

* **Timing of Changes:** The switch will take effect on your next renewal date, not immediately upon making the change.
* **Discount for Annual Plans:** Annual subscriptions offer a 10% discount compared to monthly plans, providing cost savings if you choose this option.

Consider your needs and budget before making the change to ensure the plan best suits you.

***

## Effects of Changing Your Subscription

[Section titled “Effects of Changing Your Subscription”](#effects-of-changing-your-subscription)

Here’s what happens when you make changes to your subscription:

1. ### Billing Adjustment

   [Section titled “Billing Adjustment”](#billing-adjustment)

   * If you upgrade or add seats during a billing cycle, prorated adjustments will apply.
   * Downgrading a plan or reducing seats takes effect in the following billing cycle.

2. ### Feature Availability

   [Section titled “Feature Availability”](#feature-availability)

   * Upgrading grants instant access to additional features.
   * Downgrading means features only available in the higher-tier plan will be disabled at the end of your current billing period.

3. ### Payment Timing

   [Section titled “Payment Timing”](#payment-timing)

   * If you’re on an annual plan, you’ll be immediately charged for any upgrades made mid-cycle. Monthly subscribers will see such charges reflected in their next bill.

***

If you have any questions, please feel free to [**reach out to us**](https://help.oncehub.com/contact-us/).

# SMS Credits in OnceHub

> In this article, you’ll learn everything about SMS credits, including how they work, the pricing structure, and step-by-step instructions to purchase them.

In this article, you’ll learn everything about SMS credits, including how they work, the pricing structure, and step-by-step instructions to purchase them.

***

## What Are SMS Credits?

[Section titled “What Are SMS Credits?”](#what-are-sms-credits)

SMS credits allow you to send text-message notifications (e.g., booking reminders) to users and guests. Here’s what you need to know:

* **Initial Credits:** Each account starts out with 25 free credits that can be used at any time.
* **Standard SMS Definition:** One credit is deducted per SMS message, defined as a message containing 160 characters or fewer.
* **Global Pricing:** The cost per SMS is the same worldwide. No additional charges or credits are deducted based on the recipient’s location.

***

## Pricing for SMS Credits

[Section titled “Pricing for SMS Credits”](#pricing-for-sms-credits)

SMS credits are available in flexible packages to suit your needs. Below is the pricing breakdown:

| **SMS Credits** | **Cost (USD)** | **Cost Per Credit (USD)** |
| --------------- | -------------- | ------------------------- |
| 100             | $15.00         | $0.15                     |
| 200             | $25.00         | $0.125                    |
| 500             | $50.00         | $0.10                     |
| 1,000           | $90.00         | $0.09                     |
| 2,000 or more   | TBD            | $0.08                     |

***

## How to Purchase SMS Credits

[Section titled “How to Purchase SMS Credits”](#how-to-purchase-sms-credits)

[SMS Credits in OnceHub](https://www.youtube-nocookie.com/embed/fvbakKovync?wmode=opaque)

Follow these steps to buy SMS credits for sending booking notifications via text messages:

1. ### Access Billing Settings

   [Section titled “Access Billing Settings”](#access-billing-settings)

   * Click the gear icon located in the top-right corner of your account dashboard.
   * Select **Billing** from the dropdown menu.

2. ### Initiate the Purchase

   [Section titled “Initiate the Purchase”](#initiate-the-purchase)

   * Click on **Add credits** to start the purchasing process.

3. ### Choose Credit Amount

   [Section titled “Choose Credit Amount”](#choose-credit-amount)

   * From the dropdown menu, select the number of SMS credits you would like to purchase.

4. ### Confirm and Pay

   [Section titled “Confirm and Pay”](#confirm-and-pay)

   * Click **Proceed to payment**.
   * You will be directed to the payment confirmation screen to complete the transaction.

# SMS Delivery: Statuses, Troubleshooting, and Regional Guidelines

> All SMS notifications sent through your OnceHub account are recorded in your SMS logs. Use this article to help you understand delivery statuses, resolve com...

All SMS notifications sent through your OnceHub account are recorded in your [**SMS logs**](https://help.oncehub.com/billing/accessing-and-exporting-your-centralized-sms-logs/ "Accessing and Exporting Your Centralized SMS Logs"). Use this article to help you understand delivery statuses, resolve common delivery failures, identify sender information and ensure compliance with regional carrier requirements.

***

## Understanding SMS Delivery Status Definitions

[Section titled “Understanding SMS Delivery Status Definitions”](#understanding-sms-delivery-status-definitions)

Your SMS logs display one of the following statuses for every message sent:

* **Delivered:** The message has reached the recipient’s device.
* **Sent:** The message was sent but a delivery receipt is pending. This is usually a temporary status while the message is in transit.
* **Rejected:** The message was not sent because the phone number was identified as invalid.
* **Failed:** The message was sent but could not be delivered to the recipient.

## Troubleshooting Delivery Failures

[Section titled “Troubleshooting Delivery Failures”](#troubleshooting-delivery-failures)

When an SMS fails, OnceHub provides a specific error message to help you identify the cause.

| **Error Message**                        | **Meaning**                                                             | **Recommended Resolution**                                                                                                                                                                                                                                                                                                                    |
| ---------------------------------------- | ----------------------------------------------------------------------- | --------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| **Illegal Number**                       | Invalid phone format.                                                   | Verify the recipient’s number and country code.                                                                                                                                                                                                                                                                                               |
| **Absent Subscriber**                    | The number is disconnected/ inactive.                                   | Confirm the mobile number with your customer.                                                                                                                                                                                                                                                                                                 |
| **Call Barred by User**                  | Recipient blocked incoming SMS.                                         | Recipients must contact their carrier to unblock.                                                                                                                                                                                                                                                                                             |
| **Portability Error**                    | The number recently moved between carriers.                             | Database sync issue; usually resolves within 24–48 hours.                                                                                                                                                                                                                                                                                     |
| **Anti-Spam Rejection/ Invalid Message** | Carrier rejected the message because of the message content / sender ID | 1. Ensure the message doesn’t contain high-risk keywords (e.g., “loan”, “debt”). 2. See [**How to Manage Regional Limitations (Singapore & Turkey)**](https://help.oncehub.com/billing/sms-delivery-statuses-troubleshooting-and-regional-guidelines/#how-to-manage-regional-limitations-singapore--turkey) section below for specific rules. |
| **Handset Busy**                         | Device unable to receive (e.g., full inbox).                            | The system will automatically retry. If the error persists, manually try sending the message again later.                                                                                                                                                                                                                                     |
| **Network Error**                        | Carrier network congestion or outage.                                   | This is usually a temporary carrier issue. Wait a few minutes and manually resend the message.                                                                                                                                                                                                                                                |
| **Unroutable**                           | Carrier cannot route to this number.                                    | Check for regional limitations or verify the number.                                                                                                                                                                                                                                                                                          |
| **Destination Unreachable**              | General routing failure.                                                | Verify the recipient’s number is correct. If it is, attempt to resend the message after a short delay.                                                                                                                                                                                                                                        |
| **Number Blocked by Carrier**            | Carrier-level block on the device.                                      | Recipients must contact their carrier to enable SMS.                                                                                                                                                                                                                                                                                          |
| **Subscriber Opt-Out**                   | The user has unsubscribed.                                              | See [**How Guests can Opt-Out of SMS Notifications (US & Canada)**](https://help.oncehub.com/billing/sms-delivery-statuses-troubleshooting-and-regional-guidelines/#how-guests-can-opt-out-of-sms-notifications-us--canada) section below.                                                                                                    |
| **Prepaid - Insufficient funds**         | Prepaid plans cannot accept SMS.                                        | The receiver must top up their balance or check their mobile plan.                                                                                                                                                                                                                                                                            |
| **General Error**                        | Unknown carrier or internal error.                                      | Wait for 15–30 minutes, then manually resend the notification from the SMS logs. If the error persists, [**Contact OnceHub Support**](https://help.oncehub.com/contact-us/) for technical investigation.                                                                                                                                      |

***

## How to Identify OnceHub Sender Information

[Section titled “How to Identify OnceHub Sender Information”](#how-to-identify-oncehub-sender-information)

OnceHub uses consistent Sender IDs to ensure high deliverability. You can share these Sender IDs with your customers so they can whitelist them or save them as a contact to prevent messages from being flagged as spam.

* **United States:** 1-844-200-5585
* **Canada:** 1-204-272-8408
* **India:** Random Numeric Sender ID (e.g., 59039465)
* **Rest of World:** Appear with the Sender ID **OnceHub**

***

## How to Manage Regional Limitations (Singapore & Turkey)

[Section titled “How to Manage Regional Limitations (Singapore & Turkey)”](#how-to-manage-regional-limitations-singapore--turkey)

Carrier policies in certain regions may impact delivery even when a **Sent** status is displayed.

### Singapore

[Section titled “Singapore”](#singapore)

SMS deliverability is highly restricted by local authorities. Automated messages are frequently blocked at the carrier level. **Recommendation:** Because OnceHub does not differentiate notifications by region, you cannot enable email alerts for specific countries. If you have customers based in Singapore, we recommend **enabling Email Notifications** in your **Booking Calendars** to ensure they receive meeting details.

### Turkey

[Section titled “Turkey”](#turkey)

Turkish carriers strictly filter messages containing URLs, often leading to immediate delivery failure. **Requirement:** Because OnceHub does not differentiate notifications by region, you cannot apply specific SMS templates to different countries. If you have customers based in Turkey, you must ensure your **SMS templates are plain-text only** and do not include links (e.g., Cancel or Reschedule links) to avoid carrier blocks.

***

## How Guests can Opt-Out of SMS Notifications (US & Canada)

[Section titled “How Guests can Opt-Out of SMS Notifications (US & Canada)”](#how-guests-can-opt-out-of-sms-notifications-us--canada)

In compliance with carrier regulations, recipients in the US and Canada can unsubscribe from all OnceHub notifications at any time using some standard Keywords. To opt-out, recipients can reply to any SMS with: **STOP**, **END**, **QUIT**, **CANCEL**, **UNSUBSCRIBE**, **REVOKE**, or **OPT OUT**. These keywords are **not case-sensitive**.

Caution

Opting out adds the recipient to a blocklist, preventing them from receiving any further SMS alerts from your OnceHub account.

# Chatbots

> Chatbots documentation and guides.

[Configuring Your Chatbot](https://help.oncehub.com/chatbots/configuring-your-chatbot/)

# Configuring Your Chatbot

> Configuring Your Chatbot documentation and guides.

[Mapping Chatbot Questions to Object Properties](https://help.oncehub.com/chatbots/configuring-your-chatbot/mapping-chatbot-questions-to-object-properties)

# Mapping Chatbot Questions to Object Properties

> Each Question in your Chatbot can be mapped to a Contact Property to save their responses within a OnceHub Contact, as well as use it to send the data to thi...

Each Question in your Chatbot can be mapped to a Contact Property to save their responses within a OnceHub Contact, as well as use it to send the data to third party integrations such as CRMs and Zapier.

For information on creating Contact Properties, please take a look at our [**Managing Object Properties**](https://help.oncehub.com/account-administration/objects-properties/managing-object-properties/) article.

***

## Mapping a Question to a Contact Property

[Section titled “Mapping a Question to a Contact Property”](#mapping-a-question-to-a-contact-property)

Each Chatbot allows you to configure which Questions will be saved into a Contact Property using the following steps:

1. Open the **Flow Builder Tab** of the Chatbot.
2. Select the **Question** you want to save to a Contact Property.
3. Select **In the conversation and as a contact field** under **Where do you want to save the answer to this question?** in the pane on the right.
4. Select the desired **Contact Field** from the dropdown.
5. Click on **Save**.

# Contact Management

> Contact Management documentation and guides.

[Introduction To Contacts In OnceHub](https://help.oncehub.com/contact-management/introduction-to-contacts-in-oncehub)

[The Contacts Page](https://help.oncehub.com/contact-management/the-contacts-page)

[Managing Contacts In OnceHub](https://help.oncehub.com/contact-management/managing-contacts-in-oncehub)

[How To Import And Export Contacts In OnceHub](https://help.oncehub.com/contact-management/how-to-import-contacts-into-oncehub)

[The Contact Detail Page](https://help.oncehub.com/contact-management/the-contact-detail-page)

[How Contacts Are Identified In OnceHub](https://help.oncehub.com/contact-management/how-contacts-are-identified-in-oncehub)

[How OnceHub Handles Duplicate Contacts](https://help.oncehub.com/contact-management/how-oncehub-handles-duplicate-contacts)

[Scheduling Without An Email: What You Need To Know](https://help.oncehub.com/contact-management/scheduling-without-an-email-what-you-need-to-know)

# How Contacts Are Identified In OnceHub

> Learn how OnceHub automatically identifies contacts using email, mobile phone, and name to prevent duplicate records and maintain accurate guest data.

OnceHub automatically checks your contact records whenever a contact is created, updated or imported. This verification process occurs when information is submitted through Booking Calendars, Routing Forms, Chatbots, phone calls, bulk CSV imports, manual updates, or the OnceHub API. This process ensures your contact data stays accurate and prevents duplicate entries.

***

## How Contact Identification Works

[Section titled “How Contact Identification Works”](#how-contact-identification-works)

OnceHub identifies contacts by checking information in a specific order to match incoming activities to an existing Contact before creating a new one:

1. **Email address (Primary identifier):** If an email address is provided, it serves as the primary identifier. OnceHub searches for a matching email address across existing records. If a match is found, the incoming information or activity is automatically linked to that contact record.
2. **Mobile phone number (Secondary identifier):** If no email address is provided, OnceHub uses the guest’s mobile phone number to look for a matching record. This ensures that information identified by a mobile phone number is correctly associated with the same contact record.
3. **Name only (New contact creation):** If a guest provides only their name without an email address or mobile phone, OnceHub cannot identify them. In this case, a **new contact record** is created to prevent incorrect data merging.

***

## How Notifications Work with Contact Identification

[Section titled “How Notifications Work with Contact Identification”](#how-notifications-work-with-contact-identification)

OnceHub streamlines guest notifications by using existing contact information to maintain a reliable communication flow.

* **Email Notifications:** If email notifications are enabled for your guest, OnceHub automatically uses the email address stored in the contact record, even if the guest leaves the email field blank during a subsequent booking. This ensures they continue to receive booking confirmations and reminder notifications.
* **SMS Notifications:** Unlike email, SMS notifications require explicit guest consent. To remain compliant with communication regulations, OnceHub does not use previously stored consent to send SMS notifications. Guests must provide SMS consent for each scheduled meeting before OnceHub sends SMS notifications.

# How OnceHub Handles Duplicate Contacts

> Learn how OnceHub detects and merges duplicate contact records to maintain a single, accurate record for each guest.

If you update a guest’s email address or mobile phone number to one that is already associated with another contact record, OnceHub displays the **Merge Contacts** prompt. This allows you to merge duplicate contacts into a single record, helping maintain one complete record for each guest.

For an overview of how contacts are managed in OnceHub, see [**Managing Contacts in OnceHub**](https://help.oncehub.com/contact-management/managing-contacts-in-oncehub/) article.

***

## How Contacts are Identified

[Section titled “How Contacts are Identified”](#how-contacts-are-identified)

To prevent duplicate records, OnceHub automatically runs a matching process whenever an activity, import, or manual update occurs. OnceHub checks for matching record using the following sequence:

1. **Email address (Primary identifier):** OnceHub searches for a matching email address across existing records.
2. **Mobile phone number (Secondary identifier):** If no matching email address is found, OnceHub checks for a matching mobile phone number.

If a match is found, OnceHub flags the record as a duplicate, initiates the merge process, and updates the existing record with the incoming information.

For more details, see [**How Contacts Are Identified In OnceHub**](https://help.oncehub.com/contact-management/how-contacts-are-identified-in-oncehub/) article.

***

## Understanding the Merge Process

[Section titled “Understanding the Merge Process”](#understanding-the-merge-process)

When the **Merge Contacts** prompt appears, OnceHub combines information from both contact records using the following rules:

* **Add missing values:** If the new contact record contains a value for a field that is blank in the existing record, that value is added.
* **Update existing values:** If both contact records contain a value for the same field, the new value replaces the existing value after you confirm the merge.
* **Keep existing values:** Blank fields in the new contact record never overwrite existing values.

Note

Always review the merge details carefully in the Merge contacts prompt before confirming the action.

**Permission requirements:** You can only merge contact records only if you have permission to access both records. For more information, see [**User Roles and Their Permissions**](https://help.oncehub.com/account-administration/user-management/user-roles-and-their-permissions/) article.

# How To Import And Export Contacts In OnceHub

> Learn how to import and export contact records in OnceHub using CSV files, including step-by-step instructions for importing, viewing, and exporting contacts.

You can import and export contacts from/to a CSV file using the **Import / Export** dropdown on the **Contacts** page.

***

## How to Import Contacts

[Section titled “How to Import Contacts”](#how-to-import-contacts)

Follow the steps below to import up to **7,000 contact records** at a time using a standard CSV file.

### Step 1: Select the File to Import

[Section titled “Step 1: Select the File to Import”](#step-1-select-the-file-to-import)

1. Navigate to **Contacts** from the left navigation menu.
2. Click the **Import / Export** dropdown in the top right corner.
3. Select **Import CSV**.
4. Drag and drop your CSV file into the upload area, or click **Select CSV File** to browse for the file.

### Step 2: Map the CSV Column Headers to Contact Properties

[Section titled “Step 2: Map the CSV Column Headers to Contact Properties”](#step-2-map-the-csv-column-headers-to-contact-properties)

Once your CSV upload is complete, OnceHub automatically matches your **CSV columns** to **Contact Properties** based on the column headers. If a column is not matched properly, select the appropriate contact property from the dropdown or create a new contact property.

### Step 3: Start the Import

[Section titled “Step 3: Start the Import”](#step-3-start-the-import)

Click **Start Import** from the bottom right corner to begin importing your records.

Note

If a contact record already exists in OnceHub, the imported information updates the existing contact record instead of creating a duplicate record.

To learn more about how OnceHub recognizes duplicate contacts, see [**How Contacts Are Identified In OnceHub**](https://help.oncehub.com/contact-management/how-contacts-are-identified-in-oncehub/) article.

***

## How to View Imported Contacts

[Section titled “How to View Imported Contacts”](#how-to-view-imported-contacts)

After the import is complete, you can view the newly added contact records by following these steps:

1. Expand **Imports** in the left sidebar.
2. Select the specific import file you want to view.

***

## How to Export Contacts

[Section titled “How to Export Contacts”](#how-to-export-contacts)

You can export your contact records to a CSV file for backup, import them into a third-party application, or use the data for reporting and analysis. Follow these steps to export your records:

1. Navigate to **Contacts** from the left navigation menu.
2. Click the **Import / Export** dropdown in the top right corner.
3. Select **Export CSV**.

Your contact records will download automatically as a CSV file.

***

## How to Export a Filtered List

[Section titled “How to Export a Filtered List”](#how-to-export-a-filtered-list)

To export a specific filtered list of contact records, apply your filters on the **Contacts page** before clicking **Export CSV**.

Note

Your exported CSV file will only include the contact records matching your applied filters.

***

To learn how to manage contact properties, review past interactions, and view AI-generated insights, read [**The Contact Detail Page**](https://help.oncehub.com/contact-management/the-contact-detail-page/) article.

# Introduction To Contacts In OnceHub

> Learn what contacts are in OnceHub, why they matter, and what information is stored in a contact record for guest management and engagement.

Contacts are at the **core** of how OnceHub manages guest data. The **Contacts page** provides a centralized view of all your guest information. Easily accessible from the left navigation menu, it displays your **contact records** in a tabular view, allowing you to view, [**edit**](https://help.oncehub.com/contact-management/managing-contacts-in-oncehub/#how-to-edit-a-contact), filter, [**import**](https://help.oncehub.com/contact-management/how-to-import-contacts-into-oncehub/), [**export**](https://help.oncehub.com/contact-management/how-to-import-contacts-into-oncehub/#how-to-export-contacts), and bulk [**delete**](https://help.oncehub.com/contact-management/managing-contacts-in-oncehub/#how-to-delete-contacts) records all from one central location.

***

## What is a Contact?

[Section titled “What is a Contact?”](#what-is-a-contact)

A **Contact** represents a single, unified view of your guest. It brings together information captured across Booking Calendars, Routing Forms, Chatbots, and phone calls into a single record.

***

## Why Contacts Matter

[Section titled “Why Contacts Matter”](#why-contacts-matter)

A contact record gives your team a complete view of the information collected about a guest, along with their interaction history and upcoming meetings. This helps your team understand the guest’s history and any contextual information needed for the next interaction.

Having a contact record eliminates repetitive data collection and improves the guest experience when interacting with:

* **Phone Agents:** Phone Agents can instantly identify returning callers and schedule meetings without repeatedly collecting known information.
* **Routing Forms:** Routing Forms can recognize existing guests and use their stored information during qualification to route guests to the appropriate team member.
* **Chatbots:** Chatbots can recognize returning guests and reuse available contact information when supported by the guest’s browser and session.

***

## What Information is Stored in a Contact

[Section titled “What Information is Stored in a Contact”](#what-information-is-stored-in-a-contact)

Each contact record stores information collected about your guest including:

* **Contact details:** All information captured through [**mapped Contact Properties**](https://help.oncehub.com/account-administration/objects-properties/introduction-to-objects-and-properties/) in Booking Calendars, Routing Forms and Chatbots.
* **Contact status:** The contact’s current qualification or engagement status based on their interactions within OnceHub.
* **Recent activity:** A chronological timeline of every interaction the guest has had with your account.

If the [**AI Contact Summary**](https://help.oncehub.com/account-administration/account-permissions/managing-account-permissions/#ai-contact-summary) is enabled for your account, contact records also provide AI-generated insights to help you quickly understand recent guest interactions and identify recommended next steps.

***

To learn how to navigate to the Contacts page, read **[The Contacts Page](https://help.oncehub.com/contact-management/the-contacts-page/)** article.

# Managing Contacts In OnceHub

> Learn how contacts are created, updated, and deleted in OnceHub, and how duplicate handling and related meetings, notifications, calendar events, and integrations are affected.

This article explains how contacts are created, updated, and deleted across OnceHub. It also covers how OnceHub handles duplicate records and how these changes affect your meetings, notifications, calendar events, and integrations.

***

## How Contacts Are Created

[Section titled “How Contacts Are Created”](#how-contacts-are-created)

Contacts in OnceHub cannot be created manually one by one. Instead, new contacts are created using one of the following methods:

* **Automatic creation:** OnceHub automatically creates a new contact when a customer schedules a meeting, interacts with a Chatbot, or submits a Routing Form.
* **Bulk import:** You can import contacts in bulk by importing a CSV file using the [**Import CSV**](https://help.oncehub.com/contact-management/how-to-import-contacts-into-oncehub/#how-to-import-contacts) option from the Contacts page.
* **Via the OnceHub API:** Contact records can be created programmatically via the [**OnceHub API**](https://help.oncehub.com/developers/api/#tag/contacts/POST/contacts).

### How OnceHub Prevents Duplicate Contacts During Creation

[Section titled “How OnceHub Prevents Duplicate Contacts During Creation”](#how-oncehub-prevents-duplicate-contacts-during-creation)

To prevent duplicate records, OnceHub automatically runs a matching process before creating a new contact record from an activity or an import.

1. OnceHub checks for an existing contact record using their **email address** (primary identifier) or **mobile phone number** (secondary identifier).
2. **If a match is found:** OnceHub automatically links the new activity to the existing contact record and updates it with the incoming information.
3. **If no match is found:** OnceHub treats this as a first-time interaction and creates a new contact record.

To learn how OnceHub identifies existing contacts, see [**How Contacts Are Identified In OnceHub**](https://help.oncehub.com/contact-management/how-contacts-are-identified-in-oncehub/) article.

***

## How to Edit a Contact

[Section titled “How to Edit a Contact”](#how-to-edit-a-contact)

You can update an existing contact record using any of the following methods:

* **From the Contacts page:** Select any editable field, update the value, and press **Enter** to save.
* **From the Contact Detail page:** Select a contact to open its specific detailed page, update the necessary fields in the **Contact Details** pane on the left, and press **Enter** to save.
* **From the Activities:** Select an activity to open the **Contact Details** pane on the right, update the necessary fields, and press **Enter** to save.
* **From the Scheduled Meetings page:** Select a scheduled meeting to open the **Contact Details** pane on the right, update the necessary fields, and press **Enter** to save.
* **From the Live Engagements page:** Select an active chat or historical interaction to open the **Contact Details** pane on the right, update the necessary fields, and press **Enter** to save.
* **Via the OnceHub API:** Update contact records programmatically via the [**OnceHub API**](https://help.oncehub.com/developers/api/#tag/contacts/PATCH/contacts/%7Bid%7D).

***

## Impact of Editing a Contact

[Section titled “Impact of Editing a Contact”](#impact-of-editing-a-contact)

Updating a contact ensures scheduled meetings, notifications, calendar events, and supported integrations use the latest contact information.

* **Notifications:** All upcoming meeting notifications are sent to the updated email address or mobile phone number of the guest.

* **CRM Integrations:** If you have connected a CRM integration, such as HubSpot or Salesforce, OnceHub automatically syncs your updates to the matching CRM record. This keeps your information consistent across platforms. To learn how OnceHub identifies matching CRM contacts, see the **Contact Identification Logic** for [**HubSpot**](https://help.oncehub.com/account-integrations/crm/integrating-oncehub-with-hubspot/) and [**Salesforce**](https://help.oncehub.com/account-integrations/crm/integrating-oncehub-with-salesforce/).

* **Calendar Events:** For future meetings synchronized with Google Calendar or Microsoft Exchange, OnceHub updates the existing calendar event with the latest contact information.

  Note

  Calendar events on other calendar platforms are not updated automatically to prevent duplicate or unnecessary notifications.

To prevent data fragmentation, OnceHub automatically identifies duplicate contact records during updates or new activities.

To learn how contact records get merged, see [**How OnceHub Handles Duplicate Contacts**](https://help.oncehub.com/contact-management/how-oncehub-handles-duplicate-contacts/) article.

***

## How to Delete Contacts

[Section titled “How to Delete Contacts”](#how-to-delete-contacts)

You can permanently remove contact records from the **Contacts page** or programmatically via the [**OnceHub API**](https://help.oncehub.com/developers/api/#tag/contacts/DELETE/contacts/%7Bid%7D).

1. Select the checkbox next to one or more contact records on the **Contacts** page.
2. Click **Delete**, which will appear at the bottom of the screen after selecting your contact record(s).
3. Review the summary details inside the pop-up, then click **Delete contact** to confirm.

Note

You can delete up to **500 contact records** in a single action.

***

## Impact of Deleting Contacts

[Section titled “Impact of Deleting Contacts”](#impact-of-deleting-contacts)

Deleting a contact record removes it from OnceHub and affects related meetings and integrations as follows:

* **Contact record:** The contact record is permanently removed.

* **Activities:** All past and future activities, including meetings and chats, are retained in your account for reporting.

  Note

  Individual activities or chats can be deleted separately from the Activities page. For more details, see the [**Managing Guest Activities**](https://help.oncehub.com/activities-analytics/activity-management/managing-guest-activities/) article.

* **Meeting reminders:** Scheduled reminders for existing meetings continue to be sent.

* **CRM integration:** Deleting a contact record in OnceHub does not delete the corresponding contact from your connected CRM.

# Scheduling Without An Email: What You Need To Know

> While OnceHub allows you to set email collection as not required or remove the email question entirely, this is generally not recommended.

While OnceHub allows you to set email collection as **not required** or remove the email question entirely, **this is generally not recommended.** This configuration is specifically designed for **Phone Booking** or high-volume **D2C retail** use cases where the friction of providing an email address may cause high drop-off rates.

Before setting email collection to **not mandatory**, it is essential to understand the consequences this has on your scheduling workflow and guest notifications.

***

## Consequences of Not Collecting an Email

[Section titled “Consequences of Not Collecting an Email”](#consequences-of-not-collecting-an-email)

When an email address is not collected, the standard automated booking process is significantly affected, resulting in the following impacts:

* **Loss of Automated Calendar Invites:** Without an associated email address, OnceHub cannot send calendar invitations (.ics files). Guests will not receive a calendar event and must manually add the meeting to their digital calendar, significantly increasing the risk of no-shows.

* **No Email Notifications or Reminders:** All email-based confirmations, reminders, and follow-ups will not be delivered to your guest.

* **Dependency on SMS for Notifications:** To maintain a reliable communication bridge when email collection is not mandatory, ensure that your SMS notifications are fully optimized to handle all guest interactions.This requires:

  * Setting the **Phone** field as mandatory on your **Booking Form**.
  * Maintaining a [**sufficient SMS credit balance**](https://help.oncehub.com/billing/sms-credits-in-oncehub/) to prevent delivery failure of automated messages.
  * Configuring SMS notifications to include all necessary meeting details.

Note

**NOTE for iPhone Users:** iOS devices can often detect meeting dates and times from SMS texts, allowing guests to add events directly to their calendar from the text message.

# The Contact Detail Page

> Learn how to use the Contact Detail page in OnceHub to view guest information, activity history, and AI-generated summaries.

The **Contact page** provides a complete view of a guest’s information, full activity history, and AI-generated summaries. This detailed page helps you quickly review past engagements, analyze customer intent, and effectively prepare for future meetings.

To open a **Contact page**:

1. Select **Contacts** from the left navigation menu.
2. Click the specific contact’s name.

This page contains three functional panes:

* **Contact Details pane (left):** View and update contact details, and manage the visibility of contact properties.
* **Activities pane (center):** Review a chronological timeline of all past activities and future scheduled meetings.
* **AI Contact Summary pane (right):** Access automated, AI-generated insights and recommended next steps.

Tip

Every contact in OnceHub has a unique Contact page URL. You can copy this URL from your browser address bar and save it in your CRM’s contact record for quick access to the corresponding **Contact page** in OnceHub.

***

## The Contact Details Pane

[Section titled “The Contact Details Pane”](#the-contact-details-pane)

The Contact Details pane displays the contact’s information, from here you can:

* **Manage displayed properties:** Click the **Manage Properties** (sliders) icon on the right side of the **Contact Details** pane to select which properties are displayed.
* **Edit contact properties:** Update information directly inside the visible fields. Your changes are saved automatically as soon as you update a value.

***

## The Activities Pane

[Section titled “The Activities Pane”](#the-activities-pane)

The **Activities pane** provides a complete timeline of the contact’s interaction history to help you review previous engagements. It includes:

* **Upcoming Meetings:** Displays all upcoming scheduled meetings, including the meeting subject, host, date and time, attendees, and virtual meeting links.
* **Past Activities:** Displays the previous interactions, including meetings, Chatbot conversations, Routing Form submissions, and phone calls.

***

## The AI Contact Summary Pane

[Section titled “The AI Contact Summary Pane”](#the-ai-contact-summary-pane)

The **AI Contact Summary pane** uses the contact’s information and activity history to generate insights that help you quickly understand the contact’s intent and prepare for your next interaction. It includes:

* **Contact Overview:** A summary of the guest and their intent.
* **Upcoming Meeting:** A summary of the next scheduled meeting.
* **Key Interests:** Topics the guest has shown interest in based on their interactions through Booking Calendars, Routing Forms, Chatbots, and phone calls.
* **Recommended Actions:** Suggested immediate and follow-up actions based on the recent activities.

The AI Contact Summary displays the exact date and time it was last generated. If new interactions occur, click the **Refresh** icon to generate an updated summary.

Note

Account Owners can enable the **AI Contact Summary** feature from the [**Account Permissions**](https://help.oncehub.com/account-administration/account-permissions/managing-account-permissions/#ai-contact-summary) page.

# The Contacts Page

> Learn how to navigate and use the Contacts page in OnceHub to view, edit, filter, import, export, and delete contact records from one central location.

The **Contacts page** is the centralized repository for your contact records. It displays your contact records in a tabular view, allowing you to view, [**edit**](https://help.oncehub.com/contact-management/managing-contacts-in-oncehub/#how-to-edit-a-contact), filter, import, export, and [**delete**](https://help.oncehub.com/contact-management/managing-contacts-in-oncehub/#how-to-delete-contacts) records from a single location.

To access the **Contacts page**, log in to your OnceHub account and select **Contacts** from the left navigation menu.

***

## Key Features

[Section titled “Key Features”](#key-features)

* **Inline Grid Editing:** [**Edit contact properties**](https://help.oncehub.com/contact-management/managing-contacts-in-oncehub/#how-to-edit-a-contact) directly from the table without opening individual contact records.
* **Filter and Save Contact Lists:** Filter contacts using any contact property and save the results as dynamic Contact lists for quick access. For example, if you save a Contact list for records with a status of Sales qualified, the list updates automatically whenever you update the status.
* **Quick Navigation:** Use the left navigation panel to switch between All Contacts, saved Contact lists, and your imported records under Imports.
* [**Bulk Import & Export**](https://help.oncehub.com/contact-management/how-to-import-contacts-into-oncehub/): Import and export multiple contacts using the Import / Export dropdown at the top right of the page.
* [**Bulk Delete**](https://help.oncehub.com/contact-management/managing-contacts-in-oncehub/#how-to-delete-contacts): Select multiple contacts to delete them in a single action.

***

## Customize the Grid View

[Section titled “Customize the Grid View”](#customize-the-grid-view)

Click the Customize columns icon next to the Import / Export dropdown to personalize your tabular view. From here, you can:

* Show or hide columns
* Reorder visible columns
* Add a new property to the table on the fly

***

To learn more about managing contacts, see [**Managing Contacts in OnceHub**](https://help.oncehub.com/contact-management/managing-contacts-in-oncehub/).

# Contact Us

> Get in touch with the OnceHub support team.

## How can we help?

[Section titled “How can we help?”](#how-can-we-help)

Our team is available 24/7 to provide quick answers and hands-on troubleshooting.

**Before you reach out:** Check our [**Status Page**](https://status.oncehub.com/) for real-time updates on system performance and service availability.

## Support Channels

[Section titled “Support Channels”](#support-channels)

* [**Live Chat**](https://www.oncehub.com/live-chat-support): Connect instantly with a support agent.
* [**Schedule a Meeting**](https://oncehub.com/schedulesupport): Book a time that fits your schedule.
* [**Log a Ticket**](https://service.support.oncehub.com/servicedesk/customer/portal/7/group/10/create/170): Submit a formal request through our support portal.
* **Email Support:** Contact us anytime at <support@oncehub.com>.

# Developers

> OnceHub developer documentation including API reference, webhooks, client-side API, MCP server, and integration recipes.

Welcome to the OnceHub developer docs. Browse the sections below to get started with building on OnceHub.

[FAQs](https://help.oncehub.com/developers/faq)

[Client Side API](https://help.oncehub.com/developers/client-side-api/)

[MCP Server](https://help.oncehub.com/developers/mcp-server/)

[Overview](https://help.oncehub.com/developers/overview/)

[Recipes](https://help.oncehub.com/developers/recipes/)

[Webhooks](https://help.oncehub.com/developers/webhooks/)

# Client Side API

> Client Side API documentation and guides.

[Embed events](https://help.oncehub.com/developers/client-side-api/embed-events)

[Embedded booking events](https://help.oncehub.com/developers/client-side-api/embedded-booking-calendar-events)

[Embedded chatbot events](https://help.oncehub.com/developers/client-side-api/embedded-chatbot-events)

[Embedded form events](https://help.oncehub.com/developers/client-side-api/embedded-form-events)

[Introduction to Client-Side API](https://help.oncehub.com/developers/client-side-api/introduction)

# Embed events

> Subscribe to client-side JavaScript events from embedded OnceHub booking calendars and chatbot widgets to track user interactions.

Integrate OnceHub more deeply with your website by subscribing to client-side events from the embedded booking calendar or chatbot widget using JavaScript. These events function much like standard DOM events, notifying your code about important occurrences within the widget.

```javascript
function oncehubEvent(e) {
  return (
    e.origin === "https://oncehub.com" &&
    e.data.type &&
    e.data.type.indexOf("oncehub.") === 0
  );
}


window.addEventListener("message", function (e) {
  if (oncehubEvent(e)) {
    /* Get the event name */
    console.log("Event name:", e.data.type);


    /* Get the event payload */
    console.log("Event details:", e.data.payload);
    // Add your custom code to handle the event payload
  }
});
```

Note

The `oncehubEvent` function in the example verifies two things:

1. The event originates from <https://oncehub.com>.
2. The event data includes a type field starting with `oncehub`.

This filtering ensures you only process events specifically sent by OnceHub, preventing conflicts with other message events on your page.

All client-side events dispatched by OnceHub consistently use the `oncehub.` prefix, making this check effective. Verifying the origin is also recommended for security and robustness.

# Embedded booking events

> Track embedded booking calendar events including calendar loaded, time slot selection, and booking completion with detailed payload data.

Subscribe to events from embedded booking calendars to track visitor interactions and booking completions.

## List of supported events

[Section titled “List of supported events”](#list-of-supported-events)

| Event name                                    | Fires when                                                                                  |
| --------------------------------------------- | ------------------------------------------------------------------------------------------- |
| `oncehub.booking_calendar.loaded`             | Booking calendar is first loaded, on page load.                                             |
| `oncehub.booking_calendar.time_slot_selected` | Visitor selects a time slot and confirms it.                                                |
| `oncehub.booking.scheduled`                   | Visitor successfully completes the final step of the booking, and the meeting is scheduled. |

## Events payloads

[Section titled “Events payloads”](#events-payloads)

### `oncehub.booking_calendar.loaded`

[Section titled “oncehub.booking\_calendar.loaded”](#oncehubbooking_calendarloaded)

Payload example:

```json
{
  "type": "oncehub.booking_calendar.loaded",
  "payload": {
    "id": "BKC-8DJNDNL86G",
    "subject": "Introductory Sales Call",
    "host": "USR-FN1DQZ5UTP",
    "url": "https://oncehub.com/PAGE-DFFBCE6467",
    "name": "Introductory Call With Sales",
    "duration_minutes": 30
  }
}
```

### `oncehub.booking_calendar.time_slot_selected`

[Section titled “oncehub.booking\_calendar.time\_slot\_selected”](#oncehubbooking_calendartime_slot_selected)

Payload example:

```json
{
  "type": "oncehub.booking_calendar.time_slot_selected",
  "payload": {
    "id": "BKC-8DJNDNL86G",
    "subject": "Introductory Sales Call",
    "host": "USR-FN1DQZ5UTP",
    "url": "https://oncehub.com/PAGE-DFFBCE6467",
    "name": "Introductory Call With Sales",
    "duration_minutes": 30,
    "starting_time": "2026-06-15T14:45:00.000Z",
    "customer_timezone": "America/New_York"
  }
}
```

### `oncehub.booking.scheduled`

[Section titled “oncehub.booking.scheduled”](#oncehubbookingscheduled)

Payload example:

```json
{
  "type": "oncehub.booking.scheduled",
  "payload": {
    "id": "BKNG-YZ7MEBLJFRV8",
    "subject": "Introductory Sales Call",
    "status": "scheduled",
    "creation_time": "2026-06-18T10:17:50.141Z",
    "starting_time": "2026-06-18T13:00:00.000Z",
    "customer_timezone": "America/New_York",
    "host": "USR-8YB4TL0VW9",
    "duration_minutes": 30,
    "location_description": "",
    "attendees": [
      "henryhostmeeting@gmail.com",
      "donaldmembermeeting@hotmail.com",
      "markmembermeeting@outlook.com"
    ],
    "booking_calendar": "BKC-8DJNDNL86G",
    "cancel_url": "https://oncehub.com/m/BKNG-YZ7MEBLJFRV8/cancel",
    "reschedule_url": "https://oncehub.com/m/BKNG-YZ7MEBLJFRV8",
    "utm_campaign": "",
    "utm_content": "",
    "utm_medium": "",
    "utm_source": "",
    "utm_term": "",
    "ics_url": "https://oncehub.com/api/bookings/ics/e193123e-3ca9-4cad-bd4d-5ed4f75c2550-ljfrv8",
    "custom_fields": [
      {
        "name": "name",
        "value": "Mark"
      },
      {
        "name": "email",
        "value": "mark@outlook.com"
      }
    ]
  }
}
```

# Embedded chatbot events

> Listen to real-time events from embedded OnceHub chatbot widgets including loaded, opened, started, closed, and button click events.

## List of supported events

[Section titled “List of supported events”](#list-of-supported-events)

| Event name                       | Fires when                                                                     |
| -------------------------------- | ------------------------------------------------------------------------------ |
| `oncehub.chatbot.loaded`         | Chatbot widget is first loaded, on page load.                                  |
| `oncehub.chatbot.opened`         | Visitor clicks anywhere to interact with the chatbot.                          |
| `oncehub.chatbot.started`        | Visitor starts interacting with the chatbot.                                   |
| `oncehub.chatbot.closed`         | Visitor closes the chatbot widget.                                             |
| `oncehub.chatbot.button_clicked` | Visitor submits an answer in the chatbot (by clicking send or pressing enter). |

## Events payloads

[Section titled “Events payloads”](#events-payloads)

### `oncehub.chatbot.loaded`

[Section titled “oncehub.chatbot.loaded”](#oncehubchatbotloaded)

Payload example:

```json
{
  "type": "oncehub.chatbot.loaded",
  "payload": {
    "bot_id": "BOT-1234",
    "bot_name": "example bot"
  }
}
```

### `oncehub.chatbot.opened`

[Section titled “oncehub.chatbot.opened”](#oncehubchatbotopened)

Payload example:

```json
{
  "type": "oncehub.chatbot.opened",
  "payload": {
    "bot_id": "BOT-1234",
    "bot_name": "example bot"
  }
}
```

### `oncehub.chatbot.started`

[Section titled “oncehub.chatbot.started”](#oncehubchatbotstarted)

Payload example:

```json
{
  "type": "oncehub.chatbot.started",
  "payload": {
    "bot_id": "BOT-1234",
    "bot_name": "example bot"
  }
}
```

### `oncehub.chatbot.closed`

[Section titled “oncehub.chatbot.closed”](#oncehubchatbotclosed)

Payload example:

```json
{
  "type": "oncehub.chatbot.closed",
  "payload": {
    "bot_id": "BOT-1234",
    "bot_name": "example bot"
  }
}
```

### `oncehub.chatbot.button_clicked`

[Section titled “oncehub.chatbot.button\_clicked”](#oncehubchatbotbutton_clicked)

Payload example:

```json
{
  "type": "oncehub.chatbot.button_clicked",
  "payload": {
    "bot_id": "BOT-1234",
    "bot_name": "example bot",
    "button_text": "confirm",
    "interaction_label": "single_choice",
    "question_text": "Sales Team Calendar",
    "answer": "100-500"
  }
}
```

Note

This event triggers whenever a visitor submits an answer in the chatbot (e.g., selecting an option, typing a response, or confirming), but does not trigger for AI-generated responses or live chat sessions with human agents.

# Embedded form events

> Track user interactions with embedded OnceHub forms through events including loaded, started, button clicked, and completed events.

## List of supported events

[Section titled “List of supported events”](#list-of-supported-events)

| Event name                    | Fires when                                                     |
| ----------------------------- | -------------------------------------------------------------- |
| `oncehub.form.loaded`         | Form is first loaded.                                          |
| `oncehub.form.started`        | Visitor starts interacting with the form.                      |
| `oncehub.form.button_clicked` | Visitor clicks on a button during the form submission process. |
| `oncehub.form.completed`      | Visitor successfully completes the form.                       |

## Events payloads

[Section titled “Events payloads”](#events-payloads)

### `oncehub.form.loaded`

[Section titled “oncehub.form.loaded”](#oncehubformloaded)

This event fires when the form is first loaded, before the user has interacted with it.

Payload example:

```json
{
  "type": "oncehub.form.loaded",
  "payload": {
    "form_id": "BOT-1033739F74",
    "form_name": "Example Form"
  }
}
```

### `oncehub.form.started`

[Section titled “oncehub.form.started”](#oncehubformstarted)

This event fires when the visitor begins interacting with the form. This trigger varies based on the form’s welcome message setting:

* **Title only:** The event fires when the visitor answers the first question.
* **Welcome message card:** The event fires when the visitor clicks the “Get Started” button.

Payload example:

```json
{
  "type": "oncehub.form.started",
  "payload": {
    "form_id": "BOT-1033739F74",
    "form_name": "Example Form"
  }
}
```

### `oncehub.form.button_clicked`

[Section titled “oncehub.form.button\_clicked”](#oncehubformbutton_clicked)

This event fires whenever a visitor clicks a button within an interaction. The payload will include standard fields and may also contain custom fields if they have been mapped to the form question.

Payload example:

```json
{
  "type": "oncehub.form.button_clicked",
  "payload": {
    "form_id": "BOT-1033739F74",
    "form_name": "Example Form",
    "button_text": "Next",
    "interaction_label": "single_choice",
    "question_text": "Sales Team Calendar",
    "company_size": "100-500"
  }
}
```

### `oncehub.form.completed`

[Section titled “oncehub.form.completed”](#oncehubformcompleted)

This event is triggered only when the form is successfully completed by the visitor.

Payload example:

```json
{
  "type": "oncehub.form.completed",
  "payload": {
    "form_id": "BOT-1033739F74",
    "form_name": "Example Form"
  }
}
```

# Introduction to Client-Side API

> Build direct integrations using booking confirmation data via URL parameters and JavaScript for Booking Pages and Booking Calendars.

## What is the OnceHub client-side API?

[Section titled “What is the OnceHub client-side API?”](#what-is-the-oncehub-client-side-api)

Our client-side API is a collection of advanced features that can be used to build direct integrations with third party applications, using booking confirmation data sent via URL parameters and JavaScript. It is suitable for developers or technically savvy users with scripting or programming knowledge. You can use the OnceHub client-side API to develop custom integrations with your own web applications, services, or data warehouse.

The client-side API is available for **Booking Calendars**, allowing you to integrate scheduling data seamlessly into your applications.

## Use Cases

[Section titled “Use Cases”](#use-cases)

### Redirecting booking confirmation data

[Section titled “Redirecting booking confirmation data”](#redirecting-booking-confirmation-data)

Using Automatic redirect, you can send booking confirmation data to the redirect page via URL parameters. This feature can be used to personalize the scheduling process by displaying a custom thank you message, or help you streamline your customer pipeline by enabling client-side integrations such as pre-populating a form, among other client-side API use cases.

### Collecting data from an embedded Booking Calendar

[Section titled “Collecting data from an embedded Booking Calendar”](#collecting-data-from-an-embedded-booking-calendar)

If you have published your Booking Calendar using Website embed, you can collect booking confirmation data from an embedded Booking Calendar by adding a JavaScript function to your embed code. Use cases include:

* Enriching your customer data repository with high-value personal information submitted at the time of booking
* Displaying a custom confirmation message inside the embedding frame or a pop-up
* Triggering custom analytics or tracking events
* Integrating with your own application workflows

# FAQs

> Frequently asked questions

**Why isn’t my API key working?**

**A:** There may be a typo in the key.\
An account administrator might have regenerated the key.

**How can I test that the webhook subscription is configured correctly?**

**A:** You can use a service like [Webhook Tester](https://webhook.site/) to test your endpoint and make sure you are configured correctly to start receiving booking data.

**How can I sign up for a trial account?**

**A:** To use the API you will need a OnceHub account. If you don’t have an account yet, you can [sign up for a trial account here](https://account.oncehub.com/signup).

**Why am I not receiving a data payload from my webhook subscription?**

**A:** Check that you have enabled the correct event triggers when creating your webhook subscription. Check that your endpoint is set up correctly. [Learn more about configuring your webhook subscriptions](https://help.oncehub.com/developers/webhooks/using-webhooks/)

**Why am I seeing `null` fields in the webhook payload?**

**A:** The Webhook payload returns a consistent data structure no matter what booking event type triggered it. For any given booking event type, some of the fields in the data object of the webhook payload will not be relevant. Fields with no values will appear as `null`.

**If my server is down will you send the payload again?**

**A:** Yes. If for some reason your endpoint does not successfully receive the webhook payload, we will continue trying to send the HTTP POST message every hour, for up to three days.

# MCP Server

> MCP Server documentation and guides.

[Getting Started with OnceHub Platform MCP Server](https://help.oncehub.com/developers/mcp-server/getting-started)

[Introduction to the Model Context Protocol (MCP) Server](https://help.oncehub.com/developers/mcp-server/introduction)

[MCP Server Tools](https://help.oncehub.com/developers/mcp-server/tools)

# Getting Started with OnceHub Platform MCP Server

> Step-by-step guide to configure your AI Agent with the OnceHub Platform MCP Server for automated meeting scheduling.

This section guides you through setting up your environment to use the OnceHub Platform MCP Server. The MCP Server is intended for developers and users familiar with the Model Context Protocol.

To begin, configure your AI Agent with the required server details and API key.

## Step 1: Get your API Key

[Section titled “Step 1: Get your API Key”](#step-1-get-your-api-key)

1. Log in to your OnceHub account.
2. Click the gear icon in the top-right corner.
3. Select **Account Integrations** from the dropdown menu.
4. Click the **APIs & Webhooks** section to generate a unique API Key.

Your AI Agent will use this API Key for authentication.

## Step 2: Configure your MCP Client

[Section titled “Step 2: Configure your MCP Client”](#step-2-configure-your-mcp-client)

Point your MCP-compatible AI Agent or application to the OnceHub Platform MCP Server endpoint:

```plaintext
https://mcp.oncehub.com/sse
```

Your AI Agent must include your API key in the request header as follows:

| Header Name | Value            |
| ----------- | ---------------- |
| `API-Key`   | `[Your API Key]` |

Example MCP configuration:

```json
{
  "servers": {
    "oncehub": {
      "url": "https://mcp.oncehub.com/sse",
      "type": "http",
      "headers": {
        "authorization": "Bearer YOUR_ONCEHUB_API_KEY"
      }
    }
  }
}
```

Replace `YOUR_ONCEHUB_API_KEY` with your actual OnceHub API Key.

For details on generating and managing API keys, see [Authentication](https://help.oncehub.com/developers/overview/authentication/).

## Step 3: Start scheduling by integrating the tool calls

[Section titled “Step 3: Start scheduling by integrating the tool calls”](#step-3-start-scheduling-by-integrating-the-tool-calls)

Integrate the two MCP tools into your AI Agent’s normal conversation flow. To ensure the Agent interacts with the correct Booking Calendar, you must include the specific Booking Calendar ID in the Agent’s system prompt or tool configuration.

* Use **Get available time slots** (`get_booking_time_slots`) to retrieve available meeting slots for your specific Booking Calendar ID.
* Once a time is confirmed, call **Schedule a meeting** (`schedule_meeting`) to create the appointment.

Once configured, your AI Agent can check availability and schedule meetings entirely through natural-language interaction with you.

**Prompting Tip** In your AI Agent’s system instructions, specify which Booking Calendar it should work with. For example:

> “If the user needs to meet with a specialist, offer to schedule a meeting using the MCP scheduling tools with Booking Calendar ID: BKC-XXXXXXXX.”

# Introduction to the Model Context Protocol (MCP) Server

> Learn how to use the OnceHub Platform MCP Server to enable AI agents to automate meeting scheduling through natural language interaction.

**What is the OnceHub Platform MCP Server?**

The OnceHub Platform MCP Server provides a standardized way for AI models and agents to interact directly with your OnceHub scheduling API. Rather than sending users a booking link and asking them to schedule manually, an AI Agent can retrieve availability and schedule meetings on the user’s behalf using MCP tools, through a natural language flow.

This solution enables external AI Agents to access OnceHub scheduling APIs within AI-driven workflows using the standardized Model Context Protocol (MCP) remote server.

## Use Cases

[Section titled “Use Cases”](#use-cases)

The OnceHub Platform MCP Server is ideal for organizations that:

* Enable AI Agents to automate the meeting scheduling process by calling specialized tools to fetch available slots and schedule meetings during a live conversation.

## Primary Endpoint

[Section titled “Primary Endpoint”](#primary-endpoint)

AI Agents communicate with the OnceHub scheduling system through the following public MCP endpoint:

```plaintext
https://mcp.oncehub.com/sse
```

You must configure this endpoint in your MCP compatible AI Agent to begin interacting with the scheduling tools.

# MCP Server Tools

> Reference documentation for the Get available time slots and Schedule a meeting tools.

The MCP Server exposes a set of tools that follow the same logic and rules as the existing OnceHub Booking API, but are accessed through the standardized MCP layer.

## 1. Get Available Time Slots

[Section titled “1. Get Available Time Slots”](#1-get-available-time-slots)

The **Get available time slots** (`get_booking_time_slots`) tool allows an AI Agent to retrieve a list of bookable times for a specific Booking Calendar.

### Function

[Section titled “Function”](#function)

Retrieves a list of valid bookable time slots within a specified date range.

### How It Works

[Section titled “How It Works”](#how-it-works)

The tool queries your Booking Calendar’s configuration to identify valid available time slots. It respects all supported scheduling settings found on the Booking Settings tab, including:

* Availability
* Busy times from connected calendar
* Buffer settings

Note

The only exception to the Booking Settings tab is Bookable days; instead the search window is determined by the specific date range provided in the tool request.

### Date Range Rules

[Section titled “Date Range Rules”](#date-range-rules)

* The date range (start → end) must be less than or equal to 30 days.
* If no range is provided, the tool searches the next 7 days by default.
* The start date cannot be in the past.

### Usage

[Section titled “Usage”](#usage)

This tool must be the first step in a conversational booking process.

For example, you might ask an AI Agent:

> “Find me a time slot next Tuesday morning.”

The AI Agent calls this tool to obtain available times for you to choose from.

## 2. Schedule A Meeting

[Section titled “2. Schedule A Meeting”](#2-schedule-a-meeting)

The **Schedule a meeting** (`schedule_meeting`) tool allows an AI Agent to book a specific time slot on a Booking Calendar.

### Function

[Section titled “Function”](#function-1)

Creates a new booking on a Booking Calendar at a time selected from the available slots.

### How It Works

[Section titled “How It Works”](#how-it-works-1)

Once you choose a time slot from the results of **Get available time slots**, the AI Agent calls this tool and sends the required details:

* Guest name
* Guest email
* Selected Date: Format: `YYYY-MM-DDTHH:MM:SSZ`
* Start Time: Must be provided in ISO 8601 format
* Time Zone: Must be provided in IANA Time Zone format (e.g., `America/New_York`)
* Location (must match with the one returned from previous step)

The tool then finalizes and creates the booking for you.

### Usage

[Section titled “Usage”](#usage-1)

After presenting time options and receiving user confirmation, the AI Agent calls this tool to book the appointment.

# Overview

> Overview documentation and guides.

[Overview](https://help.oncehub.com/developers/overview/introduction)

[Error Handling](https://help.oncehub.com/developers/overview/error-handling)

[Authentication](https://help.oncehub.com/developers/overview/authentication)

[Expanding Responses](https://help.oncehub.com/developers/overview/expanding-responses)

[Pagination](https://help.oncehub.com/developers/overview/pagination)

[Rate Limits](https://help.oncehub.com/developers/overview/rate-limits)

[Request IDs](https://help.oncehub.com/developers/overview/request-ids)

[API Versioning](https://help.oncehub.com/developers/overview/api-versioning)

[Deleted Resources](https://help.oncehub.com/developers/overview/deleted-resources)

# API Versioning

> Understand OnceHub API versioning strategy, how to specify versions in requests, and manage backward compatibility.

When updates are made to our API that are not compatible with the previous version, a new version is released.

The most recent version is **v2.0.0** and it is the default version to use when starting a new integration.

## Version History

[Section titled “Version History”](#version-history)

Current Version

**v2.0.0** is the current and recommended version for all new integrations. This version includes the latest features and improvements.

## Backward Compatibility

[Section titled “Backward Compatibility”](#backward-compatibility)

When breaking changes are necessary, we release a new API version to ensure existing integrations continue to work without interruption. Previous versions remain supported to give you time to migrate at your own pace.

Migration Advice

When planning to migrate to a newer API version, we recommend:

1. Review the changelog for breaking changes
2. Test your integration thoroughly in a development environment
3. Update your API calls gradually
4. Monitor your integration after migration

# Authentication

> Generate and use API keys to authenticate requests to the OnceHub API with secure bearer token authentication.

To interact with the **OnceHub REST API and MCP Server**, you must authenticate every request using a unique **API Key**. For your security, all communication must occur over **HTTPS**; requests made over plain HTTP will be rejected.

OnceHub utilizes industry-standard cryptographic practices to protect your credentials.

* **Hashed Key Storage:** OnceHub does not store API keys in plaintext. Because we only store a secure cryptographic hash, your key is **displayed only once** upon generation. It cannot be retrieved again by any user or by OnceHub Support.

* **Multi-Key Management:** You can maintain up to **25 active API keys** per account to support:

  * **Environment Segregation:** Use separate keys for staging and production environments to prevent accidental data leaks.
  * **Vendor Management:** Assign unique keys to different third-party integrations to manage or revoke access independently.
  * **Zero-Downtime Rotation:** Supporting multiple concurrent keys allows you to generate a new key and update your application before revoking the old one, ensuring continuous service.

## Generate an API Key

[Section titled “Generate an API Key”](#generate-an-api-key)

1. Log in to your OnceHub account and click the **gear icon** located in the top-right corner of the page.

2. Select **Account Integrations** from the dropdown menu.

3. Select the **APIs & Webhooks** tile.

4. In the **API Keys** section, click the **Create API key** button.

5. In the pop-up, enter a descriptive **API Key Name** (e.g., “Production CRM”).

6. Click **Generate key**. The **API Key Created Successfully** pop-up will appear.

   Note

   Your API key is displayed here. For security reasons, it will only be displayed once.

7. Click **Copy & close** to copy the key to your clipboard and save it in a secure location.

![](https://help.oncehub.com/_astro/API-Key.DvTN1g8U_Z4hDFR.webp)

## Delete an API Key

[Section titled “Delete an API Key”](#delete-an-api-key)

If a key is compromised or no longer needed, you should delete it immediately to protect your data.

1. Locate the specific key in the **API Keys** list.
2. Click the **Delete** link next to the key name.
3. A **Delete Key** confirmation pop-up will appear warning that any application using this key will immediately lose access.
4. Click **Delete key** button to permanently delete the credential.

![](https://help.oncehub.com/_astro/Delete-API-Key.yemwsgVL_Z1tgSr6.webp)

## Using your API Key

[Section titled “Using your API Key”](#using-your-api-key)

Include your API key in the API-Key header of every HTTP request. If the key is missing or invalid, the API will return an error response to assist with troubleshooting. [**Learn more about error responses**](https://help.oncehub.com/developers/overview/error-handling/).

### Example Request

[Section titled “Example Request”](#example-request)

```http
GET /bookings HTTP/1.1
Host: api.oncehub.com
API-Key: your-api-key-here
Content-Type: application/json
```

## Testing your API Key

[Section titled “Testing your API Key”](#testing-your-api-key)

Once you have your key, test it by making a request to our [**validation endpoint**](https://help.oncehub.com/developers/api/#tag/authentication/GET/test) to confirm your connection is active. If the key is missing or invalid, the API will return a 401 Unauthorized error.

## Security Best Practices

[Section titled “Security Best Practices”](#security-best-practices)

Your API key grants significant access to your account data. Protect it by following these standards:

* **Server-Side Only:** Never expose your API key in client-side code (JavaScript), public GitHub repositories, or mobile app binaries.
* **Environment Variables:** Store keys in secure environment variables rather than hard-coding them into your source code.
* **Lost Keys:** If you lose an API key, OnceHub support team cannot recover it for you. You must delete the lost key, generate a new one, and update your integration.
* **Key Rotation:** As a proactive security measure, rotate your API keys at least every 6 months. If you suspect a key has been compromised, rotate it immediately by generating a new one and deleting the old key to ensure uninterrupted service during the transition.

# Deleted Resources

> Understand how OnceHub API handles deleted resources in redacted mode and how they appear in responses and expansions.

Deleted resources are usually still accessible after deletion in *redacted* mode:

1. The deleted resource will not be returned in any list request.
2. If the resource is requested specifically, it will be returned but will only contain the `id`, `object`, and an additional `deleted` field with the value of `true`.

For example, a call to

```http
GET /booking-calendars/BKC-X0LCRU5LES
```

Will return the object in redacted mode:

```json
{
  "id": "BKC-X0LCRU5LES",
  "object": "booking_calendar",
  "deleted": true
}
```

However, `BKC-X0LCRU5LES` booking calendar will not be returned when listing all booking calendars via

```http
GET /booking-calendars
```

## Deleted Resources in Expansions

[Section titled “Deleted Resources in Expansions”](#deleted-resources-in-expansions)

The same is true for expanded responses. When expanded, deleted objects will return in *redacted* mode as well.

This behavior ensures that your application can gracefully handle references to deleted resources without breaking, while still providing feedback that the resource has been deleted.

# Error Handling

> Handle API errors effectively with standard HTTP status codes, error types, and detailed error messages for troubleshooting.

**Overview of Error Responses**

OnceHub uses conventional [HTTP response codes](https://httpstatuses.com/) to indicate the success or failure of an API request.

Successful requests are given status codes in the `2xx` range, while unsuccessful requests have status codes in the `4xx` or `5xx` range.

`4xx` codes indicate an error that failed given the information provided (e.g., an invalid parameter, object not found, etc.); `5xx` codes indicate an error with OnceHub servers.

## Error Structure

[Section titled “Error Structure”](#error-structure)

| Field     | Type     | Description                                                                      |
| --------- | -------- | -------------------------------------------------------------------------------- |
| `type`    | *string* | The type of error returned. See the list below for the possible types of errors. |
| `message` | *string* | A human-readable message providing more details about the error.                 |
| `param`   | *string* | If the error is parameter-specific, the parameter related to the error.          |

The API returns error responses in JSON format, with the following structure:

```json
{
  "type": "error_type",
  "message": "Human-readable error description",
  "param": "parameter_name"
}
```

## Error Types

[Section titled “Error Types”](#error-types)

Error responses are categorized into four different types, corresponding to the following situations:

| Type                    | Description                                                                                                                                                                                          |
| ----------------------- | ---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| `authentication_error`  | The server could not authenticate your request. Check to make sure you have entered a valid API key in the correct format, in the `API-Key` header.                                                  |
| `invalid_request_error` | One or more of the input parameters is not valid. Check that you have entered the correct values for all required parameters. URLs must be entered in full, and they must use the `https://` prefix. |
| `rate_limit_error`      | The amount of API requests per second has exceeded the allowed amount.                                                                                                                               |
| `api_error`             | There was an error on the OnceHub servers.                                                                                                                                                           |

## Error Messages

[Section titled “Error Messages”](#error-messages)

In addition to the standard HTTP codes and error type specified in the table above, each error response includes a human-readable message that provides additional details that can help you troubleshoot why the request failed.

Here are a few examples:

404 Not Found

```json
{
  "type": "invalid_request_error",
  "message": "No such booking: '123'",
  "param": "id"
}
```

409 Conflict

```json
{
  "type": "invalid_request_error",
  "message": "A webhook subscription with this name already exists: 'New Bookings'",
  "param": "name"
}
```

429 Too Many Requests

```json
{
  "type": "rate_limit_error",
  "message": "Request rate limit exceeded"
}
```

# Expanding Responses

> Retrieve expanded nested objects in API responses using the expand parameter to reduce additional API calls.

By default, objects embedded in other objects are referenced by their object ID. For example, a booking contains a reference to the Booking Calendar:

```json
{
  "object": "booking",
  "id": "BKNG-J4FR05BKEWEX",
  // ...
  "booking_calendar": "BKC-8DJNDNL86G"
}
```

You can ask to *expand* the `booking_calendar` object by passing an `expand` query parameter to the API:

```http
GET /bookings/BKNG-J4FR05BKEWEX?expand=booking_calendar
```

And the API will return the *expanded* object:

```json
{
  "object": "booking",
  "id": "BKNG-J4FR05BKEWEX",
  // ...
  "booking_calendar": {
    "id": "BKC-8DJNDNL86G",
    "object": "booking_calendar",
    "name": "Andrea Hartie",
    "label": "AndreaHartie",
    "url": "https://go.oncehub.com/andreahartie",
    "active": true
  }
}
```

Note

Expandable properties are listed in this API documentation as *expandable*.

## Multiple Expansions

[Section titled “Multiple Expansions”](#multiple-expansions)

You can pass multiple objects to expand in the response using comma separated values. For example, to expand both `booking_calendar` and `user` you could request:

```http
GET /bookings/BKNG-J4FR05BKEWEX?expand=booking_calendar,user
```

## Expansions in Lists

[Section titled “Expansions in Lists”](#expansions-in-lists)

Expansions on list requests start with the `data` property. For example, you would expand `data.booking_calendar` on a request to list bookings and associated Booking Calendars:

```http
GET /bookings/?expand=data.booking_calendar
```

Expansions on list requests can result in a slower response time.

Since expanding specific data in the response causes additional lookups to multiple data tables, it may result in a slower response time. Only expand data if you have a need for it.

Expansions have a maximum depth of two levels.

To avoid circular calls there is a hard limit to expand to a maximum of two levels.

## Expansions and Webhooks

[Section titled “Expansions and Webhooks”](#expansions-and-webhooks)

Included objects in Webhooks are expanded by default, but additional objects in these payloads cannot be expanded. If you need the fully expanded object, you could trigger a call to the appropriate API upon receiving the webhook.

# Overview

> Learn how to integrate with the OnceHub REST API to access booking data, manage calendars, and automate scheduling workflows.

## OnceHub Developer Center

[Section titled “OnceHub Developer Center”](#oncehub-developer-center)

**The OnceHub Developer Center** provides tools and APIs for integrating OnceHub scheduling and booking capabilities into your websites, business workflows and AI agents. Our platform is designed for everyone who wants to build robust integrations that securely access booking data, manage scheduling and automate complex workflows using server-side **REST APIs**, **client-side APIs**, and **Model Context Protocol (MCP)** integrations.

## Integration Options

[Section titled “Integration Options”](#integration-options)

OnceHub offers a variety of integration approaches. Users can select the method that best aligns with their specific use case and technical environment:

* **Server-Side REST APIs:** Best for synchronizing booking data, managing scheduling resources, and automating backend workflows following REST principles.
* **Webhooks:** Essential for receiving real-time, event-driven notifications for booking lifecycle events, digital conversation interactions (Chatbots/ Live engagement), and cancellation events to keep your external systems synchronized.
* **Client-Side APIs:** Use these to embed OnceHub interfaces directly into web applications and interact with them using client-side event listeners. This approach supports capturing real-time events for Chatbots, Routing Forms and Booking Calendars.
* **URL Parameters & Embedding:** A powerful mechanism to **fetch data from** (pre-filling booking forms) or **pass information to** redirect parameters after a booking is completed.
* **MCP Server:** Designed for integrating OnceHub into Model Context Protocol (MCP) environments for AI-driven scheduling and automation workflows.

## Developer Center Structure

[Section titled “Developer Center Structure”](#developer-center-structure)

The OnceHub Developer Center is organized into two sections:

### Dev Docs

[Section titled “Dev Docs”](#dev-docs)

Covers shared concepts across all integration types:

* Authentication and API keys
* Client configuration and embedded components
* URL parameter reference
* API versioning, rate limits, pagination, and error handling
* MCP integration guidelines
* Webhook event delivery and validation

### API Reference

[Section titled “API Reference”](#api-reference)

Provides detailed endpoint documentation for OnceHub products:

* [**Booking Calendars API:**](https://help.oncehub.com/developers/api/) Manage bookings, Booking Calendars, webhook event types, users, teams and scheduling resources.

The API reference includes supported endpoints, parameters, authentication requirements and example responses.

## Getting Started

[Section titled “Getting Started”](#getting-started)

Select your preferred integration method to begin. Most methods require an active OnceHub account and valid API credentials.

### To Use REST API or MCP Server

[Section titled “To Use REST API or MCP Server”](#to-use-rest-api-or-mcp-server)

1. [**Sign up**](https://account.oncehub.com/signup) for a OnceHub account if you don’t have one.
2. Create your API keys using the [**Authentication guide**](https://help.oncehub.com/developers/overview/authentication/). You can maintain up to 25 active keys to segregate environments (Staging vs. Production) and manage third-party vendors securely.
3. Choose between REST APIs for standard integrations or the MCP Server for AI-driven workflows.

### To Use Client-Side API

[Section titled “To Use Client-Side API”](#to-use-client-side-api)

* Use the Website embed feature to publish your Booking Calendar directly on your site.
* Add a [**JavaScript function**](https://help.oncehub.com/developers/client-side-api/embed-events/) to your embed code to collect real-time booking confirmation data or trigger custom analytics.

### To Use Webhooks

[Section titled “To Use Webhooks”](#to-use-webhooks)

Webhooks can be configured through the OnceHub application interface for a quick setup or via the API.

* To configure your webhooks directly in the OnceHub Application, define your webhook URL (must be `https://`), select your triggers from the provided list, and save your Webhook Secret to verify data authenticity.

* Use the [**Webhooks API**](https://help.oncehub.com/developers/api/#tag/webhooks/POST/webhooks) to create a new subscription (via POST request). You must define your destination `url` and an array of [**event types**](https://help.oncehub.com/developers/api/#tag/webhook-events) (e.g., `booking.scheduled`) within the JSON request body. Once created, retrieve the `signing_secret` from the API response to implement signature verification on your server.

### To Use URL Parameters & Embedding

[Section titled “To Use URL Parameters & Embedding”](#to-use-url-parameters--embedding)

* Map your custom field names in the Booking Calendar’s form settings to ensure data is correctly identified.
* Append parameters to your OnceHub URL to push data and pre-fill guest information in both [**Booking Forms**](https://help.oncehub.com/product/booking-calendars/sharing-embedding/prefilling-guest-information-in-your-booking-calendar/) and [**Routing Forms**](https://help.oncehub.com/product/routing-forms/sharing-embedding/embedding-your-routing-form-on-your-website/) for a frictionless scheduling experience.

# Pagination

> Navigate large result sets using cursor-based pagination with before, after, and limit parameters in list API methods.

All API resources have support for bulk fetches via “list” API methods. For instance, you can list `bookings` and `booking-calendars`. These list API methods share a common structure, using at least these three parameters: `limit`, `after`, and `before`.

OnceHub utilizes cursor-based pagination by making use of the `after` and `before` parameters. Both parameters take an existing object ID value (see below) and return objects in reverse chronological order. The `before` parameter returns objects listed before the named object. The `after` parameter returns objects listed after the named object. These parameters are mutually exclusive - only one of `after` or `before` may be used.

## Navigation Parameters

[Section titled “Navigation Parameters”](#navigation-parameters)

To retrieve the next page of results, you can use the `after` parameter with the object ID of the last object that was returned in the list.

To retrieve the previous page of results, you can use the `before` parameter with the object ID of the first object that was returned in the list.

The `limit` parameter determines the number of objects that will be returned on each page. It will default to 10 if not specified and has a maximum limit of 100 objects per page.

## Link Header

[Section titled “Link Header”](#link-header)

The [Link header](https://developer.mozilla.org/en-US/docs/Web/HTTP/Headers/Link) includes a `rel` parameter, where relation-types describes the relation of the linked page to the current page of results. The value can either be `previous` or `next`.

If your initial request doesn’t return enough records to generate an additional page of results, then the response won’t have a link header.

For example:

```http
Link: <https://api.oncehub.com/bookings?after=BKNG-22RN37EED5WS&limit=10>; rel="next",
  <https://api.oncehub.com/bookings?before=BKNG-D3EYIES69QMH&limit=10>; rel="previous"
```

*The example includes a line break for readability.*

## Parameters Reference

[Section titled “Parameters Reference”](#parameters-reference)

The URL in the link header can include up to three parameters:

1. **`limit`**: A limit on the number of objects to be returned, between 1 and 100. Defaults to 10.
2. **`after`**: An object ID that defines your place in the list. For instance, if you make a list request and receive 30 objects, ending with `OBJ-XXXX`, your subsequent call can include `after=OBJ-XXXX` in order to fetch the next page of the list.
3. **`before`**: An object ID that defines your place in the list. For instance, if you make a list request and receive 30 objects, starting with `OBJ-YYYY`, your subsequent call can include `before=OBJ-YYYY` in order to fetch the previous page of the list.

Tip

Use the `Link` header to easily traverse the list of results.

# Rate Limits

> Learn about OnceHub API rate limits, including per-account and per-IP restrictions, and best practices to avoid hitting limits.

To ensure fair usage and maintain API stability, requests are subject to rate limiting based on both the account and the originating IP address:

* **Per Account**: You are limited to **5 requests per second**.
* **Per IP Address**: You are limited to **200 requests per 5 minutes**.

## Rate Limit Errors

[Section titled “Rate Limit Errors”](#rate-limit-errors)

When you exceed the rate limits, the API will respond with a `429 Too Many Requests` status code and a `rate_limit_error` type:

429 Too Many Requests

```json
{
  "type": "rate_limit_error",
  "message": "Request rate limit exceeded"
}
```

## Best Practices

[Section titled “Best Practices”](#best-practices)

Tip

Avoid periodically fetching entire resource collections just to check for updates. This can quickly consume your rate limit allowance. Instead, utilize our [Webhooks](https://help.oncehub.com/developers/webhooks/introduction-to-webhooks/) to receive notifications proactively when data changes, leading to more efficient integration.

## Additional Recommendations

[Section titled “Additional Recommendations”](#additional-recommendations)

* **Implement exponential backoff**: When you receive a rate limit error, wait before retrying the request
* **Cache responses**: Store frequently accessed data locally to reduce API calls
* **Use webhooks**: Subscribe to relevant events instead of polling for changes
* **Batch operations**: Group multiple operations into single requests when possible

# Request IDs

> Track and troubleshoot API requests using unique Request-Id headers included in all OnceHub API responses.

# Request IDs

[Section titled “Request IDs”](#request-ids)

Each API request has an associated request identifier. You can find this value in the response headers, under `Request-Id`. If you need to contact us about a specific request, providing the request identifier will ensure the fastest possible resolution.

## Finding the Request ID

[Section titled “Finding the Request ID”](#finding-the-request-id)

The `Request-Id` header is included in all API responses:

```http
HTTP/1.1 200 OK
Content-Type: application/json
Request-Id: req_1234567890abcdef
...
```

Tip

When reporting issues or requesting support, always include the `Request-Id` from the problematic API call. This helps our support team quickly locate and investigate the specific request in our logs.

# Recipes

Practical how-to guides to help you build common workflows with the OnceHub APIs.

## [Fetch Bookings Periodically](https://help.oncehub.com/developers/recipes/fetch-bookings-periodically/)

[Section titled “Fetch Bookings Periodically”](#fetch-bookings-periodically)

Learn how to poll the API for new or updated bookings with automatic pagination.

## [Dynamic Co-Host Selection](https://help.oncehub.com/developers/recipes/dynamic-co-host-selection/)

[Section titled “Dynamic Co-Host Selection”](#dynamic-co-host-selection)

Dynamically adjust your booking interface based on team availability.

**To Get Started**

All recipes assume you have:

* A OnceHub API Key
* Node.js 18+ or a modern development environment

For authentication details, refer to the [API Reference](https://help.oncehub.com/developers/overview/authentication/).

# Dynamic Co-Host Selection

> Add checkboxes that update an embedded OnceHub calendar to include co-hosts.

This recipe shows how to dynamically update the OnceHub Booking Calendar to show availability for specific team members based on user-selected checkboxes at runtime. It’s useful when you want guests to pick one or more team members and only show availability for the chosen co‑hosts.

## Prerequisites

[Section titled “Prerequisites”](#prerequisites)

* A primary OnceHub Booking Calendar, which determines the meeting’s base configuration, defining the duration, location, and meeting type. Additional team members are appended as co-hosts via the `co_hosts` parameter.
* Each team member must have an active seat and configured availability within OnceHub.
* A list of team member email addresses (exactly as configured in OnceHub) to map to your HTML checkbox values.
* The standard OnceHub embed script integrated into your host page.

## Example HTML

[Section titled “Example HTML”](#example-html)

This implementation uses a list of checkboxes to dynamically update the Booking Calendar by appending the `co_hosts` parameter to the iframe URL. The JavaScript listens for selection changes and refreshes the iframe content in real-time.

```html
<div
  class="booking-controls"
  style="margin-bottom: 20px; font-family: sans-serif;"
>
  <h3>Select Team Members</h3>
  <p style="font-size: 14px; color: #666;">
    Choose who you would like to meet with:
  </p>


  <div
    id="team-selector-container"
    style="display: grid; grid-template-columns: 1fr 1fr; gap: 10px;"
  >
    <label
      style="display: flex; align-items: center; padding: 10px; border: 1px solid #ddd; border-radius: 8px; cursor: pointer;"
    >
      <input
        type="checkbox"
        class="oncehub-cohost-checkbox"
        value="team.member1@example.com"
        style="margin-right: 10px;"
      />
      <span>Team Member A</span>
    </label>


    <label
      style="display: flex; align-items: center; padding: 10px; border: 1px solid #ddd; border-radius: 8px; cursor: pointer;"
    >
      <input
        type="checkbox"
        class="oncehub-cohost-checkbox"
        value="team.member2@example.com"
        style="margin-right: 10px;"
      />
      <span>Team Member B</span>
    </label>
  </div>
</div>


<div
  id="oncehub-embed-wrapper"
  style="border: 1px solid #eee; border-radius: 12px; overflow: hidden;"
>
  <div
    id="oncehub-target-div"
    data-oh-booking-calendar-id="YOUR-BOOKING-CALENDAR-ID"
    style="min-width:320px; height:700px;"
  ></div>


  <script
    type="text/javascript"
    src="https://cdn.oncehub.com/cal/embed.js"
    async
  ></script>
</div>


<script>
  (function () {
    const wrapper = document.getElementById("oncehub-embed-wrapper");
    const checkboxes = document.querySelectorAll(".oncehub-cohost-checkbox");
    let baseIframeSrc = null;


    /**
     * Helper to find the iframe injected by OnceHub
     */
    function findOnceHubIframe() {
      return wrapper.querySelector("iframe");
    }


    /**
     * Updates the Calendar URL with selected co-hosts
     */
    function refreshCalendar() {
      const iframe = findOnceHubIframe();
      if (!iframe) return;


      // Store the original source on first run to preserve default parameters
      if (!baseIframeSrc) {
        baseIframeSrc = iframe.src;
      }


      // Gather all checked emails
      const selectedEmails = Array.from(checkboxes)
        .filter((cb) => cb.checked)
        .map((cb) => cb.value);


      // Construct new URL using the URL API
      const url = new URL(baseIframeSrc);


      if (selectedEmails.length > 0) {
        // Append co_hosts as a comma-separated list
        url.searchParams.set("co_hosts", selectedEmails.join(","));
      } else {
        // Remove parameter to show default availability
        url.searchParams.delete("co_hosts");
      }


      // Setting the src triggers the iframe to reload with new availability
      iframe.src = url.toString();
    }


    // Attach event listeners to all checkboxes
    checkboxes.forEach((cb) => {
      cb.addEventListener("change", refreshCalendar);
    });


    /**
     * WATCHDOG: OnceHub loads its iframe asynchronously.
     * We observe the wrapper to detect when the iframe is injected.
     */
    const observer = new MutationObserver((mutations, obs) => {
      const iframe = findOnceHubIframe();
      if (iframe) {
        baseIframeSrc = iframe.src;
        console.log("OnceHub Widget initialized.");
        obs.disconnect(); // Stop observing once the reference is captured
      }
    });


    observer.observe(wrapper, { childList: true, subtree: true });
  })();
</script>
```

The code below uses a placeholder. Replace YOUR-BOOKING-CALENDAR-ID with your actual booking calendar ID to initialize the embed correctly. Ensure the custom script is placed after the OnceHub embed script so the target container is available in the DOM.

## How It Works

[Section titled “How It Works”](#how-it-works)

1. **Capture Base State:** The script identifies the OnceHub iframe and saves its initial URL.
2. **Filter Logic:** When a user toggles a checkbox, the script aggregates the selected email addresses.
3. **URL Update:** The `co_hosts` query parameter is appended to the iframe URL, triggering an automatic refresh of the calendar with filtered availability.

## Tips

[Section titled “Tips”](#tips)

* **Case Sensitivity:** While the email address itself is not case-sensitive, the `co_hosts` parameter and checkbox `value` attributes are. Ensure these exactly match the OnceHub user’s email; if the case or spelling is incorrect, the parameter will be ignored.
* **Asynchronous Loading:** Because the OnceHub script injects the iframe asynchronously, the script includes a safety check (if (!iframe)) to ensure the calendar is present before attempting an update.
* **URL Integrity:** The script uses a `baseIframeSrc` variable to store the original URL. This prevents query parameters from “stacking” or duplicating during multiple selections.
* **Availability Logic:** Selecting multiple `co_hosts` will only display time slots where all chosen team members are simultaneously free.

***

See also:

* [Embedding a calendar](https://help.oncehub.com/developers/client-side-api/embedded-booking-calendar-events/)

# Fetch Bookings Periodically

> Learn how to periodically fetch updated bookings from the OnceHub API using pagination

This recipe demonstrates how to periodically poll the OnceHub API to fetch bookings that have been updated since your last fetch. It handles pagination automatically and can be customized to run at your desired interval.

## Prerequisites

[Section titled “Prerequisites”](#prerequisites)

* Node.js version >= 18.0.0 (for native `fetch` support)
* An OnceHub API key
* The `parse-link-header` npm package

Node.js Version

This recipe uses native `fetch` in Node.js. If you’re using an older version of Node.js (< 18.0.0), you can use the [node-fetch](https://github.com/node-fetch/node-fetch) library instead.

## Installation

[Section titled “Installation”](#installation)

First, install the required dependency:

```bash
npm install parse-link-header
```

## Complete Example

[Section titled “Complete Example”](#complete-example)

```javascript
import parse from "parse-link-header";


const baseUrl = "https://api.oncehub.com";
const apiKey = "YOUR_API_KEY"; // Replace with your actual API key
const headers = { "api-key": apiKey };


let lastFetchTime = new Date();


/**
 * Fetches all bookings updated since the specified date
 * Automatically handles pagination
 */
async function fetchBookingsSince(date) {
  let results = [];


  async function fetchNextPage(url) {
    const res = await fetch(url, { headers });
    const data = await res.json();
    results = results.concat(data.data);


    // Check if there's a next page
    const nextUrl = parse(res.headers.get("link"))?.next?.url;
    if (nextUrl) {
      await fetchNextPage(nextUrl);
    }
  }


  // Initial fetch with filter
  const res = await fetch(
    `${baseUrl}/v2/bookings?limit=10&last_updated_time.gt=${date.toISOString()}`,
    { headers },
  );


  const data = await res.json();
  results = results.concat(data.data);


  // Handle pagination
  const nextUrl = parse(res.headers.get("link"))?.next?.url;
  if (nextUrl) {
    await fetchNextPage(nextUrl);
  }


  return results;
}


/**
 * Main polling function that runs periodically
 */
async function fetchPeriodically() {
  try {
    const data = await fetchBookingsSince(lastFetchTime);


    if (data.length) {
      lastFetchTime = new Date();


      // Process the bookings
      console.log(`Fetched ${data.length} updated booking(s)`);
      console.log(data);


      // Add your custom logic here:
      // - Update your database
      // - Send notifications
      // - Sync with other systems
    } else {
      console.log("No new booking updates");
    }
  } catch (error) {
    console.error("Error fetching bookings:", error);
  }


  // Schedule next fetch (60 seconds)
  setTimeout(fetchPeriodically, 60 * 1000);
}


// Start polling
fetchPeriodically();
```

## Key Configuration Options

[Section titled “Key Configuration Options”](#key-configuration-options)

### API Key

[Section titled “API Key”](#api-key)

Replace `YOUR_API_KEY` with your actual OnceHub API key:

```javascript
const apiKey = "YOUR_API_KEY";
```

### Initial Fetch Time

[Section titled “Initial Fetch Time”](#initial-fetch-time)

By default, the script fetches bookings updated since it started running. To fetch all historical bookings, set:

```javascript
let lastFetchTime = new Date(0); // Fetches from the beginning of time
```

Or fetch bookings from a specific date:

```javascript
let lastFetchTime = new Date("2024-01-01"); // Fetches from January 1, 2024
```

### Polling Interval

[Section titled “Polling Interval”](#polling-interval)

Change the polling frequency by modifying the timeout value (in milliseconds):

```javascript
setTimeout(fetchPeriodically, 60 * 1000); // 60 seconds (default)


// Examples:
// 30 seconds: 30 * 1000
// 5 minutes: 5 * 60 * 1000
// 1 hour: 60 * 60 * 1000
```

### Page Size

[Section titled “Page Size”](#page-size)

Adjust the number of bookings fetched per page:

```javascript
const res = await fetch(
  `${baseUrl}/v2/bookings?limit=100&last_updated_time.gt=${date.toISOString()}`,
  { headers },
);
```

Valid values: 1-100 (default: 10)

## How It Works

[Section titled “How It Works”](#how-it-works)

1. **Pagination**: The script automatically follows pagination links in the API response headers to fetch all pages of results.

2. **Filtering**: Uses the `last_updated_time.gt` query parameter to only fetch bookings updated after the last successful fetch.

3. **Polling**: Runs continuously on a timer, checking for updates at your specified interval.

4. **Error Handling**: Includes try-catch to handle API errors gracefully without stopping the polling loop.

## API Response Example

[Section titled “API Response Example”](#api-response-example)

```json
{
  "data": [
    {
      "id": "abc123",
      "status": "completed",
      "start_time": "2024-11-21T10:00:00Z",
      "last_updated_time": "2024-11-21T09:55:00Z"
      // ... other booking fields
    }
  ],
  "has_more": false,
  "object": "list"
}
```

## Best Practices

[Section titled “Best Practices”](#best-practices)

* **Rate Limits**: Be mindful of API rate limits. Don’t set the polling interval too low.
* **Error Handling**: Add robust error handling for network issues and API errors.
* **Logging**: Implement proper logging for production environments.
* **Webhooks**: Consider using [webhooks](https://help.oncehub.com/developers/webhooks/introduction-to-webhooks/) instead of polling for real-time updates.

## See Also

[Section titled “See Also”](#see-also)

* [Bookings API Reference](https://help.oncehub.com/developers/api/#tag/bookings)
* [Pagination](https://help.oncehub.com/developers/overview/pagination/)
* [Rate Limits](https://help.oncehub.com/developers/overview/rate-limits/)
* [Webhooks](https://help.oncehub.com/developers/webhooks/introduction-to-webhooks/)

# Webhooks

> Webhooks documentation and guides.

[Introduction to Webhooks](https://help.oncehub.com/developers/webhooks/introduction-to-webhooks)

[Managing Webhook Subscriptions](https://help.oncehub.com/developers/webhooks/managing-webhook-subscriptions)

[Setting Up and Using Webhooks](https://help.oncehub.com/developers/webhooks/using-webhooks)

[Webhook Signatures](https://help.oncehub.com/developers/webhooks/webhook-signatures)

# Introduction to Webhooks

> Learn how to use OnceHub webhooks to receive real-time notifications about booking and conversation events in your account.

## What are Webhooks?

[Section titled “What are Webhooks?”](#what-are-webhooks)

Our Webhooks API is an advanced feature that can be used to build integrations with third party applications. It is suitable for developers or technically savvy users with scripting or programming knowledge. Using webhooks, you can develop custom integrations with your own web applications, services, or data warehouse.

## The Webhooks API

[Section titled “The Webhooks API”](#the-webhooks-api)

The Webhooks API is used to communicate with third-party web services. Webhook subscriptions are configured with a POST URL and an array of User-specified event triggers representing different booking lifecycle events.

Multiple webhook subscriptions can be associated with the same OnceHub account. This lets you create different triggers for different booking and conversation lifecycle events.

An HTTP POST message is used to push relevant booking or conversation data to the webhook URL, and is triggered whenever the defined lifecycle event occurs. The data is sent as JSON key-value pairs (KVPs) to your receiving server when a booking lifecycle event occurs in your OnceHub account. For example, you can create a webhook that sends customer details whenever a new booking is scheduled. [View all available webhook events](https://help.oncehub.com/developers/api/#tag/webhook-events).

## Managing your Webhooks

[Section titled “Managing your Webhooks”](#managing-your-webhooks)

Webhook subscriptions can be created, deleted, and retrieved via the webhooks API. You can also create, view and delete your webhooks from the [API & Webhooks Integration](https://app.oncehub.com/integrations/api) page. [Learn more about managing Webhook subscriptions](https://help.oncehub.com/developers/webhooks/managing-webhook-subscriptions/)

![API Integration page with navigation menu](https://help.oncehub.com/_astro/api-integration-webhook-subscription-list.DrSi7mfx_Z5qg17.webp) *Figure 1: API & Webhooks Integration page with navigation menu*

# Managing Webhook Subscriptions

> Create, retrieve, and delete webhook subscriptions via the API or OnceHub application to manage your event notifications.

## Managing Webhook Subscriptions via the API

[Section titled “Managing Webhook Subscriptions via the API”](#managing-webhook-subscriptions-via-the-api)

The Webhook API allows you to create, retrieve, and delete your webhook subscriptions.

Create new webhook subscriptions by sending a POST request to the **/webhooks** endpoint. The User must specify the name of the webhook subscription; no two webhooks associated with the same account can share the same name. Each webhook is also assigned a unique and secure alphanumeric ID when it is created. [Learn more about creating Webhooks via the API](https://help.oncehub.com/developers/api/#tag/webhooks/POST/webhooks)

You can retrieve a list of all webhook subscriptions associated with your account by passing a GET request to the **/webhooks** endpoint. You can also retrieve a single webhook subscription by passing the ID of the desired webhook object. [Learn more about retrieving Webhooks via the API](https://help.oncehub.com/developers/api/#tag/webhooks/GET/webhooks)

If for some reason you need to delete your webhook subscriptions, you can do so by sending a DELETE request to the **/webhooks** endpoint, along with the ID of the webhook you wish to delete. [Learn more about deleting Webhooks via the API](https://help.oncehub.com/developers/api/#tag/webhooks/DELETE/webhooks/%7Bid%7D)

## Managing Webhook Subscriptions via the OnceHub Application

[Section titled “Managing Webhook Subscriptions via the OnceHub Application”](#managing-webhook-subscriptions-via-the-oncehub-application)

Administrators can create and manage webhook subscriptions through the APIs & Webhooks section of the OnceHub application.

Once created, you can view, manage, or delete these subscriptions directly on the [API & Webhooks Integration page](https://app.oncehub.com/integrations/api).

### Create a Webhook

[Section titled “Create a Webhook”](#create-a-webhook)

1. Click the gear icon (top-right) and select **Account Integrations**.

2. Select the **APIs & Webhooks** tile.

3. In the Webhooks section, click the **Create Webhook** button.

4. In the pop-up, provide the following details:

   * **Webhook Name:** A unique, descriptive name (must contain at least one alphanumeric character).
   * **Webhook URL:** The destination address (must start with `https://`).

5. Click **Next** and select the specific events that should trigger the payload.

6. Click **Create**. A **Webhook Secret** will be displayed. Click **Copy & close** to save this secret immediately. It is required to verify that the received data is authentic.

![API integration - Webhook subscription list](https://help.oncehub.com/_astro/api-integration-webhook-subscription-list.DrSi7mfx_Z5qg17.webp) *Figure 1: API & Webhooks integration page - Webhook subscription list*

# Setting Up and Using Webhooks

> Set up and configure webhook integrations to automatically receive booking and conversation data from OnceHub when lifecycle events occur.

## What Can I Do With Webhooks?

[Section titled “What Can I Do With Webhooks?”](#what-can-i-do-with-webhooks)

Webhooks are a useful tool if you want to receive automatic notifications whenever a booking or conversation event occurs in your OnceHub account.

For example, you can use a webhook subscription to automatically send guest details to your server whenever a new booking is made.

You can register webhooks to send an HTTP POST request for specific types of booking or conversation events, or register a webhook to let you know when any booking or conversation lifecycle event takes place. [See all available webhook events and their payloads](https://help.oncehub.com/developers/api/#tag/webhook-events).

POST messages may contain sensitive customer data. Always use HTTPS when providing the receiving POST URL.

## Webhook Delivery Retries

[Section titled “Webhook Delivery Retries”](#webhook-delivery-retries)

If your endpoint does not return a successful `2xx` status code, the delivery is treated as failed and OnceHub retries it automatically.

Retries use exponential backoff, so the time between attempts increases over time.

Retries continue for up to about 3 days. If delivery still does not succeed within that retry window, the webhook is automatically disabled.

To avoid missed events, make sure your endpoint:

* Returns a `2xx` response as soon as the payload is accepted.
* Handles temporary errors and downtime gracefully.
* Logs failed deliveries so you can investigate and recover quickly.

## Check That Your Webhook is Configured Correctly

[Section titled “Check That Your Webhook is Configured Correctly”](#check-that-your-webhook-is-configured-correctly)

Once you have created your webhook subscription, you can check that it is configured correctly by using a service like [Webhook Tester](https://webhook.site/).

Simply configure your webhook subscription with a URL generated by one of these services, and create a sample booking in your account. The request testing tool lets you collect the HTTP requests you send to the specified URL, so that you can easily confirm, inspect, or debug the responses.

## Setting Up Webhook Integration With a SaaS Application

[Section titled “Setting Up Webhook Integration With a SaaS Application”](#setting-up-webhook-integration-with-a-saas-application)

Webhooks can be used to easily integrate OnceHub with a SaaS application. Once you have [registered a OnceHub account](https://account.oncehub.com/signup), setting up webhook integration with a SaaS application is simple:

1. [Create a webhook subscription](https://help.oncehub.com/developers/api/#tag/webhooks/POST/webhooks) by sending a POST request to the **/webhooks** endpoint, configured with the relevant event triggers and the URL where you want to receive data.
2. Receive booking or conversation data every time a booking or conversation lifecycle event is triggered.
3. Integrate OnceHub booking or conversation data into your application.

# Webhook Signatures

> Verify the events that OnceHub sends to your webhook endpoints.

OnceHub can sign all webhook events sent to your endpoints with a signature. This signature appears in each event’s `Oncehub-Signature` header. It allows you to verify that the events were sent by OnceHub rather than a third party.

Before you can verify signatures, you need to retrieve your endpoint’s secret from your OnceHub dashboard’s webhooks settings in the [Webhook & API integration section](https://app.oncehub.com/integrations/api). Find the relevant webhook and click *View secret*.

OnceHub generates a unique secret key for each endpoint separately. If the webhook was created in v2 of the API, each event will be signed with the secret. If you don’t see the *View secret* option, this means you are using v1 of the API. Any new endpoints will be created using v2.

## Verifying Signatures

[Section titled “Verifying Signatures”](#verifying-signatures)

The `Oncehub-Signature` header included in each signed webhook event contains a timestamp and a signature. The timestamp is prefixed by `t=`, and the signature is prefixed `s=`:

```plaintext
t=1611144604,s=22b3f46eed16d8a41b492334b626dcf04aca47232102208e2d3424051402adcc
```

OnceHub generates signatures using a hash-based message authentication code ([HMAC](https://en.wikipedia.org/wiki/Hash-based_message_authentication_code)) with [SHA-256](https://en.wikipedia.org/wiki/SHA-2).

#### Step 1: Extract the Timestamp and Signatures from the Header

[Section titled “Step 1: Extract the Timestamp and Signatures from the Header”](#step-1-extract-the-timestamp-and-signatures-from-the-header)

Split the header, using the `,` character as the separator, to get a list of elements. Next, split each element, using the `=` character as the separator, to get a prefix and value pair.

The value for the prefix `t` corresponds to the timestamp and `s` corresponds to the signature

#### Step 2: Prepare the `signed_payload` String

[Section titled “Step 2: Prepare the signed\_payload String”](#step-2-prepare-the-signed_payload-string)

The `signed_payload` string is created by concatenating:

* The timestamp (as a string)
* The character `.`
* The actual JSON payload (i.e., the request body)

For example, given the following payload:

```json
{
  "id": "EVNT-2AB8RJY3LF",
  "object": "event",
  "creation_time": "2021-01-20T12:10:03.140Z",
  "type": "booking.scheduled",
  "api_version": "v2",
  "data": {
    "object": "booking",
    "id": "BKNG-YNMGHKQ24XV5",
    "tracking_id": "BKNG-YNMGHKQ24XV5",
    "subject": "15-minute meeting",
    "status": "scheduled",
    "in_trash": false,
    "creation_time": "2021-01-20T12:10:02.487Z",
    "starting_time": "2021-01-20T16:45:00.000Z",
    "last_updated_time": "2021-01-20T12:10:02.753Z",
    "owner": {
      "id": "USR-YX0J4ANZTV",
      "object": "user",
      "first_name": "Michael",
      "last_name": "",
      "email": "michael@example.com",
      "status": "active"
    },
    "duration_minutes": 15,
    "virtual_conferencing": { "join_url": "" },
    "location_description": "",
    "rescheduled_booking_id": "",
    "cancel_reschedule_information": {
      "reason": "",
      "actioned_by": "",
      "user_id": ""
    },
    "form_submission": {
      "name": "Carrie",
      "email": "carrie@customer.com",
      "phone": "",
      "mobile_phone": "",
      "note": "",
      "company": "",
      "guests": [],
      "custom_fields": []
    },
    "booking_calendar": {
      "id": "BKC-LDJ878496X",
      "object": "booking_calendar",
      "name": "Andrea Hartie booking calendar",
      "subject": "Meeting with Andrea Hartie",
      "url": "https://oncehub.com/andreahartie",
      "published": true
    },
    "external_calendar": {
      "type": "none",
      "name": "",
      "id": "",
      "event_id": ""
    }
  }
}
```

The `signed_payload` string is created by concatenating the timestamp, a dot (`.`), and the raw (single-line) JSON payload:

```plaintext
1611144604.{"id":"EVNT-2AB8RJY3LF","object":"event","creation_time":"2021-01-20T12:10:03.140Z","type":"booking.scheduled","api_version":"v2","data":{"object":"booking","id":"BKNG-YNMGHKQ24XV5","tracking_id":"BKNG-YNMGHKQ24XV5","subject":"15-minute meeting","status":"scheduled","in_trash":false,"creation_time":"2021-01-20T12:10:02.487Z","starting_time":"2021-01-20T16:45:00.000Z","last_updated_time":"2021-01-20T12:10:02.753Z","owner":{"id":"USR-YX0J4ANZTV","object":"user","first_name":"Michael","last_name":"","email":"michael@example.com","status":"active"},"duration_minutes":15,"virtual_conferencing":{"join_url":""},"location_description":"","rescheduled_booking_id":"","cancel_reschedule_information":{"reason":"","actioned_by":"","user_id":""},"form_submission":{"name":"Carrie","email":"carrie@customer.com","phone":"","mobile_phone":"","note":"","company":"","guests":[],"custom_fields":[]},"booking_calendar":{"id":"BKC-LDJ878496X","object":"booking_calendar","name":"Andrea Hartie booking calendar","subject":"Meeting with Andrea Hartie","url":"https://oncehub.com/andreahartie","published":true},"external_calendar":{"type":"none","name":"","id":"","event_id":""}}}
```

Don’t apply any formatting on the request body payload; take it as it is. If you apply formatting, it will add white-space characters that will result in a wrong signature construction. The signed\_payload must be constructed as a single continuous string without spaces or line breaks.

#### Step 3: Determine the Expected Signature

[Section titled “Step 3: Determine the Expected Signature”](#step-3-determine-the-expected-signature)

Compute an HMAC with the SHA256 hash function. Use the endpoint’s signing secret as the key, and use the `signed_payload` string as the message.

```javascript
const crypto = require("crypto");


const toBeSignedPayload = time + "." + body;
const expected = crypto
  .createHmac("sha256", secret)
  .update(toBeSignedPayload)
  .digest("hex");
```

```csharp
using System;
using System.Security.Cryptography;
using System.Text;


class MainClass {
  public static void Main (string[] args) {
    string toBeSignedPayload = timestamp + "." + body;


    Encoding encoding = new UTF8Encoding();
    byte[] secretBytes = encoding.GetBytes(secret);
    byte[] messageBytes = encoding.GetBytes(toBeSignedPayload);
    HMACSHA256 cryptographer = new HMACSHA256(secretBytes);


    byte[] expectedBytes = cryptographer.ComputeHash(messageBytes);


    string expected = BitConverter.ToString(expectedBytes).Replace("-", "").ToLower();


    Console.WriteLine(expected);


  }
}
```

#### Step 4: Compare the Signatures

[Section titled “Step 4: Compare the Signatures”](#step-4-compare-the-signatures)

Compare the signature in the header to the expected signature. For an equality match, compute the difference between the current timestamp and the received timestamp, then decide if the difference is within your tolerance.

# Getting Started

> Getting Started documentation and guides.

[Introduction to OnceHub](https://help.oncehub.com/getting-started/introduction-oncehub/)

# Introduction to OnceHub

> Introduction OnceHub documentation and guides.

[Signing Up With OnceHub](https://help.oncehub.com/getting-started/introduction-oncehub/signing-up-with-oncehub)

[Your OnceHub Trial Account](https://help.oncehub.com/getting-started/introduction-oncehub/your-oncehub-trial-account)

[Joining Your Organization's OnceHub Account](https://help.oncehub.com/getting-started/introduction-oncehub/joining-your-organizations-oncehub-account)

[Introduction To OnceHub](https://help.oncehub.com/getting-started/introduction-oncehub/introduction-to-oncehub)

[OnceHub Service and Support Information](https://help.oncehub.com/getting-started/introduction-oncehub/oncehub-service-and-support-information)

[Using OnceHub from Your Mobile](https://help.oncehub.com/getting-started/introduction-oncehub/using-oncehub-from-your-mobile)

# Introduction To OnceHub

> Welcome to OnceHub! Our platform simplifies scheduling, streamlines interactions, and boosts productivity by offering tools for booking meetings, engaging vi...

Welcome to **OnceHub**! Our platform simplifies scheduling, streamlines interactions, and boosts productivity by offering tools for booking meetings, engaging visitors, and routing inquiries efficiently. This guide will help you get started with the essential features.

***

## Essential Setup Steps

[Section titled “Essential Setup Steps”](#essential-setup-steps)

If you haven’t already done so during your onboarding, get started quickly by following these steps:

1. **Connect Your Calendar and Video Conferencing Tools:**

   * Click your **Profile Menu**.
   * Go to **User Integrations** and connect your calendar and video conferencing tools for seamless scheduling.

2. **Set Up Meeting Locations and Availability:**

   * Define meeting locations and availability in the **Scheduled Meeting Availability** section under the Profile Menu.
   * Ensure your correct **Time Zone** is selected by clicking **Edit** in the top-right corner.

***

## Discovering Product Features

[Section titled “Discovering Product Features”](#discovering-product-features)

When you log in, you’ll see that a personalized **Booking Calendar**, **Chatbot**, and **Routing Form** have been auto-created to help you get started.

* **Booking Calendars:** Simplify meeting scheduling by allowing you to customize meeting details such as subject, duration, and host availability.
* **Routing Forms:** Screen and direct visitors based on their responses, improving efficiency and personalization.
* **AI-Driven Chatbots:** Engage dynamically with visitors and provide tailored assistance based on their needs.

We recommend setting up your **Booking Calendar** first, as it serves as the foundation for scheduling and simplifies the onboarding process. For detailed guidance, check out our [**Getting Started with Booking Calendars**](https://help.oncehub.com/product/booking-calendars/introduction-to-booking-calendars/introduction-to-booking-calendars/) guide.

***

## Finding Help

[Section titled “Finding Help”](#finding-help)

Need assistance? Click the **Help Menu** in the top-right corner to access:

* **Support Center:** Browse articles and guides.
* **Chat with Support:** Connect with a live support agent instantly.
* **Contact Support:** Submit a ticket for complex inquiries.

For a more hands-on experience, book a **step-by-step setup call** with our expert support agents. We’ll guide you through setting up your account and answer any questions to ensure a smooth start.

[**Book your session here**](https://go.oncehub.com/SetupOH)

***

## You’re Ready to Get Started!

[Section titled “You’re Ready to Get Started!”](#youre-ready-to-get-started)

You’re now ready to explore OnceHub’s features! Start with your Booking Calendar for a smooth scheduling experience and explore our other tools for even more ways to engage clients effectively.

# Joining Your Organization's OnceHub Account

> Joining your organization's OnceHub account is straightforward. This guide will walk you through every step, explain common pitfalls, and answer frequently a...

Joining your organization’s **OnceHub** account is straightforward. This guide will walk you through every step, explain common pitfalls, and answer frequently asked questions to ensure a smooth onboarding experience.

***

## Step 1: Invitation Email

[Section titled “Step 1: Invitation Email”](#step-1-invitation-email)

Your **administrator** will send you an email invitation from OnceHub with the subject line ***Invitation to Join.*** This email contains a link to join your organization’s OnceHub account.

* If you don’t see the email in your inbox, check your **spam** or **junk mail** folder, and make sure the invitation was sent to the **correct email address**.
* If you still can’t find it, ask your **administrator** to resend the invitation.

***

## Step 2: Sign-In Link

[Section titled “Step 2: Sign-In Link”](#step-2-sign-in-link)

Click the **Sign in to your account** button or link in the invitation email. This opens the OnceHub sign-in page.

**IMPORTANT:** The link is only valid for **72** **hours**. If it expires, ask your administrator to resend the invitation.

***

## Step 3: Onboarding Process

[Section titled “Step 3: Onboarding Process”](#step-3-onboarding-process)

After signing in, you’ll be guided through an onboarding process where you can set your **availability** and connect your **productivity suites** and **video conferencing tools**.

We recommend checking out our **[Introduction to OnceHub](https://help.oncehub.com/getting-started/introduction-oncehub/introduction-to-oncehub/)** article. This guide will walk you through the initial setup process and help you get the most out of OnceHub.

***

## Frequent Asked Questions (FAQs)

[Section titled “Frequent Asked Questions (FAQs)”](#frequent-asked-questions-faqs)

**Can someone else set up my profile for me?**

**A:** An **administrator** can change your profile settings, but you **must** connect your **productivity suite** and any standalone integrations yourself.

We recommend that you complete the onboarding process yourself and then notify your account administrator so that they may make any necessary changes.

**Can I delete my profile?**

**A:** Only an **administrator** can delete user profiles. Even administrators can not delete their own profiles; another administrator must do it.

**My admin is trying to add me to the account, but they see an alert that an account with my email ID already exists.**

**A:** To use that email ID, you must first delete your **existing OnceHub account**. Follow these steps:

1. **Sign in** to OnceHub with that email.
2. Click the **gear** **icon** in the top navigation menu.
3. Select **Settings and permissions** and click **Delete account**. This will free up the email ID.

Your admin can now invite you to their account. This will send you an email with a sign-up link to join the account.

# OnceHub Service and Support Information

> We offer multiple channels of support to assist you in starting and maintaining your OnceHub Account. Read on to learn about how to utilize OnceHub service a...

We offer multiple channels of support to assist you in starting and maintaining your OnceHub Account. Read on to learn about how to utilize OnceHub service and support.

## Introduction to OnceHub Support

[Section titled “Introduction to OnceHub Support”](#introduction-to-oncehub-support)

### Instant answers

[Section titled “Instant answers”](#instant-answers)

Our knowledge base maintains hundreds of articles and a video library, curated to introduce the features available to you and how to use them. If you have a question, there’s a high likelihood the answer is in our knowledge base.

### New account? Make the most of it!

[Section titled “New account? Make the most of it!”](#new-account-make-the-most-of-it)

Just signed up for an account? We hope you enjoy this opportunity to test drive the full functionality of OnceHub. Feel free to play around and get acquainted with no limits and no obligation.

### Want step-by-step setup assistance?

[Section titled “Want step-by-step setup assistance?”](#want-step-by-step-setup-assistance)

If you’re interested in having us take you through the process of setting up your account step-by-step, until you are completely configured and ready to start, or training your employees in using OnceHub, we’re happy to help. We offer [setup assistance packages](https://go.oncehub.com/setupoh "Setup assistance packages") for step-by-step help and training, priced at $125/hour. During the session(s), we will discuss your requirements, make suggestions for efficient implementation, and be right there with you as you set up your account, every step of the way.

### Do you have security and compliance questions?

[Section titled “Do you have security and compliance questions?”](#do-you-have-security-and-compliance-questions)

OnceHub has a comprehensive security program that meets internationally recognized standards. We’re experienced in handling strict security and compliance requirements from corporate organizations and various industry sectors. You can find an overview of our security at the [OnceHub Trust Center](https://www.oncehub.com/trustcenter) or contact our security department for additional questions at <trust@oncehub.com>.

[Learn more about Security, Privacy & Compliance](https://help.oncehub.com/security-compliance/security/ "Security, Privacy & Compliance")

## System requirements

[Section titled “System requirements”](#system-requirements)

OnceHub uses advanced HTML and JavaScript technologies. Therefore, it performs best on modern browsers that support the latest internet standards.

### On the desktop

[Section titled “On the desktop”](#on-the-desktop)

* **Google Chrome:** Latest versions
* **Mozilla Firefox:** Latest versions
* **Microsoft Edge:** Latest versions
* **Apple Safari on a Mac\*:** version 5 and above

\*We recommend not to use Safari on Windows. Apple has stopped its development and it may contain bugs.

Note

Microsoft Internet Explorer is not supported.

### On mobile devices

[Section titled “On mobile devices”](#on-mobile-devices)

* The OnceHub customer application fully supports mobile browsers on iOS and Android devices.
* The OnceHub administration side is limited on mobile. We are currently working on creating a mobile app so that you can stay connected on the go. In the meantime, we recommend you continue using the desktop application.

If you are using a browser that is not on this list, you may still be able to work with OnceHub, but it is not recommended as performance and presentation may not be optimal.

## Customer application accessibility

[Section titled “Customer application accessibility”](#customer-application-accessibility)

OnceHub is committed to providing a solution that is accessible to everyone. It is our top priority to design and engineer products with a focus on usability and accessibility for all our users and their customers, with or without a disability. Our value for compliance is a differentiating factor in the scheduling market. Organizations that are obligated by law to meet accessibility standards can safely use our products, knowing they meet those requirements.

### The standards we meet

[Section titled “The standards we meet”](#the-standards-we-meet)

* A and AA levels of the [Web Content Accessibility Guidelines (WCAG) 2.0](http://www.w3.org/TR/2008/REC-WCAG20-20081211/)
* [Section 508](http://www.section508.gov/) as published in 2017
* [ADA Standards for Accessible Design](https://www.ada.gov/) (Americans with Disabilities Act)

The OnceHub Customer application fully meets these standards. Our User application, where account holders setup their accounts, partially meets these standards. We continue to make improvements to the accessibility of our products.

### The principles we follow

[Section titled “The principles we follow”](#the-principles-we-follow)

* **Design best practices** - We follow UX and UI gold standards such as: readability, consistency, structured navigation, orientation order, clear hierarchy, semantic content, code validation and more.
* **Inclusive design approach** - We operate according to the principles of universal design, understood and used by all people regardless of age, ability, or circumstance. From the conceptual mental model to the last tooltip, we always consider equality and diversity.
* **Screen readers** - Users who are blind or visually impaired can make full use of OnceHub thanks to our comprehensive support for screen readers.
* **Keyboard-only usage** - Customers can easily schedule bookings, all with just the use of a keyboard and no mouse.

Learn more in our [Accessibility Conformance Report or VPAT](https://www.oncehub.com/trustcenter/legal/vpat "Accessibility Conformance Report") (Voluntary Product Accessibility Template).

## Setup assistance packages

[Section titled “Setup assistance packages”](#setup-assistance-packages)

You have access to our [free onboarding webinars](https://www.oncehub.com/resources/onboardingwebinars/) which are run daily to provide you with all the training you need to get the most out of the platform. All products also come with a comprehensive getting started guide that includes short videos that give you a full overview of the application and its capabilities. Learn more about [Getting started with Chatbots](https://help.oncehub.com/product/chatbots/introduction-to-chatbots/ "Building a chatbot") and [Introduction to OnceHub.](https://help.oncehub.com/getting-started/introduction-oncehub/introduction-to-oncehub/ "Introduction to OnceHub")

If you’re interested in having us walk you through setting up your account or require that all your employees will be trained on using OnceHub, we’re happy to help. We offer setup assistance packages for step-by-step help and training, priced at $125/hour. [Book your session now](https://go.oncehub.com/setupoh).

During the session(s), we will discuss your requirements, make suggestions for efficient implementation, and be right there with you as you set up your account, every step of the way.

### What will we do during our session(s)?

[Section titled “What will we do during our session(s)?”](#what-will-we-do-during-our-sessions)

### OnceHub

[Section titled “OnceHub”](#oncehub)

* Set up multiple Event types
* Implement calendar integration
* Customize email templates
* Set up CRM integration
* Help you add and manage Zaps within OnceHub
* Create multiple User accounts for employees
* An hour or more of training with all your employees on board, learning how to use OnceHub (session can be recorded at request)
* Anything else we’ve agreed upon after consulting with you

### Is a setup assistance package right for you?

[Section titled “Is a setup assistance package right for you?”](#is-a-setup-assistance-package-right-for-you)

Possibly, if you:

* Don’t feel comfortable implementing software configurations on your own, without direction from a professional
* Want to save time by paying a professional to configure OnceHub faster than you’d be able to on your own
* Want all your employees to be introduced to OnceHub fast and effectively, providing them with all the resources and knowledge they require to get started

To purchase a setup assistance package, simply [book your session(s)](https://go.oncehub.com/setupoh). You will be required to pay for the package through our PayPal integration in order to submit the booking.

## The OnceHub Service Level Agreement (SLA)

[Section titled “The OnceHub Service Level Agreement (SLA)”](#the-oncehub-service-level-agreement-sla)

At OnceHub, we understand the importance of data access and service availability. Scheduling is a critical business process and there is never a good time for downtime. Built with a top-tier infrastructure, OnceHub provides the reliability and performance our customers have come to expect. Nonetheless, as with any cloud software, downtime still occurs. There are two types of downtime.

### Planned downtime

[Section titled “Planned downtime”](#planned-downtime)

Planned downtime is typically required for new releases so we can deploy our latest features. Planned downtime is always performed during off-peak hours and published in advance to prepare our customers for the downtime. Planned downtime usually lasts 30 - 60 minutes and typically occurs on Saturdays, between 12:00 AM – 6:00 AM Eastern Time. Planned downtime occurs 6 - 8 times a year in line with the frequency of our releases.

### Unplanned downtime

[Section titled “Unplanned downtime”](#unplanned-downtime)

Even with the best intentions, unplanned downtime and service issues can sometimes occur. Unplanned downtime is usually the result of a third-party service failure or unexpected complications in our releases. In these cases, we report such incidents to our customers as quickly as possible (usually within a few minutes) and make every effort to resolve them as fast as we can. During unplanned downtime, we continually update our customers on the progress that is being made towards a resolution. Not all unplanned downtime is equal. Unplanned downtime varies, depending on how it affects OnceHub Users (severity level) and also its cause.

### Severity levels

[Section titled “Severity levels”](#severity-levels)

Unplanned downtime is divided into severity levels. The level of severity depends on the impact to the usability of OnceHub. Each level has its own formal definition.

* **Severity 1:** The service is down, inoperable, inaccessible, or unavailable. The performance or nonperformance of the service prevents all useful work from being accomplished.
* **Severity 2:** The service is severely limited or degraded. Major functions are not performing properly, causing a significant impact to User’s operations or productivity.
* **Severity 3:** The service has a minor issue with minimal impact to business operations; the issue is localized or has isolated impact; or the problem is any other issue that is not Severity 1 or 2.

Only Severity level 1 is applicable to the OnceHub SLA commitments.

### Force majeure

[Section titled “Force majeure”](#force-majeure)

When unplanned downtime happens due to acts of god, such as earthquakes, fires, or floods, or things like wars, government sanctions, embargos, or riots, this is considered force majeure. Since force majeure can’t be anticipated, it is excluded from the OnceHub SLA commitments.

### Third-party applications

[Section titled “Third-party applications”](#third-party-applications)

Occasionally, unplanned downtime is beyond the control of OnceHub. This occurs when a third-party application, such as an integrated calendar or CRM, is not operating at normal service levels. Typically, the effect of this can be quickly worked around by disconnecting the affected system from OnceHub. Since service issues with third-party applications do not affect the functionality of the core OnceHub platform and OnceHub does not have responsibility for external systems, unplanned downtime resulting from third-party integrations is excluded from the OnceHub SLA commitments.

### Uptime Service Level Agreement (SLA)

[Section titled “Uptime Service Level Agreement (SLA)”](#uptime-service-level-agreement-sla)

As part of our commitment to customers, we aim to provide 99.9% uptime. The OnceHub SLA only includes unplanned downtime of severity level 1. It does not include other types of downtime—specifically, the following downtime is excluded from the SLA:

* Planned downtime
* Unplanned downtime at severity levels 2 and 3
* Unplanned downtime resulting from force majeure
* Unplanned downtime resulting from third-party applications.

When calculating our monthly uptime, only unplanned downtime of severity level 1 should be considered. Our 99.9% uptime commitment is equivalent to 43.8 minutes per month or 8.76 hours per year of unplanned downtime. As part of our service level commitments, all types of downtime are published. This type of transparency ensures we meet our uptime goals. To monitor our system status or planned downtime, visit [our status page](http://status.oncehub.com/) or subscribe to status notifications on our dedicated [twitter feed](https://twitter.com/statusonce). [Learn more about the status page](https://help.oncehub.com/getting-started/introduction-oncehub/oncehub-service-and-support-information/#understanding-the-status-page "Understanding the Status page")

## Understanding the Status page

[Section titled “Understanding the Status page”](#understanding-the-status-page)

The Status page provides real time and historic updates on the current status of the OnceHub products, the website and third-party integrations. The Status page reports information for both planned and unplanned downtime. The Status page is located at [status.oncehub.com](http://status.scheduleonce.com/).

**Planned downtime** OnceHub may perform planned system maintenance and upgrades for the service from time to time. Typical duration of planned downtime lasts 30 - 60 minutes. Planned downtime will commonly occur on a Saturday, between 1:00 AM – 6:00 AM Eastern Time. Any planned downtime within this maintenance window, as well as any planned downtime outside of it, will be communicated via the Status page.

**Unplanned downtime** While extremely rare, OnceHub sometimes experiences unplanned downtime or service disruptions. We report such incidences to our Customers as quickly as possible and make every effort resolve them as quickly as possible. The Status page will always reflect the most up-to-date information available about service disruptions.

**Subscribe to updates** You can subscribe to status updates via RSS feed or Twitter. The links to subscribe are located in the upper-right corner of the Status page. The Twitter account is [@StatusOnce](https://twitter.com/intent/follow?screen_name=statusonce\&original_referer=http://status.scheduleonce.com/). All planned and unplanned downtime will be reported simultaneously with the Status page updates.

**Understanding service statuses** The Status page displays an overview of OnceHub service performance for the last five days. You can see a full performance history of a service by clicking on the individual service, for example [the Corporate website](https://status.oncehub.com/service/OnceHub-Website).

The Status page uses icons to communicate if a service is running as normal, if there is an interruption or if a reported incident was resolved:

| ![](https://help.oncehub.com/_astro/1687770756726.C3OWAle6_Z1My2Gp.webp) | The service is up and functioning as normal.                                                                                                                                                              |
| ------------------------------------------------------------------------ | --------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| ![](https://help.oncehub.com/_astro/1687770770560.DFYh6sWI_QRLzx.webp)   | The service is running but not performing optimally. The service can still be used but there may be some limitations.                                                                                     |
| ![](https://help.oncehub.com/_astro/1687770756633.BWnc5kqk_Z1Bf8nL.webp) | The service is down and cannot be used.                                                                                                                                                                   |
| ![](https://help.oncehub.com/_astro/1687770770616.Dxa4dSew_Z2fOMzC.webp) | An incident was reported, has been resolved and the service is functioning as normal. If an incident was resolved on the current date, you will see this icon overlapping with the green checkmark above. |

## Generating your support code

[Section titled “Generating your support code”](#generating-your-support-code)

Read on to learn how to generate your support code.

Your support code enables us to access your account if necessary. All OnceHub accounts have a support code. You may be asked to provide your support code if you contact us through one of our support channels.

Your generated support code is valid for 30 days only. After this, you must generate a new support code if you require further assistance (if account access is required for reviewing and/or resolving the issue).

#### To generate your support code:

[Section titled “To generate your support code:”](#to-generate-your-support-code)

1. In the top right menu, click on the question mark icon.
2. Select **Generate support code**.
3. **Copy**.

# Signing Up With OnceHub

> Sign up using your existing GSuite or Office 365 account, or with an email address.

There are two ways to sign up using OnceHub:

## 1. Create Your Own Account

[Section titled “1. Create Your Own Account”](#1-create-your-own-account)

* Go to the OnceHub [**signup page**](https://oncehub.com/signup?).
* Sign up using your existing **GSuite** or **Office 365** account, or with an email address.
* This automatically starts a **14-day free trial** with access to most of the OnceHub features. [**Learn more about what’s included in the free trial**](https://help.oncehub.com/getting-started/introduction-oncehub/your-oncehub-trial-account/#whats-included).

## 2. Join Your Organization’s Account

[Section titled “2. Join Your Organization’s Account”](#2-join-your-organizations-account)

If your organization already uses OnceHub, your administrator will create an account for you and send you an email invitation with a link to join.

Follow [**Join Your Organization’s Account Guide**](https://help.oncehub.com/getting-started/introduction-oncehub/joining-your-organizations-oncehub-account/) for step-by-step instructions.

***

### Getting Started

[Section titled “Getting Started”](#getting-started)

Once you’ve signed up and logged in, we recommend checking out our [**Introduction to OnceHub**](https://help.oncehub.com/getting-started/introduction-oncehub/introduction-to-oncehub/) article. This guide will walk you through the initial setup process and help you get the most out of OnceHub.

***

## Upgrading During the 14-day Free Trial

[Section titled “Upgrading During the 14-day Free Trial”](#upgrading-during-the-14-day-free-trial)

[How to Upgrade your account during the Free Trial](https://www.youtube-nocookie.com/embed/As2oQ4-oQ80?wmode=opaque)

You can upgrade your trial account to a paid plan at any time during your 14-day free trial.

### To upgrade from the 14-day free trial

[Section titled “To upgrade from the 14-day free trial”](#to-upgrade-from-the-14-day-free-trial)

1. Click on **Purchase Now**, located in the top-right corner of your account.
2. Select the plan you’d like to purchase (e.g., **Schedule**, **Route**, or **Engage**).
3. Customize your upgrade by deciding on the number of seats, billing cycle, and any other preferences.

Note

Once you upgrade to a paid plan, you will not be able to downgrade to the Basic plan.

***

## How to Switch to the Basic Plan

[Section titled “How to Switch to the Basic Plan”](#how-to-switch-to-the-basic-plan)

If you prefer to use OnceHub’s basic scheduling features without paying for a subscription, you can switch to the Basic plan at the end of your 14-day free trial.

### To downgrade from the trial

[Section titled “To downgrade from the trial”](#to-downgrade-from-the-trial)

1. Click on **See all options** in the popup that appears at the end of your trial.
2. Select the **Basic** plan.
3. Click on **Confirm downgrade**.

Note

This is the only way to downgrade to the Basic plan. If you upgrade to a paid plan, you will not be able to downgrade to the free plan in the future.

***

[**Let us know**](https://help.oncehub.com/contact-us/) if you need additional help!

# Using OnceHub from Your Mobile

> OnceHub provides an easy way to manage your scheduling, meetings, and availability directly from your mobile device.

OnceHub provides an easy way to manage your scheduling, meetings, and availability directly from your mobile device. This guide explains how to maximize your mobile experience.

***

## Manage Meetings

[Section titled “Manage Meetings”](#manage-meetings)

* **View Meeting Details:** Access information about canceled, rescheduled, and upcoming meetings, including participant details.

* **Filter Meetings:** Use filters such as:

  * My upcoming meetings
  * All meetings

* **Update Meetings:** Cancel, reschedule, reassign, or mark meetings as *No-Show* directly from the mobile interface.

***

## Manage Your Availability

[Section titled “Manage Your Availability”](#manage-your-availability)

* **Weekly Working Hours:** Customize your standard working hours.
* **Date-Specific Overrides:** Adjust availability for specific dates to accommodate changes.
* **Meeting Location Preferences:** Set availability based on meeting location or type (e.g., video, phone, in-person).

***

## Object Sharing

[Section titled “Object Sharing”](#object-sharing)

Easily copy links directly from the Home page for:

* Booking Calendars
* Routing Forms
* Chatbots

***

## Create a Shortcut for Quick Mobile Access

[Section titled “Create a Shortcut for Quick Mobile Access”](#create-a-shortcut-for-quick-mobile-access)

Set up a Home screen shortcut for faster access to OnceHub on your mobile device:

**For Android Devices:**

1. Open OnceHub in your mobile browser (e.g., Chrome).
2. Tap the **menu (three dots)** in the top-right corner.
3. Select **Add to Home Screen**.
4. Name the shortcut and tap **Add**.

**For iOS Devices:**

1. Open OnceHub in Safari.
2. Tap the **Share** **icon** (a square with an upward arrow).
3. Select **Add to Home Screen**.
4. Customize the shortcut name and tap **Add**.

# Your OnceHub Trial Account

> Your 14-day trial helps you understand whether OnceHub is a good fit for your organization. You will have nearly all functionality during the trial.

[Your OnceHub Trial Account](https://www.youtube-nocookie.com/embed/raSfc7Iel90?wmode=opaque)

Your 14-day trial helps you understand whether OnceHub is a good fit for your organization. You will have nearly all functionality during the trial. This allows you to explore and utilize the platform’s capabilities to meet your scheduling and engagement needs.

***

## What’s included

[Section titled “What’s included”](#whats-included)

OnceHub’s trial period grants you access to a wide range of features. Here’s an overview of what to expect:

* **Features:** Many key features, such as scheduling, phone agent, reminders, video conferencing integration, and calendar integration, are fully available. This allows you to test capabilities that align with your business needs. You will also receive 25 SMS credits to test [**SMS notifications**](https://help.oncehub.com/billing/sms-credits-in-oncehub/).
* **Duration:** The trial lasts for 14 days, giving you ample time to explore the platform, test integrations, and assess how OnceHub can streamline your scheduling and engagement workflows.
* **Limitations:** While the trial offers broad access, there are some restrictions. The features of the security and [**compliance**](https://help.oncehub.com/security-compliance/compliance/) add-on are only for paid accounts. This includes email from your corporate account, email notifications Bcc’d to an internal address at your organization, single sign-on (SSO), CAPTCHA for booking actions, support for specific industry compliance frameworks, and more.

***

## Getting Started

[Section titled “Getting Started”](#getting-started)

Getting started with OnceHub is straightforward, thanks to the resources and support available to all trial users.

* **Help center:** OnceHub offers a variety of [**getting started articles**](https://help.oncehub.com/getting-started/introduction-oncehub/) that walk you through setting up your account, creating [**Booking Calendars**](https://help.oncehub.com/product/booking-calendars/introduction-to-booking-calendars/introduction-to-booking-calendars/), [**building Chatbots**](https://help.oncehub.com/product/chatbots/introduction-to-chatbots/) and [**Routing Forms**](https://help.oncehub.com/product/routing-forms/introduction-to-routing-forms/introduction-to-routing-forms/), and more.
* **Support during trial:** The trial includes access to a robust support system, including [**live chat**](https://help.oncehub.com/contact-us/), [**email support**](https://help.oncehub.com/contact-us/), and detailed help articles. The support team is available to help with any technical questions or issues you encounter as you explore the platform.
* **Purchasing extra support:** For users who want additional guidance, OnceHub offers premium support services, including [**personalized onboarding sessions**](https://help.oncehub.com/getting-started/introduction-oncehub/oncehub-service-and-support-information/) and [**dedicated account managers**](https://help.oncehub.com/contact-us/). These services can help accelerate your setup process and maximize the platform’s potential.

***

## Data retention policies

[Section titled “Data retention policies”](#data-retention-policies)

Understanding how your data is managed during and after the trial period is important. Here’s what happens to your data:

* **Account trial expires:** If you do not take any action after the trial ends, your account will be paused, and your data will be retained for 30 days from the expiration of your trial. During this period, you have the option to downgrade to the free plan or purchase a subscription to reactivate your account while retaining all your information.
* **Account deletion:** If you delete your account, OnceHub will retain your data for a short period according to our data retention policies. However, you will no longer have access to your account or this data. After 30 days, it is deleted from our production databases.

## End of your trial

[Section titled “End of your trial”](#end-of-your-trial)

Your OnceHub account will be paused at the end of your 14-day trial period. To continue using our services, you will need to take action by choosing your desired plan.

OnceHub provides various billing options tailored to different business sizes and needs. You can review detailed information on pricing and available plans in the [**billing and subscription guidance**](https://help.oncehub.com/billing/managing-your-subscription/).

If you need more time to explore our features after your trial has ended, please [**contact our sales team**](https://help.oncehub.com/contact-us/) for assistance.

# Product

> Human Engagement documentation and guides.

[Booking Calendars](https://help.oncehub.com/product/booking-calendars/)

[Booking Hubs](https://help.oncehub.com/product/booking-hubs/)

[Chatbots](https://help.oncehub.com/product/chatbots/)

[Routing Forms](https://help.oncehub.com/product/routing-forms/)

# Booking Calendars

> Booking Calendars documentation and guides.

[Introduction to Booking Calendars](https://help.oncehub.com/product/booking-calendars/introduction-to-booking-calendars/)

[Booking Settings](https://help.oncehub.com/product/booking-calendars/booking-settings/)

[Booking Forms](https://help.oncehub.com/product/booking-calendars/booking-forms/)

[Notifications](https://help.oncehub.com/product/booking-calendars/notifications/)

[Sharing Embedding](https://help.oncehub.com/product/booking-calendars/sharing-embedding/)

[Phone Booking](https://help.oncehub.com/product/booking-calendars/phone-booking/)

# Booking Forms

> Booking Forms documentation and guides.

[Booking Calendar Booking Forms](https://help.oncehub.com/product/booking-calendars/booking-forms/booking-calendar-booking-forms)

[Collecting Email and Mobile Phone Number: What You Need To Know](https://help.oncehub.com/product/booking-calendars/booking-forms/collecting-email-and-mobile-phone-number-what-you-need-to-know)

[Mapping Booking Calendar Questions to Object Properties](https://help.oncehub.com/product/booking-calendars/booking-forms/mapping-booking-calendar-questions-to-object-properties)

[How to Pass Booking Data using Hidden Fields](https://help.oncehub.com/product/booking-calendars/booking-forms/how-to-pass-booking-data-using-hidden-fields)

[Booking Calendar Redirect](https://help.oncehub.com/product/booking-calendars/booking-forms/booking-calendar-redirect)

# Booking Calendar Booking Forms

> The Booking Form serves as a crucial interface for gathering essential guest information, but its functionality extends beyond simple data collection.

[Booking Calendar Booking Forms](https://www.youtube-nocookie.com/embed/FgfEXHHhaAs?wmode=opaque)

The **Booking Form** serves as a crucial interface for gathering essential guest information, but its functionality extends beyond simple data collection. It not only allows you to define what information you collect from guests, but also how that data is utilized and passed along to streamline your scheduling process and integrate with other systems. By default, it includes fields for **Full Name** and **Email**, as well as conditional fields for **Meeting Location** and **SMS notifications**. The form is also highly customizable, allowing you to collect additional information and manage how that data flows in and out of your Booking Calendar.

***

## Customizing Field Order and Labels

[Section titled “Customizing Field Order and Labels”](#customizing-field-order-and-labels)

You can customize the **Booking Form** to better suit your needs by:

* **Editing Field Labels:** Change both the internal and guest-facing labels to clarify the type of information required.
* **Reordering Fields:** Drag and drop fields to rearrange their order.
* **Marking Required Fields:** Mark fields as required, which will display an asterisk (\*) next to the field to indicate it must be completed.

***

## Conditional Questions

[Section titled “Conditional Questions”](#conditional-questions)

Conditional Questions only appear on the Booking Form when specific settings are enabled in your account or Booking Calendar.

* **Location:** Appears when multiple [**meeting location options**](https://help.oncehub.com/account-administration/locations-rooms/offering-multiple-meeting-locations-per-time-block/) (e.g., physical address, phone call, virtual meeting) are configured for the host. You have the option to present these choices to your guests as either a dropdown list or radio buttons while they complete the booking form.
* **SMS Notifications:** Displays when **SMS notifications** are enabled in [**Guest Notifications**](https://help.oncehub.com/product/booking-calendars/notifications/booking-calendar-guest-notifications/), giving guests the option to opt in for text message updates.

***

## Adding Additional Guests

[Section titled “Adding Additional Guests”](#adding-additional-guests)

You can allow guests to add up to 10 additional guests during the booking process. These additional guests will receive guest notification emails and be invited to the meeting.

**To Enable Additional Guests**

1. Open the **Booking Calendar** you wish to edit.

2. Select the **Booking Form** tab.

3. Click the **+ Add Questions** pane in the top left.

4. Click or Drag & drop the **Additional Guests** question from the pane into the form.

5. In the right toolbar, select fields to collect information from Additional Guests. When adding additional guest, the guest will be prompted for the following information:

   * Email address (Required)
   * Full name
   * Relationship

***

## Adding Custom Questions

[Section titled “Adding Custom Questions”](#adding-custom-questions)

You can add extra question fields to collect more information from your guests.

**To Add a Question**

1. Open the **Booking Calendar** you wish to edit.
2. Select the **Booking Form** tab.
3. Click the **+ Add Questions** pane in the top left.
4. Click or Drag & drop the desired Questions from the pane into the form.
5. From the right toolbar, configure the question’s settings.
6. Click **Save**.

***

## Common Question Settings

[Section titled “Common Question Settings”](#common-question-settings)

You can add as many questions as needed and customize each one using the following common settings:

* **Question Text:** The visible text displayed to guests on the **Booking Calendar**.
* **Field Mapping:** Used to map the hidden field to an existing Global field. This ensures that data can be used in downstream integration.
* **Answer Required:** Decide if the question must be answered before the booking can be completed.

***

## Question Types Specific Settings

[Section titled “Question Types Specific Settings”](#question-types-specific-settings)

Different question types have their own specific settings:

* **Free Text:**

  * **Character Limit:** Set the maximum number of characters allowed in the answer.

* **Single Select and Multi-Select:**

  * **Answer Options:** Provide a list of options for guests to choose from.
  * **Question Style:** Choose whether the options appear as a **Dropdown List** or **Buttons**.

* **Phone:** Use this to collect a guest’s phone number.

* **Attachment:**

  * **Button Text:** Add it to ask the guest to upload up to five documents (limit: 10 MB per file).

***

## Prefilling Information in Your Booking Calendar

[Section titled “Prefilling Information in Your Booking Calendar”](#prefilling-information-in-your-booking-calendar)

After mapping your questions to fields, you can create customized booking links to prefill your guests’ details. Prefilled booking forms save time and reduce errors by avoiding the need for manual data entry. Within OnceHub you have 2 options for how to prefill Booking Calendars for your guests:

* **For a specific guest:** Manually enter guest information into the booking link. Use this option if you already have the guest details available.
* **Via third party tool:** Toggle on placeholders for specific fields in the booking link. Then, use a mail merge or similar feature in your third-party tool (e.g., a CRM or email platform) to dynamically insert guest details.

Please take a look at our [**Prefilling Guest Information in Your Booking Calendar**](https://help.oncehub.com/product/booking-calendars/sharing-embedding/prefilling-guest-information-in-your-booking-calendar/) article for a detailed guide.

***

## Redirecting Guests to an External URL After Booking

[Section titled “Redirecting Guests to an External URL After Booking”](#redirecting-guests-to-an-external-url-after-booking)

You can redirect clients to an external URL after they complete their booking, which can be useful for:

* **Thank You Pages:** Redirect clients to a confirmation or thank you page.
* **Data Capture:** Pass booking information to the redirected page via URL parameters.
* **Payment Pages:** Direct clients to complete payment after booking.
* **Survey Forms:** Collect feedback or additional details through a post-booking survey.

For steps on how to redirect to an external URL, please [**click here**](https://help.oncehub.com/product/booking-calendars/booking-forms/booking-calendar-redirect/).

# Booking Calendar Redirect

> The Booking Calendar redirect feature allows you to redirect guests to an external URL after they complete a booking. This is useful for:

[Booking Calendar Redirect](https://www.youtube-nocookie.com/embed/9YMy7GvXHfI?wmode=opaque)

The **Booking Calendar redirect** feature allows you to redirect guests to an external URL after they complete a booking. This is useful for:

* **Thank You Pages:** Redirect guests to a confirmation page after booking.
* **Payment Pages:** Direct guests to complete payment after booking.
* **Survey Forms:** Collect feedback or additional information post-booking.

***

## How to Set Up Redirects

[Section titled “How to Set Up Redirects”](#how-to-set-up-redirects)

### To Set Up a Redirect After Booking

[Section titled “To Set Up a Redirect After Booking”](#to-set-up-a-redirect-after-booking)

1. Click **Booking Calendars** in the left-hand menu.
2. Select the **Booking Calendar** you want to edit.
3. Go to the **Booking Form Tab**.
4. Scroll to the bottom and locate **Redirect to an External URL**.
5. Toggle the option **On** to enable redirection.

***

### Specify a Custom URL for Each Scenario

[Section titled “Specify a Custom URL for Each Scenario”](#specify-a-custom-url-for-each-scenario)

In the right-side toolbar, you can specify unique URLs for the following actions:

* **After guest schedules:** Direct guests to a confirmation page.
* **After guest reschedules:** Redirect guests to a page confirming the updated meeting time.
* **After guest cancels:** Guide guests to a cancellation confirmation page.

***

### Send Meeting Information to the Redirected Page

[Section titled “Send Meeting Information to the Redirected Page”](#send-meeting-information-to-the-redirected-page)

You can use the **Include saved answers on redirect page** toggle in the right-side toolbar to send the following data via URL to the page that is redirected to:

* Booking Calendar ID
* Meeting subject
* Meeting status
* Meeting creation time
* Meeting starting time
* Guest name and email
* Responses to Booking Form Questions.
* Any URL parameters originally passed to the Booking Calendar URL

***

By using **Booking Calendar redirects**, you can guide guests seamlessly to the next steps after booking, improving the overall scheduling experience and ensuring follow-up actions are completed smoothly.

# Collecting Email and Mobile Phone Number: What You Need To Know

> In OnceHub, the Email and Phone fields are more than just contact methods, they are unique identifiers.

In OnceHub, the **Email** and **Phone** fields are more than just contact methods, they are **unique identifiers**. These fields allow OnceHub to recognize a contact and determine if they are a new visitor or an existing contact in your **Contact Database**.

OnceHub provides **full flexibility** to choose which identifiers you collect across both web-based (GUI) and Phone Booking channels. Your choice of identifier typically depends on your booking channel:

* **Web-based Scheduling (GUI):** By default, Email is set as a mandatory field to ensure guests receive calendar invites and automated notifications.
* **Phone Booking:** The Phone field should be used as the contact identifier as this reduces friction during conversational scheduling while allowing for SMS confirmations.

***

## 1. Collecting Email as Your Identifier

[Section titled “1. Collecting Email as Your Identifier”](#1-collecting-email-as-your-identifier)

Collecting an email address as the primary identifier is the **recommended setup for all web-based scheduling**. This ensures that all calendar invites and automated notifications are delivered.

## How to set Email as the Identifier:

[Section titled “How to set Email as the Identifier:”](#how-to-set-email-as-the-identifier)

1. Navigate to your **Booking Form** editor.
2. Select the **Contact Email** field to open its settings on the right-hand panel.
3. Toggle **Answer required** to ON.
4. Click **Save** to confirm the changes.

**If you are using Phone Booking**

For the best Phone Booking experience, the Contact Email field’s **Do not ask for email address when bookings are made via phone booking** setting is enabled by default.

This setting allows you to maintain a single Booking Calendar for both web-based (GUI) and Phone Booking guests. It prevents forcing a caller to provide an email address during the phone conversation flow. Add a Phone field and enable SMS notifications in the Notifications tab to ensure your guest still receives all necessary reminders.

***

## 2. Collecting Only Mobile Phone Number as Your Identifier

[Section titled “2. Collecting Only Mobile Phone Number as Your Identifier”](#2-collecting-only-mobile-phone-number-as-your-identifier)

For **Phone Booking** and **phone-first businesses** where **speed is critical** or guests prefer **SMS** notifications, setting the **Phone** field as the identifier is ideal.

## How to set Phone as the Identifier:

[Section titled “How to set Phone as the Identifier:”](#how-to-set-phone-as-the-identifier)

1. Navigate to the **Booking Form** editor.
2. Select the **Phone** field to open its settings on the right-hand panel.
3. Toggle **Answer required** to ON. **IMPORTANT:** We highly recommend selecting the **Contact details and SMS (requires consent)** checkbox to ensure compliance and SMS notification delivery.
4. Click **Save** to confirm the changes.

To learn more, read our [**Scheduling Without Email: What You Need To Know**](https://help.oncehub.com/contact-management/scheduling-without-an-email-what-you-need-to-know/) article.

***

## Frequently Asked Questions (FAQs)

[Section titled “Frequently Asked Questions (FAQs)”](#frequently-asked-questions-faqs)

**What happens if Email and Mobile Phone are both collected?**

**A:** If both fields are provided, **Email remains the primary identifier**. OnceHub will prioritize matching the contact based on their email address. The phone number will be updated or added to that specific contact record.

**What if I do not collect Email OR Mobile Phone?**

**A:** If neither field is collected:

* OnceHub cannot recognize the guest. A **new contact** will be created for every activity.
* OnceHub will have no way to send calendar invites or notifications.

To learn more, read our [**How Contacts Are Identified In OnceHub**](https://help.oncehub.com/contact-management/how-contacts-are-identified-in-oncehub/) article.

# How to Pass Booking Data using Hidden Fields

> Hidden fields in Booking Calendars allow you to add invisible text questions to your booking form. These fields are never shown to guests filling out the for...

[How to Pass Booking Data using Hidden Fields](https://www.youtube-nocookie.com/embed/xZoTpXfCwz0?wmode=opaque)

Hidden fields in Booking Calendars allow you to add invisible text questions to your booking form. These fields are never shown to guests filling out the form, enabling you to pass internal data like campaign sources, tags, or known customer details discreetly.

This feature is particularly valuable for campaign tracking, lead tagging, and integrating customer information seamlessly into your workflows.

***

## Key Benefits of Hidden Fields

[Section titled “Key Benefits of Hidden Fields”](#key-benefits-of-hidden-fields)

* **Discreet Data Handling:** Pass internal data without displaying it to guests or relying on URL parameters.
* **Enhanced Tracking:** Simplify campaign tracking and lead tagging for marketing and operational needs.

***

## How Hidden Fields Work

[Section titled “How Hidden Fields Work”](#how-hidden-fields-work)

The Hidden Field question type on your Booking Form is designed specifically for discreet data capture and transfer.

When you add a Hidden Field to your Booking Form, it ensures that:

* The question will **not be visible to guests** filling out the form.
* The field remains hidden in the transcript in the guest’s notification emails and the calendar event associated with the booking.

To ensure data integrity and workflow consistency, **Field Mapping** is now required for all Hidden Fields. This mandatory step guarantees the information is saved and passed correctly.

You can populate the hidden field data in two ways:

1. **Pre-fill via URL:** Use URL parameters to populate the hidden field dynamically. If data is pre-filled via URL, it will override any set default value.
2. **Default Value:** Set a default value that will be used if no data is provided via URL.

## How to Add a Hidden Field

[Section titled “How to Add a Hidden Field”](#how-to-add-a-hidden-field)

Here’s how you can set up a hidden field in your booking form:

1. Open the **Booking Calendar** you wish to edit.
2. Select the **Booking Form** tab.
3. Click the **+ Add Questions** pane located in the top left.
4. Click or Drag & drop the **Hidden Field** question from the pane into the form.
5. Use the **Field Mapping** dropdown in the right toolbar to map the hidden field to an existing Global field.
6. **(Optional)** Enter a **Default Value**. This value will be used if no prefill data is provided via URL.
7. Click **Save**.

## Sending Hidden Field Data to Third-Party Tools

[Section titled “Sending Hidden Field Data to Third-Party Tools”](#sending-hidden-field-data-to-third-party-tools)

Hidden field data can be mapped to Object Properties for integration with third-party tools like CRMs or automation platforms (e.g., Zapier).

To achieve this, first [**map the question to a Property**](https://help.oncehub.com/product/booking-calendars/booking-forms/mapping-booking-calendar-questions-to-object-properties/). Once mapped, you can set up mapping for the third-party tool that includes the hidden field. For guides on setting up mapping for various third-party tools, please take a look at the following articles:

* [**Integrating OnceHub with Salesforce**](https://help.oncehub.com/account-integrations/crm/integrating-oncehub-with-salesforce/)
* **[Integrating OnceHub with HubSpot](https://help.oncehub.com/account-integrations/crm/integrating-oncehub-with-hubspot/)**
* **[Automate Your Scheduling Workflow by using Zapier](https://help.oncehub.com/account-integrations/automation/zapier/automate-your-scheduling-workflow-by-using-zapier/)**
* [**Automate Your Scheduling Workflow with Our API**](https://help.oncehub.com/account-integrations/automation/api-and-webhooks/custom-booking-calendar-integrations-with-webhooks-and-apis/)

***

Using hidden fields enables you to pass valuable data silently while maintaining a clean and distraction-free experience for your guests. By combining fallback values, URL pre-filling, and third-party integrations, you unlock powerful possibilities for tracking, segmentation, and workflow automation.

# Mapping Booking Calendar Questions to Object Properties

> In this guide, you will learn how to efficiently map questions in your Booking Calendar to save data in Object Properties.

[Mapping Booking Calendar Questions to Object Properties](https://www.youtube-nocookie.com/embed/z32Vvk0X0FE?wmode=opaque)

In this guide, you will learn how to efficiently map questions in your Booking Calendar to save data in **Object Properties.**

For information on **Object Properties**, please take a look at our [**Introduction to Objects and Properties**](https://help.oncehub.com/account-administration/objects-properties/introduction-to-objects-and-properties/) article.

***

## How to Map a Question to an Object Property

[Section titled “How to Map a Question to an Object Property”](#how-to-map-a-question-to-an-object-property)

Each Booking Calendar allows you to configure which Questions will be saved into a property using the following steps:

1. Open the **Booking Calendar** you wish to edit.
2. Select the **Booking Form** tab.
3. Click the **+ Add Questions** pane in the top left.
4. Click or Drag & drop the desired Questions from the pane into the form.
5. Toggle on **Do More With This Answer**.
6. Select the **Object** and **Property** you want to map the question to.
7. Click **Save**

Once completed, the responses to the mapped questions will be automatically saved in OnceHub and can be included in integrations with tools like Salesforce, Hubspot, or Zapier.

# Booking Settings

> Booking Settings documentation and guides.

[Booking Calendar Meeting Durations](https://help.oncehub.com/product/booking-calendars/booking-settings/booking-calendar-meeting-durations)

[Booking Calendar Meeting Types](https://help.oncehub.com/product/booking-calendars/booking-settings/booking-calendar-meeting-types)

[Booking Calendar Meeting Distribution Options](https://help.oncehub.com/product/booking-calendars/booking-settings/booking-calendar-meeting-distribution-options)

[Booking Calendar Workload Management](https://help.oncehub.com/product/booking-calendars/booking-settings/booking-calendar-workload-management)

[Setting up Booking Calendar Team Scheduling Scenarios](https://help.oncehub.com/product/booking-calendars/booking-settings/setting-up-booking-calendar-team-scheduling-scenarios)

[Configuring Availability for Specific Booking Calendars](https://help.oncehub.com/product/booking-calendars/booking-settings/configuring-availability-for-specific-booking-calendars)

[Do You Need Group Sessions Or Concurrent Sessions?](https://help.oncehub.com/product/booking-calendars/booking-settings/do-you-need-group-sessions-or-concurrent-sessions)

[Booking Calendar Group Sessions](https://help.oncehub.com/product/booking-calendars/booking-settings/booking-calendar-group-sessions)

[Group Sessions in Team Scheduling Scenarios](https://help.oncehub.com/product/booking-calendars/booking-settings/group-sessions-in-team-scheduling-scenarios)

[Booking Calendar Concurrent Sessions](https://help.oncehub.com/product/booking-calendars/booking-settings/booking-calendar-concurrent-sessions)

[Concurrent Sessions in Team Scheduling Scenarios](https://help.oncehub.com/product/booking-calendars/booking-settings/concurrent-sessions-in-team-scheduling-scenarios)

[Hosting High Attendance Webinars With OnceHub](https://help.oncehub.com/product/booking-calendars/booking-settings/hosting-high-attendance-webinars-with-oncehub)

[Booking Calendar Timeframe and Timeslot Preferences](https://help.oncehub.com/product/booking-calendars/booking-settings/booking-calendar-timeframe-and-timeslot-preferences)

[How To Localize Your Booking Calendar](https://help.oncehub.com/product/booking-calendars/booking-settings/how-to-localize-your-booking-calendar)

[Booking With Approval](https://help.oncehub.com/product/booking-calendars/booking-settings/booking-with-approval)

# Booking Calendar Concurrent Sessions

> Concurrent Sessions allow multiple guests to book independent meetings for the same time slot with the same host(s).

**Concurrent Sessions** allow multiple guests to book independent meetings for the same time slot with the same host(s).

This functionality can be thought of as **planned overbooking**, helping high-volume teams maximize their calendar efficiency.

***

## Key Features of Concurrent Sessions

[Section titled “Key Features of Concurrent Sessions”](#key-features-of-concurrent-sessions)

* **Customizable Capacity Limits:** Specify the maximum number of bookings per time slot host(s) can receive.
* **Independent Meeting Management:** Each guest is booked with the host independently. This means every participant has their own unique booking details, and a separate calendar event is created for every individual session.
* **Smart Conflict Prevention:** Concurrent Sessions only overlap with other bookings made through the **same** Booking Calendar. The system still respects **busy time** on your **connected calendar and other Booking Calendars** to prevent unexpected conflicts.

To learn more, read our [**Concurrent Sessions in Team Scheduling Scenarios**](https://help.oncehub.com/product/booking-calendars/booking-settings/concurrent-sessions-in-team-scheduling-scenarios/) article.

***

## Use Case Scenarios

[Section titled “Use Case Scenarios”](#use-case-scenarios)

Use **Concurrent Sessions** to maintain high productivity in these common scenarios:

### High Volume Sales Teams with No-shows

[Section titled “High Volume Sales Teams with No-shows”](#high-volume-sales-teams-with-no-shows)

Sales teams often utilize a ***setter and closer*** workflow to manage leads efficiently. In this scenario, a ***setter*** confirms which prospects are available before a ***closer*** takes the meeting.

Because no-show rates can be high, allowing multiple bookings for a single slot ensures that the closer’s time is **always utilized**, even if one prospect fails to attend.

### Advisor or Medical Queues

[Section titled “Advisor or Medical Queues”](#advisor-or-medical-queues)

This feature is highly effective for college advisors or doctors who meet with individuals sequentially within a fixed time window.

While only one person is seen at a time, the system allows multiple people to book into that window, effectively creating a structured queue for a single physical room or office.

### Flexible Staffing for Interviews

[Section titled “Flexible Staffing for Interviews”](#flexible-staffing-for-interviews)

Businesses conducting high volumes of interviews can allow multiple candidates to book the same slot.

This allows the business to see the total volume first and then assign the necessary number of available interviewers to conduct the interviews.

***

## How to Configure Concurrent Sessions

[Section titled “How to Configure Concurrent Sessions”](#how-to-configure-concurrent-sessions)

Follow these steps to enable multiple bookings for your Booking Calendar:

1. Click **Booking Calendars** in the left-hand navigation menu.
2. Select the Booking Calendar you wish to edit.
3. Expand the **Session Type** section and select **Concurrent Sessions**.
4. Enter the **Maximum bookings per time slot** you wish to allow.
5. Click **Save** to apply the changes.

Caution

If any changes are made to your Booking Calendar settings, any partially booked time slots will become unavailable for further **Concurrent Session** bookings.

***

## How to Manually Overbook an Existing Meeting

[Section titled “How to Manually Overbook an Existing Meeting”](#how-to-manually-overbook-an-existing-meeting)

If you have an existing meeting and want to allow another guest to book with the host for that same time slot, you can make use of the [**Meeting Overlap**](https://help.oncehub.com/activities-analytics/activity-management/meeting-management/allowing-for-meeting-overlaps-with-booking-calendars/) feature in **Activities**.

**Meeting Overlap** can also be used with **Concurrent Sessions** to open up partially booked time slots for even further bookings, if required.

***

## Frequently Asked Questions (FAQs)

[Section titled “Frequently Asked Questions (FAQs)”](#frequently-asked-questions-faqs)

**How do Concurrent Sessions affect my analytics?**

**A:** The maximum limit set for **Concurrent Sessions** directly impacts the estimated availability displayed in [**Capacity Planning**](https://help.oncehub.com/activities-analytics/reporting-analytics/capacity-planning-for-optimizing-staffing-level/). Adjusting this limit will result in a change in the estimated capacity.

For example: Setting the limit to 2 will double the estimated availability for all time slots.

**What is the maximum number of Concurrent Sessions I can offer?**

**A:** You can offer up to 100 **Concurrent Sessions** for your Booking Calendar.

# Booking Calendar Group Sessions

> Group Sessions allow multiple guests to book seats in the same time slot with the same host for a meeting held at a single, shared location.

**Group Sessions** allow multiple guests to book seats in the same time slot with the same host for a meeting held at a single, **shared location**. Instead of managing individual one-on-one meetings, you can host a single shared event and allow guests to book seats until your capacity is reached.

Group Sessions are ideal for events where all attendees join the same meeting link or gather at a single physical location.

For more advanced team configurations, check our [**Group Sessions in Team Scheduling Scenarios**](https://help.oncehub.com/product/booking-calendars/booking-settings/group-sessions-in-team-scheduling-scenarios/) article.

***

## Key Features of Group Sessions

[Section titled “Key Features of Group Sessions”](#key-features-of-group-sessions)

* **Capacity Management:** You define the maximum number of guests permitted per group session. Once this booking limit is reached, availability **for that specific time slot** is automatically removed from the host’s **Booking Calendar** to prevent overbooking.
* **Host Calendar View:** When multiple guests book a single shared session, the host will see **multiple separate calendar events** in their connected calendar (one for each guest who books). This ensures that each guest’s unique booking data and contact details are preserved within the host’s calendar.
* **Unified Meeting Link:** All participants join the same session via a unified meeting link or physical address. For virtual meetings, OnceHub generates a **single meeting link** (Zoom, Google Meet, etc.) upon the first booking and **locks it** for all subsequent guests.
* **First-Guest Location Locking:** When multiple location options are offered, the first guest to book the session determines the meeting location.This selection is then automatically locked and applied to all subsequent bookings **for the same time slot** and **the same host**, ensuring all attendees arrive at the same place.

***

## Use Case Scenarios

[Section titled “Use Case Scenarios”](#use-case-scenarios)

**Group Sessions** are ideal for the following use cases:

* **Webinars:** Host a single session where multiple guests join the same video meeting link for presentations or announcements.
* **Workshops:** Run structured training sessions where participants book available seats in a shared time slot.
* **Group Interviews or Information Sessions:** Invite multiple candidates to book into the same time slot for hiring briefings or ***meet the team*** events.
* **Customer Onboarding Sessions:** Allow new customers to book into shared orientation sessions instead of scheduling individual onboarding calls.

***

## How to Configure Group Sessions

[Section titled “How to Configure Group Sessions”](#how-to-configure-group-sessions)

1. Go to **Booking Calendars** from the left-hand menu.
2. Select the Booking Calendar you want to edit.
3. Expand the **Session Type** section and select **Group Sessions**.
4. Enter the **Maximum guests per group session** you wish to allow (between 2 and 500).
5. Click **Save** to confirm the changes.

Caution

**Changing Settings After Bookings Have Been Made:** To maintain data integrity, if you modify your Booking Calendar settings (such as changing duration or capacity etc.), any existing time slots that are already partially booked will be unavailable for new attendees. This prevents conflicts between your old and new configurations. Future slots will follow your new settings.

## Frequently Asked Questions (FAQs)

[Section titled “Frequently Asked Questions (FAQs)”](#frequently-asked-questions-faqs)

**What happens to the meeting link if the host disconnects their video integration?**

**A:** To ensure your meeting remains consistent, the link generated for the first booking remains active. It will continue to be sent to all subsequent attendees even if the host’s video integration (like Zoom or Google Meet) is disconnected after the initial booking is made.

# Booking Calendar Meeting Distribution Options

> OnceHub Teams allows you to distribute meetings among team members, helping you:

**OnceHub Teams** allows you to distribute meetings among team members, helping you:

* **Optimize Scheduling Efficiency:** Evenly distribute meetings without conflicts.
* **Balance Workloads:** Prevent overbooking for individual team members.
* **Enhance Guest Flexibility:** Allow guests to book based on shared team availability.
* **Improve Resource Management:** Tailor meeting distribution based on meeting type and team capacity.

***

## Meeting Distribution Methods

[Section titled “Meeting Distribution Methods”](#meeting-distribution-methods)

**Booking Calendars** offers two primary distribution methods:

### Any Available Team Member

[Section titled “Any Available Team Member”](#any-available-team-member)

* Displays the combined availability of all team members in a single calendar view.
* Guests can select the time that best suits them from the shared availability.
* Assign priority levels so team members with higher priority are booked first when multiple members share the same time slot.

### Round Robin (Equal Distribution)

[Section titled “Round Robin (Equal Distribution)”](#round-robin-equal-distribution)

* Automatically assigns meetings to team members in a balanced rotation.
* Only one team member’s availability is shown at a time.
* Once a guest books with a team member, the system rotates to the next available member.

***

## Creating Teams

[Section titled “Creating Teams”](#creating-teams)

You can create teams through the **Account Menu** or directly within a **Booking Calendar**.

**From the Account Menu**

1. Click the **gear icon** in the top-right corner and select **Teams**.
2. Click **Add Team**.
3. Enter a **Team Name**, assign members, and click **Save**.

**From a Booking Calendar**

1. Open the desired **Booking Calendar**.
2. Click the **Host and Co-Hosts** dropdown and select **Create New Team**.
3. Name the team, add members, and click **Save**.

***

## Selecting Distribution Methods for Individual Booking Calendars

[Section titled “Selecting Distribution Methods for Individual Booking Calendars”](#selecting-distribution-methods-for-individual-booking-calendars)

Once a team is created, you can customize the **Meeting Distribution Method** for each **Booking Calendar**:

1. Open the desired **Booking Calendar**.
2. Go to the **Host and Co-Hosts** dropdown.
3. Select the team and choose the preferred distribution method:

* **Any Available Team Member**
* **Round Robin (Equal Distribution)**

This flexibility ensures the meeting distribution aligns with the specific scheduling needs of each calendar.

***

Choose the set up that best aligns with your team’s structure and scheduling needs for a more efficient, client-friendly booking experience.

# Booking Calendar Meeting Durations

> You can configure a Booking Calendar to offer a single duration or multiple duration options for your visitors to choose from.

You can configure a Booking Calendar to offer a single duration or multiple duration options for your visitors to choose from.

## Access Your Booking Calendar

[Section titled “Access Your Booking Calendar”](#access-your-booking-calendar)

1. Click **Booking Calendars** in the left-hand navigation menu.
2. Select the Booking Calendar you wish to edit.

***

## How to Set a Single Meeting Duration

[Section titled “How to Set a Single Meeting Duration”](#how-to-set-a-single-meeting-duration)

Follow these steps to set the meeting duration for your Booking Calendar:

1. Expand the **Duration** section.
2. Use the **dropdown** to select a duration or define a custom duration.
3. Click **Save** to apply the changes.

***

## How to Offer Multiple Duration Options

[Section titled “How to Offer Multiple Duration Options”](#how-to-offer-multiple-duration-options)

You can provide up to four **Meeting Durations** for your visitors to choose from when scheduling.

### To Add Additional Duration Options

[Section titled “To Add Additional Duration Options”](#to-add-additional-duration-options)

1. Expand the **Duration** section.
2. Click **+ Add duration** option and use the dropdown to select a duration or define a custom duration.
3. Click **Save** to apply the changes.

### To Set the Default Duration

[Section titled “To Set the Default Duration”](#to-set-the-default-duration)

You can choose one of the duration options as the default for your Booking Calendar.

1. Hover over the duration options and click **Make default**.
2. Click **Save** to confirm.

***

## Frequently Asked Questions (FAQs)

[Section titled “Frequently Asked Questions (FAQs)”](#frequently-asked-questions-faqs)

**How do multiple meeting duration options affect my analytics?**

**A:** The default duration option is used for the estimated availability displayed in [**Capacity Planning**](https://help.oncehub.com/activities-analytics/reporting-analytics/capacity-planning-for-optimizing-staffing-level/).

**How do multiple meeting duration options interact with Concurrent Sessions?**

**A:** When using multiple meeting duration options with [**Concurrent Sessions**](https://help.oncehub.com/product/booking-calendars/booking-settings/booking-calendar-concurrent-sessions/), only the duration selected for the first booking can be used for any subsequent bookings in that specific time slot with a host(s).

For example: If a host is booked for a 60-minute session at 9:00 AM, another visitor cannot book a 30-minute session starting at 9:00 AM or 9:30 AM with the same host(s).

**Can you offer multiple duration options to visitors through Phone Booking?**

**A:** Yes, the Phone Booking Agent will provide the set default as their initial option while letting them know that additional duration options are available if the default does not work for them.

**Are multiple meeting duration options supported via the API?**

**A:** No, offering multiple meeting duration options is currently not supported via the OnceHub API.

# Booking Calendar Meeting Types

> Booking Calendars offer flexible meeting types to accommodate a range of scheduling needs, including single-host, multi-host, and multi-guest setups.

**Booking Calendars** offer flexible meeting types to accommodate a range of scheduling needs, including **single-host**, **multi-host**, and **multi-guest** setups. Whether you’re scheduling one-on-one meetings, team collaborations, or group sessions, these options ensure you can customize the booking experience for your requirements.

***

## Meeting Types Overview

[Section titled “Meeting Types Overview”](#meeting-types-overview)

* **Single-Host Meeting (Pre-Assigned):** A specific host is designated upfront.
* **Single-Host Meeting (Dynamic):** The host is selected dynamically from a predefined Team.
* **Multi-Host Meeting (Pre-Assigned):** Specific hosts and co-hosts are assigned upfront.
* **Multi-Host Meeting (Dynamic):** Hosts and co-hosts are selected dynamically from a predefined Team.
* **Multi-Guest Meeting:** Allows additional guests to be included during booking.

**Meeting availability and locations** can be customized individually for each **Booking Calendar** or pulled directly from the host’s profile settings, ensuring flexibility across all meeting scenarios.

***

## Single-Host Meeting Types

[Section titled “Single-Host Meeting Types”](#single-host-meeting-types)

**Single-Host Meetings** are ideal for sessions requiring only one host. These meeting types fall into two categories:

### Pre-Assigned Single-Host Meetings

[Section titled “Pre-Assigned Single-Host Meetings”](#pre-assigned-single-host-meetings)

A single designated host manages all meetings, ideal for solo professionals or service providers managing their own schedules.

**Examples:**

* **Consultations with a Specialist:** A fitness trainer offering one-on-one sessions.
* **Client Appointments:** A lawyer scheduling legal consultations.
* **Interview Scheduling:** A recruiter conducting candidate interviews.

### Dynamic Selection Single-Host Meetings

[Section titled “Dynamic Selection Single-Host Meetings”](#dynamic-selection-single-host-meetings)

Dynamic selection single-host meetings use [**Teams**](https://help.oncehub.com/product/booking-calendars/booking-settings/booking-calendar-meeting-distribution-options/) to assign meetings to available team members based on predefined distribution methods, such as round-robin or load balancing.

**Examples:**

* **Customer Support Sessions:** Assign the next available support agent to a client query.
* **Sales Demos:** Rotate available sales representatives for product demonstrations.
* **Onboarding Calls:** Distribute new clients among onboarding specialists.

***

## Multi-Host Meeting Types

[Section titled “Multi-Host Meeting Types”](#multi-host-meeting-types)

**Multi-Host Meetings** are ideal for sessions requiring multiple hosts or co-hosts. These meeting types also fall into two categories:

### Pre-Assigned Multi-Host Meetings

[Section titled “Pre-Assigned Multi-Host Meetings”](#pre-assigned-multi-host-meetings)

Specific hosts and co-hosts are permanently assigned to a **Booking Calendar**, ensuring the same team members attend every meeting.

**Examples:**

* **Group Interviews:** A hiring committee interviewing a candidate together.
* **Customer Success Calls:** A customer success manager and sales development representative hosting a success call.

### Dynamic Selection Multi-Host Meetings

[Section titled “Dynamic Selection Multi-Host Meetings”](#dynamic-selection-multi-host-meetings)

Hosts and co-hosts are dynamically selected from predefined teams using distribution methods based on availability or workload. Each **Booking Calendar** can assign multiple teams and distribution methods simultaneously.

**Examples:**

* **Technical Support Calls:** Assign both support agents and developers for advanced client queries.
* **Sales and Onboarding:** Schedule meetings with both a salesperson and an onboarding specialist.
* **Recruitment and Onboarding:** Schedule sessions with both a recruiter and an HR coordinator.

***

## Multi-Guest Meeting Types

[Section titled “Multi-Guest Meeting Types”](#multi-guest-meeting-types)

**Multi-Guest Meetings** allow clients to invite additional participants, such as colleagues, partners, or family members, during the booking process. This feature can be enabled using the [**Additional Guests**](https://help.oncehub.com/product/booking-calendars/booking-forms/booking-calendar-booking-forms/#adding-additional-guests) option in the **Booking Form** settings.

Examples:

* **Couples Therapy Sessions:** A therapist hosting sessions for couples.
* **Family Consultations:** A school counselor meeting with parents and students.
* **Wedding Planning Meetings:** A planner meeting with a couple and their family.

***

By leveraging these **Booking Calendar Meeting Types**, you can create a tailored scheduling experience for any scenario—whether managing solo meetings, team collaborations, or group sessions. Customize your **Booking Calendar** settings to maximize flexibility, efficiency, and client satisfaction.

# Booking Calendar Timeframe and Timeslot Preferences

> Timeframe and Timeslot Preferences control how your availability is presented to clients, including when bookings can be made, how often time slots appear, a...

[Booking Calendar Timeframe and Timeslot Preferences](https://www.youtube-nocookie.com/embed/ZveX79Fmdqw?wmode=opaque)

Timeframe and Timeslot Preferences control how your availability is presented to clients, including when bookings can be made, how often time slots appear, and how far in advance meetings can be scheduled. Properly configuring these settings helps you manage availability effectively and avoid overbooking.

***

## Accessing Timeframe and Timeslot Preferences

[Section titled “Accessing Timeframe and Timeslot Preferences”](#accessing-timeframe-and-timeslot-preferences)

1. Click **Booking Calendars** in the left-hand menu.
2. Select the **Booking Calendar** you want to edit.
3. Scroll to the bottom and expand **Timeframe/Timeslot Preferences**.

***

## Timeframe Preferences

[Section titled “Timeframe Preferences”](#timeframe-preferences)

### Booking Window

[Section titled “Booking Window”](#booking-window)

**Booking Window** controls how far in the future clients can book appointments, restricting availability to a specific time range.

This setting is useful when you want to avoid long-term bookings that may require adjustments closer to the meeting date, such as in industries where demand fluctuates.

* You have the option to set the window as a sliding window. This can be configured based on either a specified number of calendar days or bookable days in the future.
* Or, you can set a specific date range for once-off booking windows.
* **Example:** If you set a 30-day limit, clients can only schedule meetings up to 30 days from the current date. Beyond this period, no time slots will be available.

### Lead Time

[Section titled “Lead Time”](#lead-time)

**Lead Time** determines how much advance notice is required before a meeting can be booked. This setting ensures you have enough time to prepare before each meeting.

* **Example:** If you set a lead time of 1 day, clients will only see available slots starting 24 hours from the current time.

***

## Timeslot Preferences

[Section titled “Timeslot Preferences”](#timeslot-preferences)

Adjusting your Timeslot Preferences helps you control how and when clients can book meetings with you, giving you flexibility for preparation and travel.

### Starting Times

[Section titled “Starting Times”](#starting-times)

**Starting Times** determine the specific minute marks when booking slots become available. You can set them to appear at intervals like 15, 30, or 60 minutes.

* This is helpful if you have a lot of available time and want to control when appointments begin.
* **Example:** If you set a 15-minute interval, your available booking slots could appear at 9:00 AM, 9:15 AM, 9:30 AM, and so on.

### Timeslot Spacing

[Section titled “Timeslot Spacing”](#timeslot-spacing)

**Timeslot Spacing** sets the minimum gap between available booking times.

* This feature is useful for spacing out when appointments appear on your calendar, especially when you have a large amount of availability.
* **Example:** If you set the spacing to 30 minutes, you might see available slots at 9:00 AM, 9:30 AM, 10:00 AM, etc.

### Buffer Time

[Section titled “Buffer Time”](#buffer-time)

**Buffer Time** adds a gap before and after each meeting to prevent back-to-back scheduling.

* This ensures you have time to prepare for meetings or travel between them.
* **Example:** If a one-hour meeting is scheduled for 10:00 AM and you have a 30-minute buffer set, your calendar will be blocked from 9:30 AM to 11:30 AM.

***

## Frequently Asked Questions (FAQs)

[Section titled “Frequently Asked Questions (FAQs)”](#frequently-asked-questions-faqs)

**What determines the format of the displayed timeslots for my guests?**

**A:** The language settings of the browser they are using to access the booking link.

# Booking Calendar Workload Management

> Workload Management prevents team members from becoming overloaded by allowing you to specify the maximum number of meetings a team member can host for a spe...

[Booking Calendar Workload Management](https://www.youtube-nocookie.com/embed/KKwucnYQsh8?wmode=opaque)

**Workload Management** prevents team members from becoming overloaded by allowing you to specify the maximum number of meetings a team member can host for a specific Booking Calendar, with the flexibility to set individual limits per day, per week, and per month. This helps maintain productivity while ensuring a balanced workload.

***

## How Workload Management Works

[Section titled “How Workload Management Works”](#how-workload-management-works)

* **Workload Separation:** Each **Booking Calendar** has its own separate meeting limit. Meetings from **Booking Calendar A** will not affect the limit for **Booking Calendar B**, even if the same host is used in both calendars.
* **Meeting Limit:** You can specify the maximum number of meetings a team member can host per day, per week, and per month.
* **Overlapping Limits:** When you use multiple limits (daily, weekly, or monthly), the system always enforces the strictest limit at any given time. This means that as soon as any limit is reached, it will block further bookings for that time period, even if another limit has not yet been met. For example, if a team member has a limit of three meetings per day and five meetings per week (Monday to Friday availability), hosting three meetings on Monday will mean that they can only host two more meetings for the rest of the week (Tuesday through Friday) even though each individual day would normally have a limit of three.

Note

Workload limits apply only to Hosts and cannot be set for assigned Co-hosts.

***

## How to Manage Workload Limits

[Section titled “How to Manage Workload Limits”](#how-to-manage-workload-limits)

Follow these steps to manage workload limits:

1. Go to **Booking Calendars** from the left navigation menu.
2. Select the **Booking Calendar** you want to edit.
3. Navigate to the **Host and Co-Hosts** section in the **Booking Settings** tab.
4. Click **Edit** next to A**llow unlimited bookings**/ **Workload limits applied**.
5. Enable and set the limits you want to apply per **Day**/ **Week**/ **Month**.
6. Click **Apply**.

***

## Frequently Asked Questions (FAQs)

[Section titled “Frequently Asked Questions (FAQs)”](#frequently-asked-questions-faqs)

**What happens if I don’t set a workload limit?**

**A:** If you choose not to set a workload limit, Booking Calendars default to **Allow unlimited bookings**.

**How does the workload limit interact with Group Sessions?**

**A:** A host’s **Workload limit** defines the maximum number of distinct **Group Sessions** they can host within a given time period, while each individual time slot’s booking capacity is determined by the **Maximum guests per group session** setting of Group Sessions.

For example, if a host has a daily **Workload limit** of one and a **Maximum guests per group session** of ten, up to ten separate guests can book spots in their 9:00 AM slot. However, because their daily workload limit is one, no other sessions can be booked for the rest of that day, even if only two or three guests actually end up booking for that 9:00 AM slot and it never reaches its full ten-guest capacity.

**How does the workload limit interact with Concurrent Sessions?**

**A:** A host’s **Workload limit** defines the maximum number of distinct **Concurrent Sessions** they can host within a given time period, while each individual time slot’s booking capacity is determined by the **Maximum bookings per time slot** setting of Concurrent Sessions.

For example, if a host has a daily **Workload limit** of one and a **Maximum bookings per time slot** of five, up to five concurrent sessions can booked in their 9:00 AM slot. However, because their daily workload limit is one, no other time slots can be booked for the rest of that day.

# Booking With Approval

> Booking with Approval lets visitors request meeting slots instead of booking immediately, so hosts can approve or decline requests before confirming a meeting.

[Booking with Approval overview](https://www.youtube-nocookie.com/embed/9cTHbUwsRcc?wmode=opaque)

**Booking with Approval** allows you to receive meeting requests from guests for specific time slots instead of letting them schedule immediately.

This workflow ensures that you maintain full control over your schedule and only meet with the right people.

***

## Key Features of Booking with Approval

[Section titled “Key Features of Booking with Approval”](#key-features-of-booking-with-approval)

* **Meeting Request Mechanism:** Guests request a time slot for when they wish to meet with a host rather than booking directly.
* **Time Slot Reservation:** The requested time slot is automatically removed from the host’s availability on all Booking Calendars to prevent double-booking while the request is pending. No standard calendar event is created in your connected calendar during this initial request phase.
* **Request Notifications:** Alongside the default notification types available to all meeting types, Booking with Approval has three [**additional notification types that can be customized**](https://help.oncehub.com/product/booking-calendars/notifications/booking-calendar-guest-notifications/) to keep the guest informed about the status of their meeting request when it is submitted, approved, or declined.
* **Request Management:** Meeting requests can be reviewed, approved, or declined within the **Activities** or **Scheduled Meetings** section of your account using either a desktop or mobile web browser.

***

## Use Case Scenarios

[Section titled “Use Case Scenarios”](#use-case-scenarios)

Use **Booking with Approval** to protect your time and add flexibility to your availability in these common scenarios:

### Managing an Unpredictable Schedule

[Section titled “Managing an Unpredictable Schedule”](#managing-an-unpredictable-schedule)

A host might want to keep their booking link active to capture client interest but cannot always guarantee that every picked slot will align with their real-world availability. Requiring approval gives them a safety net to review requests before committing.

### Filtering Out Unqualified Requests

[Section titled “Filtering Out Unqualified Requests”](#filtering-out-unqualified-requests)

A host who frequently receives an unpredictable mix of meeting requests, including automated spam or unqualified leads, can use Booking with Approval as an intentional filter to screen participants before finalizing the meeting.

***

## How to Configure Booking with Approval

[Section titled “How to Configure Booking with Approval”](#how-to-configure-booking-with-approval)

Follow these steps to enable Booking with Approval for your Booking Calendar:

1. Click **Booking Calendars** in the left-hand navigation menu.
2. Select the Booking Calendar you wish to edit.
3. Expand the **Session Type** section and select **Single Session**.
4. Enable **Approval Required**.
5. Click **Save** to apply the changes.

***

## How to Approve or Decline Meeting Requests

[Section titled “How to Approve or Decline Meeting Requests”](#how-to-approve-or-decline-meeting-requests)

You can approve or decline meeting requests by using the following steps:

1. Click **Scheduled Meetings** in the top navigation menu.
2. Select **Pending Meeting Requests** in the left-hand menu.
3. Select the meeting you wish to manage.
4. Click **Approve** or **Decline**.

Once a meeting has been approved or declined, notifications will be sent based on the [**Notification settings**](https://help.oncehub.com/product/booking-calendars/notifications/booking-calendar-guest-notifications/) configured for that specific Booking Calendar.

***

## Frequently Asked Questions (FAQs)

[Section titled “Frequently Asked Questions (FAQs)”](#frequently-asked-questions-faqs)

**Who can approve or decline meeting requests?**

**A:** Meeting requests can only be approved or declined by:

* The meeting host
* The host’s team managers
* Administrators

**Can I approve or decline meeting requests made with me from my phone?**

**A:** Yes, you can approve or decline meeting requests made with me directly from your phone by accessing OnceHub through your mobile web browser. These options can be found under the Meetings menu.

**As an Administrator, can I approve or decline meeting requests made with other hosts from my phone?**

**A:** No, you can only approve or decline meeting requests made with other hosts by accessing those requests via a desktop browser.

# Concurrent Sessions in Team Scheduling Scenarios

> When you enable Concurrent Sessions, time slots remain available on your Booking Calendar until they reach the maximum capacity you define.

When you enable [**Concurrent Sessions**](https://help.oncehub.com/product/booking-calendars/booking-settings/booking-calendar-concurrent-sessions/), time slots remain available on your **Booking Calendar** until they reach the maximum capacity you define. However, the way these sessions are distributed depends on your specific team configuration.

***

## Team as the Host (Round Robin or Any Available)

[Section titled “Team as the Host (Round Robin or Any Available)”](#team-as-the-host-round-robin-or-any-available)

Bookings follow the standard logic of your chosen [**Distribution Method**](https://help.oncehub.com/product/booking-calendars/booking-settings/booking-calendar-meeting-distribution-options/). The key difference is that each team member can receive multiple bookings for the same time slot based on the maximum **Concurrent Session** limit.

***

## Single Host and Co-Host (Panel Meeting)

[Section titled “Single Host and Co-Host (Panel Meeting)”](#single-host-and-co-host-panel-meeting)

In a Panel Meeting, guests book a session that requires both the primary host and the co-host to attend together. They can receive multiple bookings for the same time slot based on the maximum **Concurrent Session** limit.

## Single Host and a Member of a Team as a Co-Host (Panel Meeting)

[Section titled “Single Host and a Member of a Team as a Co-Host (Panel Meeting)”](#single-host-and-a-member-of-a-team-as-a-co-host-panel-meeting)

This scenario involves one specific host and a member from a designated team.

When the **first session** in a time slot is booked, the system selects a team member based on the team’s [**Distribution Method** ](https://help.oncehub.com/product/booking-calendars/booking-settings/booking-calendar-meeting-distribution-options/)to pair with the Host. **All subsequent sessions** within that same time slot use the same host–team member pairing.

**Example Scenario:** If the **Concurrent Sessions** limit is set to 2, John is the Host, and the team has 3 members (Sarah, James, Connor), the pairings would function as follows:

#### 9 AM to 10 AM Slot:

[Section titled “9 AM to 10 AM Slot:”](#9-am-to-10-am-slot)

* **Session 1:** John and Sarah
* **Session 2:** John and Sarah

#### 10 AM to 11 AM Slot:

[Section titled “10 AM to 11 AM Slot:”](#10-am-to-11-am-slot)

* **Session 1:** John and James
* **Session 2:** John and James

#### 11 AM to 12 PM Slot:

[Section titled “11 AM to 12 PM Slot:”](#11-am-to-12-pm-slot)

* **Session 1:** John and Connor
* **Session 2:** John and Connor.

***

## Members of a Team as both Host and Co-Host (Panel Meeting)

[Section titled “Members of a Team as both Host and Co-Host (Panel Meeting)”](#members-of-a-team-as-both-host-and-co-host-panel-meeting)

This scenario pairs one member from **Team A** with one member from **Team B** for the same meeting.

When the **first session** in a time slot is booked, a member from Team A and Team B are paired based on both teams’ [**Distribution Methods**](https://help.oncehub.com/product/booking-calendars/booking-settings/booking-calendar-meeting-distribution-options/). Subsequent sessions in the same slot either reuse the same pairing (until their limit is reached) or create a new pairing using other available members.

**Example Scenario:** If the **Concurrent Sessions** limit is set to 2, Team A has 2 members (John, Nolan), Team B has 3 members (Sarah, James, Connor), the pairings would function as follows:

#### 9 AM to 10 AM Slot:

[Section titled “9 AM to 10 AM Slot:”](#9-am-to-10-am-slot-1)

* **Session 1:** John and Sarah
* **Session 2:** Nolan and James
* **Session 3:** John and Sarah
* **Session 4:** Nolan and James

#### 10 AM to 11 AM Slot:

[Section titled “10 AM to 11 AM Slot:”](#10-am-to-11-am-slot-1)

* **Session 1:** John and Connor
* **Session 2:** Nolan and Sarah
* **Session 3:** John and Connor
* **Session 4:** Nolan and Sarah

# Configuring Availability for Specific Booking Calendars

> Each Booking Calendar can either inherit your default profile availability or use defined custom availability unique to that Booking Calendar.

[Configuring Availability for Specific Booking Calendars](https://www.youtube-nocookie.com/embed/20qkwlXFOsE?wmode=opaque)

Each Booking Calendar can either inherit your **default profile availability** or **use defined custom availability** unique to that Booking Calendar.

We recommend setting your **profile availability as your standard schedule**. This makes it easy to update your regular working hours in one place. Use **Booking Calendar specific availability** only when a particular meeting type needs to be offered at unique hours that differ from the standard schedule.

This article explains how to customize availability for an individual Booking Calendar.

## How to Access Your Booking Calendar Availability Settings

[Section titled “How to Access Your Booking Calendar Availability Settings”](#how-to-access-your-booking-calendar-availability-settings)

1. Click **Booking Calendars** in the left-hand navigation menu.
2. Select the Booking Calendar you wish to edit.
3. Expand the **Availability and Location** section.
4. Select the **Customize availability** **and location** radio button.

Note

At least one host must be assigned to this Booking Calendar for this section to appear.

***

## Customizing Availability for Single and Multiple Host Booking Calendars

[Section titled “Customizing Availability for Single and Multiple Host Booking Calendars”](#customizing-availability-for-single-and-multiple-host-booking-calendars)

Depending on whether your Booking Calendar has a single host or multiple hosts, you will customize availability in slightly different ways.

## Booking Calendars with a Single Host

[Section titled “Booking Calendars with a Single Host”](#booking-calendars-with-a-single-host)

Upon selecting Customize availability and location, you will see two tabs you can use to customize your availability:

* **Weekly Working Hours:** Define your standard, recurring availability.
* **Date-Specific Overrides:** Use to adjust your availability for specific dates.

Please see the sections below for detailed steps on how to set [**Weekly Working Hours**](https://help.oncehub.com/product/booking-calendars/booking-settings/configuring-availability-for-specific-booking-calendars/#defining-your-weekly-working-hours) and [**Date-Specific Overrides**](https://help.oncehub.com/product/booking-calendars/booking-settings/configuring-availability-for-specific-booking-calendars/#use-the-date-specific-overrides).

## Booking Calendars with Multiple Hosts

[Section titled “Booking Calendars with Multiple Hosts”](#booking-calendars-with-multiple-hosts)

When a Booking Calendar has more than one host, you can **Customize availability and location** for:

* **All hosts:** Applies the same common availability and locations to all hosts on this Booking Calendar.

* **Some hosts:** Set the availability and locations that will be used for each host on this Booking Calendar individually.

  Caution

  If the Booking Calendar is configured to **Customize availability and location for some hosts**, individual Member Users can set their own availability.

***

## Defining Your Weekly Working Hours

[Section titled “Defining Your Weekly Working Hours”](#defining-your-weekly-working-hours)

The **Weekly Working Hours** tab allows you to define your standard booking schedule and the locations where those bookings will occur for this Booking Calendar.

## Modifying Your Weekly Working Hours:

[Section titled “Modifying Your Weekly Working Hours:”](#modifying-your-weekly-working-hours)

1. Click the **Edit** link in the **Weekly Working Hours** tab.
2. Use the Add and Remove icons to adjust the preset time blocks.
3. Define the **meeting location(s)** for each time slot by clicking the corresponding meeting location icon. (For more information on Meeting Locations, see the [**Meeting Locations for Booking Calendars**](https://help.oncehub.com/account-administration/locations-rooms/offering-multiple-meeting-locations-per-time-block/) article).
4. Click **Apply** to save the changes.

## Setting Your Time Zone

[Section titled “Setting Your Time Zone”](#setting-your-time-zone)

1. Click the **Edit** link in the **Weekly Working Hours** tab.
2. Click the **Edit** link at the top at of the pop-up.
3. Select the **Time Zone** from the dropdown.
4. Click on **Apply** to save the change.
5. Click on **Apply** in the pop-up to save the change.

Tip

You can use the **`iana_time_zone`** URL parameter to ensure a booking link’s availability is initially shown in a specific time zone.

For example, if you add **`?iana_time_zone=America/New_York`** to the end of your URL, the availability shown to guests will default to Eastern Time.

## Use the Date-Specific Overrides

[Section titled “Use the Date-Specific Overrides”](#use-the-date-specific-overrides)

The Date-Specific Overrides allow you to adjust your standard availability for specific dates. This is useful for accommodating events, holidays, or other instances where your regular schedule may not apply.

To Learn more about date-specific overrides, see:

* [**How to Extend Your Availability for One-Time Events**](https://help.oncehub.com/profile-management/availability/how-to-extend-your-availability-for-one-time-events/)
* **[How to Block Availability for One-Time Events From Your Calendar](https://help.oncehub.com/profile-management/availability/how-to-block-availability-for-one-time-events-from-your-calendar/)**

# Do You Need Group Sessions Or Concurrent Sessions?

> Choosing the right Session Type ensures hosts manage their time effectively while providing a smooth experience for your guests.

Choosing the right **Session Type** ensures hosts manage their time effectively while providing a smooth experience for your guests. To help you decide which setup aligns with your business goals, it is important to understand the differences between the **Group Sessions** and **Concurrent Sessions**. Review the comparisons and real-world examples below to select the workflow that supports your goals.

***

## Group Sessions

[Section titled “Group Sessions”](#group-sessions)

**Group Sessions** are designed for scenarios where a host meets with **multiple guests at the same time for a common reason**. In this format, all guests attend the same meeting simultaneously, and the session **always takes place at the same location**.

This format is ideal for collective experiences, such as:

* **Webinars:** Presenting information to a large audience at once.
* **Seminars:** Leading a shared educational or training session.
* **Campus Tours:** Guiding a group of prospective students through a facility together.
* **Workshops:** Facilitating interactive sessions where multiple participants work on a shared topic or project.

To get started with this setup, please read our [**Booking Calendar Group Sessions**](https://help.oncehub.com/product/booking-calendars/booking-settings/booking-calendar-group-sessions/) article.

***

## Concurrent Sessions

[Section titled “Concurrent Sessions”](#concurrent-sessions)

**Concurrent Sessions** are used when a host schedules **multiple independent meetings for the same time slot**. Guests don’t meet as a group, instead the host manages separate one-on-one interactions simultaneously or sequentially. This format is ideal for high-volume or sequential workflows, such as:

* **High-Volume Sales:** Using setters to confirm which prospects are available before assigning them to closers to take the individual meetings.
* **Life Coaching:** Scheduling several individual sessions at once to stay productive despite high no-show rates.
* **Medical or Advisor Queues:** Meeting with individuals sequentially within a fixed time window.

To get started with this setup, please read our [**Booking Calendar Concurrent Sessions**](https://help.oncehub.com/product/booking-calendars/booking-settings/booking-calendar-concurrent-sessions/) article.

# Group Sessions in Team Scheduling Scenarios

> When you enable Group Sessions, that time slot remains available on your Booking Calendar until it reaches your defined maximum capacity.

When you enable [**Group Sessions**](https://help.oncehub.com/product/booking-calendars/booking-settings/booking-calendar-group-sessions/), that time slot remains available on your **Booking Calendar** until it reaches your defined maximum capacity. However, the way these sessions are distributed depends on your specific team configuration. For more information on Group Sessions and its key features, have a look at our [**Booking Calendar Group Session**](https://help.oncehub.com/product/booking-calendars/booking-settings/booking-calendar-group-sessions/) article.

Note

When multiple location options are available for a specific time slot, the first guest to book the session determines the meeting location. That selected location is then automatically locked and applied to all subsequent bookings for **the same time slot** and **the same host**, ensuring all attendees are directed to the same shared meeting location.

***

## Single-Host Meetings (Dynamic Assignment)

[Section titled “Single-Host Meetings (Dynamic Assignment)”](#single-host-meetings-dynamic-assignment)

In a team-based Group Session using dynamic assignment (such as Round Robin), bookings follow your selected distribution logic. One key distinction is that once the first booking is made with a host for a specific time slot, that host’s maximum capacity must be reached. Once the maximum capacity is reached, the system allows a booking with a different host for the same time slot.

**Example Scenario:** If the Group Session capacity is set to 3 and the team has 2 members (John and Sarah), the bookings function as follows:

* **9 AM to 10 AM Slot:**

  * **Booking 1:** The first guest books, and the system assigns **John** as the host.
  * **Bookings 2 & 3:** The subsequent guests are automatically added to **John’s session** until the maximum capacity of 3 is reached.
  * **Booking 4:** Once John’s capacity is full, the system will assign **Sarah** as the host (Session 2).

***

## Multi-Host Meetings (Pre-Assigned)

[Section titled “Multi-Host Meetings (Pre-Assigned)”](#multi-host-meetings-pre-assigned)

In this scenario, a guest books a session where a primary host and specific co-host(s) are **required** to attend simultaneously.

* All participants booking the same time slot (e.g., 9.00 AM) receive a single meeting invitation including the primary host and all pre-assigned co-host(s).
* The session remains open for additional bookings until the maximum guest capacity for that time slot is reached.

**Example Scenario:** If the Group Session capacity is set to 3, and John (Primary Host) and Sarah (Co-host) are pre-assigned, the bookings function as follows:

* **9 AM to 10 AM Slot:**

  * **Booking 1:** The first guest books, and the system assigns the pairing of **John and Sarah** as the hosts.
  * **Bookings 2 & 3:** The subsequent guests are automatically added to the same shared session with **John and Sarah** until the maximum capacity of 3 is reached.

***

## Multi-Host Meetings (Dynamic Assignment)

[Section titled “Multi-Host Meetings (Dynamic Assignment)”](#multi-host-meetings-dynamic-assignment)

This scenario involves a **fixed host paired** with a **rotating member** from a specific team.

* To ensure a consistent experience, the system selects an available team member to pair with the fixed host the moment the **first guest** books a time slot.
* All subsequent guests for that specific time slot are automatically assigned to that exact host-team member pairing. This ensures that different guests don’t end up meeting different pairs at the same time.

**Example Scenario:** If the Group Session capacity is set to 3, John is the fixed Host, and the team has 2 members (Sarah and Nolan), the pairings function as follows:

* **9 AM to 10 AM Slot:**

  * **Booking 1:** The first guest books with **John**, and the system selects **Sarah** as the available team member.
  * **Bookings 2 & 3:** The subsequent guests are automatically assigned to the same **John and Sarah** pair.

* **10 AM to 11 AM Slot:**

  * **Booking 1:** The first guest books with **John**, and the system selects **Nolan** for the new time slot.
  * **Bookings 2 & 3:** The subsequent guests are automatically assigned to the same **John and Nolan** pair.

***

## Multi-Host Meetings (Dynamic Assignment)

[Section titled “Multi-Host Meetings (Dynamic Assignment)”](#multi-host-meetings-dynamic-assignment-1)

This configuration pairs members from two different teams (e.g., one member from **Team A** and one from **Team B**).

* When the first guest books, the system pairs one available member from each team based on their respective [**Distribution Methods**](https://help.oncehub.com/product/booking-calendars/booking-settings/booking-calendar-meeting-distribution-options/).
* All subsequent guests joining that specific time slot will meet with that exact same pair of host and co-host.
* The session remains available until the guest limit is reached.

**Example Scenario:** If the **Group Session** capacity is set to 2, Team A has 2 members (John, Nolan), and Team B has 2 members (Sarah, James), the pairings function as follows:

* **9 AM to 10 AM Slot:**

  * **Booking 1:** The first guest books, and the system selects **John** (Team A) and **Sarah** (Team B).
  * **Booking 2:** The subsequent guest is automatically added to the existing **John and Sarah** session until the maximum capacity of 2 is reached.
  * **Booking 3:** Once the first pairing’s capacity is full, the system creates a new session and selects **Nolan and James** as a new pair.
  * **Booking 4:** The subsequent guest is automatically added to the **Nolan and James** session.

# Hosting High Attendance Webinars With OnceHub

> While dedicated webinar platforms are built for mass broadcasts, they often feel impersonal, leading to lower engagement and attendance.

While dedicated webinar platforms are built for mass broadcasts, they often feel impersonal, leading to lower engagement and attendance. By using **OnceHub Group Sessions** as your primary scheduling and management platform, you can leverage a ***personal invitation*** strategy that drives higher commitment. This article explains how to use **OnceHub as your registration and notification engine** for your webinar while continuing to use your preferred video conferencing tools.

***

## The Trade-Off: Personalization vs. Analytics

[Section titled “The Trade-Off: Personalization vs. Analytics”](#the-trade-off-personalization-vs-analytics)

The secret to high attendance with OnceHub isn’t just automation; it’s the personal touch. Using OnceHub involves a strategic choice: prioritizing engagement over enterprise-level technical reporting.

* **The Personal Touch:** Unlike generic ***broadcast*&#x20;**&#x69;nvites from standard webinar tools, OnceHub invitations look and feel like a personal one-on-one meeting request. Guests are more likely to attend (or notify you if they can’t) because they feel a direct connection to the host.
* **Cost Efficiency:** Traditional webinar platforms often require expensive monthly subscriptions or **per-seat** licenses. By using OnceHub with your existing video conferencing tools, you eliminate the need for a separate webinar license, significantly reducing your overhead.
* **The Strategic Trade-off:** Prioritizing engagement over granular reporting (such as viewer ***drop-off*&#x20;**&#x74;imestamps or ***individual poll-response*** mapping) can **significantly increase attendance**. You still retain critical data, including registration conversion rates, source tracking, and final attendance logs via your video conferencing tool.

***

## Step 1: Configuring Your Group Session

[Section titled “Step 1: Configuring Your Group Session”](#step-1-configuring-your-group-session)

To host a webinar, use the [**Group Session**](https://help.oncehub.com/product/booking-calendars/booking-settings/booking-calendar-group-sessions/) feature of OnceHub. Group Sessions allow multiple guests to book seats in the same time slot until the maximum capacity is reached.

* **Set Capacity:** Create a Group Session and define your maximum capacity. Once the limit is reached, the booking link automatically stops accepting new sign-ups.
* **Professional Branding:** Instead of sending a generic link, embed your OnceHub Booking Calendar into a custom landing page. Using no-code vibe coding apps, you can create a high-conversion, branded registration experience that far outperforms standard webinar rooms.
* **Collect Lead Data:** Use **Custom Fields** on your Booking Form to collect specific data (e.g., Job Title, Company Size) to tailor your webinar content and meet your audience’s needs.

***

## Step 2: Selecting Your Video Conferencing Tool

[Section titled “Step 2: Selecting Your Video Conferencing Tool”](#step-2-selecting-your-video-conferencing-tool)

OnceHub works as the automated coordinator in the background while you use the video conferencing tools you already know.

* **Native Integrations:** OnceHub connects directly with **Zoom**, **Google Meet**, and **Microsoft Teams**.
* **Flexible Link Options:** Choose between automatically generating a **unique meeting link** for every guest or using a consistent **static link** (like a Personal Meeting Room). In both cases, the link is automatically included in the guest’s calendar invitation and confirmation email.

***

## Step 3: Maximize Attendance with Smart Reminders

[Section titled “Step 3: Maximize Attendance with Smart Reminders”](#step-3-maximize-attendance-with-smart-reminders)

**No-shows** are the biggest hurdle for any webinar. OnceHub solves this with an **automated multi-channel notification system** to keep your event top-of-mind.

* **Set & Forget Notifications:** Configure up to three automated reminders to ensure guests remain engaged without manual effort.
* **Multi-Channel Reach:** Ensure you combine your Email reminders with an SMS text to catch your guest’s attention. Sending a text 15 minutes before you go live boosts real-time attendance.

***

## Step 4: Owning Your Data

[Section titled “Step 4: Owning Your Data”](#step-4-owning-your-data)

OnceHub automatically adds every registrant to your [**Contact Database**](https://help.oncehub.com/contact-management/introduction-to-contacts-in-oncehub/) the moment they sign up. This prevents your valuable data from being trapped inside a third-party video conferencing tool. After the webinar, you can transition these engaged contacts into your sales funnel for follow-up.

***

## Frequently Asked Questions (FAQs)

[Section titled “Frequently Asked Questions (FAQs)”](#frequently-asked-questions-faqs)

**Can I use OnceHub for webinars if I don’t have a dedicated webinar software license?**

**A:** Yes. Since OnceHub manages the registration and reminders, you can use the standard version of Zoom, Google Meet, or Microsoft Teams to host the session.

**How does OnceHub prevent overbooking for my webinar?**

**A:** Once you set the **Maximum number of attendees** in your Group Session settings, the booking link will automatically show the slot as **unavailable** once that limit is reached.

**What happens if a guest needs to cancel?**

**A:** OnceHub includes a cancellation link in the confirmation email. If a guest cancels, OnceHub updates your attendance list and instantly re-opens that slot on your booking link for another person to register.

**Will attendees receive a calendar invite automatically?**

**A:** Yes. Upon successful registration, OnceHub sends a calendar invitation to your guest with the meeting link included, ensuring the webinar is blocked on their schedule.

**Can I charge for webinar registration through OnceHub?**

**A:** Yes. If you have a [**payment integration (Stripe)**](https://help.oncehub.com/account-integrations/payment-collection/stripe/how-to-connect-oncehub-with-stripe/) connected to your OnceHub account, you can require payment at the time of booking.

**Do I need to purchase a separate Webinar plan or add-on?**

**A:** No. Unlike most scheduling platforms that charge extra for webinar features, OnceHub includes **Group Sessions** in the standard **Schedule Plan**. There are no **per-webinar** fees or expensive add-ons required to manage high-attendance events.

# How To Localize Your Booking Calendar

> Localization allows you to present your booking link in your selected native language. By selecting a specific language for your Booking Calendar, you ensure...

Localization allows you to present your booking link in your selected native language. By selecting a specific language for your **Booking Calendar**, you ensure that the guest’s booking experience is in their preferred language. This configuration involves two elements:

* **System translation:** The elements that OnceHub automatically translates.
* **User translation:** The custom content that requires manual translation.

***

## Steps to Localize Your Booking Calendar

[Section titled “Steps to Localize Your Booking Calendar”](#steps-to-localize-your-booking-calendar)

1. Go to **Booking Calendars** from the left navigation menu.
2. Select the specific **Booking Calendar** you wish to localize.
3. Navigate to the **Guest Interface Language** section within the **Booking Settings** tab.
4. Choose your **preferred language** from the dropdown menu.
5. Click **Save** to apply the system level translation.
6. **User level translation:** You must manually translate all custom text (such as Meeting Subject, Field Labels, Custom Questions etc.) into your selected language. Refer to the [**What Requires Manual Translation**](https://help.oncehub.com/product/booking-calendars/booking-settings/how-to-localize-your-booking-calendar/#what-requires-manual-translation-user-editable-text) section below for a complete list.

***

## Understanding Automatic vs. Manual Translation

[Section titled “Understanding Automatic vs. Manual Translation”](#understanding-automatic-vs-manual-translation)

OnceHub distinguishes between **non-editable text** (translated automatically) and **editable text** (requires manual translation).

### What is Automatically Translated? (Non-editable System Text)

[Section titled “What is Automatically Translated? (Non-editable System Text)”](#what-is-automatically-translated-non-editable-system-text)

OnceHub automatically translates all **system property values**:

* **Booking Link Actions:** Confirm, Schedule and Attachment.
* **Calendar & Date Text:** Days of the week, month names, and date text.
* **System UI Elements:** Timezone dropdown, [***Powered by OnceHub***](https://help.oncehub.com/account-administration/account-permissions/managing-account-permissions/#powered-by-oncehub-banner) banner, SMS consent checkbox label, and description placeholders.
* **Notification Content:** All non-editable system text within Email and SMS notifications.
* **Calendar Events:** Standard calendar event properties (e.g. Date/Time) and meeting links (e.g., *Join with Google Meet*).
* **ICS Attachments:** All non-editable system labels (e.g., Location, Booking ID) and metadata within the attached .ics file.

***

### What Requires Manual Translation? (User Editable Text)

[Section titled “What Requires Manual Translation? (User Editable Text)”](#what-requires-manual-translation-user-editable-text)

To maintain a consistent experience, you must manually translate the following:

| **Booking Calendar Tabs** | **What you need to manually translate**                                                                                                     |
| ------------------------- | ------------------------------------------------------------------------------------------------------------------------------------------- |
| **Booking Settings**      | The **Meeting Subject** (appears in all calendar events).                                                                                   |
| **Booking Form**          | All **Field Labels** (e.g., Name, Email) and any **Custom Questions** added by you.                                                         |
| **Notifications**         | **Email/SMS Text:** Any editable text (e.g. What, When, Where and Who) or custom instructions you have added to the notification templates. |
| **Page Designer**         | All **Custom Display Text:** (e.g. **Heading**, **Subheading**, **Welcome Message**, and **Page Footer**).                                  |

***

## Frequently Asked Questions (FAQs)

[Section titled “Frequently Asked Questions (FAQs)”](#frequently-asked-questions-faqs)

**Which OnceHub products support localization?**

**A:** Currently, localization settings are designed specifically for **Booking Calendars**. Other products, including **Chatbots**, **Routing Forms**, and **Phone Booking** do not support localization at this time and will remain in English.

**Which languages are supported for Booking Calendar localization?**

**A:** OnceHub currently supports localization for the following nine languages:

* English (US)
* French (France)
* German (Germany)
* Spanish (Mexico)
* Portuguese (Brazil)
* Dutch (Netherlands)
* Swedish (Sweden)
* Danish (Denmark)
* Norwegian (Norway)

**How do I apply a language to multiple Booking Calendars at once?**

**A:** You can use **Booking Calendar Templates** to apply language settings across multiple Booking Calendars simultaneously, ensuring brand consistency with minimal manual effort.

# Setting up Booking Calendar Team Scheduling Scenarios

> In a panel meeting setup, guests book a session where the host and co-hosts participate together in the same meeting.

## Host and Co-Host(s) (Panel Meeting)

[Section titled “Host and Co-Host(s) (Panel Meeting)”](#host-and-co-hosts-panel-meeting)

In a panel meeting setup, guests book a session where the host and co-hosts participate together in the same meeting.

[**Availability**](https://help.oncehub.com/product/booking-calendars/booking-settings/configuring-availability-for-specific-booking-calendars/) is determined by the time slots where all assigned users are available simultaneously.

### How to set up a panel meeting

[Section titled “How to set up a panel meeting”](#how-to-set-up-a-panel-meeting)

1. Open the Booking Calendars lobby by clicking on [**Booking Calendars**](https://help.oncehub.com/product/booking-calendars/introduction-to-booking-calendars/introduction-to-booking-calendars/) in the lefthand side menu.

2. Click on the **Booking Calendar** you want to edit.

3. Use the **Add host and co-hosts** dropdown to select all users or [**Teams**](https://help.oncehub.com/product/booking-calendars/booking-settings/booking-calendar-meeting-distribution-options/) that should attend the booking, then click on **Add**.

   * If the Booking Calendar did not have a host before, a pop-up will appear to confirm who the host should be.
   * The email settings and [**Meeting locations**](https://help.oncehub.com/product/booking-calendars/booking-settings/configuring-availability-for-specific-booking-calendars/) that will be available for your guests to choose from is determined by the host you select.
   * You can change the host at any time in the **Host and co-hosts** section by clicking on the three dots to the right of the users added to the Booking Calendar and clicking **Set as host**.

After assigning your hosts, review the **Availability and Location** settings to ensure they align with your scheduling needs.

### Setting a Co-Host as Optional

[Section titled “Setting a Co-Host as Optional”](#setting-a-co-host-as-optional)

[Setting up Booking Calendar Team Scheduling Scenarios](https://www.youtube-nocookie.com/embed/q4z3BIDjrk4?wmode=opaque)

Setting a user as an optional co-host is useful when their attendance isn’t required for a meeting, but you want to invite them to the event.

An optional co-host functions the same way as any other co-host, but their availability and busy time will not influence the available time slots for the booking. Additionally, they will be marked as optional on the calendar event, and the time will not be blocked on their calendar by default. To set a co-host as optional:

1. Click on the 3 dots next to the co-host.
2. Select **Set as optional**.
3. Click on **Save** to confirm the change.

***

## Distributed Meeting (Dynamic Host Selection)

[Section titled “Distributed Meeting (Dynamic Host Selection)”](#distributed-meeting-dynamic-host-selection)

Dynamic host selection uses a pre-created **Team** to distribute meetings among available members based on a chosen distribution method:

### How to set up dynamic host meeting types

[Section titled “How to set up dynamic host meeting types”](#how-to-set-up-dynamic-host-meeting-types)

1. Open the Booking Calendars lobby by clicking on **Booking Calendars** in the lefthand side menu.

2. Click on the **Booking Calendar** you want to edit.

3. Use the **Add host and co-hosts** dropdown to the **Team** that should be used for bookings, then click on Add.

   * The email settings and **Meeting locations** that will be available for your guests to choose from is determined by the member of the **Team** that is being booked with.

4. Next you can choose the distribution method of the bookings for the **Team** right beneath the **Add host and co-hosts** dropdown.

   * **Any Available Team Member:** Ideal for offering guests the widest range of available time slots to choose from.
   * **Round Robin (Equal Distribution):** Perfect for ensuring an even distribution of meetings across your team.

5. Next you can click on **Manage** next to [**Workload**](https://help.oncehub.com/product/booking-calendars/booking-settings/booking-calendar-workload-management/) to define a maximum number of bookings that a team member can accept

***

These scenarios offer flexibility to match a variety of team structures and scheduling needs. Whether you’re managing a collaborative meeting, balancing team workloads, or providing centralized scheduling options, multi-host setups ensure a seamless experience for both guests and hosts.

# Introduction to Booking Calendars

> Introduction To Booking Calendars documentation and guides.

[Introduction to Booking Calendars](https://help.oncehub.com/product/booking-calendars/introduction-to-booking-calendars/introduction-to-booking-calendars)

[Configuring Your First Booking Calendar](https://help.oncehub.com/product/booking-calendars/introduction-to-booking-calendars/configuring-your-first-booking-calendar)

[How To Use Templates With Booking Calendars](https://help.oncehub.com/product/booking-calendars/introduction-to-booking-calendars/how-to-use-templates-with-booking-calendars)

[Image Gallery](https://help.oncehub.com/product/booking-calendars/introduction-to-booking-calendars/image-gallery)

# Configuring Your First Booking Calendar

> Booking Calendars simplify scheduling by letting you manage and share your availability, making it easy for guests to book time with you.

**Booking Calendars** simplify scheduling by letting you manage and share your availability, making it easy for guests to book time with you. This guide covers how to create, edit, and share your **Booking Calendar**, including embedding it on your website for client access.

As part of the onboarding process, a **personal Booking Calendar** is automatically created for you on your Home page. You can:

* **Use the Personal Calendar:** Customize the existing calendar to match your preferences.
* **Create a New Calendar:** Create a fresh calendar from the Booking Calendar Lobby.

The Booking Calendar Lobby also allows you to rename, duplicate, or delete calendars as needed.

***

## Configure Basic Settings

[Section titled “Configure Basic Settings”](#configure-basic-settings)

**To configure your Booking Calendar:**

1. Open the Booking Calendar Lobby from the left-hand menu.
2. Select your existing calendar or click **Create booking calendar** on the right to start a new one.

**Begin by setting up essential details for your calendar:**

* **Set the Subject:** Enter a descriptive name for your **Booking Calendar** that reflects the type of meeting you’re offering, such as “Client Consultations” or “Team Sessions.”
* [**Meeting Duration**](https://help.oncehub.com/product/booking-calendars/booking-settings/booking-calendar-meeting-durations/)**:** Choose the duration of the meeting (e.g., 15, 30, or 60 minutes).

The remaining settings in the **Booking Settings Tab** are configured automatically:

* [**Hosts and Co-hosts**](https://help.oncehub.com/product/booking-calendars/booking-settings/booking-calendar-meeting-types/)**:** You are automatically assigned as the host of the **Booking Calendar**.

* [**Availability and location**](https://help.oncehub.com/profile-management/availability/configuring-profile-level-availability-for-booking-calendars/)**:** By default, your availability and location is pulled from your profile settings:

  * **Default Availability:** Initially, your calendar matches the availability set in your profile.
  * **Customizing Booking calendar-Specific Availability:** If the **Booking Calendar** requires unique availability, you can customize these settings directly within the calendar.

* [**Time Slot Settings**](https://help.oncehub.com/product/booking-calendars/booking-settings/booking-calendar-timeframe-and-timeslot-preferences/)**:** Define the spacing between available timeslots, choose how much advance notice you need, and how far in advance guests can book.

***

## Default Booking Form Fields

[Section titled “Default Booking Form Fields”](#default-booking-form-fields)

Each Booking Calendar includes a customizable **Booking Form** with default fields to collect guest information. You can add additional fields in the **Booking Form Tab** as needed.

By default, the following fields are included in the **Booking Form**:

* **Full Name:** Collects the guest’s name.
* **Email Address:** Used for sending booking confirmations and notifications.
* **Meeting Location:** If multiple meeting locations are set up in your account, guests will see options such as in-person, video, or phone during booking.
* **SMS Notifications:** If SMS notifications are enabled for the Booking Calendar, guests can opt in to receive booking-related messages during the scheduling process.

***

## Default Guest Notifications

[Section titled “Default Guest Notifications”](#default-guest-notifications)

Each **Booking Calendar** comes with these standard guest notifications:

* **Meeting Confirmation**: Sent upon successful booking.
* **Meeting Reminder:** Reminds your guests of the upcoming meeting, sent by default 1 hour before the scheduled meeting.
* **Meeting Rescheduled:** Alerts guests of schedule changes.
* **Meeting Reassigned:** Notifies guests of a new host.
* **Meeting Cancellation:** Confirms meeting cancellations.

These notifications are configured automatically, but you can set up advanced notification workflows with additional options. For more on customizing customer notifications, see [**Booking Calendar Guest Notifications**](https://help.oncehub.com/product/booking-calendars/notifications/booking-calendar-guest-notifications/).

You can also configure the notifications you receive as a host or co-host in the **User Notifications** section of your profile.

***

## Sharing Options

[Section titled “Sharing Options”](#sharing-options)

Make it easy for clients to schedule with you using these sharing options:

* **Share a Link:** Generate a direct link for clients or add it to your email signature.
* **Embed on Website:** Place the calendar on your website, allowing clients to book directly from your page.

For detailed instructions on how to share or embed your **Booking Calendar**, refer to the [**Sharing and embedding your Booking calendar**](https://help.oncehub.com/product/booking-calendars/sharing-embedding/share-and-embed-your-booking-calendar/) help page.

# How To Use Templates With Booking Calendars

> Booking Calendar Templates streamline the process of setting up new Booking Calendars by applying pre-configured templates created by Administrators.

**Booking Calendar Templates** streamline the process of setting up new Booking Calendars by applying pre-configured templates created by Administrators. This ensures a quicker onboarding process, brand consistency and enforces account wide standardization.

## Create a New Booking Calendar using Templates

[Section titled “Create a New Booking Calendar using Templates”](#create-a-new-booking-calendar-using-templates)

Follow these steps to create a new Booking Calendar using a pre-configured template:

1. Select **Booking Calendars** from the left-hand navigation sidebar.

2. From the **Booking Calendars Lobby**, click the **Create booking calendar** button in the top right.

3. In the **Create Booking Calendar** pop-up, select the **From Template** option.

4. Select a **Template** from the dropdown menu.

5. Enter a **Booking Calendar Name**.

6. (**Optional**) Edit the **Meeting Subject**.

7. Click **Create**.

   Note

   This field may be locked if your Administrator has enabled [**Centralized Control**](https://help.oncehub.com/account-administration/booking-calendar-templates/centralized-control-with-automatic-updates/) for this template.

## Apply a Template to an Existing Booking Calendar

[Section titled “Apply a Template to an Existing Booking Calendar”](#apply-a-template-to-an-existing-booking-calendar)

If you have an existing Booking Calendar created from scratch, you can apply any template to it by following these steps:

1. Locate the Booking Calendar in the **Booking Calendars Lobby**.
2. Click the **three-dot menu** next to the Booking Calendar you wish to apply the template to and select **Apply template**.
3. In the **Apply Template** pop-up, select a template from the dropdown menu.
4. Review the warning and click **Apply template**.

## Change the Template of a Booking Calendar

[Section titled “Change the Template of a Booking Calendar”](#change-the-template-of-a-booking-calendar)

Administrators can reassign a Booking Calendar to a different template to update its entire configuration using the following steps:

1. Locate the Booking Calendar with a template applied in the **Booking Calendars Lobby**.
2. Click the **three-dot menu** next to the Booking Calendar you wish to change the template for and select **Change template**.
3. In the **Change Template** pop-up, select the **New Template** from the dropdown menu.
4. Review the warning and click **Change template**.

## Unlink a Template from a Booking Calendar

[Section titled “Unlink a Template from a Booking Calendar”](#unlink-a-template-from-a-booking-calendar)

Unlinking a Booking Calendar from a template removes the control and allows the users to customize all settings. This option is only available if the [**Enforce Booking Calendar Templates**](https://help.oncehub.com/account-administration/booking-calendar-templates/how-to-enforce-templates/) setting is disabled under **Account Permissions**.

To unlink, follow the steps below:

1. Locate the Booking Calendar with a template applied in the **Booking Calendars Lobby**.
2. Click the **three-dot menu** next to the Booking Calendar you wish to unlink the template for and select **Unlink template**.
3. Review the warning and click the **Unlink template**.

Caution

Unlinking only removes the connection to the template; all existing data within the Booking Calendar is retained.

To learn how administrators can create, edit or manage these templates, read our [**How To Create and Manage Templates**](https://help.oncehub.com/account-administration/booking-calendar-templates/how-to-create-and-manage-templates/) article.

# Image Gallery

> To download an image in this article, right click it and select Save image as... from the menu.

[Image Gallery](https://www.youtube-nocookie.com/embed/5uhfgeVv16M?wmode=opaque)

## How to use the image gallery

[Section titled “How to use the image gallery”](#how-to-use-the-image-gallery)

1. To download an image in this article, right click it and select **Save image as…** from the menu.
2. Save the image on your computer so that you can use it when selecting an image for your OnceHub product features.

Note

All images in this gallery are property of OnceHub and are protected under copyright law. Use is permitted for your OnceHub product features only.

***

## Image gallery

[Section titled “Image gallery”](#image-gallery)

| **Duration**                                                          |                                                                       |                                                                       |                                                                      |                                                                        |                                                                       |   |
| --------------------------------------------------------------------- | --------------------------------------------------------------------- | --------------------------------------------------------------------- | -------------------------------------------------------------------- | ---------------------------------------------------------------------- | --------------------------------------------------------------------- | - |
| ![](https://help.oncehub.com/_astro/duration-1.YoW2LP3N_A1JYF.webp)   | ![](https://help.oncehub.com/_astro/duration-2.CH6WdfMn_Z1lCYkl.webp) | ![](https://help.oncehub.com/_astro/duration-3.CVk-0W-u_Z1btunt.webp) |                                                                      |                                                                        |                                                                       |   |
| ![](https://help.oncehub.com/_astro/duration-4.DW53NorM_ZK93Hi.webp)  | ![](https://help.oncehub.com/_astro/duration-5.BmpM62Js_1FmJWv.webp)  | ![](https://help.oncehub.com/_astro/duration-6.C4kME3yC_Ze0bRN.webp)  | ![](https://help.oncehub.com/_astro/duration-7.Bc7SlUb8_ZM691T.webp) | ![](https://help.oncehub.com/_astro/duration-8.CHVJgmhi_Z1dttqA.webp)  | ![](https://help.oncehub.com/_astro/duration-9.BTZhQoAk_Z1F126O.webp) |   |
| ![](https://help.oncehub.com/_astro/duration-10.CrcDBsiB_Z9uesy.webp) | ![](https://help.oncehub.com/_astro/duration-11.CmTaDqsQ_1xxyUN.webp) | ![](https://help.oncehub.com/_astro/duration-12.BsbmYky__ZjDzFd.webp) | ![](https://help.oncehub.com/_astro/duration-13.GOfjSpOW_kz1w5.webp) | ![](https://help.oncehub.com/_astro/duration-14.Dizjp4lD_Z1Q0zcS.webp) |                                                                       |   |

|                                                                             |                                                                            |                                                                                    |                                                                        |                                                                              |                                                                             |                                                                             |
| --------------------------------------------------------------------------- | -------------------------------------------------------------------------- | ---------------------------------------------------------------------------------- | ---------------------------------------------------------------------- | ---------------------------------------------------------------------------- | --------------------------------------------------------------------------- | --------------------------------------------------------------------------- |
| **Location**                                                                |                                                                            |                                                                                    |                                                                        |                                                                              |                                                                             |                                                                             |
| ![](https://help.oncehub.com/_astro/location-1.CFj_74_q_QKhUi.webp)         | ![](https://help.oncehub.com/_astro/location-2.BFeaGCa2_Z1MwV6s.webp)      | ![](https://help.oncehub.com/_astro/location-3.CyPnM174_Z2c8kOz.webp)              | ![](https://help.oncehub.com/_astro/location-4.CR4rQHTj_Z2mcfsQ.webp)  | ![](https://help.oncehub.com/_astro/location-virtual-8.DVy5uZeJ_Zo9vli.webp) | ![](https://help.oncehub.com/_astro/location-virtual-9.B1Snlw9S_YMFzD.webp) | ![](https://help.oncehub.com/_astro/location-virtual-3.BfuBe8hs_B6WGm.webp) |
| ![](https://help.oncehub.com/_astro/location-phone-5.lJj_gTcP_Z2921jT.webp) | ![](https://help.oncehub.com/_astro/location-phone-7.n3SWHTpi_10BkgP.webp) | ![](https://help.oncehub.com/_astro/location-phone-6-560523.BCJQGNMg_Z17dlmJ.webp) | ![](https://help.oncehub.com/_astro/location-15.-7azrIfp_Z29FoxI.webp) | ![](https://help.oncehub.com/_astro/location-10.DO8Z8MUn_1QpnXD.webp)        | ![](https://help.oncehub.com/_astro/location-7.C_mTTY3d_Z1rAL5H.webp)       | ![](https://help.oncehub.com/_astro/location-8.BaWJbbza_ZwgLIX.webp)        |
| ![](https://help.oncehub.com/_astro/location-11.Co4rZ-1D_D36Ur.webp)        | ![](https://help.oncehub.com/_astro/location-12.CBnO8aEK_Z1Ingg3.webp)     | ![](https://help.oncehub.com/_astro/location-13.DU9-nzzZ_ZY1PMk.webp)              | ![](https://help.oncehub.com/_astro/location-17.Bneq_LSN_Z1YMAuo.webp) | ![](https://help.oncehub.com/_astro/location-14.CtNjexE9_Z2pjHFE.webp)       | ![](https://help.oncehub.com/_astro/location-16.Ctsl7upT_Z1waXAy.webp)      | ![](https://help.oncehub.com/_astro/location-18.-FOk09rp_1DF6m5.webp)       |
| ![](https://help.oncehub.com/_astro/location-19.D8dEd_vS_Z28gOtF.webp)      | ![](https://help.oncehub.com/_astro/location-20.Cxl4gxtU_1x8tMP.webp)      | ![](https://help.oncehub.com/_astro/location-21.COTjYPhY_ZCmKCc.webp)              | ![](https://help.oncehub.com/_astro/location-22.B_Lo9uEW_JRbYY.webp)   | ![](https://help.oncehub.com/_astro/location-5.B25xp84s_Z2oA8l3.webp)        | ![](https://help.oncehub.com/_astro/location-6.D_VVKCEe_1xkWYu.webp)        |                                                                             |
| ![](https://help.oncehub.com/_astro/location-24.D657dRC6_ZEvupK.webp)       | ![](https://help.oncehub.com/_astro/location-25.CUJzuAhD_RLAQ0.webp)       | ![](https://help.oncehub.com/_astro/location-26.CKlf-oyh_sKCxX.webp)               | ![](https://help.oncehub.com/_astro/location-27.CHZrEZhn_Z2bJ6UM.webp) |                                                                              |                                                                             |                                                                             |

|                                                                        |                                                                       |                                                                        |                                                                        |                                                                        |                                                                        |                                                                       |
| ---------------------------------------------------------------------- | --------------------------------------------------------------------- | ---------------------------------------------------------------------- | ---------------------------------------------------------------------- | ---------------------------------------------------------------------- | ---------------------------------------------------------------------- | --------------------------------------------------------------------- |
| **Business**                                                           |                                                                       |                                                                        |                                                                        |                                                                        |                                                                        |                                                                       |
| ![](https://help.oncehub.com/_astro/business-1.CtetqRGi_1iErC4.webp)   | ![](https://help.oncehub.com/_astro/business-2.DtS_kqtd_TvmxV.webp)   | ![](https://help.oncehub.com/_astro/business-3.CXFgtmjc_1OHI9y.webp)   | ![](https://help.oncehub.com/_astro/business-4.C0jsjJNE_SO3rb.webp)    | ![](https://help.oncehub.com/_astro/business-5.U8wIWo8n_ZlyiS1.webp)   | ![](https://help.oncehub.com/_astro/business-6.E_RV69O3_1zcBS8.webp)   | ![](https://help.oncehub.com/_astro/business-7.C7Xl6jYX_Z2algSH.webp) |
| ![](https://help.oncehub.com/_astro/business-8.D2cLEmzx_1YJQJ2.webp)   | ![](https://help.oncehub.com/_astro/business-9.BGX3finf_ZH1AkY.webp)  | ![](https://help.oncehub.com/_astro/business-10.Bz3HntuV_Z28CSDg.webp) | ![](https://help.oncehub.com/_astro/business-11.rJ4i_N1D_ZCgnQi.webp)  | ![](https://help.oncehub.com/_astro/business-12.CVu1nsQm_1lqNOK.webp)  | ![](https://help.oncehub.com/_astro/business-13.oLEioI6i_kuNcF.webp)   |                                                                       |
| ![](https://help.oncehub.com/_astro/business-14.3YrUvIfj_Z18qyw0.webp) | ![](https://help.oncehub.com/_astro/business-15.DaIauddI_ZtFVQi.webp) | ![](https://help.oncehub.com/_astro/business-16.BNuuFLWL_1KaCMv.webp)  | ![](https://help.oncehub.com/_astro/business-17.C_L_HRwr_18f16L.webp)  | ![](https://help.oncehub.com/_astro/business-18.DzclXPq9_Z1DPmcv.webp) | ![](https://help.oncehub.com/_astro/business-19.Cd8blVGn_Z2d6qqf.webp) |                                                                       |
| ![](https://help.oncehub.com/_astro/business-21.DmzDzh4H_1l0jXO.webp)  | ![](https://help.oncehub.com/_astro/business-22.CmNoIKbk_5OIEX.webp)  | ![](https://help.oncehub.com/_astro/business-23.1ydykwe-_1vMQqO.webp)  | ![](https://help.oncehub.com/_astro/business-20.BOPFXIf6_Z2pWBz9.webp) |                                                                        |                                                                        |                                                                       |

|                                                                                 |                                                                                |                                                                                 |                                                                       |                                                                       |                                                                      |   |
| ------------------------------------------------------------------------------- | ------------------------------------------------------------------------------ | ------------------------------------------------------------------------------- | --------------------------------------------------------------------- | --------------------------------------------------------------------- | -------------------------------------------------------------------- | - |
| **Services**                                                                    |                                                                                |                                                                                 |                                                                       |                                                                       |                                                                      |   |
| ![](https://help.oncehub.com/_astro/service-13.C8SMvvTq_kAAqX.webp)             | ![](https://help.oncehub.com/_astro/service-14.D9CgE76B_1jbOmE.webp)           | ![](https://help.oncehub.com/_astro/service-15.B7GA1iZ6_1kxAK4.webp)            | ![](https://help.oncehub.com/_astro/service-16.Dw20Cpws_ZeDem5.webp)  | ![](https://help.oncehub.com/_astro/service-9.E4Ak4rFj_1YfqnQ.webp)   |                                                                      |   |
| ![](https://help.oncehub.com/_astro/service-6.DYwG3rZn_ngxjC.webp)              | ![](https://help.oncehub.com/_astro/service-4.CMYxgn9w_Z1NzNnW.webp)           | ![](https://help.oncehub.com/_astro/service-5.BiYwL0IX_28Vcfe.webp)             | ![](https://help.oncehub.com/_astro/service-7.BI-Rq42-_1qWLO2.webp)   | ![](https://help.oncehub.com/_astro/service-3.DCN9YQi0_ZRAbpm.webp)   | ![](https://help.oncehub.com/_astro/service-8.BEHXvUNv_Z1sjnVD.webp) |   |
| ![](https://help.oncehub.com/_astro/service-1.DKr2wl2x_iiqaC.webp)              | ![](https://help.oncehub.com/_astro/service-2.9yjhteSN_1TlUMi.webp)            | ![](https://help.oncehub.com/_astro/service-12.Ctuw180E_Z5jU4b.webp)            | ![](https://help.oncehub.com/_astro/service-10.DPlSJlQP_Z1CpboD.webp) | ![](https://help.oncehub.com/_astro/service-11.BkNH1dCO_Z2id4fX.webp) |                                                                      |   |
| ![](https://help.oncehub.com/_astro/service-17.CMhYobi__72bIB.webp)             | ![](https://help.oncehub.com/_astro/service-17-1.R4WGvXyc_wf5uN.webp)          | ![](https://help.oncehub.com/_astro/service-18.Bkl5YKH8_1GSU8h.webp)            | ![](https://help.oncehub.com/_astro/service-19.BIZIdNux_1a1daR.webp)  |                                                                       |                                                                      |   |
| ![](https://help.oncehub.com/_astro/general-certificate-7.I9SWNfa2_ZoBSkv.webp) | ![](https://help.oncehub.com/_astro/general-certificate-8.sPEEewvm_UDLFn.webp) | ![](https://help.oncehub.com/_astro/general-certificate-9.3OJoA50__Z9xiMf.webp) |                                                                       |                                                                       |                                                                      |   |

|                                                                    |                                                                     |                                                                     |                                                                     |                                                                    |                                                                     |   |
| ------------------------------------------------------------------ | ------------------------------------------------------------------- | ------------------------------------------------------------------- | ------------------------------------------------------------------- | ------------------------------------------------------------------ | ------------------------------------------------------------------- | - |
| **Support**                                                        |                                                                     |                                                                     |                                                                     |                                                                    |                                                                     |   |
| ![](https://help.oncehub.com/_astro/support-1.l5_6OC6B_vCcS3.webp) | ![](https://help.oncehub.com/_astro/support-2.D1HWWKgw_18qxHY.webp) | ![](https://help.oncehub.com/_astro/support-3.CJSyRKod_24KLEK.webp) | ![](https://help.oncehub.com/_astro/support-4.C53dHpcf_2pUbX2.webp) | ![](https://help.oncehub.com/_astro/support-5.CaEpOQFb_PnY9w.webp) | ![](https://help.oncehub.com/_astro/support-6.DhYuecJa_1NeBYt.webp) |   |
|                                                                    |                                                                     |                                                                     |                                                                     |                                                                    |                                                                     |   |

|                                                                    |                                                                      |                                                                     |                                                                           |                                                                     |                                                                    |                                                                       |
| ------------------------------------------------------------------ | -------------------------------------------------------------------- | ------------------------------------------------------------------- | ------------------------------------------------------------------------- | ------------------------------------------------------------------- | ------------------------------------------------------------------ | --------------------------------------------------------------------- |
| **Queries**                                                        |                                                                      |                                                                     |                                                                           |                                                                     |                                                                    |                                                                       |
| ![](https://help.oncehub.com/_astro/general-4.CY3IGUJm_tpgPU.webp) | ![](https://help.oncehub.com/_astro/general-5.CthXIgQj_Z1kdPbR.webp) | ![](https://help.oncehub.com/_astro/general-6.C3DL6Pdc_Zj9c49.webp) | ![](https://help.oncehub.com/_astro/general-7-090865.BxgYnRQy_j4oY7.webp) | ![](https://help.oncehub.com/_astro/general-8.lNdntojl_2u3Ff6.webp) | ![](https://help.oncehub.com/_astro/general-9.DoXsZfnA_S6cOc.webp) | ![](https://help.oncehub.com/_astro/general-10.CCXeWVyD_Z1OW1MK.webp) |

|                                                                                   |                                                                                  |                                                                                  |                                                                                   |                                                                                       |                                                                                   |                                                                                 |
| --------------------------------------------------------------------------------- | -------------------------------------------------------------------------------- | -------------------------------------------------------------------------------- | --------------------------------------------------------------------------------- | ------------------------------------------------------------------------------------- | --------------------------------------------------------------------------------- | ------------------------------------------------------------------------------- |
| **General**                                                                       |                                                                                  |                                                                                  |                                                                                   |                                                                                       |                                                                                   |                                                                                 |
| ![](https://help.oncehub.com/_astro/general-1-2b1138.ivAJdOjm_Z19OvJP.webp)       | ![](https://help.oncehub.com/_astro/general-2-befc3d.B5vTkYtm_1YHt9q.webp)       | ![](https://help.oncehub.com/_astro/general-3.B8FejSe0_291zct.webp)              | ![](https://help.oncehub.com/_astro/general-11-f4e627.Db0NhmFk_ZAc6hg.webp)       | ![](https://help.oncehub.com/_astro/general-12-8ca280.BB7Ptyun_287qNL.webp)           |                                                                                   |                                                                                 |
| ![](https://help.oncehub.com/_astro/general-certificate-1.DbOg4wY6_Z2hKtLw.webp)  | ![](https://help.oncehub.com/_astro/general-certificate-2.CppTSqFl_h0si2.webp)   | ![](https://help.oncehub.com/_astro/general-certificate-3._Zrt9yfE_1Chffx.webp)  | ![](https://help.oncehub.com/_astro/general-certificate-4.DAYkyl0y_ZvvKnE.webp)   | ![](https://help.oncehub.com/_astro/general-certificate-5-e451d2.D_LLqnGK_fLV7B.webp) | ![](https://help.oncehub.com/_astro/general-certificate-6.CAUcV7Y2_Zarh3z.webp)   |                                                                                 |
| ![](https://help.oncehub.com/_astro/general-cup-1.CWAKFacI_Z1ykpwD.webp)          | ![](https://help.oncehub.com/_astro/general-cup-2.D6Uqb4Q0_6c0bB.webp)           | ![](https://help.oncehub.com/_astro/general-cup-3.KghoNfhn_Z5DjU0.webp)          | ![](https://help.oncehub.com/_astro/general-cup-4.DUTecfeD_Z2fxUMT.webp)          | ![](https://help.oncehub.com/_astro/general-cup-5.BRrVR7WJ_Z1SAKUn.webp)              | ![](https://help.oncehub.com/_astro/general-cup-7.D-Xh_fRB_ZOae7p.webp)           | ![](https://help.oncehub.com/_astro/general-cup-8.73IiBWMI_xtTaH.webp)          |
| ![](https://help.oncehub.com/_astro/general-certificate-13.CEPN35Cd_ZpdKyV.webp)  | ![](https://help.oncehub.com/_astro/general-certificate-14.DH-FEfun_1fUIJ9.webp) | ![](https://help.oncehub.com/_astro/general-certificate-15.BcO4-eBQ_23Agem.webp) | ![](https://help.oncehub.com/_astro/general-certificate-16.Bl6zov1y_Z1BvMCT.webp) | ![](https://help.oncehub.com/_astro/general-certificate-18.BnxAjMyO_Z1CjHqq.webp)     | ![](https://help.oncehub.com/_astro/general-certificate-19.CpHDRqE6_P7Doo.webp)   | ![](https://help.oncehub.com/_astro/general-certificate-20.4BJ8Q2Aj_UDIwT.webp) |
| ![](https://help.oncehub.com/_astro/general-certificate-21.C57yh5Wc_Z2mS74T.webp) | ![](https://help.oncehub.com/_astro/general-certificate-22.DMZZwqzD_2I7sg.webp)  | ![](https://help.oncehub.com/_astro/general-certificate-23.BpEwSy3V_ZPg8Yr.webp) | ![](https://help.oncehub.com/_astro/general-certificate-24.B2Zuh8ab_79MaS.webp)   | ![](https://help.oncehub.com/_astro/general-certificate-25._0-Fq7hS_Z24sUbh.webp)     | ![](https://help.oncehub.com/_astro/general-certificate-26.CInn_I40_Z1XcWJH.webp) |                                                                                 |

Are you looking for other icons? Please [let us know](https://scheduleonce.atlassian.net/servicedesk/customer/portal/7/group/10/create/170).

# Introduction to Booking Calendars

> Booking Calendars in OnceHub simplify scheduling by allowing you to share your availability so customers and prospects can easily book time with you - elimin...

**Booking Calendars** in OnceHub simplify scheduling by allowing you to share your availability so customers and prospects can easily book time with you - eliminating back-and-forth coordination.

***

## What is a Booking Calendar?

[Section titled “What is a Booking Calendar?”](#what-is-a-booking-calendar)

A **Booking Calendar** lets you share your availability, allowing customers or colleagues to schedule meetings with you based on your predefined schedule. Whether you’re coordinating with team members or scheduling client appointments, it simplifies complex scheduling needs.

**For example:**

* A consultant can share their **Booking Calendar** instead of exchanging multiple emails.
* Customers can choose a time slot based on real-time availability, reducing scheduling delays.

***

## Key Benefits of Using Booking Calendars

[Section titled “Key Benefits of Using Booking Calendars”](#key-benefits-of-using-booking-calendars)

* **Simplify Scheduling:** Allow customers to self-book based on your availability.
* **Prevent Scheduling Conflicts:** Sync with tools like Google Calendar and Microsoft 365 to avoid overlapping meetings.
* **Enhance Professionalism:** Provide a polished booking experience with customizable forms and automated notifications.

***

## Core Features of Booking Calendars

[Section titled “Core Features of Booking Calendars”](#core-features-of-booking-calendars)

* [**Availability Management**](https://help.oncehub.com/profile-management/availability/configuring-profile-level-availability-for-booking-calendars/)**:** Set working hours and location preferences to control when clients can book meetings.
* [**Customizable Booking Forms**](https://help.oncehub.com/product/booking-calendars/booking-forms/booking-calendar-booking-forms/)**:** Collect essential details from clients before meetings.
* [**Automated Notifications**](https://help.oncehub.com/product/booking-calendars/notifications/booking-calendar-guest-notifications/)**:** Send email and SMS reminders to keep clients informed.
* [**Seamless Integrations**](https://help.oncehub.com/user-integrations/basics-user-integrations/connecting-your-productivity-suite-and-standalone-integrations/)**:** Sync with tools like **Google Calendar**, **Zoom**, and **CRM platforms** for efficient scheduling.
* [**Booking Calendar Templates**](https://help.oncehub.com/account-administration/booking-calendar-templates/introduction-to-booking-calendar-templates/)**:** Use pre-configured Booking Calendar Templates to ensure consistent branding and settings across your Booking Calendars while allowing faster user onboarding.
* [**Meeting Durations**](https://help.oncehub.com/product/booking-calendars/booking-settings/booking-calendar-meeting-durations/)**:** Set up to four Meeting Durations for your visitors to select from when scheduling.
* [**Session Types**](https://help.oncehub.com/product/booking-calendars/booking-settings/do-you-need-group-sessions-or-concurrent-sessions/): Allow for a single booking or multiple independent bookings per time slot.

***

## Common Scheduling Scenarios

[Section titled “Common Scheduling Scenarios”](#common-scheduling-scenarios)

* **Single-User Scheduling:** Ideal for solo professionals where clients book directly with one person.
* **Team Scheduling:** Share a calendar for multiple team members or distribute meetings evenly across your team.

***

## Get Started with Booking Calendars Today

[Section titled “Get Started with Booking Calendars Today”](#get-started-with-booking-calendars-today)

**Booking Calendars** offer a streamlined way to manage meetings while ensuring professionalism and efficiency. Explore OnceHub’s scheduling tools to enhance productivity and provide a seamless experience for your clients.

# Notifications

> Notifications documentation and guides.

[Booking Calendar Guest Notifications](https://help.oncehub.com/product/booking-calendars/notifications/booking-calendar-guest-notifications)

[Calendar Events in Booking Calendars](https://help.oncehub.com/product/booking-calendars/notifications/calendar-events-in-booking-calendars)

# Booking Calendar Guest Notifications

> Guest notifications in Booking Calendars keep clients informed by automatically sending confirmation and reminder messages related to their appointments.

**Guest notifications** in **Booking Calendars** keep clients informed by automatically sending confirmation and reminder messages related to their appointments. This guide explains how to configure standard notifications and create custom workflows for more personalized communication.

***

## Default Guest Notifications

[Section titled “Default Guest Notifications”](#default-guest-notifications)

Each **Booking Calendar** includes default notifications that are automatically set up to keep guests informed about their bookings. These default notifications ensure that guests receive essential updates without requiring additional setup.

### Standard Notifications (Automatically Enabled)

[Section titled “Standard Notifications (Automatically Enabled)”](#standard-notifications-automatically-enabled)

* **Meeting Confirmation:** Sent immediately after a booking is made to confirm appointment details.
* **Meeting Reminder:** Sent, by default, 1 hour before the scheduled meeting.
* **Meeting Rescheduled:** Notifies clients when the meeting date or time is changed.
* **Meeting Reassigned:** Alerts clients when the meeting host changes.
* **Meeting Cancelled:** Informs clients when a meeting has been canceled.

### Booking With Approval Notifications

[Section titled “Booking With Approval Notifications”](#booking-with-approval-notifications)

These notifications are automatically enabled when [**Booking with Approval**](https://help.oncehub.com/product/booking-calendars/booking-settings/booking-with-approval/) is enabled for a Booking Calendar:

* **Meeting Request Submitted:** Sent when a request is submitted.
* **Meeting Request Approved:** Sent when the request is approved.
* **Meeting Request Declined:** Sent when the request is declined.

***

## Configure Guest Notification

[Section titled “Configure Guest Notification”](#configure-guest-notification)

Guest notifications are centrally managed at the **Booking Calendar** level to ensure consistent communication across all team members.

### To Set-up Notifications

[Section titled “To Set-up Notifications”](#to-set-up-notifications)

1. Select **Booking Calendars** from the left navigation menu.

2. Select the Booking Calendar you wish to edit and navigate to the **Notifications** tab.

3. In the **Guest Notifications** section, toggle on the **Email** or **SMS** notification type for each stage of the booking lifecycle (for example, **Meeting Confirmation**, **Meeting Reminder**, and so on). **SMS Consent:** Enabling SMS notifications automatically adds a consent checkbox to your **Booking Form** to collect the guest’s phone number and consent. Note that your account includes **25 complimentary SMS credits** to get started.

4. Adding **Meeting Reminders:**

   * Scroll to the **Meeting Reminder** section.
   * Click the **+ Add email reminder / + Add SMS reminder** link to configure up to five reminders.
   * Use the dropdown menu to specify the exact timing (for example, **1 hour before**).

### Email Customization and Object Properties

[Section titled “Email Customization and Object Properties”](#email-customization-and-object-properties)

Personalizing your content ensures guests receive professional information tailored to your brand.

* **Customize Content:** Go to the **Notifications** tab, scroll down to the **Guest Notifications** section, and click **Customize** next to the desired notification type (for example, **Meeting Confirmation** or **Meeting Reminder**). This opens the **Email notification** tab where you can edit the **Subject** and **Body**. The rich text editor allows you to use full text formatting (such as bold, italics, alignment, lists), insert links, or include custom images.

* **Insert Object Properties:** Click **+ Object Properties** to open the properties dropdown menu, or type **@** to quickly search and insert them. These automatically pull dynamic data directly into the email, such as:

  * **Guest Info:** Full name, email address.
  * **Meeting Details:** Date, Time, Location.
  * **Links:** Reschedule link, Cancel link.

### SMS Customization and Object Properties

[Section titled “SMS Customization and Object Properties”](#sms-customization-and-object-properties)

Personalizing your text notifications helps guests receive clear and relevant meeting information directly on their mobile devices.

* **Customize Content:** Go to the **Notifications** tab, scroll down to the **Guest Notifications** section, and click **Customize** next to the desired notification type (for example, **Meeting Confirmation** or **Meeting Reminder**). Select the **SMS notification** tab to edit the message. SMS notifications support plain text only and do not include a subject field or rich text formatting options.

* **Insert Object Properties:** Click **+ Object Properties** to open the properties dropdown menu, or type **@** to quickly search and insert them. These automatically pull dynamic data directly into the SMS, such as:

  * **Guest Info:** Full name and mobile number.
  * **Meeting Details:** Date, Time, Location.
  * **Links:** Reschedule and cancellation links.

* **Notification-Specific Properties:** Available Object Properties vary depending on the notification type. For example, the **Reminder time** property is available only in **Meeting Reminder** notifications. Some properties, such as **Booking Form Transcript**, are not available in SMS notifications.

* **Compliance Footer:** To meet carrier and regulatory requirements, the **“Sent by OnceHub.”** text is automatically appended to all SMS notifications and cannot be removed.

# Calendar Events in Booking Calendars

> Calendar events are an indispensable tool for keeping your bookings organized and professional. They save time, ensure attendees have all the critical detail...

Calendar events are an indispensable tool for keeping your bookings organized and professional. They save time, ensure attendees have all the critical details, and enhance your workflow.

With OnceHub, every booking automatically generates a calendar event in the User’s connected calendar, while also adding the guest, as well as any other attendees, for a smooth scheduling experience.

If your calendar is not yet connected to OnceHub, we recommend reviewing our [**guide**](https://help.oncehub.com/user-integrations/basics-user-integrations/connecting-your-productivity-suite-and-standalone-integrations/) for detailed instructions on how to set it up.

***

## Customizing Calendar Events in Booking Calendars

[Section titled “Customizing Calendar Events in Booking Calendars”](#customizing-calendar-events-in-booking-calendars)

To personalize the experience for you and your guests, you can customize the details of the calendar events generated through your **Booking Calendars**. This ensures that event titles, locations, and descriptions include the specific information your team needs.

### Accessing the Calendar Events Settings

[Section titled “Accessing the Calendar Events Settings”](#accessing-the-calendar-events-settings)

1. Select **Booking Calendars** from the left navigation menu.
2. Select the Booking Calendar you wish to edit and navigate to the **Notifications** tab.

### Manage Calendar Event Recipients

[Section titled “Manage Calendar Event Recipients”](#manage-calendar-event-recipients)

Within the **Calendar Events** section, you can control who is automatically added to the meeting invitation:

* **Calendar Invitations for All Attendees:** This default setting adds the host, any co-hosts and the guest to the calendar event.
* **Calendar Invitations for Host and Co-hosts Only:** Select this if you wish to exclude guests from the primary calendar event. Guests can still add the meeting to their own calendar using the ***Guest ICS Link*** included in their notification emails.

Note

iOS automatically detects calendar events from SMS notifications. This is particularly useful for meetings scheduled via phone without an associated email address, as it ensures the event is still captured in the guest’s calendar.

### Customizing the Calendar Event Content

[Section titled “Customizing the Calendar Event Content”](#customizing-the-calendar-event-content)

Click the **Customize** link under **Host Calendar Event** to tailor the meeting details:

* **Tailored Text:** Use free-text sections to include specific instructions or context for the meeting.

* **Object Properties:** Type **@** to insert dynamic fields that automatically populate with booking data.

  * **Contact Data:** Full name, email address, or phone number.

  * **Meeting Data**: Date, time, location, or reschedule links.

* **Saving Your Changes:** After completing your adjustments to the title, location, or description, click the **Save** button at the bottom of the page to apply the updates to your Booking Calendar.

# Phone Booking

> Phone Booking documentation and guides.

[Introduction to Phone Booking](https://help.oncehub.com/product/booking-calendars/phone-booking/introduction-to-phone-booking)

[How to Assign a Phone Number to Your Booking Calendar or Booking Hub](https://help.oncehub.com/product/booking-calendars/phone-booking/how-to-assign-phone-number-to-your-booking-calendar-or-booking-hub)

[When to Use Phone Booking for Scheduling](https://help.oncehub.com/product/booking-calendars/phone-booking/when-to-use-phone-booking-for-scheduling)

[Booking Calendar Scheduling Experience: Phone Vs. Web](https://help.oncehub.com/product/booking-calendars/phone-booking/booking-calendar-scheduling-experience-phone-vs-web)

[Understanding Call Forwarding to Your Phone Booking Number](https://help.oncehub.com/product/booking-calendars/phone-booking/understanding-call-forwarding-to-your-phone-booking-number)

[Using Call Forwarding to Turn Missed Calls into Booked Appointments](https://help.oncehub.com/product/booking-calendars/phone-booking/using-call-forwarding-to-turn-missed-calls-into-booked-appointments)

[Using Phone Booking as Your Phone Scheduling Agent](https://help.oncehub.com/product/booking-calendars/phone-booking/using-phone-booking-as-your-phone-scheduling-agent)

[Using Phone Booking to Offer a Conversational Scheduling Experience](https://help.oncehub.com/product/booking-calendars/phone-booking/using-phone-booking-to-offer-conversational-scheduling-experience)

[Optimizing the Phone Booking Experience](https://help.oncehub.com/product/booking-calendars/phone-booking/optimizing-phone-booking-experience)

[Booking Calendar Settings not Supported in Phone Booking](https://help.oncehub.com/product/booking-calendars/phone-booking/booking-calendar-settings-not-supported-in-phone-booking)

[Compliance and Control for Phone Booking](https://help.oncehub.com/product/booking-calendars/phone-booking/compliance-and-control-for-phone-booking)

[Call Recording Compliance Guidance for Phone Agent](https://help.oncehub.com/product/booking-calendars/phone-booking/call-recording-compliance-guidance-for-phone-agent)

# Booking Calendar Scheduling Experience: Phone Vs. Web

> In OnceHub, meetings can be scheduled either via a phone call or a web browser interface.

In **OnceHub**, meetings can be scheduled either via a **phone call** or a **web browser interface**.

While both methods successfully achieve the goal of booking a meeting, the **process and overall experience differ**.

This article outlines the key distinctions between these two methods.

***

## The Core Differences in Approach

[Section titled “The Core Differences in Approach”](#the-core-differences-in-approach)

The two scheduling methods employ different approaches in how guests find a time to meet, select meeting options, and provide information.

### 1. Finding a Time to Meet

[Section titled “1. Finding a Time to Meet”](#1-finding-a-time-to-meet)

#### Scheduling via Phone Call (Guest-centric)

[Section titled “Scheduling via Phone Call (Guest-centric)”](#scheduling-via-phone-call-guest-centric)

When a guest schedules a meeting via phone call, they are first asked to provide their preferred time to schedule. **Phone Booking** then assists them in finding a suitable time when the host is also available.

#### Scheduling via Web Browser/GUI (Host-centric)

[Section titled “Scheduling via Web Browser/GUI (Host-centric)”](#scheduling-via-web-browsergui-host-centric)

When a guest schedules a meeting via a web browser, they are shown all of the host’s available time slots to select from.

### 2. Meeting Options in Booking Hubs

[Section titled “2. Meeting Options in Booking Hubs”](#2-meeting-options-in-booking-hubs)

#### Scheduling via Phone Call (Guest-centric)

[Section titled “Scheduling via Phone Call (Guest-centric)”](#scheduling-via-phone-call-guest-centric-1)

When a guest schedules via a phone call, they are asked what they would like to meet about. **Phone Booking** will then use the most appropriate Booking Calendar within the Booking Hub as the meeting option.

If they are unsure, **Phone Booking** will assist them to find the most suitable meeting option.

#### Scheduling via Web Browser /GUI (Host-centric)

[Section titled “Scheduling via Web Browser /GUI (Host-centric)”](#scheduling-via-web-browser-gui-host-centric)

When a guest schedules a meeting via a web browser, they are shown all of the Booking Calendars as configured within the Booking Hub.

### 3. When We Collect the Guest’s Information

[Section titled “3. When We Collect the Guest’s Information”](#3-when-we-collect-the-guests-information)

#### Scheduling via Phone Call (After Confirmation)

[Section titled “Scheduling via Phone Call (After Confirmation)”](#scheduling-via-phone-call-after-confirmation)

When a guest schedules via a phone call, **only the guest’s name and either an email or mobile phone number** are required to confirm the meeting. Afterwards, **Phone Booking** will ask the guest questions based on the free-text questions in your Booking Calendar form.

#### Scheduling via Web Browser/GUI (Before Confirmation)

[Section titled “Scheduling via Web Browser/GUI (Before Confirmation)”](#scheduling-via-web-browsergui-before-confirmation)

When a guest schedules a meeting via a web browser, they will need to complete all the questions on the Booking Calendar form before they are able to confirm the **meeting**.

To learn more about specific supported and unsupported features, see the [**Booking Calendar Settings not Supported in Phone Booking**](https://help.oncehub.com/product/booking-calendars/phone-booking/booking-calendar-settings-not-supported-in-phone-booking/) article.

### 4. Information in the Confirmation Email Sent to Hosts

[Section titled “4. Information in the Confirmation Email Sent to Hosts”](#4-information-in-the-confirmation-email-sent-to-hosts)

#### Scheduling via Phone Call

[Section titled “Scheduling via Phone Call”](#scheduling-via-phone-call)

When a guest schedules a meeting via a phone call, the host’s booking confirmation email includes:

* The **Booking Form** questions
* The **guest’s responses** to those questions
* A **transcript of the phone call**

#### Scheduling via Web Browser/ GUI

[Section titled “Scheduling via Web Browser/ GUI”](#scheduling-via-web-browser-gui)

When a guest schedules a meeting via a web browser, the host’s booking confirmation email includes:

* The **Booking Form** questions
* The **guest’s responses** to those questions

# Booking Calendar Settings not Supported in Phone Booking

> While Phone Booking requires no setup, there are a few unsupported features to be aware of:

While **Phone Booking** requires no setup, there are a few unsupported features to be aware of:

## 1. Booking Form Questions

[Section titled “1. Booking Form Questions”](#1-booking-form-questions)

The type of questions guests are asked differs between the two methods:

| **Question Type** | **Phone Call** | **Web Browser** |
| ----------------- | -------------- | --------------- |
| Full Name         | Yes            | Yes             |
| Email Address     | Yes            | Yes             |
| Phone Number      | Yes            | Yes             |
| Free Text         | Yes            | Yes             |
| Single Select     | No             | Yes             |
| Multi Select      | No             | Yes             |
| Additional Guests | No             | Yes             |
| Attachment        | No             | Yes             |

## 2. Bookable Days

[Section titled “2. Bookable Days”](#2-bookable-days)

Phone Booking will not enforce the [**Booking Window**](https://help.oncehub.com/product/booking-calendars/booking-settings/booking-calendar-timeframe-and-timeslot-preferences/#booking-window) if it is set to use **Bookable days**.

# Call Recording Compliance Guidance for Phone Agent

> It is important to know that the AI Voice feature in OnceHub records calls. It then utilizes AI to produce transcripts and summaries of those transcripts, al...

It is important to know that the **AI Voice** feature in OnceHub records calls. It then utilizes AI to produce transcripts and summaries of those transcripts, all of which are saved in [**Activities**](https://help.oncehub.com/activities-analytics/activity-management/managing-guest-activities/). While this functionality helps your business, it may be subject to local and global privacy laws.

Caution

OnceHub is a technology provider and data processor. This document provides general guidance and examples for educational purposes; **it does not constitute legal advice**. You (the Controller) are responsible for ensuring your use of Phone Booking complies with the specific laws of your jurisdiction and the jurisdiction of your callers.

***

## Roles and Legal Responsibility

[Section titled “Roles and Legal Responsibility”](#roles-and-legal-responsibility)

To ensure compliance, it is critical to understand the distinction between the technology provider and the service user:

* **OnceHub (The Processor):** We record, transcribe, and summarize calls as part of the phone booking process.

* **The Business (The Controller):** You determine why calls are recorded. You may be legally responsible for:

  * Providing notice and obtaining necessary consent.
  * Updating your Privacy Policy to include AI processing and call recording.
  * Complying with “Right to Erasure” (GDPR) or “Right to Delete” (CCPA) requests.

***

## Regional Laws and the Welcome Message

[Section titled “Regional Laws and the Welcome Message”](#regional-laws-and-the-welcome-message)

The **Welcome Message** is your primary tool for establishing consent. Because compliance varies dramatically based on regional laws, we recommend that you customize this message based on your region.

Use the following patterns to tailor your messaging to meet the specific legal requirements of different major jurisdictions:

### United States (One-Party vs. All-Party Consent)

[Section titled “United States (One-Party vs. All-Party Consent)”](#united-states-one-party-vs-all-party-consent)

While federal law often requires only one person’s consent, several states require all parties to agree. Because you may not always know a caller’s physical location, the safest industry standard is to assume two-party consent is required.

* **Recommended Message:** “Hello. You’re speaking with an automated assistant. By continuing, you consent to the call being recorded and processed using AI for quality and training purposes. How can I assist you today?”

### European Union / UK (GDPR)

[Section titled “European Union / UK (GDPR)”](#european-union--uk-gdpr)

Under GDPR, recording is considered “processing personal data” and requires a Lawful Basis (usually Consent or Legitimate Interest). You must be fully transparent about both the recording and the use of AI.

* **Recommended Message:** “Hello. This call is recorded and processed by AI to improve our service. For information on how we process your data, visit our website. How can I assist you today?”

### Canada (PIPEDA)

[Section titled “Canada (PIPEDA)”](#canada-pipeda)

The “Meaningful Consent” standard requires that individuals understand the specific consequences and reasons for the recording.

* **Recommended Message:** “Hello. This call is recorded and processed by AI to improve our service. You can request a transcript at any time. How can I assist you today?”

### Australia / South Africa (Strict Jurisdictions)

[Section titled “Australia / South Africa (Strict Jurisdictions)”](#australia--south-africa-strict-jurisdictions)

In regions like those governed by POPIA, or in specific industries like Healthcare, a passive message may not be sufficient. You should provide a clear opt-out.

* **Recommended Message:** “Hello. We record calls for accuracy; if you do not wish to be recorded, please hang up now or visit our website to book. How can I assist you today?”

# Compliance and Control for Phone Booking

> Phone Booking utilizes artificial intelligence to facilitate appointments through conversational scheduling.

**Phone Booking** utilizes artificial intelligence to facilitate appointments through conversational scheduling.

In this article, we will detail the necessary permissions, the scope and boundaries of the AI conversation, and how phone numbers are managed to ensure a **secure and controlled environment** for all your meetings.

***

## Account Permission and Agreement

[Section titled “Account Permission and Agreement”](#account-permission-and-agreement)

Before any user can use Phone Booking for their Booking Calendars, the Account Owner must explicitly authorize it for the account.

* **Express Permission**: The Account Owner is required to manually toggle on the Phone Booking feature for the account.
* **Terms Agreement**: Toggling on this feature signifies that you, as the Account Owner, officially agree to the [**Phone Booking Terms**](https://oncehub.com/trustcenter/legal/phone-booking-terms).

***

## Bounded AI Conversation

[Section titled “Bounded AI Conversation”](#bounded-ai-conversation)

The AI-powered conversation is designed to be narrow and focused, ensuring the guest’s interaction is secure and goal-oriented.

* **Limited Scope**: Phone Booking only permits guests to **schedule a booking** or **leave a message**.
* **No Setup Required**: You do not need to write any AI prompts, provide data, or input instructions. The feature **works instantly** right out of the box.

***

## Dedicated Phone Number Management

[Section titled “Dedicated Phone Number Management”](#dedicated-phone-number-management)

Users can generate a unique, system-generated phone number for every specific Booking Calendar and Booking Hub where they intend to use Phone Booking.

* **Unique Number Assignment**: Every **Booking Calendar** or **Booking Hub** receives its own dedicated, unique phone number.

* **Number Cool-Off Period**: When a Booking Calendar or Booking Hub is deleted, it **releases** its phone number. That number enters a 90-day cool-off period during which it remains inactive. This guarantees two things:

  1. When you **delete** a number, no one else will use it for at least 90 days.
  2. When you **generate** a new number, you are guaranteed that it has been out of use for at least 90 days.

***

## Secure Environment

[Section titled “Secure Environment”](#secure-environment)

**Phone Booking** is built on a highly secure infrastructure to ensure the privacy of all guest interactions and data.

* **Hosting**: The service uses **Secure Azure hosting** for a foundation of robust, enterprise-level security.
* **Dedicated AI**: The feature runs on a **Private OpenAI instance**, guaranteeing that the AI environment is controlled and secure.
* **Data Privacy**: Your data and your guests’ data are **never used for AI training**, ensuring complete data privacy.

***

## Recording, Transcription, and AI Summary

[Section titled “Recording, Transcription, and AI Summary”](#recording-transcription-and-ai-summary)

All Phone Booking calls are processed to provide a comprehensive record, which is available in **Activities** for review and follow-up.

* **Call Records:** All conversations are **recorded, transcribed, and summarized** using AI.
* **Caller Notification:** Users must inform callers that the conversation is being recorded. This can be done by using the **welcome message**, which by default states that the recording will be provided to the business being contacted, or by customizing the welcome message as necessary.
* **Data Deletion:** Recordings, transcripts, and summaries can be permanently removed by deleting the corresponding phone call activity.

Caution

Audio recording of Phone Booking conversations cannot be turned off.

# How to Assign a Phone Number to Your Booking Calendar or Booking Hub

> This article will guide you through the process of assigning a phone number to your Booking Calendars or Booking Hubs.

This article will guide you through the process of assigning a phone number to your [**Booking Calendars**](https://help.oncehub.com/product/booking-calendars/introduction-to-booking-calendars/introduction-to-booking-calendars/) or [**Booking Hubs**](https://help.oncehub.com/product/booking-hubs/introduction-to-booking-hubs/introduction-to-booking-hubs/). By following these steps, you will be able to offer a new way for guests to schedule meetings with you.

In order to ensure that your settings are optimized for conversational scheduling, make sure that you have fully [**configured your Booking Calendar to handle scheduling via phone call**](https://help.oncehub.com/product/booking-calendars/phone-booking/optimizing-phone-booking-experience/).

***

## How to Assign a Phone Number to Your Booking Calendar or Booking Hub

[Section titled “How to Assign a Phone Number to Your Booking Calendar or Booking Hub”](#how-to-assign-a-phone-number-to-your-booking-calendar-or-booking-hub)

Follow these steps to assign a phone number to your Booking Calendar or Booking Hub:

### Navigating to the AI Voice Tab

[Section titled “Navigating to the AI Voice Tab”](#navigating-to-the-ai-voice-tab)

1. Click **Booking Calendars** (**or Booking Hubs**) in the left-hand side menu.
2. Select the **Booking Calendar** (**or Booking Hub**) you want to generate a phone number for.
3. Go to the **AI Voice** tab.

### Setting a Welcome Message

[Section titled “Setting a Welcome Message”](#setting-a-welcome-message)

1. Provide a **Welcome Message** that **Phone Booking** will use to greet callers.
2. Click **Save**.

### Assigning the Phone Number

[Section titled “Assigning the Phone Number”](#assigning-the-phone-number)

1. Click **Assign** **phone number**.
2. Select the phone number from the dropdown.

For information on how to generate phone numbers, please see our [**Managing Phone Numbers**](https://help.oncehub.com/billing/managing-phone-numbers/) article.

***

## Frequently Asked Questions (FAQs)

[Section titled “Frequently Asked Questions (FAQs)”](#frequently-asked-questions-faqs)

**Can I use one dedicated phone number for two different booking calendars?**

**A:** Yes, you can route a single dedicated phone number to multiple Booking Calendars by using a [**Booking Hub**](https://help.oncehub.com/product/booking-hubs/introduction-to-booking-hubs/introduction-to-booking-hubs/).

# Introduction to Phone Booking

> Phone Booking allows your guests to schedule a meeting or leave a message as a fallback option using natural language over a phone call.

**Phone Booking** allows your guests to schedule a meeting or leave a message as a fallback option using natural language over a phone call. This is a **no-setup feature** that uses your Booking Calendar’s **existing availability and settings** to create a conversational scheduling experience.

To see if Phone Booking fits your scheduling needs, take a look at our [**When to Use Phone Booking for Scheduling**](https://help.oncehub.com/product/booking-calendars/phone-booking/when-to-use-phone-booking-for-scheduling/) article for more details.

***

## How Phone Booking Works

[Section titled “How Phone Booking Works”](#how-phone-booking-works)

Each Booking Calendar or Booking Hub can have its own **dedicated phone number**, allowing guests to interact with the AI-driven Phone Booking feature and easily schedule meetings.

For more information on how to manage dedicated numbers, see our article on [**Managing Phone Numbers**](https://help.oncehub.com/billing/managing-phone-numbers/).

## The Guest Experience

[Section titled “The Guest Experience”](#the-guest-experience)

When a guest calls the dedicated phone number for your **Booking Calendar** or **Booking** **Hub**, the Phone Booking feature answers with your personalized welcome message. From there it begins a conversation with your guest by offering two options:

* **Schedule a meeting:** Your guest will be guided through the process of booking a meeting.
* **Leave a message:** Your guest will be able to leave a message for the host.

When a guest chooses to schedule a meeting, the Phone Booking feature will first schedule the meeting and then ask the free text questions that you have set up in your Booking Calendar’s Booking form.

To ensure your guests have the best scheduling experience, we recommend reading these articles:

* [**Booking Calendar Scheduling Experience: Phone Vs. Web**](https://help.oncehub.com/product/booking-calendars/phone-booking/booking-calendar-scheduling-experience-phone-vs-web/)
* [**Optimizing the Phone Booking Experience**](https://help.oncehub.com/product/booking-calendars/phone-booking/optimizing-phone-booking-experience/)

***

## Frequently Asked Questions (FAQs)

[Section titled “Frequently Asked Questions (FAQs)”](#frequently-asked-questions-faqs)

**Is this feature available on all plans?**

**A:** No, the Phone Booking feature is only available on our paid plans.

**Are there extra costs for my guests to use this service?**

**A:** No, but standard phone call rates may apply. **Are there extra costs for me as a user to use Phone Booking?** **A:** Yes, each dedicated phone number requires a [**phone number license**](https://help.oncehub.com/billing/managing-your-subscription/#adding-or-removing-phone-number-licenses).

**Can I generate phone numbers for any country?**

**A:** Currently, automatic generation is limited to U.S. and Canada phone numbers. For all other countries, please [**contact our Sales team**](https://help.oncehub.com/contact-us/).

**Can I listen to the calls made via Phone Booking?**

**A:** Yes, you can access a recording as well as a full transcript of all Phone Booking conversations from Activities. For more information, please see our Phone [**Booking Conversation Summary and Recording**](https://help.oncehub.com/activities-analytics/activity-management/phone-booking-conversation-summary-and-recording/) article.

# Optimizing the Phone Booking Experience

> Phone Bookings happen through conversation, unlike online bookings made via a Booking Link or website.

**Phone Bookings** happen through conversation, unlike online bookings made via a Booking Link or website. For phone-first businesses, streamlining data collection is essential to maintain a natural conversation flow, reduce booking friction, prevent early drop-offs, and allow for error-free scheduling without interrupting callers for complex details like email addresses.

By following these recommended configurations and tips, you can make scheduling **faster, smoother, and more intuitive** for your callers.

***

## Recommended Setup

[Section titled “Recommended Setup”](#recommended-setup)

For an efficient Phone Booking workflow, it is recommended to follow the steps below to **bypass email collection** and **rely entirely on SMS notifications**:

### Step 1: Bypassing the Email Requirement:

[Section titled “Step 1: Bypassing the Email Requirement:”](#step-1-bypassing-the-email-requirement)

To allow the booking to proceed without requiring the guest to provide an email address during the call:

1. Navigate to the **Email question** configuration within your Booking Form.
2. Make sure that **Do not ask for email address when bookings are made via phone booking** setting is enabled.
3. Click **Save** to confirm the changes.

### Step 2: Capturing Phone Numbers for SMS:

[Section titled “Step 2: Capturing Phone Numbers for SMS:”](#step-2-capturing-phone-numbers-for-sms)

To capture the guest’s mobile number for SMS communication:

1. **Access** your Booking Form settings and locate the **Add Questions** pane.
2. **Drag and drop** the **Phone** question onto your form.
3. **Select** the **Contact details and SMS (requires consent)** option in the question’s settings to capture the mobile phone number necessary for all follow-up communication.
4. Click **Save** to confirm the changes.

### Step 3: Enabling SMS Notifications:

[Section titled “Step 3: Enabling SMS Notifications:”](#step-3-enabling-sms-notifications)

To ensure guests receive updates directly on their mobile devices:

1. Go to the **Notifications** tab of your Booking Calendar.
2. Scroll down to the **Guest Notifications** section.
3. **Enable** all the **SMS notification** checkboxes for each stage of the booking lifecycle, such as **Meeting Scheduled** and **Meeting Reminder**. **NOTE: Maintain Sufficient SMS Credits:** You must maintain an active SMS credit balance to ensure these updates are delivered. Without sufficient credits, notifications will fail, leaving your guests with no record of their booking details.
4. Click **Save** to confirm the changes.

***

## Tips to Keep Your Phone Booking Experience Quick and Simple

[Section titled “Tips to Keep Your Phone Booking Experience Quick and Simple”](#tips-to-keep-your-phone-booking-experience-quick-and-simple)

When setting up your **Booking Calendars** and **Booking Hubs for Phone Booking**, aim to collect only the essential information quickly and efficiently. Follow these tips to keep phone bookings quick, clear, and caller-friendly.

* **Personalize Your Welcome Message:** Customize the **Phone Booking** greeting to set a professional and welcoming tone for your guests.
* **Use Short, Free-Text Questions:** Keep questions simple and concise to avoid confusing callers or slowing down the booking process.
* **Limit the Number of Questions:** Focus on what’s essential. We recommend asking no more than three questions to keep the conversation focused.
* **Simplify Booking Hubs:** Reduce the number of Booking Calendars in your Hub to prevent overwhelming callers with too many choices.
* **Use Clear Meeting Subjects:** Provide brief, descriptive meeting titles so guests can easily select the right option through the phone menu.

# Understanding Call Forwarding to Your Phone Booking Number

> Call forwarding is a telephony feature that works by instantly rerouting an incoming call from its original destination to a different, predetermined phone n...

**Call forwarding** is a telephony feature that works by instantly rerouting an incoming call from its original destination to a different, predetermined phone number.

By configuring your existing phone system to forward incoming calls to your [**Phone Booking Number**](https://help.oncehub.com/product/booking-calendars/phone-booking/introduction-to-phone-booking/), you can ensure that you never miss a call. This allows Phone Booking to schedule meetings on your behalf 24/7.

***

## Understanding Unconditional vs. Conditional Call Forwarding

[Section titled “Understanding Unconditional vs. Conditional Call Forwarding”](#understanding-unconditional-vs-conditional-call-forwarding)

There are two types of call forwarding, offering different levels of control over how and when the Phone Booking feature answers:

### Unconditional Call Forwarding (Immediate Forwarding)

[Section titled “Unconditional Call Forwarding (Immediate Forwarding)”](#unconditional-call-forwarding-immediate-forwarding)

Every single call to your original phone number is forwarded. Your primary phone (whether it’s a business line or a mobile device) will **not** ring.

This is ideal if you want **Phone Booking** to be the primary point of contact for all scheduling and inquiries, operating as your virtual front desk 24/7.

### Conditional Call Forwarding

[Section titled “Conditional Call Forwarding”](#conditional-call-forwarding)

Calls are only forwarded if certain conditions are met. Your primary phone will ring first, and if you don’t answer or you are busy, then the call is redirected to the [**Phone Booking Number**](https://help.oncehub.com/product/booking-calendars/phone-booking/how-to-assign-phone-number-to-your-booking-calendar-or-booking-hub/).

This allows you to use **Phone Booking** as an intelligent backup and ensures calls are handled instead of being missed.

***

## Call Forwarding Costs for Your Booking Calendar

[Section titled “Call Forwarding Costs for Your Booking Calendar”](#call-forwarding-costs-for-your-booking-calendar)

Forwarding calls to your Booking Calendar may incur costs. Since the Booking Calendar phone numbers are U.S. based and aren’t toll-free, standard rates will apply.

# Using Call Forwarding to Turn Missed Calls into Booked Appointments

> If you're a busy professional, in a meeting, on another call, or away from the office, you can use Phone Booking alongside conditional call forwarding to ens...

If you’re a busy professional, in a meeting, on another call, or away from the office, you can use [**Phone Booking**](https://help.oncehub.com/product/booking-calendars/phone-booking/introduction-to-phone-booking/) alongside conditional call forwarding to ensure that you never miss an opportunity to connect with your customer.

Instead of a missed call or a simple voicemail, callers will be automatically forwarded to your **Phone Booking Number** to schedule a meeting with you.

This is especially useful for:

* **After-Hours Coverage**: Your customers can still schedule a meeting 24/7, even when your office is closed.
* **Handling Busy Times**: Automatically gives callers a convenient scheduling option when you are busy or unable to pick up.

***

## How to Set Up Conditional Call Forwarding

[Section titled “How to Set Up Conditional Call Forwarding”](#how-to-set-up-conditional-call-forwarding)

To automatically route calls to your Phone Booking Number when you can’t take them, you must set up **conditional call forwarding**.

This process needs to be done directly through your **mobile phone settings** or your **service provider**, as the exact steps vary by carrier.

You will need to specify your Phone Booking Number as the destination and select the specific conditions that trigger the redirect, such as:

* **When You’re on Another Call**: If your line is busy or currently in use.
* **When You Can’t Answer**: If the call rings for a specified time or number of rings without being picked up.
* **When Your Phone is Off**: If your device is powered down, out of range, or otherwise unavailable.

***

## Call Forwarding Costs for Phone Booking

[Section titled “Call Forwarding Costs for Phone Booking”](#call-forwarding-costs-for-phone-booking)

Before implementing call forwarding, be aware of potential charges.

* **Standard Rates Apply**: The Phone Booking Number is not toll-free.
* **Check Your Plan**: Forwarding calls to Phone Booking may incur charges based on your existing phone plan or service provider.

# Using Phone Booking as Your Phone Scheduling Agent

> Integrate Phone Booking into your existing Interactive Voice Response (IVR) System menu to offer immediate, automated scheduling and reduce call abandonment.

Integrate [**Phone Booking**](https://help.oncehub.com/product/booking-calendars/phone-booking/introduction-to-phone-booking/) into your existing Interactive Voice Response (IVR) System menu to offer immediate, automated scheduling and reduce call abandonment.

This workflow is especially useful because it:

* **Maximizes Staff Time**: Automating the scheduling process frees up your staff to handle other tasks, rather than spending time on routine scheduling.
* **Improves Accuracy**: By transferring callers directly to **Phone Booking**, all meeting details are captured digitally and consistently, minimizing the risk of human error associated with manual data entry.

***

## How the IVR-to-Phone-Booking Workflow Works

[Section titled “How the IVR-to-Phone-Booking Workflow Works”](#how-the-ivr-to-phone-booking-workflow-works)

The process is designed to be quick and easy for the caller.

**Automatic Routing & Booking:** The call is instantly redirected to your dedicated Phone Booking Number, allowing the caller to schedule their meeting without any staff intervention.

1. **Caller Dials In**: The caller contacts your main business line and is immediately greeted by your IVR menu.
2. **Scheduling Selection**: Your IVR presents multiple options (e.g., “Press 1 to schedule a meeting with Sales, Press 2 for Support,” etc.). The caller chooses the option to schedule a meeting.
3. **Automatic Routing & Booking**: The call is instantly redirected to your dedicated **Phone Booking Number**, allowing the caller to schedule their meeting without any staff intervention.

# Using Phone Booking to Offer a Conversational Scheduling Experience

> Share your dedicated Phone Booking Number for instant, direct scheduling. Guests can simply call your dedicated line instead of using a web browser to schedu...

Share your dedicated [**Phone Booking Number**](https://help.oncehub.com/product/booking-calendars/phone-booking/introduction-to-phone-booking/) for instant, direct scheduling. Guests can simply call your dedicated line instead of using a web browser to schedule a meeting.

This service is especially useful for clients who are:

* **Busy or On-the-Go**: Allows for convenient scheduling during commutes or other activities when browsing is impractical.
* **Seeking Accessibility**: Offers an essential, accessible alternative to online booking for those who are visually impaired or have other limitations.

***

## How to Share Your Phone Booking Number

[Section titled “How to Share Your Phone Booking Number”](#how-to-share-your-phone-booking-number)

Sharing your [**Phone Booking Number**](https://help.oncehub.com/product/booking-calendars/phone-booking/how-to-assign-phone-number-to-your-booking-calendar-or-booking-hub/) makes it easy for clients to find and book time with you.

To maximize meetings, make sure the number is visible everywhere your clients look:

* **Email Signature**: Add the phone number to your professional email signature.
* **Website**: Display the number prominently on your “Contact Us” page or in the website footer.
* **Social Media**: List the booking number in the bio section of all your social media profiles (e.g., Facebook, Instagram).
* **Online Directories**: Update your online listings (e.g., Google Business Profile, Yelp) with the dedicated booking number.

# When to Use Phone Booking for Scheduling

> Phone Booking helps you handle missed calls, enhance your IVR system and create a smooth conversational scheduling experience for your guests.

Phone Booking helps you handle missed calls, enhance your IVR system and create a smooth conversational scheduling experience for your guests.

***

## Turn Missed Calls into Booked Appointments

[Section titled “Turn Missed Calls into Booked Appointments”](#turn-missed-calls-into-booked-appointments)

**Use conditional call forwarding** to automatically route missed calls (when busy or unavailable) to your **Phone Booking Number**. Guests can schedule a meeting instead of reaching a simple voicemail.

See our article on [**Using Call Forwarding to Turn Missed Calls into Booked Appointments**](https://help.oncehub.com/product/booking-calendars/phone-booking/using-call-forwarding-to-turn-missed-calls-into-booked-appointments/) to learn more.

***

## Use Phone Booking as Your Phone Scheduling Agent

[Section titled “Use Phone Booking as Your Phone Scheduling Agent”](#use-phone-booking-as-your-phone-scheduling-agent)

**Integrate Phone Booking directly into your existing IVR system** to give callers an immediate, self-service option for scheduling. This powerful integration enables callers to book meetings without waiting for a human, freeing up staff to handle other tasks.

See our article on [**Using Phone Booking as Your Phone Scheduling Agent**](https://help.oncehub.com/product/booking-calendars/phone-booking/using-phone-booking-as-your-phone-scheduling-agent/) to learn more.

***

## Offer a Conversational Scheduling Experience

[Section titled “Offer a Conversational Scheduling Experience”](#offer-a-conversational-scheduling-experience)

**Promote your dedicated Phone Booking Number** across your business assets and online channels. Clients can call this number to schedule a meeting, completely **eliminating the need to use a browser interface**.

See our article on [**Using Phone Booking to Offer a Conversational Scheduling Experience**](https://help.oncehub.com/product/booking-calendars/phone-booking/using-phone-booking-to-offer-conversational-scheduling-experience/) to learn more.

# Sharing Embedding

> Sharing Embedding documentation and guides.

[Share and Embed Your Booking Calendar](https://help.oncehub.com/product/booking-calendars/sharing-embedding/share-and-embed-your-booking-calendar)

[How To Design a Page for Your Booking Calendar](https://help.oncehub.com/product/booking-calendars/sharing-embedding/how-to-design-page-for-your-booking-calendar)

[How to Embed Your Booking Calendar on Your Website](https://help.oncehub.com/product/booking-calendars/sharing-embedding/how-to-embed-your-booking-calendar-on-your-website)

[Adding Video Backgrounds To Booking Calendars And Booking Hubs](https://help.oncehub.com/product/booking-calendars/sharing-embedding/adding-video-backgrounds-to-booking-calendars-and-booking-hubs)

[Prefilling Guest Information in Your Booking Calendar](https://help.oncehub.com/product/booking-calendars/sharing-embedding/prefilling-guest-information-in-your-booking-calendar)

[How to Quickly Create Ad Hoc Multi-Host Meetings](https://help.oncehub.com/product/booking-calendars/sharing-embedding/how-to-quickly-create-ad-hoc-multi-host-meetings)

[Adding UTMs to Your Booking Calendar](https://help.oncehub.com/product/booking-calendars/sharing-embedding/adding-utms-to-your-booking-calendar)

[URL Parameters: Syntax and Processing Rules](https://help.oncehub.com/product/booking-calendars/sharing-embedding/url-parameters-syntax-and-processing-rules)

[How to Override the Guest Time Zone on Your Booking Link](https://help.oncehub.com/product/booking-calendars/sharing-embedding/how-to-override-the-guest-time-zone-on-your-booking-link)

[Using Booking Calendars with Chatbots and Routing Forms](https://help.oncehub.com/product/booking-calendars/sharing-embedding/using-booking-calendars-with-chatbots-and-routing-forms)

[How to Share Your Booking Link As a QR Code](https://help.oncehub.com/product/booking-calendars/sharing-embedding/how-to-share-your-booking-link-as-a-qr-code)

# Adding UTMs to Your Booking Calendar

> UTM parameters are tags added to your booking links to track booking sources, refine marketing, and boost bookings.

UTM parameters are tags added to your booking links to track booking sources, refine marketing, and boost bookings. By understanding where your bookings originate, you can tailor your marketing strategies for maximum effectiveness.

[Adding UTMs to Your Booking Calendar](https://www.youtube-nocookie.com/embed/zJiuWuy_JvU?wmode=opaque)

***

## Add UTMs to your Booking link when sharing as a Page

[Section titled “Add UTMs to your Booking link when sharing as a Page”](#add-utms-to-your-booking-link-when-sharing-as-a-page)

Follow the steps below to add UTM parameters when sharing your **Booking Calendar** as a standalone page:

1. **Navigate to the Booking Calendar Lobby:**

   * Open the **Booking Calendars Lobby**.
   * Locate the **Booking Calendar** you wish to share.
   * Click the **Share** button associated with that calendar.
   * Check **Personalization and Tracking** in the popup.

2. **Enter Your UTM Values:**

   * Under UTM parameters dropdown, enter the appropriate values for each UTM parameter (e.g., `utm_source`, `utm_medium`, and `utm_campaign`).

3. **Copy and Share:**

   * Click **Copy & close** to copy the URL with UTM parameters to your clipboard.

You can now share this URL with your guests.

***

## Adding UTMs to your personal webpage where you have an embedded Booking Calendar

[Section titled “Adding UTMs to your personal webpage where you have an embedded Booking Calendar”](#adding-utms-to-your-personal-webpage-where-you-have-an-embedded-booking-calendar)

Follow the steps below to add UTM parameters to your **Booking Calendar** which is embedded directly on your website:

1. **Begin UTM Parameters:**

   * Add a question mark (`?`) to the end of your webpage URL. This marks the beginning of your UTM parameters.

2. **Enter UTM Parameters:**

   * Add your desired UTM parameters immediately after the question mark.
   * Format each parameter as `parameter=value`.
   * Example: `utm_source=LinkedIn`.

3. **Include Additional UTM Parameters (if applicable):**

   * If you need to add more UTM parameters, separate them with an ampersand (`&`).
   * Example: `&utm_medium=Social&utm_campaign=JanuaryPromo`.
   * The resulting URL will resemble: `https://yourwebsite.com?utm_source=LinkedIn&utm_medium=Social&utm_campaign=JanuaryPromo`.

Use this full URL to direct visitors to your site with the added UTM tracking.

***

## Key Points to Remember

[Section titled “Key Points to Remember”](#key-points-to-remember)

* **Consistency is Key:** Maintain consistent naming conventions for your UTM parameters across all campaigns
* **Accurate Values:** Ensure the values you enter accurately reflect the source, medium, and campaign of your link.
* **Testing:** Always test your UTM parameters by clicking on the generated URL and verifying the data is being recorded correctly in your analytics platform.

Adding UTM parameters provides vital data that helps you understand the effectiveness of your marketing efforts. This data enables you to make informed decisions, optimize your campaigns, and ultimately drive more bookings.

# Adding Video Backgrounds To Booking Calendars And Booking Hubs

> Using videos as a background provides a dynamic alternative to static images or GIFs, enhancing the visual appeal of your booking links.

Using videos as a background provides a dynamic alternative to static images or GIFs, enhancing the visual appeal of your booking links. Whether you are using brand videos for **company storytelling** to build interest or high-energy footage to capture an **event atmosphere**, motion backgrounds can significantly drive higher registration rates.

***

## Prerequisites

[Section titled “Prerequisites”](#prerequisites)

To ensure high quality, your video must meet these requirements:

* **Format:** MP4/ WEBM / OGG/ AVI/ MOV
* **File Size:** Under 20MB
* **Duration:** 10 seconds

***

## How to Configure the Video as Background

[Section titled “How to Configure the Video as Background”](#how-to-configure-the-video-as-background)

1. Open the **Page Designer** tab on your selected Booking Calendar/Hubs.

2. Locate the **Page Background** section in the right-hand pane.

3. Click the **Video** icon.

4. Choose Your Video Source:

   * **Predefined:** Select from curated **Subtle Motion** presets, such as *Ocean* or *Nature* etc.
   * **Custom:** Switch to the **Custom** tab to upload your own file.

5. Click **Apply** to preview the background.

6. Use the **Information Background Opacity** slider to ensure your Booking Calendar/Hubs remains readable against the moving video.

7. Click **Save** to confirm the changes.

***

## Best Practices for Video Backgrounds

[Section titled “Best Practices for Video Backgrounds”](#best-practices-for-video-backgrounds)

To provide the best experience for your visitors, keep these visual and technical tips in mind:

* **Use Still Camera Shots:** Ensure the video is filmed from a **steady and fixed** **position**. Excessive camera movement can distract guests and make your calendar text difficult to read.
* **Create Seamless Loops:** For a professional look, use a video where the first and last frames are identical to prevent **jumps** during playback.
* **Leverage AI for Video Generation:** Consider using AI tools as a go to solution for generating high quality, professional video loops tailored for your brand.
* **Adjust Transparency:** Consider adjusting transparency settings to ensure that the video remains visible without compromising the readability of your booking links.

# How To Design a Page for Your Booking Calendar

> The Page Designer in your Booking Calendar allows you to create a fully customizable, standalone page.

The Page Designer in your **Booking Calendar** allows you to create a fully customizable, standalone page. This page is perfect for sharing your Booking Calendar across various channels, making it accessible to a wide audience.

***

## How to Design your Booking Calendar’s Page

[Section titled “How to Design your Booking Calendar’s Page”](#how-to-design-your-booking-calendars-page)

The Page Designer allows extensive customization, and you’ll see changes in real-time using the **Live Preview (WYSIWYG)**, which works for both desktop and mobile views.

### Navigating to the Page Designer

[Section titled “Navigating to the Page Designer”](#navigating-to-the-page-designer)

1. Click on **Booking Calendars** in the left-hand side menu.
2. Select the Booking Calendar you want to design a page for.
3. Go to the **Page Designer** tab.

### Customizing the Page URL

[Section titled “Customizing the Page URL”](#customizing-the-page-url)

You can click on **Customize URL** in the customization pane on the right to specify a custom URL for your page.

### Customizing the Page Background

[Section titled “Customizing the Page Background”](#customizing-the-page-background)

Choose a background style that aligns with your brand or purpose:

* **Solid color:** Select a single color for the background.
* **Image:** Upload an image to use as the page backdrop.
* **Dynamic gradient:** Pick from predefined gradient options or create a custom gradient with up to three colors.
* **Video:** Upload a video to use as a cinematic background for your booking links.

### Customizing the Information Pane

[Section titled “Customizing the Information Pane”](#customizing-the-information-pane)

You can customize the Information pane that appears on the left-hand side of the screen when guests are interacting with your Booking Calendar. The options you have available are:

* **Upload a Logo:** Add a logo to establish your branding.
* **Upload a Profile Image:** Include an image to make your page more personable.
* **Add a Heading and Subheading:** Provide essential context or branding information at a glance.
* **Welcome Message:** Write a friendly message to greet visitors when they land on your page.
* **Social Links:** Add clickable icons to your social profiles (e.g., website, X (formerly Twitter), YouTube).
* **Text Color:** Select the font color that displays in the Information Pane.
* **Pane Opacity:** Adjust the transparency to blend the panel with your background design.

### Customizing the Interaction Pane

[Section titled “Customizing the Interaction Pane”](#customizing-the-interaction-pane)

You can customize the Interaction pane that appears in the right-hand side of the screen when guests are interacting with your Booking Calendar. The options you have available are:

* Button Color: Select the color of your action buttons.
* Pane Opacity: Adjust the transparency to match your design preferences.

### Adding a Page Footer

[Section titled “Adding a Page Footer”](#adding-a-page-footer)

Use the Page Footer text box to input text that will appear at the bottom of your Booking Calendar page. This could be additional information, a tagline, or a closing message.

# How to Embed Your Booking Calendar on Your Website

> Embedding your Booking Calendar ensures clients can schedule appointments effortlessly while staying on your website.

[How to Embed Your Booking Calendar on Your Website](https://www.youtube-nocookie.com/embed/cWKi2voP2m4?wmode=opaque)

Embedding your **Booking Calendar** ensures clients can schedule appointments effortlessly while staying on your website. This not only enhances convenience but also strengthens your site’s professional image.

## Why Embed Your Booking Calendar?

[Section titled “Why Embed Your Booking Calendar?”](#why-embed-your-booking-calendar)

Embedding your calendar is a great solution if you want to:

* **Enable direct booking:** Let clients schedule appointments directly on your website without being redirected.
* **Maintain a unified experience:** Display your services and booking options on the same page.
* **Boost engagement:** Keep visitors on your site longer by simplifying the scheduling process.
* **Streamline service-based journeys:** Perfect for businesses where scheduling is a core part of the user journey, such as salons, fitness centers, or consulting services.

Embedding helps service-based businesses create a smooth, professional booking experience while keeping clients engaged on their site.

***

## How to Embed Your Booking Calendar

[Section titled “How to Embed Your Booking Calendar”](#how-to-embed-your-booking-calendar)

### Navigating to the Embed Designer

[Section titled “Navigating to the Embed Designer”](#navigating-to-the-embed-designer)

1. Click on **Booking Calendars** in the left-hand side menu.
2. Select the Booking Calendar you want to embed.
3. Go to the **Embed Designer** tab.

### Selecting your Embed Options

[Section titled “Selecting your Embed Options”](#selecting-your-embed-options)

When embedding your Booking Calendar, you have two display options:

* **Inline Embed:** This option embeds the Booking Calendar directly within a page of your website, making it always visible to users.
* **Lightbox on Click:** This option adds a button to your webpage. When clients click the button, the Booking Calendar opens as a pop-up (lightbox).

Select the option that best suits your website’s design and user experience.

### Choosing a Color Scheme

[Section titled “Choosing a Color Scheme”](#choosing-a-color-scheme)

Use the **Choose a Color** selector to select a color scheme that matches your website’s branding.

### Embedding the Code on Your Website

[Section titled “Embedding the Code on Your Website”](#embedding-the-code-on-your-website)

1. Click on **Get the embed/lightbox code**.
2. Click on **Copy & close**.
3. Open your website’s HTML editor.
4. Paste the embed code where you want the embed to appear on your webpage.

***

## How to Customize your Lightbox Button

[Section titled “How to Customize your Lightbox Button”](#how-to-customize-your-lightbox-button)

If you choose to use the lightbox button to embed your booking calendar, you can personalize its appearance to fit your website’s design. This is done by editing the HTML code provided for the lightbox embed.

### Important: Keep Core Code Intact

[Section titled “Important: Keep Core Code Intact”](#important-keep-core-code-intact)

For the lightbox to function correctly, certain parts of the HTML must remain unchanged. Specifically, the code highlighted in green below must be preserved. The rest of the code, such as styles, buttons, or text can be modified to suit your needs.

Below is the default code provided for the lightbox button:

```plaintext
<!--booking calendar lightbox widget begin -->
<script type="text/javascript" src="https://cdn3.onceplatform.com/cal/embed.js" async></script>
<button data-oh-lightbox-bkc-id="BKC-XXXXXXXXXX" style="height: 38px;border-radius: 50px;border: none;background: #006bb1;color: #ffffff;font-weight: 600;padding: 10px 15px;width: 140px;cursor:pointer;">Schedule Now</button>
<!--booking calendar lightbox widget end -->
```

This creates a button labeled **Schedule Now** with default styling and color chosen in the Embed Designer.

### Customizing the Button

[Section titled “Customizing the Button”](#customizing-the-button)

You can adjust elements such as the style, text, or even replace the button entirely. For example:

You might want to modify the button’s color, font, or messaging while keeping the button format. Simply edit the inline style attribute and the text inside the `<button>` tag.

```plaintext
<!--booking calendar lightbox widget begin -->
<script type="text/javascript" src="https://cdn3.onceplatform.com/cal/embed.js" async></script>
<button data-oh-lightbox-bkc-id="BKC-XXXXXXXXXX" style="height: 45px; border-radius: 10px; border: 2px solid #333; background: #ffa500; color: #000; padding: 15px 20px; width: auto; cursor: pointer;">Book Your Appointment</button>
<!--booking calendar lightbox widget end -->
```

This example changes the button’s appearance to have orange styling and updates the text to say **Book Your Appointment**.

### Replace the Button with a Link

[Section titled “Replace the Button with a Link”](#replace-the-button-with-a-link)

If you prefer a simple link instead of a button, you can modify the code while keeping the lightbox functionality intact. Here’s one example:

```plaintext
<!--booking calendar lightbox widget begin -->
<script type="text/javascript" src="https://cdn3.onceplatform.com/cal/embed.js" async></script>
<a data-oh-lightbox-bkc-id="BKC-XXXXXXXXXX" href="#">Schedule with me</a>
<!--booking calendar lightbox widget end -->
```

This example changes the button to a textual hyperlink that says **Schedule with me**.

# How to Override the Guest Time Zone on Your Booking Link

> Ensure your guests see your available time slots in the correct time zone by overriding the default time zone behavior with the iana_time_zone URL parameter.

When sharing your booking link, it is important to make sure your guests see your available time slots in the correct time zone for a smooth scheduling experience.

By default, OnceHub displays time slots to guests in their own time zone. You can override this behavior to show those slots in a specific time zone when needed.

[How To Override the Guest Time Zone On Your Booking Link](https://www.youtube-nocookie.com/embed/MsT-_RGWU4U?wmode=opaque)

***

## Default time zone behavior

[Section titled “Default time zone behavior”](#default-time-zone-behavior)

By default, OnceHub detects a guest’s time zone based on their IP address. This ensures that a guest opening your link in London sees times in GMT/BST, while a guest in Los Angeles sees times in PDT.

***

## Use case: in-person conferences and events

[Section titled “Use case: in-person conferences and events”](#use-case-in-person-conferences-and-events)

Manually overriding the auto-detected time zone is especially useful for avoiding confusion during in-person conferences or regional events. This ensures your guests always see the local time, regardless of where they are booking from.

* **The scenario:** Imagine you are hosting a conference in New York, but your attendees are booking their slots while still at home in Los Angeles.
* **The problem:** Without overriding the default behavior, an attendee scheduling from Los Angeles will see the schedule in Pacific Time, making an 8:00 AM New York session look like 5:00 AM.
* **The solution:** By appending `?iana_time_zone=America/New_York` to your booking link, every attendee sees the true event schedule in local New York time, no matter where they are currently located.

***

## How to override the time zone via URL parameters

[Section titled “How to override the time zone via URL parameters”](#how-to-override-the-time-zone-via-url-parameters)

You can make a booking link initially show availability in a specific time zone by adding the `iana_time_zone` parameter to override the guest’s auto-detected time zone.

For example, if you add `?iana_time_zone=America/New_York` to the end of your booking link, the availability shown to guests will default to Eastern Time.

### Example Link Format

[Section titled “Example Link Format”](#example-link-format)

`https://go.oncehub.com/example?iana_time_zone=America/New_York`

***

## How to find your IANA time zone value

[Section titled “How to find your IANA time zone value”](#how-to-find-your-iana-time-zone-value)

To use the `iana_time_zone` parameter, you must use a recognized identifier from the standard public IANA database.

You can find the complete, up-to-date list of valid time zone names by visiting the official [**IANA Time Zone Database**](https://nodatime.org/TimeZones).

# How to Quickly Create Ad Hoc Multi-Host Meetings

> You can quickly add co-hosts to your Booking Calendar link without altering your default settings.

[How to Quickly Create Ad Hoc Multi-Host Meetings](https://www.youtube-nocookie.com/embed/YNuUIk-ACOY?wmode=opaque)

You can quickly add **co-hosts** to your **Booking Calendar link without altering your default settings**.

This method is **ideal** when you need to include additional co-hosts to a meeting instantly.

## How Availability Works

[Section titled “How Availability Works”](#how-availability-works)

The availability for the added co-hosts is determined by two factors:

1. From where the **Booking Calendar** retrieves **Availability**:

   * [**The hosts’ profile settings**](https://help.oncehub.com/profile-management/availability/configuring-profile-level-availability-for-booking-calendars/)
   * [**Within the specific Booking Calendar**](https://help.oncehub.com/product/booking-calendars/booking-settings/configuring-availability-for-specific-booking-calendars/)

2. Any **busy time** marked in the co-host’s connected calendar.

**Example:** This feature is useful if, for instance, a hiring manager needs a senior team member to join a technical interview. It allows the manager to **instantly** **create a once-off panel booking link**. This link includes both the host and the required co-host, without the overhead of setting up a separate Booking Calendar.

***

## Prerequisite

[Section titled “Prerequisite”](#prerequisite)

Before you begin, ensure that the co-host’s email address belongs to a user with an assigned seat/ license on the same OnceHub account.

***

## How to Quickly Add Co-Hosts to Your Booking Link

[Section titled “How to Quickly Add Co-Hosts to Your Booking Link”](#how-to-quickly-add-co-hosts-to-your-booking-link)

Follow the steps below to add co-host(s) by modifying the Booking Calendar link.

### Step 1: Get the Base Booking Calendar Link

[Section titled “Step 1: Get the Base Booking Calendar Link”](#step-1-get-the-base-booking-calendar-link)

1. Click **Booking Calendars** from the left-navigation menu.
2. Click the **Share** button to the right of the desired calendar.
3. Click **Copy & close** in the pop-up window to copy the base booking link.

### Step 2: Modify the Booking Calendar Link

[Section titled “Step 2: Modify the Booking Calendar Link”](#step-2-modify-the-booking-calendar-link)

1. Paste the booking link into a browser or text editor.

2. Add the following parameter at the end of the link: **`?co_hosts=`**

3. You can include one or more co-hosts:

   * **Single Co-host:** To add one co-host, append the co-host’s email address after the parameter. **Example:**

     ```plaintext
     https://oncehub.com/bookwithgreg?co_hosts=stacy@example.com
     ```

   * **Multiple Co-hosts:** To add more than one co-host, append multiple email addresses, separated by commas, after the parameter. **Example:**

     ```plaintext
     https://oncehub.com/bookwithgreg?co_hosts=stacy@example.com,john@example.com
     ```

### Step 3: Share the Updated Booking Calendar Link

[Section titled “Step 3: Share the Updated Booking Calendar Link”](#step-3-share-the-updated-booking-calendar-link)

1. Copy the modified booking link.
2. Share this link with your guests using the same method as a regular Booking Calendar link.

***

## Frequently Asked Questions (FAQs)

[Section titled “Frequently Asked Questions (FAQs)”](#frequently-asked-questions-faqs)

**Q: What happens if I include an invalid or unauthorized email address in the *`?co_hosts`*`=` parameter?**

* **A:** OnceHub will **automatically ignore** the invalid or unauthorized email address. The Booking Calendar will still **load successfully**, but only include the valid co-hosts.

**Q: Do ad hoc co-hosts remain on a meeting when it is rescheduled?**

* **A:** Yes, when a meeting is rescheduled, all **ad hoc co-hosts remain** on the rescheduled meeting.

# How to Share Your Booking Link As a QR Code

> Use the Share option to generate a QR code for your booking links to easily distribute them on physical materials or mobile displays.

You can use the **Share** option in **Booking Calendar** or **Booking Hub** lobbies to generate a QR code to easily distribute your booking links on physical materials or mobile displays.

***

## Generating the QR Code

[Section titled “Generating the QR Code”](#generating-the-qr-code)

Follow these steps to create and download your QR code:

1. Go to **Booking Calendars** or **Booking Hubs** from the left navigation menu.
2. Click **Share** next to the specific Booking link you want to share as a QR code.
3. Click **Download QR code**.

The QR code will automatically download to your device so that you can use it right away.

***

## Frequently Asked Questions (FAQs)

[Section titled “Frequently Asked Questions (FAQs)”](#frequently-asked-questions-faqs)

**Q: Can I prefill guest details while using a QR code?**

* **A:** Yes, if you prefill the information before clicking **Download QR code**, that information will be prefilled when the guest uses the QR code. See our [**Prefilling Guest Information in Your Booking Calendar**](https://help.oncehub.com/product/booking-calendars/sharing-embedding/prefilling-guest-information-in-your-booking-calendar/) article for information on prefilling.

**Q: Can I create QR codes that can only be used once?**

* **A:** Yes, you can select the **One-time use** option in the Share pop-up window before clicking the **Download QR code** button. Please note that the QR code will only be able to be used once in total, not once per individual person.

# Prefilling Guest Information in Your Booking Calendar

> Prefilling guest information on your Booking Calendar streamlines the process for both you and your guests.

Prefilling guest information on your Booking Calendar streamlines the process for both you and your guests. By reducing manual data entry, it saves time, minimizes errors, and enhances the overall booking experience.

***

## Enabling Personalization and Tracking

[Section titled “Enabling Personalization and Tracking”](#enabling-personalization-and-tracking)

To create a prefilled booking form link, follow these steps:

1. Click on **Booking Calendars** in the lefthand navigation menu.
2. Click on **Share** next to the Booking calendar you want to get a link for.
3. Check **Personalization and Tracking** in the popup.

### Adding Tracking (Optional)

[Section titled “Adding Tracking (Optional)”](#adding-tracking-optional)

Under **UTM parameters** you can add your various UTMs that you use for tracking.

### Configuring your prefill options

[Section titled “Configuring your prefill options”](#configuring-your-prefill-options)

Under **Booking Form URL Parameters** you have 2 options for how you would like to prefill the booking form:

* **For a specific guest:** Manually enter guest information to populate the booking form when they use the shared link. Use this option if you already have the guest details available.
* **Via third-party tool:** Generate a booking link with placeholder text. Use this option if you want to populate guest information using third-party tools such as CRMs.

### Hiding Prefilled Questions from Guests

[Section titled “Hiding Prefilled Questions from Guests”](#hiding-prefilled-questions-from-guests)

To minimize the number of questions your guests need to answer, utilize the Hide prefilled questions from guests setting. When enabled, this setting ensures that guests only see the questions for which information has not already been supplied.

### Skipping the Booking Form

[Section titled “Skipping the Booking Form”](#skipping-the-booking-form)

If all required questions are prefilled, guests will automatically skip the booking form, leading to a faster scheduling process.

### Finalizing the Link

[Section titled “Finalizing the Link”](#finalizing-the-link)

Once you have configured the parameters, click **Copy & Close** to generate and copy your prefilled booking link.

***

## Prefilling the Booking Form for a Specific Guest

[Section titled “Prefilling the Booking Form for a Specific Guest”](#prefilling-the-booking-form-for-a-specific-guest)

This method allows you to input a guest’s information directly into the text fields representing your booking form’s specific fields.

* Example: Enter details like **Name**, **Email Address**, or **Phone Number**.
* Once the guest uses the shared link to schedule an appointment, their pre-entered details will be auto-filled in the booking form.

***

## Prefilling the Booking Form Dynamically via Third party tools

[Section titled “Prefilling the Booking Form Dynamically via Third party tools”](#prefilling-the-booking-form-dynamically-via-third-party-tools)

For more dynamic needs, you can use the booking links with third-party tools like CRMs or marketing platforms:

1. Enable toggles for the fields you’d like to populate dynamically (e.g., Name, Email, etc.).
2. A placeholder (e.g., **Name=`XXXX`**) will appear in the generated booking URL.
3. Use automation in your third-party tool, such as a mail merge feature, to replace placeholders (**`XXXX`**) with actual guest data.
4. Deploy the customized booking link in your campaigns or workflows.
   * Once a guest clicks the link, their information will automatically populate the booking form.

We recommend mapping your Booking Form questions to Object Properties when working with third party tools. For guidance on mapping, refer to our [**Mapping Booking Calendar Questions to Object Properties**](https://help.oncehub.com/product/booking-calendars/booking-forms/mapping-booking-calendar-questions-to-object-properties/) article.

# Share and Embed Your Booking Calendar

> Your Booking Calendar is a powerful tool for streamlining appointments, and there are two easy ways to share it with your customers:

Your **Booking Calendar** is a powerful tool for streamlining appointments, and there are two easy ways to share it with your customers:

* Embed it directly on your website for a cohesive, integrated experience.
* Share a standalone, fully branded **Booking Page** using the **Page Designer** to distribute via email, social media, or other channels.

***

## Sharing as a Page

[Section titled “Sharing as a Page”](#sharing-as-a-page)

Create a customized, standalone **Page** perfect for sharing outside your website. Whether promoting events, sending calendar links via email, or including them in campaigns, the Page Designer offers flexible branding options and real-time previews to ensure your page reflects your style. You can also group multiple calendars into a unified **Booking Hub** for easier navigation.

* To learn more about designing your Page, please take a look at our article on [**How To Design a Page for Your Booking Calendar**](https://help.oncehub.com/product/booking-calendars/sharing-embedding/how-to-design-page-for-your-booking-calendar/).
* To learn about pre-filling your **Page** with guest information, please take a look at [**this article**](https://help.oncehub.com/product/booking-calendars/sharing-embedding/how-to-design-page-for-your-booking-calendar/).

[Share and Embed Your Booking Calendar](https://www.youtube-nocookie.com/embed/OcgVx3VZ59A?wmode=opaque)

***

## Embed Your Calendar on Your Website

[Section titled “Embed Your Calendar on Your Website”](#embed-your-calendar-on-your-website)

Embedding your **Booking Calendar** allows visitors to schedule appointments without ever leaving your site. This option is ideal for businesses that want to provide a fully integrated experience, letting customers seamlessly book while exploring your services.

For step-by-step instructions on how to embed your **Booking Calendar**, please [**click here**](https://help.oncehub.com/product/booking-calendars/sharing-embedding/how-to-embed-your-booking-calendar-on-your-website/).

***

Whether you choose to embed your calendar or share a standalone booking page, both options help you offer a smooth and professional scheduling experience for your customers. Explore deeper customization and setup options by following the linked guides.

# URL Parameters: Syntax and Processing Rules

> Personalize the scheduling experience for your guests and maximize booking efficiency by utilizing custom URL parameters on your booking links.

Personalize the scheduling experience for your guests and maximize booking efficiency by utilizing custom URL parameters. URL Parameters can be used to prefill Booking Form questions as well as configure additional booking link behaviors to occur such as skipping the Booking Form step during scheduling.

![Example of a booking link with URL parameters](https://help.oncehub.com/_astro/bookinglink.BBrWmm4o_1EISQ.webp)

***

## How to Add URL Parameters to Your Booking Links

[Section titled “How to Add URL Parameters to Your Booking Links”](#how-to-add-url-parameters-to-your-booking-links)

Follow the steps below to add URL parameters to your booking links:

1. Start with your base Booking link: `https://oncehub.com/example`
2. Add a query separator `?` at the end of the Booking link: `https://oncehub.com/example?`
3. Add your first parameter after the query separator `?`: `https://oncehub.com/example?name=XXXX`
4. If adding multiple parameters, separate each parameter with an `&`: `https://oncehub.com/example?name=XXXX&email=XXXX`

***

## OnceHub System URL Parameters

[Section titled “OnceHub System URL Parameters”](#oncehub-system-url-parameters)

Use the exact syntax below to prefill constant booking form Questions and configure specific link behaviors:

### Booking Form Questions

[Section titled “Booking Form Questions”](#booking-form-questions)

| Booking Link Question | URL Syntax      | Description                                    | Example                     |
| --------------------- | --------------- | ---------------------------------------------- | --------------------------- |
| Contact Full Name     | `name=`         | Prefills the full name of the guest.           | `name=John%20Doe`           |
| Contact Email         | `email=`        | Prefills the email address of the guest.       | `email=john.doe@email.com`  |
| SMS Number            | `mobile_phone=` | Prefills the mobile phone number of the guest. | `mobile_phone=+17793129776` |

### Booking Link Behavior Settings

[Section titled “Booking Link Behavior Settings”](#booking-link-behavior-settings)

| Booking Link Setting        | URL Syntax          | Description                                                                                                                                                                                                 | Example                           |
| --------------------------- | ------------------- | ----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | --------------------------------- |
| Dynamic Host                | `host=`             | Dynamically override the meeting distribution of a booking link with a specific host using their email address.                                                                                             | `host=john.doe@email.com`         |
| Dynamic Co-hosts            | `co_hosts=`         | Dynamically adds co-hosts by adding comma-separated email addresses of users from your OnceHub account.                                                                                                     | `co_hosts=sarah.connor@email.com` |
| Default Time Zone           | `iana_time_zone=`   | [**Sets the default time zone used to display availability to the guest.**](https://help.oncehub.com/product/booking-calendars/sharing-embedding/how-to-override-the-guest-time-zone-on-your-booking-link/) | `iana_time_zone=America/New_York` |
| Pre-select Meeting Duration | `duration_minutes=` | Use to pre-select a meeting duration from the available meeting durations configured for a booking link.                                                                                                    | `duration_minutes=15`             |
| Skip Booking Form           | `skip=1`            | Skips the booking form step entirely if all required questions are prefilled.                                                                                                                               | `skip=1`                          |

***

## URL Parameters for Custom Questions

[Section titled “URL Parameters for Custom Questions”](#url-parameters-for-custom-questions)

You can also prefill any additional custom Questions added to your booking forms. The parameter syntax you need to use depends on how the Question is configured:

* **Mapped Questions:** If you have [**mapped the Booking Form Question to an Object Property**](https://help.oncehub.com/product/booking-calendars/booking-forms/mapping-booking-calendar-questions-to-object-properties/), the parameter will make use of the Property’s Unique Identifier.
* **Unmapped Questions:** If the Booking Form Question is not mapped to an Object Property, the URL parameter will be based on the Question’s name.

Tip

Use the [**Personalization and Tracking**](https://help.oncehub.com/product/booking-calendars/sharing-embedding/prefilling-guest-information-in-your-booking-calendar/) option in the Share popup of a Booking Calendar to confirm what the URL parameter is.

***

## URL Parameters for Routing Forms

[Section titled “URL Parameters for Routing Forms”](#url-parameters-for-routing-forms)

Routing Forms can also be prefilled using URL parameters. This allows you to create a more personalized experience for visitors by combining the prefilled information with your existing routing rules.

For Routing forms, it is important to know that you can only prefill [**Questions that are mapped to Object Properties**](https://help.oncehub.com/product/routing-forms/contact-data-management/mapping-routing-form-questions-to-object-properties/) by using the Property’s Unique Identifier as the URL parameter.

***

## URL Parameters Processing Rules

[Section titled “URL Parameters Processing Rules”](#url-parameters-processing-rules)

To ensure your links function correctly, adhere to the following technical processing rules:

* **Space Encoding:** Encode all spaces within your parameter values as `%20`.
* **Phone Number Formatting:** Format the `mobile_phone` parameter to include the country code written as `%2[country code]` followed immediately by the rest of the phone number.
* **SMS Number Visibility:** When the SMS number Question is included in your booking form, it will always be shown to your guest even if it is prefilled and the `skip=1` parameter is applied.
* **Parameter Key Casing:** Parameter keys are not case-sensitive; for example, `Skip=` will be treated exactly the same as `skip=`.
* **Parameter Value Casing:** Parameter values are case-sensitive; for example, `John` is treated as a completely different value than `john`.
* **Error Handling Fallback:** Questions will be fully displayed to the guest when the URL parameter value that was provided is in an incorrect format.

# Using Booking Calendars with Chatbots and Routing Forms

> Integrating your Booking Calendar with Chatbots and Routing Forms streamlines scheduling by asking relevant screening questions to qualify leads before commi...

Integrating your **Booking Calendar** with **Chatbots** and **Routing Forms** streamlines scheduling by asking relevant screening questions to qualify leads before committing your time and resources.

***

## Benefits of Using Booking Calendars with Chatbots and Routing Forms:

[Section titled “Benefits of Using Booking Calendars with Chatbots and Routing Forms:”](#benefits-of-using-booking-calendars-with-chatbots-and-routing-forms)

* **Lead Qualification:** Ask tailored questions to identify the client’s needs and route them to the appropriate **Booking Calendar** for scheduling.
* **Streamlined Scheduling Experience:** Clients can book appointments directly within the **Chatbot** or **Routing Form**, reducing friction and improving convenience.

***

## Setting Up Booking Calendars in Chatbots

[Section titled “Setting Up Booking Calendars in Chatbots”](#setting-up-booking-calendars-in-chatbots)

1. Click **Chatbots** in the left-hand menu.
2. Select the **Chatbot** you want to edit.
3. In the right-hand menu, scroll down to **Booking Calendar Action**.
4. Drag the **Booking Calendar Action** into your Chatbot workflow.
5. Use the **Select a booking calendar** dropdown to choose the desired calendar.
6. Click **Save**.

***

## Setting Up Booking Calendars in Routing Forms

[Section titled “Setting Up Booking Calendars in Routing Forms”](#setting-up-booking-calendars-in-routing-forms)

1. Click **Routing Forms** in the left-hand menu.
2. Select the **Routing Form** you want to edit.
3. In the right-hand menu, scroll down to **Booking Calendar Action**.
4. Drag the **Booking Calendar Action** into your Routing Form workflow.
5. Use the **Select a booking calendar** dropdown to choose the desired calendar.
6. Click on **Save**.

# Booking Hubs

> Booking Hubs documentation and guides.

[Introduction to Booking Hubs](https://help.oncehub.com/product/booking-hubs/introduction-to-booking-hubs/)

[Configuring Bookng Hubs](https://help.oncehub.com/product/booking-hubs/configuring-bookng-hubs/)

# Configuring Bookng Hubs

> Configuring Bookng Hubs documentation and guides.

[How to Group Booking Calendars with Booking Hubs](https://help.oncehub.com/product/booking-hubs/configuring-bookng-hubs/how-to-group-booking-calendars-with-booking-hubs)

[How to Filter Your Booking Hubs with User Attributes](https://help.oncehub.com/product/booking-hubs/configuring-bookng-hubs/how-to-filter-your-booking-hubs-with-user-attributes)

[How Booking Hub Filters Impact Team Availability](https://help.oncehub.com/product/booking-hubs/configuring-bookng-hubs/how-booking-hub-filters-impact-team-availability)

[How To Prefill Guest Information Using Booking Hubs](https://help.oncehub.com/product/booking-hubs/configuring-bookng-hubs/how-to-prefill-guest-information-using-booking-hubs)

# How Booking Hub Filters Impact Team Availability

> Filters in the Booking Hub determine which Team members a visitor can book with by matching the visitor’s selections to the User Attributes assigned to each ...

Filters in the [**Booking Hub** ](https://help.oncehub.com/product/booking-hubs/introduction-to-booking-hubs/introduction-to-booking-hubs/)determine which **Team** members a visitor can book with by matching the visitor’s selections to the [**User Attributes** ](https://help.oncehub.com/account-administration/user-attributes/introduction-to-user-attributes/)assigned to each Team member. This ensures that the visitors only see and schedule meetings with team members who match their selected options.

This feature eliminates the need to create and manage separate **Teams** for every service you provide. Instead of building a separate Team for **Spanish Sales** and another for **English Sales** you can **create one unified Team that dynamically filters** based on the visitor’s selection. This simplifies your administration while ensuring visitors always connect with the most relevant expert.

For detailed instructions, read our [**How to Configure User Attributes**](https://help.oncehub.com/account-administration/user-attributes/how-to-configure-user-attributes/) article.

***

## Any Available Team Member

[Section titled “Any Available Team Member”](#any-available-team-member)

When a [**Booking Calendar**](https://help.oncehub.com/product/booking-calendars/introduction-to-booking-calendars/introduction-to-booking-calendars/) is set to assign meetings to **Any available team member** from a **Team**:

* Only the **combined Availability** of team members who meet the guest’s filter criteria will be displayed.
* Meetings will only be scheduled with the team members who meet the guest’s filter criteria.

***

## Round-robin Assignment

[Section titled “Round-robin Assignment”](#round-robin-assignment)

When a **Booking Calendar** is set to assign meetings based on **Round-robin**:

* Only the **Availability** of the team member next in line who meet the guest’s filter criteria will be displayed.
* Meetings will only be scheduled with the team members who meet the guest’s filter criteria.

Caution

If it’s a team member’s turn but they don’t match the guest’s filters, they will be skipped. Skipped team members stay at the front of the line for the next eligible booking or when no filters are applied.

# How to Filter Your Booking Hubs with User Attributes

> Enable User Attribute filters on your Booking Hub to help visitors refine their scheduling options based on specific criteria like Location, Language or Spec...

Enable **User Attribute** filters on your **Booking Hub** to help visitors refine their scheduling options based on specific criteria like Location, Language or Specialization. This ensures they are connected with the most relevant team member for their needs.

***

## Prerequisites

[Section titled “Prerequisites”](#prerequisites)

Before you begin, ensure you have:

* Created [**User Attributes**](https://help.oncehub.com/account-administration/user-attributes/introduction-to-user-attributes/).
* Set up a [**Booking Hub**](https://help.oncehub.com/product/booking-hubs/introduction-to-booking-hubs/introduction-to-booking-hubs/).

***

## How to Enable User Attributes on Your Booking Hub

[Section titled “How to Enable User Attributes on Your Booking Hub”](#how-to-enable-user-attributes-on-your-booking-hub)

Follow these steps to activate and configure filters for your visitors:

1. Navigate to **Booking Hubs** in the left-hand menu.
2. Select the specific **Booking Hub**.
3. Toggle on **Display user attributes filter** in the **Layout Builder** tab.
4. From the right-hand pane, use the **User Attributes** dropdown to select one or more attributes to use as filters.
5. (**Optional**) Update the **Filter Label** to control how the filter appears to visitors.
6. Click **Save** to apply the changes.

## Understanding Dynamic Filtering Behavior

[Section titled “Understanding Dynamic Filtering Behavior”](#understanding-dynamic-filtering-behavior)

It is important to understand that the filtering options displayed to your visitors adjust dynamically based on your Booking Hub configuration:

* **Host Association:** Only the **Options** associated with the **Hosts** of the linked [**Booking Calendars**](https://help.oncehub.com/product/booking-calendars/introduction-to-booking-calendars/introduction-to-booking-calendars/) will appear as filtering options.
* **Team Assignments:** If a **Booking Calendar** is assigned a **Team**, filtering extends to team members matching the selected **Options**.

For a more detailed explanation, read our [**How Booking Hub Filters Impact Team Availability**](https://help.oncehub.com/product/booking-hubs/configuring-bookng-hubs/how-booking-hub-filters-impact-team-availability/) article.

# How to Group Booking Calendars with Booking Hubs

> A Booking Hub is a dedicated page designed to combine and organize multiple Booking Calendars under a customizable navigational structure, making it easier f...

[How to Group Booking Calendars with Booking Hubs](https://www.youtube-nocookie.com/embed/hqBdu7wCX0M?wmode=opaque)

A Booking Hub is a dedicated page designed to combine and organize multiple Booking Calendars under a customizable navigational structure, making it easier for your guests to find and book services.

## Navigating to the Booking Hub Lobby

[Section titled “Navigating to the Booking Hub Lobby”](#navigating-to-the-booking-hub-lobby)

1. Click on **Booking Hubs** in the left-hand side menu.

***

### How to Create a New Booking Hub

[Section titled “How to Create a New Booking Hub”](#how-to-create-a-new-booking-hub)

**Creating the Booking Hub**

1. Click on **Create booking hub** in the top right of the Booking hubs lobby.
2. Give the Booking Hub a name and select the Owner.
3. Click on **Create**.

## Selecting the Booking Calendars to Group in the Booking Hub

[Section titled “Selecting the Booking Calendars to Group in the Booking Hub”](#selecting-the-booking-calendars-to-group-in-the-booking-hub)

1. Select which Booking calendars should be included in the Booking hub using the checkboxes.
2. Click on **Apply**.

***

## How to Manage Booking Calendars

[Section titled “How to Manage Booking Calendars”](#how-to-manage-booking-calendars)

### Adding and Removing Booking Calendars

[Section titled “Adding and Removing Booking Calendars”](#adding-and-removing-booking-calendars)

1. Click on **Add booking calendar** at the bottom of the page.
2. Select which Booking calendars should be included in the Booking hub using the checkboxes.
3. Click on **Apply**.

You can also click on the three dots of a specific Booking Calendar, and then select Remove item.

### Changing the Order of Booking Calendars

[Section titled “Changing the Order of Booking Calendars”](#changing-the-order-of-booking-calendars)

1. Hover your mouse over the Booking Calendar you want to reorder.
2. Click on the up/down arrow to change its position.

***

### Organize Your Booking Hub with Categories

[Section titled “Organize Your Booking Hub with Categories”](#organize-your-booking-hub-with-categories)

Categories help you structure your Booking Hub into a **multi-step hierarchy**, making it easier for guests to find and book the services they need.

For example, you can organize by service type:

* Guests first selects Consultations (Category) >> then they choose the specific type of consultation (Booking Calendar) they want to schedule.

Want to add more detail? Use **multi-layered setups** by nesting **Categories**. For instance, you can organize by location:

* Guests pick their State (Category) >> then their County (Category) >> followed by Town (Category) >> finally, they will see a list of Users (Booking Calendars) offering their services in that town.

### Adding Categories

[Section titled “Adding Categories”](#adding-categories)

1. Click on **Add category** at the bottom of the page.
2. Provide a **Category Title**.
3. Click on **Add**.

### Moving Items Into Categories

[Section titled “Moving Items Into Categories”](#moving-items-into-categories)

1. Hover over the Booking Calendar or Category you want to move.
2. Click on the folder icon.
3. Select **Move to Category**.
4. Select which Category you want to move it to.

You can also quickly move Items back to the root level of the Booking Hub by selecting **Move to root** instead.

### Removing Categories From the Booking Hub

[Section titled “Removing Categories From the Booking Hub”](#removing-categories-from-the-booking-hub)

It is important to note that when you remove a Category, it will also remove all sub-categories and Booking Calendars within.

To remove a Category:

1. Hover your mouse over the Item you want to move.
2. Click on the 3 dots.
3. Select **Delete**.
4. Click on **Remove item** in the pop-up.

***

### Customize the Appearance of Booking Hub Items

[Section titled “Customize the Appearance of Booking Hub Items”](#customize-the-appearance-of-booking-hub-items)

Customization helps create an engaging, visually appealing Booking Hub.

### Changing the Appearance of the Booking Hub Items (Optional)

[Section titled “Changing the Appearance of the Booking Hub Items (Optional)”](#changing-the-appearance-of-the-booking-hub-items-optional)

1. Click on the Item you want to customize.
2. Click on **Choose image** in the pane on the right to add an image.
3. Provide a **Description** in the text box at the bottom of the pane.
4. Click on **Save** to apply the changes.

### Modifying the Step Title

[Section titled “Modifying the Step Title”](#modifying-the-step-title)

To modify the text that appears at the top of the Booking Pane for guests:

1. Click on the **Select an option** Item.
2. Change the text of the **Step Title** in the pane on the right.
3. Click on **Save** to apply the changes.

***

Once you are ready to use your Booking Hub, please take a look at [**this article**](https://help.oncehub.com/product/booking-calendars/sharing-embedding/share-and-embed-your-booking-calendar/) to see how you can share it with your guests.

# How To Prefill Guest Information Using Booking Hubs

> Prefilling guest information on your Booking Hub streamlines the process for both you and your guests.

Prefilling guest information on your [**Booking Hub**](https://help.oncehub.com/product/booking-hubs/introduction-to-booking-hubs/introduction-to-booking-hubs/) streamlines the process for both you and your guests. By reducing manual data entry, it saves time, minimizes errors, and enhances the overall booking experience. This article covers how to use URL parameters to prefill guest details for any [**Booking Calendar**](https://help.oncehub.com/product/booking-calendars/introduction-to-booking-calendars/introduction-to-booking-calendars/) within your Booking Hub.

We recommend mapping the Booking Form questions of each Booking Calendar to [**Object Properties**](https://help.oncehub.com/account-administration/objects-properties/introduction-to-objects-and-properties/) if you plan to use prefilling with Booking Hubs. This ensures that if you have similar questions on multiple Booking Calendars within the Booking Hub, they can be prefilled using the same URL parameter (Object Property).

For guidance on mapping, refer to our [**Mapping Booking Calendar Questions to Object Properties**](https://help.oncehub.com/product/booking-calendars/booking-forms/mapping-booking-calendar-questions-to-object-properties/) article.

***

## How to Build Your Prefilled Guest Link

[Section titled “How to Build Your Prefilled Guest Link”](#how-to-build-your-prefilled-guest-link)

### Step 1: Get the Base Booking Hub Link

[Section titled “Step 1: Get the Base Booking Hub Link”](#step-1-get-the-base-booking-hub-link)

Follow these steps to retrieve the base link for your Booking Hub:

1. Click **Booking Hubs** in the left-hand navigation menu.
2. Click **Share** next to the Booking Hub you want to get a link for.
3. Click **Copy & close** to copy the link.
4. Paste the link into a text editor for later use.

### Step 2: Get the URL Parameters for the Added Booking Calendars

[Section titled “Step 2: Get the URL Parameters for the Added Booking Calendars”](#step-2-get-the-url-parameters-for-the-added-booking-calendars)

Follow these steps to retrieve the URL parameters for each Booking Calendar:

1. Click **Booking Calendars** in the left-hand navigation menu.
2. Click **Share** next to the Booking Calendar you want to get the parameters for.
3. Check **Personalization and Tracking** in the pop-up.
4. **Optional:** Expand **UTM Parameters** and add any UTMs that you want to use for tracking.
5. Expand **Booking Form URL Parameters**.
6. Select the **Prefill booking form dynamically via third party tool** option.
7. Ensure that all the Questions you want to prefill are toggled on.
8. Click **Copy & close** to copy the link.
9. Paste the link into a text editor for later use.

Caution

If your Booking Calendars have different questions you want to prefill, you can repeat the steps above to get the unique URL Parameters for each Booking Calendar.

### Step 3: Combine the URL Parameters with the Booking Hub Link

[Section titled “Step 3: Combine the URL Parameters with the Booking Hub Link”](#step-3-combine-the-url-parameters-with-the-booking-hub-link)

Follow the steps below to combine your Booking Hub link with the URL parameters based on the structure illustrated in the following image:

![](https://help.oncehub.com/_astro/1780472809037.CrgbHTEG_OYxll.webp)

1. Start with your base Booking Hub link: **`https://oncehub.com/HubExample`**
2. Add a query separator **`?`**` `at the end of the Booking Hub link: `https://oncehub.com/HubExample?`
3. Add your first parameter after the query separator **`?`**: `https://oncehub.com/HubExample?name=XXXX`
4. If adding multiple parameters, separate each parameter with an **`&`**: `https://oncehub.com/HubExample?name=XXXX&email=XXXX`

Caution

If you have Booking Calendars with different questions you want to prefill, you should add the URL Parameters for each question. They will then be automatically used when the relevant Booking Calendar is selected during scheduling.

### Step 4: Hide Prefilled Questions from Guests (Optional)

[Section titled “Step 4: Hide Prefilled Questions from Guests (Optional)”](#step-4-hide-prefilled-questions-from-guests-optional)

To minimize the number of questions your guests need to answer, add **`&skip=1`**` `to the end of your Booking Hub link. This ensures that guests only see the questions for which information has not already been supplied by you.

**`https://oncehub.com/HubExample?name=XXXX&email=XXXX&skip=1`**

Note

If all required questions are prefilled, guests will automatically skip the booking form, leading to a faster scheduling process.

### Step 5: Share the Booking Hub Link with Your Guests

[Section titled “Step 5: Share the Booking Hub Link with Your Guests”](#step-5-share-the-booking-hub-link-with-your-guests)

The link is now ready to be used. Replace the` `**`XXXX`** for each URL parameter with your guests’ details when you share it with them. This can be done manually or dynamically with third-party tools like CRMs or marketing platforms.

# Introduction to Booking Hubs

> Introduction To Booking Hubs documentation and guides.

[Introduction to Booking Hubs](https://help.oncehub.com/product/booking-hubs/introduction-to-booking-hubs/introduction-to-booking-hubs)

# Introduction to Booking Hubs

> A Booking Hub combines multiple Booking Calendars into a single, easy-to-navigate interface for your visitors.

A **Booking Hub** combines multiple **Booking Calendars** into a single, easy-to-navigate interface for your visitors. This unified view presents options within a **hierarchical structure** that you define, giving visitors greater flexibility and ease in selecting their desired scheduling options.

Follow our guide on [**Grouping Booking Calendars with Booking Hubs**](https://help.oncehub.com/product/booking-hubs/configuring-bookng-hubs/how-to-group-booking-calendars-with-booking-hubs/) if you would like to know how to create a Booking Hub.

***

## Enhanced Visitor Experience

[Section titled “Enhanced Visitor Experience”](#enhanced-visitor-experience)

Visitors can easily navigate the Booking Hub, following logical steps to find exactly what they need.

The Booking Hub serves as a unified page that allows visitors to choose from multiple [**Booking Calendars**](https://help.oncehub.com/product/booking-calendars/introduction-to-booking-calendars/introduction-to-booking-calendars/), making the scheduling process more versatile and intuitive.

***

## Flexible Organization

[Section titled “Flexible Organization”](#flexible-organization)

**Booking Hubs** allow you to group **Booking Calendars** in two distinct ways to suit your business needs:

* **Organizing in a Flat List:** In a flat list, all options are displayed at once in a flat structure. This format gives you full control over the order and names of the calendars presented, ensuring that the most relevant options are prioritized for your visitors.
* **Organizing in a Hierarchical Structure:** For more complex setups, you can organize calendars into a multi-step hierarchical flow. This allows you to **customize the hierarchy** using **Categories**, guiding visitor through logical steps such as selecting **Service Type** followed by a **Department**.

***

## Using User Attributes with Booking Hub

[Section titled “Using User Attributes with Booking Hub”](#using-user-attributes-with-booking-hub)

**User Attributes** enhance the guest experience by allowing them to filter options based on host characteristics like **Language**, **Location**, or **Specialization**. These User Attributes function seamlessly regardless of your organizational choice:

* **With Flat Lists:** Visitors can use User Attributes as a powerful **filtering tool** to narrow down a long list of available Booking Calendars to find the host that best meets their needs.
* **With Hierarchical Structures:** User Attributes work alongside **Categories** to further refine the search. A visitor can apply filters to ensure the final selection matches their specific requirements.

To learn more, read the [**Introduction to User Attributes**](https://help.oncehub.com/account-administration/user-attributes/introduction-to-user-attributes/) article.

***

## Customization

[Section titled “Customization”](#customization)

Booking Hubs are fully customizable to suit your branding and business flow. You can:

* Add images, social media links, and custom text.
* Create personalized backgrounds to reflect your brand identity.

Please take a look at [**this article**](https://help.oncehub.com/product/booking-calendars/sharing-embedding/how-to-design-page-for-your-booking-calendar/) if you want to learn more about the customization options that are available.

***

## Flexible Sharing Options

[Section titled “Flexible Sharing Options”](#flexible-sharing-options)

Once your Booking Hub is ready, getting it in front of your guests is easy. You can:

* Share a direct link.
* Generate a QR code for quick access.
* Embed the hub directly on your website for a seamless guest experience.

To learn more, see our article on how to [**Share and Embed Your Booking Calendar/Hub**](https://help.oncehub.com/product/booking-calendars/sharing-embedding/share-and-embed-your-booking-calendar/).

# Chatbots

> Chatbots documentation and guides.

[Introduction to Chatbots](https://help.oncehub.com/product/chatbots/introduction-to-chatbots)

[Creating a Chatbot](https://help.oncehub.com/product/chatbots/creating-chatbot)

[Adding Questions to Your Chatbot](https://help.oncehub.com/product/chatbots/adding-questions-to-your-chatbot)

[Adding Messages to Your Chatbot](https://help.oncehub.com/product/chatbots/adding-messages-to-your-chatbot)

[Routing Your Interactions in Chatbots](https://help.oncehub.com/product/chatbots/routing-your-interactions-in-chatbots)

[Legal and Compliance](https://help.oncehub.com/product/chatbots/legal-and-compliance)

[Getting Started with Instant Calls in Chatbots](https://help.oncehub.com/product/chatbots/getting-started-with-instant-calls-in-chatbots)

[Offering Instant Video Calls with Your Chatbot](https://help.oncehub.com/product/chatbots/offering-instant-video-calls-with-your-chatbot)

[Offering Scheduling in Your Chatbot](https://help.oncehub.com/product/chatbots/offering-scheduling-in-your-chatbot)

[Offering Live Chat with Your Chatbot](https://help.oncehub.com/product/chatbots/offering-live-chat-with-your-chatbot)

[Monitoring And Barging Into Live Chats](https://help.oncehub.com/product/chatbots/monitoring-and-barging-into-live-chats)

[Sharing Your Chatbot as a Standalone Page](https://help.oncehub.com/product/chatbots/sharing-your-chatbot-as-standalone-page)

[Embedding Your Chatbots on Your Website](https://help.oncehub.com/product/chatbots/embedding-your-chatbots-on-your-website)

[Sharing Files In Live Chat](https://help.oncehub.com/product/chatbots/sharing-files-in-live-chat)

[Adding Chatbots to Your ClickFunnels Website](https://help.oncehub.com/product/chatbots/adding-chatbots-to-your-clickfunnels-website)

[Adding Chatbots to Your GoDaddy Website](https://help.oncehub.com/product/chatbots/adding-chatbots-to-your-godaddy-website)

[Adding Chatbots to Your Hubspot Website](https://help.oncehub.com/product/chatbots/adding-chatbots-to-your-hubspot-website)

[Adding Chatbots to Your Leadpages Landing Page](https://help.oncehub.com/product/chatbots/adding-chatbots-to-your-leadpages-landing-page)

[Adding Chatbots to Your Squarespace Website](https://help.oncehub.com/product/chatbots/adding-chatbots-to-your-squarespace-website)

[Adding Chatbots to Your Unbounce Landing Page](https://help.oncehub.com/product/chatbots/adding-chatbots-to-your-unbounce-landing-page)

[Adding Chatbots to Your Weebly Website](https://help.oncehub.com/product/chatbots/adding-chatbots-to-your-weebly-website)

[Adding Chatbots to Your Wix Website](https://help.oncehub.com/product/chatbots/adding-chatbots-to-your-wix-website)

[Adding Chatbots to Your Wordpress Website](https://help.oncehub.com/product/chatbots/adding-chatbots-to-your-wordpress-website)

[Setting Up User Notifications for Your Chatbot](https://help.oncehub.com/product/chatbots/setting-up-user-notifications-for-your-chatbot)

[Enabling Google Chat Notifications for Live Engagements in Chatbots](https://help.oncehub.com/product/chatbots/enabling-google-chat-notifications-for-live-engagements-in-chatbots)

[Enabling Microsoft Teams Notifications for Live Engagements in Chatbots](https://help.oncehub.com/product/chatbots/enabling-microsoft-teams-notifications-for-live-engagements-in-chatbots)

[Enabling Slack Notifications for Live Engagements in Chatbots](https://help.oncehub.com/product/chatbots/enabling-slack-notifications-for-live-engagements-in-chatbots)

[Contacts in Chatbots](https://help.oncehub.com/product/chatbots/contacts-in-chatbots)

[Assigning Contacts Captured Through Chatbots to Users](https://help.oncehub.com/product/chatbots/assigning-contacts-captured-through-chatbots-to-users)

[Updating The Status of Contacts Captured Through Your Chatbot](https://help.oncehub.com/product/chatbots/updating-status-of-contacts-captured-through-your-chatbot)

[Automatically Reach Out to Your Website Visitors with a Chatbot](https://help.oncehub.com/product/chatbots/automatically-reach-out-to-your-website-visitors-with-chatbot)

[Defining Audiences for Your Website Visitors](https://help.oncehub.com/product/chatbots/defining-audiences-for-your-website-visitors)

[Targeting an Audience with Chatbots](https://help.oncehub.com/product/chatbots/targeting-an-audience-with-chatbots)

[Customizing the Design of your Automatic Reach Out Bots](https://help.oncehub.com/product/chatbots/customizing-design-of-your-automatic-reach-out-bots)

[Installing Automatic Reach Out on Your Website](https://help.oncehub.com/product/chatbots/installing-automatic-reach-out-on-your-website)

[Engage with visitors using an AI conversation](https://help.oncehub.com/product/chatbots/engage-with-visitors-using-an-ai-conversation)

[Generic AI Instruction Template](https://help.oncehub.com/product/chatbots/generic-ai-instruction-template)

[AI Instruction Template for Business Consulting](https://help.oncehub.com/product/chatbots/ai-instruction-template-for-business-consulting)

[AI Instruction Template for Coaching](https://help.oncehub.com/product/chatbots/ai-instruction-template-for-coaching)

[AI Instruction Template for Education](https://help.oncehub.com/product/chatbots/ai-instruction-template-for-education)

[AI Instruction Template for Finance](https://help.oncehub.com/product/chatbots/ai-instruction-template-for-finance)

[AI Instruction Template for Real Estate](https://help.oncehub.com/product/chatbots/ai-instruction-template-for-real-estate)

[AI Instruction Template for Wellness](https://help.oncehub.com/product/chatbots/ai-instruction-template-for-wellness)

[How To Create An AI Agent](https://help.oncehub.com/product/chatbots/how-to-create-an-ai-agent)

[How To Use AI Agents Within Your Chatbots](https://help.oncehub.com/product/chatbots/how-to-use-ai-agents-within-your-chatbots)

[Defining Your AI Agents Conversation Guidelines](https://help.oncehub.com/product/chatbots/defining-your-ai-agents-conversation-guidelines)

[How To Manage Knowledge Sources For AI Agents](https://help.oncehub.com/product/chatbots/how-to-manage-knowledge-sources-for-ai-agents)

[How to Monitor and Barge into AI Conversations](https://help.oncehub.com/product/chatbots/how-to-monitor-and-barge-into-ai-conversations)

# Adding Chatbots to Your ClickFunnels Website

> Adding a chatbot to your ClickFunnels website is quick and easy. You have three different options:

Adding a chatbot to your ClickFunnels website is quick and easy. You have three different options:

* **Widget on click** OR **lightbox on click**: A chatbot that pops up after a visitor clicks a specific button or link on your website. Engage with visitors in specific areas of your website, so you can learn more about them and qualify them further. All visitors to the page see this button or link and can click it to access the chatbot. Added to the html body of your site.
* **Dynamic reachout**: Uses [**Audiences**](https://help.oncehub.com/product/chatbots/defining-audiences-for-your-website-visitors/), defining which type of visitors you want to target with a chatbot. You can show another Audience a different chatbot with different interactions. Added to the header.

## Add a widget or lightbox to your website

[Section titled “Add a widget or lightbox to your website”](#add-a-widget-or-lightbox-to-your-website)

### Create the bot

[Section titled “Create the bot”](#create-the-bot)

[**Create the bot**](https://help.oncehub.com/product/chatbots/creating-chatbot/) as you prefer, either from scratch or using a template.

If an existing chatbot is close to what you’re wanting, you can duplicate that one instead by clicking the three-dot menu by that bot and selecting **Duplicate**.

When you’ve added the interactions you want, routed them, and designed the bot as you like, navigate to the **Publish** tab.

### Choose between two publishing options

[Section titled “Choose between two publishing options”](#choose-between-two-publishing-options)

* **Lightbox on click:** Opens over the whole website when clicked by the visitor and captures their attention completely.
* **Widget on click:** Pops up on the bottom right of the screen, within a chat frame. The visitor interacts with your bot within the widget and can still scroll through the website page.

### Install the code

[Section titled “Install the code”](#install-the-code)

#### In OnceHub

[Section titled “In OnceHub”](#in-oncehub)

You’ll grab the code you need for Squarespace.

1. On the **Share** tab, choose the publishing option you want (see above).
2. Copy the code.

#### In a text app

[Section titled “In a text app”](#in-a-text-app)

On your computer, in a text app, paste the code and separate it into two parts.

For **Part 1**, include the second line of your pasted code:

```plaintext
<script id="co-index" src="https://cdn.oncehub.com/co/widget.js?website_id=WEB-##########&bot_type=2" defer></script>
```

For **Part 2**, include all the other lines of your pasted code.

```plaintext
<!-- ChatOnce embed START -->
<a data-co-bot-display="pop-up" data-co-bot="BOT-##########" href="#" >Start chat</a>
<!-- ChatOnce embed END -->
```

Caution

\########## is an alphanumeric sequence unique to your account and chatbots, supplied in the pasted code.

#### In ClickFunnels

[Section titled “In ClickFunnels”](#in-clickfunnels)

You’ll add **Part 1** of the code from OnceHub to your header for each individual funnel page where you want a pop-up chatbot.

For **Part 2** of the code from OnceHub, you’ll [add a custom JS/HTML element](https://help.clickfunnels.com/hc/en-us/articles/360006054693-Custom-HTML-Element) to that funnel page. This creates an iframe on the page, where your chatbot will appear.

1. Edit your funnel page.
2. Go to **Settings** **→** **Tracking code** **→** **Header and/or Footer Tab**.
3. Add **Part 1** of the code from OnceHub to your header.
   * There may already be other code in your header, above or below where you add the OnceHub code. You can keep that code there or remove it as you prefer, depending on your preferences for keeping tracking codes for services like Google Analytics on that funnel page. [Learn more](https://help.clickfunnels.com/hc/en-us/community/posts/4430243016343-How-do-I-remove-tracking-codes-from-the-footer-and-header-)
4. Go to **Elements** **→** **Add element**.
5. Scroll down to the **Misc Elements** category and select **Custom JS/HTML**.
6. Open the code editor and paste **Part 2** of the code from OnceHub. Adjust as needed (for instance, if you’d like a different height—so long as the height you choose is large enough to display any interaction on your chatbot).
   * The **Custom code type** should be **Regular HTML/JS**.
7. Save your website.

That’s it! Your website can now display your pop-up chatbot in the place you added it.

The default code you copied displays a link with the text “Start chat”. You can adjust this text however you like.

#### Use a button instead of a link

[Section titled “Use a button instead of a link”](#use-a-button-instead-of-a-link)

If you want a button for your chatbot rather than a link, you can use this code, adjusting relevant parts to identify your specific chatbot and define your preferences:

```plaintext
<!-- ChatOnce embed START -->
<script id="co-index" src=""ltr" href="https://cdn.oncehub.com/co/widget.js?website_id=WEB-##########&bot_type=2" rel="noopener nofollow noreferrer" target="_blank">https://cdn.oncehub.com/co/widget.js?website_id=WEB-##########&bot_type=2" defer></script>
<a
style="
background-color: #006bb1;
border-radius: 50px;
padding: 10px;
color: #ffffff;
font-family: "Arial";
font-size:18px;
font-weight: normal;
text-decoration: none;
"
data-co-bot-display="pop-up" data-co-bot="BOT-##########" href="#" >Start chat</a>
<!-- ChatOnce embed END -->
```

Items for updating in the button code:

* **Website ID code (REQUIRED)** - This starts with **WEB-**, followed by an alphanumeric sequence you can grab from your chatbot’s code on the Publish tab.

* **Bot ID code (REQUIRED)** - This starts with **BOT-**, followed by an alphanumeric sequence you can grab from your chatbot’s code on the Publish tab.

* Optional styling:

  * background-color - Match your website’s branding color
  * border-radius - The roundness of the button corner
  * padding - Size of the button around the text
  * color - Text color
  * font-family - The font you want the text to use
  * font-size - Size of font
  * font-weight - Normal, bold, etc.
  * text-decoration - Add an underline or other styling to the text
    * Keep in mind this will show at all times, whether hovering over the button or not

## Add a dynamic reachout chatbot to your website

[Section titled “Add a dynamic reachout chatbot to your website”](#add-a-dynamic-reachout-chatbot-to-your-website)

### Create the chatbot

[Section titled “Create the chatbot”](#create-the-chatbot)

[**Create the chatbot**](https://help.oncehub.com/product/chatbots/creating-chatbot/) as you prefer, either from scratch or using a template.

If an existing targeted chatbot is close to what you’re wanting, you can duplicate that one instead by clicking the three-dot menu by that chatbot and selecting **Duplicate**.

When you’ve added the interactions you want, routed them, and designed the chatbot as you like, navigate to the **Share** tab.

### Install code

[Section titled “Install code”](#install-code)

Installing the code is quick and easy.

#### In OnceHub

[Section titled “In OnceHub”](#in-oncehub-1)

You’ll grab the code you need for Squarespace.

1. Go to the relevant chatbot
2. Click on the **Share** tab
3. Select **Dynamic reach out → Add chatbot to targeting**.
4. Once you’ve added it to the right targeting audience(s), select **Installation**.
5. Copy the code.

#### In ClickFunnels

[Section titled “In ClickFunnels”](#in-clickfunnels-1)

1. Edit your funnel page.
2. Go to **Settings** -> **Tracking code** **→** **Header and/or Footer Tab**.
3. Add the code from OnceHub to your header.
   * There may already be other code in your header, above or below where you add the OnceHub code. You can keep that code there or remove it as you prefer, depending on your preferences for keeping tracking codes for services like Google Analytics on that funnel page. [Learn more](https://help.clickfunnels.com/hc/en-us/community/posts/4430243016343-How-do-I-remove-tracking-codes-from-the-footer-and-header-)

That’s it! Your website can now display your targeted chatbot on the pages you want, according to the Audience rules you set.

# Adding Chatbots to Your GoDaddy Website

> Adding a chatbot to your GoDaddy website is quick and easy. You have three different options:

Adding a chatbot to your GoDaddy website is quick and easy. You have three different options:

* **Widget on click** OR **lightbox on click**: A chatbot that pops up after a visitor clicks a specific button or link on your website. Engage with visitors in specific areas of your website, so you can learn more about them and qualify them further. All visitors to the page see this button or link and can click it to access the chatbot. Added to the html body of your site.
* **Dynamic reachout**: Uses [**Audiences**](https://help.oncehub.com/product/chatbots/defining-audiences-for-your-website-visitors/), defining which type of visitors you want to target with a chatbot. You can show another Audience a different chatbot with different interactions. Added to the header.

Caution

Adding custom javascript requires a GoDaddy **Business** or **Commerce** plan.

## Add a widget or lightbox to your website

[Section titled “Add a widget or lightbox to your website”](#add-a-widget-or-lightbox-to-your-website)

### Create the chatbot

[Section titled “Create the chatbot”](#create-the-chatbot)

[**Create the bot**](https://help.oncehub.com/product/chatbots/creating-chatbot/) as you prefer, either from scratch or using a template.

If an existing chatbot is close to what you’re wanting, you can duplicate that one instead by clicking the three-dot menu by that bot and selecting **Duplicate**.

When you’ve added the interactions you want, routed them, and designed the bot as you like, navigate to the **Publish** tab.

### Choose between two publishing options

[Section titled “Choose between two publishing options”](#choose-between-two-publishing-options)

* **Lightbox on click:** Opens over the whole website when clicked by the visitor and captures their attention completely.
* **Widget on click:** Pops up on the bottom right of the screen, within a chat frame. The visitor interacts with your bot within the widget and can still scroll through the website page.

### Install the code

[Section titled “Install the code”](#install-the-code)

#### In OnceHub

[Section titled “In OnceHub”](#in-oncehub)

You’ll grab the code you need for Squarespace.

1. On the **Share** tab, choose the publishing option you want (see above).
2. Copy the code.

#### In GoDaddy

[Section titled “In GoDaddy”](#in-godaddy)

You’ll add a [custom code section](https://www.godaddy.com/help/add-html-or-custom-code-to-my-site-27252) to your website, on each individual page where you want a chatbot. This creates an iframe on the page, where your chatbot will appear.

1. Edit your website in the Website Builder.
2. In the place you want to add your pop-up chatbot link, [add a custom code section](https://www.godaddy.com/help/add-html-or-custom-code-to-my-site-27252).
3. Go to **Files & Web** \***\*→\*\*** **HTML** and select **Add**.
4. Paste the code from OnceHub into the **Custom Code** field and adjust as needed (for instance, the text for the link).
5. Make sure the **Forced Height** field is high enough to display the Lightbox.
6. Save your website.

That’s it! Your website can now display your pop-up chatbot in the place you added it.

The default code you copied displays a link with the text “Start chat”. You can adjust this text however you like.

#### Use a button instead of a link

[Section titled “Use a button instead of a link”](#use-a-button-instead-of-a-link)

If you want a button for your chatbot rather than a link, you can use this code, adjusting relevant parts to identify your specific chatbot and define your preferences:

```plaintext
<!-- ChatOnce embed START -->
<script id="co-index" src=""ltr" href="https://cdn.oncehub.com/co/widget.js?website_id=WEB-##########&bot_type=2" rel="noopener nofollow noreferrer" target="_blank">https://cdn.oncehub.com/co/widget.js?website_id=WEB-##########&bot_type=2" defer></script>
<a
style="
background-color: #006bb1;
border-radius: 50px;
padding: 10px;
color: #ffffff;
font-family: "Arial";
font-size:18px;
font-weight: normal;
text-decoration: none;
"
data-co-bot-display="pop-up" data-co-bot="BOT-##########" href="#" >Start chat</a>
<!-- ChatOnce embed END -->
```

Items for updating in the button code:

* **Website ID code (REQUIRED)** - This starts with **WEB-**, followed by an alphanumeric sequence you can grab from your chatbot’s code on the Publish tab.

* **Bot ID code (REQUIRED)** - This starts with **BOT-**, followed by an alphanumeric sequence you can grab from your chatbot’s code on the Publish tab.

* Optional styling:

  * background-color - Match your website’s branding color
  * border-radius - The roundness of the button corner
  * padding - Size of the button around the text
  * color - Text color
  * font-family - The font you want the text to use
  * font-size - Size of font
  * font-weight - Normal, bold, etc.
  * text-decoration - Add an underline or other styling to the text
    * Keep in mind this will show at all times, whether hovering over the button or not

## Add a dynamic reachout chatbot to your website

[Section titled “Add a dynamic reachout chatbot to your website”](#add-a-dynamic-reachout-chatbot-to-your-website)

### Create the chatbot

[Section titled “Create the chatbot”](#create-the-chatbot-1)

[**Create the chatbot**](https://help.oncehub.com/product/chatbots/creating-chatbot/) as you prefer, either from scratch or using a template.

If an existing targeted chatbot is close to what you’re wanting, you can duplicate that one instead by clicking the three-dot menu by that chatbot and selecting **Duplicate**.

When you’ve added the interactions you want, routed them, and designed the chatbot as you like, navigate to the **Share** tab.

### Install code

[Section titled “Install code”](#install-code)

Installing the code is quick and easy.

#### In OnceHub

[Section titled “In OnceHub”](#in-oncehub-1)

You’ll grab the code you need for Squarespace.

1. Go to the relevant chatbot
2. Click on the **Share** tab
3. Select **Dynamic reach out → Add chatbot to targeting**.
4. Once you’ve added it to the right targeting audience(s), select **Installation**.
5. Copy the code.

#### In GoDaddy

[Section titled “In GoDaddy”](#in-godaddy-1)

You’ll add the code [**to your header**](https://findhelp.wsb-estoregodaddy.com/hc/en-us/articles/360059681631-Header-HTML).

1. Edit your website.
2. In the left panel, click **Settings**.
3. Click **Head HTML**. [**Learn more**](https://findhelp.wsb-estoregodaddy.com/hc/en-us/articles/360059681631-Header-HTML)
4. Add the code to the **Head HTML** section and click **Save**.

That’s it! Your website can now display your targeted chatbot on the pages you want, according to the Audience rules you set.

# Adding Chatbots to Your Hubspot Website

> Adding a chatbot to your Hubspot website is quick and easy. You have three different options:

Adding a chatbot to your Hubspot website is quick and easy. You have three different options:

* **Widget on click** OR **lightbox on click**: A chatbot that pops up after a visitor clicks a specific button or link on your website. Engage with visitors in specific areas of your website, so you can learn more about them and qualify them further. All visitors to the page see this button or link and can click it to access the chatbot. Added to the html body of your site.
* **Automatic reachout**: Uses [**Audiences**](https://help.oncehub.com/product/chatbots/defining-audiences-for-your-website-visitors/), defining which type of visitors you want to target with a chatbot. You can show another Audience a different chatbot with different interactions. Added to the header.

Caution

Adding custom javascript requires a Hubspot paid plan with access to website pages and custom modules.

## Add a widget or lightbox to your website

[Section titled “Add a widget or lightbox to your website”](#add-a-widget-or-lightbox-to-your-website)

### Create the chatbot

[Section titled “Create the chatbot”](#create-the-chatbot)

[**Create the bot**](https://help.oncehub.com/product/chatbots/creating-chatbot/) as you prefer, either from scratch or using a template.

If an existing chatbot is close to what you’re wanting, you can duplicate that one instead by clicking the three-dot menu by that bot and selecting **Duplicate**.

When you’ve added the interactions you want, routed them, and designed the bot as you like, navigate to the **Publish** tab.

### Choose between two publishing options

[Section titled “Choose between two publishing options”](#choose-between-two-publishing-options)

* **Lightbox on click:** Opens over the whole website when clicked by the visitor and captures their attention completely.
* **Widget on click:** Pops up on the bottom right of the screen, within a chat frame. The visitor interacts with your bot within the widget and can still scroll through the website page.

### Install the code

[Section titled “Install the code”](#install-the-code)

#### In OnceHub

[Section titled “In OnceHub”](#in-oncehub)

You’ll grab the code you need for Squarespace.

1. On the **Share** tab, choose the publishing option you want (see above).
2. Copy the code.

#### In Hubspot

[Section titled “In Hubspot”](#in-hubspot)

To add custom javascript, you need to create a custom module with javascript required for loading. You’ll add this module on each individual website page where you want a chatbot.

1. [**Create a custom module**](https://knowledge.hubspot.com/design-manager/create-and-edit-modules) that includes the OnceHub code.
2. Adjust the code as needed (for instance, the text for the link).
3. Make sure the module uses the [**require\_js** function](https://developers.hubspot.com/docs/cms/building-blocks/modules/files#require-js). This will require the javascript to load for that module to work.
4. Add the custom module to your website page wherever you want it to display.
5. Save your website.

That’s it! Your website can now display your pop-up chatbot in the place you added it.

The default code you copied displays a link with the text “Start chat”. You can adjust this text however you like.

#### Use a button instead of a link

[Section titled “Use a button instead of a link”](#use-a-button-instead-of-a-link)

If you want a button for your chatbot rather than a link, you can use this code, adjusting relevant parts to identify your specific chatbot and define your preferences:

```plaintext
<!-- ChatOnce embed START -->
<script id="co-index" src=""ltr" href="https://cdn.oncehub.com/co/widget.js?website_id=WEB-##########&bot_type=2" rel="noopener nofollow noreferrer" target="_blank">https://cdn.oncehub.com/co/widget.js?website_id=WEB-##########&bot_type=2" defer></script>
<a
style="
background-color: #006bb1;
border-radius: 50px;
padding: 10px;
color: #ffffff;
font-family: "Arial";
font-size:18px;
font-weight: normal;
text-decoration: none;
"
data-co-bot-display="pop-up" data-co-bot="BOT-##########" href="#" >Start chat</a>
<!-- ChatOnce embed END -->
```

Items for updating in the button code:

* **Website ID code (REQUIRED)** - This starts with **WEB-**, followed by an alphanumeric sequence you can grab from your chatbot’s code on the Publish tab.

* **Bot ID code (REQUIRED)** - This starts with **BOT-**, followed by an alphanumeric sequence you can grab from your chatbot’s code on the Publish tab.

* Optional styling:

  * background-color - Match your website’s branding color
  * border-radius - The roundness of the button corner
  * padding - Size of the button around the text
  * color - Text color
  * font-family - The font you want the text to use
  * font-size - Size of font
  * font-weight - Normal, bold, etc.
  * text-decoration - Add an underline or other styling to the text
    * Keep in mind this will show at all times, whether hovering over the button or not

## Add a dynamic reachout chatbot to your website

[Section titled “Add a dynamic reachout chatbot to your website”](#add-a-dynamic-reachout-chatbot-to-your-website)

### Create the chatbot

[Section titled “Create the chatbot”](#create-the-chatbot-1)

[**Create the chatbot**](https://help.oncehub.com/product/chatbots/creating-chatbot/) as you prefer, either from scratch or using a template.

If an existing targeted chatbot is close to what you’re wanting, you can duplicate that one instead by clicking the three-dot menu by that chatbot and selecting **Duplicate**.

When you’ve added the interactions you want, routed them, and designed the chatbot as you like, navigate to the **Share** tab.

### Install code

[Section titled “Install code”](#install-code)

Installing the code is quick and easy.

#### In OnceHub

[Section titled “In OnceHub”](#in-oncehub-1)

You’ll grab the code you need for Squarespace.

1. Go to the relevant chatbot
2. Click on the **Share** tab
3. Select **Dynamic reach out → Add chatbot to targeting**.
4. Once you’ve added it to the right targeting audience(s), select **Installation**.
5. Copy the code.

#### In Hubspot

[Section titled “In Hubspot”](#in-hubspot-1)

You’ll add the code to your header, so it displays on every page of your site.

1. Edit your Hubspot content.
2. Go to **Advanced options** and add the code to the Head HTML. [Learn more](https://knowledge.hubspot.com/website-pages/add-code-to-the-head-or-footer-html-of-hubspot-content)
3. Save your content.

That’s it! Your website can now display your targeted chatbot on the pages you want, according to the Audience rules you set.

# Adding Chatbots to Your Leadpages Landing Page

> Adding a chatbot to your Leadpages landing page is quick and easy. You have three different options:

Adding a chatbot to your Leadpages landing page is quick and easy. You have three different options:

* **Widget on click** OR **lightbox on click**: A chatbot that pops up after a visitor clicks a specific button or link on your website. Engage with visitors in specific areas of your website, so you can learn more about them and qualify them further. All visitors to the page see this button or link and can click it to access the chatbot. Added to the html body of your site.
* **Dynamic reachout**: Uses [**Audiences**](https://help.oncehub.com/product/chatbots/defining-audiences-for-your-website-visitors/), defining which type of visitors you want to target with a chatbot. You can show another Audience a different chatbot with different interactions. Added to the header.

## Add a widget or lightbox to your website

[Section titled “Add a widget or lightbox to your website”](#add-a-widget-or-lightbox-to-your-website)

### Create the bot

[Section titled “Create the bot”](#create-the-bot)

[**Create the bot**](https://help.oncehub.com/product/chatbots/creating-chatbot/) as you prefer, either from scratch or using a template.

If an existing chatbot is close to what you’re wanting, you can duplicate that one instead by clicking the three-dot menu by that bot and selecting **Duplicate**.

When you’ve added the interactions you want, routed them, and designed the bot as you like, navigate to the **Publish** tab.

### Choose between two publishing options

[Section titled “Choose between two publishing options”](#choose-between-two-publishing-options)

* **Lightbox on click:** Opens over the whole website when clicked by the visitor and captures their attention completely.
* **Widget on click:** Pops up on the bottom right of the screen, within a chat frame. The visitor interacts with your bot within the widget and can still scroll through the website page.

### Install the code

[Section titled “Install the code”](#install-the-code)

#### In OnceHub

[Section titled “In OnceHub”](#in-oncehub)

You’ll grab the code you need for Squarespace.

1. On the **Share** tab, choose the publishing option you want (see above).
2. Copy the code.

#### In Leadpages

[Section titled “In Leadpages”](#in-leadpages)

You’ll add an [**HTML widget**](https://support.leadpages.com/hc/en-us/articles/216964338-The-HTML-widget) on your landing page, in each place where you want a chatbot. This creates an iframe on the page, where your chatbot will appear.

1. Edit your landing page.
2. Click **Widgets** and drag the **HTML** widget onto your page. You may have to click **Show More** if HTML isn’t listed. [**Learn more about the HTML widget**](https://support.leadpages.com/hc/en-us/articles/216964338-The-HTML-widget)
3. Paste the code from OnceHub and adjust as needed (for instance, the text for the link).
4. Save the widget.
5. Make sure the size of the widget is large enough on your page to hold the embedded chatbot in it, as you want it displayed.
6. Publish/update your landing page.

That’s it! Your landing page can now display your pop-up chatbot in the place you added it.

The default code you copied displays a link with the text “Start chat”. You can adjust this text however you like.

#### Use a button instead of a link

[Section titled “Use a button instead of a link”](#use-a-button-instead-of-a-link)

If you want a button for your chatbot rather than a link, you can use this code, adjusting relevant parts to identify your specific chatbot and define your preferences:

```plaintext
<!-- ChatOnce embed START -->
<script id="co-index" src=""ltr" href="https://cdn.oncehub.com/co/widget.js?website_id=WEB-##########&bot_type=2" rel="noopener nofollow noreferrer" target="_blank">https://cdn.oncehub.com/co/widget.js?website_id=WEB-##########&bot_type=2" defer></script>
<a
style="
background-color: #006bb1;
border-radius: 50px;
padding: 10px;
color: #ffffff;
font-family: "Arial";
font-size:18px;
font-weight: normal;
text-decoration: none;
"
data-co-bot-display="pop-up" data-co-bot="BOT-##########" href="#" >Start chat</a>
<!-- ChatOnce embed END -->
```

Items for updating in the button code:

* **Website ID code (REQUIRED)** - This starts with **WEB-**, followed by an alphanumeric sequence you can grab from your chatbot’s code on the Publish tab.

* **Bot ID code (REQUIRED)** - This starts with **BOT-**, followed by an alphanumeric sequence you can grab from your chatbot’s code on the Publish tab.

* Optional styling:

  * background-color - Match your website’s branding color
  * border-radius - The roundness of the button corner
  * padding - Size of the button around the text
  * color - Text color
  * font-family - The font you want the text to use
  * font-size - Size of font
  * font-weight - Normal, bold, etc.
  * text-decoration - Add an underline or other styling to the text
    * Keep in mind this will show at all times, whether hovering over the button or not

## Add a dynamic reachout chatbot to your website

[Section titled “Add a dynamic reachout chatbot to your website”](#add-a-dynamic-reachout-chatbot-to-your-website)

### Create the chatbot

[Section titled “Create the chatbot”](#create-the-chatbot)

[**Create the chatbot**](https://help.oncehub.com/product/chatbots/creating-chatbot/) as you prefer, either from scratch or using a template.

If an existing targeted chatbot is close to what you’re wanting, you can duplicate that one instead by clicking the three-dot menu by that chatbot and selecting **Duplicate**.

When you’ve added the interactions you want, routed them, and designed the chatbot as you like, navigate to the **Share** tab.

### Install code

[Section titled “Install code”](#install-code)

Installing the code is quick and easy.

#### In OnceHub

[Section titled “In OnceHub”](#in-oncehub-1)

You’ll grab the code you need for Squarespace.

1. Go to the relevant chatbot
2. Click on the **Share** tab
3. Select **Dynamic reach out → Add chatbot to targeting**.
4. Once you’ve added it to the right targeting audience(s), select **Installation**.
5. Copy the code.

#### In Leadpages

[Section titled “In Leadpages”](#in-leadpages-1)

You’ll add the code to your header with [**code injection**](https://support.squarespace.com/hc/en-us/articles/205815908-Using-code-injection).

1. Go to **Settings** for your landing page.
2. Select Analytics.
3. Add the code to the **Head Section Tracking Code** section and click **Save**, then **Update**.

That’s it! Your landing page can now display your targeted chatbot on the pages you want, according to the Audience rules you set.

[**Learn more about updating this section**](https://support.leadpages.com/hc/en-us/articles/115007582368-Third-party-tracking-and-analytics) in Leadpages.

# Adding Chatbots to Your Squarespace Website

> Adding a chatbot to your Squarespace website is quick and easy. You have three different options:

Adding a chatbot to your Squarespace website is quick and easy. You have three different options:

* **Widget on click** OR **lightbox on click**: A chatbot that pops up after a visitor clicks a specific button or link on your website. Engage with visitors in specific areas of your website, so you can learn more about them and qualify them further. All visitors to the page see this button or link and can click it to access the chatbot. Added to the html body of your site.
* **Dynamic reachout**: Uses [**Audiences**](https://help.oncehub.com/product/chatbots/defining-audiences-for-your-website-visitors/), defining which type of visitors you want to target with a chatbot. You can show another Audience a different chatbot with different interactions. Added to the header.

Caution

Adding custom javascript requires a **Squarespace** **Business** or **Commerce** plan.

## Add a widget or lightbox to your website

[Section titled “Add a widget or lightbox to your website”](#add-a-widget-or-lightbox-to-your-website)

### Create the bot

[Section titled “Create the bot”](#create-the-bot)

[**Create the bot**](https://help.oncehub.com/product/chatbots/creating-chatbot/) as you prefer, either from scratch or using a template.

If an existing chatbot is close to what you’re wanting, you can duplicate that one instead by clicking the three-dot menu by that bot and selecting **Duplicate**.

When you’ve added the interactions you want, routed them, and designed the bot as you like, navigate to the **Publish** tab.

### Choose between two publishing options

[Section titled “Choose between two publishing options”](#choose-between-two-publishing-options)

* **Lightbox on click:** Opens over the whole website when clicked by the visitor and captures their attention completely.
* **Widget on click:** Pops up on the bottom right of the screen, within a chat frame. The visitor interacts with your bot within the widget and can still scroll through the website page.

### Install the code

[Section titled “Install the code”](#install-the-code)

#### In OnceHub

[Section titled “In OnceHub”](#in-oncehub)

You’ll grab the code you need for Squarespace.

1. On the **Share** tab, choose the publishing option you want (see above).
2. Copy the code.

#### In Squarespace

[Section titled “In Squarespace”](#in-squarespace)

You’ll add a [**code block**](https://support.squarespace.com/hc/en-us/articles/206543167-Code-blocks) on your website, on each individual page where you want a chatbot.

1. Edit your website.
2. Click to [**add content with a block**](https://support.squarespace.com/hc/en-us/articles/206543757).
3. In the **Basic** section, select **Code**.
4. The selected **Mode** should be HTML.
5. Paste the code from OnceHub and adjust as needed (for instance, the text for the link).
6. Save your website.

That’s it! Your website can now display your chatbot in the place you added it.

The default code you copied displays a link with the text “Start chat”. You can adjust this text however you like.

#### Use a button instead of a link

[Section titled “Use a button instead of a link”](#use-a-button-instead-of-a-link)

If you want a button for your chatbot rather than a link, you can use this code, adjusting relevant parts to identify your specific chatbot and define your preferences:

```plaintext
<!-- ChatOnce embed START -->
<script id="co-index" src="https://cdn.oncehub.com/co/widget.js?website_id=WEB-##########&bot_type=2" defer></script>
<a
style="
background-color: #006bb1;
border-radius: 50px;
padding: 10px;
color: #ffffff;
font-family: "Arial";
font-size:18px;
font-weight: normal;
text-decoration: none;
"
data-co-bot-display="pop-up" data-co-bot="BOT-##########" href="#" >Start chat</a>
<!-- ChatOnce embed END -->
```

Items for updating in the button code:

* **Website ID code (REQUIRED)** - This starts with **WEB-**, followed by an alphanumeric sequence you can grab from your chatbot’s code on the Publish tab.

* **Bot ID code (REQUIRED)** - This starts with **BOT-**, followed by an alphanumeric sequence you can grab from your chatbot’s code on the Publish tab.

* Optional styling:

  * background-color - Match your website’s branding color
  * border-radius - The roundness of the button corner
  * padding - Size of the button around the text
  * color - Text color
  * font-family - The font you want the text to use
  * font-size - Size of font
  * font-weight - Normal, bold, etc.
  * text-decoration - Add an underline or other styling to the text
  * Keep in mind this will show at all times, whether hovering over the button or not

## Add a dynamic reachout chatbot to your website

[Section titled “Add a dynamic reachout chatbot to your website”](#add-a-dynamic-reachout-chatbot-to-your-website)

### Create the chatbot

[Section titled “Create the chatbot”](#create-the-chatbot)

[**Create the chatbot**](https://help.oncehub.com/product/chatbots/creating-chatbot/) as you prefer, either from scratch or using a template.

If an existing targeted chatbot is close to what you’re wanting, you can duplicate that one instead by clicking the three-dot menu by that chatbot and selecting **Duplicate**.

When you’ve added the interactions you want, routed them, and designed the chatbot as you like, navigate to the **Share** tab.

### Install code

[Section titled “Install code”](#install-code)

Installing the code is quick and easy.

#### In OnceHub

[Section titled “In OnceHub”](#in-oncehub-1)

You’ll grab the code you need for Squarespace.

1. Go to the relevant chatbot
2. Click on the **Share** tab
3. Select **Dynamic reach out → Add chatbot to targeting**.
4. Once you’ve added it to the right targeting audience(s), select **Installation**.
5. Copy the code.

#### In Squarespace

[Section titled “In Squarespace”](#in-squarespace-1)

You’ll add the code to your header with [**code injection**](https://support.squarespace.com/hc/en-us/articles/205815908-Using-code-injection).

1. Edit your website.
2. In the Home menu, go to **Settings** **→** **Advanced** **→** **Code injection**.
3. Add the code to the **Header** section and click **Save**.

That’s it! Your website can now display your targeted chatbot on the pages you want, according to the Audience rules you set.

# Adding Chatbots to Your Unbounce Landing Page

> Adding a chatbot to your Unbounce landing page is quick and easy. You have three different options:

Adding a chatbot to your Unbounce landing page is quick and easy. You have three different options:

* **Widget on click** OR **lightbox on click**: A chatbot that pops up after a visitor clicks a specific button or link on your website. Engage with visitors in specific areas of your website, so you can learn more about them and qualify them further. All visitors to the page see this button or link and can click it to access the chatbot. Added to the html body of your site.
* **Dynamic reachout**: Uses [**Audiences**](https://help.oncehub.com/product/chatbots/defining-audiences-for-your-website-visitors/), defining which type of visitors you want to target with a chatbot. You can show another Audience a different chatbot with different interactions. Added to the header.

Caution

You can add custom javascript when working in the Classic Unbounce Builder only.

## Add a widget or lightbox to your website

[Section titled “Add a widget or lightbox to your website”](#add-a-widget-or-lightbox-to-your-website)

### Create the bot

[Section titled “Create the bot”](#create-the-bot)

[**Create the bot**](https://help.oncehub.com/product/chatbots/creating-chatbot/) as you prefer, either from scratch or using a template.

If an existing chatbot is close to what you’re wanting, you can duplicate that one instead by clicking the three-dot menu by that bot and selecting **Duplicate**.

When you’ve added the interactions you want, routed them, and designed the bot as you like, navigate to the **Publish** tab.

### Choose between two publishing options

[Section titled “Choose between two publishing options”](#choose-between-two-publishing-options)

* **Lightbox on click:** Opens over the whole website when clicked by the visitor and captures their attention completely.
* **Widget on click:** Pops up on the bottom right of the screen, within a chat frame. The visitor interacts with your bot within the widget and can still scroll through the website page.

### Install the code

[Section titled “Install the code”](#install-the-code)

#### In OnceHub

[Section titled “In OnceHub”](#in-oncehub)

You’ll grab the code you need for Squarespace.

1. On the **Share** tab, choose the publishing option you want (see above).
2. Copy the code.

#### In Unbounce

[Section titled “In Unbounce”](#in-unbounce)

In the Classic Builder, you’ll use a [**custom HTML widget**](https://documentation.unbounce.com/hc/en-us/articles/360034877112-How-Do-I-Embed-Custom-HTML-or-Widgets-onto-my-Landing-Page-) in each individual place where you want a chatbot. This creates an iframe on the page, where your chatbot will appear.

1. Edit your landing page.
2. Click to add a [**custom HTML widget**](https://documentation.unbounce.com/hc/en-us/articles/360034877112-How-Do-I-Embed-Custom-HTML-or-Widgets-onto-my-Landing-Page-).
3. In the **Embed Custom HTML Code** section, paste the code from OnceHub and adjust as needed (for instance, the text for the link).
4. Make sure the size of the widget is large enough on your page to hold the embedded chatbot in it, as you want it displayed. This may require multiple attempts as you adjust and preview.
5. Save your page.

That’s it! Your landing page can now display your pop-up chatbot in the place you added it.

The default code you copied displays a link with the text “Start chat”. You can adjust this text however you like.

#### Use a button instead of a link

[Section titled “Use a button instead of a link”](#use-a-button-instead-of-a-link)

If you want a button for your chatbot rather than a link, you can use this code, adjusting relevant parts to identify your specific chatbot and define your preferences:

```plaintext
<!-- ChatOnce embed START -->
<script id="co-index" src=""ltr" href="https://cdn.oncehub.com/co/widget.js?website_id=WEB-##########&bot_type=2" rel="noopener nofollow noreferrer" target="_blank">https://cdn.oncehub.com/co/widget.js?website_id=WEB-##########&bot_type=2" defer></script>
<a
style="
background-color: #006bb1;
border-radius: 50px;
padding: 10px;
color: #ffffff;
font-family: "Arial";
font-size:18px;
font-weight: normal;
text-decoration: none;
"
data-co-bot-display="pop-up" data-co-bot="BOT-##########" href="#" >Start chat</a>
<!-- ChatOnce embed END -->
```

Items for updating in the button code:

* **Website ID code (REQUIRED)** - This starts with **WEB-**, followed by an alphanumeric sequence you can grab from your chatbot’s code on the Publish tab.

* **Bot ID code (REQUIRED)** - This starts with **BOT-**, followed by an alphanumeric sequence you can grab from your chatbot’s code on the Publish tab.

* Optional styling:

  * background-color - Match your website’s branding color
  * border-radius - The roundness of the button corner
  * padding - Size of the button around the text
  * color - Text color
  * font-family - The font you want the text to use
  * font-size - Size of font
  * font-weight - Normal, bold, etc.
  * text-decoration - Add an underline or other styling to the text
    * Keep in mind this will show at all times, whether hovering over the button or not

## Add a dynamic reachout chatbot to your website

[Section titled “Add a dynamic reachout chatbot to your website”](#add-a-dynamic-reachout-chatbot-to-your-website)

### Create the chatbot

[Section titled “Create the chatbot”](#create-the-chatbot)

[**Create the chatbot**](https://help.oncehub.com/product/chatbots/creating-chatbot/) as you prefer, either from scratch or using a template.

If an existing targeted chatbot is close to what you’re wanting, you can duplicate that one instead by clicking the three-dot menu by that chatbot and selecting **Duplicate**.

When you’ve added the interactions you want, routed them, and designed the chatbot as you like, navigate to the **Share** tab.

### Install code

[Section titled “Install code”](#install-code)

Installing the code is quick and easy.

#### In OnceHub

[Section titled “In OnceHub”](#in-oncehub-1)

You’ll grab the code you need for Squarespace.

1. Go to the relevant chatbot
2. Click on the **Share** tab
3. Select **Dynamic reach out → Add chatbot to targeting**.
4. Once you’ve added it to the right targeting audience(s), select **Installation**.
5. Copy the code.

#### In Unbounce

[Section titled “In Unbounce”](#in-unbounce-1)

You’ll add the javascript code to your header.

1. Edit your landing page in the Classic Builder.
2. In the lower menu, click the **Javascripts** button.
3. For the **Placement** option, add it to the **Head** section and click **Done**.
4. **Save** your page to finalize the change.

That’s it! Your landing page can now display your targeted chatbot, according to the Audience rules you set.

# Adding Chatbots to Your Weebly Website

> Adding a chatbot to your Weebly website is quick and easy. You have three different options:

Adding a chatbot to your Weebly website is quick and easy. You have three different options:

* **Widget on click** OR **lightbox on click**: A chatbot that pops up after a visitor clicks a specific button or link on your website. Engage with visitors in specific areas of your website, so you can learn more about them and qualify them further. All visitors to the page see this button or link and can click it to access the chatbot. Added to the html body of your site.
* **Automatic reachout**: Uses [**Audiences**](https://help.oncehub.com/product/chatbots/defining-audiences-for-your-website-visitors/), defining which type of visitors you want to target with a chatbot. You can show another Audience a different chatbot with different interactions. Added to the header.

Caution

Adding custom javascript requires a **Weebly** Professional or Performance plan.

## Add a widget or lightbox to your website

[Section titled “Add a widget or lightbox to your website”](#add-a-widget-or-lightbox-to-your-website)

### Create the bot

[Section titled “Create the bot”](#create-the-bot)

[**Create the bot**](https://help.oncehub.com/product/chatbots/creating-chatbot/) as you prefer, either from scratch or using a template.

If an existing chatbot is close to what you’re wanting, you can duplicate that one instead by clicking the three-dot menu by that bot and selecting **Duplicate**.

When you’ve added the interactions you want, routed them, and designed the bot as you like, navigate to the **Publish** tab.

### Choose between two publishing options

[Section titled “Choose between two publishing options”](#choose-between-two-publishing-options)

* **Lightbox on click:** Opens over the whole website when clicked by the visitor and captures their attention completely.
* **Widget on click:** Pops up on the bottom right of the screen, within a chat frame. The visitor interacts with your bot within the widget and can still scroll through the website page.

### Install the code

[Section titled “Install the code”](#install-the-code)

#### In OnceHub

[Section titled “In OnceHub”](#in-oncehub)

You’ll grab the code you need for Squarespace.

1. On the **Share** tab, choose the publishing option you want (see above).
2. Copy the code.

#### In Weebly

[Section titled “In Weebly”](#in-weebly)

You’ll add an [**Embed Code** element](https://www.weebly.com/app/help/us/en/topics/create-widgets-embed-code-and-add-external-content) to your website, on each individual page where you want a chatbot.

1. Edit your website.
2. Add an **Embed code** element to the site.
3. Click on the element and **Edit Custom HTML**.
4. Paste the code from OnceHub and adjust as needed (for instance, the text for the link).
5. Publish your website.

That’s it! Your website can now display your pop-up chatbot in the place you added it.

The default code you copied displays a link with the text “Start chat”. You can adjust this text however you like.

#### Use a button instead of a link

[Section titled “Use a button instead of a link”](#use-a-button-instead-of-a-link)

If you want a button for your chatbot rather than a link, you can use this code, adjusting relevant parts to identify your specific chatbot and define your preferences:

```plaintext
<!-- ChatOnce embed START -->
<script id="co-index" src=""ltr" href="https://cdn.oncehub.com/co/widget.js?website_id=WEB-##########&bot_type=2" rel="noopener nofollow noreferrer" target="_blank">https://cdn.oncehub.com/co/widget.js?website_id=WEB-##########&bot_type=2" defer></script>
<a
style="
background-color: #006bb1;
border-radius: 50px;
padding: 10px;
color: #ffffff;
font-family: "Arial";
font-size:18px;
font-weight: normal;
text-decoration: none;
"
data-co-bot-display="pop-up" data-co-bot="BOT-##########" href="#" >Start chat</a>
<!-- ChatOnce embed END -->
```

Items for updating in the button code:

* **Website ID code (REQUIRED)** - This starts with **WEB-**, followed by an alphanumeric sequence you can grab from your chatbot’s code on the Publish tab.

* **Bot ID code (REQUIRED)** - This starts with **BOT-**, followed by an alphanumeric sequence you can grab from your chatbot’s code on the Publish tab.

* Optional styling:

  * background-color - Match your website’s branding color
  * border-radius - The roundness of the button corner
  * padding - Size of the button around the text
  * color - Text color
  * font-family - The font you want the text to use
  * font-size - Size of font
  * font-weight - Normal, bold, etc.
  * text-decoration - Add an underline or other styling to the text
    * Keep in mind this will show at all times, whether hovering over the button or not

## Add a dynamic reachout chatbot to your website

[Section titled “Add a dynamic reachout chatbot to your website”](#add-a-dynamic-reachout-chatbot-to-your-website)

### Create the chatbot

[Section titled “Create the chatbot”](#create-the-chatbot)

[**Create the chatbot**](https://help.oncehub.com/product/chatbots/creating-chatbot/) as you prefer, either from scratch or using a template.

If an existing targeted chatbot is close to what you’re wanting, you can duplicate that one instead by clicking the three-dot menu by that chatbot and selecting **Duplicate**.

When you’ve added the interactions you want, routed them, and designed the chatbot as you like, navigate to the **Share** tab.

### Install code

[Section titled “Install code”](#install-code)

Installing the code is quick and easy.

#### In OnceHub

[Section titled “In OnceHub”](#in-oncehub-1)

You’ll grab the code you need for Squarespace.

1. Go to the relevant chatbot
2. Click on the **Share** tab
3. Select **Dynamic reach out → Add chatbot to targeting**.
4. Once you’ve added it to the right targeting audience(s), select **Installation**.
5. Copy the code.

#### In Weebly

[Section titled “In Weebly”](#in-weebly-1)

You’ll add the code to your header so it’s added to all pages.

1. Edit your website.
2. Go to **Theme** \***\*→\*\*** **Edit HTML / CSS** in the lower left-hand menu \***\*→\*\*** Select **header.html**.
3. Add the code to the header doc and click **Save**.

That’s it! Your website can now display your targeted chatbot on the pages you want, according to the Audience rules you set.

# Adding Chatbots to Your Wix Website

> Adding a chatbot to your Wix website is quick and easy. You have three different options:

Adding a chatbot to your Wix website is quick and easy. You have three different options:

* **Widget on click** OR **lightbox on click**: A chatbot that pops up after a visitor clicks a specific button or link on your website. Engage with visitors in specific areas of your website, so you can learn more about them and qualify them further. All visitors to the page see this button or link and can click it to access the chatbot. Added to the html body of your site.
* **Dynamic reachout**: Uses [**Audiences**](https://help.oncehub.com/product/chatbots/defining-audiences-for-your-website-visitors/), defining which type of visitors you want to target with a chatbot. You can show another Audience a different chatbot with different interactions. Added to the header.

Caution

Adding custom code may require **Premium features** and a connected domain. [Learn more](https://support.wix.com/en/article/embedding-custom-code-to-your-site#adding-custom-code-to-your-site)

## Add a widget or lightbox to your website

[Section titled “Add a widget or lightbox to your website”](#add-a-widget-or-lightbox-to-your-website)

### Create the bot

[Section titled “Create the bot”](#create-the-bot)

[**Create the bot**](https://help.oncehub.com/product/chatbots/creating-chatbot/) as you prefer, either from scratch or using a template.

If an existing chatbot is close to what you’re wanting, you can duplicate that one instead by clicking the three-dot menu by that bot and selecting **Duplicate**.

When you’ve added the interactions you want, routed them, and designed the bot as you like, navigate to the **Publish** tab.

### Choose between two publishing options

[Section titled “Choose between two publishing options”](#choose-between-two-publishing-options)

* **Lightbox on click:** Opens over the whole website when clicked by the visitor and captures their attention completely.
* **Widget on click:** Pops up on the bottom right of the screen, within a chat frame. The visitor interacts with your bot within the widget and can still scroll through the website page.

### Install the code

[Section titled “Install the code”](#install-the-code)

#### In OnceHub

[Section titled “In OnceHub”](#in-oncehub)

You’ll grab the code you need for Squarespace.

1. On the **Share** tab, choose the publishing option you want (see above).
2. Copy the code.

## In Wix

[Section titled “In Wix”](#in-wix)

You’ll [**embed a widget**](https://support.wix.com/en/article/wix-editor-embedding-a-site-or-a-widget) on your website, on each individual page where you want a chatbot. This creates an iframe on the page, where your chatbot will appear.

1. Edit your website.
2. Click + to [**add the widget**](https://support.wix.com/en/article/wix-editor-embedding-a-site-or-a-widget).
3. Go to **Embed** **→** **Embed a widget**.
4. Make sure the size of the widget is large enough on your page to hold the embedded chatbot in it, as you want it displayed.
5. Paste the code from OnceHub and adjust as needed (for instance, the sizing or the text for the link).
6. Save your website.

That’s it! Your website can now display your pop-up chatbot in the place you added it.

The default code you copied displays a link with the text “Start chat”. You can adjust this text however you like.

#### Use a button instead of a link

[Section titled “Use a button instead of a link”](#use-a-button-instead-of-a-link)

If you want a button for your chatbot rather than a link, you can use this code, adjusting relevant parts to identify your specific chatbot and define your preferences:

```plaintext
<!-- ChatOnce embed START -->
<script id="co-index" src=""ltr" href="https://cdn.oncehub.com/co/widget.js?website_id=WEB-##########&bot_type=2" rel="noopener nofollow noreferrer" target="_blank">https://cdn.oncehub.com/co/widget.js?website_id=WEB-##########&bot_type=2" defer></script>
<a
style="
background-color: #006bb1;
border-radius: 50px;
padding: 10px;
color: #ffffff;
font-family: "Arial";
font-size:18px;
font-weight: normal;
text-decoration: none;
"
data-co-bot-display="pop-up" data-co-bot="BOT-##########" href="#" >Start chat</a>
<!-- ChatOnce embed END -->
```

Items for updating in the button code:

* **Website ID code (REQUIRED)** - This starts with **WEB-**, followed by an alphanumeric sequence you can grab from your chatbot’s code on the Publish tab.

* **Bot ID code (REQUIRED)** - This starts with **BOT-**, followed by an alphanumeric sequence you can grab from your chatbot’s code on the Publish tab.

* Optional styling:

  * background-color - Match your website’s branding color
  * border-radius - The roundness of the button corner
  * padding - Size of the button around the text
  * color - Text color
  * font-family - The font you want the text to use
  * font-size - Size of font
  * font-weight - Normal, bold, etc.
  * text-decoration - Add an underline or other styling to the text
    * Keep in mind this will show at all times, whether hovering over the button or not

## Add a dynamic reachout chatbot to your website

[Section titled “Add a dynamic reachout chatbot to your website”](#add-a-dynamic-reachout-chatbot-to-your-website)

### Create the chatbot

[Section titled “Create the chatbot”](#create-the-chatbot)

[**Create the chatbot**](https://help.oncehub.com/product/chatbots/creating-chatbot/) as you prefer, either from scratch or using a template.

If an existing targeted chatbot is close to what you’re wanting, you can duplicate that one instead by clicking the three-dot menu by that chatbot and selecting **Duplicate**.

When you’ve added the interactions you want, routed them, and designed the chatbot as you like, navigate to the **Share** tab.

### Install code

[Section titled “Install code”](#install-code)

Installing the code is quick and easy.

#### In OnceHub

[Section titled “In OnceHub”](#in-oncehub-1)

You’ll grab the code you need for Squarespace.

1. Go to the relevant chatbot
2. Click on the **Share** tab
3. Select **Dynamic reach out → Add chatbot to targeting**.
4. Once you’ve added it to the right targeting audience(s), select **Installation**.
5. Copy the code.

#### In Wix

[Section titled “In Wix”](#in-wix-1)

To add custom code to your header, you need access to Wix Premium features, a published site, and a connected domain.

1. Follow the Wix directions for [**adding custom code**](https://support.wix.com/en/article/embedding-custom-code-to-your-site#adding-custom-code-to-your-site) to your header.
2. For **Add code to Pages**, select **All pages**.
3. For **Place code in**, select **Head**.
4. Paste the code from OnceHub and click **Apply**.

That’s it! Your website can now display your targeted chatbot on the pages you want, according to the Audience rules you set.

# Adding Chatbots to Your Wordpress Website

> Adding a chatbot to your Wordpress website is quick and easy. You have three different options:

Adding a chatbot to your Wordpress website is quick and easy. You have three different options:

* **Widget on click** OR **lightbox on click**: A chatbot that pops up after a visitor clicks a specific button or link on your website. Engage with visitors in specific areas of your website, so you can learn more about them and qualify them further. All visitors to the page see this button or link and can click it to access the chatbot. Added to the html body of your site.
* **Dynamic reachout**: Uses [**Audiences**](https://help.oncehub.com/product/chatbots/defining-audiences-for-your-website-visitors/), defining which type of visitors you want to target with a chatbot. You can show another Audience a different chatbot with different interactions. Added to the header.

Caution

If you are using Wordpress.com, you will need a Wordpress.com **Business** or **eCommerce** plan to use custom javascript and plugins.

If you are using a self-hosted Wordpress site, you can install any plugins you like without purchasing a Wordpress subscription.

## Add a widget or lightbox to your website

[Section titled “Add a widget or lightbox to your website”](#add-a-widget-or-lightbox-to-your-website)

### Create the bot

[Section titled “Create the bot”](#create-the-bot)

[**Create the bot**](https://help.oncehub.com/product/chatbots/creating-chatbot/) as you prefer, either from scratch or using a template.

If an existing chatbot is close to what you’re wanting, you can duplicate that one instead by clicking the three-dot menu by that bot and selecting **Duplicate**.

When you’ve added the interactions you want, routed them, and designed the bot as you like, navigate to the **Publish** tab.

### Choose between two publishing options

[Section titled “Choose between two publishing options”](#choose-between-two-publishing-options)

* **Lightbox on click:** Opens over the whole website when clicked by the visitor and captures their attention completely.
* **Widget on click:** Pops up on the bottom right of the screen, within a chat frame. The visitor interacts with your bot within the widget and can still scroll through the website page.

### Install the code

[Section titled “Install the code”](#install-the-code)

#### In OnceHub

[Section titled “In OnceHub”](#in-oncehub)

You’ll grab the code you need for Squarespace.

1. On the **Share** tab, choose the publishing option you want (see above).
2. Copy the code.

#### In Wordpress

[Section titled “In Wordpress”](#in-wordpress)

You’ll add a custom embed plugin that allows you to add custom javascript to your pages. You’ll add an embed on each individual page where you want a chatbot.

1. Install and activate the custom javascript embed plugin of your choice. [**Learn more**](https://wordpress.com/support/code/)
2. Edit your website.
3. Add a custom embed wherever you’d like to add a chatbot link.
4. Paste the code from OnceHub and adjust as needed (for instance, the text for the link).
5. Save your website.

That’s it! Your website can now display your pop-up chatbot in the place you added it.

The default code you copied displays a link with the text “Start chat”. You can adjust this text however you like.

#### Use a button instead of a link

[Section titled “Use a button instead of a link”](#use-a-button-instead-of-a-link)

If you want a button for your chatbot rather than a link, you can use this code, adjusting relevant parts to identify your specific chatbot and define your preferences:

```plaintext
<!-- ChatOnce embed START -->
<script id="co-index" src=""ltr" href="https://cdn.oncehub.com/co/widget.js?website_id=WEB-##########&bot_type=2" rel="noopener nofollow noreferrer" target="_blank">https://cdn.oncehub.com/co/widget.js?website_id=WEB-##########&bot_type=2" defer></script>
<a
style="
background-color: #006bb1;
border-radius: 50px;
padding: 10px;
color: #ffffff;
font-family: "Arial";
font-size:18px;
font-weight: normal;
text-decoration: none;
"
data-co-bot-display="pop-up" data-co-bot="BOT-##########" href="#" >Start chat</a>
<!-- ChatOnce embed END -->
```

Items for updating in the button code:

* **Website ID code (REQUIRED)** - This starts with **WEB-**, followed by an alphanumeric sequence you can grab from your chatbot’s code on the Publish tab.

* **Bot ID code (REQUIRED)** - This starts with **BOT-**, followed by an alphanumeric sequence you can grab from your chatbot’s code on the Publish tab.

* Optional styling:

  * background-color - Match your website’s branding color
  * border-radius - The roundness of the button corner
  * padding - Size of the button around the text
  * color - Text color
  * font-family - The font you want the text to use
  * font-size - Size of font
  * font-weight - Normal, bold, etc.
  * text-decoration - Add an underline or other styling to the text
    * Keep in mind this will show at all times, whether hovering over the button or not

## Add a dynamic reachout chatbot to your website

[Section titled “Add a dynamic reachout chatbot to your website”](#add-a-dynamic-reachout-chatbot-to-your-website)

### Create the chatbot

[Section titled “Create the chatbot”](#create-the-chatbot)

[**Create the chatbot**](https://help.oncehub.com/product/chatbots/creating-chatbot/) as you prefer, either from scratch or using a template.

If an existing targeted chatbot is close to what you’re wanting, you can duplicate that one instead by clicking the three-dot menu by that chatbot and selecting **Duplicate**.

When you’ve added the interactions you want, routed them, and designed the chatbot as you like, navigate to the **Share** tab.

### Install code

[Section titled “Install code”](#install-code)

Installing the code is quick and easy.

#### In OnceHub

[Section titled “In OnceHub”](#in-oncehub-1)

You’ll grab the code you need for Squarespace.

1. Go to the relevant chatbot
2. Click on the **Share** tab
3. Select **Dynamic reach out → Add chatbot to targeting**.
4. Once you’ve added it to the right targeting audience(s), select **Installation**.
5. Copy the code.

#### In Wordpress

[Section titled “In Wordpress”](#in-wordpress-1)

Your OnceHub code should be added to your site’s header so it is included on every page.

The simplest way to add custom javascript code to your header in Wordpress is with a plugin.

1. Install and activate the custom header plugin of your choice. [**Learn more**](https://wordpress.com/support/adding-code-to-headers/)
2. Paste the custom code from OnceHub to your header and save.

That’s it! Your website can now display your targeted chatbot on the pages you want, according to the Audience rules you set.

# Adding Messages to Your Chatbot

> The Flow Builder for Chatbots is a flexible tool designed to enhance the user experience by allowing you to add messages to provide information, share docume...

The Flow Builder for Chatbots is a flexible tool designed to enhance the user experience by allowing you to add messages to provide information, share documents, and more with your guests while they are interacting with the bot.

In this article we will focus on the various messages that you can add to your bot within the Flow Builder.

***

## How to Access the Flow Builder

[Section titled “How to Access the Flow Builder”](#how-to-access-the-flow-builder)

1. Click on **Chatbots** in the left-hand navigation menu.
2. Select the Chatbot you want to edit.

Once here you can drag and drop messages from the **Add Interaction** pane on the right into your Chatbot.

***

## Types of Messages Available

[Section titled “Types of Messages Available”](#types-of-messages-available)

The Flow Builder provides a variety of message types to help you collect and qualify information. Below are the available question types and their purposes:

* **Text message:** This message displays simple, plain text within the bot.
* **URL:** Add a clickable link that guests can use to access webpages or resources.
* **Image:** Insert an image to visually engage guests or share visual guides.
* **Video:** Add a video for guests to watch. Note that the maximum file size is 250 MB.
* **Document:** Upload a document, such as a PDF, for guests to download.

# Adding Questions to Your Chatbot

> The Flow Builder for Chatbots is a flexible tool designed to enhance the user experience by allowing you to add questions to gather information, set conditio...

The Flow Builder for Chatbots is a flexible tool designed to enhance the user experience by allowing you to add questions to gather information, set conditional routing based on guest responses, and set actions for the bot to take.

In this article we will focus on the various questions that you can add to your bot within the Flow Builder.

***

## How to Access the Flow Builder

[Section titled “How to Access the Flow Builder”](#how-to-access-the-flow-builder)

1. Click on **Chatbots** in the left-hand navigation menu.
2. Select the Chatbot you want to edit.

Once here you can drag and drop questions from the **Add Interaction** pane on the right into your Chatbot.

***

## Types of Questions Available

[Section titled “Types of Questions Available”](#types-of-questions-available)

The Flow Builder provides a variety of question types to help you collect and qualify information. Below are the available question types and their purposes:

* **Single select:** Guests choose one answer from multiple options. Ideal for straightforward selection questions.
* **Free text:** Allow guests to provide written responses in their own words. Useful for open-ended questions.
* **Email:** Collect email addresses from your guests. Perfect for contact information needs.
* **Phone:** Request your guest’s phone number for outreach purposes.
* **Multi select:** Guests can select multiple options. Great for surveys or multi-choice scenarios.
* **Number:** Gather numerical values. This works well for quantities or measurements.
* **Date & time:** Guests can enter date and time values. Great for capturing event timing details.
* **Date:** Allow guests to select a date. Great for capturing information such as date of birth.
* **Time:** Allow the guest to select a time as a response.

***

## Saving Guest Responses to OnceHub Contact Fields

[Section titled “Saving Guest Responses to OnceHub Contact Fields”](#saving-guest-responses-to-oncehub-contact-fields)

Once responses are collected, you have the option to save them to existing Contact fields within OnceHub. This feature is particularly useful for sending guest information to third-party integrations, such as CRM systems.

To learn more about Contacts, please check out our [**Contact Fields Library article**](https://help.oncehub.com/contact-management/introduction-to-contacts-in-oncehub/).

### Saving a Response to a Contact Field

[Section titled “Saving a Response to a Contact Field”](#saving-a-response-to-a-contact-field)

1. Select the Question you want to save to a Contact.
2. Select **In the conversation and as a contact field** in the Interaction Pane on the right.
3. Select the field from the **Contact Field** dropdown.
4. Click **Save**.

***

## What’s Next?

[Section titled “What’s Next?”](#whats-next)

After adding your questions, consider configuring routing settings to direct interactions based on guest responses. Check out our [**Routing your Interactions article**](https://help.oncehub.com/product/chatbots/routing-your-interactions-in-chatbots/) for more information.

# AI Instruction Template for Business Consulting

> Use this template as a starting point to design clear and effective instructions for the AI Conversation action in your chatbot.

Use this template as a starting point to design clear and effective instructions for the AI Conversation action in your chatbot.

***

## Instructions

[Section titled “Instructions”](#instructions)

### Personality

[Section titled “Personality”](#personality)

You are an AI sales assistant bot from our company. Maintain a welcoming and informative tone throughout the conversation. Always ask the question in your response in a new paragraph. Responses should be no longer than 30 words.

### Conversation stages

[Section titled “Conversation stages”](#conversation-stages)

1\. Introduce yourself and foster an open communication.

2\. Understand what the visitor is looking for.

3\. Identify the main pain point of the visitor.

4\. Explain how we can solve the pain point and what makes us different.

5\. Ask the visitor if they want to discuss in more detail with one of our consultants.

6\. Ask for the missing information that is needed for the handoff rules.

7\. Ask the visitor if they can now be handed off for arranging contact with a consultant.

### Restrictions

[Section titled “Restrictions”](#restrictions)

Never promise a successful outcome and advise that a consultant will be able to advise better.

Don’t ask for name, contact number, email address or a date or time to meet.

### Custom routing rules

[Section titled “Custom routing rules”](#custom-routing-rules)

If: The visitor has a budget for consultancy services of $1000 or less

Then route to: Email

If: The visitor has a budget for consultancy services of $5000 or more

Then route to: Meeting

# AI Instruction Template for Coaching

> Use this template as a starting point to design clear and effective instructions for the AI Conversation action in your chatbot.

Use this template as a starting point to design clear and effective instructions for the AI Conversation action in your chatbot.

***

## Instructions

[Section titled “Instructions”](#instructions)

### Personality

[Section titled “Personality”](#personality)

You are an AI sales assistant bot from our company. Maintain a welcoming and informative tone throughout the conversation. Always ask the question in your response in a new paragraph. Responses should be no longer than 30 words.

### Conversation stages

[Section titled “Conversation stages”](#conversation-stages)

1\. Introduce yourself and foster an open communication.

2\. Understand what the visitor is looking for.

3\. Identify the main pain point of the visitor.

4\. Explain how we can solve the pain point and what makes us different.

5\. Ask the visitor if they want to discuss in more detail with one of our coaches.

6\. Ask for the missing information that is needed for the handoff rules.

7\. Ask the visitor if they can now be handed off for a coach to contact them.

### Restrictions

[Section titled “Restrictions”](#restrictions)

Never promise a successful outcome and advise that a coach will be able to advise better.

Don’t ask for name, contact number, email address or a date or time to meet.

### Custom routing rules

[Section titled “Custom routing rules”](#custom-routing-rules)

If: The visitor has a budget for coaching services less than $1000 Then route to: Email

If: The visitor has a budget for coaching services of $1000 or more Then route to: Meeting

# AI Instruction Template for Education

> Use this template as a starting point to design clear and effective instructions for the AI Conversation action in your chatbot.

Use this template as a starting point to design clear and effective instructions for the AI Conversation action in your chatbot.

***

## Instructions

[Section titled “Instructions”](#instructions)

### Personality

[Section titled “Personality”](#personality)

You are an AI sales assistant bot from our company. Maintain a welcoming and informative tone throughout the conversation. Always ask the question in your response in a new paragraph. Responses should be no longer than 30 words.

### Conversation stages

[Section titled “Conversation stages”](#conversation-stages)

1\. Introduce yourself and foster an open communication.

2\. Understand what the visitor is looking for.

3\. Identify the main pain point of the visitor.

4\. Explain how we can solve the pain point and what makes us different.

5\. Ask the visitor if they want to discuss in more detail with one of our teachers.

6\. Ask for the missing information that is needed for the handoff rules.

7\. Ask the visitor if they can now be handed off for arranging contact with a teacher.

### Restrictions

[Section titled “Restrictions”](#restrictions)

Never promise a successful outcome and advise that an education professional will be able to advise better.

Don’t ask for name, contact number, email address or a date or time to meet.

### Custom routing rules

[Section titled “Custom routing rules”](#custom-routing-rules)

If: The visitor has specified the type of tutoring service they are interested in AND is okay with our $20 per hour fee Then route to: Scheduled meeting

If: The visitor has specified the type of tutoring service they are interested in, BUT is not okay with our $20 per hour fee Then route to: Email

# AI Instruction Template for Finance

> Use this template as a starting point to design clear and effective instructions for the AI Conversation action in your chatbot.

Use this template as a starting point to design clear and effective instructions for the AI Conversation action in your chatbot.

***

## Instructions

[Section titled “Instructions”](#instructions)

As a client engagement manager from ACME Financial Advisors, maintain a welcoming and informative tone throughout the conversation.

Answers should be no longer than 20 words.

### Conversation Stages

[Section titled “Conversation Stages”](#conversation-stages)

1\. Introduction: Introduce yourself as a client engagement manager, fostering open communication. We want to establish if the client is interested in retirement planning but I want you to ask it in a conversational way like this “If you were to look back 20 years from now and say wow this retirement is everything I wanted it to be, what would that look like?”.

2\. Client information gathering: Collect retirement goal details like their financial and lifestyle goals.

3\. Explain a bit about our services and what makes us different.

4\. Financial assessment: Ask about the estimate of the dollar amount of their assets under management. This could also be phrased and is interchangeable with the term “size of their portfolio”.

### Explain why we are asking this in a polite way like

[Section titled “Explain why we are asking this in a polite way like”](#explain-why-we-are-asking-this-in-a-polite-way-like)

“To ensure we tailor our services to best meet your needs, could you share more about your current investment portfolio size? Understanding your assets under management helps us provide you with the most relevant advice and solutions.”

5A) Only use part A of stage 5 if the answer about assets under management or portfolio size is < $1 million. If this is the case, then advise the client that we wouldn’t be able to assist at the moment. Ask if there is anything else we can assist with. You would skip part B.

5B) Ask if the client would like to continue to talk with our consultants.

### Other parts to remember

[Section titled “Other parts to remember”](#other-parts-to-remember)

If someone asks to talk to a person or schedule a meeting, advise we need to first ask a couple questions to see how to assist best, then keep following the stages first.

### Custom routing rules

[Section titled “Custom routing rules”](#custom-routing-rules)

If: Total amount of assets under management or portfolio is greater than $1 million

Then route to: Normal meeting

If: Total amount of assets under management or portfolio is greater than $5 million

Then route to: VIP Meeting

If: Total amount of assets under management or portfolio is less than $1 million

Then route to: Email

# AI Instruction Template for Real Estate

> Use this template as a starting point to design clear and effective instructions for the AI Conversation action in your chatbot.

Use this template as a starting point to design clear and effective instructions for the AI Conversation action in your chatbot.

***

## Instructions

[Section titled “Instructions”](#instructions)

### Personality

[Section titled “Personality”](#personality)

You are an AI sales assistant bot from our company. Maintain a welcoming and informative tone throughout the conversation. Always ask the question in your response in a new paragraph. Responses should be no longer than 30 words.

### Conversation stages

[Section titled “Conversation stages”](#conversation-stages)

1\. Introduce yourself and foster an open communication.

2\. Understand what the visitor is looking for.

3\. Identify the main pain point of the visitor.

4\. Explain how we can solve the pain point and what makes us different.

5\. Ask the visitor if they want to discuss in more detail with one of our real estate agents.

6\. Ask for the missing information that is needed for the handoff rules.

7\. Ask the visitor if they can now be handed off for arranging contact with an agent.

### Restrictions

[Section titled “Restrictions”](#restrictions)

Never promise a successful outcome and advise that an agent will be able to advise better.

Don’t ask for name, contact number, email address or a date or time to meet.

# AI Instruction Template for Wellness

> Use this template as a starting point to design clear and effective instructions for the AI Conversation action in your chatbot.

Use this template as a starting point to design clear and effective instructions for the AI Conversation action in your chatbot.

***

## Instructions

[Section titled “Instructions”](#instructions)

### Personality

[Section titled “Personality”](#personality)

You are an AI sales assistant bot from our company. Maintain a welcoming and informative tone throughout the conversation. Always ask the question in your response in a new paragraph. Responses should be no longer than 30 words.

### Conversation stages

[Section titled “Conversation stages”](#conversation-stages)

1\. Introduce yourself and foster an open communication.

2\. Understand what the visitor is looking for.

3\. Identify the main pain point of the visitor.

4\. Explain how we can solve the pain point and what makes us different.

5\. Ask the visitor if they want to discuss in more detail with one of our health care professionals.

6\. Ask the visitor if they are interested in mental healthcare or wellness coaching so we can put them in touch with the correct professional.

7\. Ask the visitor if they can now be handed off for a human to be in contact with them.

### Restrictions

[Section titled “Restrictions”](#restrictions)

Never promise a successful outcome and advise that a professional will be able to advise better.

### Custom routing rules

[Section titled “Custom routing rules”](#custom-routing-rules)

If: The visitor is interested in mental healthcare Then route to: Meeting

If: The visitor is interested in wellness coaching Then route to: Meeting

# Assigning Contacts Captured Through Chatbots to Users

> This guide explains how to assign contacts captured via Chatbots to specific users. By following these steps, you can ensure your contacts are distributed ef...

This guide explains how to assign contacts captured via Chatbots to specific users. By following these steps, you can ensure your contacts are distributed efficiently and accurately to the right team members.

***

## How to Assign Contact Captured Through Chatbots to Users

[Section titled “How to Assign Contact Captured Through Chatbots to Users”](#how-to-assign-contact-captured-through-chatbots-to-users)

Follow the steps below to assign new Contacts captured in your Chatbots to Users:

### Navigating to the Settings Tab

[Section titled “Navigating to the Settings Tab”](#navigating-to-the-settings-tab)

1. Click on **Chatbots** in the left-hand navigation menu.
2. Select the bot you want to assign Contacts in.
3. Click on the **Settings** tab at the top.

### Assigning the Contact

[Section titled “Assigning the Contact”](#assigning-the-contact)

New contacts can be assigned to users in two ways:

* **Round-robin distribution:** Select users from the dropdown menu for this assignment method.
* **Assign to meeting host:** Check the **Assign new contact to the meeting host** box to assign contacts to the host they scheduled a meeting with via the Chatbot, overriding the round-robin method.

# Automatically Reach Out to Your Website Visitors with a Chatbot

> Enable your chatbot to directly identify and interact with website visitors who meet specific criteria.

Enable your chatbot to directly identify and interact with website visitors who meet specific criteria. This feature, called Automatic Reach Out ensures that your website visitors receive personalized engagement, enhancing their experience and increasing the likelihood of conversion.

Automatic Reach Out consists of two main components:

* **Audience:** A defined group of website visitors who match specific criteria set by you (e.g., location, behavior, or other parameters).
* **Targeting:** The ability to focus on the created audiences with chatbots that appear automatically when the criteria are met.

***

## Why Use Automatic Reach Out?

[Section titled “Why Use Automatic Reach Out?”](#why-use-automatic-reach-out)

This feature allows you to proactively engage visitors by:

* Connecting with the right audience at the right time.
* Delivering tailored messages for better interactions.
* Automating the interaction process to save valuable time while enhancing visitor experience.

***

## How to Access Automatic Reach Out

[Section titled “How to Access Automatic Reach Out”](#how-to-access-automatic-reach-out)

To enable and configure Automatic Reach Out, follow these steps:

1. Click on **Chatbots** in the left-hand navigation menu.
2. Click on the blue target with an arrow in the top-right.

***

## Steps to Set Up Automatic Reach Out on Your Website

[Section titled “Steps to Set Up Automatic Reach Out on Your Website”](#steps-to-set-up-automatic-reach-out-on-your-website)

Ready to engage your website visitors automatically? Follow these steps to set up Automatic Reach Out. Each step links to a detailed guide that walks you through the setup process:

1. [**Define Audiences for your website visitors**](https://help.oncehub.com/product/chatbots/defining-audiences-for-your-website-visitors/).
2. [**Target the Audiences with chatbots**](https://help.oncehub.com/product/chatbots/targeting-an-audience-with-chatbots/).
3. [**Customize the design of your Automatic reach out bots**](https://help.oncehub.com/product/chatbots/customizing-design-of-your-automatic-reach-out-bots/).
4. [**Install Automatic reach out on your website**](https://help.oncehub.com/product/chatbots/installing-automatic-reach-out-on-your-website/).

# Contacts in Chatbots

> Every website visitor who engages with your chatbot has a contact record. This record stores data in fields you've defined in OnceHub, along with system defa...

Every website visitor who engages with your chatbot has a contact record. This record stores data in fields you’ve defined in OnceHub, along with system default fields such as name, email, and company.

OnceHub keeps this information in mind as repeat visitors engage with your website in future, personalizing the experience to their perspective.

## Saving answers as contact fields

[Section titled “Saving answers as contact fields”](#saving-answers-as-contact-fields)

For instance, you ask them how many team members their company has and save this to their **Company size** contact field. You can even specify that the chatbot should skip this question if they already answered this question in another interaction, whether in this chatbot’s conversation or another.

If the chatbot recognizes them from a past interaction, you can use their contact fields to target the right audience (for instance, skip them entirely) and route the conversation efficiently, for the best audience experience.

If OnceHub identifies a visitor from a previous interaction, it can consider their already-saved contact fields while routing the visitor through the defined interactions.

Select **Skip this question if contact field has any value** (Figure 1) to skip the question entirely.

## Routing based on contact fields

[Section titled “Routing based on contact fields”](#routing-based-on-contact-fields)

To route to a specific question based on their existing contact fields, go to the **Routing** tab of an interaction. Select **Route to interactions based on rules**. For the If step, select **Contact field** and choose which contact field to use.

[Learn more about routing](https://help.oncehub.com/product/chatbots/routing-your-interactions-in-chatbots/)

## Reviewing contact information

[Section titled “Reviewing contact information”](#reviewing-contact-information)

To review your contacts, go to the left-hand menu and click on the Contacts icon. You will see a list of all captured contacts in your account.

You can also see contact information displayed as you view conversations in the Activity stream. In the top menu, select **Activity**.

The activity includes all contact information captured, recent page views, and recent activity for that contact. This information gives you a snapshot of the contact and their engagement with your website.

Filter the Activity stream to display the activities you want. If you have a filter you’ll want to review regularly, you can save it as a custom filter.

On the contact’s activity record, you can review multiple things, including:

### Information retrieved from a contact

[Section titled “Information retrieved from a contact”](#information-retrieved-from-a-contact)

This may include name, email, company, etc.

They may have submitted this information through a chatbot conversation or booking form.

### Contact status

[Section titled “Contact status”](#contact-status)

You can define one of four preset statuses for each contact:

* Qualified
* Marketing qualified
* Sales qualified
* Disqualified

The contact status can be defined in a couple ways:

* Adding the **Contact status** action to the [chatbot conversation](https://help.oncehub.com/product/chatbots/introduction-to-chatbots/), or
* Updating it manually in your activity stream

By indicating a status for the contact, you can set other processes in motion on your end based on that status. You can also use this data to optimize your chatbot flow, determining the efficiency of your campaigns with different chatbots, audiences, and other factors.

### Behavior on your website

[Section titled “Behavior on your website”](#behavior-on-your-website)

As visitors navigate your website, they may spend 14 seconds on the home page, 25 seconds on the pricing page, and so on. Perhaps they return two more times to review the pricing page. Their behavior can indicate how engaged they may be with your organization. OnceHub displays this in the activity, alongside their contact information.

This functionality may be contingent on granted consent. [Learn more](https://help.oncehub.com/product/chatbots/legal-and-compliance/)

### All past interactions with OnceHub

[Section titled “All past interactions with OnceHub”](#all-past-interactions-with-oncehub)

Whether they engaged in a conversation with a chatbot or booked a meeting, their contact record has a full history of all interactions, no matter the OnceHub User assigned to that interaction.

With an understanding of the past meetings they’ve had, how they’ve replied to a bot, and more, you will have a clearer picture of their interest in your organization, along with their needs and expectations.

# Creating a Chatbot

> Creating a Chatbot in OnceHub is simple. You can start with a blank bot, duplicate an existing bot, or use a pre-designed template to get started.

[Creating a Chatbot](https://www.youtube-nocookie.com/embed/XVq5MyOvjdk?wmode=opaque)

Creating a Chatbot in OnceHub is simple. You can start with a blank bot, duplicate an existing bot, or use a pre-designed template to get started.

## Navigating to the Chatbots Lobby

[Section titled “Navigating to the Chatbots Lobby”](#navigating-to-the-chatbots-lobby)

1. Click on **Chatbots** in the left-hand navigation menu.

***

## Create a New Blank Chatbot

[Section titled “Create a New Blank Chatbot”](#create-a-new-blank-chatbot)

If you prefer to design your Chatbot entirely from scratch, follow these steps:

**Creating a Blank Chatbot**

1. Click on **Create chatbot** in the top right of the Chatbots Lobby.
2. Click on **Start from scratch** in the top right.
3. Provide a name and select the Owner of the bot.

You are now ready to start creating your Chatbot. We recommend taking a look at our [**Adding Questions to Your Routing Form article**](https://help.oncehub.com/product/chatbots/adding-questions-to-your-chatbot/) to get started.

***

## Create a New Chatbot from a Template

[Section titled “Create a New Chatbot from a Template”](#create-a-new-chatbot-from-a-template)

Templates can save you time by providing a pre-built structure that you can customize. If you prefer to start off with a template, follow these steps:

**Creating a Chatbot using a Template**

1. Click on **Create chatbot** in the top right of the Chatbots Lobby.
2. Select the template you wish to use.
3. Provide a name and select the Owner of the bot.

Your bot will be created based on the chosen template. Afterward, you can learn about customizing the questions by checking out our [**Adding Questions to Your Routing Form article**](https://help.oncehub.com/product/chatbots/adding-questions-to-your-chatbot/).

***

## Duplicate an Existing Chatbot

[Section titled “Duplicate an Existing Chatbot”](#duplicate-an-existing-chatbot)

If you have an existing Chatbot you’d like to use as a starting point, you can duplicate it and modify the copy to suit your needs:

**Creating a New Chatbot by Duplicating an Existing Bot**

1. Click on the three dots to the right of the **Share** button of the Chatbot you want to duplicate.
2. Select **Duplicate**.
3. Provide a name and select the Owner of the bot.

Your Chatbot will be created using the existing one as a template. From there, you can make any changes or updates you need.

# Customizing the Design of your Automatic Reach Out Bots

> Customize the design of the chatbots that will appear to your website visitors to match your branding using the steps below:

Customize the design of the chatbots that will appear to your website visitors to match your branding using the steps below:

## Navigating to the Automatic reach out Design Page

[Section titled “Navigating to the Automatic reach out Design Page”](#navigating-to-the-automatic-reach-out-design-page)

1. Click on **Chatbots** in the left-hand navigation menu.
2. Click on the blue target with an arrow in the top-right.
3. Click on **Design** in the left-hand menu.

## Designing the Bot

[Section titled “Designing the Bot”](#designing-the-bot)

The Embed Designer provides a live preview (WYSIWYG editor), allowing you to see real-time updates of what your bot will look like.

Here are the key customization options available:

* **Theme Color:** Adjusts the overall color design of the bot.
* **Chatbot Icon:** Image displayed at the top of the bot and next to its messages.
* **Company Name:** Name displayed at the top of the bot.
* **Chatbot Name:** Name displayed next to each of the bot’s messages.
* **Launcher shapes and icons:** Adjust what the launcher button looks like.

## Embedding the Code

[Section titled “Embedding the Code”](#embedding-the-code)

1. Click **Get the code** (bottom right) to generate the embed code.
2. Click on **Copy & close** to copy the embed code.
3. Add the code on your website.

# Defining Audiences for Your Website Visitors

> Audiences allow you to group website visitors based on specific criteria you set. By defining audiences, you can personalize interactions to suit the visitor...

Audiences allow you to group website visitors based on specific criteria you set. By defining audiences, you can personalize interactions to suit the visitor’s characteristics or behavior, such as their location, campaign source, website activity, or engagement with chatbots.

This guide explains what an audience is, how to define one, and how rules work to make targeting more effective.

***

## What is an audience?

[Section titled “What is an audience?”](#what-is-an-audience)

An **Audience** is a group of website visitors who share common traits determined by rules you set. By defining audiences, you can tailor your outreach efforts to visitors based on:

* Their geographic location (using their IP address).
* The marketing campaign that brought them to your site (measured by UTM codes or landing pages).
* Their prior website activity (e.g., number of visits or chatbot engagements).

For example, you could create an audience of website visitors from a specific country or those arriving via a promotional campaign. Targeting these groups ensures more relevant and engaging website interactions.

***

## How to Define an Audience

[Section titled “How to Define an Audience”](#how-to-define-an-audience)

### Navigating to Automatic reach out

[Section titled “Navigating to Automatic reach out”](#navigating-to-automatic-reach-out)

1. Click on **Chatbots** in the left-hand navigation menu.
2. Click on the blue target with an arrow in the top-right.

### Creating an Audience

[Section titled “Creating an Audience”](#creating-an-audience)

When you create a new audience, you can configure one from scratch or select from a pre-configured template to edit based on your preferences.

1. Click on **Create Audience** in the top-right
2. Choose which template to use.
3. Provide a name for the audience.
4. Define rules to identify website visitors that will be included in the audience.
5. Click on **Save**.

***

## What makes up a Rule?

[Section titled “What makes up a Rule?”](#what-makes-up-a-rule)

Rules are the foundation of audiences. A rule includes one or more conditions that must be met for a visitor to belong to the audience. Below are the types of conditions you can add:

* **Country:** The country of the visitor, based on their IP address.
* **UTM campaign:** Arriving at your website through a specific UTM campaign identified in the URL.
* **Landing page URL:** The landing page URL through which they entered your website.
* **Visits to website:** How many times they’ve visited your website (based on sessions, resetting after 30 minutes of inactivity). New visitors have visited one time. Return visitors have visited more than one time.
* **Previous conversations:** How many times they’ve engaged with a chatbot on your website. This includes any time they replied to the initial message, even if they did not continue.
* **Contact field:** Information gathered on a contact from a previous visit, such as company size, product interest, or any other fields you define in OnceHub. Learn more about contact fields

### Using Multiple Rules

[Section titled “Using Multiple Rules”](#using-multiple-rules)

You can include multiple rules for a single audience. If multiple rules are used, the visitor will be included in the audience if any of the rules are true.

# Defining Your AI Agents Conversation Guidelines

> Establishing clear conversation guidelines is the most effective way to ensure your AI Agent provides a high-quality, consistent experience.

Establishing clear **conversation guidelines** is the most effective way to ensure your AI Agent provides a high-quality, consistent experience. These guidelines act as a manual for the agent’s brain, dictating how it represents your brand and interacts with visitors.

## Navigating to Conversation Guidelines

[Section titled “Navigating to Conversation Guidelines”](#navigating-to-conversation-guidelines)

1. Click **AI Agents** from the left navigation menu.
2. Select the AI Agent you want to provide guidelines for.
3. Select the **Conversation guidelines** section.

***

### Default Conversation Guidelines

[Section titled “Default Conversation Guidelines”](#default-conversation-guidelines)

To help you get started quickly, we **automatically generate** a baseline set of **Conversation guidelines** based on the **Goal** you provided when you[ **first created your AI Agent**](https://help.oncehub.com/product/chatbots/how-to-create-an-ai-agent/). While these generated guidelines provide a strong foundation, you can customize the guidelines as desired to better align with your specific brand needs.

We do however recommend that your **Conversation guidelines** always include the following sections:

1. **Tone:** The personality and voice used to represent your brand.
2. **Goals:** The primary objectives guiding the AI Agent toward successful outcomes.
3. **Restrictions:** Hard rules and boundaries to keep the AI Agent compliant.

***

### 1. Tone: The Voice of Your Brand

[Section titled “1. Tone: The Voice of Your Brand”](#1-tone-the-voice-of-your-brand)

Your **Conversation guidelines** should start with a defined personality. This ensures the AI Agent is an extension of your existing brand identity.

* **Personality Attributes:** Select three to five adjectives that describe the voice of the AI Agent(e.g., Professional, Empathetic, Witty, Direct).
* **Adaptability:** Instruct the agent on how to adjust its tone based on the visitor’s sentiment. For example: “Be cheerful during the initial engagement, but switch to a neutral, solution-oriented tone if a visitor expresses frustration.”
* **Style Standards:** Define whether the agent should use industry-specific jargon, or concise bullet points.

***

### 2. Goals: Defining Success

[Section titled “2. Goals: Defining Success”](#2-goals-defining-success)

Every interaction must have a clear objective. Without a defined goal in your **Conversation guidelines**, the AI Agent may provide information without actually driving value.

Provide specific goals the AI Agent should aim for, such as:

* **Education Oriented:** “Educate visitors on the platform’s capabilities and best practices.”
* **Sales Oriented:** “Encourage visitors to explore or trial a specific solution.”

***

### 3. Restrictions: Establishing Guardrails

[Section titled “3. Restrictions: Establishing Guardrails”](#3-restrictions-establishing-guardrails)

Restrictions are the hard rules within your **Conversation guidelines** that keep the AI Agent safe, compliant, and focused.

* **Topic Boundaries:** List subjects the AI Agent must avoid (e.g., providing legal/medical advice, discussing competitor pricing, or sharing personal opinions).
* **Operational Limits:** Clearly state what the AI Agent cannot do, such as promising custom discounts to visitors.
* **Company Policies:** Specify if the AI Agent can disclose specific company policies or if certain information is off-limits.

***

## How to Publish the Changes to Your AI Agent

[Section titled “How to Publish the Changes to Your AI Agent”](#how-to-publish-the-changes-to-your-ai-agent)

Changes are automatically saved. To make the changes you have made public, click **Publish changes** in the top right.

Note

We recommend always testing any changes to your AI Agent before you make public.

For more information, please take a look at our [**How to Test and Publish the AI Agent** ](https://help.oncehub.com/product/chatbots/how-to-create-an-ai-agent/#how-to-test-and-publish-the-ai-agent)section.

***

Next Up: [**How To Manage Knowledge Sources For AI Agents**](https://help.oncehub.com/product/chatbots/how-to-manage-knowledge-sources-for-ai-agents/)

# Embedding Your Chatbots on Your Website

> Embedding a Chatbot directly on your website ensures that guests can complete it without navigating away.

[Embedding Your Chatbots on Your Website](https://www.youtube-nocookie.com/embed/m-KxRMsp7Eo?wmode=opaque)

Embedding a Chatbot directly on your website ensures that guests can complete it without navigating away. Follow the steps below to integrate your Chatbot into your site easily.

## Embed Your Chatbot on Your Website

[Section titled “Embed Your Chatbot on Your Website”](#embed-your-chatbot-on-your-website)

Use the Embed Designer to match your Chatbot to your websites branding using the steps below:

### Navigating to the Embed Designer

[Section titled “Navigating to the Embed Designer”](#navigating-to-the-embed-designer)

1. Click on **Chatbots** in the left-hand navigation menu.
2. Select the bot you want to embed.
3. Click on the **Embed Designer** tab at the top.

### Choosing the Embed Option

[Section titled “Choosing the Embed Option”](#choosing-the-embed-option)

Choose how your chatbot should load on your website:

* **Widget on load:** The chatbot appears automatically when a page loads.
* **Widget on click:** The chatbot shows in a widget, but only when a link or button is clicked.
* **Lightbox on click:** Opens over the page when a visitor clicks on a link or a button.

### Designing the Bot

[Section titled “Designing the Bot”](#designing-the-bot)

The Embed Designer provides a live preview (WYSIWYG editor), allowing you to see real-time updates of what your bot will look like.

Here are the key customization options available:

* **Theme Color:** Adjusts the overall color design of the bot.
* **Chatbot Icon:** Image displayed at the top of the bot and next to its messages.
* **Company Name:** Name displayed at the top of the bot.
* **Chatbot Name:** Name displayed next to each of the bot’s messages.
* **Launcher shapes and icons:** Adjust what the launcher button looks like.

### Embedding the Code

[Section titled “Embedding the Code”](#embedding-the-code)

1. Click **Get the code** (bottom right) to generate the embed code.
2. Click on **Copy & close** to copy the embed code.
3. Add the code on your website.

# Enabling Google Chat Notifications for Live Engagements in Chatbots

> When a guest requests a live chat or instant call, you can receive notifications in Google Chat via webhooks.

When a guest requests a live chat or instant call, you can receive notifications in Google Chat via webhooks.

When the notification is sent via webhook, the entire chat transcript up to the live chat or instant call is included.

***

## Key Benefits of Google Chat Notifications for Live Engagements

[Section titled “Key Benefits of Google Chat Notifications for Live Engagements”](#key-benefits-of-google-chat-notifications-for-live-engagements)

* **Real-time Alerts:** Get instantly notified when guests request live assistance.
* **Customizable Channels:** Route notifications to specific channels to better organize your team.
* **Enhanced Preparation:** Notifications allow your team to be prepared with necessary context before engaging in a live chat.

***

## Step 1: Create an Incoming Webhook in Google Chat

[Section titled “Step 1: Create an Incoming Webhook in Google Chat”](#step-1-create-an-incoming-webhook-in-google-chat)

To enable notifications, start by creating an incoming webhook in Google Chat. Google Chat will generate a unique webhook URL that you will need to paste in OnceHub.

For more information on this, we recommend taking a look at [**Google’s help center**](http://developers.google.com/chat/how-tos/webhooks).

***

## Step 2: Add the Webhook in OnceHub

[Section titled “Step 2: Add the Webhook in OnceHub”](#step-2-add-the-webhook-in-oncehub)

After generating your unique webhook URL in Google Chat, paste the link in the OnceHub chatbot builder.

You can configure this for [**Live Chats**](https://help.oncehub.com/product/chatbots/offering-live-chat-with-your-chatbot/) or [**Instant Calls**](https://help.oncehub.com/product/chatbots/offering-instant-video-calls-with-your-chatbot/).

### Navigating to the Flow Builder

[Section titled “Navigating to the Flow Builder”](#navigating-to-the-flow-builder)

To edit your chatbot’s settings, you first need to open the specific bot in the editor.

1. Click **Chatbot** in the left-hand navigation menu.
2. Select the chatbot you want to configure.

### Adding the Webhook URL for Live Chats

[Section titled “Adding the Webhook URL for Live Chats”](#adding-the-webhook-url-for-live-chats)

Configure this interaction to trigger an alert immediately when a site visitor requests a text-based live chat.

1. Add the **Live chat** action from the **Add Interaction** pane on the right.
2. Add the URL in the **Notify in your messaging platform** textbox.
3. Click **Save** to confirm the changes.

### Adding the Webhook URL for Instant Calls

[Section titled “Adding the Webhook URL for Instant Calls”](#adding-the-webhook-url-for-instant-calls)

Configure this interaction to trigger an alert when a site visitor requests a video call.

1. Select the **Instant call** action from the **Add Interaction** pane on the right.
2. Add the URL in the **Notify in your messaging platform** textbox.
3. Click **Save** to confirm the changes.

***

## Step 3: Test the Integration

[Section titled “Step 3: Test the Integration”](#step-3-test-the-integration)

To ensure your integration is working correctly:

1. Click the **Test** button located at the top of the interaction pane, directly next to the **Search interactions** bar.
2. Confirm that you received the test message to ensure the integration is working.

# Enabling Microsoft Teams Notifications for Live Engagements in Chatbots

> When a guest requests a live chat or instant call, you can receive notifications in Microsoft Teams via webhooks.

When a guest requests a live chat or instant call, you can receive notifications in Microsoft Teams via webhooks.

When the notification is sent via webhook, the entire chat transcript up to the live chat or instant call is included.

***

## Key Benefits of Microsoft Teams Notifications for Live Engagements

[Section titled “Key Benefits of Microsoft Teams Notifications for Live Engagements”](#key-benefits-of-microsoft-teams-notifications-for-live-engagements)

* **Real-time Alerts:** Get instantly notified when guests request live assistance.
* **Customizable Channels:** Route notifications to specific channels to better organize your team.
* **Enhanced Preparation:** Notifications allow your team to be prepared with necessary context before engaging in a live chat.

***

## Step 1: Create an Incoming Webhook in Microsoft Teams

[Section titled “Step 1: Create an Incoming Webhook in Microsoft Teams”](#step-1-create-an-incoming-webhook-in-microsoft-teams)

To enable notifications, start by creating an incoming webhook in Microsoft Teams. Microsoft Teams will generate a unique webhook URL that you will need to paste in OnceHub.

For more information on this, we recommend taking a look at [**Microsoft’s help center**](https://learn.microsoft.com/en-us/microsoftteams/platform/webhooks-and-connectors/how-to/add-incoming-webhook?tabs=newteams%2Cdotnet).

***

## Step 2: Add the Webhook in OnceHub

[Section titled “Step 2: Add the Webhook in OnceHub”](#step-2-add-the-webhook-in-oncehub)

After generating your unique webhook URL in Microsoft Teams, paste the link in the OnceHub chatbot builder.

You can configure this for[ **Live Chats**](https://help.oncehub.com/product/chatbots/offering-live-chat-with-your-chatbot/) or [**Instant Calls**](https://help.oncehub.com/product/chatbots/offering-instant-video-calls-with-your-chatbot/).

### Navigating to the Flow Builder

[Section titled “Navigating to the Flow Builder”](#navigating-to-the-flow-builder)

To edit your chatbot’s settings, you first need to open the specific bot in the editor.

1. Click **Chatbot** in the left-hand navigation menu.
2. Select the chatbot you want to configure.

### Adding the Webhook URL for Live Chats

[Section titled “Adding the Webhook URL for Live Chats”](#adding-the-webhook-url-for-live-chats)

Configure this interaction to trigger an alert immediately when a site visitor requests a text-based live chat.

1. Add the **Live chat** action from the **Add Interaction** pane on the right.
2. Add the URL in the **Notify in your messaging platform** textbox.
3. Click **Save** to confirm the changes.

### Adding the Webhook URL for Instant Calls

[Section titled “Adding the Webhook URL for Instant Calls”](#adding-the-webhook-url-for-instant-calls)

Configure this interaction to trigger an alert when a site visitor requests a video call.

1. Select the **Instant call** action from the **Add Interaction** pane on the right.
2. Add the URL in the **Notify in your messaging platform** textbox.
3. Click **Save** to confirm the changes.

***

## Step 3: Test the Integration

[Section titled “Step 3: Test the Integration”](#step-3-test-the-integration)

To ensure your integration is working correctly:

1. Click the **Test** button located at the top of the interaction pane, directly next to the **Search interactions** bar.
2. Confirm that you received the test message to ensure the integration is working.

# Enabling Slack Notifications for Live Engagements in Chatbots

> When a guest requests a live chat or instant call, you can receive notifications in Slack via webhooks.

When a guest requests a live chat or instant call, you can receive notifications in Slack via webhooks.

When the notification is sent via webhook, the entire chat transcript up to the live chat or instant call is included.

***

## Key Benefits of Slack Notifications for Live Engagements

[Section titled “Key Benefits of Slack Notifications for Live Engagements”](#key-benefits-of-slack-notifications-for-live-engagements)

* **Real-time Alerts:** Get instantly notified when guests request live assistance.
* **Customizable Channels:** Route notifications to specific channels to better organize your team.
* **Enhanced Preparation:** Notifications allow your team to be prepared with necessary context before engaging in a live chat.

***

## Step 1: Create a Workflow in Slack

[Section titled “Step 1: Create a Workflow in Slack”](#step-1-create-a-workflow-in-slack)

To enable notifications, start by creating a Workflow in Slack. Slack will generate a unique request URL for your workflow once you publish it that you will need to paste in OnceHub.

For more information on this, we recommend taking a look at [**Slack’s help center**](https://slack.com/help/articles/360041352714-Build-a-workflow--Create-a-workflow-that-starts-outside-of-Slack).

***

## Step 2: Add the Webhook in OnceHub

[Section titled “Step 2: Add the Webhook in OnceHub”](#step-2-add-the-webhook-in-oncehub)

After generating your unique webhook URL in Slack, paste the link in the OnceHub chatbot builder.

You can configure this for[ **Live Chats**](https://help.oncehub.com/product/chatbots/offering-live-chat-with-your-chatbot/) or [**Instant Calls**](https://help.oncehub.com/product/chatbots/offering-instant-video-calls-with-your-chatbot/).

### Navigating to the Flow Builder

[Section titled “Navigating to the Flow Builder”](#navigating-to-the-flow-builder)

To edit your chatbot’s settings, you first need to open the specific bot in the editor.

1. Click **Chatbot** in the left-hand navigation menu.
2. Select the chatbot you want to configure.

### Adding the Webhook URL for Live Chats

[Section titled “Adding the Webhook URL for Live Chats”](#adding-the-webhook-url-for-live-chats)

Configure this interaction to trigger an alert immediately when a site visitor requests a text-based live chat.

1. Add the **Live chat** action from the **Add Interaction** pane on the right.
2. Add the URL in the **Notify in your messaging platform** textbox.
3. Click **Save** to confirm the changes.

### Adding the Webhook URL for Instant Calls

[Section titled “Adding the Webhook URL for Instant Calls”](#adding-the-webhook-url-for-instant-calls)

Configure this interaction to trigger an alert when a site visitor requests a video call.

1. Select the **Instant call** action from the **Add Interaction** pane on the right.
2. Add the URL in the **Notify in your messaging platform** textbox.
3. Click **Save** to confirm the changes.

***

## Step 3: Test the Integration

[Section titled “Step 3: Test the Integration”](#step-3-test-the-integration)

To ensure your integration is working correctly:

1. Click the **Test** button located at the top of the interaction pane, directly next to the **Search interactions** bar.
2. Confirm that you received the test message to ensure the integration is working.

# Engage with visitors using an AI conversation

> The AI conversation interaction can automate sophisticated, well-informed interactions with your visitors about subjects you've specifically trained it to ma...

The AI conversation interaction can automate sophisticated, well-informed interactions with your visitors about subjects you’ve specifically trained it to manage. Using an AI conversation can accelerate an initial engagement with visitors by giving them a more satisfying experience than a standard automated chatbot could accomplish.

Your trained AI can identify visitors’ pain points and facilitate advanced engagements with those most likely to be your target market. Based on the visitor’s answers, it can offer sessions with your team via live chat, instant meeting, or scheduled meeting.

***

## Configure your AI

[Section titled “Configure your AI”](#configure-your-ai)

### 1. Add the AI conversation interaction to your chatbot

[Section titled “1. Add the AI conversation interaction to your chatbot”](#1-add-the-ai-conversation-interaction-to-your-chatbot)

After you’ve created a chatbot, go to the **Add interactions** pane **→** **Actions** **→** **AI conversation**. Add the **AI conversation** interaction to your chatbot’s interactions.

### 2. Internal label

[Section titled “2. Internal label”](#2-internal-label)

Give the AI conversation an internal label, which will only be used inside your account. Visitors will not see it.

### 3. Conversation starter

[Section titled “3. Conversation starter”](#3-conversation-starter)

This will be the first message your visitors see once they reach the AI conversation interaction. Usually, the conversation starter explains they are speaking to an AI conversation and asks them how it can help.

### 4. Train your bot with sources

[Section titled “4. Train your bot with sources”](#4-train-your-bot-with-sources)

You can train your bot with two source formats: content URL and text source. Sources are how your bot understands the subject(s) and best practices needed to engage with your visitors intelligently.

#### Content URL

[Section titled “Content URL”](#content-url)

You can train your bot using the content of any website. For instance, the bot can scan the most relevant pages on your business website.

Initially, it will train on the content included in the URL provided. If you’d like it to train on other pages within that site, you can select those links as well.

There are multiple statuses the AI might display:

* **Scanning your domain:** You’ve provided the URL and OnceHub is scanning that URL to understand the website’s structure.

* **Indexing:** OnceHub is indexing the content on the provided URL(s). This usually takes a few minutes but could take up to 30 minutes for larger sites.

* **Used by bot:** The content is indexed and being actively used by the AI.

* **Domain scanning failed** or **Indexing failed:** For unknown reasons, the process has failed. You should remove the content URL source and attempt to re-add it. This could be due to an issue on either end.

  * If the domain scanning failed, a common reason is a formatting issue. For instance, not including www in the URL, or including it when you shouldn’t. You should go directly to the website, copy the exact URL in the address bar, and paste it in the content URL field. If this doesn’t resolve it, check with your IT team to ensure the permissions and conditions are correct for scanning the page.
  * If indexing failed, it’s recommended to delete the content URL and re-add it as a new source.

If the content on your URL changes, you can update the bot’s training by deleting the current content URL source and adding the same URL again, to re-index.

#### Text source

[Section titled “Text source”](#text-source)

Besides scraping content from a specific URL online, you can also add content directly a text source. This is useful when the relevant content isn’t already uploaded onto a public website. For instance, there could be proprietary information you don’t wish to publish on your business website, but want the bot to be trained on.

### 5. Give your bot instructions

[Section titled “5. Give your bot instructions”](#5-give-your-bot-instructions)

Instructions are different from content sources, which provide subject matter expertise to the bot. The instructions allow you to set the tone, personality, language, and other specifics that customize your AI and make it truly part of your organization. For instance:

**Bot’s name:** Your company can define a specific name for your bot, if it fits your branding. **Personality:** The tone used by the bot during the conversation. **Ideal conversation flow:** What information needs to be gathered, and in what order? What is the sales journey you want to lead the visitor through?

It’s important to provide your chatbot with clear goals, as well as next steps they can offer the visitor. Start with generic instructions that apply to most scenarios. For your most important scenarios, you should be more specific with your instructions. For instance, you can give more details on how the bot should handle questions about pricing.

### 6. Define AI routing rules

[Section titled “6. Define AI routing rules”](#6-define-ai-routing-rules)

We recommend you route the AI using the routing option **Use plain English to describe AI routing rules**. You can tell the AI in a quick summary what to look for in order to route them intelligently to the next question. This summary can be written using simple text sentences.

## Instruction templates

[Section titled “Instruction templates”](#instruction-templates)

Here is a list of instruction templates for various fields that you can use to get started with to design your own AI conversation:

* [Generic template](https://help.oncehub.com/product/chatbots/generic-ai-instruction-template/)
* [Finance template](https://help.oncehub.com/product/chatbots/ai-instruction-template-for-finance/)
* [Business consulting template](https://help.oncehub.com/product/chatbots/ai-instruction-template-for-business-consulting/)
* [Coaching template](https://help.oncehub.com/product/chatbots/ai-instruction-template-for-coaching/)
* [Education template](https://help.oncehub.com/product/chatbots/ai-instruction-template-for-education/)
* [Wellness template](https://help.oncehub.com/product/chatbots/ai-instruction-template-for-wellness/)
* [Real estate template](https://help.oncehub.com/product/chatbots/ai-instruction-template-for-real-estate/)

# Generic AI Instruction Template

> Use this template as a starting point to design clear and effective instructions for the AI Conversation action in your chatbot.

Use this template as a starting point to design clear and effective instructions for the AI Conversation action in your chatbot.

***

## Instructions

[Section titled “Instructions”](#instructions)

### Personality

[Section titled “Personality”](#personality)

Please advise that you are a demo bot only. Maintain a welcoming, informative tone throughout the conversation. Always respond in 30 words or less.

### Conversation stages

[Section titled “Conversation stages”](#conversation-stages)

1\. Introduce yourself and communicate with a friendly tone.

2\. Ask questions to learn what the visitor is looking for.

3\. Identify what problems the visitor may be looking to solve.

4\. Explain how our services answer the visitors’ problem.

5\. Ask the visitor if they want to meet with a consultant.

6\. Ask the visitor what their budget is.

7\. Ask the visitor if they can now be handed off for arranging contact with a consultant.

### Restrictions

[Section titled “Restrictions”](#restrictions)

Never finalize any sales actions with the customer.

### Custom routing rules

[Section titled “Custom routing rules”](#custom-routing-rules)

If: The visitor has not specified a budget Then route to: Email

If: The visitor has specified a budget Then route to: Meeting

# Getting Started with Instant Calls in Chatbots

> Once you've qualified your website visitors through a Chatbot, identifying the right people to offer an instant call, they can choose to meet with someone on...

## What are instant calls?

[Section titled “What are instant calls?”](#what-are-instant-calls)

Once you’ve qualified your website visitors through a Chatbot, identifying the right people to offer an instant call, they can choose to meet with someone on your team immediately in Google Meet or Zoom.

This is similar to our live chat feature, except instead of connecting with them by typing in a chat window, back and forth, instead you’re meeting them face-to-face in your preferred video conferencing app. This can be an advantage for sales calls and other interactions that benefit from a stronger emotional connection from the start .

## How does it work?

[Section titled “How does it work?”](#how-does-it-work)

Similar to live chat, you’ll define the days and hours you’re available for instant calls within your profile. The same availability is used for both live chat and instant calls. You can also set your availability manually by toggling it on or off in your account.

You can add an instant call action to a Chatbot, just like any other interaction in the conversation flow. This can be based on how they answer previous questions, using conditional logic to route the appropriate visitors to people in your organization who are best equipped to assist them.

You can either have all users take any instant call or create teams for specific profiles of customers. For instance, you may have a specific team for identified VIP prospects and another with specialized knowledge in a specific product or service.

OnceHub checks to make sure there’s someone on the appropriate team available, and that their OnceHub profile is integrated with the relevant video call app. If no one is available with an active connection to the video call app, your conversation flow will not offer your visitor an instant call and will fall back to the next interaction defined in the flow.

### What will my users experience on our end?

[Section titled “What will my users experience on our end?”](#what-will-my-users-experience-on-our-end)

When someone accepts your offer of an instant call, you’ll see this from within the live chat inbox, if you’re currently marked as available.

Once an agent accepts an instant call, no other agents can take it. The agent accepting it has six seconds to start the meeting.

A new browser tab will open with a generated call link. Be sure ahead of time that your users’ browsers don’t block new tabs from opening.

Once they’ve finished the meeting, the agent must click the ‘end meeting’ button in their integrated video call app. They will not be able to see and accept new instant call requests until the active call is ended.

### How do I make sure my users notice a new instant call?

[Section titled “How do I make sure my users notice a new instant call?”](#how-do-i-make-sure-my-users-notice-a-new-instant-call)

Make sure your users enable push notifications in their browser. OnceHub sends push notifications to the browser and also provides visual and audio notification within the OnceHub account, whenever there’s a new visitor accepting an instant call offer.

If you’d like your users to be notified via another app like Google Chat, Slack, or Microsoft Teams, you can configure this using webhooks. When you’re configuring the instant call action in the builder, go to the Webhook notification field and add the webhook URL. We recommend you test it to ensure the connection is successful.

# How To Create An AI Agent

> Within the AI Agents Lobby, you can set up, configure and train your AI Agent to resolve visitor inquiries by leveraging a knowledge base you define.

Within the **AI Agents Lobby**, you can set up, configure and train your AI Agent to resolve visitor inquiries by leveraging a knowledge base you define.

***

## How to Set Up Your AI Agent

[Section titled “How to Set Up Your AI Agent”](#how-to-set-up-your-ai-agent)

Follow these instructions to configure the primary settings and capabilities of your new AI Agent.

### Step 1: Create an AI Agent

[Section titled “Step 1: Create an AI Agent”](#step-1-create-an-ai-agent)

Follow the steps below to create an AI Agent:

1. Select **AI Agents** from the left navigation menu.
2. Click **Create AI Agent** in the top right of the AI Agents lobby.
3. Define the name and goal of the AI Agent.
4. Click **Create**.

### Step 2: Configure the General Settings of the AI Agent

[Section titled “Step 2: Configure the General Settings of the AI Agent”](#step-2-configure-the-general-settings-of-the-ai-agent)

Click the **General settings** section to define the first message that the AI Agent will use when interacting with the visitor.

### Step 3: Define the Conversation Guidelines of the AI Agent

[Section titled “Step 3: Define the Conversation Guidelines of the AI Agent”](#step-3-define-the-conversation-guidelines-of-the-ai-agent)

**Conversation guidelines** are automatically created for your agent based on its specific goal. You can customize these by clicking the **Conversation guidelines** section to provide specific instructions on how the AI Agent should engage with your visitors.

For more detailed information, please see our [**Defining Your AI Agent’s Conversation Guidelines**](https://help.oncehub.com/product/chatbots/defining-your-ai-agents-conversation-guidelines/) article.

### Step 4: Provide the Knowledge & Training to the AI Agent

[Section titled “Step 4: Provide the Knowledge & Training to the AI Agent”](#step-4-provide-the-knowledge--training-to-the-ai-agent)

Click the **Knowledge & training** section, to add data sources that the AI agent will reference when generating answers.

For a detailed guide on configuring the Knowledge & Training section of your AI Agent, please see our [**How To Manage Knowledge Sources For AI Agents**](https://help.oncehub.com/product/chatbots/how-to-manage-knowledge-sources-for-ai-agents/) article.

***

## How to Test and Publish the AI Agent

[Section titled “How to Test and Publish the AI Agent”](#how-to-test-and-publish-the-ai-agent)

Before publishing your AI Agent, it is essential to test its responses in a safe environment to ensure they meet your quality standards.

### Testing the AI Agent

[Section titled “Testing the AI Agent”](#testing-the-ai-agent)

To verify how the AI Agent will respond to visitors based on the configuration changes:

1. Use the **Preview** pane on the right to ask your AI Agent questions.
2. After making any configuration adjustments, click **Restart** in the top right of your Preview pane. This ensures the latest updates are reflected in the test environment.
3. Review the responses to verify how the AI Agent is responding based on the updated configuration.

### Publishing the AI Agent

[Section titled “Publishing the AI Agent”](#publishing-the-ai-agent)

Once you are satisfied with the AI Agent’s performance in the preview, click **Publish changes** in the top right to push the changes to the live AI Agent.

***

# How To Manage Knowledge Sources For AI Agents

> Within the Knowledge & training section, you can add data sources and adjust your AI Agent's knowledge base configuration.

Within the **Knowledge & training** section, you can add data sources and adjust your AI Agent’s knowledge base configuration.

### Navigating to Knowledge & Training

[Section titled “Navigating to Knowledge & Training”](#navigating-to-knowledge--training)

1. Click **AI Agents** from the left navigation menu.
2. Select the AI Agent you want to train.
3. Select the **Knowledge & training** section.

***

## Configure General Settings of The AI Agent’s Knowledge Base

[Section titled “Configure General Settings of The AI Agent’s Knowledge Base”](#configure-general-settings-of-the-ai-agents-knowledge-base)

The following settings allow you to control how your AI Agent utilizes its knowledge base to interact with visitors:

* **Complement answers with public knowledge available on the internet:** Enable this to allow the AI Agent to use online sources along with your specified data sources to generate responses.
* **Use thorough search to improve accuracy:** Enable this to prioritize accuracy over speed. While it may take longer to respond, the answers provided will be more precise.
* **Optimize for Q\&A:** Enable this to force the AI Agent to search your knowledge base for every response to ensure maximum accuracy. Note that this will increase the AI’s response time for all interactions, including greetings.

***

## How to Add Data Sources to The AI Agent

[Section titled “How to Add Data Sources to The AI Agent”](#how-to-add-data-sources-to-the-ai-agent)

You can supply your AI Agent with information using several different data source types. To add a new data source:

1. Click **Add source**.

2. Select the type of data source you want to add:

   * **Add website via sitemap:** Automatically syncs on a daily basis.
   * **Add webpages via URL:** Captures a static, one-time snapshot of the site.
   * **Add text:** Provide data as text directly as a data source. Useful for FAQs, notes, and specific snippets.
   * **Upload PDF:** Add PDFs for data sources such as handbooks, guides, and manuals.

3. Follow the onscreen prompts to add the data source.

4. Click the confirmation button in the bottom right of the pop-up to finish.

***

## How to Locate Your Website’s Sitemap

[Section titled “How to Locate Your Website’s Sitemap”](#how-to-locate-your-websites-sitemap)

If you are unsure of your sitemap’s location, utilize the following methods to identify the correct URL:

### Verify Common URL Paths

[Section titled “Verify Common URL Paths”](#verify-common-url-paths)

Most platforms follow standard naming conventions. Try appending these paths to your root domain (**`yourwebsite.com`**):

* **/sitemap.xml** (Most common convention).
* **/sitemap\_index.xml** (Frequently used by WordPress).
* **/sitemap/**
* **/sitemap1.xml**
* **/wp-sitemap.xml** (Standard for recent WordPress versions).

### Consult the robots.txt File

[Section titled “Consult the robots.txt File”](#consult-the-robotstxt-file)

This file provides directives for web crawlers and typically explicitly defines the sitemap location.

1. Navigate to **`yourwebsite.com/robots.txt`**.
2. Search for a line beginning with **`Sitemap:`**.

The URL within this line is the direct path to your XML sitemap.

### Apply Google Search Operators

[Section titled “Apply Google Search Operators”](#apply-google-search-operators)

Utilize Google to filter for indexed XML files associated with your domain.

* Input **`site:website.com filetype:xml`** into Google’s search field.

***

## How to Select Which Webpages the AI Agent Uses

[Section titled “How to Select Which Webpages the AI Agent Uses”](#how-to-select-which-webpages-the-ai-agent-uses)

After adding a website as a data source using either the **Website via sitemap** or **Webpages via URL** options, you can manage which pages the AI Agent may use by following the steps below:

### Website via Sitemap (Automatic Daily Sync)

[Section titled “Website via Sitemap (Automatic Daily Sync)”](#website-via-sitemap-automatic-daily-sync)

1. Click **Manage** next to the data source.
2. **Optional:** Enable **Include newly added web pages in daily sync** to automatically include new web pages added to the sitemap.
3. Select which pages should be included in the data source.
4. Click **Index** to finish.

Caution

Sitemap sources sync automatically once a day, but for this to work correctly, ensure the sitemap last updated tag is up to date and correct. If you update your website and need the AI Agent to learn the new information immediately, click **Manage** and hover over the specific page date and click Sync.

### Webpages via URL (No Daily Sync)

[Section titled “Webpages via URL (No Daily Sync)”](#webpages-via-url-no-daily-sync)

1. Click **Manage** next to the data source.
2. Select which pages should be included in the data source.
3. Click **Index** to finish.

Caution

Webpages added via URL do not automatically sync. If you update your website and need the AI Agent to learn the new information, click **Manage** and hover over the specific page date and click Sync.

***

## How to Publish the Changes to Your AI Agent

[Section titled “How to Publish the Changes to Your AI Agent”](#how-to-publish-the-changes-to-your-ai-agent)

Changes are automatically saved. To make the changes you have made public, click **Publish changes** in the top right.

Note

We recommend always testing changes to your AI Agent before you publish them.

For more information, please take a look at our [**How to Test and Publish the AI Agent**](https://help.oncehub.com/product/chatbots/how-to-create-an-ai-agent/#how-to-test-and-publish-the-ai-agent) section.

# How to Monitor and Barge into AI Conversations

> You can monitor and barge into any conversation your AI Agents are having with visitors through Chatbots from within the Live Engagements section of your acc...

You can monitor and barge into any conversation your AI Agents are having with visitors through [**Chatbots**](https://help.oncehub.com/product/chatbots/introduction-to-chatbots/) from within the **Live Engagements** section of your account.

## Why use Monitoring and Intervention in Live Chats

[Section titled “Why use Monitoring and Intervention in Live Chats”](#why-use-monitoring-and-intervention-in-live-chats)

* **Real-Time Supervision:** Identify immediate opportunities to either correct the AI or take over the conversation for specialized tasks, such as jumping on an instant call to close a hot lead.
* **Strategic Intervention:** If you notice a customer becoming frustrated or the AI Agent is struggling with a complex query, you can take immediate action to resolve the situation.

***

### Who can See Live AI Agent Conversations?

[Section titled “Who can See Live AI Agent Conversations?”](#who-can-see-live-ai-agent-conversations)

The conversations that you can monitor depend on the [**Team assigned to the AI Agent Interaction**](https://help.oncehub.com/product/chatbots/how-to-use-ai-agents-within-your-chatbots/#how-to-add-an-ai-agent-to-your-chatbot) within a Chatbot. You will only see active chats that were broadcast to a team you are a member of.

***

### How to Monitor and Barge into AI Agent Conversations

[Section titled “How to Monitor and Barge into AI Agent Conversations”](#how-to-monitor-and-barge-into-ai-agent-conversations)

Follow these steps to navigate to Live Engagements and intervene in a conversation if necessary:

1. Click **Live Engagements** in the top navigation bar.
2. Select **Active Calls and Chats** from the left-hand menu.
3. Expand **AI AGENT CHATS** in the left pane.
4. Select the conversation you wish to monitor.
5. **Optional:** Click **Barge in** at the top of the middle pane to take over the conversation.

# How To Use AI Agents Within Your Chatbots

> Integrating an AI Agent Action into your existing Chatbots transforms them into autonomous assistants capable of resolving visitor inquiries using a knowledg...

Integrating an **AI Agent Action** into your existing **Chatbots** transforms them into autonomous assistants capable of resolving visitor inquiries using a knowledge base you define. Think of your Chatbot as a versatile shell that can be wrapped around an AI Agent to provide as much or as little structure as your business needs.

Depending on your goals, you can utilize this integration in several ways:

* **The Minimalist Approach:** [**Embed the Chatbot on your website**](https://help.oncehub.com/product/chatbots/embedding-your-chatbots-on-your-website/) and use a welcome message to greet the visitor before handing the conversation entirely to the AI Agent.
* **The Deterministic Approach:** Use Chatbot Interactions and routing rules to gather visitor information while leveraging the AI Agent to answer visitor queries.
* **The Advanced Approach:** Deploy multiple AI Agents within a single Chatbot flow, each specialized in different knowledge areas, to provide a comprehensive, multi-layered visitor experience.

***

## Prerequisite

[Section titled “Prerequisite”](#prerequisite)

Before you can add an AI Agent to a Chatbot, you must first create it. For detailed instructions on this process, please refer to [**How to Create an AI Agent**](https://help.oncehub.com/product/chatbots/how-to-create-an-ai-agent/) article.

***

## How to Add an AI Agent to Your Chatbot

[Section titled “How to Add an AI Agent to Your Chatbot”](#how-to-add-an-ai-agent-to-your-chatbot)

The following steps detail how to integrate an AI Agent into your existing Chatbot.

### Step 1: Navigate to the Chatbot Flow Builder

[Section titled “Step 1: Navigate to the Chatbot Flow Builder”](#step-1-navigate-to-the-chatbot-flow-builder)

Follow these steps to access the Chatbot you wish to edit:

1. Click **Chatbots** from the left navigation menu.
2. Select the Chatbot that you want to add an AI Agent to.

### Step 2: Add the AI Agent Interaction

[Section titled “Step 2: Add the AI Agent Interaction”](#step-2-add-the-ai-agent-interaction)

Once you are in the **Chatbot Flow Builder**:

1. Drag and drop the **AI Agent** Action from the **Add Interaction** pane on the right into your Chatbot flow.
2. Use the **Select an AI Agent** dropdown to choose which AI Agent the Action should use.
3. Use the **Monitored By** dropdown to select which Team will be able to [**monitor and barge into**](https://help.oncehub.com/product/chatbots/how-to-monitor-and-barge-into-ai-conversations/) the AI Agent’s live conversations.
4. Click **Save** to finish adding the **AI Agent** Action.

### Step 3: Configure How the AI Agent Routes Visitors (Optional)

[Section titled “Step 3: Configure How the AI Agent Routes Visitors (Optional)”](#step-3-configure-how-the-ai-agent-routes-visitors-optional)

You can manage how the AI Agent directs visitors to other Interactions within your Chatbot by using the **Routing** tab. This ensures visitors are directed to the most appropriate next step.

You can choose to enable one, both, or neither of the following routing methods:

* **Route based on conversational content:** Allows the AI Agent to monitor conversation content and route visitors when specific rules, written in natural language, are met.
* **Route based on query resolution:** Allows the AI Agent to prompt visitors with Did that help solve your issue? after every meaningful answer. If the visitor selects Yes or No, they exit the AI Agent Interaction and are routed to the next Interaction based on the defined rules.

Caution

If no routing method is selected, the AI Agent will not route to any other interactions and the Chatbot conversation will close.

***

## Frequently Asked Questions (FAQs)

[Section titled “Frequently Asked Questions (FAQs)”](#frequently-asked-questions-faqs)

**Should I use the AI Agent to capture visitor information (like name or email)?**

**A:** No. If you need to capture specific visitor information, it is recommended to use the dedicated [**Question Interactions**](https://help.oncehub.com/product/chatbots/adding-questions-to-your-chatbot/) within your Chatbot instead of the AI Agent Action.

**How do I offer scheduling through the AI Agent?**

**A:** You can use the **Routing** tab to direct visitors to a [**Booking Calendar Interaction**](https://help.oncehub.com/product/chatbots/offering-scheduling-in-your-chatbot/) once the AI Agent identifies that a visitor wants to book a call.

**What happens if I don’t enable any routing options?**

**A:** If neither **Route based on conversational content** nor **Route based on query resolution** is enabled, the AI Agent will be the final step in the flow, and the conversation will close once the interaction ends.

**How can I monitor or join an ongoing AI Agent conversation?**

**A:** Users in the Team assigned in the **Monitored By** dropdown can view and barge into live AI Agent conversations at any time from within the **Live Engagements** section.

**How do I notify my team when a conversation reaches the AI Agent?**

**A:** To alert your team members, add a [**User Notification Interaction**](https://help.oncehub.com/product/chatbots/setting-up-user-notifications-for-your-chatbot/) to your Chatbot flow immediately before the **AI Agent** Interaction.

# Installing Automatic Reach Out on Your Website

> Once you have finished defining your Audiences and set up which bots should target them, you are ready to install the Automatic Reach Out Embed on your website.

Once you have finished defining your Audiences and set up which bots should target them, you are ready to install the Automatic Reach Out Embed on your website.

## Navigating to the Embed Code

[Section titled “Navigating to the Embed Code”](#navigating-to-the-embed-code)

1. Click on **Chatbots** in the left-hand navigation menu.
2. Click on the blue target with an arrow in the top-right.
3. Click on the **Installation** in the left-hand menu.

## Embedding the Code

[Section titled “Embedding the Code”](#embedding-the-code)

1. Click **Copy code** to generate the embed code.
2. Add the code on your website.
3. Add the code inside of the header on each webpage you want to chatbots to potentially appear based on your setup.
4. Use the **Verify installation** link to check if we successfully detect the code on your website (**Optional**).

# Introduction to Chatbots

> Chatbots in OnceHub streamline the qualification process by asking your guests tailored questions and directing them to specific actions based on their responses.

Chatbots in OnceHub streamline the qualification process by asking your guests tailored questions and directing them to specific actions based on their responses.

***

## What is a Chatbot?

[Section titled “What is a Chatbot?”](#what-is-a-chatbot)

A Chatbot helps you qualify guests by guiding them through customized paths based on their answers to specific questions. These paths, or “routes,” can lead to various outcomes, such as:

* Scheduling a meeting directly within the bot.
* Connecting with a live sales agent via chat.
* Qualifying leads for immediate live video calls.

The flexibility of Chatbots ensures that your guests receive a tailored experience that aligns with their needs, helping you nurture valuable leads more effectively.

***

## Key Benefits of Using Chatbots

[Section titled “Key Benefits of Using Chatbots”](#key-benefits-of-using-chatbots)

* **Efficient Lead Qualification:** Instantly identify and qualify leads through conditional routing.
* **Engage High-Value Leads:** Offer live engagement options directly to qualified leads within the bot itself, streamlining the conversion process.
* **Customized Data Collection:** Tailor the information you gather to align with the type of meetings or interactions your business offers.
* **AI Conversation:** AI conversations accelerate guest engagement, offering a more satisfying experience than standard chatbots.

***

## Core Features of Chatbots

[Section titled “Core Features of Chatbots”](#core-features-of-chatbots)

Chatbots come equipped with powerful features designed for flexibility and effectiveness:

* [**Conditional Routing**](https://help.oncehub.com/product/chatbots/routing-your-interactions-in-chatbots/)**:** Direct guests to the next appropriate step based on their bot responses.
* [**Customizable Bots**](https://help.oncehub.com/product/chatbots/creating-chatbot/)**:** Collect only the information you need for better qualification and reduced friction.
* [**In-Bot Scheduling**](https://help.oncehub.com/product/chatbots/offering-scheduling-in-your-chatbot/) [**and Live engagements**](https://help.oncehub.com/product/chatbots/offering-live-chat-with-your-chatbot/)**:** Enable guests to set up meetings, initiate a chat or offer a video call, all without leaving the bot.
* [**AI Conversation**](https://help.oncehub.com/product/chatbots/engage-with-visitors-using-an-ai-conversation/)**:** Allow for a more dynamic experience by making use of AI to serve your guests.
* [**Standalone Page Sharing**](https://help.oncehub.com/product/chatbots/sharing-your-chatbot-as-standalone-page/)**:** Provide guests with a direct link to access your bot.
* [**Website Embedding**](https://help.oncehub.com/product/chatbots/embedding-your-chatbots-on-your-website/)**:** Easily integrate the bot into your website for a smoother customer journey.
* [**Automatic Reach Out**](https://help.oncehub.com/product/chatbots/automatically-reach-out-to-your-website-visitors-with-chatbot/)**:** Target website visitors with chatbots based on their needs.
* [**File Sharing in Live Chat**](https://help.oncehub.com/product/chatbots/sharing-files-in-live-chat/)**:** You and your visitors can exchange up to five files at once (25MB total) for immediate visual context and faster resolution.

# Legal and Compliance

> Chatbots provide the resources you require to gather consent from your visitors and, if relevant, follow their behavior with a cookie.

Chatbots provide the resources you require to gather consent from your visitors and, if relevant, follow their behavior with a cookie. These settings help you customize your messaging and tailor chatbots to fit your organization’s privacy and compliance standards.

## Visitor consent

[Section titled “Visitor consent”](#visitor-consent)

Depending on your compliance obligations and local laws, you may need to gather consent from your visitor before gathering their information. You can trigger a consent agreement interaction at the beginning of every bot conversation.

**Consent required from:** Define whether to request consent from all visitors or only those whose IP identifies their location in specific countries.

**Website visitor location(s):** Select the exact locations where this setting is relevant. For instance, visitors from the European Union can see specific text relevant to the GDPR and provide explicit consent, keeping you compliant and their rights protected. Select specific regions, countries, or US states.

**Data processing consent agreement:** Adjust the consent agreement’s title and text so it fits your organization and the obligations you’re describing. You can also customize the accept/decline button text. We recommend you keep this text conversational, rather than in legalese.

**Privacy policy URL and label:** Link to your privacy policy in the consent process and the hyperlinked text used when displaying it.

**Data processing consent declined:** Specify the text a visitor sees after they decline consent. You can also define the text on the button they click to view the policy again.

## Cookies

[Section titled “Cookies”](#cookies)

With a cookie, you can identify returning visitors to your site and the pages they navigate to on your website. However, it’s important to ensure you’re only collecting the page views and sessions of website visitors in scenarios where your organization stays compliant with all relevant regulations.

If it’s relevant, you can limit the collection only when visitors grant their consent. This is managed through your website’s cookie banner. chatbots provides code to add to your existing cookie banner.

Alternatively, you can turn off cookies altogether. This means chatbots won’t have visibility into page views or sessions for any website visitors.

When your cookies are turned on, based on granted consent, you are provided code to paste in the backend of your website’s cookie banner. If you are instead collecting for all website visitors without asking consent, chatbots gathers this information automatically.

To update settings, go to **Account** **→** **Visitor consent & cookies** **→ Cookies**.

## Cookies turned off / Visitor declined consent

[Section titled “Cookies turned off / Visitor declined consent”](#cookies-turned-off--visitor-declined-consent)

If you turn off all cookies, or if a visitor declines consent, this means chatbots will no longer gather this information for the contact. If you view one of their activities in the activity stream, it will not display any information related to pages visited or sessions on your website.

Functionality of [Audience](https://help.oncehub.com/product/chatbots/automatically-reach-out-to-your-website-visitors-with-chatbot/) parameters is dependent partially on provided consent. If cookies are turned off or if a website visitor declines consent to cookies, chatbots will not have visibility for the following parameters:

* Visits to website
* Previous conversations
* Pages viewed

[Learn more about OnceHub cookies](https://help.oncehub.com/security-compliance/privacy/oncehub-cookies/)

# Monitoring And Barging Into Live Chats

> Managers and team leaders can use the Monitoring and Barging In features to gain real-time visibility into active customer chats and intervene when necessary.

Managers and team leaders can use the **Monitoring** and **Barging In** features to gain real-time visibility into active customer chats and intervene when necessary. This is designed to simulate **walking the floor** in a physical environment, allowing you to observe the conversations as they happen.

## Why use Monitoring and Intervention in Live Chats

[Section titled “Why use Monitoring and Intervention in Live Chats”](#why-use-monitoring-and-intervention-in-live-chats)

* **Real-Time Supervision:** Watch your team’s interactions with customers to identify successful patterns or areas for improvement.
* **Strategic Intervention:** If you notice a customer becoming frustrated or a new team member struggling with a complex query, you can take immediate action to resolve the situation.

***

### Live Chat Visibility

[Section titled “Live Chat Visibility”](#live-chat-visibility)

The live chats you can monitor depend on the [**Team**](https://help.oncehub.com/product/booking-calendars/booking-settings/booking-calendar-meeting-distribution-options/) assigned to that [**Live Chat Interaction**](https://help.oncehub.com/product/chatbots/offering-live-chat-with-your-chatbot/). You will only see active chats that were broadcast to a team you are a member of.

***

### How to Monitor and Barge into Chats

[Section titled “How to Monitor and Barge into Chats”](#how-to-monitor-and-barge-into-chats)

Follow these steps to navigate to Live Engagements and intervene in a conversation if necessary:

1. Click **Live Engagements** in the top navigation bar.
2. Select **Active Calls and Chats** from the left-hand menu.
3. Expand **OTHER MEMBER CHATS** in the left pane.
4. Select the chat you wish to monitor.
5. **(Optional):** Click **Barge in** at the top of the middle pane to take over the chat.

# Offering Instant Video Calls with Your Chatbot

> Including instant video calls within your Chatbot enables you to qualify your guests and ensure they connect with the correct user based on their specific needs.

Including instant video calls within your Chatbot enables you to qualify your guests and ensure they connect with the correct user based on their specific needs.

***

## Benefits of Offering Instant Calls within a Chatbot

[Section titled “Benefits of Offering Instant Calls within a Chatbot”](#benefits-of-offering-instant-calls-within-a-chatbot)

Integrating scheduling into your Chatbot provides several advantages:

* **Dynamic Information Collection:** Captures relevant information before the call to ensure your users have all the information they need to assist your guests.
* **Enhanced Routing Precision:** Leverages the bot’s routing capabilities to direct guests to the most suitable team, ensuring their needs are met effectively.

***

## How to Add Instant Calls to Your Chatbot

[Section titled “How to Add Instant Calls to Your Chatbot”](#how-to-add-instant-calls-to-your-chatbot)

Follow the steps below to integrate instant calls into your Chatbot:

### Navigating to the Flow Builder

[Section titled “Navigating to the Flow Builder”](#navigating-to-the-flow-builder)

1. Click on **Chatbots** in the left-hand navigation menu.
2. Select the bot you want to add instant calls to.

### Adding the Instant Call Action

[Section titled “Adding the Instant Call Action”](#adding-the-instant-call-action)

1. Add the **Instant Call** action from the **Add Interaction** pane on the right.
2. Select which team the instant call should **Broadcast to**.
3. Enter a **Handoff Message** that will display while connecting the guest to your team.
4. Adjust the **Timeout Settings** to set how long it should try to connect with your team before timing out.
5. Click on **Save**.

***

## How to Accept Instant Calls

[Section titled “How to Accept Instant Calls”](#how-to-accept-instant-calls)

To accept instant call requests from guests who engage with your chatbot, you need to ensure that you are online and ready within the OnceHub application.

This can be done by following the steps below:

1. Click on your profile picture in the top right.
2. Toggle **Accept calls and chats** to on.

You can also set your working hours from here to automatically become available for instant calls based on the availability you set up, as well as the busy time pulled from your connected calendar.

All requests can be seen by clicking on **Live Engagements** in the top navigation bar.

***

## Advanced Options for Instant Calls

[Section titled “Advanced Options for Instant Calls”](#advanced-options-for-instant-calls)

* You can include multiple instant call actions within your Chatbot to accommodate different guest needs.
* Pair instant call actions with the Chatbot’s conditional routing feature to guide your visitors to the most relevant team based on their inputs, preferences, or other qualifying criteria.
* Consider routing to a scheduling action after the instant call action in case your team is not able to accept the call.

For more details on setting up routing conditions, refer to our [**Routing Your Interactions article**](https://help.oncehub.com/product/chatbots/routing-your-interactions-in-chatbots/).

***

## Frequently Asked Questions (FAQs)

[Section titled “Frequently Asked Questions (FAQs)”](#frequently-asked-questions-faqs)

**Do I need to have an integrated video conferencing option to offer instant calls?**

**A:** Yes, the Instant Call feature makes use of your integrated video conferencing options. If nothing is connected, it will appear as if you are offline.

# Offering Live Chat with Your Chatbot

> Including live chat within your Chatbot enables you to qualify your guests and ensure they connect with the correct user based on their specific needs.

Including live chat within your Chatbot enables you to qualify your guests and ensure they connect with the correct user based on their specific needs.

***

## Benefits of Offering Live Chat within a Chatbot

[Section titled “Benefits of Offering Live Chat within a Chatbot”](#benefits-of-offering-live-chat-within-a-chatbot)

Integrating scheduling into your Chatbot provides several advantages:

* **Dynamic Information Collection:** Captures relevant information before the live chat to ensure your users have all the information they need to assist your guests.
* **Enhanced Routing Precision:** Leverages the bot’s routing capabilities to direct guests to the most suitable Live chat team, ensuring their needs are met effectively.

***

## How to Add Live Chat to Your Chatbot

[Section titled “How to Add Live Chat to Your Chatbot”](#how-to-add-live-chat-to-your-chatbot)

Follow the steps below to integrate live chat into your Chatbot:

### Navigating to the Flow Builder

[Section titled “Navigating to the Flow Builder”](#navigating-to-the-flow-builder)

1. Click on **Chatbots** in the left-hand navigation menu.
2. Select the bot you want to add live chat to.

### Adding the Live chat Action

[Section titled “Adding the Live chat Action”](#adding-the-live-chat-action)

1. Add the **Live chat** action from the **Add Interaction** pane on the right.
2. Select which team the live chat should **Broadcast to**.
3. Enter a **Handoff Message** that will display while connecting the guest to your team.
4. Adjust the **Timeout Settings** to set how long it should try to connect with your team before timing out.
5. Click on **Save**.

***

## How to Accept Live Chats

[Section titled “How to Accept Live Chats”](#how-to-accept-live-chats)

To accept live chat requests from guests who engage with your chatbot, you need to ensure that you are online and ready within the OnceHub application.

This can be done by following the steps below:

1. Click on your profile picture in the top right.
2. Toggle **Accept calls and chats** to on.

You can also set your working hours from here to automatically become available for live chats based on the availability you set up, as well as the busy time pulled from your connected calendar.

All requests can be seen by clicking on **Live Engagements** in the top navigation bar.

***

## Advanced Options for Live Chats

[Section titled “Advanced Options for Live Chats”](#advanced-options-for-live-chats)

* You can include multiple live chat actions within your Chatbot to accommodate different guest needs.
* Pair live chat actions with the Chatbot’s conditional routing feature to guide your visitors to the most relevant live chat team based on their inputs, preferences, or other qualifying criteria.
* Consider routing to a scheduling action after the live chat in case your team is not able to accept the chat.

**For example:**

If a guest selects “Sales Inquiry” in the bot, the system can route them to chat with a sales representative. Alternatively, if “Customer Support” is chosen, they can be directed to chat with a support agent.

For more details on setting up routing conditions, refer to our [**Routing Your Interactions**](https://help.oncehub.com/product/chatbots/routing-your-interactions-in-chatbots/) article.

# Offering Scheduling in Your Chatbot

> Including scheduling within your Chatbot enables you to qualify your guests and ensure they schedule the appropriate type of meeting or connect with the corr...

Including scheduling within your Chatbot enables you to qualify your guests and ensure they schedule the appropriate type of meeting or connect with the correct host based on their specific needs. This feature not only improves meeting accuracy but also enhances the guest experience during scheduling.

***

## Benefits of Offering Scheduling within a Chatbot

[Section titled “Benefits of Offering Scheduling within a Chatbot”](#benefits-of-offering-scheduling-within-a-chatbot)

Integrating scheduling into your Chatbot provides several advantages:

* **Improved Guest Qualification:** Determines the right type of meeting or host for your guests, ensuring their needs are met effectively.
* **Dynamic Information Collection:** Captures relevant and tailored information based on the meeting type being scheduled, making it more targeted and efficient.
* **Enhanced Routing Precision:** Leverages the chatbot’s routing capabilities to direct guests to the most suitable scheduling option, saving time for both parties.

***

## How to Add Scheduling to Your Chatbot

[Section titled “How to Add Scheduling to Your Chatbot”](#how-to-add-scheduling-to-your-chatbot)

Follow the steps below to integrate scheduling into your Chatbot:

### Navigating to the Flow Builder

[Section titled “Navigating to the Flow Builder”](#navigating-to-the-flow-builder)

1. Click on **Chatbots** in the left-hand navigation menu.
2. Select the bot you want to add scheduling to.

### Adding the Schedule Action

[Section titled “Adding the Schedule Action”](#adding-the-schedule-action)

1. Add the **Schedule** action from the **Add Interaction** pane on the right.
2. Select what should be used to offer scheduling using the dropdown menu.
3. Click on **Save**.

***

## Advanced Options for Scheduling

[Section titled “Advanced Options for Scheduling”](#advanced-options-for-scheduling)

* You can include multiple Schedule actions within your Chatbot to accommodate different guest needs.
* Pair scheduling actions with the chatbot’s conditional routing feature to guide your visitors to the most relevant scheduling option based on their inputs, preferences, or other qualifying criteria.

**For example:**

If a guest selects “Sales Inquiry” in the bot, the system can route them to schedule a call with a sales representative. Alternatively, if “Customer Support” is chosen, they can be directed to book a support meeting.

For more details on setting up routing conditions, refer to our [**Routing Your Interactions**](https://help.oncehub.com/product/chatbots/routing-your-interactions-in-chatbots/) article.

# Routing Your Interactions in Chatbots

> The Flow Builder for Chatbots is a flexible tool designed to enhance the user experience by allowing you to add questions to gather information, set conditional routing based on guest responses, and set actions for the bot to take.

The Flow Builder for Chatbots is a flexible tool designed to enhance the user experience by allowing you to add questions to gather information, set conditional routing based on guest responses, and set actions for the bot to take.

This article focuses on the routing you can configure for your bot within the Flow Builder.

[Routing Your Interactions in Chatbots](https://www.youtube-nocookie.com/embed/EYJrns2R0J0?wmode=opaque)

***

## How to Access the Flow Builder

[Section titled “How to Access the Flow Builder”](#how-to-access-the-flow-builder)

1. Click on **Chatbots** in the left-hand navigation menu.
2. Select the bot you want to edit.

Once here you can click on the Interaction you want to define routing for. Then, on the right-hand side of the screen you will see the **Routing pane**.

***

## How does routing work?

[Section titled “How does routing work?”](#how-does-routing-work)

Routing allows you to control the flow of guest interactions within your chatbot by determining what happens after each response. For every interaction, you can choose to:

* **Route to the next interaction in order:** Proceeds to the next interaction in sequential order.
* **Always route to a specific interaction:** Routes the guest to the specified Interaction, no matter their response.
* **Route to interactions based on rules:** Routes based on the guest’s responses and predefined rules.

***

## Routing to Interactions Based on Rules

[Section titled “Routing to Interactions Based on Rules”](#routing-to-interactions-based-on-rules)

Using rules for routing enables you to create dynamic flows that adapt to the responses or data provided by your guests. Here’s how to design effective rules:

### What makes up a Rule?

[Section titled “What makes up a Rule?”](#what-makes-up-a-rule)

Each rule comprises two core components:

1. **Conditions:** These are criteria that must be met to activate the rule. Conditions can be based on:

   * The guest’s response in the current interaction.
   * Responses from previous interactions.
   * Information stored in a contact field.

2. **Routing Action:** This determines the interaction to route the guest to when the conditions of the rule are met.

### Using Multiple Rules

[Section titled “Using Multiple Rules”](#using-multiple-rules)

You can include multiple rules within a single interaction for a more nuanced routing process. The Chatbot will evaluate the rules in order, starting from the top. When a condition is met, the guest will be routed to the designated interaction for that rule.

If the top rule’s conditions are not met, the Chatbot will proceed to test the next rule, working its way down the list until a condition is satisfied.

Note

Always use the **Otherwise** option at the bottom of the **Routing pane** as a fallback. This ensures that, if none of the specified rule conditions are met, the Chatbot will still guide the guest to a predefined interaction or endpoint.

# Setting Up User Notifications for Your Chatbot

> Adding notifications to your Chatbot allows users to receive real time alerts whenever certain chatbot interactions occur.

Adding notifications to your Chatbot allows users to receive real time alerts whenever certain chatbot interactions occur. This ensures that the right team members are alerted immediately about high-priority conversations.

For instance, you can trigger an internal message or email when a visitor answers a qualifying question, even if they don’t complete the entire bot flow.

Note

When a notification is triggered, the **entire chat transcript** up to that specific interaction is sent to a specified User. These notifications are strictly for internal use only, and will not be seen by **Visitors**.

***

## Why Use Notifications in Your Chatbot?

[Section titled “Why Use Notifications in Your Chatbot?”](#why-use-notifications-in-your-chatbot)

**User Notifications** bridge the gap between automated Chatbot flows and human interaction. Utilizing this feature allows you to:

* **Be Prepared:** Your team is prepared with necessary context before engaging with a visitor.
* **Respond Immediately:** Receive alerts about high-priority conversations the moment they happen.
* **Engage Proactively:** Take immediate action based on specific visitor data or qualifying answers

***

## How to Set Up Notifications for Your Chatbot

[Section titled “How to Set Up Notifications for Your Chatbot”](#how-to-set-up-notifications-for-your-chatbot)

Follow the steps below to trigger a notification based on the visitor’s behavior.

1. Click on **Chatbots** in the left-hand navigation menu.

2. Select the chatbot you want to configure.

3. Add the **User notification** action from the **Add Interaction** pane on the right.

4. Select your preferred method for receiving real-time alerts:

   * **Notify in your messaging platform:** Select this option to send alerts to platforms like [**Slack**](https://help.oncehub.com/product/chatbots/enabling-slack-notifications-for-live-engagements-in-chatbots/), [**Microsoft Teams**](https://help.oncehub.com/product/chatbots/enabling-microsoft-teams-notifications-for-live-engagements-in-chatbots/), or [**Google Chat**](https://help.oncehub.com/product/chatbots/enabling-google-chat-notifications-for-live-engagements-in-chatbots/).

     1. Add the URL in the **Notify in your messaging platform** textbox.

   * **Notify via email:** Select this option to receive alerts directly in your inbox.

     1. **Subject:** (**Optional**) Provide the Subject line for the email that will be sent.
     2. **Message Body:** (**Optional**) Provide a message to be included with the conversation transcript in the email sent to the recipient(s).
     3. **Recipients:** Select who should get the alert from the Recipients dropdown menu.

5. Click **Save** to confirm the changes.

# Sharing Files In Live Chat

> In a Live Chat engagement, both you and your visitors can exchange files to provide immediate context and resolve issues faster.

In a Live Chat engagement, both you and your visitors can exchange files to provide immediate context and resolve issues faster. By sharing screenshots of technical errors, product manuals, or video recordings directly in the chat window, you eliminate the need for external email threads and simplify your process.

Attachments can only be exchanged once a [**live chat is accepted**](https://help.oncehub.com/product/chatbots/offering-live-chat-with-your-chatbot/).

***

## Upload Limits And Requirements

[Section titled “Upload Limits And Requirements”](#upload-limits-and-requirements)

To ensure platform stability and security, all file transfers must adhere to the following technical constraints:

* **Batch Size:** You can upload up to **5 files** at a time.
* **File size:** The total combined size of a single upload batch must not exceed **25MB**.
* **Validation Logic:** Uploads follow an **all-or-nothing** rule. If one file in your selection is an unsupported format or exceeds the size limit, the entire batch upload will be aborted.

***

## Supported File Types

[Section titled “Supported File Types”](#supported-file-types)

OnceHub supports a wide range of file types to facilitate comprehensive communication. For your security, all files are **automatically scanned for malware** upon upload. The following file types are supported:

* **Images:** PNG, JPG, GIF, BMP
* **Video:** MP4, AVI, MOV
* **Audio:** OGG, WAV, MP3
* **Documents:** PDF, TXT, DOC, DOCX, XLS, XLSX, PPS, PPT, PPSX, PPTX
* **Archives:** ZIP

***

## Working with Shared Media

[Section titled “Working with Shared Media”](#working-with-shared-media)

Shared files appear as individual messages within the chat interface. You can view images in the **Image Previewer**, play videos within the chat window, or use the **download icon** on any file message to save it to your local device.

***

## Data Retention and Security

[Section titled “Data Retention and Security”](#data-retention-and-security)

* **Activities:** All shared files are recorded in your **Activities** as part of the chat transcript. This preserves the visual context for future reference or auditing. However, if an activity is deleted, any associated attachments will also be permanently deleted.
* **Account Deletion:** If a OnceHub account is deleted, all associated attachments are permanently removed from our servers in compliance with data privacy standards.

***

# Sharing Your Chatbot as a Standalone Page

> You can easily share your Chatbot with customers by generating a unique link. The Chatbot will display on a standalone page that you can customize to align w...

You can easily share your Chatbot with customers by generating a unique link. The Chatbot will display on a standalone page that you can customize to align with your branding. Follow this guide to design and share your Chatbot page.

## Design the Standalone Page

[Section titled “Design the Standalone Page”](#design-the-standalone-page)

[Sharing Your Chatbot as a Standalone Page](https://www.youtube-nocookie.com/embed/iuEHs8ihIYc?wmode=opaque)

Use the Page Designer to create a visually appealing standalone page for your Chatbot using the steps below:

### Navigating to the Page Designer

[Section titled “Navigating to the Page Designer”](#navigating-to-the-page-designer)

1. Click on **Chatbots** in the left-hand navigation menu.
2. Select the bot you want to design a standalone page for.
3. Click on the **Page Designer** tab at the top.

### Designing the Page

[Section titled “Designing the Page”](#designing-the-page)

The Page Designer provides a live preview (WYSIWYG editor), allowing you to see real-time updates for both desktop and mobile views as you design your page.

Here are the key customization options available:

* **Customize the URL:** Create a unique and easy-to-share URL for the page.
* **Branding Adjustments:** Match your brand’s style by adjusting background, text, and button colors.
* **Add Visuals and Messaging:** Upload custom images, logos, and a personalized welcome message.
* **Incorporate Links:** Add helpful links in the footer or welcome message for navigation or valuable resources.
* **Social Media Integration:** Include clickable social media icons for platforms such as your website, X (formerly Twitter), YouTube, and others.

Once your design is complete, you can generate a sharable link by clicking **Share Your Page**.

***

## Share your Chatbot as a Standalone Page

[Section titled “Share your Chatbot as a Standalone Page”](#share-your-chatbot-as-a-standalone-page)

### Navigating to the Chatbots lobby

[Section titled “Navigating to the Chatbots lobby”](#navigating-to-the-chatbots-lobby)

1. Click on **Chatbots** in the left-hand navigation menu.

### Sharing the link

[Section titled “Sharing the link”](#sharing-the-link)

1. Click on the **Share** button for the Chatbot you want to share as a page.
2. Click on **Copy & close** in the pop-up.
3. Paste the link wherever needed.

# Targeting an Audience with Chatbots

> When a visitor lands on your website, OnceHub assesses whether they meet the defined parameters for a specific audience.

When a visitor lands on your website, OnceHub assesses whether they meet the defined parameters for a specific audience. Each visit initiates a new session, which automatically resets 30 minutes after the visitor’s last page view.

Based on the targeting rules you’ve set up, a chatbot may be triggered to display on the webpage, engaging the visitor proactively.

***

## Target Your Audiences with Chatbots

[Section titled “Target Your Audiences with Chatbots”](#target-your-audiences-with-chatbots)

Targeting an audience involves setting specific parameters that decide when your chatbots will engage website visitors. Follow these steps to define which chatbots will target your audiences:

### Navigating to Automatic reach out

[Section titled “Navigating to Automatic reach out”](#navigating-to-automatic-reach-out)

1. Click on **Chatbots** in the left-hand navigation menu.
2. Click on the blue target with an arrow in the top-right.

### Targeting an Audience

[Section titled “Targeting an Audience”](#targeting-an-audience)

1. Click on **Targeting** in the lefthand menu.
2. Click on an **Audience** to target.
3. Define rules to determine which chatbot will appear.
4. Click on **Save**.

***

## What makes up a Rule?

[Section titled “What makes up a Rule?”](#what-makes-up-a-rule)

Each rule comprises 3 core components:

* **Conditions:** These are criteria that must be met to activate the rule. Conditions can be based on:

  * Time on the website.
  * The Url of the page they are currently on.

* **Targeted bot:** This determines which chatbot will appear if the conditions of the rule are met.

* **Advanced settings:** Lets you choose how often the chatbot will reach out to a website visitor.

### Using Multiple Rules

[Section titled “Using Multiple Rules”](#using-multiple-rules)

You can include multiple rules when targeting an Audience. If multiple rules are used, the visitor will be included in the audience if any of the rules are true.

You can include multiple rules when targeting an Audience. The OnceHub will evaluate the rules in order, starting from the top. When the conditions for a rule is met, the chatbot designated in that rule will appear for the website visitor.

If the top rule’s conditions are not met, then OnceHub will proceed to test the next rule. If no rules are met, no chatbots will appear for your visitor.

# Updating The Status of Contacts Captured Through Your Chatbot

> When using Contact Statuses in OnceHub, you can dynamically update a contact's status based on their interactions with your Chatbots.

When using Contact Statuses in OnceHub, you can dynamically update a contact’s status based on their interactions with your Chatbots. This enables you to track a contact’s journey and categorize them effectively based on their actions, such as scheduling or answering specific questions.

This feature works best when used with the routing capabilities of Chatbots. For more details on routing, refer to our[ **Routing Your Interactions**](https://help.oncehub.com/product/chatbots/routing-your-interactions-in-chatbots/) article.

***

## What Are Contact Statuses?

[Section titled “What Are Contact Statuses?”](#what-are-contact-statuses)

Contact Statuses allow you to segment and label contacts as they move through your Chatbot. The available statuses are:

* **Qualified:** The contact meets your basic criteria.
* **Marketing Qualified:** The contact is ready for further engagement by your marketing team.
* **Sales Qualified:** The contact is ready for outreach by your sales team.
* **Disqualified:** The contact does not meet qualifications for further engagement.

***

## How to Update Contact Statuses in Your Chatbot

[Section titled “How to Update Contact Statuses in Your Chatbot”](#how-to-update-contact-statuses-in-your-chatbot)

Follow the steps below to update contact statuses in your Chatbot:

### Navigating to the Flow Builder

[Section titled “Navigating to the Flow Builder”](#navigating-to-the-flow-builder)

1. Click on **Chatbots** in the left-hand navigation menu.
2. Select the bot you want to update Contact statuses for.

### Updating the Contact status

[Section titled “Updating the Contact status”](#updating-the-contact-status)

1. Add the **Contact status** action from the **Add Interaction** pane on the right.
2. Select the status it should update to using the dropdown menu.
3. Click on **Save**.

# Routing Forms

> Routing Forms documentation and guides.

[Introduction to Routing Forms](https://help.oncehub.com/product/routing-forms/introduction-to-routing-forms/)

[Contact Data Management](https://help.oncehub.com/product/routing-forms/contact-data-management/)

[Notifications](https://help.oncehub.com/product/routing-forms/notifications/)

[Phone Screening](https://help.oncehub.com/product/routing-forms/phone-screening/)

[Offering Scheduling](https://help.oncehub.com/product/routing-forms/offering-scheduling/)

[Sharing Embedding](https://help.oncehub.com/product/routing-forms/sharing-embedding/)

# Contact Data Management

> Contact Data Management documentation and guides.

[Mapping Routing Form Questions to Object Properties](https://help.oncehub.com/product/routing-forms/contact-data-management/mapping-routing-form-questions-to-object-properties)

[Assigning Contacts Captured Through Routing Forms to Users](https://help.oncehub.com/product/routing-forms/contact-data-management/assigning-contacts-captured-through-routing-forms-to-users)

[Updating The Status of Contacts Captured Through Your Routing Form](https://help.oncehub.com/product/routing-forms/contact-data-management/updating-status-of-contacts-captured-through-your-routing-form)

# Assigning Contacts Captured Through Routing Forms to Users

> This guide explains how to assign contacts captured via Routing Forms to specific users. By following these steps, you can ensure your contacts are distribut...

This guide explains how to assign contacts captured via Routing Forms to specific users. By following these steps, you can ensure your contacts are distributed efficiently and accurately to the right team members.

***

## How to Assign Contact Captured Through Routing Forms to Users

[Section titled “How to Assign Contact Captured Through Routing Forms to Users”](#how-to-assign-contact-captured-through-routing-forms-to-users)

Follow the steps below to assign new Contacts captured in your Routing Forms to Users:

### Navigating to the Settings Tab

[Section titled “Navigating to the Settings Tab”](#navigating-to-the-settings-tab)

1. Click on **Routing Forms** in the left-hand navigation menu.
2. Select the form you want to assign Contacts in.
3. Click on the **Settings** tab at the top.

### Assigning the Contact

[Section titled “Assigning the Contact”](#assigning-the-contact)

New contacts can be assigned to users in two ways:

* **Round-robin distribution:** Select users from the dropdown menu for this assignment method.
* **Assign to meeting host:** Check the **Assign new contact to the meeting host** box to assign contacts to the host they scheduled a meeting with via the Routing Form, overriding the round-robin method.

# Mapping Routing Form Questions to Object Properties

> Each Question in your Routing form can be mapped to a Object Property to save their responses, as well as use it to send the data to third party integrations...

[Mapping Routing Form Questions to Object Properties](https://www.youtube-nocookie.com/embed/G17te8HQ3fw?wmode=opaque)

Each Question in your Routing form can be mapped to a **Object Property** to save their responses, as well as use it to send the data to third party integrations such as CRMs and Zapier.

For information on **Object Properties**, please take a look at our [**Introduction to Objects and Properties**](https://help.oncehub.com/account-administration/objects-properties/introduction-to-objects-and-properties/) article.

***

## Mapping a Question to an Object Property

[Section titled “Mapping a Question to an Object Property”](#mapping-a-question-to-an-object-property)

Each Routing form allows you to configure which Questions will be saved into a Contact field using the following steps:

1. Open the **Flow Builder Tab** of the Routing Form.
2. Select the **Question** you want to save to a Contact field.
3. Select **In the conversation and as a contact field** in the pane on the right.
4. Toggle on **Do More With This Answer**.
5. Select the **Object** and **Property** you want to map the question to.
6. Click **Save.**

Once completed, the responses to the mapped questions will be automatically saved in OnceHub and can be included in integrations with tools like Salesforce, Hubspot, or Zapier.

# Updating The Status of Contacts Captured Through Your Routing Form

> When using Contact Statuses in OnceHub, you can dynamically update a contact's status based on their interactions with your Routing Forms.

When using Contact Statuses in OnceHub, you can dynamically update a contact’s status based on their interactions with your Routing Forms. This enables you to track a contact’s journey and categorize them effectively based on their actions, such as scheduling or answering specific questions.

This feature works best when used with the routing capabilities of Routing Forms. For more details on routing, refer to our[ **Routing Your Interactions article**](https://help.oncehub.com/product/routing-forms/introduction-to-routing-forms/routing-your-interactions-in-routing-forms/).

***

## What Are Contact Statuses?

[Section titled “What Are Contact Statuses?”](#what-are-contact-statuses)

Contact Statuses allow you to segment and label contacts as they move through your Routing Form. The available statuses are:

* **Qualified:** The contact meets your basic criteria.
* **Marketing Qualified:** The contact is ready for further engagement by your marketing team.
* **Sales Qualified:** The contact is ready for outreach by your sales team.
* **Disqualified:** The contact does not meet qualifications for further engagement.

***

## How to Update Contact Statuses in Your Routing Form

[Section titled “How to Update Contact Statuses in Your Routing Form”](#how-to-update-contact-statuses-in-your-routing-form)

Follow the steps below to update contact statuses in your Routing Form:

### Navigating to the Flow Builder

[Section titled “Navigating to the Flow Builder”](#navigating-to-the-flow-builder)

1. Click on **Routing Forms** in the left-hand navigation menu.
2. Select the form you want to update Contact statuses for.

### Updating the Contact status

[Section titled “Updating the Contact status”](#updating-the-contact-status)

1. Add the **Contact status** action from the **Add Interaction** pane on the right.
2. Select the status it should update to using the dropdown menu.
3. Click on **Save**.

# Introduction to Routing Forms

> Introduction To Routing Forms documentation and guides.

[Introduction to Routing Forms](https://help.oncehub.com/product/routing-forms/introduction-to-routing-forms/introduction-to-routing-forms)

[Creating a Routing Form](https://help.oncehub.com/product/routing-forms/introduction-to-routing-forms/creating-routing-form)

[Adding Questions to Your Routing Form](https://help.oncehub.com/product/routing-forms/introduction-to-routing-forms/adding-questions-to-your-routing-form)

[Routing Your Interactions in Routing Forms](https://help.oncehub.com/product/routing-forms/introduction-to-routing-forms/routing-your-interactions-in-routing-forms)

# Adding Questions to Your Routing Form

> The Flow Builder for Routing Forms is a flexible tool designed to enhance the user experience by allowing you to add questions to gather information, set con...

The Flow Builder for Routing Forms is a flexible tool designed to enhance the user experience by allowing you to add questions to gather information, set conditional routing based on guest responses, and set actions for the form to take.

In this article we will focus on the various questions that you can add to your form within the Flow Builder.

***

## How to Access the Flow Builder

[Section titled “How to Access the Flow Builder”](#how-to-access-the-flow-builder)

1. Click on **Routing Forms** in the left-hand navigation menu.
2. Select the Routing Form you want to edit.

Once here you can drag and drop questions from the **Add Interaction** pane on the right into your Routing Form.

***

## Types of Questions Available

[Section titled “Types of Questions Available”](#types-of-questions-available)

The Flow Builder provides a variety of question types to help you collect and qualify information. Below are the available question types and their purposes:

* **Single select:** Guests choose one answer from multiple options. Ideal for straightforward selection questions.
* **Free text:** Allow guests to provide written responses in their own words. Useful for open-ended questions.
* **Email:** Collect email addresses from your guests. Perfect for contact information needs.
* **Phone:** Request your guest’s phone number for outreach purposes.
* **Multi select:** Guests can select multiple options. Great for surveys or multi-choice scenarios.
* **Number:** Gather numerical values. This works well for quantities or measurements.

***

## Saving Guest Responses to OnceHub Properties

[Section titled “Saving Guest Responses to OnceHub Properties”](#saving-guest-responses-to-oncehub-properties)

Once responses are collected, you have the option to save them to either system/custom **Contact Properties**, or **Conversation** **Properties** within OnceHub. This feature is particularly useful for sending guest information to third-party integrations, such as CRM systems.

To learn more about properties in OnceHub, please see our [**Introduction to Objects and Properties**](https://help.oncehub.com/account-administration/objects-properties/introduction-to-objects-and-properties/) article.

**Saving a Response to a Property**

1. Select the Question you want to save to a field.
2. Select the **Contact** or **Conversation** Property you want to map to using the **Do More With This Answer** option in the pane on the right.
3. Click **Save**.

Once completed, the responses to the mapped questions will be automatically saved in OnceHub and can be included in integrations with tools like Salesforce, Hubspot, or Zapier.

***

## Prefilling and Skipping Questions in Your Routing Form

[Section titled “Prefilling and Skipping Questions in Your Routing Form”](#prefilling-and-skipping-questions-in-your-routing-form)

After mapping your questions to Properties, you can create customized links to prefill your visitors’ details, or pass information captured from other sources to leverage OnceHub’s routing logic. Within OnceHub you have 2 options for how to prefill information for your visitors:

* **For a specific visitor:** Manually enter visitor information into the link. Use this option if you already have the visitor details available.
* **Via third party tool:** Toggle on placeholders for specific fields in the link. Then, use a mail merge or similar feature in your third-party tool (e.g., a CRM, another form, or email platform) to dynamically insert visitor details.

Additionally, you can configure individual questions to be skipped if their corresponding Property value is prefilled. This option is enabled on a per question basis using the setting: **Skip this question if the property value is known**.

Please take a look at our [**Pre-filling Questions in Your Routing Form**](https://help.oncehub.com/product/routing-forms/sharing-embedding/prefilling-questions-in-your-routing-form/) article for a detailed guide on prefilling your Routing Form.

***

## What’s Next?

[Section titled “What’s Next?”](#whats-next)

After adding your questions, consider configuring routing settings to direct interactions based on guest responses. Check out our [**Routing your Interactions**](https://help.oncehub.com/product/routing-forms/introduction-to-routing-forms/routing-your-interactions-in-routing-forms/) article for more information.

# Creating a Routing Form

> Creating a Routing Form in OnceHub is simple. You can start with a blank form, duplicate an existing form, or use a pre-designed template to get started.

[Creating a Routing Form](https://www.youtube-nocookie.com/embed/aaj-BjRA0xs?wmode=opaque)

Creating a Routing Form in OnceHub is simple. You can start with a blank form, duplicate an existing form, or use a pre-designed template to get started.

## Navigating to the Routing Forms Lobby

[Section titled “Navigating to the Routing Forms Lobby”](#navigating-to-the-routing-forms-lobby)

1. Click on **Routing Forms** in the left-hand navigation menu.

***

### Create a New Blank Routing Form

[Section titled “Create a New Blank Routing Form”](#create-a-new-blank-routing-form)

If you prefer to design your Routing Form entirely from scratch, follow these steps:

1. Click on **Create routing form** in the top right of the Routing Forms Lobby.
2. Click on **Start from scratch** in the top right.
3. Provide a name and select the Owner of the form.

You are now ready to start creating your Routing Form. We recommend taking a look at our [**Adding Questions to Your Routing Form**](https://help.oncehub.com/product/routing-forms/introduction-to-routing-forms/adding-questions-to-your-routing-form/) article to get started.

***

### Create a New Routing Form from a Template

[Section titled “Create a New Routing Form from a Template”](#create-a-new-routing-form-from-a-template)

Templates can save you time by providing a pre-built structure that you can customize. If you prefer to start off with a template, follow these steps:

1. Click on **Create routing form** in the top right of the Routing Forms Lobby.
2. Select the template you wish to use.
3. Provide a name and select the Owner of the form.

Your form will be created based on the chosen template. Afterward, you can learn about customizing the questions by checking out our [**Adding Questions to Your Routing Form**](https://help.oncehub.com/product/routing-forms/introduction-to-routing-forms/adding-questions-to-your-routing-form/) article.

***

### Duplicate an Existing Routing Form

[Section titled “Duplicate an Existing Routing Form”](#duplicate-an-existing-routing-form)

If you have an existing Routing Form you’d like to use as a starting point, you can duplicate it and modify the copy to suit your needs:

1. Click on the three dots to the right of the **Share** button of the Routing Form you want to duplicate.
2. Select **Duplicate**.
3. Provide a name and select the Owner of the form.

Your Routing Form will be created using the existing one as a template. From there, you can make any changes or updates you need.

# Introduction to Routing Forms

> Routing Forms in OnceHub streamline the qualification process by asking your guests tailored questions and directing them to specific actions based on their ...

Routing Forms in OnceHub streamline the qualification process by asking your guests tailored questions and directing them to specific actions based on their responses.

***

## What is a Routing Form?

[Section titled “What is a Routing Form?”](#what-is-a-routing-form)

A Routing Form helps you qualify guests by guiding them through customized paths based on their answers to specific questions. These paths, or “routes,” can lead to various outcomes, such as:

* Scheduling a meeting directly within the form.
* Connecting with a live sales agent via chat.
* Redirecting to a specific page on your website that provides personalized information.

The flexibility of Routing Forms ensures that your guests receive a tailored experience that aligns with their needs, helping you nurture valuable leads more effectively.

***

## Key Benefits of Using Routing Forms

[Section titled “Key Benefits of Using Routing Forms”](#key-benefits-of-using-routing-forms)

* **Efficient Lead Qualification:** Instantly identify and qualify leads through conditional routing.
* **Engage High-Value Leads:** Offer scheduling options directly to qualified leads within the form itself, streamlining the conversion process.
* **Customized Data Collection:** Tailor the information you gather to align with the type of meetings or interactions your business offers.

***

## Core Features of Routing Forms

[Section titled “Core Features of Routing Forms”](#core-features-of-routing-forms)

Routing Forms come equipped with powerful features designed for flexibility and effectiveness:

* [**Conditional Routing**](https://help.oncehub.com/product/routing-forms/introduction-to-routing-forms/routing-your-interactions-in-routing-forms/)**:** Direct guests to the next appropriate step based on their form responses.
* [**Customizable Forms**](https://help.oncehub.com/product/routing-forms/introduction-to-routing-forms/creating-routing-form/)**:** Collect only the information you need for better qualification and reduced friction.
* [**In-Form Scheduling**](https://help.oncehub.com/product/routing-forms/offering-scheduling/offering-scheduling-in-your-routing-form/)**:** Enable guests to set up meetings without leaving the form.
* [**Standalone Page Sharing**](https://help.oncehub.com/product/routing-forms/sharing-embedding/sharing-your-routing-form-as-standalone-page/)**:** Provide guests with a direct link to access your form.
* [**Website Embedding**](https://help.oncehub.com/product/routing-forms/sharing-embedding/embedding-your-routing-form-on-your-website/)**:** Easily integrate the form into your website for a smoother customer journey.

# Routing Your Interactions in Routing Forms

> The Flow Builder for Routing Forms is a flexible tool designed to enhance the user experience by allowing you to add questions to gather information, set con...

[Routing Your Interactions in Routing Forms](https://www.youtube-nocookie.com/embed/earTVTMZZJc?wmode=opaque)

The Flow Builder for Routing Forms is a flexible tool designed to enhance the user experience by allowing you to add questions to gather information, set conditional routing based on guest responses, and set actions for the form to take.

This article focuses on the routing you can configure for your form within the Flow Builder.

***

## How to Access the Flow Builder

[Section titled “How to Access the Flow Builder”](#how-to-access-the-flow-builder)

1. Click on **Routing Forms** in the left-hand navigation menu.
2. Select the Routing Form you want to edit.

Once here you can click on the Interaction you want to define routing for. Then, on the right-hand side of the screen you will see the Routing pane.

***

## How does routing work?

[Section titled “How does routing work?”](#how-does-routing-work)

Routing allows you to control the flow of guest interactions within your form by determining what happens after each response. For every interaction, you can choose to:

* **Route to the next interaction in order:** Proceeds to the next interaction in sequential order.
* **Always route to a specific interaction:** Routes the guest to the specified Interaction, no matter their response.
* **Route to interactions based on rules:** Routes based on the guest’s responses and predefined rules.

***

## Routing to Interactions Based on Rules

[Section titled “Routing to Interactions Based on Rules”](#routing-to-interactions-based-on-rules)

Using rules for routing enables you to create dynamic flows that adapt to the responses or data provided by your guests. Here’s how to design effective rules:

### What makes up a Rule?

[Section titled “What makes up a Rule?”](#what-makes-up-a-rule)

Each rule comprises two core components:

1. **Conditions:** These are criteria that must be met to activate the rule. Conditions can be based on:

   * The guest’s response in the current interaction.
   * Responses from previous interactions.
   * Information stored in a contact field.

2. **Routing Action:** This determines the interaction to route the guest to when the conditions of the rule are met.

### Using Multiple Rules

[Section titled “Using Multiple Rules”](#using-multiple-rules)

You can include multiple rules within a single interaction for a more nuanced routing process. The Routing Form will evaluate the rules in order, starting from the top. When a condition is met, the guest will be routed to the designated interaction for that rule.

If the top rule’s conditions are not met, the Routing Form will proceed to test the next rule, working its way down the list until a condition is satisfied.

Note

Always use the **Otherwise** option at the bottom of the **Routing** pane as a fallback. This ensures that, if none of the specified rule conditions are met, the Routing Form will still guide the guest to a predefined interaction or endpoint.

# Notifications

> Notifications documentation and guides.

[Setting Up Alerts in Your Routing Form](https://help.oncehub.com/product/routing-forms/notifications/setting-up-alerts-in-your-routing-form)

# Setting Up Alerts in Your Routing Form

> Adding alerts to your Routing Form can help keep your team informed when important interactions occur.

Adding alerts to your Routing Form can help keep your team informed when important interactions occur. For instance, if a visitor reaches a specific part of the form or answers a key question that suggests they are a strong lead, you can trigger an internal email to notify the relevant team members. This allows your sales or other teams to take timely action, even if the visitor doesn’t complete the form or book directly.

Internal email alerts are fully team-facing, meaning visitors won’t know about these notifications or receive any emails related to them. The alerts are strictly for internal updates.

[Setting Up Alerts in Your Routing Form](https://www.youtube-nocookie.com/embed/g3otXnhAGpM?wmode=opaque)

***

## Why Use Alerts in Your Routing Form?

[Section titled “Why Use Alerts in Your Routing Form?”](#why-use-alerts-in-your-routing-form)

Adding alerts ensures that:

* Your team is notified of high-priority developments immediately.
* No important leads slip through the cracks.
* Team members can take proactive steps based on key visitor interactions.

***

## How to Add Alerts in Your Routing Form

[Section titled “How to Add Alerts in Your Routing Form”](#how-to-add-alerts-in-your-routing-form)

Follow the steps below to add alerts in your Routing Form:

### Navigating to the Flow Builder

[Section titled “Navigating to the Flow Builder”](#navigating-to-the-flow-builder)

1. Click on **Routing Forms** in the left-hand navigation menu.
2. Select the form you want to set up alerts for.

### Setting up the Alert

[Section titled “Setting up the Alert”](#setting-up-the-alert)

1. Add the **Email alert** action from the **Add Interaction** pane on the right.
2. Provide the **Subject** line for the email that will be sent (**Optional**).
3. Provide a **Description** to be included in the email (**Optional**).
4. Select who should get the alert from the **Recipients** dropdown menu.
5. Click on **Save**.

# Offering Scheduling

> Offering Scheduling documentation and guides.

[Getting Started with Instant Calls in Routing Forms](https://help.oncehub.com/product/routing-forms/offering-scheduling/getting-started-with-instant-calls-in-routing-forms)

[Offering Scheduling in Your Routing Form](https://help.oncehub.com/product/routing-forms/offering-scheduling/offering-scheduling-in-your-routing-form)

# Getting Started with Instant Calls in Routing Forms

> Once you've qualified your website visitors through a Routing Form, identifying the right people to offer an instant call, they can choose to meet with someo...

## What are instant calls?

[Section titled “What are instant calls?”](#what-are-instant-calls)

Once you’ve qualified your website visitors through a Routing Form, identifying the right people to offer an instant call, they can choose to meet with someone on your team immediately in Google Meet or Zoom.

This is similar to our live chat feature, except instead of connecting with them by typing in a chat window, back and forth, instead you’re meeting them face-to-face in your preferred video conferencing app. This can be an advantage for sales calls and other interactions that benefit from a stronger emotional connection from the start .

## How does it work?

[Section titled “How does it work?”](#how-does-it-work)

Similar to live chat, you’ll define the days and hours you’re available for instant calls within your profile. The same availability is used for both live chat and instant calls. You can also set your availability manually by toggling it on or off in your account.

You can add an instant call action to a Routing Form, just like any other interaction in the conversation flow. This can be based on how they answer previous questions, using conditional logic to route the appropriate visitors to people in your organization who are best equipped to assist them.

You can either have all users take any instant call or create teams for specific profiles of customers. For instance, you may have a specific team for identified VIP prospects and another with specialized knowledge in a specific product or service.

OnceHub checks to make sure there’s someone on the appropriate team available, and that their OnceHub profile is integrated with the relevant video call app. If no one is available with an active connection to the video call app, your conversation flow will not offer your visitor an instant call and will fall back to the next interaction defined in the flow.

### What will my users experience on our end?

[Section titled “What will my users experience on our end?”](#what-will-my-users-experience-on-our-end)

When someone accepts your offer of an instant call, you’ll see this from within the live chat inbox, if you’re currently marked as available.

Once an agent accepts an instant call, no other agents can take it. The agent accepting it has six seconds to start the meeting.

A new browser tab will open with a generated call link. Be sure ahead of time that your users’ browsers don’t block new tabs from opening.

Once they’ve finished the meeting, the agent must click the ‘end meeting’ button in their integrated video call app. They will not be able to see and accept new instant call requests until the active call is ended.

### How do I make sure my users notice a new instant call?

[Section titled “How do I make sure my users notice a new instant call?”](#how-do-i-make-sure-my-users-notice-a-new-instant-call)

Make sure your users enable push notifications in their browser. OnceHub sends push notifications to the browser and also provides visual and audio notification within the OnceHub account, whenever there’s a new visitor accepting an instant call offer.

If you’d like your users to be notified via another app like Google Chat, Slack, or Microsoft Teams, you can configure this using webhooks. When you’re configuring the instant call action in the builder, go to the Webhook notification field and add the webhook URL. We recommend you test it to ensure the connection is successful.

# Offering Scheduling in Your Routing Form

> Including scheduling within your Routing Form enables you to qualify your guests and ensure they schedule the appropriate type of meeting or connect with the...

[Offering Scheduling in Your Routing Form](https://www.youtube-nocookie.com/embed/vb-_sJIjh4w?wmode=opaque)

Including scheduling within your Routing Form enables you to qualify your guests and ensure they schedule the appropriate type of meeting or connect with the correct host based on their specific needs. This feature not only improves meeting accuracy but also enhances the guest experience during scheduling.

***

## Benefits of Offering Scheduling within a Routing Form

[Section titled “Benefits of Offering Scheduling within a Routing Form”](#benefits-of-offering-scheduling-within-a-routing-form)

Integrating scheduling into your Routing Form provides several advantages:

* **Improved Guest Qualification:** Determines the right type of meeting or host for your guests, ensuring their needs are met effectively.
* **Dynamic Information Collection:** Captures relevant and tailored information based on the meeting type being scheduled, making it more targeted and efficient.
* **Enhanced Routing Precision:** Leverages the form’s routing capabilities to direct guests to the most suitable scheduling option, saving time for both parties.

***

## How to Add Scheduling to Your Routing Form

[Section titled “How to Add Scheduling to Your Routing Form”](#how-to-add-scheduling-to-your-routing-form)

Follow the steps below to integrate scheduling into your Routing Form:

### Navigating to the Flow Builder

[Section titled “Navigating to the Flow Builder”](#navigating-to-the-flow-builder)

1. Click on **Routing Forms** in the left-hand navigation menu.
2. Select the form you want to add scheduling to.

### Adding the Schedule Action

[Section titled “Adding the Schedule Action”](#adding-the-schedule-action)

1. Add the **Schedule** action from the **Add Interaction** pane on the right.
2. Select what should be used to offer scheduling using the dropdown menu.
3. Click on **Save**.

***

## Advanced Options for Scheduling

[Section titled “Advanced Options for Scheduling”](#advanced-options-for-scheduling)

* You can include multiple Schedule actions within your Routing Form to accommodate different guest needs.
* Pair scheduling actions with the Routing Form’s conditional routing feature to guide your visitors to the most relevant scheduling option based on their inputs, preferences, or other qualifying criteria.

**For example:**

If a guest selects “Sales Inquiry” in the form, the system can route them to schedule a call with a sales representative. Alternatively, if “Customer Support” is chosen, they can be directed to book a support meeting.

For more details on setting up routing conditions, refer to our [**Routing Your Interactions**](https://help.oncehub.com/product/routing-forms/introduction-to-routing-forms/routing-your-interactions-in-routing-forms/) article.

# Phone Screening

> Phone Screening documentation and guides.

[Phone Screening Agent](https://help.oncehub.com/product/routing-forms/phone-screening/phone-screening-agent)

[How to Assign a Phone Number to Your Routing Form](https://help.oncehub.com/product/routing-forms/phone-screening/how-to-assign-phone-number-to-your-routing-form)

# How to Assign a Phone Number to Your Routing Form

> This article will guide you through the process of assigning a phone number to your Routing Forms. By following these steps, you will be able to offer a new ...

This article will guide you through the process of assigning a phone number to your [**Routing Forms**](https://help.oncehub.com/product/routing-forms/introduction-to-routing-forms/introduction-to-routing-forms/). By following these steps, you will be able to offer a new way to screen clients over the phone.

***

## How to Assign a Phone Number to Your Routing Form

[Section titled “How to Assign a Phone Number to Your Routing Form”](#how-to-assign-a-phone-number-to-your-routing-form)

Follow these steps to assign a phone number to your Routing Form:

### Navigating to the AI Voice Tab

[Section titled “Navigating to the AI Voice Tab”](#navigating-to-the-ai-voice-tab)

1. Click **Routing Forms** in the left-hand side menu.
2. Select the **Routing Form** you want to generate a phone number for.
3. Go to the **AI Voice** tab.

### Setting a Welcome Message

[Section titled “Setting a Welcome Message”](#setting-a-welcome-message)

1. Provide a **Welcome Message** that will be used to greet callers.
2. Click **Save**.

### Assigning the Phone Number

[Section titled “Assigning the Phone Number”](#assigning-the-phone-number)

1. Click **Assign** **phone number**.
2. Select the phone number from the dropdown.

For information on how to generate phone numbers, please see our [**Managing Phone Numbers**](https://help.oncehub.com/billing/managing-phone-numbers/) article.

# Phone Screening Agent

> Phone Screening Agent is a no-setup feature that transforms your existing Routing Forms into a conversational, natural-language phone experience.

**Phone Screening Agent** is a **no-setup feature** that transforms your existing **Routing Forms** into a conversational, natural-language phone experience.

For information on how to assign a phone number, see our article on [**How to Assign a Phone Number to Your Routing Form**](https://help.oncehub.com/product/routing-forms/phone-screening/how-to-assign-phone-number-to-your-routing-form/).

***

## How Phone Screening Works

[Section titled “How Phone Screening Works”](#how-phone-screening-works)

Each **Routing Form** can be assigned its own **dedicated phone number**. This turns the form into a voice-based experience where callers answer questions and are routed automatically based on the form’s pre-set logic.

For information on how to manage dedicated numbers, see our article on [**Managing Phone Numbers**](https://help.oncehub.com/billing/managing-phone-numbers/).

## The Guest Experience

[Section titled “The Guest Experience”](#the-guest-experience)

When a client calls your dedicated number, they interact with the agents which is designed to handle the conversation:

* [**Personalized Welcome**](https://help.oncehub.com/product/booking-calendars/phone-booking/call-recording-compliance-guidance-for-phone-agent/)**:** The assistant greets the caller with your custom welcome message.
* **Conversational Logic:** The assistant asks the questions defined in your Routing Form and follows the specific routing logic of said form.
* **Integrated Booking:** If your form includes a Booking Calendar, the caller can finalize a booking directly during the phone call.

***

## Frequently Asked Questions (FAQs)

[Section titled “Frequently Asked Questions (FAQs)”](#frequently-asked-questions-faqs)

**Are there extra costs for my callers to use this service?**

**A:** Yes, standard phone call rates apply.

**Are there extra costs for me as a user to use a Phone Screening Agent?**

**A:** Yes, each dedicated phone number requires a [**phone number license**](https://help.oncehub.com/billing/managing-your-subscription/#adding-or-removing-phone-number-licenses).

**Can I generate phone numbers for any country?**

**A:** Currently, self-serve generation is limited to U.S., Canada and UK phone numbers. For all other countries, please [**contact our Sales team**](https://help.oncehub.com/contact-us/).

# Sharing Embedding

> Sharing Embedding documentation and guides.

[Sharing Your Routing Form as a Standalone Page](https://help.oncehub.com/product/routing-forms/sharing-embedding/sharing-your-routing-form-as-standalone-page)

[Embedding Your Routing Form on Your Website](https://help.oncehub.com/product/routing-forms/sharing-embedding/embedding-your-routing-form-on-your-website)

[Prefilling Questions in Your Routing Form](https://help.oncehub.com/product/routing-forms/sharing-embedding/prefilling-questions-in-your-routing-form)

[Redirecting Guests to an External Website from Routing Forms](https://help.oncehub.com/product/routing-forms/sharing-embedding/redirecting-guests-to-an-external-website-from-routing-forms)

[Adding Routing Forms to Your ClickFunnels Website](https://help.oncehub.com/product/routing-forms/sharing-embedding/adding-routing-forms-to-your-clickfunnels-website)

[Adding Routing Forms to Your GoDaddy Website](https://help.oncehub.com/product/routing-forms/sharing-embedding/adding-routing-forms-to-your-godaddy-website)

[Adding Routing Forms to Your HubSpot Website](https://help.oncehub.com/product/routing-forms/sharing-embedding/adding-routing-forms-to-your-hubspot-website)

[Adding Routing Forms to Your Leadpages Landing Page](https://help.oncehub.com/product/routing-forms/sharing-embedding/adding-routing-forms-to-your-leadpages-landing-page)

[Adding Routing Forms to Your Squarespace Website](https://help.oncehub.com/product/routing-forms/sharing-embedding/adding-routing-forms-to-your-squarespace-website)

[Adding Routing Forms to Your Unbounce Landing page](https://help.oncehub.com/product/routing-forms/sharing-embedding/adding-routing-forms-to-your-unbounce-landing-page)

[Adding Routing Forms to Your Weebly Website](https://help.oncehub.com/product/routing-forms/sharing-embedding/adding-routing-forms-to-your-weebly-website)

[Adding Routing Forms to Your Wix Website](https://help.oncehub.com/product/routing-forms/sharing-embedding/adding-routing-forms-to-your-wix-website)

[Adding Routing Forms to Your WordPress Website](https://help.oncehub.com/product/routing-forms/sharing-embedding/adding-routing-forms-to-your-wordpress-website)

# Adding Routing Forms to Your ClickFunnels Website

> Adding a routing form to your ClickFunnels website is quick and easy.

Adding a routing form to your ClickFunnels website is quick and easy.

## Add a routing form to your website

[Section titled “Add a routing form to your website”](#add-a-routing-form-to-your-website)

### Create the routing form

[Section titled “Create the routing form”](#create-the-routing-form)

1. Go to **Routing forms** on the left.
2. Click on the **Create routing form** button OR duplicate another form by clicking the three dots menu for that form and selecting **Duplicate**.

[**Create the form**](https://help.oncehub.com/product/routing-forms/introduction-to-routing-forms/creating-routing-form/) as you prefer, either duplicated from another, from scratch, or using a template.

When you’ve added the interactions you want, routed them, and designed the form as you like, navigate to the **Embed on website** tab.

### Install the code

[Section titled “Install the code”](#install-the-code)

#### In OnceHub

[Section titled “In OnceHub”](#in-oncehub)

You’ll grab the code you need for ClickFunnels.

1. On the **Embed on website** tab, pick a color for your routing form, then select **Get the code**.

2. Copy the code. [](/videos/fo-publish-copy.mp4)

   Figure 1: Copy the embed code

#### In a text app

[Section titled “In a text app”](#in-a-text-app)

On your computer, in a text app, paste the code and separate it into two parts.

For **Part 1**, include the second line of your pasted code:

```plaintext
<script id="fo-index" src="https://cdn.oncehub.com/fo/form.js" ></script>
```

For **Part 2**, include all the other lines of your pasted code (########## is your form’s ID, supplied in the pasted code).

```plaintext
<!-- FormOnce embed START -->
<div data-fo-form="FORM-##########" style="width:100%;height:400px;"></div>
<!-- FormOnce embed END -->
```

#### In ClickFunnels

[Section titled “In ClickFunnels”](#in-clickfunnels)

You’ll add **Part 1** of the code from OnceHub to your header for each individual funnel page where you want a form.

For **Part 2** of the code from OnceHub, you’ll [**add a custom JS/HTML element**](https://help.clickfunnels.com/hc/en-us/articles/360006054693-Custom-HTML-Element) to that funnel page. This creates an iframe on the page, where your form will appear.

1. Edit your funnel page.
2. Go to **Settings** **→** **Tracking code** **→** **Header and/or Footer Tab**.
3. Add **Part 1** of the code from OnceHub to your header.
   * There may already be other code in your header, above or below where you add the OnceHub code. You can keep that code there or remove it as you prefer, depending on your preferences for keeping tracking codes for services like Google Analytics on that funnel page. [**Learn more**](https://help.clickfunnels.com/hc/en-us/community/posts/4430243016343-How-do-I-remove-tracking-codes-from-the-footer-and-header-)
4. Go to **Elements** **→** **Add element**.
5. Scroll down to the **Misc Elements** category and select **Custom JS/HTML**.
6. Open the code editor and paste **Part 2** of the code from OnceHub. Adjust as needed (for instance, if you’d like a different height—so long as the height you choose is large enough to display any interaction on your form).
   * The **Custom code type** should be **Regular HTML/JS**.
7. Save your website.

That’s it! Your website can now display your routing form in the place you added it.

# Adding Routing Forms to Your GoDaddy Website

> Adding a routing form to your GoDaddy website is quick and easy.

Adding a routing form to your GoDaddy website is quick and easy.

Caution

Adding custom JavaScript requires a GoDaddy **Business** or **Commerce** plan.

## Add a routing form to your website

[Section titled “Add a routing form to your website”](#add-a-routing-form-to-your-website)

### Create the routing form

[Section titled “Create the routing form”](#create-the-routing-form)

1. Go to **Routing forms** on the left.
2. Click on the **Create routing form** button OR duplicate another form by clicking the three dots menu for that form and selecting **Duplicate**.

[**Create the form**](https://help.oncehub.com/product/routing-forms/introduction-to-routing-forms/creating-routing-form/) as you prefer, either duplicated from another, from scratch, or using a template.

When you’ve added the interactions you want, routed them, and designed the form as you like, navigate to the **Embed on website** tab.

### Install the code

[Section titled “Install the code”](#install-the-code)

#### In OnceHub

[Section titled “In OnceHub”](#in-oncehub)

You’ll grab the code you need for GoDaddy.

1. On the **Embed on website** tab, pick the color you’d like for your routing form, then select **Get the code**.
2. Copy the code.

[](/videos/fo-publish-copy.mp4)

Figure 1: Copy the embed code

#### In GoDaddy

[Section titled “In GoDaddy”](#in-godaddy)

You’ll add a [**custom code section**](https://www.godaddy.com/help/add-html-or-custom-code-to-my-site-27252) to your website, on each individual page where you want a form. This creates an iframe on the page, where your form will appear.

1. Edit your website in the Website Builder.
2. In the place you want to add your pop-up bot link, [**add a custom code section**](https://www.godaddy.com/help/add-html-or-custom-code-to-my-site-27252)**.**
3. Go to **Files & Web** **→** **HTML** and select **Add**.
4. Paste the code from OnceHub into the **Custom Code** field and adjust as needed.
5. Make sure the **Forced Height** field is high enough to display the form.
6. Save your website.

That’s it! Your website can now display your routing form in the place you added it.

# Adding Routing Forms to Your HubSpot Website

> Adding a routing form to your HubSpot website is quick and easy.

Adding a routing form to your HubSpot website is quick and easy.

Caution

Adding custom JavaScript requires a HubSpot paid plan with access to website pages and custom modules.

## Add a routing form to your website

[Section titled “Add a routing form to your website”](#add-a-routing-form-to-your-website)

### Create the routing form

[Section titled “Create the routing form”](#create-the-routing-form)

1. Go to **Routing forms** on the left.
2. Click on the **Create routing form** button OR duplicate another form by clicking the three dots menu for that form and selecting **Duplicate**.

[**Create the form**](https://help.oncehub.com/product/routing-forms/introduction-to-routing-forms/creating-routing-form/) as you prefer, either duplicated from another, from scratch, or using a template.

When you’ve added the interactions you want, routed them, and designed the form as you like, navigate to the **Embed on website** tab.

### Install the code

[Section titled “Install the code”](#install-the-code)

#### In OnceHub

[Section titled “In OnceHub”](#in-oncehub)

You’ll grab the code you need for HubSpot.

1. On the **Embed on website** tab, pick a color for your routing form, then select **Get the code**.
2. Copy the code.

[](/videos/fo-publish-copy.mp4)

Figure 1: Copy the embed code

#### In HubSpot

[Section titled “In HubSpot”](#in-hubspot)

To add custom JavaScript, you need to create a custom module with JavaScript required for loading. You’ll add this module on each individual website page where you want a form.

1. [**Create a custom module**](https://knowledge.hubspot.com/design-manager/create-and-edit-modules) that includes the OnceHub code.
2. Adjust the code as needed (for instance, the text for the link).
3. Make sure the module uses the [**require\_js function**](https://developers.hubspot.com/docs/cms/building-blocks/modules/files#require-js). This will require the JavaScript to load for that module to work.
4. Add the custom module to your website page wherever you want it to display.
5. Save your website.

That’s it! Your website can now display your routing form in the place you added it.

# Adding Routing Forms to Your Leadpages Landing Page

> Adding a routing form to your Leadpages landing page is quick and easy.

Adding a routing form to your Leadpages landing page is quick and easy.

## Add a routing form to your landing page

[Section titled “Add a routing form to your landing page”](#add-a-routing-form-to-your-landing-page)

### Create the routing form

[Section titled “Create the routing form”](#create-the-routing-form)

1. Go to **Routing forms** on the left.
2. Click on the **Create routing form** button OR duplicate another form by clicking the three dots menu for that form and selecting **Duplicate**.

[**Create the form**](https://help.oncehub.com/product/routing-forms/introduction-to-routing-forms/creating-routing-form/) as you prefer, either duplicated from another, from scratch, or using a template.

When you’ve added the interactions you want, routed them, and designed the form as you like, navigate to the **Embed on website** tab.

### Install the code

[Section titled “Install the code”](#install-the-code)

#### In OnceHub

[Section titled “In OnceHub”](#in-oncehub)

You’ll grab the code you need for Leadpages.

1. On the **Embed on website** tab, pick a color for your routing form, then click **Get the code**.
2. Copy the code.

[](/videos/fo-publish-copy.mp4)

Figure 1: Copy the embed code

#### In Leadpages

[Section titled “In Leadpages”](#in-leadpages)

You’ll add an [**HTML widget**](https://support.leadpages.com/hc/en-us/articles/216964338-The-HTML-widget) on your landing page, in each place where you want a form. This creates an iframe on the page, where your form will appear.

1. Edit your landing page.
2. Click **Widgets** and drag the **HTML** widget onto your page. You may have to click **Show More** if HTML isn’t listed. [**Learn more about the HTML widget**](https://support.leadpages.com/hc/en-us/articles/216964338-The-HTML-widget)
3. Paste the code from OnceHub and adjust as needed (for instance, the text for the link).
4. Save the widget.
5. Make sure the size of the widget is large enough on your page to hold the embedded form in it, as you want it displayed.
6. Publish/update your landing page.

That’s it! Your landing page can now display your routing form in the place you added it.

# Adding Routing Forms to Your Squarespace Website

> Adding a routing form to your Squarespace website is quick and easy.

Adding a routing form to your Squarespace website is quick and easy.

Caution

Adding custom javascript requires a **Squarespace** **Business** or **Commerce** plan.

## Add a routing form to your website

[Section titled “Add a routing form to your website”](#add-a-routing-form-to-your-website)

### Create the routing form

[Section titled “Create the routing form”](#create-the-routing-form)

1. Go to **Routing forms** on the left.
2. Click on the **Create routing form** button OR duplicate another form by clicking the three dots menu for that form and selecting **Duplicate**.

[**Create the form**](https://help.oncehub.com/product/routing-forms/introduction-to-routing-forms/creating-routing-form/) as you prefer, either duplicated from another, from scratch, or using a template.

When you’ve added the interactions you want, routed them, and designed the form as you like, navigate to the **Embed on website** tab.

### Install the code

[Section titled “Install the code”](#install-the-code)

#### In OnceHub

[Section titled “In OnceHub”](#in-oncehub)

You’ll grab the code you need for Squarespace.

1. On the **Publish** tab, select **Get the code**.
2. Copy the code.

[](/videos/fo-publish-copy.mp4)

Figure 1: Copy the embed code

#### In Squarespace

[Section titled “In Squarespace”](#in-squarespace)

You’ll add a [**code block**](https://support.squarespace.com/hc/en-us/articles/206543167-Code-blocks) on your website, on each individual page where you want a form.

1. Edit your website.
2. Click to [**add content with a block**](https://support.squarespace.com/hc/en-us/articles/206543757).
3. In the **Basic** section, select **Code**.
4. The selected **Mode** should be HTML.
5. Paste the code from OnceHub and adjust as needed.
6. Save your website.

That’s it! Your website can now display your routing form in the place you added it.

# Adding Routing Forms to Your Unbounce Landing page

> Adding a routing form to your Unbounce landing page is quick and easy.

Adding a routing form to your Unbounce landing page is quick and easy.

Caution

You can add custom javascript when working in the Classic Unbounce Builder only.

## Add a routing form to your landing page

[Section titled “Add a routing form to your landing page”](#add-a-routing-form-to-your-landing-page)

### Create the routing form

[Section titled “Create the routing form”](#create-the-routing-form)

1. Go to **Routing forms** on the left.
2. Click on the **Create routing form** button OR duplicate another form by clicking the three dots menu for that form and selecting **Duplicate**.

[**Create the form**](https://help.oncehub.com/product/routing-forms/introduction-to-routing-forms/creating-routing-form/) as you prefer, either duplicated from another, from scratch, or using a template.

When you’ve added the interactions you want, routed them, and designed the form as you like, navigate to the **Embed on website** tab.

### Install the code

[Section titled “Install the code”](#install-the-code)

#### In OnceHub

[Section titled “In OnceHub”](#in-oncehub)

You’ll grab the code you need for Unbounce.

1. On the **Embed on website** tab, pick a color for your routing form, then click **Get the code**.
2. Copy the code.

[](/videos/fo-publish-copy.mp4)

Figure 1: Copy the embed code

#### In Unbounce

[Section titled “In Unbounce”](#in-unbounce)

In the Classic Builder, you’ll use a [**custom HTML widget**](https://documentation.unbounce.com/hc/en-us/articles/360034877112-How-Do-I-Embed-Custom-HTML-or-Widgets-onto-my-Landing-Page-) in each individual place where you want a form. This creates an iframe on the page, where your form will appear.

1. Edit your landing page.
2. Click to add a [**custom HTML widget**](https://documentation.unbounce.com/hc/en-us/articles/360034877112-How-Do-I-Embed-Custom-HTML-or-Widgets-onto-my-Landing-Page-).
3. In the **Embed Custom HTML Code** section, paste the code from OnceHub and adjust as needed.
4. Make sure the size of the widget is large enough on your page to hold the embedded form in it, as you want it displayed. This may require multiple attempts as you adjust and preview.
5. Save your page.

That’s it! Your landing page can now display your routing form in the place you added it.

# Adding Routing Forms to Your Weebly Website

> Adding a routing form to your Weebly website is quick and easy.

[Adding Routing Forms to Your Weebly Website](https://www.youtube-nocookie.com/embed/c04CUlAAJCo?wmode=opaque)

Adding a routing form to your Weebly website is quick and easy.

Caution

Adding custom JavaScript requires a **Weebly** Professional or Performance plan.

## Add a routing form to your website

[Section titled “Add a routing form to your website”](#add-a-routing-form-to-your-website)

### Create the routing form

[Section titled “Create the routing form”](#create-the-routing-form)

1. Go to **Routing forms** on the left.
2. Click on the **Create routing form** button OR duplicate another form by clicking the three dots menu for that form and selecting **Duplicate**.

[**Create the form**](https://help.oncehub.com/product/routing-forms/introduction-to-routing-forms/creating-routing-form/) as you prefer, either duplicated from another, from scratch, or using a template.

When you’ve added the interactions you want, routed them, and designed the form as you like, navigate to the **Embed on website** tab.

### Install the code

[Section titled “Install the code”](#install-the-code)

#### In OnceHub

[Section titled “In OnceHub”](#in-oncehub)

You’ll grab the code you need for Weebly.

1. On the **Embed on website** tab, pick the color you’d like for your routing form, then select **Get the code**.
2. Copy the code.

#### In Weebly

[Section titled “In Weebly”](#in-weebly)

You’ll add an [**Embed Code element**](https://www.weebly.com/app/help/us/en/topics/create-widgets-embed-code-and-add-external-content) to your website, on each individual page where you want a form.

1. Edit your website.
2. Add an **Embed code** element to the site.
3. Click on the element and **Edit Custom HTML**.
4. Paste the code from OnceHub and adjust as needed.
5. Publish your website.

That’s it! Your website can now display your routing form in the place you added it.

# Adding Routing Forms to Your Wix Website

> Adding a routing form to your Wix website is quick and easy.

Adding a routing form to your Wix website is quick and easy.

## Add a routing form to your website

[Section titled “Add a routing form to your website”](#add-a-routing-form-to-your-website)

### Create the routing form

[Section titled “Create the routing form”](#create-the-routing-form)

1. Go to **Routing forms** on the left.
2. Click on the **Create routing form** button OR duplicate another form by clicking the three dots menu for that form and selecting **Duplicate**.

[**Create the form**](https://help.oncehub.com/product/routing-forms/introduction-to-routing-forms/creating-routing-form/) as you prefer, either duplicated from another, from scratch, or using a template.

When you’ve added the interactions you want, routed them, and designed the form as you like, navigate to the **Embed on website** tab.

### Install the code

[Section titled “Install the code”](#install-the-code)

#### In OnceHub

[Section titled “In OnceHub”](#in-oncehub)

You’ll grab the code you need for Wix.

1. On the **Publish** tab, select **Get the embed code**.
2. Copy the code. [](/videos/fo-publish-copy.mp4) Figure 1: Copy the embed code

#### In Wix

[Section titled “In Wix”](#in-wix)

You’ll [**embed a widget**](https://support.wix.com/en/article/wix-editor-embedding-a-site-or-a-widget) on your website, on each individual page where you want a form. This creates an iframe on the page, where your form will appear.

1. Edit your website.
2. Click + to [**add the widget**](https://support.wix.com/en/article/wix-editor-embedding-a-site-or-a-widget).
3. Go to **Embed** **→** **Embed a widget**.
4. Make sure the size of the widget is the right size on your page to hold the embedded form in it, as you want it displayed. This must be a large enough size to display any form interactions included on your form, including the schedule action if you intend to use it.
5. Paste the code from OnceHub and adjust as needed.
6. Save your website.

That’s it! Your website can now display your routing form in the place you added it.

# Adding Routing Forms to Your WordPress Website

> Adding a routing form to your WordPress website is quick and easy.

Adding a routing form to your WordPress website is quick and easy.

Caution

If you are using Wordpress.com, you will need a Wordpress.com **Business** or **eCommerce** plan to use custom JavaScript and plugins.

If you are using a self-hosted WordPress site, you can install any plugins you like without purchasing a WordPress subscription.

## Add a routing form to your website

[Section titled “Add a routing form to your website”](#add-a-routing-form-to-your-website)

### Create the routing form

[Section titled “Create the routing form”](#create-the-routing-form)

1. Go to **Routing forms** on the left.
2. Click on the **Create routing form** button OR duplicate another form by clicking the three dots menu for that form and selecting **Duplicate**.

[**Create the form**](https://help.oncehub.com/product/routing-forms/introduction-to-routing-forms/creating-routing-form/) as you prefer, either duplicated from another, from scratch, or using a template.

When you’ve added the interactions you want, routed them, and designed the form as you like, navigate to the **Embed on website** tab.

### Install the code

[Section titled “Install the code”](#install-the-code)

#### In OnceHub

[Section titled “In OnceHub”](#in-oncehub)

You’ll grab the code you need for WordPress.

1. On the **Embed on website** tab, pick a color for your routing form, then select **Get the code**.
2. Copy the code.

[](/videos/fo-publish-copy.mp4)

Figure 1: Copy the embed code

#### In WordPress

[Section titled “In WordPress”](#in-wordpress)

You’ll add a custom embed plugin that allows you to add custom JavaScript to your pages. You’ll add an embed on each individual page where you want a routing form.

1. Install and activate the custom JavaScript embed plugin of your choice. [**Learn more**](https://wordpress.com/support/code/)
2. Edit your website.
3. Add a custom embed wherever you’d like to add a form.
4. Paste the code from OnceHub and adjust as needed (for instance, the text for the link).
5. Save your website.

That’s it! Your website can now display your form in the place you added it.

# Embedding Your Routing Form on Your Website

> Embedding a Routing Form directly on your website ensures that guests can complete it without navigating away.

[Embedding Your Routing Form on Your Website](https://www.youtube-nocookie.com/embed/f5XrXQFrmxg?wmode=opaque)

Embedding a Routing Form directly on your website ensures that guests can complete it without navigating away. Follow the steps below to integrate your Routing Form into your site easily.

## Embed Your Routing Form on Your Website

[Section titled “Embed Your Routing Form on Your Website”](#embed-your-routing-form-on-your-website)

Use the Embed Designer to match your Routing Form to your websites branding using the steps below:

### Navigating to the Embed Designer

[Section titled “Navigating to the Embed Designer”](#navigating-to-the-embed-designer)

1. Click on **Routing Forms** in the left-hand navigation menu.
2. Select the form you want to embed.
3. Click on the **Embed Designer** tab at the top.

### Choosing the Form Color

[Section titled “Choosing the Form Color”](#choosing-the-form-color)

1. Choose a color for your form that matches your website

### Embedding the Code

[Section titled “Embedding the Code”](#embedding-the-code)

1. Click **Get the code** (bottom right) to generate the embed code.
2. Click on **Copy & close** to copy the embed code.
3. Add the code on your website where you want the form to appear.

***

## Prefilling the Routing Form via URL Parameters

[Section titled “Prefilling the Routing Form via URL Parameters”](#prefilling-the-routing-form-via-url-parameters)

You can automatically fill in questions on your embedded routing form using URL parameters. This is especially useful if you already have some information about the visitor, like their name or email, and want to save them from typing it in again.

To set this up, you’ll first need to connect the questions on your routing form to specific **Contact** or **Conversation** Properties. You can do this in the **Flow Builder** tab of your routing form. For detailed instructions on this step, check out our help article on[ **Adding Questions to Your Routing Forms**](https://help.oncehub.com/product/routing-forms/introduction-to-routing-forms/adding-questions-to-your-routing-form/).

After mapping the Properties, you can add parameters to the URL that a visitor clicks to get to the page with the form. The format looks like this: `https://yourwebsite.com?name=John_Doe&email=john.doe@email.com`. The part after the question mark (`?`) contains the parameters. The **label** of the Property you mapped is what you’ll use as the parameter. In this example, **name** and **email** are the labels. For more information on these Properties, see our[ **Introduction to Objects and Properties**](https://help.oncehub.com/account-administration/objects-properties/introduction-to-objects-and-properties/) article.

Tip

If you want to quickly generate the URL parameters for your form, you can use the [**Share pop-up**](https://help.oncehub.com/product/routing-forms/sharing-embedding/prefilling-questions-in-your-routing-form/). This tool makes it easy to get the right parameters without having to manually build the URL.

# Prefilling Questions in Your Routing Form

> Pre-filling guest information on your Routing Form streamlines the process for both you and your visitors.

Pre-filling guest information on your Routing Form streamlines the process for both you and your visitors. By reducing manual data entry, it saves time, minimizes errors, and enhances the overall experience.

Before starting, make sure you’ve mapped your Routing Form Questions to the necessary Custom Fields. For guidance on mapping, please take a look at [**this article**](https://help.oncehub.com/product/routing-forms/introduction-to-routing-forms/adding-questions-to-your-routing-form/).

***

## Enabling Personalization and Tracking

[Section titled “Enabling Personalization and Tracking”](#enabling-personalization-and-tracking)

To create a prefilled form link, follow these steps:

1. Click on **Routing Forms** in the lefthand navigation menu.
2. Click on **Share** next to the form you want to get a link for.
3. Check **Personalization and Tracking** in the popup.

### Adding Tracking (Optional)

[Section titled “Adding Tracking (Optional)”](#adding-tracking-optional)

Under **UTM parameters** you can add your various UTMs that you use for tracking.

### Configuring your prefill options

[Section titled “Configuring your prefill options”](#configuring-your-prefill-options)

Under **Routing Form URL Parameters** you have 2 options for how you would like to prefill the form:

* **For a specific visitor:** Manually enter visitor information to populate the form when they use the shared link. Use this option if you already have their details available.
* **Via third-party tool:** Generate a link with placeholder text. Use this option if you want to populate visitor information using third-party tools such as CRMs.

### Finalizing the Link

[Section titled “Finalizing the Link”](#finalizing-the-link)

* Once you have configured the parameters, click **Copy & Close** to generate and copy your prefilled booking link.

***

## Prefilling the Routing Form for a Specific Visitor

[Section titled “Prefilling the Routing Form for a Specific Visitor”](#prefilling-the-routing-form-for-a-specific-visitor)

This method allows you to input a visitor’s information directly into the text fields representing your booking form’s specific fields.

* Example: Enter details like **Name**, **Email Address**, or **Phone Number**.
* When the visitor uses the shared link, their pre-entered details will be auto-filled in the corresponding questions in the form.

***

## Prefilling the Routing Form Dynamically via Third party tools

[Section titled “Prefilling the Routing Form Dynamically via Third party tools”](#prefilling-the-routing-form-dynamically-via-third-party-tools)

For more dynamic needs, you can use the form links with third-party tools like CRMs or marketing platforms:

1. Enable toggles for the fields you’d like to populate dynamically (e.g., Name, Email, etc.).
2. A placeholder (e.g., Name=XXXX) will appear in the generated form URL.
3. Use automation in your third-party tool, such as a mail merge feature, to replace placeholders with actual visitor data.
4. Deploy the customized form link in your campaigns or workflows.
5. Once a guest clicks the link, their information will automatically populate the corresponding questions in the form.

# Redirecting Guests to an External Website from Routing Forms

> Redirecting guests to another website after they complete a routing form can help guide them to additional resources, such as product information or a suppor...

Redirecting guests to another website after they complete a routing form can help guide them to additional resources, such as product information or a support page. With Routing Forms, you can easily configure this redirection process.

[Redirecting Guests to an External Website from Routing Forms](https://www.youtube-nocookie.com/embed/Nf_ii0YIrFw?wmode=opaque)

***

## How to Redirect Guests from Your Routing Form

[Section titled “How to Redirect Guests from Your Routing Form”](#how-to-redirect-guests-from-your-routing-form)

Follow the steps below to redirect guests after they complete your Routing Form:

### Navigating to the Flow Builder

[Section titled “Navigating to the Flow Builder”](#navigating-to-the-flow-builder)

1. Click on **Routing Forms** in the left-hand navigation menu.
2. Select the form you want to set up to redirect to another website to.

### Setting up the Redirect

[Section titled “Setting up the Redirect”](#setting-up-the-redirect)

1. Add the **End** action from the **Add Interaction** pane on the right.
2. Toggle **Redirect Visitor** to **ON**.
3. Add the **Redirect URL**.
4. Choose if the redirect should happen automatically, or if a redirect button should be provided to them.
5. Click on **Save**.

# Sharing Your Routing Form as a Standalone Page

> You can easily share your Routing Form with customers by generating a unique link. The Routing Form will display on a standalone page that you can customize ...

[Sharing Your Routing Form as a Standalone Page](https://www.youtube-nocookie.com/embed/JIelztj-OrI?wmode=opaque)

You can easily share your Routing Form with customers by generating a unique link. The Routing Form will display on a standalone page that you can customize to align with your branding. Follow this guide to design and share your Routing Form page.

## Design the Standalone Page

[Section titled “Design the Standalone Page”](#design-the-standalone-page)

Use the Page Designer to create a visually appealing standalone page for your Routing Form using the steps below:

**Navigating to the Page Designer**

1. Click on **Routing Forms** in the left-hand navigation menu.
2. Select the form you want to design a standalone page for.
3. Click on the **Page Designer** tab at the top.

**Designing the Page**

The Page Designer provides a live preview (WYSIWYG editor), allowing you to see real-time updates for both desktop and mobile views as you design your page.

Here are the key customization options available:

* **Customize the URL:** Create a unique and easy-to-share URL for the page.
* **Branding Adjustments:** Match your brand’s style by adjusting background, text, and button colors.
* **Add Visuals and Messaging:** Upload custom images, logos, and a personalized welcome message.
* **Incorporate Links:** Add helpful links in the footer or welcome message for navigation or valuable resources.
* **Social Media Integration:** Include clickable social media icons for platforms such as your website, X (formerly Twitter), YouTube, and others.

Once your design is complete, you can generate a sharable link by clicking **Share Your Page**.

***

## Share your Routing Form as a Standalone Page

[Section titled “Share your Routing Form as a Standalone Page”](#share-your-routing-form-as-a-standalone-page)

**Navigating to the Routing Forms lobby**

1. Click on **Routing Forms** in the left-hand navigation menu.

**Sharing the link**

1. Click on the **Share** button for the Routing Form you want to share as a page.
2. (Optional) Select Personalization and Tracking to enable [**pre-filling of your routing form**](https://help.oncehub.com/product/routing-forms/sharing-embedding/prefilling-questions-in-your-routing-form/).
3. Click on **Copy & close** in the pop-up.
4. Paste the link wherever needed.

# Profile Management

> Profile Management documentation and guides.

[Account Access and Password Recovery](https://help.oncehub.com/profile-management/account-access-and-password-recovery)

[Managing Your Profile in OnceHub](https://help.oncehub.com/profile-management/managing-your-profile-in-oncehub)

[Availability](https://help.oncehub.com/profile-management/availability/)

[Booking Calendar User Notifications](https://help.oncehub.com/profile-management/booking-calendar-user-notifications)

# Account Access and Password Recovery

> We understand that accessing your account is crucial. This article provides clear instructions to help you regain access, whether you've forgotten your passw...

We understand that accessing your account is crucial. This article provides clear instructions to help you regain access, whether you’ve forgotten your password, your account is locked, or your trial has expired.

[Account Access and Password Recovery](https://www.youtube-nocookie.com/embed/c6eGoe8-KB8?wmode=opaque)

## Password Recovery

[Section titled “Password Recovery”](#password-recovery)

### Forgotten Password

[Section titled “Forgotten Password”](#forgotten-password)

If you have forgotten your password, you can reset it by clicking on the [**Forgot your password?**](https://account.oncehub.com/password-reset) link on the sign-in page and follow the instructions.

### Password Reset Link Issues

[Section titled “Password Reset Link Issues”](#password-reset-link-issues)

If you have followed the **Forgot your password?** instructions provided above and have not received an email with the reset link, please ensure that you check all of your email folders, including your spam folder, for an email from <mailer@oncehub.com>.

If you are still unable to locate the email, please [**contact our support team**](https://help.oncehub.com/contact-us/) for assistance.

***

## Account Login

[Section titled “Account Login”](#account-login)

### Forgotten or Inaccessible Login Email

[Section titled “Forgotten or Inaccessible Login Email”](#forgotten-or-inaccessible-login-email)

If you’ve forgotten your login email or no longer have access to it, [**contact our support team**](https://help.oncehub.com/contact-us/) and we will get you back into your account as securely and quickly as we can.

### Account Locked

[Section titled “Account Locked”](#account-locked)

If your account has been locked, contact a OnceHub Administrator from your organization. Administrators can unlock user accounts by:

* Clicking the gear icon in the top-right corner.
* Selecting **Users**.
* Clicking the three horizontal dots next to the user’s profile.
* Selecting **Restore access**.

If you are the sole Administrator and your account has been locked, or if you’re not sure who the Administrator for your own account is, please [**contact us**](https://help.oncehub.com/contact-us/).

***

## Account locked due to payment failure

[Section titled “Account locked due to payment failure”](#account-locked-due-to-payment-failure)

If your account has been locked while attempting to pay for your subscription, please [**contact us**](https://help.oncehub.com/contact-us/) for assistance.

***

## Trial Expiration

[Section titled “Trial Expiration”](#trial-expiration)

If your trial has expired and you need a bit more time to fully explore the features and capabilities of our products, [**let our sales team know**](https://oncehub.com/oh-trial) and we’d be happy to assist.

# Availability

> Availability documentation and guides.

[Configuring Profile-Level Availability for Booking Calendars](https://help.oncehub.com/profile-management/availability/configuring-profile-level-availability-for-booking-calendars)

[How to Block Availability for One-Time Events](https://help.oncehub.com/profile-management/availability/how-to-block-availability-for-one-time-events)

[How to Block Availability for One-Time Events From Your Calendar](https://help.oncehub.com/profile-management/availability/how-to-block-availability-for-one-time-events-from-your-calendar)

[How to Block Availability for One-Time Events in OnceHub](https://help.oncehub.com/profile-management/availability/how-to-block-availability-for-one-time-events-in-oncehub)

[How to Extend Your Availability for One-Time Events](https://help.oncehub.com/profile-management/availability/how-to-extend-your-availability-for-one-time-events)

[How OnceHub Protects the Guest's Time Selection During the Booking Process](https://help.oncehub.com/profile-management/availability/how-oncehub-protects-the-guests-time-selection-during-the-booking-process)

# Configuring Profile-Level Availability for Booking Calendars

> Control when clients can schedule meetings by defining your availability. This feature integrates with your connected calendar, and coordinates with Meeting ...

Control when clients can schedule meetings by defining your availability. This feature integrates with your connected calendar, and coordinates with Meeting Locations to specify when and where meetings can be scheduled.

For a guide on Meeting Locations, please see our [**Meeting Locations for Booking Calendars**](https://help.oncehub.com/account-administration/locations-rooms/offering-multiple-meeting-locations-per-time-block/) article.

***

## Availability can be configured at two levels

[Section titled “Availability can be configured at two levels”](#availability-can-be-configured-at-two-levels)

Availability can be retrieved from your user profile settings or customized on your Booking Calendar.

* **Profile-Level Availability:** Simplifies availability management when multiple Booking Calendars share the same schedule.
* **Booking Calendar-Level Availability:** Allows for unique schedules for individual Booking Calendars.

Each **Booking Calendar** can be configured to use either its own unique availability, or to inherit the availability defined in your profile.

***

## Setting up Profile-Level Availability

[Section titled “Setting up Profile-Level Availability”](#setting-up-profile-level-availability)

When first setting up your availability, we recommend starting by configuring your default, recurring availability under your profile settings.

### Accessing Your Scheduled Meeting Availability

[Section titled “Accessing Your Scheduled Meeting Availability”](#accessing-your-scheduled-meeting-availability)

1. Click on the **profile icon** located in the top-right corner.
2. Select **Scheduled Meeting Availability** from the dropdown.

OnceHub offers two methods to manage your availability:

* **Weekly Working Hours:** Your default, recurring booking times.
* **Date-Specific Overrides:** Override your default availability for specific dates, such as for vacation days or special events.

### Setting Your Weekly Working Hours

[Section titled “Setting Your Weekly Working Hours”](#setting-your-weekly-working-hours)

Your account is preconfigured with default time slots from 09:00 to 17:00, Monday through Friday.

To modify these settings:

1. Click the **Edit weekly working hours** button.
2. Adjust the preset hours using the Add and Remove icons within the **Weekly Working Hours** tab.
3. For each time block, define the corresponding meeting location(s) by highlighting the location icon.

### Customizing with Date-Specific Overrides (optional)

[Section titled “Customizing with Date-Specific Overrides (optional)”](#customizing-with-date-specific-overrides-optional)

1. Navigate to the **Date-Specific Overrides** tab, accessible from either the **Weekly Working Hours** popup or the **Scheduled Meeting Availability** section.

2. Choose the date you wish to modify from the calendar on the left.

   * **Adjust Time Blocks:** Add or remove time blocks to override your standard hours.
   * **Change your Meeting Location:** Select or deselect location icons to override your meeting location.

To remove all availability for a specific day, simply remove all time blocks.

### Setting Your Time Zone

[Section titled “Setting Your Time Zone”](#setting-your-time-zone)

1. Click on **Edit** in the top right next to the time zone.
2. Select your time zone from the dropdown list.
3. Click on **Apply** to confirm the change.

Tip

You can use the **`iana_time_zone`** URL parameter to ensure a booking link’s availability is initially shown in a specific time zone.

For example, if you add **`?iana_time_zone=America/New_York`** to the end of your URL, the availability shown to guests will default to Eastern Time.

### Saving Your Profile Settings

[Section titled “Saving Your Profile Settings”](#saving-your-profile-settings)

1. Once your availability is configured, click **Apply** to save the changes.

***

If you would like to set availability for specific Booking Calendar, please take a look at our [**Configuring Availability for Specific Booking Calendars**](https://help.oncehub.com/product/booking-calendars/booking-settings/configuring-availability-for-specific-booking-calendars/) article.

# How OnceHub Protects the Guest's Time Selection During the Booking Process

> Learn how OnceHub uses temporary calendar events to reserve time slots during the booking process, preventing double bookings and ensuring a reliable scheduling experience.

OnceHub places a **temporary calendar event** on your connected calendar to ensure that once a guest selects a time slot, it is reserved for them until they confirm the booking. This ensures that other guests, people, or systems with access to the host’s calendar will not be able to accidentally take that slot.

The reservation is in effect during the time period starting from the time slot selection, continuing with the guest filling the booking form and ending with the final submission of the booking form and confirmation of the booking.

***

## The Role of Temporary Calendar Events

[Section titled “The Role of Temporary Calendar Events”](#the-role-of-temporary-calendar-events)

The reservation system serves as a live “safety net”. As soon as a guest selects a specific time on your booking link, OnceHub communicates with your connected calendar to create a temporary calendar event as a placeholder.

This placeholder automatically removes the time slot from availability for any other entity viewing your booking link at the same time. OnceHub maintains this reservation for a maximum of 5 minutes. If the booking is not finalized within this period, the temporary calendar event is automatically removed, freeing the time slot for other guests to select.

Once the guest completes the booking, OnceHub automatically converts the temporary calendar event into a permanent event.

***

## Benefits of Reserving Time Slots

[Section titled “Benefits of Reserving Time Slots”](#benefits-of-reserving-time-slots)

Securing a time slot early in the scheduling process offers several key benefits for both the host and the guest:

* **Reliability and Professionalism:** It prevents any scheduling errors that could have occurred if two guests were scheduling for the same time slot at the same time. This ensures that each guest will always be able to schedule for the time they selected.
* **Real-Time Accuracy:** Because OnceHub marks the host as **busy** instantly, other entities with access to the host’s calendar cannot take the slot, ensuring the booking link remains an accurate reflection of your true availability at all times.

# How to Block Availability for One-Time Events

> Sometimes, unexpected events like business travel or personal time off require you to block your usual meeting availability.

[How to Block Availability for One-Time Events](https://www.youtube-nocookie.com/embed/8eMS_sNtG1U?wmode=opaque)

Sometimes, unexpected events like business travel or personal time off require you to block your usual meeting availability. With Booking Calendars, OnceHub makes it easy to adjust your schedule temporarily, so your availability reflects your current commitments.

There are **two simple methods** to block your availability:

1. **Using Your Connected Calendar** Create “Busy” events in your connected calendar (like Google or Outlook) to automatically block out your availability in OnceHub. [**Learn how to block availability using your connected calendar**](https://help.oncehub.com/profile-management/availability/how-to-block-availability-for-one-time-events-from-your-calendar/).
2. **Setting a Date-Specific Override in OnceHub** Customize availability directly in OnceHub for specific dates or times when you’ll be unavailable. [**Find out how to set up a date-specific override**](https://help.oncehub.com/profile-management/availability/how-to-block-availability-for-one-time-events-in-oncehub/).

Both options allow you to maintain control over your schedule and ensure a smooth booking experience for your invitees. Choose the method that best fits your needs, and reclaim your time when you need it most!

# How to Block Availability for One-Time Events From Your Calendar

> There may be situations when you need to block off your usual meeting availability. For instance, you might be traveling for business or taking personal time...

[How to Block Availability for One-Time Events From Your Calendar](https://www.youtube-nocookie.com/embed/hlpECwS5GY8?wmode=opaque)

There may be situations when you need to block off your usual meeting availability. For instance, you might be traveling for business or taking personal time off.

With Booking Calendars, blocking your availability from your connected calendar is simple.

***

## Blocking Availability Using Your Connected Calendar

[Section titled “Blocking Availability Using Your Connected Calendar”](#blocking-availability-using-your-connected-calendar)

You can easily block availability using either your default connected calendar or a sub-calendar

### Using Your Default Calendar

[Section titled “Using Your Default Calendar”](#using-your-default-calendar)

Blocking availability on your default calendar is straightforward:

1. Open your calendar application linked to your account.
2. Create a **“Busy”** event for the specific time slots you want to block.

By using your default calendar in this way, it will immediately block off your availability in OnceHub.

### Using a Sub-Calendar

[Section titled “Using a Sub-Calendar”](#using-a-sub-calendar)

If you prefer not to clutter your default calendar, you can utilize an existing sub-calendar or create a new one specifically for blocking availability.

1. Create or designate a sub-calendar on your calendar application.
   * For example, name it “Blocked Availability”.
2. Go to **User Integrations** in OnceHub.
3. Find the option labeled **Busy Time Is Retrieved From** and update this to use your sub-calendar.
   * This step ensures that the system retrieves availability information from the correct calendar.

Once set up, you can create **“Busy”** events on the sub-calendar just as you would on the default calendar. This method keeps your main calendar tidy and separates blocked time from other events.

***

## Additional Help

[Section titled “Additional Help”](#additional-help)

If you need more detailed instructions for managing or changing availability settings, refer to our[ **Availability for Booking Calendars article**](https://help.oncehub.com/profile-management/availability/configuring-profile-level-availability-for-booking-calendars/) for further guidance.

# How to Block Availability for One-Time Events in OnceHub

> There may be situations when you need to block off your usual meeting availability. For instance, you might be traveling for business or taking personal time...

[How to Block Availability for One-Time Events in OnceHub](https://www.youtube-nocookie.com/embed/sn3chkeNIXw?wmode=opaque)

There may be situations when you need to block off your usual meeting availability. For instance, you might be traveling for business or taking personal time off.

With Booking Calendars, you can easily block availability directly within OnceHub in just a few steps:

***

## Step 1: Determine Your Availability Level

[Section titled “Step 1: Determine Your Availability Level”](#step-1-determine-your-availability-level)

First, determine whether your Booking Calendar is using your profile availability or whether availability is set directly on the Booking Calendar.

Follow these steps to identify where your availability is configured:

1. Open **Booking Calendars** from the left-hand menu.
2. Select the specific **Booking Calendar** you want to modify.
3. Locate the **Availability and Location** section under the **Booking Settings** tab. (This will indicate whether the Booking Calendar retrieves availability from the user profile settings or its own customized availability.)

***

## Step 2: Access Date-Specific Overrides and Remove Availability

[Section titled “Step 2: Access Date-Specific Overrides and Remove Availability”](#step-2-access-date-specific-overrides-and-remove-availability)

Once you’ve identified where your availability is retrieved from, you can remove availability for specific dates using the Date-Specific Overrides feature.

### If your availability is set at the Booking Calendar level

[Section titled “If your availability is set at the Booking Calendar level”](#if-your-availability-is-set-at-the-booking-calendar-level)

1. Click on the **Date-Specific Overrides** tab.
2. Click **Add date override**.
3. Adjust your availability using the popup window. (This allows you to override specific times for the chosen dates.)
4. Click **Apply** to save and close the popup.
5. Click **Save** at the bottom of the Booking Calendar to save your changes.

### If your availability is retrieved from the user profile settings

[Section titled “If your availability is retrieved from the user profile settings”](#if-your-availability-is-retrieved-from-the-user-profile-settings)

Access the Date-Specific Overrides feature by following these steps:

1. Click on your **profile picture** in the top-right corner of your screen.
2. Select **Scheduled Meeting Availability** from the dropdown menu.

From here, the process for removing availability is the same as when managing it at the Booking Calendar level.

**Note:** To completely remove all availability for a specific day, simply remove all time slots.

***

## Additional Help

[Section titled “Additional Help”](#additional-help)

If you need more detailed instructions for managing or changing availability settings, refer to our[ **Availability for Booking Calendars article**](https://help.oncehub.com/profile-management/availability/configuring-profile-level-availability-for-booking-calendars/) for further guidance.

# How to Extend Your Availability for One-Time Events

> To accommodate periods of high demand, such as seasonal peaks, you might need to temporarily offer more meeting availability than your usual schedule allows.

[How to Extend Your Availability for One-Time Events](https://www.youtube-nocookie.com/embed/CLTykKmSAgk?wmode=opaque)

To accommodate periods of high demand, such as seasonal peaks, you might need to temporarily offer more meeting availability than your usual schedule allows.

Booking Calendars allows you to easily extend your availability as needed. The following steps will guide you through the process.

***

## Step 1: Determine Your Availability Level

[Section titled “Step 1: Determine Your Availability Level”](#step-1-determine-your-availability-level)

First, determine whether your Booking Calendar is using your profile availability or whether availability is set directly on the Booking Calendar.

Follow these steps to identify where your availability is configured:

1. Open **Booking Calendars** from the left-hand menu.
2. Select the specific **Booking Calendar** you want to modify.
3. Locate the **Availability and Location** section under the **Booking Settings** tab. (This will indicate whether the Booking Calendar retrieves availability from the user profile settings or its own customized availability.)

***

## Step 2: Access Date-Specific Overrides and Add Availability

[Section titled “Step 2: Access Date-Specific Overrides and Add Availability”](#step-2-access-date-specific-overrides-and-add-availability)

Once you’ve identified where your availability is retrieved from, you can add extra meeting slots for specific dates using the **Date-Specific Overrides** feature.

### **If your availability is set at the Booking Calendar level**

[Section titled “If your availability is set at the Booking Calendar level”](#if-your-availability-is-set-at-the-booking-calendar-level)

1. Click on the **Date-Specific Overrides** tab.
2. Click **Add date override**.
3. Adjust your additional availability using the popup window. (This allows you to set specific times outside your regular schedule for the chosen dates.)
4. Click **Apply** to save and close the popup.
5. Click **Save** at the bottom of the Booking Calendar to save your changes.

### If your availability is retrieved from the user profile settings

[Section titled “If your availability is retrieved from the user profile settings”](#if-your-availability-is-retrieved-from-the-user-profile-settings)

Open the **Date-Specific Overrides** feature by following these steps:

1. Click on your **profile picture** in the top-right corner of your screen.
2. Select **Scheduled Meeting Availability** from the dropdown menu.

From here, the process for creating additional availability is the same as when managing it at the Booking Calendar level.

***

For more detailed instructions for managing or changing availability settings, refer to our[ **Availability for Booking Calendars**](https://help.oncehub.com/profile-management/availability/configuring-profile-level-availability-for-booking-calendars/) article.

# Booking Calendar User Notifications

> User notifications, help hosts stay informed about booking-related events. Notifications can be sent via SMS or email.

User notifications, help hosts stay informed about booking-related events. Notifications can be sent via SMS or email. This guide explains how to configure your notifications to suit your preferences and manage them effectively.

***

## What Are User Notifications in OnceHub?

[Section titled “What Are User Notifications in OnceHub?”](#what-are-user-notifications-in-oncehub)

User notifications are alerts sent to hosts to inform them about important booking events, such as scheduled meetings, cancellations, or reminders. Notifications are customized for each host in their Profile to ensure they only receive relevant updates.

[Booking Calendar User Notifications](https://www.youtube-nocookie.com/embed/g_INlLRVEsY?wmode=opaque)

***

## Notification Methods: SMS and Email

[Section titled “Notification Methods: SMS and Email”](#notification-methods-sms-and-email)

Notifications can be sent using the following methods:

1. ### Email Notifications (Primary Method)

   [Section titled “Email Notifications (Primary Method)”](#email-notifications-primary-method)

   * Email is the default and primary method for sending notifications.
   * Hosts can receive detailed updates directly in their inbox, ensuring they stay informed even without access to their phone.

2. ### SMS Notifications (Optional)

   [Section titled “SMS Notifications (Optional)”](#sms-notifications-optional)

   * SMS can be enabled as a supplementary method to ensure urgent notifications are received promptly.
   * SMS messages will be sent to the mobile number provided in your profile.

***

## Customizing Your Notification Preferences

[Section titled “Customizing Your Notification Preferences”](#customizing-your-notification-preferences)

Tailor your OnceHub notifications to stay informed about your scheduled events.

To customize your notifications:

1. ### Go to your Notification Settings

   [Section titled “Go to your Notification Settings”](#go-to-your-notification-settings)

   * Click your profile icon in the top right corner.
   * Select **User Notifications** from the dropdown.

2. ### Choose your notification methods

   [Section titled “Choose your notification methods”](#choose-your-notification-methods)

   * Use the checkboxes to select email, SMS, or both for each notification type.

   * Notification types include:

     * Meeting scheduled
     * Meeting rescheduled
     * Meeting reminder
     * Meeting reassigned
     * Meeting canceled

3. ### Set up SMS notifications

   [Section titled “Set up SMS notifications”](#set-up-sms-notifications)

   * Enter your mobile number in the **Mobile Number** field at the bottom of the **User Notifications** section to receive SMS alerts.

***

## Creating Booking Notifications for Your Team

[Section titled “Creating Booking Notifications for Your Team”](#creating-booking-notifications-for-your-team)

Stay informed about booking activities across your team using the **Alert Center**. This feature lets you create alerts for specific booking lifecycle events, such as confirmations, cancellations, or reschedules. You can also choose who receives these alerts, ensuring key updates are delivered to the right team members.

To learn about setting up and managing alerts, visit the[ **Alert Center Help Article**](https://help.oncehub.com/activities-analytics/activity-management/alert-center/ "Alert Center").

***

## Important Notes

[Section titled “Important Notes”](#important-notes)

* **Email Priority:** Email notifications are the preferred method and are typically used for detailed updates.
* **SMS Notifications:** Enabling SMS notifications requires SMS credits, which can be purchased separately. To learn more, visit our[ **SMS Credits in OnceHub article**](https://help.oncehub.com/billing/sms-credits-in-oncehub/ "SMS credits").
* **Flexibility**: Hosts can choose the combination of notification methods that work best for their needs.

# Managing Your Profile in OnceHub

> Your OnceHub profile serves as the central hub for customizing settings, updating personal information, and managing preferences to optimize your user experi...

Your OnceHub profile serves as the central hub for customizing settings, updating personal information, and managing preferences to optimize your user experience. This guide provides detailed instructions for navigating and updating various aspects of your profile.

***

## Accessing Your User Profile

[Section titled “Accessing Your User Profile”](#accessing-your-user-profile)

1. Click the profile icon located in the top-right corner of your screen.
2. Select **Profile Overview** from the dropdown menu.

***

## Understanding Your Profile Overview

[Section titled “Understanding Your Profile Overview”](#understanding-your-profile-overview)

The Profile Overview section provides a concise summary of your OnceHub account, including:

* Your current OnceHub subscription plan.
* Your assigned role within OnceHub.
* All Booking links associated with your profile.
* All [**User Attributes**](https://help.oncehub.com/account-administration/user-attributes/introduction-to-user-attributes/) you are associated with.
* A list of connected calendars and integrations.
* Your basic personal account information.

## Updating Personal Account Information

[Section titled “Updating Personal Account Information”](#updating-personal-account-information)

1. Click the three dots (…) to the right of your name.

2. Choose from the following options:

   * Change your name and profile picture.
   * Edit your email ID.

Note

Administrators can edit another user’s email ID but must enter their own password to confirm the changes.

***

[Managing Your Profile in OnceHub](https://www.youtube-nocookie.com/embed/17erv-q4DcE?wmode=opaque)

## Managing Your Availability in OnceHub

[Section titled “Managing Your Availability in OnceHub”](#managing-your-availability-in-oncehub)

Effectively managing your availability is essential for maximizing client engagement.

OnceHub offers various interaction methods, but configuring availability settings is important for both Live Engagements and Scheduled Meetings interactions, ensuring a superior client experience. Each option allows you to control your availability for different interaction types.

### Scheduled Meeting Availability

[Section titled “Scheduled Meeting Availability”](#scheduled-meeting-availability)

Control when clients can book meetings by setting recurring availability or date-specific overrides. This ensures bookings occur only during your specified working hours.

You can configure when and where you’re free to meet directly within your profile settings, by setting recurring working hours and utilizing multi-location availability.

For detailed instructions, see the [**Booking Calendar availability and location options**](https://help.oncehub.com/profile-management/availability/configuring-profile-level-availability-for-booking-calendars/) article.

### Live Engagements

[Section titled “Live Engagements”](#live-engagements)

Enable real-time interactions, such as instant chats or calls, by toggling your live engagement availability on or off manually or setting automatic availability based on your working hours.

***

## User Integrations

[Section titled “User Integrations”](#user-integrations)

Enhance scheduling workflows by [**connecting to productivity suites and third-party apps**](https://help.oncehub.com/user-integrations/basics-user-integrations/connecting-your-productivity-suite-and-standalone-integrations/), such as calendars and video conferencing tools.

### View or Update Integrations

[Section titled “View or Update Integrations”](#view-or-update-integrations)

The **User Integrations** section displays all third-party services linked to your profile. You can disconnect or reconnect integrations by clicking on the integration tile.

***

## Notifications

[Section titled “Notifications”](#notifications)

You will configure your personal booking notification preferences within the **User Notifications** section of your profile.

For a detailed guide, please see our [**User Notifications for Booking Calendars article**](https://help.oncehub.com/profile-management/booking-calendar-user-notifications/).

To receive SMS booking notifications add your mobile number to the **SMS Notifications** section of your Profile.

***

## Customizing Your Date and Time Settings

[Section titled “Customizing Your Date and Time Settings”](#customizing-your-date-and-time-settings)

Personalize how dates and times appear within your account:

* Set the Default Time Zone to be used alongside your availability settings.
* Select your preferred date format.
* Choose between a 24-hour or 12-hour clock.
* Define the start day of the calendar week.

***

## Changing your Password

[Section titled “Changing your Password”](#changing-your-password)

Update your OnceHub password in the **Password** section. Passwords must be at least six characters long and include lowercase letters and numbers.

[Managing Your Profile in OnceHub](https://www.youtube-nocookie.com/embed/p4jsxhu3IBU?wmode=opaque)

***

## Enabling Two-Factor authentication

[Section titled “Enabling Two-Factor authentication”](#enabling-two-factor-authentication)

Two-factor authentication (2FA) adds a vital security layer to your OnceHub account. You can select your preferred verification method by toggling it on or off within the Two-Factor Authentication section.

With 2FA enabled, logging in requires two steps:

1. Your OnceHub account password.

2. A unique verification code which will be sent to your chosen method:

   * **Email:** Receive codes via email.
   * **SMS:** Receive codes via text message.
   * **Authenticator App:** Use an app like Google Authenticator for codes. [Managing Your Profile in OnceHub](https://www.youtube-nocookie.com/embed/XF2kN3qgHFg?wmode=opaque)

***

## Defining Permissions

[Section titled “Defining Permissions”](#defining-permissions)

Under Permissions the Account owner and Administrators can choose if Member users are allowed to edit their own availability.

# ScheduleOnce Help

> ScheduleOnce documentation and guides for booking pages, event types, integrations, and account management.

Welcome to the ScheduleOnce help center. Browse the sections below to find the documentation you need.

[Introduction to Booking Pages](https://help.oncehub.com/scheduleonce/introduction-to-booking-pages/)

[Reporting](https://help.oncehub.com/scheduleonce/reporting/)

[Account Integrations](https://help.oncehub.com/scheduleonce/account-integrations/)

[Booking Pages](https://help.oncehub.com/scheduleonce/booking-pages/)

[Customization Branding](https://help.oncehub.com/scheduleonce/customization-branding/)

[ScheduleOnce Developers](https://help.oncehub.com/scheduleonce/developers/)

[Event Types Booking Pages](https://help.oncehub.com/scheduleonce/event-types-booking-pages/)

[Insights & Operations](https://help.oncehub.com/scheduleonce/insights-operations/)

[Managing Bookings](https://help.oncehub.com/scheduleonce/managing-bookings/)

[Master Pages Resource Pools](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/)

[Recommended Configuration](https://help.oncehub.com/scheduleonce/recommended-configuration/)

[Security Compliance](https://help.oncehub.com/scheduleonce/security-compliance/)

[Sharing Publishing](https://help.oncehub.com/scheduleonce/sharing-publishing/)

[User Integrations](https://help.oncehub.com/scheduleonce/user-integrations/)

# Account Integrations

> Account Integrations documentation and guides.

[Automation](https://help.oncehub.com/scheduleonce/account-integrations/automation/)

[CRM](https://help.oncehub.com/scheduleonce/account-integrations/crm/)

[Payment Collection](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/)

# Automation

> Automation documentation and guides.

[API](https://help.oncehub.com/scheduleonce/account-integrations/automation/api/)

[Zapier](https://help.oncehub.com/scheduleonce/account-integrations/automation/zapier/)

[viaSocket](https://help.oncehub.com/scheduleonce/account-integrations/automation/viasocket/)

# API

> API documentation and guides.


# Custom integrations with the OnceHub API

> The OnceHub API is an advanced feature that can be used to build integrations with third party applications.

## **Welcome to the OnceHub API**

[Section titled “Welcome to the OnceHub API”](#welcome-to-the-oncehub-api)

The OnceHub API is an advanced feature that can be used to build integrations with third party applications. Developers or technically savvy Users with scripting or programming knowledge can learn more about the API in our [**Developer center**](https://help.oncehub.com/scheduleonce/developers/client-side-api/embedded-booking-calendar-events/).

Note

The [**OnceHub Developer center**](https://help.oncehub.com/scheduleonce/developers/client-side-api/embedded-booking-calendar-events/) contains [**technical documentation**](https://help.oncehub.com/scheduleonce/developers/client-side-api/embedded-booking-calendar-events/) and reference for our API. This includes features that allow access to data submitted or created during the booking process. The [**OnceHub Knowledge base**](https://help.oncehub.com/scheduleonce/introduction-to-booking-pages/getting-started-with-booking-pages/) offers detailed information about other advanced features that let you pass external data through OnceHub, including:

* [Prepopulated Booking forms](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-forms-redirect/prepopulated-booking-forms/ "Prepopulated Booking forms")
* [Web form integration](https://help.oncehub.com/scheduleonce/sharing-publishing/web-form-integration/introduction-to-web-form-integration/ "Introduction to Web form Integration")
* [Source tracking](https://help.oncehub.com/scheduleonce/managing-bookings/analytics/using-oncehub-with-utm-tracking/ "Using ScheduleOnce with source tracking (UTM tags)")
* [Login integration](https://help.oncehub.com/scheduleonce/sharing-publishing/publishing-on-websites/login-integration-for-customer-onboarding/ "Login Integration")
* [Website integration](https://help.oncehub.com/scheduleonce/sharing-publishing/publishing-on-websites/website-embed/ "How to publish Booking pages on websites")

Our API gives you direct and reliable access to booking and conversation data from your account such as meeting time, customer details, location, and conversation status, using Webhook subscriptions. You can extract booking confirmation data from OnceHub at the time of scheduling with our client-side API. Using the API lets you achieve deeper integration of OnceHub with your application environment.

## **Webhooks**

[Section titled “Webhooks”](#webhooks)

The OnceHub API lets you create Webhook subscriptions, which will automatically send you booking or conversation data whenever a lifecycle event occurs in your OnceHub account. For example, you can set up a Webhook to send customer details to your server whenever a new booking is made or a conversation is started. Using Webhooks, you can develop custom integrations that use OnceHub booking data with your own applications, services, or data warehouse.

## **Client-side API**

[Section titled “Client-side API”](#client-side-api)

OnceHub offers a collection of client-side API features that enable direct integration with third-party applications. Booking data can be sent via URL parameters or JavaScript to personalize the scheduling process, track booking activity, validate the effectiveness of bot campaigns, and enable high-quality customer data enrichment. The client-side API lets you create custom confirmation pages using Booking form submission data and booking data generated at the time of scheduling. It also allows you to build better customer profiles by sending booking data from an embedded scheduling pane to your custom parent page.

# viaSocket

> Viasocket documentation and guides.

[Integrating OnceHub with viaSocket](https://help.oncehub.com/scheduleonce/account-integrations/automation/viasocket/integrating-oncehub-with-viasocket)

# Integrating OnceHub with viaSocket

> OnceHub integrates with viaSocket, an Integration Platform as a Service (iPaaS), to automate data movement between OnceHub and thousands of other applications.

OnceHub integrates with viaSocket, an Integration Platform as a Service (iPaaS), to automate data movement between OnceHub and thousands of other applications.

Note

For a complete list of supported apps and pre-built automation workflows, visit the[ **OnceHub integration page on viaSocket**](https://viasocket.com/integrations/oncehub).

***

## Key Features of the viaSocket Integration

[Section titled “Key Features of the viaSocket Integration”](#key-features-of-the-viasocket-integration)

The OnceHub viaSocket integration automates your scheduling workflows with these core features:

* **End-to-End Lifecycle Automation:** Automatically sends data across thousands of other apps based on real-time OnceHub Booking Lifecycle (scheduled bookings, no-shows, etc.) to eliminate manual entry.
* **Advanced Logic & Data Transformation:** Build sophisticated workflow automations that go beyond simple data transfers. viaSocket allows you to execute custom JavaScript or Python code snippets within your workflow, enabling advanced data transformation, complex conditional filtering, and direct interaction with the OnceHub API to meet specific business requirements.
* **Plug-and-Play Connectivity:** Bridge OnceHub with your existing tech stack without manual API configuration for each endpoint. viaSocket acts as a centralized hub to maintain data consistency across CRM, marketing, and communication tools instantly.

***

## Connecting OnceHub with viaSocket

[Section titled “Connecting OnceHub with viaSocket”](#connecting-oncehub-with-viasocket)

To set up the integration, you will need to authorize the connection using your **OnceHub API Key**.

1. Click the **gear icon** in the top-right corner of the page.
2. Select **Account Integrations** from the dropdown menu.
3. Filter for **Automation**.
4. Click the **viaSocket** tile.
5. Click **Set up on viaSocket**.
6. Follow the on-screen setup instructions to authorize the connection using your **OnceHub API Key**.

***

## Understanding viaSocket’s Automations

[Section titled “Understanding viaSocket’s Automations”](#understanding-viasockets-automations)

Once connected, you can automate your workflows by defining Triggers and Actions within viaSocket:

* **When This Happens (Trigger):** An event in OnceHub that initiates the automation.
* **Do This (Action):** The specific task viaSocket executes in your destination app (or back in OnceHub) using data from the trigger.

### List of Supported Triggers:

[Section titled “List of Supported Triggers:”](#list-of-supported-triggers)

| **Action**                       | **Description**                                                                                                                                                                                           |
| -------------------------------- | --------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| **Booking Lifecycle Event**      | Triggers whenever a booking status changes (Scheduled, rescheduled, reassigned, canceled or no-show ). Use this trigger to capture updates throughout the booking journey, from scheduling to completion. |
| **Booking Scheduled**            | Triggers whenever a new meeting is successfully booked. Use this trigger for automated workflows like sending confirmation emails or adding attendees to a CRM.                                           |
| **Booking Rescheduled**          | Triggers when an existing appointment is moved to a new time slot. Use this trigger for actions like updating your CRM or meeting records.                                                                |
| **Booking Canceled**             | Triggers when an existing booking is removed from the schedule. Use this trigger to set up automated follow ups or notify stakeholders.                                                                   |
| **Booking Completed**            | Triggers once the scheduled date and time for a booking has passed. Use this trigger to automate post-meeting surveys or status updates.                                                                  |
| **Booking No-Show**              | Triggers when a user manually marks a booking as a no-show. Use this trigger to track attendance and send follow ups requesting to reschedule.                                                            |
| **Conversation Lifecycle Event** | Triggers when the status of a OnceHub conversation changes (started, closed or abandoned). Use this trigger to capture conversations and build custom analytics.                                          |
| **Conversation Started**         | Triggers the moment a visitor begins a new conversation with a chatbot. Use this trigger to track real time user engagement.                                                                              |
| **Conversation Closed**          | Triggers whenever a chat session ends. Use this trigger to archive transcripts or update lead records.                                                                                                    |

### List of Supported Actions:

[Section titled “List of Supported Actions:”](#list-of-supported-actions)

| **Action**             | **Description**                                                                                                                                       |
| ---------------------- | ----------------------------------------------------------------------------------------------------------------------------------------------------- |
| **List Users**         | Retrieves a list of all users on your OnceHub account, including their names and unique IDs.                                                          |
| **List Teams**         | Retrieves a list of your teams on your OnceHub account to help you manage group scheduling and routing.                                               |
| **List Contacts**      | Retrieves a list of all existing Contacts on your OnceHub account, allowing you to sync customer data across platforms.                               |
| **Find Contact**       | Finds a specific contact on your OnceHub account using their email allowing you to retrieve their details and sync contact details across platforms.. |
| **List Bookings**      | Retrieves a detailed list of scheduled appointments, which can be filtered to find specific meeting data.                                             |
| **List Booking Pages** | Retrieves a list of Booking Pages on your OnceHub account, with details like the URL, name, status and timezone.                                      |
| **List Event Types**   | Retrieves a list of Event Types on your OnceHub account, with details like it’s unique id, name and description.                                      |
| **List Master Pages**  | Retrieves a list of the Master Pages on your OnceHub account, with its id, name and status.                                                           |
| **Custom API Call**    | Allows you to perform advanced operations using a raw HTTP request to the OnceHub API for features not listed above.                                  |

# Zapier

> Zapier documentation and guides.

[Connect Zapier to OnceHub](https://help.oncehub.com/scheduleonce/account-integrations/automation/zapier/connect-zapier-to-oncehub)

[Create and manage Zaps from OnceHub](https://help.oncehub.com/scheduleonce/account-integrations/automation/zapier/create-and-manage-zaps-from-oncehub)

[OnceHub fields and triggers available in Zapier](https://help.oncehub.com/scheduleonce/account-integrations/automation/zapier/oncehub-fields-and-triggers-available-in-zapier)

[Our Zapier support policy](https://help.oncehub.com/scheduleonce/account-integrations/automation/zapier/our-zapier-support-policy)

[Zapier Integration issues](https://help.oncehub.com/scheduleonce/account-integrations/automation/zapier/zapier-integration-issues)

# Connect Zapier to OnceHub

> Zapier is an iPaaS (Integration Platform as a Service) that enables quick and simple data movement between applications.

[Connect Zapier to OnceHub](https://www.youtube-nocookie.com/embed/dy4-muw5FGk?wmode=opaque)

Zapier is an iPaaS (Integration Platform as a Service) that enables quick and simple data movement between applications.

The platform is connected to more than 1000 applications in many categories, including CRM, invoicing, productivity, email marketing, and more. OnceHub is part of the Zapier app community, allowing you to easily push Customer and Booking data to your favorite apps.

## The OnceHub connector for Zapier

[Section titled “The OnceHub connector for Zapier”](#the-oncehub-connector-for-zapier)

Once you register with Zapier, you can create Zaps.

Zaps are workflow automations linking two or more apps, through Triggers and Actions. Each Zap is triggered by an event in one app, and automatically completes an Action in a second app using the data collected from the Trigger. For example, you can set up a Zap that creates or updates a contact in your CRM every time a new booking is made via OnceHub.

OnceHub provides **ten Zapier triggers** for OnceHub activity. They are divided into two groups: specific and composite. [Learn more about the OnceHub triggers on Zapier](https://help.oncehub.com/scheduleonce/account-integrations/automation/zapier/oncehub-fields-and-triggers-available-in-zapier/ "OnceHub fields available in Zapier")

To get started with Zapier, you will need to [create a Zapier account](https://zapier.com/sign-up/) and then generate a Zapier API key in OnceHub.

## Generate your Zapier API key

[Section titled “Generate your Zapier API key”](#generate-your-zapier-api-key)

To trigger Zaps from your OnceHub account, you must first generate a Zapier API key in OnceHub. Once you generate your key, you can [create Zaps using OnceHub as a Trigger.](https://help.oncehub.com/scheduleonce/account-integrations/automation/zapier/create-and-manage-zaps-from-oncehub/ "Create and manage Zaps from OnceHub")

To generate your Zapier API key in OnceHub:

1. Click the gear icon located in the top-right corner of the page.
2. Select **Account Integrations** from the dropdown menu.
3. Filter for **Automation**.
4. Click on the **Zapier** tile.
5. Select the **API key** tab and click the **Generate API Key** button. OnceHub will create your unique API key (see *Figure 1*).
6. When you [create your first Zap](https://help.oncehub.com/scheduleonce/account-integrations/automation/zapier/create-and-manage-zaps-from-oncehub/ "Create and manage Zaps from OnceHub"), simply copy your API key and OnceHub Login ID from OnceHub (see *Figure 1*).![](https://help.oncehub.com/_astro/1697642258778.pdd6aie3_Z22thsR.webp)Figure 1: API key generated
7. Next, paste the copied credentials into the Zapier authentication page

Congratulations! Your Zapier API key is ready and you can start creating Zaps with OnceHub as a Trigger.

Caution

If you revoke or regenerate your Zapier API key, or change your OnceHub Login ID, you will need to reconnect OnceHub to Zapier. To reconnect, log into Zapier, go to Connected Accounts and reconnect OnceHub using the new credentials.

Once you generate your Zapier API key, you are ready to [create Zaps](https://help.oncehub.com/scheduleonce/account-integrations/automation/zapier/create-and-manage-zaps-from-oncehub/ "Create and manage Zaps from OnceHub") for integrating OnceHub with your chosen applications.

### Creating Zaps

[Section titled “Creating Zaps”](#creating-zaps)

Note

By default, your Zaps can only be triggered from Booking pages you own. OnceHub administrators can trigger Zaps from pages not under their ownership by enabling a permission in their User profile. [Learn more about triggering Zaps from pages not under your ownership](https://help.oncehub.com/scheduleonce/account-integrations/automation/zapier/create-and-manage-zaps-from-oncehub/ "Create and manage Zaps from OnceHub")

OnceHub offers many Zap templates with more than 35+ applications, giving you access to pre-defined workflows for recommended use-cases. Our templates provide you with a guided setup experience with pre-filled options and fields, so you don’t have to [create Zaps from scratch](https://help.oncehub.com/scheduleonce/account-integrations/automation/zapier/create-and-manage-zaps-from-oncehub/ "Create and manage Zaps from OnceHub") in the Zap Editor.

You can find all the OnceHub Zap templates in your OnceHub account. In OnceHub, simply search the specific apps with which we have templates, and click to add the Zap you require. [Learn more about adding Zaps from within OnceHub](https://help.oncehub.com/scheduleonce/account-integrations/automation/zapier/create-and-manage-zaps-from-oncehub/ "Create and manage Zaps from OnceHub")

If you do not find a Zap template that suits your exact scenario, you can also [create your Zaps from scratch in Zapier](https://help.oncehub.com/scheduleonce/account-integrations/automation/zapier/create-and-manage-zaps-from-oncehub/ "Create and manage Zaps from OnceHub") with any of the 1000+ apps connected.

# Create and manage Zaps from OnceHub

> The OnceHub connector for Zapier allows you to add Zaps directly from within your OnceHub account. This can be done using ready-made Zap templates, or by cre...

The [OnceHub connector for Zapier](https://help.oncehub.com/scheduleonce/account-integrations/automation/zapier/connect-zapier-to-oncehub/ "Connect Zapier to OnceHub") allows you to add Zaps directly from within your OnceHub account. This can be done using ready-made Zap templates, or by creating Zaps from scratch.

## Adding a Zap from within OnceHub

[Section titled “Adding a Zap from within OnceHub”](#adding-a-zap-from-within-oncehub)

1. Log into your OnceHub account.

2. Click the gear icon located in the top-right corner of the page.

3. Select **Account Integrations** from the dropdown menu.

4. Filter for **Automation**.

5. Click on the **Zapier** tile.

6. Select the **Add Zaps** tab. Here, you can search for apps with Zap templates to connect with OnceHub. By default, the **Popular Zaps** category is selected, showing you the most popular Zaps used by OnceHub Users (Figure 1). ![](https://help.oncehub.com/_astro/1697535423627.W6pxqYm8_1AIavX.webp)*Figure 1: The Add Zaps tab with the Popular Zaps category selected*

7. Filter the Zaps shown by selecting one or more apps in the Search area. The Zap templates are displayed below the Search area, listed by popularity by each selected app (see Figure 2).

   Note

   **Note**To find a specific app, you can type the app name in the Search bar. You can also sort the list of apps by popularity or alphabetically (see Figure 2).

   ![](https://help.oncehub.com/_astro/1697535423839.Cdceuqun_Z57lub.webp)*Figure 2: Selecting specific apps*

8. Click the **Add Zap** (Figure 3) button to add a Zap or to see a detailed description of the template. The Zap Editor will open in OnceHub, allowing you to customize the Zap (see Figure 4).![](https://help.oncehub.com/_astro/1697535422864.DfiuLpKd_Z1SDUyW.webp)*Figure 3: The Add Zap button*

9. To add the template to your account click **Create this Zap** (see Figure 4). If you are not already logged in to Zapier or have not yet signed up for a Zapier account, you will be asked to log in or sign up at this stage.![](https://help.oncehub.com/_astro/1697535424106.D2icoQcB_Z1i9U6L.webp)*Figure 4: The Zap editor*

10. Select a OnceHub account. If you have already connected OnceHub with Zapier, simply select the account (see Figure 5). Make sure to test the connection by clicking the **Test** button (bottom of Figure 5).![](https://help.oncehub.com/_astro/1697535423197.CKSZXQ8k_22I1hG.webp) *Figure 5: Selecting your OnceHub account*

11. If you have not connected an account, or want to connect a different account, click on the **Connect an Account** button to establish a new connection. You will be asked to provide your Zapier **API Key** and **OnceHub Login ID** in the Zapier authentication page.

12. Click the link to open your OnceHub account in a new browser tab. Copy your **API key** and **Login ID** from the **API Key** tab in the OnceHub Zapier integration page (see Figure 6).

    ![](https://help.oncehub.com/_astro/1714998619255.7MCz0Z8q_ZT7ExJ.webp)Figure 6: Your Zapier API key and Account ID

13. Once connected, click **Save + Continue** in the Zap Editor (see Figure 8).

14. Test the OnceHub trigger. First, make sure you have an existing booking in your connected OnceHub account. If not, you can make a test booking by opening your Booking page in a new browser tab. Once you have at least one booking, click **Fetch & Continue** to test the trigger.

15. Once the test is successful, click **Continue**.

    Note

    **Note**You can add a Filter step to more accurately define when to trigger this Zap. For example, you can define a filter that states only specific booking events (e.g. “Scheduled” and “Rescheduled”) or specific Bookings pages will trigger the Zap. [Learn more about adding a Filter step in Zapier](https://help.oncehub.com/scheduleonce/account-integrations/automation/zapier/create-and-manage-zaps-from-oncehub/ "How to add a Filter step to a Zap in Zapier")

16. Select an account for your Action app (see Figure 7). If you have already connected your account with Zapier, simply select the account. Make sure to test the connection by clicking the **Test** button. If you have not connected an account or want to connect a different account, click the **Connect an Account** button to establish a new connection. Once connected, click **Save + Continue**.![](https://help.oncehub.com/_astro/1697535425064.DlOgLpVv_7v5Kf.webp)*Figure 7: Selecting an account for the Action app*

17. Set up the Action by filling in the fields (see Figure 8). Some fields require you to select values from the Action app, while other fields require you to use your own text and/or values from OnceHub fields. Click on a field’s drop-down to see which options are available. Use the Search bar at the top of the dropdown to search for a specific field. Values from OnceHub fields will be dynamically updated with the relevant booking data and customer data each time the Zap is triggered. In the example below, you have to choose a Google Sheet for Zapier to populate.![](https://help.oncehub.com/_astro/1697535424606.DlJLmZEv_Zmjxs9.webp) *Figure 8: Filling in the Action fields*

18. Test the Action step by following the instructions (see Figure 9). Once you are done testing, you can either add another step or click **Publish** to complete the Zap (see Figure 10). ![](https://help.oncehub.com/_astro/1697535424759.35TheZAs_Z20m3QA.webp) *Figure 9: Testing the Action step*

19. Publish your Zap (see Figure 10).

![](https://help.oncehub.com/_astro/1697535425222.B7AXqjL2_Z2hRmqj.webp)

*Figure 10: Publishing your Zap*

Congratulations! You are done. Your Zap is active and your workflow is automated. You can now close the Add Zap popup and return to browsing Zap templates in OnceHub.

Note

By default, Zaps are only triggered from Booking pages you own. OnceHub administrators can be allowed to trigger Zaps from pages not under their ownership by enabling the **Trigger Zaps from all Booking pages** permission in the Administrator’s profile. [Learn more about triggering Zaps from pages not under your ownership](https://help.oncehub.com/scheduleonce/account-integrations/automation/zapier/create-and-manage-zaps-from-oncehub/ "Triggering Zaps from pages not under your ownership")

If none of the ready-made Zaps suits your exact scenario, you can also create your own Zaps from scratch in Zapier with any of the 1,000+ apps connected. Learn how to do this by reading on in this article.

### Managing Zaps from within OnceHub

[Section titled “Managing Zaps from within OnceHub”](#managing-zaps-from-within-oncehub)

The OnceHub connector for Zapier allows you to manage your OnceHub Zaps from within the comfort of your OnceHub account. OnceHub communicates with the Zapier API to retrieve a list of your OnceHub Zaps and their statuses.

#### Requirements:

[Section titled “Requirements:”](#requirements)

To access your OnceHub Zaps from within OnceHub, you need a Zapier account.

Note

* From within OnceHub, you can only access your OnceHub Zaps. Your non-OnceHub Zaps are not accessible via the Zapier API.
* If you have a Zapier Team account, you will see Zaps from both your Zapier Personal account and team-shared Zaps in your OnceHub account.

#### Managing your OnceHub Zaps

[Section titled “Managing your OnceHub Zaps”](#managing-your-oncehub-zaps)

To access your OnceHub Zaps:

1. Select your profile picture or initials in the top right-hand corner → **Profile settings** → **Zapier**.

2. Select the **Manage Zaps** tab and click **Connect** (*see Figure 1*). ![](https://help.oncehub.com/_astro/1697638604099.Du98AIMT_Rw6Ed.webp)

   Figure 1: The **Manage Zaps** tab

3. In the Zapier login page, enter your Zapier email and password, and click **Login**.

4. In the Zapier consent screen (*see Figure 2*), click **Authorize** to allow OnceHub to list your Zaps and their statuses. You will be redirected back to OnceHub.

   ![](https://help.oncehub.com/_astro/1697638726033.CwK5TgOn_Z2ptJ56.webp)

   *Figure 2: Zapier consent screen*

5. Once connected, you can view your OnceHub Zaps (*see Figure 3*).

   A Zap can be in one of the following states:

   **On**: The Zap is active and performing the action when triggered.

   **Off**: The Zap is complete but inactive. Turn on to use this Zap.

   **Draft**: The Zap is incomplete. Finish setup to activate this Zap.

   ![](https://help.oncehub.com/_astro/1697639450813.Ctlvr87L_Anf52.webp)*Figure 3: Your OnceHub Zaps*

6. To edit a Zap, click the pencil icon (**![](https://help.oncehub.com/_astro/1686652936371.BYom2GiH_YYP68.webp)**) to open the Zap Editor (*see Figure 4*).

In the Zap Editor, you can make any changes, including turning the Zap ON or OFF. Changes are automatically saved.

Note

To delete a Zap, click on **Dashboard** within the Zap Editor (see *Figure 4*). Your Zapier account will open in a new browser tab. Locate the Zap and select **Trash** in the Zap’s menu.

![](https://help.oncehub.com/_astro/1697639574334.DkTVTU9k_Z27mrYK.webp)*Figure 4: The Zap Editor from within OnceHub*

7\. When finished, simply close the overlay popup.

Congratulations! You can now manage your OnceHub Zaps from within OnceHub.

### Triggering Zaps from pages not under your ownership

[Section titled “Triggering Zaps from pages not under your ownership”](#triggering-zaps-from-pages-not-under-your-ownership)

By default, you can only trigger Zaps from Booking pages you own. If you’re a OnceHub Administrator, you can remove this restriction for yourself and for other Administrators in the account.

When Zap triggering from all Booking pages is enabled for an Administrator, the Administrator’s active Zaps will be triggered by booking events that occur on all Booking pages in the account effective immediately.

To limit your Zaps to specific Booking pages, add a Filter step to your Zaps before enabling the permission to trigger Zaps from all Booking pages.

Caution

Allowing an Administrator to trigger Zaps from pages owned by other Users means that you are giving this Administrator access to booking data and Customer data from all Booking pages in the account.

When Zap triggering from all pages is enabled, and other Users in the account are also connected to Zapier, there is a risk of duplicate or conflicting actions. For example, Customers may receive duplicate notifications. We recommend reviewing the Zaps of all connected Users before enabling this permission.

#### Requirements

[Section titled “Requirements”](#requirements-1)

To enable Zap triggering from all booking pages:

* You must be a OnceHub Administrator. This permission is User-based and can only be granted to Administrators.
* The Administrator for which the permission is enabled must have a [Zapier API key](https://help.oncehub.com/scheduleonce/account-integrations/automation/zapier/connect-zapier-to-oncehub/ "Connect Zapier to OnceHub").

#### Enabling Zap triggering from all pages

[Section titled “Enabling Zap triggering from all pages”](#enabling-zap-triggering-from-all-pages)

1. Sign in to OnceHub.
2. Select your profile picture or initials in the top right-hand corner → **Profile settings** → **Permissions.**
3. Check the box **Trigger Zaps for all booking pages** and click **Save.**
4. **In the Trigger Zaps from all booking pages pop-up, click **Yes**. Active Zaps will immediately apply to all booking pages in the account.**

### Creating Zaps using OnceHub as a Trigger

[Section titled “Creating Zaps using OnceHub as a Trigger”](#creating-zaps-using-oncehub-as-a-trigger)

#### How to create a Zap using OnceHub as a Trigger

[Section titled “How to create a Zap using OnceHub as a Trigger”](#how-to-create-a-zap-using-oncehub-as-a-trigger)

There are two ways to create a Zap using a OnceHub trigger:

1. **Use one of the Zap templates available to you within OnceHub**

   OnceHub offers many Zap templates with more than 35+ applications, giving you access to pre-defined workflows for recommended use-cases. Our templates provide a guided setup experience with pre-filled options and fields, so you don’t have to create Zaps from scratch in the Zap Editor.

   You can set up Zap templates directly from within your OnceHub account (see *Figure 1*). Simply search the specific apps with which we have templates, and click to add the template you require.

   ![](https://help.oncehub.com/_astro/1697639726326.BxSDr2d5_Z1xX7si.webp)

   *Figure 1: Add Zaps within OnceHub*

2. **Create a Zap from scratch in Zapier**

   If none of the Zap templates suit your exact scenario, you can create your own Zaps from scratch in Zapier (see *Figure 2*). This allows you to connect OnceHub with more than 1000 apps.

   ![](https://help.oncehub.com/_astro/1697639825161.B4LRE4Un_c3Ks8.webp)

   *Figure 2: Click **Create Zap** to create a Zap from scratch*

### How to create a Zap from scratch in Zapier

[Section titled “How to create a Zap from scratch in Zapier”](#how-to-create-a-zap-from-scratch-in-zapier)

Note

You can add a Filter step to more accurately define when to trigger this Zap. For example, you can define a Filter that allows the Zap to continue only when specific Bookings pages are used or when specific booking events occur (e.g. **Scheduled** and **Rescheduled**).

1. Log in to Zapier, go to your **Dashboard** and click the **MAKE A ZAP!** button (see Figure 1).

   ![](https://help.oncehub.com/_astro/1697639825161.B4LRE4Un_c3Ks8.webp)

   *Figure 1: Click the Create Zap button*

2. Choose OnceHub as the trigger app. Type “oncehub” in the **Choose a Trigger app** field, and select **OnceHub** from the drop-down list.

3. Select a OnceHub trigger. [Learn more about the OnceHub triggers on Zapier](https://help.oncehub.com/scheduleonce/account-integrations/automation/zapier/oncehub-fields-and-triggers-available-in-zapier/ "OnceHub fields available in Zapier")

4. Select a OnceHub account. If you have already connected your OnceHub account with Zapier, simply select the account. Make sure to test the connection by clicking the **Test** button.

5. If you have not connected an account, or want to connect a different account, click on the **Connect an Account** button to establish a new connection. You will be asked to provide your Zapier API key and OnceHub login ID.

6. Click the link to open your OnceHub account in a new browser tab and copy your API key and Login ID shown in the API key tab in the Zapier integration page in OnceHub (see Figure 2).![](https://help.oncehub.com/_astro/1686653126174.DGqYuU1__NLJhs.webp)

   *Figure 2: Copy your **API key** and **Login ID** from OnceHub*

7. Once connected, click **Continue**.

8. Test the OnceHub trigger. First, make sure you have an existing booking in your connected OnceHub account. If not, you can make a test booking by opening your Booking page in a new browser tab. Once you have at least one booking, click **Fetch & Continue** to test the trigger.

9. Once the test is successful, click **Continue**.

10. Choose an Action App with which to integrate OnceHub (see Figure 3).

    ![](https://help.oncehub.com/_astro/1697640019237.CQgbf8Zr_232BsJ.webp)

    *Figure 3: Choose an Action App*

11. Select the Action you want to occur when the Zap is triggered and click **Continue** (see Figure 4).

    ![](https://help.oncehub.com/_astro/1697640044775.BPhENwz3_1wRzp6.webp)

    *Figure 4: Select the Action*

12. Select an account for your Action app. If you have already connected your account with Zapier, simply select the account as shown below. Make sure to always test the connection by clicking the **Test** button. If you have not connected an account or want to connect a different account, click the **Connect an Account** button to establish a new connection. Once connected, click **Save + Continue**.

13. Set up the Action by filling in the fields. Some fields require you to select values from the Action app, while other fields require you to use your own text and/or values from OnceHub fields. Click on a field’s drop-down to see which options are available. Use the Search bar at the top of the dropdown to search for a specific field. Values from OnceHub fields will be dynamically updated with the relevant booking data and customer data each time the Zap is triggered. In the example below, OnceHub’s **Customer – Email** field is used as the value for the **Subscriber Email** field in MailChimp, the Action app. [Learn more about the OnceHub fields available in Zapier](https://help.oncehub.com/scheduleonce/account-integrations/automation/zapier/oncehub-fields-and-triggers-available-in-zapier/ "OnceHub fields available in Zapier")

14. Test the Action step by following the instructions. Once you are done testing, you can either add another step or click **Finish** to complete the Zap.

15. Turn on your Zap. If you haven’t named your Zap yet, you can name it on this screen (see Figure 5).

    ![](https://help.oncehub.com/_astro/1697640491495.BNNEWwDu_ZooByd.webp)

    Figure 5: Editing/publishing your Zap

16. Congratulations! You are done. Your Zap is active and your workflow is automated.

    Note

    **Note** By default, Zaps are only triggered from Booking pages you own. OnceHub Administrators can be allowed to trigger Zaps from pages not under their ownership by enabling a permission in the Administrator’s profile.

### How to add a Filter step to a Zap in Zapier

[Section titled “How to add a Filter step to a Zap in Zapier”](#how-to-add-a-filter-step-to-a-zap-in-zapier)

A Filter is an optional step in a Zap that allows you to control when a Zap is triggered. You can define rules that state whether the Zap Action should be performed. For example, if you have multiple Booking pages, you can define a filter that states the Zap should only be triggered on specific Booking pages. Another option is to create filters that state the Zap should only be triggered upon specific booking events (e.g. **Scheduled** and **Rescheduled**).

In this article, we will review two examples in which a Filter can be useful: filtering by booking lifecycle phase and by [Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages"). Filtering by booking lifecycle phase is useful if you only want specific types of lifecycle events to trigger your Zap.

#### Filtering by booking lifecycle phase when using the Booking Lifecycle Event trigger

[Section titled “Filtering by booking lifecycle phase when using the Booking Lifecycle Event trigger”](#filtering-by-booking-lifecycle-phase-when-using-the-booking-lifecycle-event-trigger)

When using the **Booking Lifecycle Event trigger**, a Zap is triggered every time the status of one your bookings changes. The following statuses, or lifecycle events, can trigger a Zap: Scheduled, Rescheduled, Canceled, Completed, and No-show.

Without filtering, this trigger will create a new record every time a booking is canceled or completed. If you wish to prevent this, you should limit the trigger by filtering it. Below are the steps to set up this filter:

1. Log in to Zapier, go to **Zaps**, and click on the Zap you want to edit.

2. Add a Filter step by clicking on the **+** symbol on the left panel in the Zapier Editor (see Figure 1).

   ![](https://help.oncehub.com/_astro/1697640683117.BI1jSz1f_XoBIC.webp)

   *Figure 1: Add a Filter step*

3. Click on the **Filter** button to add the Filter (see Figure 2).

   ![](https://help.oncehub.com/_astro/1697640705598.GS4XYPgR_S09eT.webp)

   Figure 2: Click on the **Filter** button

   Click **Continue** (see Figure 3). ![](https://help.oncehub.com/_astro/1697640821476.quHrnDOZ_Z1U7sKB.webp)\*Figure 3: Click **Save + Continue\***

4. Set up and test the Filter. A couple of examples are shown below.

   1. **Example 1: Allow only the “Scheduled” event to trigger the Zap.** Select the **Booking – Status** option in the 1st drop-down field. Select the **(Text) Exactly matches** option in the 2nd drop-down field and type “Scheduled” in the 3rd text field (see Figure 4). ![](https://help.oncehub.com/_astro/1697640906544.C91ihmMW_258Em.webp)Figure 4: Example

      Note

      **Note**The **(Text) Exactly matches** filter is case-sensitive. Make sure you use a capital S for “Scheduled”.

   2. **Example 2: Allow both the “Scheduled” and “Rescheduled” events to trigger the Zap**. Repeat the steps in Example #1. Next, click on the **+ OR** button. In the new added row, select the **Booking – Status** option in the 1st drop-down field. Select the **(Text) Exactly matches** option in the 2nd drop-down field and type “Rescheduled” in the 3rd text field (see Figure 5).

      ![](https://help.oncehub.com/_astro/1697640983986.BqdISKQj_8Wfq7.webp)

      Figure 5: Example 2: Allow both the **Scheduled** and **Rescheduled** events to trigger the Zap

### Filtering by Booking page

[Section titled “Filtering by Booking page”](#filtering-by-booking-page)

When you have multiple Booking pages and you wish to track a specific Booking page, you will need to set up a Filter. Setting up this Filter is done the same way described in the section above. The difference is in the Filter definition.

Note

By default, you can only trigger Zaps from Booking pages you own. OnceHub Administrators can be allowed to trigger Zaps from all Booking pages in the account by enabling a permission in the Administrator’s profile.

To define the Filter:

1. Select the **Booking page - Public link** option in the 1st drop-down field (see Figure 6).

   Note

   **Note**Always use the Booking page’s public link because it is unique. Do not use the Public name or Internal label because they are only unique to your account.

2. Select the **(Text) Exactly matches** option in the 2nd drop-down field and type or paste the Booking page’s public link (see Figure 6). The Booking page’s public link can be copied from the [Overview section in the Booking page settings](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-pages-overview/ "Booking page: Overview section") in your OnceHub account (see Figure 7).

   ![](https://help.oncehub.com/_astro/1697641131913.D-knp3wo_Z1btOpq.webp)

   Figure 6: Filter setup

   ![](https://help.oncehub.com/_astro/1686653130878.CKYCi95u_Zq408f.webp)

   Figure 7: Overview section in the Booking page settings

# OnceHub fields and triggers available in Zapier

> This article lists all fields and triggers for OnceHub that are available via Zapier. Any of these fields can be used to integrate with a third-party app.

This article lists all fields and triggers for OnceHub that are available via Zapier. Any of these fields can be used to integrate with a third-party app.

## Booking page information and interaction history

[Section titled “Booking page information and interaction history”](#booking-page-information-and-interaction-history)

This section contains the data fields relevant to the booking page in question, and the history of the interactions with customers and the relevant booking page.

## Booking data

[Section titled “Booking data”](#booking-data)

This section includes the data directly related to the booked appointment.

| **Field**                                                   | **Description**                                                                                                                                                                                                                                                                                                                                                                                         |
| ----------------------------------------------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| Booking - Attachment                                        | A link to the file attached by your Customer in the Booking form                                                                                                                                                                                                                                                                                                                                        |
| Booking - Creation date                                     | The time and date when the booking was created, e.g. Mon, Mar 23, 2015, 11:00 AM                                                                                                                                                                                                                                                                                                                        |
| Booking - Duration in minutes                               | The length of the meeting in minutes                                                                                                                                                                                                                                                                                                                                                                    |
| Booking - Duration in seconds                               | The length of the meeting in seconds                                                                                                                                                                                                                                                                                                                                                                    |
| Booking - Invoice line item\*                               | Subject, Meeting time in Customer’s time zone, Duration, Booking page Owner                                                                                                                                                                                                                                                                                                                             |
| Booking - Last updated                                      | The last time any booking details were changed                                                                                                                                                                                                                                                                                                                                                          |
| Booking - Meeting time in Customer’s time zone              | The time the meeting will start in the Customer’s time zone, e.g. Mon, Mar 23, 2015, 10:30 AM - 10:45 AM                                                                                                                                                                                                                                                                                                |
| Booking - Meeting time in UTC                               | Starting time in UTC time zone. e.g. Mon, Mar 23, 2015, 10:30 AM                                                                                                                                                                                                                                                                                                                                        |
| Booking - Meeting time in Owner’s time zone                 | The time the meeting will start in the Owner’s time zone, e.g. Mon, Mar 23, 2015, 10:30 AM - 10:45 AM                                                                                                                                                                                                                                                                                                   |
| Booking - Mode                                              | The booking mode: [Automatic booking or Booking with approval](https://help.oncehub.com/scheduleonce/event-types-booking-pages/scheduling-options/automatic-booking-or-booking-with-approval/ "Automatic booking or Booking with approval")                                                                                                                                                             |
| Booking - Number of sessions scheduled                      | The number of sessions in a session package that were scheduled                                                                                                                                                                                                                                                                                                                                         |
| Booking - Physical location                                 | The address where the meeting will take place, as specified in the [**Conferencing / Location**](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-pages-location-settings/ "Booking page: Conferencing / Location section") section of the Booking page                                                                                                            |
| Booking - Starting time in Customer’s time zone             | The time the meeting will start in the Customer’s time zone, e.g. Mon, Mar 23, 2015, 10:30 AM                                                                                                                                                                                                                                                                                                           |
| Booking - Starting time in Owner’s time zone                | The time the meeting will start in the Owner’s time zone, e.g. Mon, Mar 23, 2015, 10:30 AM                                                                                                                                                                                                                                                                                                              |
| Booking - Status                                            | The [lifecycle phase or activity status](https://help.oncehub.com/scheduleonce/managing-bookings/analytics/activity-stream-managing-activities/ "Understanding activity statuses") of the booking                                                                                                                                                                                                       |
| Booking - Subject                                           | The subject of the meeting, as provided by Customer or Owner                                                                                                                                                                                                                                                                                                                                            |
| Booking - Summary (long)\*                                  | Customer name, Company, Subject, Starting time, Duration, Location, Email, Phone, Mobile phone, Note                                                                                                                                                                                                                                                                                                    |
| Booking - Summary (short)\*                                 | Customer name, Company, Location, Notes                                                                                                                                                                                                                                                                                                                                                                 |
| Booking – Package ID                                        | A unique ID automatically assigned to every OnceHub session package                                                                                                                                                                                                                                                                                                                                     |
| Booking - Virtual location                                  | The communication details required for connecting to the virtual meeting, as specified in the **[Conferencing / Location](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-pages-location-settings/ "Booking page: Conferencing / Location section")** section of the Booking page. This could be a phone number, video conferencing information, a Skype ID, etc. |
| Booking - Virtual or physical location                      | The virtual or physical location of the meeting, as specified in the **[Conferencing / Location](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-pages-location-settings/ "Booking page: Conferencing / Location section")** section of the Booking page                                                                                                          |
| UTM source - Found in the Conversation lifecycle triggers   | The source defined in the UTM parameter when the customer booked the meeting                                                                                                                                                                                                                                                                                                                            |
| UTM medium - Found in the Conversation lifecycle triggers   | The medium defined in the UTM parameter when the customer booked the meeting                                                                                                                                                                                                                                                                                                                            |
| UTM campaign - Found in the Conversation lifecycle triggers | The campaign defined in the UTM parameter when the customer booked the meeting                                                                                                                                                                                                                                                                                                                          |
| UTM term - Found in the Conversation lifecycle triggers     | The term defined in the UTM parameter when the customer booked the meeting                                                                                                                                                                                                                                                                                                                              |
| UTM content - Found in the Conversation lifecycle triggers  | The content defined in the UTM parameter when the customer booked the meeting                                                                                                                                                                                                                                                                                                                           |

\* **Composite fields:** These fields are considered **Summary** fields and contain a list of values from other fields separated by commas. These are best used for **Description** fields in 3rd party apps. [Learn more about composite fields](https://help.oncehub.com/scheduleonce/account-integrations/automation/zapier/oncehub-fields-and-triggers-available-in-zapier/ "ScheduleOnce composite fields available in Zapier ")

### Cancel/reschedule data

[Section titled “Cancel/reschedule data”](#cancelreschedule-data)

This section includes the data related to cancellation and rescheduling activities.

| **Field**                                          | **Description**                                                              |
| -------------------------------------------------- | ---------------------------------------------------------------------------- |
| Cancel/reschedule - Initiated by customer name     | The name of the Customer who performed the cancellation or reschedule action |
| Cancel/reschedule - Initiated by user name         | The name of User who performed the cancellation or reschedule action         |
| Cancel/reschedule - Reason                         | The reason given for canceling or rescheduling a meeting                     |
| Cancel/reschedule - Summary (long)\*               | Reschedule indication, Reschedule reason + long booking summary              |
| Cancel/reschedule - Summary (short)\*              | Reschedule indication, Reschedule reason + short booking summary             |
| Cancel/reschedule – Customer link                  | The cancel/reschedule link to be used by the Customer                        |
| Cancel/reschedule – Tracking ID (canceled booking) | The Tracking ID of the canceled original booking                             |

\* **Composite fields:** These fields are considered **Summary** fields and contain a list of values from other fields separated by commas. These are best used for **Description** fields in 3rd party apps. [Learn more about composite fields](https://help.oncehub.com/scheduleonce/account-integrations/automation/zapier/oncehub-fields-and-triggers-available-in-zapier/ "ScheduleOnce composite fields available in Zapier ")

### Booking page data

[Section titled “Booking page data”](#booking-page-data)

This section includes the data related to properties of the booking page used to make the booking.

| **Field**                     | **Description**                                          |
| ----------------------------- | -------------------------------------------------------- |
| Booking page - Category       | The category to which the Booking page has been assigned |
| Booking page - Internal label | The internal label of the Booking page                   |
| Booking page - Public link    | The public link for the Booking page                     |
| Booking page - Public name    | The public name of the Booking page                      |
| Master page - Internal label  | The internal label for the Master page                   |
| Master page - Public link     | The public link for the Master page                      |
| Master page - Public name     | The public name of the Master page                       |
| Booking page - Owner          | The User whose time is being booked via the Booking page |
| Booking page - Time zone      | The time zone of the Booking page                        |

### Event type data

[Section titled “Event type data”](#event-type-data)

This section includes the data related to properties of the Event types selected during the booking process.

| **Field**                | **Description**                                            |
| ------------------------ | ---------------------------------------------------------- |
| Event type - Category    | The Category of the Event type selected by the Customer    |
| Event type - Description | The description of the Event type selected by the Customer |
| Event type - Name        | The name of the Event type selected by the Customer        |
| Event type - Price       | The price of the Event type selected by the Customer       |
| Event type - Currency    | The currency of the Event type selected by the Customer    |

### Custom fields

[Section titled “Custom fields”](#custom-fields)

OnceHub provides support for custom fields in Zapier. When you add new custom fields, they will appear alongside your system fields when you map trigger fields to action fields.

Below is a description of how each OnceHub custom field is passed through Zapier.

| OnceHub custom field   | Target app field format                                                                                            | Example                                                                     |
| ---------------------- | ------------------------------------------------------------------------------------------------------------------ | --------------------------------------------------------------------------- |
| Single-line text field | `{Plain text}`                                                                                                     | This is a single-line example                                               |
| Multi-line text field  | `{Plain text}`                                                                                                     | This is a multi-line example                                                |
| Dropdown               | `{Option value}`                                                                                                   | This is a dropdown selection example                                        |
| Checkbox               | `{Option value}`, `{Option value}`, …\* Each checked checkbox will be appended at the end separated by a comma ‘,’ | This a one checkbox, This is another checkbox, This is the last checkbox    |
| Attachment             | `{Link}`                                                                                                           | [http://www\\.example.com/sample.gif](http://www%5C.example.com/sample.gif) |

## OnceHub composite fields available in Zapier

[Section titled “OnceHub composite fields available in Zapier”](#oncehub-composite-fields-available-in-zapier)

This section lists OnceHub composite fields created to make Zapier integration easier.

Zapier allows you to map multiple OnceHub fields, along with static text, to one composite field in the integrated app. This ability is useful when adding information taken from multiple fields in OnceHub. For example:

* Adding information to the Description field in a CRM task
* Adding information to a note
* Adding information to a line item in an invoice
* Creating a text file based on customer data or booking data

To support these cases, we have created composite fields in OnceHub. These fields combine multiple OnceHub fields and their titles.

### Booking - Summary (long and short) composite field

[Section titled “Booking - Summary (long and short) composite field”](#booking---summary-long-and-short-composite-field)

## Long

[Section titled “Long”](#long)

This composite field includes the following OnceHub fields:

* Customer Name
* Customer Company
* Subject/service
* Starting time (in Owner’s time zone)
* Duration
* Virtual location or Physical location
* Customer e-mail
* Customer Phone
* Customer Mobile Phone
* Customer Note

**Example:** Meeting with: Lisa Brown, Company: Lisa Brown Consulting, Subject: Zapier Integration, Start time: Wednesday, Jul 4, 2015 1:00 PM, Duration: 30 min, Location: … , Customer email: <lisa.brown@lbconsulting.com>, Customer phone: 524-698-1288, Customer mobile phone: 524-668-8921, Note from customer: Hi, I want to discuss your Zapier integration.

## Short

[Section titled “Short”](#short)

This composite field includes the following OnceHub fields:

* Customer name
* Customer company
* Virtual location or Physical location
* Customer note

**Example:** Meeting with: Lisa Brown, Company: Lisa Brown Consulting, Location: … , Note from customer: Hi, I want to discuss your Zapier integration.

### Cancel/Reschedule - Summary (long and short) composite field

[Section titled “Cancel/Reschedule - Summary (long and short) composite field”](#cancelreschedule---summary-long-and-short-composite-field)

## Long

[Section titled “Long”](#long-1)

This composite field includes the following OnceHub fields:

* Rescheduling indication
* Rescheduling reason
* Description (Long) composite field or Short Description composite field information, as described above.

**Example:** This meeting has been rescheduled. Rescheduling reason: I have another urgent meeting, Meeting with: Lisa Brown, Company: Lisa Brown Consulting, Subject: Zapier Integration, Start time: Wednesday, Jul 4, 2015 1:00 PM, Duration: 30 min, Location: … , Customer email: <lisa.brown@lbconsulting.com>, Customer phone: 524-698-1288, Customer mobile phone: 524-668-8921, Note from customer: Hi, I want to discuss your Zapier integration.

## Short

[Section titled “Short”](#short-1)

This composite field includes the following OnceHub fields:

* Rescheduling indication
* Rescheduling reason
* Description (Short) composite field or Short Description composite field information, as described above.

**Example:** This meeting has been rescheduled. Rescheduling reason: I have another urgent meeting, Meeting with: Lisa Brown, Company: Lisa Brown Consulting, Location: … , Note from customer: Hi, I want to discuss your Zapier integration.

### Booking data and Invoice line item composite field

[Section titled “Booking data and Invoice line item composite field”](#booking-data-and-invoice-line-item-composite-field)

This composite field includes the following OnceHub fields:

* Booking subject or service name
* Meeting time in Customer’s time zone
* Meeting duration
* Booking page owner

**Example:** Tax preparation, Wed, Jul 4, 2020 1:00 PM, 30 min, with Sarah Bloch

This article lists all fields that OnceHub makes available via Zapier. Any of these fields can be used to integrate with a third-party app.

## Booking data

[Section titled “Booking data”](#booking-data-1)

This section includes the data directly related to the booked appointment.

| **Field**                                                   | **Description**                                                                                                                                                                                                                                                                                                                                                                                         |
| ----------------------------------------------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| Booking - Attachment                                        | A link to the file attached by your Customer in the Booking form                                                                                                                                                                                                                                                                                                                                        |
| Booking - Creation date                                     | The time and date when the booking was created, e.g. Mon, Mar 23, 2015, 11:00 AM                                                                                                                                                                                                                                                                                                                        |
| Booking - Duration in minutes                               | The length of the meeting in minutes                                                                                                                                                                                                                                                                                                                                                                    |
| Booking - Duration in seconds                               | The length of the meeting in seconds                                                                                                                                                                                                                                                                                                                                                                    |
| Booking - Invoice line item\*                               | Subject, Meeting time in Customer’s time zone, Duration, Booking page Owner                                                                                                                                                                                                                                                                                                                             |
| Booking - Last updated                                      | The last time any booking details were changed                                                                                                                                                                                                                                                                                                                                                          |
| Booking - Meeting time                                      | The scheduled date and time of the meeting                                                                                                                                                                                                                                                                                                                                                              |
| Booking - Meeting time in Customer’s time zone              | The time the meeting will start in the Customer’s time zone, e.g. Mon, Mar 23, 2015, 10:30 AM - 10:45 AM                                                                                                                                                                                                                                                                                                |
| Booking - Meeting time in UTC                               | Starting time in UTC time zone. e.g. Mon, Mar 23, 2015, 10:30 AM                                                                                                                                                                                                                                                                                                                                        |
| Booking - Meeting time in Owner’s time zone                 | The time the meeting will start in the Owner’s time zone, e.g. Mon, Mar 23, 2015, 10:30 AM - 10:45 AM                                                                                                                                                                                                                                                                                                   |
| Booking - Mode                                              | The booking mode: [Automatic booking or Booking with approval](https://help.oncehub.com/scheduleonce/event-types-booking-pages/scheduling-options/automatic-booking-or-booking-with-approval/ "Automatic booking or Booking with approval")                                                                                                                                                             |
| Booking - Number of sessions scheduled                      | The number of sessions in a session package that were scheduled                                                                                                                                                                                                                                                                                                                                         |
| Booking - Physical location                                 | The address where the meeting will take place, as specified in the [**Conferencing / Location**](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-pages-location-settings/ "Booking page: Conferencing / Location section") section of the Booking page                                                                                                            |
| Booking - Starting time in Customer’s time zone             | The time the meeting will start in the Customer’s time zone, e.g. Mon, Mar 23, 2015, 10:30 AM                                                                                                                                                                                                                                                                                                           |
| Booking - Starting time in Owner’s time zone                | The time the meeting will start in the Owner’s time zone, e.g. Mon, Mar 23, 2015, 10:30 AM                                                                                                                                                                                                                                                                                                              |
| Booking - Status                                            | The [lifecycle phase or activity status](https://help.oncehub.com/scheduleonce/managing-bookings/analytics/activity-stream-managing-activities/ "Understanding activity statuses") of the booking                                                                                                                                                                                                       |
| Booking - Subject                                           | The subject of the meeting, as provided by Customer or Owner                                                                                                                                                                                                                                                                                                                                            |
| Booking - Summary (long)\*                                  | Customer name, Company, Subject, Starting time, Duration, Location, Email, Phone, Mobile phone, Note                                                                                                                                                                                                                                                                                                    |
| Booking - Summary (short)\*                                 | Customer name, Company, Location, Notes                                                                                                                                                                                                                                                                                                                                                                 |
| Booking - Tracking ID                                       | A unique ID automatically assigned to every OnceHub booking                                                                                                                                                                                                                                                                                                                                             |
| Booking – Package ID                                        | A unique ID automatically assigned to every OnceHub session package                                                                                                                                                                                                                                                                                                                                     |
| Booking - Virtual location                                  | The communication details required for connecting to the virtual meeting, as specified in the **[Conferencing / Location](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-pages-location-settings/ "Booking page: Conferencing / Location section")** section of the Booking page. This could be a phone number, video conferencing information, a Skype ID, etc. |
| Booking - Virtual or physical location                      | The virtual or physical location of the meeting, as specified in the **[Conferencing / Location](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-pages-location-settings/ "Booking page: Conferencing / Location section")** section of the Booking page                                                                                                          |
| UTM source - Found in the Conversation lifecycle triggers   | The source defined in the UTM parameter when the customer booked the meeting                                                                                                                                                                                                                                                                                                                            |
| UTM medium - Found in the Conversation lifecycle triggers   | The medium defined in the UTM parameter when the customer booked the meeting                                                                                                                                                                                                                                                                                                                            |
| UTM campaign - Found in the Conversation lifecycle triggers | The campaign defined in the UTM parameter when the customer booked the meeting                                                                                                                                                                                                                                                                                                                          |
| UTM term - Found in the Conversation lifecycle triggers     | The term defined in the UTM parameter when the customer booked the meeting                                                                                                                                                                                                                                                                                                                              |
| UTM content - Found in the Conversation lifecycle triggers  | The content defined in the UTM parameter when the customer booked the meeting                                                                                                                                                                                                                                                                                                                           |

\* **Composite fields:** These fields are considered **Summary** fields and contain a list of values from other fields separated by commas. These are best used for **Description** fields in 3rd party apps. [Learn more about composite fields](https://help.oncehub.com/scheduleonce/account-integrations/automation/zapier/oncehub-fields-and-triggers-available-in-zapier/ "OnceHub fields available in Zapier")

This section details the different triggers available in Zapier for OnceHub activities.

### Mapping of OnceHub fields to Zapier triggers

[Section titled “Mapping of OnceHub fields to Zapier triggers”](#mapping-of-oncehub-fields-to-zapier-triggers)

The following table outlines what OnceHub attributes are available for each Zapier trigger:

| Field name in Zapier                               | Scheduled | Rescheduled | Canceled | Canceled (Rescheduled) | Completed | No-Show | Booking Lifecycle Event |
| -------------------------------------------------- | --------- | ----------- | -------- | ---------------------- | --------- | ------- | ----------------------- |
| Booking - Attachment                               | X         | X           | X        | X                      | X         | X       | X                       |
| Booking - Creation date                            | X         | X           | X        | X                      | X         | X       | X                       |
| Booking - Summary (long)                           | X         | X           | X        | X                      | X         | X       | X                       |
| Booking - Summary (short)                          | X         | X           | X        | X                      | X         | X       | X                       |
| Booking- Duration in minutes                       | X         | X           | X        | X                      | X         | X       | X                       |
| Booking - Duration in seconds                      | X         | X           | X        | X                      | X         | X       | X                       |
| Booking - Last updated                             | X         | X           | X        | X                      | X         | X       | X                       |
| Booking - Meeting time in UTC                      | X         | X           | X        | X                      | X         | X       | X                       |
| Booking - Meeting time in Customer’s time zone     | X         | X           | X        | X                      | X         | X       | X                       |
| Booking - Meeting time in Owner’s time zone        | X         | X           | X        | X                      | X         | X       | X                       |
| Booking - Mode                                     | X         | X           | X        | X                      | X         | X       | X                       |
| Booking - Number of sessions scheduled             | X         | X           | X        | X                      | X         | X       | X                       |
| Booking - Physical location                        | X         | X           | X        | X                      | X         | X       | X                       |
| Booking -Starttime in Customer’s time zone         | X         | X           | X        | X                      | X         | X       | X                       |
| Booking -Starttime in Owner’s time zone            | X         | X           | X        | X                      | X         | X       | X                       |
| Booking - Status                                   | X         | X           | X        | X                      | X         | X       | X                       |
| Booking - Subject                                  | X         | X           | X        | X                      | X         | X       | X                       |
| Booking - Tracking ID                              | X         | X           | X        | X                      | X         | X       | X                       |
| Booking - Package ID                               | X         | X           | X        | X                      | X         | X       | X                       |
| Booking - Virtual location                         | X         | X           | X        | X                      | X         | X       | X                       |
| Booking - Virtual or physical location             | X         | X           | X        | X                      | X         | X       | X                       |
| Customer - Company                                 | X         | X           | X        | X                      | X         | X       | X                       |
| Customer - Country                                 | X         | X           | X        | X                      | X         | X       | X                       |
| Customer - Email                                   | X         | X           | X        | X                      | X         | X       | X                       |
| Customer - First name                              | X         | X           | X        | X                      | X         | X       | X                       |
| Customer - Last name                               | X         | X           | X        | X                      | X         | X       | X                       |
| Customer - Location                                | X         | X           | X        | X                      | X         | X       | X                       |
| Customer - Mobile phone                            | X         | X           | X        | X                      | X         | X       | X                       |
| Customer - Name                                    | X         | X           | X        | X                      | X         | X       | X                       |
| Customer - Note                                    | X         | X           | X        | X                      | X         | X       | X                       |
| Customer - Phone                                   | X         | X           | X        | X                      | X         | X       | X                       |
| Customer - State                                   | X         | X           | X        | X                      | X         | X       | X                       |
| Customer - Time zone                               | X         | X           | X        | X                      | X         | X       | X                       |
| Cancel/reschedule - Initiated by customer name     |           | X           | X        | X                      |           |         | X                       |
| Cancel/reschedule - Initiated by user name         |           | X           | X        | X                      |           |         | X                       |
| Cancel/reschedule - Reason                         |           | X           | X        | X                      |           |         | X                       |
| Cancel/reschedule - Summary (long)                 |           | X           |          | X                      |           |         | X                       |
| Cancel/reschedule - Summary (short)                |           | X           |          | X                      |           |         | X                       |
| Cancel/reschedule - Customer link                  | X         | X           |          |                        |           |         | X                       |
| Cancel/reschedule - Tracking ID (canceled booking) |           | X           |          |                        |           |         | X                       |
| Booking page - Category                            | X         | X           | X        | X                      | X         | X       | X                       |
| Booking page - Internal label                      | X         | X           | X        | X                      | X         | X       | X                       |
| Booking page - Public link                         | X         | X           | X        | X                      | X         | X       | X                       |
| Booking page - Public name                         | X         | X           | X        | X                      | X         | X       | X                       |
| Master page - Internal label                       | X         | X           | X        | X                      | X         | X       | X                       |
| Master page - Public link                          | X         | X           | X        | X                      | X         | X       | X                       |
| Master page - Public name                          | X         | X           | X        | X                      | X         | X       | X                       |
| Booking page - Owner                               | X         | X           | X        | X                      | X         | X       | X                       |
| Booking page - Time zone                           | X         | X           | X        | X                      | X         | X       | X                       |
| Event type - Category                              | X         | X           | X        | X                      | X         | X       | X                       |
| Event type - Description                           | X         | X           | X        | X                      | X         | X       | X                       |
| Event type - Name                                  | X         | X           | X        | X                      | X         | X       | X                       |
| Event type - Price                                 | X         | X           | X        | X                      | X         | X       | X                       |
| Event type – Currency                              | X         | X           | X        | X                      | X         | X       | X                       |

### OnceHub triggers on Zapier

[Section titled “OnceHub triggers on Zapier”](#oncehub-triggers-on-zapier)

Triggers are the means through which you tell Zapier what OnceHub data to send to your third-party app. This article describes the OnceHub Zapier triggers you can use when integrating OnceHub with your application of choice.

OnceHub provide two types of triggers, specific and composite. **Specific triggers** are based on an individual booking event, e.g. Scheduled Booking. Using these triggers, you can control granular interactions between OnceHub and other apps, e.g. create a new Contact in the target app when a new booking is made. Each specific trigger also has a unique set of attributes that is passed through Zapier. **Composite triggers** are considered ‘dynamic’ triggers. These triggers are fired each time a booking changes its status. Each type of trigger is used for different purposes as described below. Please read the Mapping of OnceHub fields to Zapier triggers article above for more information.

The following is a complete list of OnceHub Zapier triggers that are available to you, grouped by the two types:

**Specific triggers**

* Booking Scheduled
* Booking Canceled
* Booking Completed
* Booking No-Show
* Booking Rescheduled
* Booking Canceled and Rescheduled
* Conversation Reached Out
* Conversation Started
* Conversation Closed
* Conversation Abandoned
* Contact Captured
* Contact Updated

**Composite triggers**

* Contact Lifecycle Event
* Booking Lifecycle Event
* Conversation Lifecycle Event

## When to use specific and composite triggers?

[Section titled “When to use specific and composite triggers?”](#when-to-use-specific-and-composite-triggers)

When including OnceHub in email marketing and marketing automation campaigns, you should use **specific triggers**. This gives you the power to target specific users based on their level of engagement and interaction with your campaign. For example, you can provide additional resources to users who have made a booking. You can invite users to book a new meeting in case they have canceled the original one. You can also send out a feedback form as soon as the booking had ended, i.e. the booking status changed to “Completed”.

When you wish to continuously track your booking activity, you can use the **Booking Lifecycle Event** **composite trigger** with productivity apps such as Google Sheet, Evernote, or Slack. Using this trigger allows you to define only one Zap which records all of your booking activity.

Below is a detailed explanation of each OnceHub trigger.

## Booking Scheduled

[Section titled “Booking Scheduled”](#booking-scheduled)

This trigger is fired each time a booking is made on your booking page.

The complete list of fields sent with this trigger can be found in the Mapping of OnceHub Fields to Zapier Triggers section above.

## Booking Canceled

[Section titled “Booking Canceled”](#booking-canceled)

This trigger is fired when a booking is canceled. A booking can be canceled using one of the following methods:

* [Canceled by User without event types](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/user-action-cancelreschedule-for-booking-pages-without-event-types/ "User action: Cancel/request to reschedule without event types")
* [Canceled by User with event types](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/user-action-cancelreschedule-for-booking-pages-with-event-types/ "User action: Cancel/request to reschedule with event types")
* [Canceled by User in the connected Google Calendar](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/user-action-cancelreschedule-in-google-calendar/ "User action: Cancel or reschedule in Google Calendar")
* Canceled by User in the connected Outlook Calendar
* [Canceled by the Customer](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/customer-cancelreschedule-page/ "The Customer Cancel/Reschedule page")

The complete list of fields sent with this trigger can be found in the Mapping of OnceHub Fields to Zapier Triggers article.

Note

This trigger is different than the **Canceled Booking (Rescheduled)** trigger. **Canceled Booking** means that the booking is canceled for good, while **Canceled Booking (Rescheduled)** only indicates the removal of the original booking when a new booking is created instead.

## Completed Booking

[Section titled “Completed Booking”](#completed-booking)

This trigger is fired as soon as the meeting time has passed. For example, if a one hour booking was scheduled for Monday at 10:00 AM, the Completed trigger will fire at 11:00 AM.

One way to effectively use this trigger is to set up an email marketing campaign that will be triggered as soon as a booking is completed. The campaign could send out a survey, a questionnaire or even an invitation to book another meeting. [Meeting follow-up functionality is also provided in ](https://help.oncehub.com/scheduleonce/event-types-booking-pages/customer-notifications/introduction-to-customer-notifications/ "The Customer notifications section")OnceHub.

## No-show Booking

[Section titled “No-show Booking”](#no-show-booking)

This trigger is fired when the [user changes the bookings status from Completed to No-show](https://help.oncehub.com/scheduleonce/managing-bookings/analytics/activity-stream-managing-activities/ "Tracking and Reporting No-Shows"). This can be done only once the booking is in the **Completed** status.

One way to effectively use this trigger is to set up an email marketing campaign that will be triggered as soon as a booking is set to **No-show**. The campaign could send out an email asking the customer, who did not show up to the meeting, to schedule another meeting.

The complete list of fields sent with this trigger can be found in the Mapping of OnceHub Fields to Zapier Triggers section above.

## Booking Canceled and Rescheduled

[Section titled “Booking Canceled and Rescheduled”](#booking-canceled-and-rescheduled)

These two triggers work in tandem and provide the necessary information for each rescheduling scenario. When a booking is rescheduled in OnceHub, the original booking is either updated, or canceled and replaced by a new booking. It’s important to distinguish between the different types of reschedule scenarios that fire the **Rescheduled Booking** and **Canceled Booking (Rescheduled)** triggers. Each scenario includes a different trigger combination and slightly varying attributes.

The following scenarios are supported:

1. [Customer reschedules with the same Booking page](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/effects-of-rescheduling/ "Effect of rescheduling")**.** When the Customer reschedules a booking with the same Booking page, a single **Rescheduled** **Booking** trigger is fired containing the same Booking ID as the original booking. This is based on the assumption that if the event was created under the same Booking page, then we only need to update the event and not create a new booking. Below is a table outlining the triggers and attributes used in this scenario.

   |                                    |                      |                            |
   | ---------------------------------- | -------------------- | -------------------------- |
   | **Zapier trigger**                 | **Attribute**        | **Notes**                  |
   | **Canceled Booking (Rescheduled)** | N/A                  | This trigger is not fired. |
   | **Rescheduled Booking**            | Booking – Booking ID | The existing booking ID    |
   |                                    | Booking page – Owner | The existing User name     |

2. [Customer reschedules with a different Booking page](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/effects-of-rescheduling/ "Effect of rescheduling")**.** When the Customer reschedules the booking with a Booking page that is different from the one they originally made the booking with, two triggers are fired, one to cancel the original booking and another to create a new booking instead. Below is a table outlining the triggers and attributes used in this scenario.

   |                                    |                                                   |                         |
   | ---------------------------------- | ------------------------------------------------- | ----------------------- |
   | **Zapier trigger**                 | **Attribute**                                     | **Notes**               |
   | **Canceled Booking (Rescheduled)** | Booking – Booking ID                              | The existing booking ID |
   |                                    | Booking page – Owner                              | The original User name  |
   | **Rescheduled Booking**            | Booking – Booking ID                              | The new booking ID      |
   |                                    | Cancel/reschedule - Booking ID (canceled booking) | The original booking ID |
   |                                    | Booking page – Owner                              | The new User name       |

3. [User requests the Customer to reschedule](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/introduction-to-canceling-and-rescheduling/ "Introduction to canceling and rescheduling")**.** When the User requests the Customer to reschedule the booking, the **Canceled Booking (Rescheduled)** trigger is fired instantly as the original booking is no longer valid. The **Reschedule Booking** trigger is fired only after the Customer had rescheduled the booking. Below is a table outlining the triggers and attributes used in this scenario.

   |                                    |                                                   |                         |
   | ---------------------------------- | ------------------------------------------------- | ----------------------- |
   | **Zapier trigger**                 | **Attribute**                                     | **Notes**               |
   | **Canceled Booking (Rescheduled)** | Booking – Booking ID                              | The existing booking ID |
   |                                    | Booking page – Owner                              | The original User name  |
   | **Rescheduled Booking**            | Booking – Booking ID                              | The new booking ID      |
   |                                    | Cancel/reschedule - Booking ID (canceled booking) | The original booking ID |
   |                                    | Booking page – Owner                              | The new User name       |

4. **User reschedules from a connected [Google Calendar](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/user-action-cancelreschedule-in-google-calendar/ "User action: Cancel or reschedule in Google Calendar") or Outlook Calendar.** When the setting to Changing the time in Google updates the booking in OnceHub is enabled, moving events in your calendar also updates the event in OnceHub. The **Rescheduled** **Booking** trigger is fired, when the User changes the calendar event details or moves the calendar event to another slo&#x74;**.** This is a common use case whereby the Customer calls the User and asks them to reschedule the booking on their behalf. This event behaves the same as if a Customer initiated reschedule with the same User.

   |                                    |                      |                            |
   | ---------------------------------- | -------------------- | -------------------------- |
   | **Zapier trigger**                 | **Attribute**        | **Notes**                  |
   | **Canceled Booking (Rescheduled)** | N/A                  | This trigger is not fired. |
   | **Rescheduled Booking**            | Booking – Booking ID | The existing booking ID    |
   |                                    | Booking page – Owner | The existing User name     |

The following example describes the reschedule scenario that was initiated by the Customer and resulted in a booking that was made with a different Booking page. First, the **Canceled (Rescheduled)** trigger is fired including the **original** booking information. This allows the target application to remove the previously created appointment. In the illustration below, the **Canceled (Rescheduled) Zap** at the bottom, joins the OnceHub **Canceled (Rescheduled)** Trigger with your CRM **Cancel Appointment** Action.

Second, the **Rescheduled** **Booking** trigger is fired including the **new** booking information. This allows the target application to create a new appointment (the rescheduled booking). In the illustration below, the **Rescheduled Zap** at the top, joins the OnceHub **Rescheduled** Trigger with your CRM **New Appointment** Action.

![](https://help.oncehub.com/_astro/1695979484977.BArG_K55_1PfCnk.webp)

\| **Note**: Having a dedicated reschedule cancellation trigger, allows you to handle these events differently than standard cancellation events. This is especially relevant if you have set up a marketing campaign that targets canceled bookings. In this instance, you would not want to trigger the same campaign if a reschedule event occurred. |

\| –––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––– | The complete list of fields sent with this trigger can be found in the [Mapping of OnceHub Fields to Zapier Triggers](https://help.oncehub.com/scheduleonce/account-integrations/automation/zapier/oncehub-fields-and-triggers-available-in-zapier/ "Mapping of OnceHub fields to Zapier triggers") article.

## Booking Lifecycle Event

[Section titled “Booking Lifecycle Event”](#booking-lifecycle-event)

This trigger is fired each time a booking changes its status, i.e. Scheduled, Rescheduled, Canceled, Completed, or No-show.

Different from the specific triggers mentioned above, this trigger is best used to log all booking activities. As an example, you can use a Google Sheets Zapier integration to record all booking activities for monitoring or reporting purposes.

## Conversation Reached Out

[Section titled “Conversation Reached Out”](#conversation-reached-out)

Whenever your chatbot reaches out to a visitor, this trigger is fired. Note that reaching out happens without visitor interaction required, whenever the reaching out message displays for a visitor. This is right before they opt whether to engage with the bot by clicking on an answer, opening the widget fully so your chatbot can engage in a conversation with them.

## Conversation Started

[Section titled “Conversation Started”](#conversation-started)

Once the visitor clicks on an answer, this trigger is fired. They’ve taken action to engage with the bot, indicating a higher level of interest than other visitors to your website.

## Conversation Completed

[Section titled “Conversation Completed”](#conversation-completed)

When your visitor reaches either the last interaction or the **End chat** action in your chatbot, the conversation is completed and this trigger will fire.

## Conversation Abandoned

[Section titled “Conversation Abandoned”](#conversation-abandoned)

This trigger is fired when a visitor doesn’t interact with the chatbot for over ten minutes.

## Contact Captured

[Section titled “Contact Captured”](#contact-captured)

If you’ve captured a new contact through any OnceHub app, this trigger is fired.

## Contact Updated

[Section titled “Contact Updated”](#contact-updated)

If your contact was updated in OnceHub—for instance, a status update from Qualified to Sales Qualified—this trigger is fired. This could happen either through an automated flow or if one of your Users updates the status manually.

# Our Zapier support policy

> OnceHub takes responsibility for the following aspects in the Zapier integration:

OnceHub takes responsibility for the following aspects in the Zapier integration:

1. A successful connection established between OnceHub and Zapier
2. OnceHub data correctly sent to Zapier
3. Zapier data correctly received by OnceHub

However, we cannot take responsibility for any issues related to Zapier or any third-party app. We cannot troubleshoot these issues on our end.

## Our responsibilities

[Section titled “Our responsibilities”](#our-responsibilities)

OnceHub is responsible for the following integration stages:

1. **Establishing a connection between OnceHub and Zapier.**

   We will ensure that the connection test in Zapier is successful.

2. **OnceHub sends data to Zapier.**

   This can be detected in one of the following ways:

   * The integration works with one of the third-party apps.
   * Zapier receives data from OnceHub, shown by testing one of the Zaps.

3. **OnceHub receives data from Zapier.**

   When you connect Zapier to OnceHub, [your OnceHub Zaps and their statuses will be listed in your OnceHub account](https://help.oncehub.com/scheduleonce/account-integrations/automation/zapier/create-and-manage-zaps-from-oncehub/ "Managing Zaps from within ScheduleOnce"). OnceHub is responsible for maintaining the connection and for displaying the correct list of Zaps and their statuses, as retrieved via the Zapier API.

## Not under our responsibility

[Section titled “Not under our responsibility”](#not-under-our-responsibility)

We do not provide support for the following issues:

1. Establishing a connection between another third-party app and Zapier
2. Creating the Zaps
3. The third-party app is not receiving data from Zapier, while the integration between OnceHub and another app is working

In the above cases, OnceHub may provide assistance or tips as a courtesy. However, these issues are not under our responsibility. You will need to contact Zapier or the third-party app for support.

# Zapier Integration issues

> This article describes potential issues while integrating OnceHub with Zapier and how these issues can be fixed. Learn more about our Zapier support policy

This article describes potential issues while [integrating OnceHub with Zapier](https://help.oncehub.com/scheduleonce/account-integrations/automation/zapier/connect-zapier-to-oncehub/ "The ScheduleOnce connector for Zapier") and how these issues can be fixed. [Learn more about our Zapier support policy](https://help.oncehub.com/scheduleonce/account-integrations/automation/zapier/our-zapier-support-policy/ "Our Zapier support policy")

## The Zap is active but data is not transferred to the third-party app

[Section titled “The Zap is active but data is not transferred to the third-party app”](#the-zap-is-active-but-data-is-not-transferred-to-the-third-party-app)

1. Select your profile picture or initials in the top right-hand corner → **Profile settings** → **Zapier**.
2. In the **Manage Zaps** tab, find the specific Zap and click the pencil icon to open the Zap Editor.
3. Click **Test this Step** to test the OnceHub trigger (Figure 1). ![](https://help.oncehub.com/_astro/1550255008374.CNm3vE4__19c7SO.webp)Figure 1: Test the OnceHub trigger
4. Zapier may ask you to create a new booking in OnceHub. If you have defined a [Filter step](https://help.oncehub.com/scheduleonce/account-integrations/automation/zapier/create-and-manage-zaps-from-oncehub/ "How to add a Filter step to a Zap in Zapier") in your Zap, make sure that the new booking can pass through the filter. ![](https://help.oncehub.com/_astro/1550255008464.DRL1X7t0_Usp2l.webp)Figure 2: Fetch data
5. If Zapier doesn’t receive any data from OnceHub, test the OnceHub/Zapier connection in Zapier.
6. If the connection fails, try to reconnect. Make sure you enter the correct API key and OnceHub login email.
7. If this does not resolve the issue, regenerate your API key in OnceHub. Open the left side bar and navigate to **Zapier → API key** tab, regenerate the key, and reconnect. Make sure you enter the new API Key in Zapier.

## Too many Zaps are triggered from the same Booking page.

[Section titled “Too many Zaps are triggered from the same Booking page.”](#too-many-zaps-are-triggered-from-the-same-booking-page)

By default, Zaps are triggered only from Booking pages owned by the connected User. A OnceHub Administrator can be granted [permission to trigger Zaps from pages not under their ownership](https://help.oncehub.com/scheduleonce/account-integrations/automation/zapier/create-and-manage-zaps-from-oncehub/ "Triggering Zaps from pages not under your ownership").

If an Administrator and another connected User have duplicate Zaps, and the Administrator is granted the permission to trigger Zaps from pages not under their ownership, both the Administrator’s Zap and the User’s Zap will be triggered from the same Booking page.

To fix this issue, you can:

* Restrict Zaps to specific Booking pages, by adding a Filter step in the Zap. [Learn more about adding a Filter step in Zapier](https://help.oncehub.com/scheduleonce/account-integrations/automation/zapier/create-and-manage-zaps-from-oncehub/ "How to add a Filter step to a Zap in Zapier")
* Remove any duplicate Zaps.

## Zapier creates too many records in the integrated app.

[Section titled “Zapier creates too many records in the integrated app.”](#zapier-creates-too-many-records-in-the-integrated-app)

If Zapier is creating too many records in the integrated app (for example, if Zapier adds a new contact when a booking is canceled in OnceHub), you’ll need to filter the data that Zapier sends to the integrated app.

For example, if the filter is **Booking – Status / Exactly matches / Scheduled**, the integration will only be triggered with new bookings. If the filter is **Booking – Status / Contains / Scheduled**, the integration will be triggered with both new and rescheduled bookings, but not with canceled bookings. [Learn more about adding a Filter in Zapier](https://help.oncehub.com/scheduleonce/account-integrations/automation/zapier/create-and-manage-zaps-from-oncehub/ "How to add a Filter step to a Zap in Zapier")

## Activity dates or hours in the connected app do not match the dates or hours of the related OnceHub booking.

[Section titled “Activity dates or hours in the connected app do not match the dates or hours of the related OnceHub booking.”](#activity-dates-or-hours-in-the-connected-app-do-not-match-the-dates-or-hours-of-the-related-oncehub-booking)

If the meeting time in the integrated app is incorrect, it may be the case that your integrated app supports time zones and does its own conversion from UTC. In this case, you will need to map the **Meeting time in UTC** field to the Task starting time. Your integrated app will handle the conversion to the appropriate time zone.

## The new lead’s mobile phone appears with a different international prefix.

[Section titled “The new lead’s mobile phone appears with a different international prefix.”](#the-new-leads-mobile-phone-appears-with-a-different-international-prefix)

When mapping this field to a lead or contact phone number, OnceHub does not send the + prefix (indicating an international number). If you want this prefix to be created, you can add it as static text before the field.

![](https://help.oncehub.com/_astro/1550255008199.CYdahHTu_ZVAW7V.webp)Figure 3: Mapping **Customer - Mobile phone** field in Zapier

## Zap is not found when trying to edit it from within OnceHub.

[Section titled “Zap is not found when trying to edit it from within OnceHub.”](#zap-is-not-found-when-trying-to-edit-it-from-within-oncehub)

To [edit a Zap from within OnceHub](https://help.oncehub.com/scheduleonce/account-integrations/automation/zapier/create-and-manage-zaps-from-oncehub/ "Managing Zaps from within ScheduleOnce"), you must be logged into your Zapier account. If you receive a **Zap not found** error message when trying to edit a Zap (Figure 4), it means that the Zap belongs to a different Zapier account than the one you are logged in to.

To resolve the error, follow these steps:

1. Close the Zap Editor popup.
2. Sign in to the correct Zapier account in a different browser tab.
3. Go back to the **Manage Zaps** tab in OnceHub and edit the Zap.

![](https://help.oncehub.com/_astro/1550255008779.Co-jAU-X_iVX3E.webp)Figure 4: Zap not found

# CRM

> CRM documentation and guides.

[Salesforce](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/)

[Infusionsoft](https://help.oncehub.com/scheduleonce/account-integrations/crm/infusionsoft/)

# Infusionsoft

> Infusionsoft documentation and guides.

[Infusionsoft integration](https://help.oncehub.com/scheduleonce/account-integrations/crm/infusionsoft/infusionsoft-integration)

[Connecting to Infusionsoft](https://help.oncehub.com/scheduleonce/account-integrations/crm/infusionsoft/connecting-to-infusionsoft)

[Prepopulate/skip Booking form step in Infusionsoft integration](https://help.oncehub.com/scheduleonce/account-integrations/crm/infusionsoft/prepopulateskip-booking-form-step-in-infusionsoft-integration)

[Using Infusionsoft Contact IDs to identify Customers during booking](https://help.oncehub.com/scheduleonce/account-integrations/crm/infusionsoft/using-infusionsoft-contact-ids-to-identify-customers-during-booking)

[Using Personalized links (Infusionsoft ID)](https://help.oncehub.com/scheduleonce/account-integrations/crm/infusionsoft/using-personalized-links-infusionsoft-id)

[Personalizing scheduling on landing pages with InfusionSoft Contact IDs](https://help.oncehub.com/scheduleonce/account-integrations/crm/infusionsoft/personalizing-scheduling-on-landing-pages-with-infusionsoft-contact-ids)

[Maximizing booking rates using Infusionsoft campaigns](https://help.oncehub.com/scheduleonce/account-integrations/crm/infusionsoft/maximizing-booking-rates-using-infusionsoft-campaigns)

[Infusionsoft Scheduling buttons](https://help.oncehub.com/scheduleonce/account-integrations/crm/infusionsoft/infusionsoft-scheduling-buttons)

[Infusionsoft record classification](https://help.oncehub.com/scheduleonce/account-integrations/crm/infusionsoft/infusionsoft-record-classification)

[Infusionsoft record creation, update, and assignment rules](https://help.oncehub.com/scheduleonce/account-integrations/crm/infusionsoft/infusionsoft-record-creation-update-and-assignment-rules)

[Tagging Infusionsoft Contact records with Infusionsoft tags](https://help.oncehub.com/scheduleonce/account-integrations/crm/infusionsoft/tagging-infusionsoft-contact-records-with-infusionsoft-tags)

[Tagging Infusionsoft Contact records with Lifecycle tags](https://help.oncehub.com/scheduleonce/account-integrations/crm/infusionsoft/tagging-infusionsoft-contact-records-with-lifecycle-tags)

[Mapping OnceHub fields to Infusionsoft fields](https://help.oncehub.com/scheduleonce/account-integrations/crm/infusionsoft/mapping-oncehub-fields-to-infusionsoft-fields)

[Embedding Infusionsoft tracking code to your Booking forms](https://help.oncehub.com/scheduleonce/account-integrations/crm/infusionsoft/embedding-infusionsoft-tracking-code-to-your-booking-forms)

[Supported and non-supported Infusionsoft field types](https://help.oncehub.com/scheduleonce/account-integrations/crm/infusionsoft/supported-and-non-supported-infusionsoft-field-types)

# Connecting to Infusionsoft

> In this article, you will learn how to connect to your Infusionsoft account. Each OnceHub User should connect to his/her own Infusionsoft account.

[Connecting to Infusionsoft](https://www.youtube-nocookie.com/embed/vs2zlbgTItY?wmode=opaque)

In this article, you will learn how to connect to your Infusionsoft account. Each OnceHub User should connect to his/her own Infusionsoft account.

Note: Only OnceHub Administrators can set up and manage the Infusionsoft Integration in OnceHub.

## Connect to Infusionsoft

[Section titled “Connect to Infusionsoft”](#connect-to-infusionsoft)

1. Click the gear icon located in the top-right corner of the page.
2. Select **Account Integrations** from the dropdown menu.
3. Filter for **CRM**.
4. Click on the **Infusionsoft (For Booking Pages)** tile.
5. Click the **Connect** button.
6. You will be redirected to the Infusionsoft login page and will be asked to enter your username and password. Once you enter your Infusionsoft credentials, OnceHub will establish the connection to Infusionsoft and you will be returned to the CRM integration page.
7. On the CRM page, you will see the Infusionsoft application name, your connected username, and the Infusionsoft connector status.
8. If you are a OnceHub administrator, you will also have the option to configure your Infusionsoft connector by clicking the **Setup** button.

Note

OnceHub Members will not be able to connect to Infusionsoft until the Setup has been completed. In addition, there must always be at least one OnceHub Administrator connected to Infusionsoft.

The Administrator connected to Infusionsoft does not need to have a scheduled meetings User license.

Once these steps are completed, you can enjoy the full benefits of Infusionsoft integration.

# Embedding Infusionsoft tracking code to your Booking forms

> The Infusionsoft connector setup wizard includes 5 steps: Creation, Classification, Tagging, Mapping, and Tracking.

The Infusionsoft connector setup wizard includes 5 steps: [Creation](https://help.oncehub.com/scheduleonce/account-integrations/crm/infusionsoft/infusionsoft-record-creation-update-and-assignment-rules/ "Infusionsoft record creation, update, and assignment rules"), [Classification](https://help.oncehub.com/scheduleonce/account-integrations/crm/infusionsoft/infusionsoft-record-classification/ "Infusionsoft record classification"), [Tagging](https://help.oncehub.com/scheduleonce/account-integrations/crm/infusionsoft/tagging-infusionsoft-contact-records-with-lifecycle-tags/ "Tagging Infusionsoft Contact records with Lifecycle tags"), [Mapping](https://help.oncehub.com/scheduleonce/account-integrations/crm/infusionsoft/mapping-oncehub-fields-to-infusionsoft-fields/ "Mapping ScheduleOnce fields to Infusionsoft fields"), and Tracking. Only administrators can setup their Infusionsoft connector.

Caution

You must be connected to your Infusionsoft account to be able to set up the connector.

In the Tracking step, you simply embed the [Infusionsoft tracking code](https://classic-infusionsoft.knowledgeowl.com/help/embed-the-infusionsoft-tracking-code-into-your-website) into your Booking forms. The Infusionsoft tracking code helps you optimize your Booking forms by capturing visitor activity and making it available for analysis in Infusionsoft. The tracking applies only to the traffic on the Booking forms of Booking pages owned by connected Users.

The traffic analyzed from your Booking forms includes:

1. Visitors on your Booking forms who leave your Scheduling solution without submitting the form
2. Visitors on your Booking forms who book an appointment with you.

Caution

The Infusionsoft tracking code does not track any visitor activity on steps that precede the booking form.

In the Infusionsoft Web Analytics report, you have access to comprehensive data for each Booking form:

* **Views**: A view is counted each time a booking form loads. The same visitor may accumulate multiple views by refreshing their browser.
* **Unique visitors**: A unique visitor is counted and a visitor record is created for each anonymous person who views a Booking form. A visitor is identified by cookie and IP address. This metric tells you if your advertising and referral sources are effective at generating traffic to your Booking page.
* **Unique contact:** A unique contact is counted for each visitor who booked a meeting and is now a contact in your Infusionsoft database. If the difference between the Unique contact and Unique visitors is high, you should consider simplifying the Booking form as it might be the reason why visitors do not complete a booking.
* **Unique customer:** A unique customer is counted for each visitor who has purchased a product or service through the Infusionsoft e-commerce tools. This metric is not relevant for your Scheduling solution.
* **Average view time**: The average view time is calculated by adding the total amount of time spent on the Booking form and dividing it by the number of unique visitors. This metric should indicate how long visitors spend filling out the Booking form before booking.

Visitor data is tracked as long as a visitor is actively engaging with your Booking page. Aggregated visitor data is available through the [Web Analytics](https://help.oncehub.com/scheduleonce/managing-bookings/analytics/using-booking-pages-with-web-analytics/ "Using ScheduleOnce with web analytics") reports in Infusionsoft. [Learn more about Infusionsoft visitor tracking](https://classic-infusionsoft.knowledgeowl.com/help/embed-the-infusionsoft-tracking-code-into-your-website)

# Infusionsoft integration

> Our Infusionsoft integration makes OnceHub an integral part of your Infusionsoft solution, integrating your bookings with your Infusionsoft account.

Our Infusionsoft integration makes OnceHub an integral part of your Infusionsoft solution, integrating your bookings with your Infusionsoft account.

**Note:** You need to be a OnceHub Administrator to set up and manage the Infusionsoft integration.

## Connecting the OnceHub Connector for Infusionsoft

[Section titled “Connecting the OnceHub Connector for Infusionsoft”](#connecting-the-oncehub-connector-for-infusionsoft)

Before you can set up and use the Infusionsoft integration with your bookings, you must first [connect your OnceHub account to Infusionsoft](https://help.oncehub.com/scheduleonce/account-integrations/crm/infusionsoft/connecting-to-infusionsoft/ "Connecting to Infusionsoft").

Once a User with Administrator privileges has connected, OnceHub Members simply need to sign in to their OnceHub accounts. This will allow all bookings made on Booking pages owned by these Users to be passed over to Infusionsoft.

### Configuring the OnceHub Connector for Infusionsoft

[Section titled “Configuring the OnceHub Connector for Infusionsoft”](#configuring-the-oncehub-connector-for-infusionsoft)

After connecting (as an Administrator), you can configure your [creation, update, and assignment rules](https://help.oncehub.com/scheduleonce/account-integrations/crm/infusionsoft/infusionsoft-record-creation-update-and-assignment-rules/ "Infusionsoft record creation, update, and assignment rules"), determining how contacts will be created, updated, and assigned in Infusionsoft when a booking is made.

Whenever a booking is made, Contacts and Appointments can be automatically classified and prioritized in Infusionsoft. The Infusionsoft Contact is automatically created with a Lead source and all relevant classifications. This enables automatic triggering of follow-up sequences and automated campaigns, making OnceHub an extension of Infusionsoft’s powerful marketing automation features.

#### Mapping fields from OnceHub to Infusionsoft

[Section titled “Mapping fields from OnceHub to Infusionsoft”](#mapping-fields-from-oncehub-to-infusionsoft)

All OnceHub standard fields are [mapped to Infusionsoft fields](https://help.oncehub.com/scheduleonce/account-integrations/crm/infusionsoft/mapping-oncehub-fields-to-infusionsoft-fields/ "Mapping ScheduleOnce fields to Infusionsoft fields") by default and we recommend you maintain these default field mappings. You can also map custom fields from OnceHub to the matching field of your choice in Infusionsoft.

*Please note: There are some restrictions on the type of data which can be passed between OnceHub and Infusionsoft. See [Supported and non-supported field types for full details](https://help.oncehub.com/scheduleonce/account-integrations/crm/infusionsoft/supported-and-non-supported-infusionsoft-field-types/ "Supported and non-supported Infusionsoft field types").*

#### Applying Infusionsoft tags to OnceHub bookings

[Section titled “Applying Infusionsoft tags to OnceHub bookings”](#applying-infusionsoft-tags-to-oncehub-bookings)

When a booking is made, [Infusionsoft tags are automatically added](https://help.oncehub.com/scheduleonce/account-integrations/crm/infusionsoft/tagging-infusionsoft-contact-records-with-infusionsoft-tags/ "Tagging Infusionsoft Contact records with Infusionsoft tags") to Contact records. Tags help you divide your contact database into very specific lists so you can enable automatic triggering of follow-up sequences and automated campaigns.

When a booking is scheduled, rescheduled or canceled, [booking lifecycle tags](https://help.oncehub.com/scheduleonce/account-integrations/crm/infusionsoft/tagging-infusionsoft-contact-records-with-lifecycle-tags/ "Tagging Infusionsoft Contact records with Lifecycle tags") are automatically added to Contact records. These tags are updated at each stage of the booking lifecycle. Tags indicate if a booking has been scheduled, rescheduled, canceled, completed, or if the customer was a no-show. Additional levels of detail are available for scheduled and rescheduled bookings, with tags that indicate if a booking has been reassigned by a User. Canceled bookings include information about who canceled the booking, as well as if a request to reschedule was submitted.

Along with the OnceHub lifecycle tags, you can create Event type-specific tags in Infusionsoft and assign them to the relevant Booking page, Event, or Master page in OnceHub. Whenever a booking is made, the relevant tag(s) will be applied.

#### Embedding your Infusionsoft tracking code

[Section titled “Embedding your Infusionsoft tracking code”](#embedding-your-infusionsoft-tracking-code)

You can easily [embed your Infusionsoft tracking code](https://help.oncehub.com/scheduleonce/account-integrations/crm/infusionsoft/embedding-infusionsoft-tracking-code-to-your-booking-forms/ "Embedding Infusionsoft tracking code to your Booking forms") within your OnceHub booking forms. This helps you optimize your Booking forms by capturing visitor activity and making it available for analysis in Infusionsoft.

#### Using the OnceHub Connector for Infusionsoft

[Section titled “Using the OnceHub Connector for Infusionsoft”](#using-the-oncehub-connector-for-infusionsoft)

When a booking is made, an Infusionsoft Contact record is created or updated and an Appointment is added automatically to the Contact record in Infusionsoft.

Using our [Personalized links (Infusionsoft ID)](https://help.oncehub.com/scheduleonce/account-integrations/crm/infusionsoft/using-personalized-links-infusionsoft-id/ "Using Personalized links (Infusionsoft ID)") in your Infusionsoft email and broadcasts, you can automatically recognize the Contact based on their Infusionsoft Record ID. This allows you to pre-populate or even skip the Booking form.

When scheduling with existing Infusionsoft Contacts, you can either use our Personalized links (Infusionsoft ID) in your [Infusionsoft email and broadcasts](https://help.infusionsoft.com/help/send-or-schedule-an-email-broadcast), or [use the Infusionsoft Record ID to identify Customers during the booking process](https://help.oncehub.com/scheduleonce/account-integrations/crm/infusionsoft/using-infusionsoft-contact-ids-to-identify-customers-during-booking/ "Using Infusionsoft Contact ID to identify Customers during the booking process").

# Infusionsoft record classification

> The Infusionsoft connector setup wizard includes 5 steps: Creation, Classification, Tagging, Mapping, and Tracking.

The Infusionsoft connector setup wizard includes 5 steps: [Creation](https://help.oncehub.com/scheduleonce/account-integrations/crm/infusionsoft/infusionsoft-record-creation-update-and-assignment-rules/ "Infusionsoft record creation, update, and assignment rules"), Classification, [Tagging](https://help.oncehub.com/scheduleonce/account-integrations/crm/infusionsoft/tagging-infusionsoft-contact-records-with-lifecycle-tags/ "Tagging Infusionsoft Contact records with Lifecycle tags"), [Mapping](https://help.oncehub.com/scheduleonce/account-integrations/crm/infusionsoft/mapping-oncehub-fields-to-infusionsoft-fields/ "Mapping ScheduleOnce fields to Infusionsoft fields"), and [Tracking](https://help.oncehub.com/scheduleonce/account-integrations/crm/infusionsoft/embedding-infusionsoft-tracking-code-to-your-booking-forms/ "Embedding Infusionsoft tracking code to your Booking forms"). Only OnceHub Administrators can setup the Infusionsoft connector. You can access the Infusionsoft connector setup wizard by going to

Select your profile picture or initials in the top right-hand corner → **Profile settings** → **CRM**.

Caution

You must be connected to your Infusionsoft account to be able to setup the connector.

When a booking is made, Contacts and Appointments can be automatically classified and prioritized in Infusionsoft. Any new Infusionsoft Contact that is created because of a booking made through OnceHub will automatically be created with a Lead source and all relevant classifications. This enables automatic triggering of follow-up sequences and automated campaigns, making OnceHub a seamless extension of Infusionsoft’s powerful marketing automation features.

## Automatic classification: The Lead source

[Section titled “Automatic classification: The Lead source”](#automatic-classification-the-lead-source)

* Lead sources are created and assigned automatically to a Contact record when a booking is made.
* All Lead sources created by OnceHub are stored in Infusionsoft under the OnceHub Lead source category.
* The Lead source reflects the customer’s selections during the booking process. For example, when making a booking on your Master page, the customer selects an Event type and then a provider. In this case, the Lead source will display the Master page label, the Event type name, and the Booking page label – e.g. Professional Services Group > Initial Discovery Session > John Smith

### Setting record classification rules

[Section titled “Setting record classification rules”](#setting-record-classification-rules)

* In the **Classification** step of the Infusionsoft connector setup wizard, you can choose specific values for Infusionsoft picklists stored in the Contact and Appointment records. If you decide to skip the Classification step, the following default values will be used:

  * Person Type (Contact.ContactType): Prospect
  * Appointment Action Type (ContactAction.ActionType): Call
  * Appointment Priority (ContactAction.Priority): Non-Essential

* OnceHub retrieves Infusionsoft values stored in Contact and Appointment fields. If you added additional values to Infusionsoft fields via the Infusionsoft API or Campaign builder, you will be able to access them in the OnceHub Classification step.

# Infusionsoft record creation, update, and assignment rules

> The Infusionsoft connector setup wizard includes 5 steps: Creation, Classification, Tagging, Mapping, and Tracking.

The Infusionsoft connector setup wizard includes 5 steps: Creation, [Classification](https://help.oncehub.com/scheduleonce/account-integrations/crm/infusionsoft/infusionsoft-record-classification/ "Infusionsoft record classification"), [Tagging](https://help.oncehub.com/scheduleonce/account-integrations/crm/infusionsoft/tagging-infusionsoft-contact-records-with-lifecycle-tags/ "Tagging Infusionsoft Contact records with Lifecycle tags"), [Mapping](https://help.oncehub.com/scheduleonce/account-integrations/crm/infusionsoft/mapping-oncehub-fields-to-infusionsoft-fields/ "Mapping ScheduleOnce fields to Infusionsoft fields"), and [Tracking](https://help.oncehub.com/scheduleonce/account-integrations/crm/infusionsoft/embedding-infusionsoft-tracking-code-to-your-booking-forms/ "Embedding Infusionsoft tracking code to your Booking forms"). Only Administrators can setup the Infusionsoft connector.

Caution

You must be connected to your Infusionsoft account to be able to setup the connector.

In this article, you will learn how to configure the Creation step of the Infusionsoft connector setup wizard. In this step, you will define how contacts will be created, updated and assigned in Infusionsoft when a booking is made in various cases. You can access the Infusionsoft wizard by clicking the Setup button in the Infusionsoft area of the CRM page under the Integration page.

***

## New Contact

[Section titled “New Contact”](#new-contact)

In this case, the Customer making the booking does not exist in Infusionsoft. Hence you should use the [General links](https://help.oncehub.com/scheduleonce/sharing-publishing/general-one-time-links/using-general-links/ "Using General links") when making bookings with prospects that may or may not exist in your Infusionsoft Contact base.

When a booking is made, OnceHub creates a new record in Infusionsoft, assigns the Contact to the OnceHub Booking page Owner, and adds a new Appointment upon booking.

***

## Existing Contact identified via Email address

[Section titled “Existing Contact identified via Email address”](#existing-contact-identified-via-email-address)

In this case, you are not sure if the Customer making the booking is already an Infusionsoft contact. For this reason, you should use the [General links](https://help.oncehub.com/scheduleonce/sharing-publishing/general-one-time-links/using-general-links/ "Using General links") that recognize the Customer based on their email address.

When a booking is made, the options provided allow you to choose between:

* Overriding the existing Infusionsoft data with OnceHub data
* Keeping the existing Infusionsoft data and only update empty fields
* Creating a new record

You can also decide whether to keep the Infusionsoft ownership or assign the record to the OnceHub Booking page owner.

***

## Existing Contact identified with an Infusionsoft Contact ID

[Section titled “Existing Contact identified with an Infusionsoft Contact ID”](#existing-contact-identified-with-an-infusionsoft-contact-id)

In this case, you are scheduling with existing Infusionsoft contacts only. You should use our [Personalized links (Infusionsoft ID)](https://help.oncehub.com/scheduleonce/account-integrations/crm/infusionsoft/using-personalized-links-infusionsoft-id/ "Using Personalized links (Infusionsoft ID)") in your Infusionsoft email and broadcasts to automatically recognize the Contact based on their Infusionsoft record ID. This allows you to prepopulate the booking form step with Infusionsoft data, or skip it altogether. When a booking is made, the options provided allow you to choose between:

* Assign the contact record to the OnceHub Booking page owner
* Keeping the existing Infusionsoft data and only update empty fields

You can also decide whether to keep the Infusionsoft ownership or assign the record to the OnceHub Booking page owner.

***

You should consider your organizational processes when selecting the Creation and update options. For example, you may want to control the data entered into Infusionsoft. In this case you should choose to add an Appointment without updating the existing Contact record.

# Infusionsoft Scheduling buttons

> Infusionsoft Scheduling buttons provide quick access to a record-specific booking page link. Bookings made via this link are automatically added to the Conta...

Infusionsoft Scheduling buttons provide quick access to a record-specific booking page link. Bookings made via this link are automatically added to the Contact and the customer making the booking does not have to provide any information that already exists for this Contact. Infusionsoft scheduling buttons can be used in two ways:

* The Booking page link can be copied and sent to the customer
* The Infusionsoft user can schedule on behalf of the customer

Infusionsoft scheduling buttons can be configured to [prepopulate the booking form, or skip it altogether](https://help.oncehub.com/scheduleonce/account-integrations/crm/infusionsoft/prepopulateskip-booking-form-step-in-infusionsoft-integration/ "How to prepopulate or skip the Booking form step in Infusionsoft integration"). In this article, you will learn how to create an Infusionsoft scheduling button and add it to the Contact record in Infusionsoft.

## Requirements

[Section titled “Requirements”](#requirements)

To add the button to the Contact in Infusionsoft, you will need:

* To use a Google Chrome browser.
* The permission to add custom JavaScript code to Google Chrome.
* A completed Infusionsoft connector setup in OnceHub.
* A OnceHub User connected to Infusionsoft.

## How to add the Infusionsoft Scheduling button to Infusionsoft Contact records

[Section titled “How to add the Infusionsoft Scheduling button to Infusionsoft Contact records”](#how-to-add-the-infusionsoft-scheduling-button-to-infusionsoft-contact-records)

1. [Download the custom JavaScript extension for Chrome.](https://chrome.google.com/webstore/detail/custom-javascript-for-web/ddbjnfjiigjmcpcpkmhogomapikjbjdk) This tool is used to inject JavaScript code to your website URLs. The script is kept in the local storage and is applied across the Infusionsoft domain URLs. When downloaded, the ***cjs*&#x20;**&#x65;xtension is added to your Chrome browser.

2. Log in to Infusionsoft.

3. In the right hand side of the Google Chrome browser toolbar, click the **\*cjs** \*extension. The ***Custom JavaScript*** window appears.

4. Select the Infusionsoft domain in the **Domain&#x20;**&#x64;rop-down (Figure 1). Check the **enable *cjs* for this host** checkbox.

   ![](https://help.oncehub.com/_astro/1548700342683.nAs86WmK_HmIim.webp)Figure 1: Custom JavaScript extension

5. In the code below, replace `<booking page link>` with your Booking page general link and Schedule a meeting with the label of your choice. For example: *<https://go.oncehub.com/JohnSmith?soskip=1&soisContactID=>*

   ```plaintext
   var personalized_booking_page_url = '<Booking page link>?soskip=1&soisContactID=';
   var getPathParameter = function getPathParameter(sParam) {
       var sPageURL = decodeURIComponent(window.location.pathname),
           sURLVariables = sPageURL.split('/'),
           i;
       for (i = 0; i < sURLVariables.length; i++) {
           if (sURLVariables[i] === sParam) {
               return sURLVariables[i] === undefined ? true : sURLVariables[i];
           }
       }
   };
   var getUrlParameter = function getUrlParameter(sParam) {
       var sPageURL = decodeURIComponent(window.location.search.substring(1)),
           sURLVariables = sPageURL.split('&'),
           sParameterName,
           i;
       for (i = 0; i < sURLVariables.length; i++) {
           sParameterName = sURLVariables[i].split('=');
           if (sParameterName[0] === sParam) {
               return sParameterName[1] === undefined ? true : sParameterName[1];
           }
       }
   };


   function setInnerHTML(element, content) {
       element.innerHTML = content;
       return element;
   } // -- Display the 'Schedule a meeting' button when a full record is displayed
   if (getPathParameter('Contact') == 'Contact') {
        var a = document.getElementsByClassName('ph_link')[0]; if (a) {
             var b = document.createElement("button");
                  b.setAttribute("onClick",
                 "window.open(personalized_booking_page_url + getUrlParameter('ID'), '_blank');");
                  setInnerHTML(b, "Schedule a meeting");
                  setInnerHTML(a, a.innerHTML + "  ");
                  a.appendChild(b);
   }
   else { a = document.getElementsByClassName('page-header-user')[0];
        if (a) {
             var d = document.createElement("div");
             var b = document.createElement("button");
             var t = document.createElement("td");
             t.setAttribute("style", "vertical-align:middle;");
             b.setAttribute("onClick", "window.open(personalized_booking_page_url + getUrlParameter('ID'), '_blank');");
             setInnerHTML(b, "Schedule a meeting");
             d.appendChild(b);
             t.appendChild(d);
             a.parentNode.parentNode.appendChild(t);
             }
        }
   }
   ```

   When your changes are made, copy and paste the code to the Code area of the *cjs* extension.

6. Click **Save.** You are done. You can open any Contact record, click the button and make a test booking (Figure 2). ![](https://help.oncehub.com/_astro/1548700341782.DGFzkdpi_1NVtQM.webp)

   Figure 2: Infusionsoft Scheduling button

# Mapping OnceHub fields to Infusionsoft fields

> The Infusionsoft connector setup wizard includes 5 steps: Creation, Classification, Tagging, Mapping, and Tracking.

The Infusionsoft connector setup wizard includes 5 steps: [Creation](https://help.oncehub.com/scheduleonce/account-integrations/crm/infusionsoft/infusionsoft-record-creation-update-and-assignment-rules/ "Infusionsoft record creation, update, and assignment rules"), [Classification](https://help.oncehub.com/scheduleonce/account-integrations/crm/infusionsoft/infusionsoft-record-classification/ "Infusionsoft record classification"), [Tagging](https://help.oncehub.com/scheduleonce/account-integrations/crm/infusionsoft/tagging-infusionsoft-contact-records-with-lifecycle-tags/ "Tagging Infusionsoft Contact records with Lifecycle tags"), Mapping, and [Tracking](https://help.oncehub.com/scheduleonce/account-integrations/crm/infusionsoft/embedding-infusionsoft-tracking-code-to-your-booking-forms/ "Embedding Infusionsoft tracking code to your Booking forms"). Only OnceHub Administrators can setup their Infusionsoft connector. To access the Infusionsoft connector setup wizard:

1. Click the gear icon located in the top-right corner of the page.
2. Select **Account Integrations** from the dropdown menu.
3. Filter for **CRM**.
4. Click on the **Infusionsoft (For Booking Pages)** tile.

Caution

You must be connected to your Infusionsoft account to be able to set up the connector.

The **Mapping** step includes default account-level mapping recommended by OnceHub and the option to map almost all OnceHub fields to Infusionsoft fields. You can further define your field mapping by adding an Event type-level mapping. This will override account-level mappings when the Event type is selected when customers make a booking. Note that bookings are created based on the default Infusionsoft account date format (*mm/dd/yyyy*). If your Infusionsoft account is set to *dd/mm/yyyy*, make sure to switch the date format to in the Mapping step. In this article, you will learn how to map OnceHub fields to Infusionsoft fields.

Note

The same Infusionsoft field can be mapped to a OnceHub field in the account-level mapping and to multiple Event types in the Event type-level mapping. When a booking is made, the Infusionsoft field is mapped by default to the account-level field mapping, or to the Event type-level mapping when the mapped Event types are selected.

## Default mapping

[Section titled “Default mapping”](#default-mapping)

OnceHub fields are mapped to Infusionsoft fields by default. We do recommend to keep the mapping as-is and not to remove mapped data from the integration. This will enable you to gather the basic customer and booking data in Infusionsoft.

The Customer email and Subject fields are mandatory fields in the OnceHub Booking form and cannot be unchecked. However, you can choose to map them to different Infusionsoft fields.

Other OnceHub fields can be mapped to different Infusionsoft fields and are not mandatory. You can remove them from the mapping by unchecking each field.

Default mapping: ![](https://help.oncehub.com/_astro/1548673680074.BA7p8Bsk_Z1qC6nQ.webp)

## Adding new OnceHub fields

[Section titled “Adding new OnceHub fields”](#adding-new-oncehub-fields)

You can add any OnceHub fields and map them to Infusionsoft fields. This allows you to map any data tracked in OnceHub to Appointment or Contact records.

1. To add a OnceHub field to the mapping, click the Add OnceHub fields button.

2. Select the OnceHub fields you want to add and click Add fields. The OnceHub field list includes all System fields and Custom fields organized by categories.

   Caution

   **Important**OnceHub fields requiring Customer input must be set as mandatory fields on the Booking form. Otherwise, these fields will automatically be added to the Booking form at the time of the booking.

   Especially notable is the **Your company** OnceHub field, which must be added manually to your booking forms in order to map to the **Company (Contact.Company)** field in Infusionsoft. [Learn more about editing Booking forms](https://help.oncehub.com/scheduleonce/customization-branding/booking-forms-editor/creating-and-editing-booking-form/) [Learn more about adding Custom fields to the Booking form](https://help.oncehub.com/scheduleonce/customization-branding/booking-forms-editor/creating-and-editing-custom-fields/ "Creating and editing Custom fields")

3. In the Mapping step, select an Infusionsoft field from the drop-down list.

The Infusionsoft fields include all the fields stored in Infusionsoft (Custom and standard fields) that are the same field type as the selected OnceHub field. [Learn more about the supported and non-supported Infusionsoft field types](https://help.oncehub.com/scheduleonce/account-integrations/crm/infusionsoft/supported-and-non-supported-infusionsoft-field-types/ "Supported and non-supported Infusionsoft field types")

Note

There is a two-way mapping between Infusionsoft and OnceHub. For this reason, you can only map one OnceHub field to one Infusionsoft field. **→ OnceHub to Infusionsoft** When a booking is made, all data is mapped from OnceHub to Infusionsoft. **← Infusionsoft to OnceHub** When scheduling with existing Infusionsoft contacts using Personalized links (Infusionsoft ID), Customer data is mapped from Infusionsoft to OnceHub in order to prepopulate or skip the Booking form.

# Maximizing booking rates using Infusionsoft campaigns

> When booking appointments is part of your email marketing campaigns, optimizing your booking rates becomes critical.

When booking appointments is part of your email marketing campaigns, [optimizing your booking rates](https://help.oncehub.com/scheduleonce/sharing-publishing/personalized-links/configuring-your-booking-page-for-maximizing-booking-rates-in-marketing-campaigns/ "Maximizing booking rates in marketing campaigns") becomes critical. In this article, you will learn how to configure [Infusionsoft Campaign sequence](https://help.infusionsoft.com/help/connecting-objects-in-a-campaign-sequence), so that you track both bookings made, and more importantly, booking invitations that were missed or ignored. We call these, **missed bookings**. By tracking missed bookings, you are able to re-target them, and increase the overall booking rates for your campaign.

Note

For security and privacy reasons, using CRM record IDs to skip or pre-populate the Booking form is not compatible with [collecting data from an embedded Booking page](https://help.oncehub.com/scheduleonce/developers/client-side-api/collecting-data-from-embedded-booking-page/) or [redirecting booking confirmation data](https://help.oncehub.com/scheduleonce/developers/client-side-api/redirecting-booking-confirmation-data/).

## Requirements

[Section titled “Requirements”](#requirements)

To maximize booking rates in Infusionsoft campaigns, you will need:

* A OnceHub administrator.
* An Infusionsoft Administrator for your organization.
* [An active connection to the Infusionsoft connector](https://help.oncehub.com/scheduleonce/account-integrations/crm/infusionsoft/connecting-to-infusionsoft/ "Connecting to Infusionsoft")

Let’s assume that you have enabled [OnceHub lifecycle tags](https://help.oncehub.com/scheduleonce/account-integrations/crm/infusionsoft/tagging-infusionsoft-contact-records-with-lifecycle-tags/ "Tagging Infusionsoft Contact records with Lifecycle tags") in the Infusionsoft connector setup. When a booking is Scheduled, Rescheduled, Completed, Canceled or set to No-show, Lifecycle tags are automatically added to Contact records.

Note

You can also use Infusionsoft tags that can be added to your Booking pages, Event types, and Master pages in the Infusionsoft connector setup wizard. These tags are automatically added to the Contact record for the selected booking lifecycle: Scheduled, Rescheduled, Completed, Canceled, or No-show. [Learn how to tag Infusionsoft Contact records with Infusionsoft tags](https://help.oncehub.com/scheduleonce/account-integrations/crm/infusionsoft/tagging-infusionsoft-contact-records-with-infusionsoft-tags/ "Tagging Infusionsoft Contact records with Infusionsoft tags")

## Setting up Infusionsoft Campaigns to re-target missed bookings

[Section titled “Setting up Infusionsoft Campaigns to re-target missed bookings”](#setting-up-infusionsoft-campaigns-to-re-target-missed-bookings)

**Infusionsoft Campaigns** allow you to automatically trigger the missed bookings. For this example, let’s look at a lead qualification use case, whereby you want to send an email broadcast to a List of unqualified leads, inviting them to book a discovery call.

1. Log in to Infusionsoft.

2. In the Campaign builder, click **Create a Campaign** named “Maximizing Booking rates” and click Save.

3. From the Campaign tools, Add a **Sequence**. Double-click the **Sequence** and add the Email communication tool. (See Figure 1) **![](https://help.oncehub.com/_astro/1548684028124.Cc1_qtna_2tn9F6.webp)Figure 1: Send qualification Email**

4. Now In the Campaign builder, add a **Timer sequence.** Double-click the **Sequence** and add the Delay Timer tool. (See Figure 2) During this time, Leads will submit the form. ![](https://help.oncehub.com/_astro/1548684028054.XqmLJKX5_1QqJzL.webp)Figure 2: Delay Timer

5. Now you should connect the Timer Sequence to two Infusionsoft Campaign sequences (See Figure 3):

   * One sequence should target leads that DID make a Booking.

   * Another sequence should target leads that DID NOT make a Booking.

     Note

     **Note** If you are using the Email communication object to schedule with your existing Infusionsoft Contacts, you should either use [our Personalized links (Infusionsoft ID)](https://help.oncehub.com/scheduleonce/account-integrations/crm/infusionsoft/using-personalized-links-infusionsoft-id/ "Using Personalized links (Infusionsoft ID)") or use [URL variables to pass the Infusionsoft Contact ID](https://help.oncehub.com/scheduleonce/account-integrations/crm/infusionsoft/personalizing-scheduling-on-landing-pages-with-infusionsoft-contact-ids/ "Using InfusionSoft Contact ID to personalize scheduling in landing pages") to the Website [embed](https://help.oncehub.com/scheduleonce/sharing-publishing/publishing-on-websites/website-embed/ "Website embed") , or [button](https://help.oncehub.com/scheduleonce/sharing-publishing/publishing-on-websites/website-button/ "Website button") placed in a landing webpage.

     ![](https://help.oncehub.com/_astro/1548684028408.B6WfTd_A_SILDE.webp)Figure 3: Connection of two sequences

6. When you connect a campaign sequence to multiple sequences, a decision node is created automatically. [Learn more about Decision nodes](https://help.infusionsoft.com/help/decision-diamonds) Double-click the **Decision node** to configure it. You should create a rule for each Campaign sequence. In each rule, you simply need to use the lifecycle tags that are added to the Contact when a booking is made: (see figure 4)

   1. The first rule should tag leads that DID make a Booking when Tags contain “Scheduled”
   2. The second rule should re-target leads that DID NOT make a Booking Tags do not contain “Scheduled” \*![](https://help.oncehub.com/_astro/1548684470380.BU6vfuRY_Z1rhMoT.webp)\*Figure 4: Rules\*\*

7. **Run the campaign** and make sure to monitor your **re-targeting missed bookings** campaign.

   Note

   **Note**You can run this campaign as many times as you need, in order to continuously maximize your booking rates.

# Personalizing scheduling on landing pages with InfusionSoft Contact IDs

> You can use the Infusionsoft Contact ID to personalize the booking process in your landing pages. Recognizing the Customer by the record ID provides two key ...

You can use the Infusionsoft Contact ID to personalize the booking process in your landing pages. Recognizing the Customer by the record ID provides two key benefits:

* On the User side, it allows you to update the correct record, eliminating any chances of updating the wrong record and keeping your CRM data clean.
* On the Customer side, it allows you to [prepopulate the Booking form step with Infusionsoft Contact record data or skip the Booking form step completely](https://help.oncehub.com/scheduleonce/account-integrations/crm/infusionsoft/prepopulateskip-booking-form-step-in-infusionsoft-integration/ "How to prepopulate or skip the Booking form step in Infusionsoft integration"). This eliminates the need to ask Customers for information you already have, improving conversion rates and moving leads through the funnel with speed and efficiency.

In this article, you will learn how to pass the Infusionsoft Contact ID to your landing pages. Then, you will learn how to generate the personalized website [embed](https://help.oncehub.com/scheduleonce/sharing-publishing/publishing-on-websites/website-embed/ "Website embed") or [button](https://help.oncehub.com/scheduleonce/sharing-publishing/publishing-on-websites/website-button/ "Website button") code for your landing pages.

Note

If the Customer is not recognized based on the Infusionsoft Contact ID, OnceHub will use the Customer’s email address to check if the record already exists in your CRM. [Learn more about integrating with Infusionsoft](https://help.oncehub.com/scheduleonce/account-integrations/crm/infusionsoft/infusionsoft-integration/ "The ScheduleOnce connector for Infusionsoft")

## Requirements

[Section titled “Requirements”](#requirements)

To use the Infusionsoft Contact ID in your landing pages, you will need:

* A [OnceHub Administrator](https://help.oncehub.com/account-administration/user-management/user-roles-overview/ "Differences between Administrator and Member") for your organization.
* [A completed Infusionsoft connector setup in OnceHub](https://help.oncehub.com/scheduleonce/account-integrations/crm/infusionsoft/infusionsoft-record-creation-update-and-assignment-rules/ "Infusionsoft record creation, update, and assignment rules").
* [A OnceHub User connected to Infusionsoft](https://help.oncehub.com/scheduleonce/account-integrations/crm/infusionsoft/connecting-to-infusionsoft/ "Connecting to Infusionsoft").

Note

For security and privacy reasons, using CRM record IDs to skip or pre-populate the Booking form is not compatible with [collecting data from an embedded Booking page](https://help.oncehub.com/scheduleonce/developers/client-side-api/collecting-data-from-embedded-booking-page/) or [redirecting booking confirmation data](https://help.oncehub.com/scheduleonce/developers/client-side-api/redirecting-booking-confirmation-data/).

## OnceHub parameters for Infusionsoft

[Section titled “OnceHub parameters for Infusionsoft”](#oncehub-parameters-for-infusionsoft)

To recognize the Customer by the Infusionsoft Contact Id, you need to pass the OnceHub parameters for Infusionsoft to your landing page:

* Contact Record ID: *soisContactID*

You can also add an additional variable to your webpage to skip the Booking form step:

* Skipping the Booking form step: *soSkip=1*

### Step 1: Constructing the landing page ’s URL parameters

[Section titled “Step 1: Constructing the landing page ’s URL parameters”](#step-1-constructing-the-landing-page-s-url-parameters)

There are different operators used in the syntax of your URL:

* **?** - You must add the question mark to separate your URL from the variables.
* **&** - You can pass multiple variables by separating the variables with the ampersand.
* **=** - The equal sign separates the variable from the value assigned to that variable.

Take the following example landing page link:

```plaintext
http://www.example.com
```

If you wanted to pass the Infusionsoft Contact ID with the value being E9888900, you can add the following to the landing page link:

```plaintext
http://www.example.com?soisContactID=E9888900
```

Now if you wanted to pass the variable to skip the Booking form step as well:

```plaintext
http://www.example.com?soisContactID=E9888900&soSkip=1
```

### Step 2: Generate the personalized code for your landing pages

[Section titled “Step 2: Generate the personalized code for your landing pages”](#step-2-generate-the-personalized-code-for-your-landing-pages)

Now that you have passed the Infusionsoft Contact ID to your landing page, you need to ensure that you have placed the personalized website [embed](https://help.oncehub.com/scheduleonce/sharing-publishing/publishing-on-websites/website-embed/ "Website embed") or [button](https://help.oncehub.com/scheduleonce/sharing-publishing/publishing-on-websites/website-button/ "Website button") code on your landing page.

1. Log into your OnceHub account.
2. Hover over the lefthand menu and go to the Booking pages icon → Hover over the lefthand side menu → **Share & Publish**.
3. To use the website embed or button on your landing page, go to the relevant section, **Website embed** or **Website button**, and select **Customer data is passed using the Infusionsoft Contact ID (web form integration)** from the **Customer data** step. Then copy and paste the embed or button code in your landing page.

Caution

If the Website [embed](https://help.oncehub.com/scheduleonce/sharing-publishing/publishing-on-websites/website-embed/ "Website embed") or [button](https://help.oncehub.com/scheduleonce/sharing-publishing/publishing-on-websites/website-button/ "Website button") code placed on your webpage was added prior to November 7, 2015, you will need to replace it with the updated OnceHub code.

# Prepopulate/skip Booking form step in Infusionsoft integration

> When scheduling with existing Infusionsoft Contacts, you can decide to pre-populate the Booking form step with Infusionsoft record data or completely skip th...

When scheduling with existing Infusionsoft Contacts, you can decide to pre-populate the Booking form step with Infusionsoft record data or completely skip the Booking form step.

Recognizing the Customer by the Infusionsoft Contact ID provides two key benefits:

* On the User side, it allows you to update the correct record, eliminating any chances of updating the wrong record and keeping your CRM data clean.
* On the Customer side, it eliminates the need to ask Customers for information you already have, improving conversion rates and moving leads through the funnel with speed and efficiency.

## Recognizing the Infusionsoft Contact ID

[Section titled “Recognizing the Infusionsoft Contact ID”](#recognizing-the-infusionsoft-contact-id)

You can recognize the Infusionsoft Contact ID in two cases:

* You can use our [Personalized links (Infusionsoft ID)](https://help.oncehub.com/scheduleonce/account-integrations/crm/infusionsoft/using-personalized-links-infusionsoft-id/ "Using Personalized links (Infusionsoft ID)") in [Infusionsoft email and broadcasts](https://help.infusionsoft.com/help/send-or-schedule-an-email-broadcast).
* You can use the Infusionsoft Contact ID to personalize scheduling in landing pages used in your email marketing campaigns. [Learn more about using Infusionsoft Contact ID to personalize scheduling in landing pages](https://help.oncehub.com/scheduleonce/account-integrations/crm/infusionsoft/personalizing-scheduling-on-landing-pages-with-infusionsoft-contact-ids/ "Using InfusionSoft Contact ID to personalize scheduling in landing pages")

## Pre-populated Booking form

[Section titled “Pre-populated Booking form”](#pre-populated-booking-form)

In this case, Customers will be presented with a Booking form that works in private mode. When the Booking form uses data stored in your Infusionsoft CRM, the prepopulated data used in the Booking is indicated as a checklist and the Customer can provide additional information if required. [Learn more about prepopulated Booking forms](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-forms-redirect/prepopulated-booking-forms/ "Prepopulated Booking forms") The [Booking form](https://help.oncehub.com/scheduleonce/customization-branding/booking-forms-editor/introduction-to-booking-forms-editor/ "Introduction to the Booking Forms Editor") fields are mapped to Infusionsoft fields based on the [Mapping step](https://help.oncehub.com/scheduleonce/account-integrations/crm/infusionsoft/mapping-oncehub-fields-to-infusionsoft-fields/ "Mapping ScheduleOnce fields to Infusionsoft fields").

## Skipped Booking form

[Section titled “Skipped Booking form”](#skipped-booking-form)

In this case, Customers will not be presented with a Booking form and this step of the booking process will be skipped, resulting in a faster booking process.

When hiding the Booking form, the Customer making the booking cannot provide a meeting subject. For this reason, the meeting subject should be defined by the Owner. If you skip the Booking form and still set the subject to be defined by the Customer, OnceHub will automatically generate a meeting subject such as *Meeting with John Smith*.

Please note that since the Customer name and Customer email are mandatory fields in OnceHub, the Booking form will not be skipped if these fields are empty in the Infusionsoft Contact record. In this case, OnceHub will show a pre-populated Booking form instead of hiding the form, so the Customer will have the opportunity to fill out these fields.

In addition, when adding the Mobile phone field to a skipped Booking form with the [enable SMS notifications](https://help.oncehub.com/scheduleonce/customization-branding/booking-forms-editor/editing-system-fields/ "Editing System Fields") option turned on, the SMS notification opt-in/opt-out will be displayed when the Customer chooses a time for the booking. Booking form skipping can be used with [Personalized links (Infusionsoft ID)](https://help.oncehub.com/scheduleonce/account-integrations/crm/infusionsoft/using-personalized-links-infusionsoft-id/ "Using Personalized links (Infusionsoft ID)"), [web form integration](https://help.oncehub.com/scheduleonce/sharing-publishing/web-form-integration/integrating-with-infusionsoft-web-forms/ "Integrating with Infusionsoft Web forms") and [login integration](https://help.oncehub.com/scheduleonce/sharing-publishing/publishing-on-websites/login-integration-for-customer-onboarding/ "Login Integration").

Note

For security and privacy reasons, using CRM record IDs to skip or pre-populate the Booking form is not compatible with [collecting data from an embedded Booking page](https://help.oncehub.com/scheduleonce/developers/client-side-api/collecting-data-from-embedded-booking-page/) or [redirecting booking confirmation data](https://help.oncehub.com/scheduleonce/developers/client-side-api/redirecting-booking-confirmation-data/).

# Supported and non-supported Infusionsoft field types

> In the Mapping step of the Infusionsoft setup wizard, you can map OnceHub fields to Infusionsoft fields.

In the [Mapping step of the Infusionsoft setup wizard](https://help.oncehub.com/scheduleonce/account-integrations/crm/infusionsoft/mapping-oncehub-fields-to-infusionsoft-fields/ "Mapping ScheduleOnce fields to Infusionsoft fields"), you can map OnceHub fields to Infusionsoft fields. For each OnceHub field, the system will only show Infusionsoft fields that correspond to the selected OnceHub field type.

The system will only show fields that are supported by the integration. Non-supported fields will not be included in the Infusionsoft or OnceHub field lists.

## OnceHub fields

[Section titled “OnceHub fields”](#oncehub-fields)

1. **Supported OnceHub field types** Our Infusionsoft integration supports all OnceHub field types, except for checkboxes. It means that almost all OnceHub System and Custom fields can be mapped to Infusionsoft fields in Mapping step of the Infusionsoft setup page.

2. **Non-supported OnceHub field types**

   The only non-supported OnceHub field type is checkbox. It means that the default Custom field - *Terms of Service* and any additional checkbox Custom fields that you have created cannot be mapped to Infusionsoft fields.

   The checkbox field type will not appear in the [Mapping step of the Infusionsoft setup page](https://help.oncehub.com/scheduleonce/account-integrations/crm/infusionsoft/mapping-oncehub-fields-to-infusionsoft-fields/ "Mapping ScheduleOnce fields to Infusionsoft fields").

## Infusionsoft fields

[Section titled “Infusionsoft fields”](#infusionsoft-fields)

1. **Supported Infusionsoft field types**

   The Infusionsoft integration supports most Infusionsoft field types. Below are the supported Infusionsoft field types that can accept data from OnceHub:

   ![](https://help.oncehub.com/_astro/1548674820108.B_GxoyEZ_Z27bVKJ.webp)

2. **Non-supported Infusionsoft field types**

   Non-supported Infusionsoft field types will not appear in the Mapping step of the Infusionsoft setup. You won’t be able to map OnceHub fields to Infusionsoft fields of the following types:

   ![](https://help.oncehub.com/_astro/1548674820190.CyiRcDQI_DSjM8.webp)

# Tagging Infusionsoft Contact records with Infusionsoft tags

> The Infusionsoft connector setup wizard includes 5 steps: Creation, Classification, Tagging, Mapping, and Tracking.

The Infusionsoft connector setup wizard includes 5 steps: [Creation](https://help.oncehub.com/scheduleonce/account-integrations/crm/infusionsoft/infusionsoft-record-creation-update-and-assignment-rules/ "Infusionsoft record creation, update, and assignment rules"), [Classification](https://help.oncehub.com/scheduleonce/account-integrations/crm/infusionsoft/infusionsoft-record-classification/ "Infusionsoft record classification"), Tagging, [Mapping](https://help.oncehub.com/scheduleonce/account-integrations/crm/infusionsoft/mapping-oncehub-fields-to-infusionsoft-fields/ "Mapping ScheduleOnce fields to Infusionsoft fields"), and [Tracking](https://help.oncehub.com/scheduleonce/account-integrations/crm/infusionsoft/embedding-infusionsoft-tracking-code-to-your-booking-forms/ "Embedding Infusionsoft tracking code to your Booking forms"). Only OnceHub Administrators can setup their Infusionsoft connector. To access the Infusionsoft connector setup wizard:

1. Click the gear icon located in the top-right corner of the page.
2. Select **Account Integrations** from the dropdown menu.
3. Filter for **CRM**.
4. Click on the **Infusionsoft (For Booking Pages)** tile.

Caution

You must be connected to your Infusionsoft account in order to setup the connector.

Infusionsoft tags are tags that you have created in Infusionsoft. These tags are automatically added to the Contact record for the selected booking lifecycle: Scheduled, Rescheduled, Completed, Canceled, or No-show.

Tags help you segment your contact database into very specific lists so that you can enable automatic triggering of follow-up sequences and automated campaigns.

This article shows you how to add your Infusionsoft tags to your Booking pages, Event types and Master pages.

1. **In Infusionsoft**, create all the tags that you want to add to your Booking pages, Event types and Master pages. [Learn more about creating Tags in Infusionsoft](https://help.infusionsoft.com/help/create-a-tag)

   Note

   **Note**We recommend that you create specific *Tag categories* *in Infusionsoft. This can help you organize the Tags that you need for scheduling, and enable you to filter your tag list in OnceHub.*

   Now, let’s customize the Infusionsoft connector setup in your OnceHub account to use your Infusionsoft tags.

2. In OnceHub, reach the **Tagging** step in the Infusionsoft setup wizard, and under the section **(2) Infusionsoft tags**, choose the Booking lifecycle phase:

   * **Scheduled** - The booking has been created
   * **Scheduled (Reassigned by User)** - User reassigned the scheduled booking
   * **Rescheduled by Custome**r - Customer rescheduled the booking
   * **Rescheduled by Owner** - Customer rescheduled a booking at the Owner’s request
   * **Rescheduled (Reassigned by User)** - User reassigned the rescheduled booking
   * **Canceled (reschedule requested by Owner)** - Owner canceled the booking and sent a booking reschedule request
   * **Completed** - The booking took place at the scheduled time
   * **Canceled by Customer** – Customer canceled the booking
   * **Canceled by Owner** - Owner canceled the booking
   * **No show** - Booking was marked as a no-show

3. To add Infusionsoft tags to your Booking pages, Event types or Master pages, click the pencil icon in the relevant row. In the Infusionsoft Tag pop-up window, select the relevant tags and click Save.

   Note

   **Note**You can apply tags to all the Booking pages, Event types and Master pages defined in your OnceHub account. There are no limitations on the number of tags that can be applied and a single tag can be applied to Booking pages, Event types and Master pages.

# Tagging Infusionsoft Contact records with Lifecycle tags

> The Infusionsoft setup wizard includes 5 steps: Creation, Classification, Tagging, Mapping, and Tracking.

The Infusionsoft setup wizard includes 5 steps: [Creation](https://help.oncehub.com/scheduleonce/account-integrations/crm/infusionsoft/infusionsoft-record-creation-update-and-assignment-rules/ "Infusionsoft record creation, update, and assignment rules"), [Classification](https://help.oncehub.com/scheduleonce/account-integrations/crm/infusionsoft/infusionsoft-record-classification/ "Infusionsoft record classification"), Tagging, [Mapping](https://help.oncehub.com/scheduleonce/account-integrations/crm/infusionsoft/mapping-oncehub-fields-to-infusionsoft-fields/ "Mapping ScheduleOnce fields to Infusionsoft fields"), and [Tracking](https://help.oncehub.com/scheduleonce/account-integrations/crm/infusionsoft/embedding-infusionsoft-tracking-code-to-your-booking-forms/ "Embedding Infusionsoft tracking code to your Booking forms"). Only OnceHub Administrators can configure the Infusionsoft connector. To access the Infusionsoft wizard:

1. Click the gear icon located in the top-right corner of the page.
2. Select **Account Integrations** from the dropdown menu.
3. Filter for **CRM**.
4. Click on the **Infusionsoft (For Booking Pages)** tile.

Caution

You must be connected to your Infusionsoft account in order to setup the connector.

When a booking is Scheduled, Rescheduled, Completed, Canceled or set to No-show, Lifecycle tags are automatically added to Contact records. Tags help you divide your contact database into very specific lists so that you can enable automatic triggering of follow-up sequences and automated campaigns.

Note

If you wish to record a Customer as a No-show, you will need to manually change the status of the meeting from Completed to No-show in the Activity stream. [Learn more about tracking and reporting of no-shows](https://help.oncehub.com/scheduleonce/managing-bookings/analytics/activity-stream-managing-activities/ "Tracking and Reporting No-Shows")

Lifecycle tags are automatically updated at each stage of the booking lifecycle, reflecting the status of the booking. There are two types of Lifecycle tags applied to Infusionsoft contact records:

* **Generic lifecycle tags:** When multiple appointments are booked with the same contact, lifecycle tags represent the latest appointment status update. Generic lifecycle tags should be used to satisfy a campaign goal in the campaign builder. [Learn more](https://help.infusionsoft.com/help/create-a-tag-goal)
* **Appointment-specific lifecycle tags:** These tags are identified by their Booking ID. For example: *Scheduled (Booking ID: BKNG-8JNM25GVS31X).* Appointment-specific life cycle tags can be used when campaigns are run manually from the Infusionsoft Contacts module. [Learn more](https://help.infusionsoft.com/help/manually-start-or-stop-a-campaign-sequence)

The following table lists the possible actions associated with bookings and the Lifecycle tags that will be created in each phase of the booking lifecycle. The Generic and Appointment specific lifecycle tags are identical, except that the Appointment-specific lifecycle tags include the appointment’s Booking ID.

| Action                                                           | Generic lifecycle tag                    | Appointment-specific lifecycle tag                                       |
| ---------------------------------------------------------------- | ---------------------------------------- | ------------------------------------------------------------------------ |
| The booking is created                                           | Scheduled                                | Scheduled (Booking ID: BKNG-8JNM25GVS31X)                                |
| Customer rescheduled the booking                                 | Rescheduled by Customer                  | Rescheduled by Customer (Booking ID: BKNG-8JNM25GVS31X)                  |
| Customer rescheduled a booking at the Owner’s request            | Rescheduled by Owner                     | Rescheduled by Owner (Booking ID: BKNG-8JNM25GVS31X)                     |
| Owner canceled the booking and sent a booking reschedule request | Canceled (reschedule requested by Owner) | Canceled (reschedule requested by Owner) (Booking ID: BKNG-8JNM25GVS31X) |
| The booking took place at the scheduled time                     | Completed                                | Completed (Booking ID: BKNG-8JNM25GVS31X)                                |
| Customer canceled the booking                                    | Canceled by Customer                     | Canceled by Customer (Booking ID: BKNG-8JNM25GVS31X)                     |
| Owner canceled the booking                                       | Canceled by Owner                        | Canceled by Owner (Booking ID: BKNG-8JNM25GVS31X)                        |
| Booking was marked as No-show                                    | No-show                                  | No-show (Booking ID: BKNG-8JNM25GVS31X)                                  |
| User reassigned a scheduled booking                              | Scheduled (Reassigned by User)           | Scheduled (Reassigned by User) (Booking ID: BKNG-8JNM25GVS31X)           |
| User reassigned a rescheduled booking                            | Rescheduled (Reassigned by User)         | Rescheduled (Reassigned by User) (Booking ID: BKNG-8JNM25GVS31X)         |

# Using Infusionsoft Contact IDs to identify Customers during booking

> When scheduling with existing Infusionsoft contacts, you can use the Infusionsoft Contact ID to identify Customers during the booking process.

When scheduling with existing Infusionsoft contacts, you can use the Infusionsoft Contact ID to identify Customers during the booking process. Recognizing the Customer by the record ID provides two key benefits:

* On the User side, it allows you to update the correct record, eliminating any chances of updating the wrong record and keeping your CRM data clean.
* On the Customer side, it allows you to [prepopulate the Booking form step with Infusionsoft Contact record data or completely skip the Booking form step](https://help.oncehub.com/scheduleonce/account-integrations/crm/infusionsoft/prepopulateskip-booking-form-step-in-infusionsoft-integration/ "How to prepopulate or skip the Booking form step in Infusionsoft integration"). This eliminates the need to ask Customers for information you already have, improving conversion rates and moving leads through the funnel with speed and efficiency.

The Infusionsoft Contact ID can be used in the following scenarios:

* You can use the Infusionsoft Contact ID in our [Personalized links (Infusionsoft ID)](https://help.oncehub.com/scheduleonce/account-integrations/crm/infusionsoft/using-personalized-links-infusionsoft-id/ "Using Personalized links (Infusionsoft ID)") to identify your Customers in your [Infusionsoft email and broadcasts](https://help.infusionsoft.com/help/send-or-schedule-an-email-broadcast).
* You can use Infusionsoft Contact ID to personalize scheduling right after your prospects submit [Infusionsoft Web forms](https://help.oncehub.com/scheduleonce/sharing-publishing/web-form-integration/integrating-with-infusionsoft-web-forms/ "Integrating with Infusionsoft Web forms").
* You can use the Infusionsoft Contact ID to personalize scheduling in landing pages used in your email marketing campaigns. [Learn more about using Infusionsoft Contact ID to personalize scheduling in landing pages](https://help.oncehub.com/scheduleonce/account-integrations/crm/infusionsoft/personalizing-scheduling-on-landing-pages-with-infusionsoft-contact-ids/ "Using InfusionSoft Contact ID to personalize scheduling in landing pages")

# Using Personalized links (Infusionsoft ID)

> When scheduling with your existing Infusionsoft Contact base, you can use our special Personalized links (Infusionsoft ID) in your Infusionsoft email and bro...

When scheduling with your existing Infusionsoft Contact base, you can use our special **Personalized links (Infusionsoft ID)** in your [Infusionsoft email and broadcasts](https://help.infusionsoft.com/help/send-or-schedule-an-email-broadcast) to automatically recognize the Contact based on their Infusionsoft record ID.

## Recognizing the Customer by the Infusionsoft Contact ID provides two key benefits:

[Section titled “Recognizing the Customer by the Infusionsoft Contact ID provides two key benefits:”](#recognizing-the-customer-by-the-infusionsoft-contact-id-provides-two-key-benefits)

* On the User side, it allows you to update the correct record, eliminating any chances of updating the wrong record and keeping your CRM data clean.
* On the Customer side, it allows you to [prepopulate the Booking form step with Infusionsoft record data or completely skip the Booking form step](https://help.oncehub.com/scheduleonce/account-integrations/crm/infusionsoft/prepopulateskip-booking-form-step-in-infusionsoft-integration/ "How to prepopulate or skip the Booking form step in Infusionsoft integration"). This eliminates the need to ask Customers for information you already have, improving conversion rates and moving leads through the funnel with speed and efficiency.

### **Personalized links (Infusionsoft ID)** are available for Booking pages and Master pages:

[Section titled “Personalized links (Infusionsoft ID) are available for Booking pages and Master pages:”](#personalized-links-infusionsoft-id-are-available-for-booking-pages-and-master-pages)

* When working with Booking pages, **Personalized links (Infusionsoft ID)** will be available only for Booking pages owned by [Users connected to Infusionsoft](https://help.oncehub.com/scheduleonce/account-integrations/crm/infusionsoft/prepopulateskip-booking-form-step-in-infusionsoft-integration/ "How to prepopulate or skip the Booking form step in Infusionsoft integration").
* When working with Master pages, **Personalized links (Infusionsoft ID)** will always be available to you. However, Booking pages owned by Users not connected to Infusionsoft will work as [General links](https://help.oncehub.com/scheduleonce/sharing-publishing/general-one-time-links/using-general-links/ "Using General links").

Note

For security and privacy reasons, using CRM record IDs to skip or prepopulate the Booking form is not compatible with [collecting data from an embedded Booking page](https://help.oncehub.com/scheduleonce/developers/client-side-api/collecting-data-from-embedded-booking-page/) or [redirecting booking confirmation data](https://help.oncehub.com/scheduleonce/developers/client-side-api/redirecting-booking-confirmation-data/).

## Where do I find the integrated Personalized links (Infusionsoft ID)?

[Section titled “Where do I find the integrated Personalized links (Infusionsoft ID)?”](#where-do-i-find-the-integrated-personalized-links-infusionsoft-id)

You can find **Personalized links (Infusionsoft ID)** in the **Share & Publish** section by following the steps below:

Note

To use data from Infusionsoft in a prepopulated Booking form, you first have to [connect to Infusionsoft](https://help.oncehub.com/scheduleonce/account-integrations/crm/infusionsoft/infusionsoft-integration/ "The ScheduleOnce connector for Infusionsoft").

1. Log into OnceHub.

2. Select your profile picture or initials in the top right-hand corner → from the lefthand sidebar, select **Share & Publish → Mail merge** tab.

3. Select the relevant Booking page or Master page.

4. Under **Merging customer data**, select the **Personalized links (Infusionsoft ID)** (Figure 1). ![Figure 1: Selecting the Infusionsoft ID personalized link option](https://help.oncehub.com/_astro/screen-shot-2020-02-06-at-103713-am.D-oUgMto_27UgsN.webp)

   Figure 1: Selecting the Infusionsoft ID personalized link option

5. In the **Booking form** step, you can select one of the two options below:

   * **Skip the Booking form:** Skipping the OnceHub Booking form helps you maximize your booking conversions and provides your Customers with a seamless and quick booking process.
   * **Prepopulate the Booking form:** The Booking form works in private mode, in which the prepopulated data used in the Booking is indicated as a checklist and the Customer can provide additional information if required. [Learn more about prepopulated Booking forms](https://help.oncehub.com/scheduleonce/account-integrations/crm/infusionsoft/prepopulateskip-booking-form-step-in-infusionsoft-integration/ "How to prepopulate or skip the Booking form step in Infusionsoft integration")

6. Copy and paste the link into your [Infusionsoft emails](https://help.infusionsoft.com/help/send-or-schedule-an-email-broadcast) (see Figure 1).

# Salesforce

> Salesforce documentation and guides.

[Salesforce integration](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/salesforce-integration)

[Connecting to a Salesforce Sandbox environment](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/connecting-to-salesforce-sandbox-environment)

[Connecting to Salesforce](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/connecting-to-salesforce)

[Installing the OnceHub connector for Salesforce](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/installing-oncehub-connector-for-salesforce)

[Salesforce connector issues](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/salesforce-connector-issues)

[Mapping OnceHub fields to non-mandatory Salesforce fields](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/mapping-oncehub-fields-to-non-mandatory-salesforce-fields)

[Adding Custom fields to the Salesforce Activity Event Page Layout](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/adding-custom-fields-to-salesforce-activity-event-page-layout)

[Handling required Salesforce fields in the Field validation step](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/handling-required-salesforce-fields-in-field-validation-step)

[Using Salesforce Workflow Rules to update fields based on OnceHub data](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/using-salesforce-workflow-rules-to-update-fields-based-on-oncehub-data)

[Supported and non-supported field types in the Salesforce integration](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/supported-and-non-supported-field-types-in-salesforce-integration)

[Using Salesforce IDs to Identify Customers during booking](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/using-salesforce-ids-to-identify-customers-during-booking)

[Personalizing scheduling on landing pages with Salesforce IDs](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/personalizing-scheduling-on-landing-pages-with-salesforce-ids)

[Using Personalized links (Salesforce ID)](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/using-personalized-links-salesforce-id)

[Salesforce record creation, update, and assignment rules](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/salesforce-record-creation-update-and-assignment-rules)

[Configuring connector settings on a Booking page](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/configuring-connector-settings-on-booking-page)

[Prepopulate or skip the Booking form step in Salesforce integration](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/prepopulate-or-skip-booking-form-step-in-salesforce-integration)

[Salesforce Lightning Experience](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/salesforce-lightning-experience)

[The Salesforce Activity Event](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/salesforce-activity-event)

[Working with Salesforce Person Accounts](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/working-with-salesforce-person-accounts)

[Working with Salesforce Record Types](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/working-with-salesforce-record-types)

[Maximizing booking rates in Salesforce Campaigns](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/maximizing-booking-rates-in-salesforce-campaigns)

[Salesforce integration security](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/salesforce-integration-security)

[Connecting a Salesforce API User](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/connecting-salesforce-api-user)

[Assigning the OnceHub permission set to the Salesforce API user](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/assigning-oncehub-permission-set-to-salesforce-api-user)

[Introduction to Salesforce scheduling buttons](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/introduction-to-salesforce-scheduling-buttons)

[Salesforce scheduling buttons for Contacts, Leads and Cases](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/salesforce-scheduling-buttons-for-contacts-leads-and-cases)

[Salesforce scheduling buttons for Opportunities](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/salesforce-scheduling-buttons-for-opportunities)

[Salesforce scheduling buttons for Person Accounts](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/salesforce-scheduling-buttons-for-person-accounts)

# Adding Custom fields to the Salesforce Activity Event Page Layout

> The Salesforce setup process includes 5 phases: API connection, Installation, Field validation, Field mapping, and Creation rules.

The Salesforce setup process includes 5 phases: [API connection](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/connecting-salesforce-api-user/ "How to connect a Salesforce API User"), [Installation](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/installing-oncehub-connector-for-salesforce/ "How to install the ScheduleOnce connector for Salesforce"), [Field validation](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/handling-required-salesforce-fields-in-field-validation-step/ "Handling required Salesforce fields in the Field validation step"), [Field mapping](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/mapping-oncehub-fields-to-non-mandatory-salesforce-fields/ "Mapping ScheduleOnce fields to non-mandatory Salesforce fields"), and [Creation rules](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/salesforce-record-creation-update-and-assignment-rules/ "Salesforce record creation, update, and assignment rules").

In this article, you’ll learn how to add the **Event status** and the **Cancel/reschedule reason** fields to the Activity Event Page Layout in Salesforce.

## Salesforce Activity Events

[Section titled “Salesforce Activity Events”](#salesforce-activity-events)

When a booking is made, a Salesforce Activity Event is always created and related to a Salesforce Lead, Contact, or Case record. The creation of the Activity Event is only the first step in the booking lifecycle. After the Activity Event is created, it is continuously updated through all phases of the booking lifecycle: **Scheduled**, **Rescheduled**, **Completed**, **Canceled**, or **No-show**. [Learn more about activity statuses](https://help.oncehub.com/scheduleonce/managing-bookings/analytics/activity-stream-managing-activities/ "Understanding ScheduleOnce activity statuses")

The **Event status** and the **Cancel/reschedule reason** fields are provided with the OnceHub connector for Salesforce and are mapped to OnceHub data. When these fields are added to the Event Page Layout, they are used for updating the Activity Event with any change in the booking lifecycle.

* **Event status:** This field indicates the current phase of the booking in the booking lifecycle: **Scheduled**, **Rescheduled**, **Completed**, **Canceled**, or **No-show**.
* **Cancel/reschedule reason:** This field adds additional information to the **Canceled** and **Rescheduled** lifecycle phases by providing the reason given by the Customer or Booking owner when a booking is canceled or rescheduled.

Salesforce provides a simple WYSIWYG editor (What You See Is What You Get) to customize the Event Page Layout. You can drag and drop new elements onto the page, or drag existing page elements around to change the layout to suit your preferences.

## Requirements

[Section titled “Requirements”](#requirements)

To add the **Event status** and the **Cancel/reschedule** **reason** fields to the Activity Event layout in Salesforce, you will need:

* A Salesforce Administrator for your organization.
* [An installed OnceHub connector for Salesforce](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/installing-oncehub-connector-for-salesforce/ "How to install the ScheduleOnce connector for Salesforce").

## Adding Custom fields to Activity Event Page Layout in Salesforce

[Section titled “Adding Custom fields to Activity Event Page Layout in Salesforce”](#adding-custom-fields-to-activity-event-page-layout-in-salesforce)

1. Sign in to Salesforce as [your API user](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/connecting-salesforce-api-user/ "How to connect a Salesforce API User").

2. Go to the **Setup** page.

3. In the **Platform Tools** section, go to **Objects and Fields → Object Manager** (Figure 1). ![Adding Custom fields to Activity Event Page Layout in Salesforce](https://help.oncehub.com/_astro/1566990756726.BSlW8oVx_144DCr.webp)Figure 1: Object Manager in the Objects and Fields menu

4. In the **Object Manager** list, select **Event** (Figure 2). ![Object Manager in the Objects and Fields menu](https://help.oncehub.com/_astro/1566990882983.t-3SMwvj_1i5riP.webp)Figure 2: Event in the Object Manager list

5. On the **Event** page, select **Page Layouts → Event Layout** (Figure 3). ![Event Object Salesforce](https://help.oncehub.com/_astro/1566992047149.CSrk-aV1_YSbX8.webp)Figure 3: Event layout

6. Drag the **Section** element from the Editor menu and drop it below the **Calendar Details** section (Figure 4) to create a new section for the OnceHub fields that you want to add. ![create custom field in event object salesforce](https://help.oncehub.com/_astro/1566992598212.DcWn1QVW_Z7cU0.webp)Figure 4: Add a new section

7. In the **Section Properties** pop-up, enter a **Section Name** and click **OK** (Figure 5). ![how to create new field on event object in salesforce](https://help.oncehub.com/_astro/1566992877597.QCdpBfzP_pGPkG.webp)Figure 5: Section Properties pop-up

8. Click and drag the **Cancel/reschedule reason** element and drop it in the new section. Do the same with the **Event status** element (Figure 6). ![](https://help.oncehub.com/_astro/1566993300089.TPNwlujG_mtEBd.webp)Figure 6: Add elements to new section

9. Click **Save**.

10. Go back to the Salesforce setup page in OnceHub.

11. After you refresh the page, the **Installation** tab will now be updated to show that you have completed **Step 3: Add Custom fields to the Event page layout** (Figure 7). ![](https://help.oncehub.com/_astro/1567005729880.DAKfxRHZ_1Q8bli.webp)Figure 7: Event page layout customized

    Caution

    **Important**The API User must be connected to OnceHub for the page to update correctly. [Learn more about connecting the Salesforce API User](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/connecting-salesforce-api-user/ "How to connect a Salesforce API User")

That’s it! You’ve completed **Step 3** of the Installation phase. You can now click **Continue** to start [mapping OnceHub fields to universally required Salesforce fields](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/handling-required-salesforce-fields-in-field-validation-step/ "Handling required Salesforce fields in the Field validation step").

# Assigning the OnceHub permission set to the Salesforce API user

> The Salesforce setup process includes 5 phases: API connection, Installation, Field validation, Field mapping, and Creation rules.

The Salesforce setup process includes 5 phases: [API connection](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/connecting-salesforce-api-user/ "How to connect a Salesforce API User"), [Installation](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/installing-oncehub-connector-for-salesforce/ "How to install the ScheduleOnce connector for Salesforce"), [Field validation](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/handling-required-salesforce-fields-in-field-validation-step/ "Handling required Salesforce fields in the Field validation step"), [Field mapping](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/mapping-oncehub-fields-to-non-mandatory-salesforce-fields/ "Mapping ScheduleOnce fields to non-mandatory Salesforce fields"), and [Creation rules](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/salesforce-record-creation-update-and-assignment-rules/ "Salesforce record creation, update, and assignment rules").

In this article, you’ll learn how to assign the OnceHub Permission Set to the [API User](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/connecting-salesforce-api-user/ "How to connect a Salesforce API User") in Salesforce.

## Permission sets

[Section titled “Permission sets”](#permission-sets)

Permission Sets in Salesforce define what functions and features your Users have access to in Salesforce. To use the OnceHub connector for Salesforce, you must assign the appropriate Permission Set to your API User.

The OnceHub Permission Set assigns permissions to work with Lead, Contact, Case, Account, and Activity records. This will allow the OnceHub connector to create and update records through the API User.

## Requirements

[Section titled “Requirements”](#requirements)

To assign the OnceHub permission set, you will need:

* A Salesforce Administrator for your organization.
* [An installed OnceHub connector for Salesforce](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/installing-oncehub-connector-for-salesforce/ "How to install the ScheduleOnce connector for Salesforce").

## Assigning the OnceHub permission Set

[Section titled “Assigning the OnceHub permission Set”](#assigning-the-oncehub-permission-set)

1. Sign in to Salesforce as your API User.

2. Go to the **Setup** page.

3. In the **Administration** section, go to **Users → Permission Sets** (Figure 1). ![](https://help.oncehub.com/_astro/1566981833189.B0TlWNKL_ZpJDgo.webp)Figure 1: Permission Sets in the Users menu

4. In the **Permission Sets** pane, click **OnceHub connector for Salesforce permission set** (Figure 2). ![](https://help.oncehub.com/_astro/1566982127657.O7qUVGoE_1AWjaH.webp)Figure 2: OnceHub connector for Salesforce permission set

5. On the **OnceHub connector for Salesforce** permission set page, click the **Manage Assignments** button (Figure 3). ![](https://help.oncehub.com/_astro/1566982309991.DzJCz00D_ZOR8yh.webp)Figure 3: Manage Assignments

6. On the **Assigned Users** page, click the **Add Assignments** button (Figure 4). ![](https://help.oncehub.com/_astro/1566982501408.BtymumXb_11LxSU.webp)Figure 4: Add Assignments

7. In the **All Users** list, check the box next to your API User and click **Assign** (Figure 5). ![](https://help.oncehub.com/_astro/1566982799402.cJ3n01D4_3qFDl.webp)Figure 5: Assign API user

8. Click **Done**.

9. Go back to the Salesforce setup page in OnceHub.

10. After you refresh the page, the **Installation** tab will now be updated to show that you have completed **Step 2: Assign OnceHub Permission set**.

    Caution

    **Important**The API User must be connected to OnceHub for the page to update correctly. [Learn more about connecting the Salesforce API User](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/connecting-salesforce-api-user/ "How to connect a Salesforce API User")

That’s it! You’ve completed **Step 2** of the **Installation** process. You can now proceed to **Step 3**, which is described in the [Adding Custom fields to the Salesforce Activity Event layout](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/adding-custom-fields-to-salesforce-activity-event-page-layout/ "Adding Custom fields to the Salesforce Activity Event layout") article.

# Configuring connector settings on a Booking page

> The Salesforce connector settings section of a Booking page enables you to map the Salesforce Record Types, configure the Salesforce Activity Event creation,...

The Salesforce connector settings section of a [Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages") enables you to map the [Salesforce Record Types](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/working-with-salesforce-record-types/ "Working with Salesforce Record types"), configure the Salesforce Activity Event creation, and configure the integration when bookings are created using [General links](https://help.oncehub.com/scheduleonce/sharing-publishing/general-one-time-links/using-general-links/ "Using General links") for your Booking page.

In this article, you’ll learn how to configure your personal Salesforce connector settings for your Booking page.

## Requirements

[Section titled “Requirements”](#requirements)

To configure the Salesforce connector settings, you must:

* [Be connected to Salesforce](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/connecting-to-salesforce/ "Connecting to Salesforce").
* Be the [Owner or an Editor of the Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-page-access-permissions/ "Booking page access permissions").

## Configuring the Salesforce connector settings

[Section titled “Configuring the Salesforce connector settings”](#configuring-the-salesforce-connector-settings)

1. Hover over the lefthand menu and go to the Booking pages icon → Booking pages → your Booking page → **Salesforce settings** (Figure 1). ![](https://help.oncehub.com/_astro/1568204461642.DCL505cJ_Z1soYLS.webp)Figure 1: Salesforce settings on a Booking page

2. On the **Salesforce settings** page (Figure 2), you can map the [Record Types](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/working-with-salesforce-record-types/ "Working with Salesforce Record types") for the supported objects, set up the Salesforce Activity Event option, and choose the type of record to be created when using [General links](https://help.oncehub.com/scheduleonce/sharing-publishing/general-one-time-links/using-general-links/ "Using General links"). ![](https://help.oncehub.com/_astro/1568206119496.Dvu5w5Bm_Z12BSBj.webp)Figure 2: Salesforce settings

3. In the **Salesforce Record Types** section, select the Record Type that should be assigned to the Lead, Account, Contact, Event, and Case objects. This section displays the [Salesforce Record Types](https://help.salesforce.com/HTViewHelpDoc?id=customize_recordtype.htm) that are assigned to your Salesforce profile or Permission Set. When a booking is made, new records are created with an associated Record Type in your Salesforce organization. [Learn more about working with Record Types](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/working-with-salesforce-record-types/ "Working with Salesforce Record types")

4. In the **Salesforce Activity Event creation** section, select if you want a [Salesforce Activity Event](https://help.salesforce.com/articleView?id=activities.htm\&r=https%3A%2F%2Fwww.google.com%2F\&type=5) to be created when a booking is made.

   Note

   **Note** If you’re using a third-party solution that syncs between your calendar and Salesforce, you should select the option **Do not create a Salesforce Event**. [Learn more about Salesforce Activity Events](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/salesforce-activity-event/ "The Salesforce Activity event")

5. In the **Bookings created via General links** section, choose the object integration option you want for your [General links](https://help.oncehub.com/scheduleonce/sharing-publishing/general-one-time-links/using-general-links/ "Using General links"). You can decide to integrate your Booking page with the Lead, Contact, or Case object, or you can decide not to integrate the Booking page with Salesforce. When you [use Personalized links (Salesforce ID)](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/using-personalized-links-salesforce-id/ "Using personalized links (Salesforce ID)"), the object integration is determined by the Salesforce Record ID passed in the URL.

   Note

   **Note**When you work with [Salesforce Person Accounts](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/working-with-salesforce-person-accounts/ "Working with Salesforce Person accounts"), you will need to configure your Booking page to work with Contacts. When a booking is made, the Salesforce Person Account is automatically updated and a Salesforce Activity Event is added.

# Connecting a Salesforce API User

> The Salesforce setup process includes 5 phases: API connection, Installation, Field validation, Field mapping, and Creation rules.

The Salesforce setup process includes 5 phases: API connection, [Installation](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/installing-oncehub-connector-for-salesforce/ "How to install the ScheduleOnce connector for Salesforce"), [Field validation](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/handling-required-salesforce-fields-in-field-validation-step/ "Handling required Salesforce fields in the Field validation step"), [Field mapping](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/mapping-oncehub-fields-to-non-mandatory-salesforce-fields/ "Mapping ScheduleOnce fields to non-mandatory Salesforce fields"), and [Creation rules](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/salesforce-record-creation-update-and-assignment-rules/ "Salesforce record creation, update, and assignment rules").

Since the OnceHub connector can create new standard records when a booking is made, it is critical that the permission to create new records always exists. For this reason, all API calls between OnceHub and Salesforce are made via a special API User that is granted the appropriate Permission Set. This ensures that new records can always be created, and at the same time, the permissions of individual Salesforce users are not altered.

You can also connect the OnceHub connector for Salesforce to a [Salesforce Sandbox environment](https://help.salesforce.com/apex/HTViewHelpDoc?id=create_test_instance.htm) and keep your Salesforce connector setup when switching back to your production environment. [Learn more about connecting to a Salesforce Sandbox environment](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/connecting-to-salesforce-sandbox-environment/ "Connecting ScheduleOnce to a Salesforce Sandbox environment")

Caution

The API User does not need to be unique for OnceHub. If you already have an API User that is used to connect to a different third-party application, you can use that API User for the OnceHub connection.

In this article, you will learn how to connect OnceHub to an API User created in your Salesforce production account or in your Salesforce sandbox environment.

## Requirements

[Section titled “Requirements”](#requirements)

To connect the API User to OnceHub, you must be:

* A OnceHub Administrator.
* A Salesforce Administrator for your organization.

You do not need an assigned product license to install and update Salesforce account settings.

## The Salesforce API User

[Section titled “The Salesforce API User”](#the-salesforce-api-user)

To connect to OnceHub, the Salesforce API User must have the following characteristics in your Salesforce account:

* The **User License** field must be **Salesforce**. The Salesforce User License is designed for Users who require full access to standard CRM and Force.com AppExchange apps. Users with this User License are entitled to access the OnceHub connector for Salesforce managed application.
* The **Profile** field must be **System Administrator.** The System Administrator profile must include the **API Enabled profile** permission and the **ModifyAllData** permission to ensure the access to the OnceHub connector for Salesforce connected app.

## Connect to a Salesforce API User

[Section titled “Connect to a Salesforce API User”](#connect-to-a-salesforce-api-user)

Caution

You must sign out of Salesforce before proceeding so that the connection is using the API User created above. This ensures all communication between OnceHub and Salesforce is via the correct User.

1. Click the gear icon located in the top-right corner of the page.

2. Select **Account Integrations** from the dropdown menu.

3. Filter for **CRM**.

4. Click on the **Salesforce (For Booking Pages)** tile.

5. In the **Salesforce** box, click the **Setup** button (Figure 1). ![](https://help.oncehub.com/_astro/1568208043150.C6-kPfYa_1gFJmu.webp)Figure 1: Set up API Connection in OnceHub

6. On the **API Connection** step, click **Connect an API User** to connect to an API User created in your Salesforce production environment (Figure 2). ![](https://help.oncehub.com/_astro/1550332912913.Cx93iZ4X_1lmVBR.webp)Figure 2: Connect an API User

7. If you’re testing the connector in your Salesforce sandbox environment, you should check the **Connect to a Salesforce Sandbox environment** checkbox and connect to an API User created in your Salesforce Sandbox environment (Figure 3). ![](https://help.oncehub.com/_astro/1550332912714.CObLuEtg_Z1YjlyS.webp)Figure 3. Connect to a Salesforce Sandbox environment

8. On the Salesforce sign-in page, enter the Username and Password of your **API User**.

   Caution

   **Important**If OnceHub automatically logged you to the wrong Salesforce User, you must disconnect and log out of Salesforce before trying to connect to the API User again.

9. On the **Allow Access** page, click **Allow** (Figure 4).

10. You are redirected back to OnceHub and the API User is now connected (Figure 5).![](https://help.oncehub.com/_astro/1550332913129.C3zp_7od_ZVOlnD.webp)Figure 5: API User is connected

11. Click **Continue** to begin the installation.

# Connecting to Salesforce

> In this article, you'll learn how to connect OnceHub to your Salesforce account. This

In this article, you’ll learn how to connect OnceHub to your Salesforce account. This

Each OnceHub user connects to their personal Salesforce account. If you’re a OnceHub Administrator, you can also set up the connector after connecting to your Salesforce account. You do not need an assigned product license to install and update Salesforce account settings. - **Common use cases for users without a license.**

## Connecting to Salesforce

[Section titled “Connecting to Salesforce”](#connecting-to-salesforce)

1. Click the gear icon located in the top-right corner of the page.
2. Select **Account Integrations** from the dropdown menu.
3. Filter for **CRM**.
4. Click on the **Salesforce (For Booking Pages)** tile.
5. Click on the tile for **Booking Pages and Master Pages**.
6. In the **Salesforce** box, click the **Setup** button.
7. You will be redirected to the Salesforce sign-in page and asked to enter your Username and password. Once you enter your credentials, OnceHub will establish the connection to Salesforce and you will be redirected to the CRM integration page.
8. On the CRM integration page, you can see that you are connected to your Salesforce account.

Congratulations! You can now enjoy the full benefits of Salesforce integration. Next, you should configure the [Salesforce connector settings](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/configuring-connector-settings-on-booking-page/ "Configuring Salesforce connector settings on the Booking page") for [Booking pages](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages") you own.

# Connecting to a Salesforce Sandbox environment

> A Salesforce Sandbox environment is a copy of your production environment. You can use a Salesforce Sandbox environment to test the OnceHub connector for Sal...

A [Salesforce Sandbox environment](https://help.salesforce.com/articleView?id=create_test_instance.htm\&type=5) is a copy of your production environment. You can use a Salesforce Sandbox environment to test the OnceHub connector for Salesforce without compromising the data and applications in your production environment.

OnceHub enables you to connect to a Salesforce Sandbox environment and keep your Salesforce connector setup when you switch to your production environment.

In this article, you’ll learn how to connect the OnceHub connector for Salesforce to your Salesforce Sandbox environment and how to switch to your production account after you finish testing.

## Requirements

[Section titled “Requirements”](#requirements)

To connect OnceHub to a Sandbox environment, you must be:

* A OnceHub Administrator.
* A Salesforce Administrator for your organization.

You do not need an assigned product license to install and update Salesforce account settings.

## The Salesforce API User

[Section titled “The Salesforce API User”](#the-salesforce-api-user)

To connect to OnceHub, the Salesforce API User must have the following characteristics in your Salesforce Sandbox environment:

* The **User License** field must be **Salesforce**. The Salesforce User License is designed for Users who require full access to standard CRM and Force.com AppExchange apps. Users with this User License are entitled to access the OnceHub connector for Salesforce managed application.
* The **Profile** field must be **System Administrator.** The System Administrator profile must include the **API Enabled profile** permission and the **ModifyAllData** permission to ensure the access to the OnceHub connector for Salesforce connected app.

## Connecting to the Salesforce Sandbox environment

[Section titled “Connecting to the Salesforce Sandbox environment”](#connecting-to-the-salesforce-sandbox-environment)

Caution

If OnceHub automatically logged you to your Salesforce production environment, you must disconnect and log out of Salesforce before trying to connect to the API User again.

1. Click the gear icon located in the top-right corner of the page.
2. Select **Account Integrations** from the dropdown menu.
3. Filter for **CRM**.
4. Click on the **Salesforce (For Booking Pages)** tile.
5. In the **Salesforce** box, click the **Setup** button (Figure 1). ![](https://help.oncehub.com/_astro/1568208043150.C6-kPfYa_1gFJmu.webp)Figure 1: Set up API Connection in OnceHub
6. On the **API connection** tab, check the **Connect to a Salesforce Sandbox environment** checkbox and connect to an API User created in your Salesforce Sandbox environment (Figure 2). [Learn more about connecting to the API User](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/connecting-salesforce-api-user/ "How to connect a Salesforce API User") ![](https://help.oncehub.com/_astro/1550332912714.CObLuEtg_Z1YjlyS.webp)Figure 2: Connect to a Salesforce Sandbox environment

Once connected, you can proceed with the next steps in the Salesforce connector setup process:

* Install the connector in your Sandbox environment
* [Assign the OnceHub permission set to the API User](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/assigning-oncehub-permission-set-to-salesforce-api-user/ "How to assign the ScheduleOnce permission set to the Salesforce API user")
* [Add Custom fields to the Activity Event layout](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/adding-custom-fields-to-salesforce-activity-event-page-layout/ "Adding Custom fields to the Salesforce Activity Event layout")
* [Map OnceHub fields to universally required Salesforce fields](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/handling-required-salesforce-fields-in-field-validation-step/ "Handling required Salesforce fields in the Field validation step")
* [Map OnceHub fields to non-mandatory Salesforce fields](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/mapping-oncehub-fields-to-non-mandatory-salesforce-fields/ "Mapping ScheduleOnce fields to non-mandatory Salesforce fields")
* [Configure the Salesforce record creation, update and assignment rules](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/salesforce-record-creation-update-and-assignment-rules/ "Salesforce record creation, update, and assignment rules")

Once the setup completed, you can test the OnceHub connector for Salesforce in your Salesforce Sandbox environment.

## Switching from a Salesforce Sandbox environment to a Production Account

[Section titled “Switching from a Salesforce Sandbox environment to a Production Account”](#switching-from-a-salesforce-sandbox-environment-to-a-production-account)

When you’re ready to switch to your production environment, you must disconnect the API User from your Salesforce Sandbox environment and connect to your production environment.

1. Select your profile picture or initials in the top right-hand corner → Profile settings → **CRM**.

2. In the **Salesforce** box, click the **Setup** button.

3. On the **API Connection** tab, click **Disconnect**. After disconnecting OnceHub from your Salesforce Sandbox environment, all Users connected to the Salesforce Sandbox will be disconnected automatically and won’t be able to accept bookings.

4. On the **API connection** tab, uncheck the **Connect to a Salesforce Sandbox environment** checkbox and connect to an API User created in your Salesforce production environment. [Learn more about connecting to the API User](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/connecting-salesforce-api-user/ "How to connect a Salesforce API User")

   Caution

   **Important**If OnceHub automatically signed you in to your Salesforce Sandbox environment, you must disconnect and sign out of Salesforce before trying to connect to the API User again.

Once connected, you can proceed with the setup:

* Install the connector in your production environment.
* [Assign the OnceHub permission set to the API User](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/assigning-oncehub-permission-set-to-salesforce-api-user/ "How to assign the ScheduleOnce permission set to the Salesforce API user").
* [Add Custom fields to the Activity Event layout](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/adding-custom-fields-to-salesforce-activity-event-page-layout/ "Adding Custom fields to the Salesforce Activity Event layout").
* [Map OnceHub fields to universally required Salesforce fields](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/handling-required-salesforce-fields-in-field-validation-step/ "Handling required Saleforce fields in the Field validations step").
* [Map OnceHub fields to non-mandatory Salesforce fields](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/mapping-oncehub-fields-to-non-mandatory-salesforce-fields/ "Mapping ScheduleOnce fields to non-mandatory Salesforce fields").
* [Configure the Salesforce record creation, update, and assignment rules](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/salesforce-record-creation-update-and-assignment-rules/ "Salesforce record creation, update, and assignment rules").

Caution

If the Salesforce Sandbox is a mirror of your production environment, your OnceHub setup will be kept when you switch to your production environment. However, you must complete the OnceHub connector for Salesforce setup to be able to accept bookings in your production environment.

You’re done! Now you need to ask [Users to connect to their Salesforce production account](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/connecting-to-salesforce/ "Connecting to Salesforce") to integrate with Salesforce.

# Handling required Salesforce fields in the Field validation step

> The Field validation mapping step in the Salesforce connector setup process includes all Salesforce universally required fields that do not have a default va...

The Field validation mapping step in the Salesforce connector setup process includes all [Salesforce universally required fields](https://help.salesforce.com/articleView?id=fields_about_universally_required_fields.htm\&type=5) that do not have a default value for the five standard objects in your Salesforce account: Lead, Contact, Account, Event, and Case.

These fields require a value in order to allow the creation of a new record. The role of the Field validation mapping step is to ensure that the appropriate value is made available for bookings created via the OnceHub Salesforce integration.

In this article, you’ll learn about handing required Salesforce fields in the Field validation step.

## Default values for universally required fields

[Section titled “Default values for universally required fields”](#default-values-for-universally-required-fields)

We recommend that you always set a default value for universally required fields in your Salesforce organization. Once done, these fields will be removed from the Field validation mapping step of the Salesforce connector setup wizard.

When a booking is made and a required field in Salesforce has not been mapped to a field in OnceHub, a Field validation error will be detected. OnceHub will pass a default value to the field in Salesforce. The default values that will be passed are shown in the table below:

| **Custom field type**                               | **Default value**   |
| --------------------------------------------------- | ------------------- |
| Currency                                            | $0.00               |
| Date                                                | Current date        |
| Date/Time                                           | Current time        |
| Email                                               | <email@example.com> |
| Geolocation                                         | 0.000000, 0.000000  |
| Number                                              | 0                   |
| Percent                                             | 0%                  |
| Phone                                               | 1234567890          |
| Text, Text area, Text area (Long), Text area (Rich) | Unspecified         |
| URL                                                 | <http://NA>         |

To fix this Field validation error, you should update the Field validation mapping of the Salesforce connector setup wizard. You only need to fix the fields that create validation errors on the affected Booking page.

Caution

It is recommended that you make test bookings when you handle Salesforce universally required fields in the Field validation mapping step to ensure that you have resolved all validation errors affecting your Booking pages. Note that you can do this test after each change you make in the Field validation mapping step. There is no need to complete the setup process.

## Field types in the Field validation mapping step

[Section titled “Field types in the Field validation mapping step”](#field-types-in-the-field-validation-mapping-step)

The Field validation mapping step handles two types of fields: those that are supported by the integration and those that are not supported.

### Supported Salesforce fields

[Section titled “Supported Salesforce fields”](#supported-salesforce-fields)

In the Field validation mapping step of the Salesforce connector setup wizard, you will see all universally required fields that require a value. This value can be supplied by either a OnceHub field, a static value, or an existing Salesforce value. This will ensure that a value is always associated with the required field when a new record is created.

### Non-supported Salesforce fields

[Section titled “Non-supported Salesforce fields”](#non-supported-salesforce-fields)

In the Field validation mapping step of the Salesforce connector setup wizard, you will see all universally required fields that are not supported by the integration. Since the integration does not support these fields, you have no choice but to make these universally required fields non-mandatory for the affected Booking pages.

If you still want these fields to be mandatory, you can set them as required on the Page Layout. This will make the fields required for manual entry but not for the API. Once done, they will be removed from the Field validation mapping step of the Salesforce connector setup process.

## Requirements

[Section titled “Requirements”](#requirements)

To handle supported and non-supported Salesforce universally required fields, you will need:

* A OnceHub Administrator.
* [An active connection to your Salesforce API User](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/connecting-salesforce-api-user/ "How to connect a Salesforce API User").
* A Salesforce Administrator.

## Handling supported Salesforce universally required fields

[Section titled “Handling supported Salesforce universally required fields”](#handling-supported-salesforce-universally-required-fields)

1. In the **Salesforce connector** **setup**, go to the **Field validation** tab (Figure 1). ![](https://help.oncehub.com/_astro/1548665216517.CkMIVl65_Z2kNULd.webp)Figure 1. Validation field mapping.

2. In the **Validation options** column, select an option. You have three options that are relevant only for supported Salesforce field types:

   * **A OnceHub field:** This list includes over 40 System fields and all Custom fields in your OnceHub account.

     Caution

     **Important**OnceHub fields requiring Customer input must be set as mandatory fields on the Booking form. Otherwise, these fields will automatically be added to the Booking form at the time of the booking and you will not have control over the order in which added fields are displayed to the Customer. Especially notable is the **Your company** OnceHub field, which must be added manually to your booking forms in order to map to the **Company** field in Salesforce. [Learn more about editing Booking forms](https://help.oncehub.com/scheduleonce/customization-branding/booking-forms-editor/creating-and-editing-booking-form/) [Learn more about adding Custom fields to the Booking form](https://help.oncehub.com/scheduleonce/customization-branding/booking-forms-editor/creating-and-editing-custom-fields/ "Creating and editing Custom fields")

   * **A Static value:** This option maps a default text or date value to the Salesforce field.

   * **An existing Salesforce value**: This list retrieves the pick list values from your Salesforce account.

3. In the **Available fields/values** column, select the relevant OnceHub field, assign an existing Salesforce value, or type a static value.

   Note

   **Note**There is a two-way mapping between Salesforce and OnceHub. For this reason, you can only map one OnceHub field to one Salesforce field.

   **From OnceHub to Salesforce** When a booking is made, all data is mapped from OnceHub to Salesforce. **From Salesforce to OnceHub** When scheduling with existing Salesforce records using [Personalized links (Salesforce ID)](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/using-personalized-links-salesforce-id/ "Using Personalized links (Salesforce ID)"), Customer data is mapped from Salesforce to OnceHub in order to prepopulate or skip the Booking form.

4. Click the **Save** button or **Save and Continue** if you have completed mapping all required fields.

## Handling non-supported Salesforce universally required fields

[Section titled “Handling non-supported Salesforce universally required fields”](#handling-non-supported-salesforce-universally-required-fields)

To handle non-supported Salesforce universally required fields, you need to identify which non-supported fields are blocking the integration.

1. In the **Salesforce connector** **setup**, go to the **Field validation** tab.

2. Review the list of non-supported Salesforce universally required fields and define which standard Objects Users connected to Salesforce will be creating new records for.

3. Sign in to Salesforce as an administrator.

4. In your Salesforce Setup page, go to **Object and Fields → Object Manager**.

5. Select the Object that you want to edit.

6. Select **Fields & Relationships**.

7. Select the non-supported Salesforce field you have identified earlier.

8. Click **Edit**.

9. Under **General Options**, ensure that is it not set as **Required**.

10. Return to OnceHub and refresh the page. The **Field validation** tab is now updated and the non-supported field will have disappeared.

    Caution

    **Important**The API User must be connected to OnceHub for the page to refresh correctly.

If you still want these fields to be mandatory for manual entry, you can set them as required on the Page Layout. This will make the fields required for manual entry but not for the API.

1. In Salesforce, go to **Setup**.
2. In your Salesforce Setup page, go to **Object and Fields → Object Manager**.
3. Select the Object that you want to edit.
4. Select **Page Layout** page and choose the Page Layout you want to edit.
5. On the **Page Layout editor**, double click the Custom field and check the checkbox to mark it as **Required**.
6. Click **OK**.
7. When you have completed your edits, click the **Save** button.

# Installing the OnceHub connector for Salesforce

> The Salesforce setup process includes 5 phases: API connection, Installation, Field validation, Field mapping, and Creation rules.

The Salesforce setup process includes 5 phases: [API connection](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/connecting-salesforce-api-user/ "How to connect a Salesforce API User"), Installation, [Field validation](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/handling-required-salesforce-fields-in-field-validation-step/ "Handling required Salesforce fields in the Field validation step"), [Field mapping](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/mapping-oncehub-fields-to-non-mandatory-salesforce-fields/ "Mapping ScheduleOnce fields to non-mandatory Salesforce fields"), and [Creation rules](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/salesforce-record-creation-update-and-assignment-rules/ "Salesforce record creation, update, and assignment rules").

Installation is a three step process. In this article, you will learn about the first step: installing the OnceHub connector package in Salesforce. The OnceHub connector for Salesforce is installed directly from OnceHub.

## Requirements

[Section titled “Requirements”](#requirements)

To install the connector from OnceHub, you must:

* Be a OnceHub Administrator.
* Be a Salesforce Administrator in your organization.
* Have an[ active connection to your Salesforce API User](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/connecting-salesforce-api-user/ "How to connect a Salesforce API User").

You do not need an assigned product license to install and update Salesforce account settings.

## Installing the OnceHub connector for Salesforce

[Section titled “Installing the OnceHub connector for Salesforce”](#installing-the-oncehub-connector-for-salesforce)

1. Click the gear icon located in the top-right corner of the page.
2. Select **Account Integrations** from the dropdown menu.
3. Filter for **CRM**.
4. Click on the **Salesforce (For Booking Pages)** tile.
5. In the **Salesforce** box, click the **Setup** button (Figure 1). ![](https://help.oncehub.com/_astro/1568208043150.C6-kPfYa_1gFJmu.webp)Figure 1: Set up API Connection in OnceHub
6. On the **Installation** tab, click the **Install connector** button (Figure 2). ![](https://help.oncehub.com/_astro/1568215695886.DzpiaOMA_Z2fYsQB.webp)Figure 2: Install connector
7. Sign in to Salesforce.
8. On the **Salesforce** Install Package landing page, select **Install for All Users** and then click the **Install** button (Figure 3). ![](https://help.oncehub.com/_astro/screen-shot-2020-06-22-at-105725-am.B3Sqh3IK_1uVSG5.webp)Figure 3: Install for All Users
9. Once installation is complete, click the **Done** button.
10. Return to OnceHub and reload the page, then go back to the **Installation** tab. You will see that the connector is now installed (Figure 4). ![](https://help.oncehub.com/_astro/1568216087672.DZDLXZiU_ZtwSJ6.webp)Figure 4: Connector installed

Note

After the connector is installed, it can take up to 10 minutes before **Connector installed** is shown on the **Installation** tab.

That’s it! You’ve completed **Step 1** of the Installation process. Now you can proceed to **Step 2**, which is described in the [How to assign the OnceHub permission set to the Salesforce API User](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/assigning-oncehub-permission-set-to-salesforce-api-user/ "How to assign the ScheduleOnce permission set to the Salesforce API user") article.

# Introduction to Salesforce scheduling buttons

> Salesforce scheduling buttons provide a quick method to schedule on behalf of a Customer. Bookings made via these buttons are automatically added to the Sale...

Salesforce scheduling buttons provide a quick method to schedule on behalf of a Customer. Bookings made via these buttons are automatically added to the Salesforce record that the booking is scheduled from.

![](https://help.oncehub.com/_astro/1567077538270.COSFkvkW_1TTe3v.webp)Figure 1: Salesforce scheduling buttons

Salesforce scheduling buttons can be configured to [prepopulate the booking form, or skip it altogether](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/prepopulate-or-skip-booking-form-step-in-salesforce-integration/ "How to prepopulate or skip the Booking form step in Salesforce integration"). This is enabled by the [optional mapping step in the Salesforce setup wizard](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/mapping-oncehub-fields-to-non-mandatory-salesforce-fields/ "Mapping ScheduleOnce fields to non-mandatory Salesforce fields"), where you can define the mapping between Salesforce record fields and OnceHub Booking form fields.

## Creating Salesforce scheduling buttons

[Section titled “Creating Salesforce scheduling buttons”](#creating-salesforce-scheduling-buttons)

You can learn more about creating Salesforce scheduling buttons in the following articles:

* [Salesforce scheduling buttons for Contacts, Leads, and Cases](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/salesforce-scheduling-buttons-for-contacts-leads-and-cases/ "Salesforce scheduling buttons for contacts, leads and cases")
* [Salesforce scheduling buttons for Person Accounts](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/salesforce-scheduling-buttons-for-person-accounts/ "Salesforce scheduling buttons for Person accounts")
* [Salesforce scheduling buttons for Opportunities](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/salesforce-scheduling-buttons-for-opportunities/ "Salesforce scheduling buttons for Opportunities")

# Mapping OnceHub fields to non-mandatory Salesforce fields

> The Salesforce setup process includes 5 phases: API connection, Installation, Field validation, Field mapping, and Creation rules.

The Salesforce setup process includes 5 phases: [API connection](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/connecting-salesforce-api-user/ "How to connect a Salesforce API User"), [Installation](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/installing-oncehub-connector-for-salesforce/ "How to install the ScheduleOnce connector for Salesforce"), [Field validation](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/handling-required-salesforce-fields-in-field-validation-step/ "Handling required Salesforce fields in the Field validation step"), Field mapping, and [Creation rules](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/salesforce-record-creation-update-and-assignment-rules/ "Salesforce record creation, update, and assignment rules"). The **Field mapping** step includes a default mapping and the option to map any OnceHub fields to non-mandatory Salesforce fields.

In this article, you will learn how to map OnceHub fields to non-mandatory Salesforce fields.

## Requirements

[Section titled “Requirements”](#requirements)

To map non-mandatory fields, you must:

* Be a OnceHub administrator.
* Have an[ active connection to your Salesforce API User](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/connecting-salesforce-api-user/ "How to connect a Salesforce API User").

## Default mapping

[Section titled “Default mapping”](#default-mapping)

Some OnceHub fields are mapped to non-mandatory Salesforce fields by default. We recommend keeping the mapping as is and not removing mapped data from the integration. This will enable you to gather the basic Customer data and booking data in Salesforce.

Other OnceHub fields can be mapped to additional non-mandatory Salesforce fields. You can remove them from the mapping by unchecking each field.

Caution

The default mapping includes mapping for all objects supported by the Salesforce integration: Lead, Contact, Event, Account, and Cases. However, not all fields will always be in use. This depends on your booking activity and the [Booking pages](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages") used.

## Adding new OnceHub fields

[Section titled “Adding new OnceHub fields”](#adding-new-oncehub-fields)

You can add OnceHub fields and map them to non-mandatory Salesforce fields. This allows you to map data tracked in OnceHub to Lead, Contact, Case, Account, or Event records.

You cannot map OnceHub fields to Salesforce universally required Custom fields. Required fields must be mapped in the [Field validation mapping step](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/handling-required-salesforce-fields-in-field-validation-step/ "Handling required Salesforce fields in the Field validation step").

Caution

OnceHub fields requiring Customer input must be added to the Booking form. Otherwise, the field will be automatically added to the Booking form at the time of the booking and you will not have control over its location in the form. [Learn more about adding Custom fields to the Booking form](https://help.oncehub.com/scheduleonce/customization-branding/booking-forms-editor/creating-and-editing-booking-form/ "Creating a Booking form")

To add a OnceHub field and map to a Salesforce field, follow these steps:

1. In the **Salesforce connector** **setup**, go to the **Field Mapping** tab.

2. At the bottom left of the table, click the **Add OnceHub fields** button.

3. The **Add OnceHub fields** pop-up will open (Figure 2). You can see the list of OnceHub System fields and Custom fields with corresponding field types that can be mapped to Salesforce field types. ![](https://help.oncehub.com/_astro/1568100668156.DI6gQ3YH_Z16L31n.webp)Figure 1: Add OnceHub fields pop-up

   The Salesforce fields include all the fields stored in Salesforce (Custom and Standard fields) that are supported by the mapping for the selected OnceHub field. [Learn more about the supported and non-supported Salesforce field types](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/supported-and-non-supported-field-types-in-salesforce-integration/ "Supported and non-supported field types in the Salesforce integration").

   Note

   **Note**There is a two-way mapping between Salesforce and OnceHub. For this reason, you can only map one OnceHub field to one Salesforce field.

   **From OnceHub to Salesforce:** When a booking is made, all data is mapped from OnceHub to Salesforce. **From Salesforce to OnceHub:** When scheduling with existing Salesforce records using [Personalized links (Salesforce ID)](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/using-personalized-links-salesforce-id/ "Using Personalized links (Salesforce ID)"), Customer data is mapped from Salesforce to OnceHub in order to prepopulate or skip the Booking form.

4. Use the **Filter by** drop-down menu to select a category if required.

5. Check the box next to each field you would like to add.

6. Click **Add fields**.

7. Click **Save**, or **Save and Continue** if you have completed mapping all fields.

## Deleting a mapped field

[Section titled “Deleting a mapped field”](#deleting-a-mapped-field)

1. In the **OnceHub fields** list, click the delete icon beside the added field you want to delete (Figure 3).
2. In the **Remove OnceHub field** pop-up, click **Yes**.
3. Click **Save**.

# Maximizing booking rates in Salesforce Campaigns

> When booking appointments is part of your email marketing campaigns, optimizing your booking rates becomes critical.

When booking appointments is part of your email marketing campaigns, optimizing your booking rates becomes critical. In this article, you’ll learn how to configure [Salesforce Campaigns](https://help.salesforce.com/articleView?id=campaigns_def.htm\&type=5) so that you track both bookings made, and more importantly, booking invitations that were missed or ignored. By tracking missed bookings, you’ll be able to retarget them and increase the overall booking rates for your campaign.

Note

For security and privacy reasons, using CRM record IDs to skip or pre-populate the Booking form is not compatible with [collecting data from an embedded Booking page](https://help.oncehub.com/scheduleonce/developers/client-side-api/collecting-data-from-embedded-booking-page/) or [redirecting booking confirmation data](https://help.oncehub.com/scheduleonce/developers/client-side-api/redirecting-booking-confirmation-data/).

## Requirements

[Section titled “Requirements”](#requirements)

To update Salesforce fields when the Customer schedules or reschedules an event, you must:

* Be a OnceHub administrator.
* Be a Salesforce Administrator for your organization.
* Have an[ active connection to your Salesforce API User](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/connecting-salesforce-api-user/ "How to connect a Salesforce API User").

Let’s assume that the Lead Status field includes the **Working – Contacted** and the **Open – Not contacted** options. To configure Salesforce Campaigns so that you can track both bookings made and booking invitations that were missed or ignored, you will also need to do the following:

* [Create an Event Status text Custom field for the Lead object and add it to the Lead Page Layout.](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/using-salesforce-workflow-rules-to-update-fields-based-on-oncehub-data/#creating-an-event-status-text-custom-field "Using Salesforce Workflow Rules to update fields based on ScheduleOnce data")
* [Map the OnceHub Status field to the Lead Event Status field.](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/using-salesforce-workflow-rules-to-update-fields-based-on-oncehub-data/#mapping-the-oncehub-status-field-to-the-lead-event-status-field)

The **Event Status** Custom field is used as a criteria to manage your campaign’s Lead members.

Note

When multiple events are booked for the same Lead, the **Event Status** custom field represents the last event status update.

## Setting up Salesforce Campaigns to retarget missed bookings

[Section titled “Setting up Salesforce Campaigns to retarget missed bookings”](#setting-up-salesforce-campaigns-to-retarget-missed-bookings)

**Salesforce Campaigns** enables you to automatically trigger the missed bookings campaign. For this example, let’s look at a lead qualification use case, whereby you want to send an email broadcast to a List of unqualified leads, inviting them to book a discovery call.

### Tag leads that DID make a Booking

[Section titled “Tag leads that DID make a Booking”](#tag-leads-that-did-make-a-booking)

1. Sign in to Salesforce.
2. Go to the **Sales** app.
3. Click the **Campaign** tab and click **New** (Figure 1). ![](https://help.oncehub.com/_astro/1569250339458.6w_cH23G_Z1KEgFE.webp)Figure 1: Create a new Campaign
4. Enter “Booked” as the name for the campaign.
5. In the **Type** drop-down menu, select **Email**.
6. Check the **Active** checkbox.
7. Click **Save**.
8. Click the **Leads** tab.
9. Click the gear icon and select **New** from the **List View Controls** drop-down menu (Figure 2). ![](https://help.oncehub.com/_astro/1569252882439.OXs-d5u7_22hV4j.webp)Figure 2: List View Controls
10. In the **New List View** pop-up, give the list a name and select who can view this list (Figure 3). ![](https://help.oncehub.com/_astro/1569252993816.D-WtOHi6_1iEtLA.webp)Figure 3: New List View pop-up
11. In the **Filters** sidebar, click **Add Filter** (Figure 4). ![](https://help.oncehub.com/_astro/1569253120826.C547_HiN_1vD1RN.webp)Figure 4: Add Filter
12. From the **Field** drop-down menu, select **Event Status**.
13. From the **Operator** drop-down menu, select **Contains**.
14. In the **Value** field, add **“Scheduled”** (Figure 5). Click **Done**. ![](https://help.oncehub.com/_astro/1569306112714.BkvUPesN_cxHOL.webp)Figure 5: Event Status contains Scheduled
15. Add another filter and select **contains** from the **Operator** drop-down menu. This time, in the **Value** field add **“Rescheduled”** and click **Done**.
16. Click **Add Filter Logic**.
17. Change the Filter Logic to **1 OR 2** (Figure 6). ![](https://help.oncehub.com/_astro/1569306429048.Bg9PUIVm_YbpQr.webp)Figure 6: Edit Filter Logic
18. Click **Save**. You will now see a list of any Leads that match the criteria.
19. Click the checkbox at the top of the list to select all of the Members in this Filter View (Figure 7). Click the **Add to Campaign** button. ![](https://help.oncehub.com/_astro/1569306585552.Bsehtzua_2nXNGs.webp)Figure 7: Select Members
20. In the **Add to Campaign** pop-up, select the campaign you created (Figure 8). ![](https://help.oncehub.com/_astro/1569253634400.BBAIPUkU_14Skyn.webp)Figure 7: Add to Campaign pop-up
21. Click **Submit**.

### Retarget leads that DID NOT make a Booking

[Section titled “Retarget leads that DID NOT make a Booking”](#retarget-leads-that-did-not-make-a-booking)

1. Go to the **Sales** app.
2. Click the **Campaign** tab and click **New**.
3. Enter “Retarget Missed Bookings” as the name for the campaign. This campaign will target those who did not make a booking from the first campaign.
4. Check the **Active** checkbox.
5. In the **Type** drop-down menu, select **Email**.
6. Set the **Start Date** to start automatically several days after the initial marketing campaign was run.
7. Click **Save**.
8. Click the **Leads** tab. We will create a list of the members that do NOT belong to the **Booked Leads** group. This group will contain all those who have received the initial email and didn’t open, click or made a booking.
9. Click the gear icon and select **New** from the **List View Controls** drop-down menu.
10. In the **New List View** pop-up, give the list a name and select who can view this list (Figure 8). ![](https://help.oncehub.com/_astro/1569307079001.vvR83z_f_1cHQOD.webp)Figure 8: New List View pop-up
11. In the **Filters** sidebar, click **Add Filter**.
12. From the **Field** drop-down menu, select **Event Status**.
13. From the **Operator** drop-down menu, select **does not contain**.
14. In the **Value** field, add **“Scheduled”** (Figure 9). Click **Done**. ![](https://help.oncehub.com/_astro/1569307313605.BsoQ9gmc_1oaqqK.webp)Figure 9: Event Status does not contain Scheduled
15. Add another filter and select **Does not contain** from the **Operator** drop-down menu. This time, in the **Value** field add **“Rescheduled”** and click **Done**.
16. Click **Add Filter Logic**.
17. Change the Filter Logic to **1 OR 2**.
18. Click **Save**. You will now see a list of any Leads that match the criteria.
19. Click the checkbox at the top of the list to select all of the Members in this Filter View (Figure 10). Click the **Add to Campaign** button. ![](https://help.oncehub.com/_astro/1569307651329.CT9nQ2cQ_Z1MIHgD.webp)Figure 10: Select Members
20. In the **Add to Campaign** pop-up, select the campaign you created (Figure 11). ![](https://help.oncehub.com/_astro/1569307744263.R3IpM7QP_1vdqbh.webp)Figure 11: Add to Campaign pop-up
21. Click **Submit**.
22. Run your initial marketing campaign and make sure to monitor your **Retarget Missed Bookings** campaign.

Note

You should retarget leads that didn’t make a booking multiple times to continuously maximize your booking rates.

# Personalizing scheduling on landing pages with Salesforce IDs

> You can use Salesforce Record IDs to personalize the booking process on your landing pages. Recognizing the Customer by their record ID provides two key bene...

You can use Salesforce Record IDs to personalize the booking process on your landing pages. Recognizing the Customer by their record ID provides two key benefits:

* On the User side, it allows you to update the correct record, eliminating any chances of updating the wrong record.
* On the Customer side, it allows you to [prepopulate the Booking form step with Salesforce record data or completely skip the Booking form step](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/prepopulate-or-skip-booking-form-step-in-salesforce-integration/ "How to prepopulate or skip the Booking form step in Salesforce integration"). This eliminates the need to ask Customers for information you already have, improving conversion rates and moving leads through the funnel more efficiently.

In this article, you’ll learn how to pass the Salesforce Record ID to your landing pages. Then, you’ll learn how to generate the personalized website [embed](https://help.oncehub.com/scheduleonce/sharing-publishing/publishing-on-websites/website-embed/ "Website embed") or [button](https://help.oncehub.com/scheduleonce/sharing-publishing/publishing-on-websites/website-button/ "Website button") code for your landing pages.

Note

If the Customer is not recognized based on the Salesforce Record ID, OnceHub will use the Customer’s email address to check if the record already exists in your CRM. [Learn more about integrating with Salesforce](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/salesforce-integration/ "The ScheduleOnce connector for Salesforce")

## Requirements

[Section titled “Requirements”](#requirements)

To use Salesforce Record IDs with your landing pages, you must:

* Be a OnceHub Administrator.
* Have a[ completed Salesforce connector setup in OnceHub](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/connecting-salesforce-api-user/ "How to connect a Salesforce API User").
* Have a [OnceHub User connected to Salesforce](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/connecting-to-salesforce/ "Connecting to Salesforce")**.**

Note

For security and privacy reasons, using CRM record IDs to skip or pre-populate the Booking form is not compatible with [collecting data from an embedded Booking page](https://help.oncehub.com/scheduleonce/developers/client-side-api/collecting-data-from-embedded-booking-page/) or [redirecting booking confirmation data](https://help.oncehub.com/scheduleonce/developers/client-side-api/redirecting-booking-confirmation-data/).

## OnceHub parameters for Salesforce

[Section titled “OnceHub parameters for Salesforce”](#oncehub-parameters-for-salesforce)

To recognize the Customer by the Salesforce Record ID, you need to pass the OnceHub parameters for Salesforce to your landing page:

* Lead Record ID: *sosfleadid*
* Contact Record ID: *sosfcontactid*
* Case Record ID: *sosfCaseId*

You can also add an additional variable to your landing page to skip the Booking form step:

* Hiding the Booking form: *soSkip=1*

Caution

When [working with Salesforce Person Accounts](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/working-with-salesforce-person-accounts/ "Working with Salesforce Person accounts"), you will need to pass the related Contact Record ID and ensure that the Person Account includes a Contact ID lookup field.

### Step 1: Constructing the landing page’s URL parameters

[Section titled “Step 1: Constructing the landing page’s URL parameters”](#step-1-constructing-the-landing-pages-url-parameters)

There are different operators used in the syntax of your URL:

* **?** - You must add the question mark to separate your URL from the variables.
* **&** - You can pass multiple variables by separating the variables with the ampersand
* **=** - The equal sign separates the variable from the value assigned to that variable.

Take the following example landing page link:

```plaintext
http://www.example.com
```

If you wanted to pass a Salesforce Lead Record ID with a value which is E9888900, you can add the following to the webpage link:

```plaintext
http://www.example.com?sosfleadid=E9888900
```

If you wanted to pass the variable to skip the Booking form step as well, you could add the skip variable to the link:

```plaintext
http://www.example.com?sosfcontactid=E9888900&soSkip=1
```

### Step 2: Generate the personalized code for your landing pages

[Section titled “Step 2: Generate the personalized code for your landing pages”](#step-2-generate-the-personalized-code-for-your-landing-pages)

Now that you have passed the Salesforce Record Id to your landing page, you need to ensure that you have placed the personalized website [embed](https://help.oncehub.com/scheduleonce/sharing-publishing/publishing-on-websites/website-embed/ "Website embed") or [button](https://help.oncehub.com/scheduleonce/sharing-publishing/publishing-on-websites/website-button/ "Website button") code on your landing page.

1. In OnceHub, go to **Share & Publish**.
2. Select the **Website embed** tab or **Website button** tab.
3. Select **Customer data is passed using the Salesforce record ID (web form integration)** from the **Customer data** step.
4. Copy and paste the relevant code in your landing page.

Caution

If the Website [embed](https://help.oncehub.com/scheduleonce/sharing-publishing/publishing-on-websites/website-embed/ "Website embed") or [button](https://help.oncehub.com/scheduleonce/sharing-publishing/publishing-on-websites/website-button/ "Website button") code placed on your webpage was added prior to November 7, 2015, you will need to replace it with the updated OnceHub code.

# Prepopulate or skip the Booking form step in Salesforce integration

> When you schedule with existing Salesforce records, you can decide to prepopulate the Booking form step with Salesforce record data, or completely skip the B...

When you schedule with existing Salesforce records, you can decide to prepopulate the Booking form step with Salesforce record data, or completely skip the Booking form step.

Recognizing the Customer by the Salesforce Record ID provides two key benefits:

* On the User side, it allows you to update the correct record, eliminating any chances of updating the wrong record.
* On the Customer side, it eliminates the need to ask Customers for information you already have, improving conversion rates and moving leads through the funnel more efficiently.

## Recognizing the Salesforce Record ID

[Section titled “Recognizing the Salesforce Record ID”](#recognizing-the-salesforce-record-id)

You can recognize the Salesforce Record ID in the following cases:

* You can use the Salesforce Record ID in our [Personalized links (Salesforce ID)](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/using-personalized-links-salesforce-id/ "Using personalized links (Salesforce ID)") to identify your Customers in your [Salesforce email templates](https://help.salesforce.com/articleView?id=email_create_a_template.htm\&type=5) or [Salesforce emails](https://help.salesforce.com/articleView?id=send_email_directly_from_crm_record.htm\&type=5).
* You can use the Salesforce Record ID with [Salesforce scheduling buttons](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/introduction-to-salesforce-scheduling-buttons/ "Introduction to Salesforce scheduling buttons").
* You can use the Salesforce Record ID to personalize scheduling in landing pages used in your email marketing campaigns. [Learn more about using Salesforce Record ID to personalize scheduling in landing pages](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/personalizing-scheduling-on-landing-pages-with-salesforce-ids/ "Using the Salesforce Record ID to personalize scheduling in landing pages")

## Prepopulating the Booking form

[Section titled “Prepopulating the Booking form”](#prepopulating-the-booking-form)

In this case, Customers will be presented with a Booking form that works in [private mode](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-forms-redirect/prepopulated-booking-forms/ "Prepopulated Booking forms"). When the Booking form uses data stored in your Salesforce CRM, the prepopulated data used in the Booking form is indicated as a checklist and the Customer can provide additional information if required. [Learn more about prepopulated Booking forms](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-forms-redirect/prepopulated-booking-forms/ "Prepopulated Booking forms") The [Booking form](https://help.oncehub.com/scheduleonce/customization-branding/booking-forms-editor/introduction-to-booking-forms-editor/ "Introduction to the Booking Forms Editor") fields are mapped to Salesforce fields based on the [Field validation](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/handling-required-salesforce-fields-in-field-validation-step/ "Handling required Salesforce fields in the Field validation step") and the [Field mapping](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/mapping-oncehub-fields-to-non-mandatory-salesforce-fields/ "Mapping ScheduleOnce fields to non-mandatory Salesforce fields") steps of the Salesforce connector setup process.

## Skipping the Booking form

[Section titled “Skipping the Booking form”](#skipping-the-booking-form)

In this case, Customers will not be presented with a [Booking form](https://help.oncehub.com/scheduleonce/customization-branding/booking-forms-editor/introduction-to-booking-forms-editor/ "Introduction to the Booking Forms Editor"). This step of the booking process will be skipped, resulting in a faster booking process. When hiding the Booking form, the Customer making the booking cannot provide a meeting subject. For this reason, the [meeting subject should be defined by the Owner](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-forms-redirect/introduction-to-booking-form-and-redirect/ "Introduction to the Booking form and redirect section"). If you skip the Booking form and still set the subject to be defined by the Customer, OnceHub will automatically generate a meeting subject, such as *Meeting with John Smith*.

Caution

Since the Customer name and Customer email are mandatory fields in OnceHub, the Booking form will not be skipped if these fields are empty in the Salesforce record. In this case, OnceHub will show a prepopulated Booking form instead of hiding the form, so the Customer will have the opportunity to fill out these fields.

When you add the Mobile phone field to a skipped Booking form with the [enable SMS notifications](https://help.oncehub.com/scheduleonce/customization-branding/booking-forms-editor/editing-system-fields/ "Editing System Fields") option turned on, the SMS notification opt-in/opt-out will be displayed when the Customer chooses a time for the booking (Figure 1). Booking form skipping can be used with [Personalized links](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/using-personalized-links-salesforce-id/ "Using personalized links (Salesforce ID)"), [web form integration](https://help.oncehub.com/scheduleonce/sharing-publishing/web-form-integration/integrating-web-forms-with-salesforce-and-oncehub/ "Integrating Web forms with Salesforce and ScheduleOnce") and [login integration](https://help.oncehub.com/scheduleonce/sharing-publishing/publishing-on-websites/login-integration-for-customer-onboarding/ "Login Integration").

![](https://help.oncehub.com/_astro/1568210175849.DZFyeWCN_24nnfv.webp)Figure 1: SMS notification opt-in

Note

For security and privacy reasons, using CRM record IDs to skip or prepopulate the Booking form is not compatible with [collecting data from an embedded Booking page](https://help.oncehub.com/scheduleonce/developers/client-side-api/collecting-data-from-embedded-booking-page/) or [redirecting booking confirmation data](https://help.oncehub.com/scheduleonce/developers/client-side-api/redirecting-booking-confirmation-data/).

# The Salesforce Activity Event

> When a booking is made, a calendar event is always created and added to your connected calendar. When you use the OnceHub connector for Salesforce, by defaul...

When a booking is made, a calendar event is always created and added to your connected calendar. When you use [the OnceHub connector for Salesforce](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/salesforce-integration/ "The ScheduleOnce connector for Salesforce"), by default a [Salesforce Activity Event](https://help.salesforce.com/articleView?id=activities.htm\&type=5) is also always created and related to a Salesforce Lead, Contact, or Case record. This is the recommended setting.

When a booking is made, a Salesforce Activity Event is always created and related to a Salesforce Lead, Contact, or Case record. The creation of the Activity Event is only the first step in the booking lifecycle. After the Activity Event is created, it is continuously updated through all phases of the booking lifecycle: **Scheduled**, **Rescheduled**, **Completed**, **Canceled**, or **No-show**. [Learn more about OnceHub activity statuses](https://help.oncehub.com/scheduleonce/managing-bookings/analytics/activity-stream-managing-activities/ "Understanding ScheduleOnce activity statuses")

The **Event status** and the **Cancel/reschedule reason** fields are provided with the OnceHub connector for Salesforce and are mapped to OnceHub data. When these fields are added to the Event Page Layout, they are used for updating the Activity Event with any change in the booking lifecycle. [Learn more about adding custom fields to Salesforce Page Layouts](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/adding-custom-fields-to-salesforce-activity-event-page-layout/ "Adding custom fields to the Salesforce Activity Event layout")

* **Event status:** This field indicates the current phase of the booking in the booking lifecycle: **Scheduled**, **Rescheduled**, **Completed**, **Canceled**, or **No-show**.
* **Cancel/reschedule reason:** This field adds additional information to the **Canceled** and **Rescheduled** lifecycle phases by providing the reason given by the Customer or Booking owner when a booking is canceled or rescheduled.

If a booking is reassigned and both the original [Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages") and new Booking page are connected to Salesforce, the Salesforce Activity ownership field will show the **Reassigned Booking owner**. The **Event Status** field will be updated to either **Scheduled (Reassigned by User)** or **Rescheduled (Reassigned by User)** depending on the booking lifecycle.

Note

In the Salesforce connector settings on your Booking page, you can also choose to not create Salesforce Activity Events. When a Salesforce Activity Event is not created, the Salesforce calendar will not be updated. Disabling the creation of the Salesforce Activity Event is only relevant when you are using a third-party solution that syncs between your calendar and Salesforce, such as [Cirrus Insight](https://www.cirrusinsight.com/). In this case, if you do not disable the creation of the Salesforce Activity Event, you may end up with duplicate entries in your Salesforce calendar, with one coming from the OnceHub connector and one coming from the third-party sync product.

# Salesforce connector issues

> This article describes potential issues with the Salesforce integration and how these issues can be fixed.

This article describes potential issues with the[ Salesforce integration](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/salesforce-integration/ "The ScheduleOnce connector for Salesforce") and how these issues can be fixed. If Users connected to Salesforce cannot accept bookings, there could be a number of different causes for this. To identify the root cause, you need to determine whether the issue affects all Users connected to Salesforce, or if it affects individual Users only.

## Issues affecting all Users connected to Salesforce

[Section titled “Issues affecting all Users connected to Salesforce”](#issues-affecting-all-users-connected-to-salesforce)

In this case, you should first check errors related to the [Salesforce API User](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/connecting-salesforce-api-user/ "How to connect a Salesforce API User"). Then, you should check the status of the Salesforce API call usage in your Salesforce account.

### Checking the Salesforce API User

[Section titled “Checking the Salesforce API User”](#checking-the-salesforce-api-user)

**The Salesforce API User connection in your OnceHub account**

If we have detected a problem with the API User connection, the API User will be disconnected from your OnceHub account. In this case, you must reconnect the Salesforce API User.

This typically happens for the following reasons:

* The API User credentials are no longer valid. The [Salesforce password](https://help.salesforce.com/articleView?id=security_overview_passwords.htm\&type=5) may have been reset and the [security token](https://help.salesforce.com/articleView?id=user_security_token.htm\&type=5) may have changed. OnceHub uses these credentials to validate the API User connection, so they must be up to date.
* The OnceHub connector for Salesforce managed package was uninstalled and then reinstalled in your Salesforce organization. When this occurs, the Salesforce API token expires.

To resolve this issue, follow the steps below:

1. Hover over the lefthand menu and go to the Booking pages icon → open the lefthand sidebar, then select **Integrations →&#x20;****CRM**. In the **Salesforce** box, click **Setup** (Figure 1). ![](https://help.oncehub.com/_astro/salesforce-api-connection-error.To8deNwr_Z1csEwL.webp)Figure 1: Salesforce API User Disconnected
2. Click the **Reconnect the API User** button (Figure 2). ![](https://help.oncehub.com/_astro/1568361411373.CEiFnYYx_XpOwH.webp)Figure 2: Reconnect the API User

**Check the Salesforce API User settings in your Salesforce account**

The [Salesforce API User](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/connecting-salesforce-api-user/ "How to connect a Salesforce API User") is used as a funnel for transferring data between OnceHub and Salesforce. If the API user is properly connected and a global connection problem still exists, it may be the case that changes have been made to the Salesforce API User license, a System Administrator profile, and the OnceHub permission set.

### Check the API Usage limit in the past 24 hours

[Section titled “Check the API Usage limit in the past 24 hours”](#check-the-api-usage-limit-in-the-past-24-hours)

Each Salesforce organization has a limited number of API calls. Each Salesforce organization can be integrated with several applications at a time—OnceHub may just be one of many applications talking with your Salesforce account. This [limited number of API calls per Salesforce organization](https://help.salesforce.com/articleView?id=000003706\&type=1) is made available every 24 hours. The number of API calls depends on your contract with Salesforce.

If you have exceeded the API call limit for your Salesforce account, the OnceHub connector for Salesforce will not be able to make API calls to your Salesforce account and [connected Users](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/connecting-to-salesforce/ "Connecting to Salesforce") will not be able to accept bookings.

In your Salesforce account, you should check the API Usage limit across your third-party applications and adjust your settings. Go to the **Setup** page, then select **Platform tools → Environments → System Overview**. [Learn more about System Overview: API Usage](https://help.salesforce.com/articleView?id=dev_force_com_system_overview_api.htm\&type=5)

## Issues affecting only single Users connected to Salesforce

[Section titled “Issues affecting only single Users connected to Salesforce”](#issues-affecting-only-single-users-connected-to-salesforce)

There are many ways in which OnceHub bookings can update Salesforce. For example, some bookings may be made with existing Salesforce contacts and not create new records, while others can be made with Leads and create new Lead records in Salesforce. Since most Salesforce organizations have a wide range of required fields and validation rules, these rules may block specific booking scenarios and not allow creation of new records in Salesforce.

When validation errors are encountered, you need to pinpoint the validation problem by identifying the Booking pages and Salesforce standard objects that are affected. In this case, you should first check the [Field validation step ](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/handling-required-salesforce-fields-in-field-validation-step/ "Handling required Salesforce fields in the Field validation step")of the Salesforce connector setup process. Then you should check if you have [custom fields that are universally required in Salesforce and not supported by the integration](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/supported-and-non-supported-field-types-in-salesforce-integration/ "Supported and non-supported field types in the Salesforce integration").

### Check the Field validation step of the Salesforce connector setup process

[Section titled “Check the Field validation step of the Salesforce connector setup process”](#check-the-field-validation-step-of-the-salesforce-connector-setup-process)

You might have recently added [universally required custom fields](https://help.salesforce.com/articleView?id=fields_about_universally_required_fields.htm\&type=5) to the affected Salesforce object. When these fields are supported field types in the Salesforce integration and do not have a Salesforce default value, they will appear in the Field validation step of the Salesforce connector setup process.

When a booking is made and a required field in Salesforce has not been mapped to a field in OnceHub, a Field validation error will be detected. OnceHub will pass a default value to the field in Salesforce. [Learn more about default values for universally required fields](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/handling-required-salesforce-fields-in-field-validation-step/ "Handling required Salesforce fields in the Field validation step")

### Check for non-supported universally required custom fields

[Section titled “Check for non-supported universally required custom fields”](#check-for-non-supported-universally-required-custom-fields)

You might have recently added universally required custom fields to the affected Salesforce object. When these [fields are non-supported field types in the Salesforce integration](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/supported-and-non-supported-field-types-in-salesforce-integration/ "Supported and non-supported field types in the Salesforce integration") and do not have a Salesforce default value, they will be indicated in the [Field validation step](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/handling-required-salesforce-fields-in-field-validation-step/ "Handling required Salesforce fields in the Field validation step") of the Salesforce connector setup process and will not be able to accept a value from OnceHub. The only solution to this is to set these fields as non-mandatory for the affected Salesforce object, or to set a default value in Salesforce. If you cannot associate a default value for these fields in Salesforce and still want these fields to be required fields for manual entry, you can make these fields required on the Page Layout of the object. [Learn more about Page Layouts](https://help.salesforce.com/articleView?id=customize_layoutoverview.htm\&type=5)

# Salesforce integration

> Our Salesforce integration enables complete scheduling integration through all phases of the customer lifecycle.

[Salesforce integration](https://www.youtube-nocookie.com/embed/Q7SjBQQSspA?wmode=opaque)

Our Salesforce integration enables complete scheduling integration through all phases of the customer lifecycle.

You do not need an assigned product license to install and update Salesforce account settings, though you do need to be an administrator.

Caution

The integration is available to Salesforce plans at Professional level or higher, so long as they include API access. Please note Professional Salesforce plans may need to purchase API access from their Salesforce account executive, separate from their plan. [Learn more](https://help.salesforce.com/articleView?id=000326486\&type=1\&mode=1)

## Setting up the Salesforce integration

[Section titled “Setting up the Salesforce integration”](#setting-up-the-salesforce-integration)

Before you can begin sending your booking data to Salesforce, you must set up the connector. This first step of the setup process is [connecting the API User](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/connecting-salesforce-api-user/ "How to connect a Salesforce API User"). The API User in Salesforce ensures that all API calls between OnceHub and Salesforce have the required permissions.

Once you have connected to Salesforce using the API User, you can [install the OnceHub connector for Salesforce](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/installing-oncehub-connector-for-salesforce/ "How to install the ScheduleOnce connector for Salesforce").

Note

You can test the OnceHub connector for Salesforce with a [Salesforce Sandbox environment](https://help.salesforce.com/articleView?id=create_test_instance.htm\&type=5). The setup will be kept when you switch back to your production environment.

To test the connector in your Sandbox environment, connect OnceHub to an API User created in your Salesforce Sandbox environment and complete the connector setup. Then disconnect and connect to an API User created in your production environment. [Learn more about connecting to a Salesforce Sandbox environment](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/connecting-to-salesforce-sandbox-environment/ "Connecting ScheduleOnce to a Salesforce sandbox environment")

### Permission Sets

[Section titled “Permission Sets”](#permission-sets)

Permission Sets in Salesforce define what functions and features your Users have access to in Salesforce. To use the OnceHub connector for Salesforce, the API User you create must be granted the appropriate permissions. This is done by [assigning the OnceHub permission set](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/assigning-oncehub-permission-set-to-salesforce-api-user/ "How to assign the ScheduleOnce permission set to the Salesforce API user").

### Salesforce Activity Events

[Section titled “Salesforce Activity Events”](#salesforce-activity-events)

When a booking is made, a Salesforce Activity Event is always created and related to a Salesforce Lead, Contact, Person Account, or Case record. After the Activity Event is created, it is continuously updated through all phases of the booking lifecycle: **Scheduled**, **Rescheduled**, **Completed**, **Canceled**, or **No-show**. [Learn more about activity statuses](https://help.oncehub.com/scheduleonce/managing-bookings/analytics/activity-stream-managing-activities/ "Understanding ScheduleOnce activity statuses")

The **Event status** (which indicates the current phase of the booking in the booking lifecycle) and the **Cancel/reschedule reason** fields are provided with the OnceHub connector for Salesforce and are mapped to OnceHub data. You can track the **Event Status** and the **Cancel/reschedule reason** by [adding these fields to the Activity Event layout](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/adding-custom-fields-to-salesforce-activity-event-page-layout/ "Adding Custom fields to the Salesforce Activity Event layout").

### Configuring the connector

[Section titled “Configuring the connector”](#configuring-the-connector)

There are two types of mapping which must be created between OnceHub and Salesforce:

* [Universally required Salesforce fields](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/handling-required-salesforce-fields-in-field-validation-step/ "Handling required Salesforce fields in the Field validation step"): Universally required fields that do not have a default value in Salesforce must receive a value for an object to be created. For example, if **Company** is a universally required field for a Lead record, the record cannot be created via the Salesforce API unless a value is provided for the **Company** field. If it has not been mapped in the [field validation step](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/handling-required-salesforce-fields-in-field-validation-step/ "Handling required Salesforce fields in the Field validation step"), OnceHub will pass a default value to this field.
* [Non-mandatory Salesforce fields](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/mapping-oncehub-fields-to-non-mandatory-salesforce-fields/ "Mapping ScheduleOnce fields to non-mandatory Salesforce fields"): Non-mandatory fields can contain additional Customer data and booking data, some of which is mapped to non-mandatory Salesforce fields by default. You can use these to pass any other optional data to Salesforce.

Note

There are some restrictions on the type of data which can be passed between OnceHub and Salesforce. See [Supported and non-supported field types in the Salesforce integration](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/supported-and-non-supported-field-types-in-salesforce-integration/ "Supported and non-supported field types in the Salesforce integration") for full details.

After configuring the [field validation mapping](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/handling-required-salesforce-fields-in-field-validation-step/ "Handling required Salesforce fields in the Field validation step") and [field mapping](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/mapping-oncehub-fields-to-non-mandatory-salesforce-fields/ "Mapping ScheduleOnce fields to non-mandatory Salesforce fields"), you must define your [creation rules](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/salesforce-record-creation-update-and-assignment-rules/ "Salesforce record creation, update, and assignment rules"). Here you can specify what happens when a new Lead, Contact, [Person Account](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/working-with-salesforce-person-accounts/ "Working with Salesforce Person accounts")**,** or Case is created from a booking or when it is updated.

For example, you can decide whether a booking should override an existing Salesforce Lead or update it and who it should be assigned to.

## Using the Salesforce integration

[Section titled “Using the Salesforce integration”](#using-the-salesforce-integration)

After you’ve completed the connector setup process, you’ll need to [connect your OnceHub User account to Salesforce](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/connecting-to-salesforce/ "Connecting to Salesforce") in order to use the Salesforce integration. Each User connects to their own personal Salesforce Account. If you’re an Administrator, you can also make changes to the connector setup after connecting to your Salesforce Account.

In the **Salesforce settings** section of your [Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages"), you can map Salesforce Record Types to the Lead, Contact, Account, Event, and Case records, add an Event to the Salesforce calendar, and select which type of records should be created when you use [General links](https://help.oncehub.com/scheduleonce/sharing-publishing/general-one-time-links/using-general-links/ "Using General links").

[Learn more about configuring Salesforce connector settings on your Booking page](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/configuring-connector-settings-on-booking-page/ "Configuring Salesforce connector settings on the Booking page")

When scheduling with existing Salesforce Leads, Contacts, [Person Account](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/working-with-salesforce-person-accounts/ "Working with Salesforce Person accounts")**,** or Case records, you can either use our [Personalized links (Salesforce ID)](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/using-personalized-links-salesforce-id/ "Using personalized links (Salesforce ID)") for your [Salesforce email templates](https://help.salesforce.com/articleView?id=email_create_a_template.htm\&type=5) or [Salesforce emails](https://help.salesforce.com/articleView?id=send_email_directly_from_crm_record.htm\&type=5), use [Salesforce scheduling buttons](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/introduction-to-salesforce-scheduling-buttons/ "Salesforce scheduling buttons"), or use the [Salesforce Record ID to identify Customers during the booking process](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/using-salesforce-ids-to-identify-customers-during-booking/ "Using Salesforce Record ID to identify Customers during the booking process").

## Troubleshooting

[Section titled “Troubleshooting”](#troubleshooting)

A number of issues may cause problems with the Salesforce integration, such as an API User connection issue or required fields which are not mapped.

You can read more about these issues and how to resolve them in our [Salesforce connector troubleshooting article](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/salesforce-connector-issues/ "Troubleshooting Salesforce connector issues")**.**

# Salesforce integration security

> The OnceHub integration with Salesforce communicates with your Salesforce organization in real time using the Salesforce API.

The [OnceHub integration with Salesforce](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/salesforce-integration/ "The ScheduleOnce integration with Salesforce") communicates with your Salesforce organization in real time using the Salesforce API. All API calls between OnceHub and Salesforce are made via a special [API User](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/connecting-salesforce-api-user/ "How to connect a Salesforce API User") that is granted the OnceHub [permission set](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/assigning-oncehub-permission-set-to-salesforce-api-user/ "How to assign the ScheduleOnce permission set to the Salesforce API user"). This ensures that new records can always be created, and at the same time, the permissions of individual Salesforce users are not altered.

Below is how OnceHub communicates with Salesforce:

* **Access your basic information (id, profile, email, address, phone):** Allows access to the Identity URL service.
* **Perform requests on your behalf at any time (refresh\_token, offline\_access):** Allows a refresh token to be returned if you are eligible to receive one. This lets the app interact with the User’s data while the User is offline. The refresh\_token scope is synonymous with offline\_access.

# Salesforce Lightning Experience

> The Salesforce Lightning Experience is the name for the all new Salesforce desktop app, with over 25 new features, built with a modern User interface and opt...

The [Salesforce Lightning Experience](https://developer.salesforce.com/page/Lightning_Experience_FAQ#Lightning_Experience_FAQ) is the name for the all new Salesforce desktop app, with over 25 new features, built with a modern User interface and optimized for speed. The OnceHub connector for Salesforce is *Lightning Ready* and enables complete scheduling integration through all phases of the Customer lifecycle. When a booking is made, a Salesforce Activity Event is created and related to a Salesforce Lead, Contact, [Person Account](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/working-with-salesforce-person-accounts/ "Working with Salesforce Person accounts"), or Case record. When you schedule with existing Salesforce Leads, Contacts, Person Accounts, or Case records, you can use our [Personalized links (Salesforce ID)](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/using-personalized-links-salesforce-id/ "Using Personalized links (Salesforce ID)") to automatically recognize Customers based on their Salesforce Record ID. These links can be added to your Customer emails or added to your organization’s email templates.

* The Salesforce Lightning Experience supports [email management](https://help.salesforce.com/articleView?id=email_management_landing_page.htm\&type=0) and enables you to send email contacts, leads, and your own colleagues directly from your Person Account, Contact, Lead, or Case records.
* The Salesforce Lightning Experience supports [email templates ](https://help.salesforce.com/articleView?id=email_create_a_template.htm\&type=0)and includes the following features: rich text, merge fields, and attachments.

The Salesforce Lightning Experience also supports adding our [Salesforce scheduling buttons](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/introduction-to-salesforce-scheduling-buttons/ "Salesforce scheduling buttons") to your Salesforce organization. Salesforce scheduling buttons provide quick method to schedule on behalf of a Customer. Bookings made via this button are automatically added to the Salesforce record that the booking is scheduled from.

[Learn more about Salesforce scheduling buttons](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/introduction-to-salesforce-scheduling-buttons/ "Salesforce scheduling buttons")

# Salesforce record creation, update, and assignment rules

> The Salesforce setup process includes 5 steps: API connection, Installation, Field validation, Field mapping, and Creation rules.

The Salesforce setup process includes 5 steps: [API connection](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/connecting-salesforce-api-user/ "How to connect a Salesforce API User"), [Installation](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/installing-oncehub-connector-for-salesforce/ "How to install the ScheduleOnce connector for Salesforce"), [Field validation](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/handling-required-salesforce-fields-in-field-validation-step/ "Handling required Salesforce fields in the Field validation step"), [Field mapping](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/mapping-oncehub-fields-to-non-mandatory-salesforce-fields/ "Mapping ScheduleOnce fields to non-mandatory Salesforce fields"), and Creation rules.

In this article, you’ll learn about how to define the way Leads, Contacts, and Cases will be created, updated, and assigned in Salesforce when a booking is made.

## Requirements

[Section titled “Requirements”](#requirements)

To set up the OnceHub connector for Salesforce, you must:

* Be a OnceHub Administrator.
* Have an [active connection to your Salesforce API user](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/connecting-salesforce-api-user/ "How to connect a Salesforce API User").

You do not need an assigned product license to install and update Salesforce account settings.

## Accessing the Salesforce connector setup page

[Section titled “Accessing the Salesforce connector setup page”](#accessing-the-salesforce-connector-setup-page)

1. Click the gear icon located in the top-right corner of the page.
2. Select **Account Integrations** from the dropdown menu.
3. Filter for **CRM**.
4. Click on the **Salesforce (For Booking Pages)** tile.
5. Click the **Setup** button in the Salesforce box (Figure 1).

![](https://help.oncehub.com/_astro/1568296450680.CI9hH93k_ZzUtsX.webp)Figure 1: Salesforce setup

On the **Salesforce connector setup** page, select **Creation rules** (Figure 2).

![](https://help.oncehub.com/_astro/1568296576877.HbYUPiT0_2rKtzG.webp)Figure 2: Creation rules

## Lead records ![](https://help.oncehub.com/_astro/1568296995106.DlHewkol_Z1Y0EKx.webp)Figure 3: Lead records

[Section titled “Lead records Figure 3: Lead records”](#lead-records-figure-3-lead-records)

### Existing Leads

[Section titled “Existing Leads”](#existing-leads)

In this case, the Customer making the booking exists in Salesforce and is recognized based on their Lead Record ID or their email address.

* If you’re scheduling with existing Salesforce Leads only, you should use our [Personalized links (Salesforce ID)](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/using-personalized-links-salesforce-id/ "Using Personalized links (Salesforce ID)") in your [Salesforce email templates ](https://help.salesforce.com/articleView?id=email_create_a_template.htm\&type=5)and [Salesforce emails](https://help.salesforce.com/articleView?id=send_email_directly_from_crm_record.htm\&type=5) to automatically recognize the Lead based on their Salesforce Lead record ID. This allows you to [prepopulate the Booking form step with Salesforce data, or skip it altogether](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/prepopulate-or-skip-booking-form-step-in-salesforce-integration/ "Prepopulating or skipping the Booking form step in Salesforce integration").
* If you’re not sure that the Customer making the booking already exists in Salesforce, you should use the [General links](https://help.oncehub.com/scheduleonce/sharing-publishing/general-one-time-links/using-general-links/ "Using General links") to recognize the Customer based on their email address. When the Lead or Contact record is identified, it will be updated based on the option you have chosen in the Record creation and update rules.

When a booking is made, the options provided allow you to choose between:

* Overriding the existing Salesforce data with OnceHub data.
* Keeping the existing Salesforce data and only update empty fields.

You can also decide whether to keep the Salesforce ownership, assign the record to the OnceHub Booking page owner, or assign the record using [Salesforce active assignment rules](https://help.salesforce.com/articleView?id=creating_assignment_rules.htm\&type=5).

### New Leads

[Section titled “New Leads”](#new-leads)

In this case, the Customer making the booking does not exist in Salesforce. For this reason, you should use [General links](https://help.oncehub.com/scheduleonce/sharing-publishing/general-one-time-links/using-general-links/ "Using General links") when making bookings with prospects that may or may not exist in your Salesforce database.

When a booking is made, OnceHub creates a new Lead record in Salesforce and adds a new Salesforce Activity Event. You can decide whether to assign the Lead record to the OnceHub Booking page Owner or assign the Lead record using [Salesforce active assignment rules](https://help.salesforce.com/HTViewHelpDoc?id=creating_assignment_rules.htm\&language=en_US).

## Contact records

[Section titled “Contact records”](#contact-records)

![](https://help.oncehub.com/_astro/1568297092540.DtbUFSeB_Zjsjnr.webp)Figure 4: Contact records

### Existing Contacts

[Section titled “Existing Contacts”](#existing-contacts)

In this case, the Customer making the booking exists in Salesforce and is recognized based on the email address or Contact Record ID.

* If you’re scheduling with existing Salesforce Contacts only, you should use our [Personalized links (Salesforce ID)](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/using-personalized-links-salesforce-id/ "Using Personalized links (Salesforce ID)") in your [Salesforce email templates ](https://help.salesforce.com/articleView?id=email_create_a_template.htm\&type=5)and [Salesforce emails](https://help.salesforce.com/articleView?id=send_email_directly_from_crm_record.htm\&type=5) to automatically recognize the Contact based on their Salesforce Contact record ID. This allows you to [prepopulate the Booking form step with Salesforce data, or skip it altogether](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/prepopulate-or-skip-booking-form-step-in-salesforce-integration/ "Prepopulating or skipping the Booking form step in Salesforce integration").
* If you’re not sure that the Customer making the booking already exists in Salesforce, you should use the [General links](https://help.oncehub.com/scheduleonce/sharing-publishing/general-one-time-links/using-general-links/ "Using General links") to recognize the Customer based on their email address. When the Lead or Contact record is identified, it will be updated based on the option you have chosen in the Record creation and update step.

When a booking is made, the options provided allow you to choose between:

* Overriding the existing Salesforce data with OnceHub data.
* Keeping the existing Salesforce data and only update empty fields.

You can also decide whether to keep the Salesforce ownership or assign the record to the OnceHub Booking page owner.

### New Contacts

[Section titled “New Contacts”](#new-contacts)

In this case, the Customer making the booking does not exist in Salesforce and the Account may or may not exist in Salesforce. For this reason, you should use [General links](https://help.oncehub.com/scheduleonce/sharing-publishing/general-one-time-links/using-general-links/ "Using General links") when making bookings with prospects that may or may not exist in your Salesforce database.

When a booking is made, OnceHub creates a new Contact record in Salesforce, assigns the Contact to the OnceHub Booking page Owner, and adds a new Salesforce Activity Event.

Note

When an Account does not exist in Salesforce, it is always created based on OnceHub data.

## Case records

[Section titled “Case records”](#case-records)

![](https://help.oncehub.com/_astro/1568297552109.D74qCbAh_1dt9pY.webp)Figure 5: Case records

### Existing Cases

[Section titled “Existing Cases”](#existing-cases)

In this case, the Case exists in Salesforce and is recognized based on the Salesforce Case Record ID. You should use our [Personalized links (Salesforce ID)](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/using-personalized-links-salesforce-id/ "Using Personalized links (Salesforce ID)") in your [Salesforce email templates ](https://help.salesforce.com/articleView?id=email_create_a_template.htm\&type=5)and [Salesforce emails](https://help.salesforce.com/articleView?id=send_email_directly_from_crm_record.htm\&type=5) to automatically recognize the Case based on the Salesforce Case Record ID. This allows you to [prepopulate the booking form step with Salesforce data, or skip it altogether](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/prepopulate-or-skip-booking-form-step-in-salesforce-integration/ "Prepopulating or skipping the Booking form step in Salesforce integration").

When a booking is made, the options provided allow you to choose between:

* Overriding the existing Salesforce data with OnceHub data.
* Keeping the existing Salesforce data and only update empty fields.

You can also decide whether to keep the Salesforce ownership, assign the record to the OnceHub Booking page owner, or assign the record using [Salesforce active assignment rules](https://help.salesforce.com/articleView?id=creating_assignment_rules.htm\&type=5).

Note

The Contact is always updated based on the Record creation and update rules.

### New Cases

[Section titled “New Cases”](#new-cases)

In this case, the Case doesn’t exist in Salesforce and the Customer making the booking may or may not exist in Salesforce. For this reason, you should use [General links](https://help.oncehub.com/scheduleonce/sharing-publishing/general-one-time-links/using-general-links/ "Using General links") when making bookings with prospects that may or may not exist in your Salesforce database.

When a booking is made, OnceHub creates a new Case record in Salesforce and adds a new Salesforce Event upon booking. You can decide whether to assign the Case record to the OnceHub Booking page Owner or assign the Case record using Salesforce active assignment rules.

Note

The Contact is always updated based on the Record creation and update rules.

# Salesforce scheduling buttons for Contacts, Leads and Cases

> Salesforce scheduling buttons provide a quick method to schedule on behalf of a Customer. Bookings made via these buttons are automatically added to the Sale...

[Salesforce scheduling buttons](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/introduction-to-salesforce-scheduling-buttons/ "Salesforce scheduling buttons") provide a quick method to schedule on behalf of a Customer. Bookings made via these buttons are automatically added to the Salesforce record that the booking is scheduled from.

Salesforce scheduling buttons can be configured to [prepopulate the booking form, or skip it altogether](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/prepopulate-or-skip-booking-form-step-in-salesforce-integration/ "Prepopulating or skipping the Booking form step in Salesforce integration"). This is enabled by the [optional mapping step in the Salesforce setup wizard](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/mapping-oncehub-fields-to-non-mandatory-salesforce-fields/ "Mapping ScheduleOnce fields to non-mandatory Salesforce fields"), where you can define the mapping between Salesforce record fields and OnceHub Booking form fields.

![](https://help.oncehub.com/_astro/1567077538270.COSFkvkW_1TTe3v.webp)Figure 1: Salesforce scheduling buttons

In this article, you’ll learn how to create a Salesforce schedule button and add it to the **Lead**, **Contact** or **Case** Page Layouts in Salesforce.

## Requirements

[Section titled “Requirements”](#requirements)

To add a button to the **Lead**, **Contact**, or **Case** Page Layouts in Salesforce, you will need the following:

* A Salesforce Administrator for your organization.
* [A completed Salesforce connector setup in OnceHub](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/connecting-salesforce-api-user/ "How to connect a Salesforce API User").
* [A OnceHub User connected to Salesforce](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/connecting-to-salesforce/ "Connecting to Salesforce").

## Creating a button in Salesforce

[Section titled “Creating a button in Salesforce”](#creating-a-button-in-salesforce)

1. Sign in to Salesforce as your [API User](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/connecting-salesforce-api-user/ "How to connect a Salesforce API User").

2. Go to the **Setup** page.

3. In the **Platform Tools** section, go to **Objects and Fields → Object Manager** (Figure 2). ![](https://help.oncehub.com/_astro/1567090296122.dWykdIXE_2cYGdB.webp)Figure 2: Object Manager in the Objects and Fields menu

4. In the **Object Manager** list, select the **Lead**, **Contact**, or **Case** object depending on which one you want to create a button for (Figure 3). ![](https://help.oncehub.com/_astro/1567090640217.BHjrTlT5_Z1UTVJa.webp)Figure 3: Lead in the Object Manager list

5. Select **Buttons, Links, and Actions → New Button or Link** (Figure 4). ![](https://help.oncehub.com/_astro/1567090758653.Duvx7NXF_Z8mhTN.webp)Figure 4: New Button or Link

6. In the **New Button or Link** pane, enter the following information (Figure 5):

   * **Label:** This is the text that will be displayed on the button.
   * **Name:** Enter a unique name for the button.
   * **Description:** Enter a description for the button.
   * **Display Type:** Select **Detail Page Button**.
   * **Behavior:** Select **Display in new window**.
   * **Content Source:** Select **URL**. ![](https://help.oncehub.com/_astro/1567169919772.Ccu0YvjB_Z1fnHuD.webp)Figure 5: New Button or Link pane

7. Copy the following link and paste it in the large text box (Figure 6).

   ```plaintext
   https://go.oncehub.com/EXAMPLEBOOKINGPAGE?soSkip=1&sosfLeadId={!Lead.Id}&sosfContactId={!Contact.Id}&sosfCaseId={!Case.Id}
   ```

   ![](https://help.oncehub.com/_astro/1567169813401.YWOnzidx_Z2bRaen.webp)Figure 6: Paste link in the large text box

8. Replace the placeholder URL (Figure 7) with the [Public link](https://help.oncehub.com/scheduleonce/sharing-publishing/general-one-time-links/using-general-links/ "Using General links") of the Booking page or Master page that you want to use for the new button. You can find the Public link in the [Booking page Overview section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-pages-overview/ "Booking page: Overview section") or [Master page Overview section](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-pages-overview/ "Master page: Overview section"). ![](https://help.oncehub.com/_astro/1567171143744.B_7_fJzI_bHW5v.webp)Figure 7: Placeholder URL text For example, if you want to create a button for a Booking page with the Public link *<https://go.oncehub.com/danafisher>*, your finished link would be: *[https://go.oncehub.com/danafisher?soSkip=1\&sosfLeadId=\`{!Lead.Id}\`\\\&sosfContactId=\`{!Contact.Id}\`\\\&sosfCaseId=\`{!Case.Id}\`](https://go.oncehub.com/danafisher?soSkip=1\&sosfLeadId=%60%7B!Lead.Id%7D%60%5C\&sosfContactId=%60%7B!Contact.Id%7D%60%5C\&sosfCaseId=%60%7B!Case.Id%7D%60)*

9. Click **Save.**

## Adding a button to Salesforce Page Layouts

[Section titled “Adding a button to Salesforce Page Layouts”](#adding-a-button-to-salesforce-page-layouts)

The next step is to add the new button you created to the relevant [Salesforce Page Layout](https://help.salesforce.com/articleView?id=customize_layout.htm\&type=5).

Note

Page Layouts control which buttons are visible. If you want to display your custom buttons only to specific Salesforce Users, you can assign your Page Layouts to specific Users. [Learn more about assigning Page Layouts to Profiles](https://help.salesforce.com/HTViewHelpDoc?id=customize_layoutassign.htm\&language=en_US)

1. In the **Lead**, **Contact**, or **Case** page, click **Page Layouts** and then select the Layout you want to add a button to (Figure 8). ![](https://help.oncehub.com/_astro/1567173683738.DiOkc1if_Vmz9B.webp)Figure 8: Page Layouts
2. In the Lead Layout editor, select **Mobile & Lightning Actions** (Figure 9). ![](https://help.oncehub.com/_astro/1567174590469.B5ULCF31_ZcflG6.webp)Figure 9: Mobile and Lightning Actions
3. Click and drag the button that you want to add to the **Salesforce Mobile and Lightning Experience Actions** section (Figure 10). ![](https://help.oncehub.com/_astro/1567174925180.DERvidn3_ndR9E.webp)Figure 10: Add button to Salesforce Mobile and Lightning Experience Actions section
4. Click **Save**.

You’re all set! Your button is now ready to use on your **Lead**, **Contact**, or **Case** pages.

# Salesforce scheduling buttons for Opportunities

> Salesforce scheduling buttons provide a quick method to schedule on behalf of a Customer. A schedule button on the Opportunity record allows quick scheduling...

[Salesforce scheduling buttons](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/introduction-to-salesforce-scheduling-buttons/ "Salesforce scheduling buttons") provide a quick method to schedule on behalf of a Customer. A schedule button on the Opportunity record allows quick scheduling with the Opportunity’s related Contact record. Bookings made via these buttons are automatically added to the Salesforce record that the booking is scheduled from.

Salesforce scheduling buttons can be configured to [prepopulate the booking form, or skip it altogether](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/prepopulate-or-skip-booking-form-step-in-salesforce-integration/ "Prepopulating or skipping the Booking form step in Salesforce integration"). This is enabled by the [optional mapping step in the Salesforce setup wizard](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/mapping-oncehub-fields-to-non-mandatory-salesforce-fields/ "Mapping ScheduleOnce fields to non-mandatory Salesforce fields"), where you can define the mapping between Salesforce record fields and OnceHub Booking form fields.

![](https://help.oncehub.com/_astro/1567504761394.B9VFJQ8H_1xnbaz.webp)Figure 1: Schedule with related Contact button

In this article, you’ll learn how to add the **Schedule with related Contact** button to the Opportunity record Page Layouts in Salesforce.

## Requirements

[Section titled “Requirements”](#requirements)

To add the **Schedule with related Contact** button to the Opportunity Page layouts in Salesforce, you will need:

* A Salesforce Administrator for your organization.
* [A completed Salesforce connector setup in OnceHub](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/connecting-salesforce-api-user/ "How to connect a Salesforce API User").
* [A OnceHub User connected to Salesforce](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/connecting-to-salesforce/ "Connecting to Salesforce").

## Creating a Contact Lookup field

[Section titled “Creating a Contact Lookup field”](#creating-a-contact-lookup-field)

First, we will add a Lookup custom field to the Opportunity record.

1. Sign in to Salesforce as your [API User](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/connecting-salesforce-api-user/ "How to connect a Salesforce API User").

2. Go to the **Setup** page.

3. In the **Platform Tools** section, go to **Objects and Fields → Object Manager** (Figure 2). ![](https://help.oncehub.com/_astro/1567090296122.dWykdIXE_2cYGdB.webp)Figure 2: Object Manager in the Objects and Fields menu

4. In the **Object Manager** list, select the **Opportunity** object (Figure 3). ![](https://help.oncehub.com/_astro/1567499089104.si4n69NK_2jMviO.webp)Figure 3: Opportunity in the Object Manager list

5. Select **Field & Relationships → New** (Figure 4). ![](https://help.oncehub.com/_astro/1567499170907.XSR3o8QR_Z13JRW.webp)Figure 4: Fields & Relationships

6. In the **New** **Custom Field** pane, select **Lookup Relationship** and **Next** (Figure 5). ![](https://help.oncehub.com/_astro/1567499651359.fkV2nFHI_2nbO81.webp)Figure 5: New Custom Field—Step 1

7. In the **Related to** drop-down menu, select **Contact**.

8. Click **Next**.

9. Enter a label and name for the Lookup field, then click **Next** (Figure 6).

   * Field Label: **Contact**
   * Field Name: **Contact\_ID** **![](https://help.oncehub.com/_astro/1567499576191.C6p3UYco_2rbeJK.webp)Figure 6: New Relationship**

10. In Step 4 and Step 5, click **Next**.

11. In Step 6, click **Save**.

## Creating a button in Salesforce

[Section titled “Creating a button in Salesforce”](#creating-a-button-in-salesforce)

Now you can create the button to add to the Opportunity Page Layout. The button will retrieve the Contact ID from the custom Contact Lookup field. When clicked, you will be able to make a booking on behalf of the Contact added to that Opportunity.

Note

You can also follow the steps below for Custom objects. In this case, the button and the custom Lookup field should be added to a Custom object instead of the Opportunity Page Layout.

1. Go to the **Setup** page.

2. In the **Platform Tools** section, go to **Objects and Fields → Object Manager**.

3. Select the **Opportunity** object.

4. Select **Buttons, Links, and Actions → New Button or Link** (Figure 7). ![](https://help.oncehub.com/_astro/1567496662025.2sBwAiI-_1zjDig.webp)Figure 7: New Button or Link

5. In the **New Button or Link** pane, enter the following information:

   * Label: **Schedule with related Contact**
   * Name: **Schedule\_with\_related\_Contact**
   * Description: **This button allows you to schedule meetings on behalf of the Contact related to this Opportunity record.**
   * Display Type: **Detail Page Button**
   * Behavior: **Display in new window**
   * Content Source: **URL**

6. Copy the following link and paste it in the large text box (Figure 8).

   ```plaintext
   https://go.oncehub.com/EXAMPLEBOOKINGPAGE?so&Skip=1&sfLeadId={!Lead.Id}&sfContactId={!Opportunity.Contact_IDid__c}&sfCaseId={!Case.Id}
   ```

   ![](https://help.oncehub.com/_astro/1567504452245.C1gdaQCh_Zx2MeE.webp)Figure 8: Paste link in the large text box

7. Replace the placeholder URL (Figure 9) with the [Public link](https://help.oncehub.com/scheduleonce/sharing-publishing/general-one-time-links/using-general-links/ "Using General links") of the Booking page or Master page that you want to use for the new button. You can find the Public link in the [Booking page Overview section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-pages-overview/ "Booking page: Overview section") or [Master page Overview section](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-pages-overview/ "Master page: Overview section"). ![](https://help.oncehub.com/_astro/1567504561201.D2Oo_kOa_1wdLxY.webp)Figure 9: Placeholder URL text For example, if you want to create a button for a Booking page with the Public link *<https://go.oncehub.com/danafisher>*, your finished link would be: *[https://go.oncehub.com/danafisher?soSkip=1\&sosfLeadId=\`{!Lead.Id}\`\\\&sosfContactId=\`{!Opportunity.Contact\_IDid\_\_c}\`\\\&sosfCaseId=\`{!Case.Id}\`](https://go.oncehub.com/danafisher?soSkip=1\&sosfLeadId=%60%7B!Lead.Id%7D%60%5C\&sosfContactId=%60%7B!Opportunity.Contact_IDid__c%7D%60%5C\&sosfCaseId=%60%7B!Case.Id%7D%60)*

8. Click **Save.**

## Adding a button to Salesforce Page Layouts

[Section titled “Adding a button to Salesforce Page Layouts”](#adding-a-button-to-salesforce-page-layouts)

The next step is to add the new button you’ve created [](https://help.salesforce.com/articleView?id=customize_layout.htm\&type=5)to the relevant Salesforce Opportunity Page Layouts.

Note

Page Layouts control which buttons are visible. If you want to display the buttons only to specific Salesforce Users, you can assign your Page Layouts to specific Users. [Learn more about assigning Page Layouts to Profiles](https://help.salesforce.com/articleView?id=customize_layoutassign.htm\&type=5)

1. In **Opportunities**, click **Page Layouts** and then select the Layout you want to add a button to (Figure 10). ![](https://help.oncehub.com/_astro/1567500191442.bEPGkEyV_Z2o6NpV.webp)Figure 10: Page Layouts
2. In the Opportunity Layout editor, select **Mobile & Lightning Actions** (Figure 11). ![](https://help.oncehub.com/_astro/1567500328380.BMstiqDp_Z1gmv21.webp)Figure 11: Mobile & Lightning Actions
3. Click and drag the **Schedule with related Contact** button to the **Salesforce Mobile and Lightning Experience Actions** section (Figure 12). ![](https://help.oncehub.com/_astro/1567500475658.CBnbMQpz_rbhrd.webp)Figure 12: Add button to Salesforce Mobile and Lightning Experience Actions section
4. Click **Save**.

You’re all set! Your button is now ready to use on your Opportunity pages.

# Salesforce scheduling buttons for Person Accounts

> Salesforce scheduling buttons for Person Accounts provide a quick method to schedule on behalf of a Customer.

[Salesforce scheduling buttons](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/introduction-to-salesforce-scheduling-buttons/ "Salesforce scheduling buttons") for [Person Accounts](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/working-with-salesforce-person-accounts/ "Working with Salesforce Person accounts") provide a quick method to schedule on behalf of a Customer. A schedule button on the Person Account record allows quick scheduling with the Person Account’s related Contact record. Bookings made via these buttons are automatically added to the Salesforce record that the booking is scheduled from.

Salesforce scheduling buttons can be configured to [prepopulate the booking form, or skip it altogether](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/prepopulate-or-skip-booking-form-step-in-salesforce-integration/ "Prepopulating or skipping the Booking form step in Salesforce integration"). This is enabled by the [optional mapping step in the Salesforce setup wizard](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/mapping-oncehub-fields-to-non-mandatory-salesforce-fields/ "Mapping ScheduleOnce fields to non-mandatory Salesforce fields"), where you can define the mapping between Salesforce record fields and OnceHub Booking form fields.

In this article, you will learn how to add the **Schedule with Me** button to the [Person Account Page Layouts](https://resources.docs.salesforce.com/198/16/en-us/sfdc/pdf/salesforce_B2C_implementation_guide.pdf) in Salesforce.

## Requirements

[Section titled “Requirements”](#requirements)

To add the **Schedule with Me** button to the Person Account Page Layouts in Salesforce, you will need:

* A Salesforce Administrator for your organization.
* [A completed Salesforce connector setup in OnceHub](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/connecting-salesforce-api-user/ "How to connect a Salesforce API User").
* [A OnceHub User connected to Salesforce](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/connecting-to-salesforce/ "Connecting to Salesforce").

## Creating a Contact Lookup field

[Section titled “Creating a Contact Lookup field”](#creating-a-contact-lookup-field)

First, we will add a custom Lookup field to the Person Account record.

1. Sign in to Salesforce as your [API user](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/connecting-salesforce-api-user/ "How to connect a Salesforce API User").

2. Go to the **Setup** page.

3. In the **Platform Tools** section, go to **Objects and Fields → Object Manager** (Figure 1). ![](https://help.oncehub.com/_astro/1567090296122.dWykdIXE_2cYGdB.webp)Figure 1: Object Manager in the Objects and Fields menu

4. In the **Object Manager** list, select the **Account** object (Figure 2). ![](https://help.oncehub.com/_astro/1568022895170.Dqvkd38i_8iJbB.webp)Figure 2: Account object in the Object Manager list

5. Select **Field & Relationships → New** (Figure 3). ![](https://help.oncehub.com/_astro/1568023026091.CMQGDm0o_ZRQ9hj.webp)Figure 3: Fields & Relationships

6. In the **New** **Custom Field** pane, select **Lookup Relationship** and click **Next** (Figure 4). ![](https://help.oncehub.com/_astro/1568023156181.kYYqNKBE_Zeik4k.webp)Figure 4: Lookup Relationship

7. In the **Related to** drop-down, select **Contact**.

8. Click **Next**.

9. Enter a label and name for the Lookup field, then click **Next** (Figure 5).

   * Field Label: **Contact**
   * Field Name: **Contact\_ID** **![](https://help.oncehub.com/_astro/1567499576191.C6p3UYco_2rbeJK.webp)Figure 5: New Relationship**

10. In Step 4 and Step 5, click **Next**.

11. In Step 6, click **Save**.

## Creating a button in Salesforce

[Section titled “Creating a button in Salesforce”](#creating-a-button-in-salesforce)

Now you can create the button to add to the Person Accounts Page Layout. The button will retrieve the Contact ID from the custom Contact Lookup field. When clicked, you will be able to make a booking on behalf of the Contact added to that Person Account.

Note

You can also follow the steps below for Custom objects. In this case, the button and the custom Lookup field should be added to a Custom object instead of the Person Account Page Layout.

1. Go to the **Setup** page.

2. In the **Platform Tools** section, go to **Objects and Fields → Object Manager**.

3. Select the **Account** object.

4. Select **Buttons, Links, and Actions → New Button or Link** (Figure 6). ![](https://help.oncehub.com/_astro/1568024689776.BjfOcy7F_1bs95o.webp)Figure 6: New Button or Link

5. In the **New Button or Link** pane, enter the following information:

   * Label: **Schedule with related Contact**
   * Name: **Schedule\_with\_related\_Contact**
   * Description: **This button allows you to schedule meetings on behalf of the Contact related to this Person Account record.**
   * Display Type: **Detail Page Button**
   * Behavior: **Display in new window**
   * Content Source: **URL**

6. Copy the following link and paste it in the large text box (Figure 7).

   ```plaintext
   https://go.oncehub.com/EXAMPLEBOOKINGPAGE?so&Skip=1&sfLeadId={!Lead.Id}&sfContactId={!Account.Contact_IDid__c}&sfCaseId={!Case.Id}
   ```

   ![](https://help.oncehub.com/_astro/1568033990873.Begugciu_Z27VjoP.webp)Figure 7: Paste link in the large text box

7. Replace the placeholder URL (Figure 8) with the [Public link](https://help.oncehub.com/scheduleonce/sharing-publishing/general-one-time-links/using-general-links/ "Using General links") of the Booking page or Master page that you want to use for the new button. You can find the Public link in the [Booking page Overview section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-pages-overview/ "Booking page: Overview section") or [Master page Overview section](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-pages-overview/ "Master page: Overview section"). ![](https://help.oncehub.com/_astro/1568034053872.DagGkbXK_ZQPdQ2.webp)Figure 8: Placeholder URL text For example, if you want to create a button for a Booking page with the Public link *<https://go.oncehub.com/danafisher>*, your finished link would be: *[https://go.oncehub.com/danafisher?soSkip=1\&sosfLeadId=\`{!Lead.Id}\`\\\&sosfContactId=\`{!Account.Contact\_IDid\_\_c}\`\\\&sosfCaseId=\`{!Case.Id}\`](https://go.oncehub.com/danafisher?soSkip=1\&sosfLeadId=%60%7B!Lead.Id%7D%60%5C\&sosfContactId=%60%7B!Account.Contact_IDid__c%7D%60%5C\&sosfCaseId=%60%7B!Case.Id%7D%60)*

8. Click **Save.**

## Adding a button to Salesforce Page Layouts

[Section titled “Adding a button to Salesforce Page Layouts”](#adding-a-button-to-salesforce-page-layouts)

The next step is to add the new button you created [](https://help.salesforce.com/articleView?id=customize_layout.htm\&type=5)to the Person Accounts Page Layout. The button will retrieve the Contact ID from the custom Contact Lookup field. When clicked, you will be able to make a booking on behalf of the Contact added to that Person Account.

Note

Page Layouts control which buttons are visible. If you want to display the buttons only to specific Salesforce Users, you can assign your Page Layouts to specific Users. [Learn more about assigning Page Layouts to Profiles](https://help.salesforce.com/HTViewHelpDoc?id=customize_layoutassign.htm\&language=en_US)

1. Go to the **Setup** page.
2. Enter **Person Accounts** in the Quick Find box.
3. Select **Page Layouts**.
4. In the Layout editor, select **Mobile & Lightning Actions**.
5. Click and drag the **Schedule with related Contact** button to the **Salesforce Mobile and Lightning Experience Actions** section.
6. Click **Save**.

# Supported and non-supported field types in the Salesforce integration

> In this article, you'll learn about all of the supported and non-supported field types in our Salesforce integration.

In this article, you’ll learn about all of the supported and non-supported field types in our [Salesforce integration](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/salesforce-integration/ "The ScheduleOnce connector for Salesforce").

## Field validation and Field mapping

[Section titled “Field validation and Field mapping”](#field-validation-and-field-mapping)

In the [Field validation step of the Salesforce setup process](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/handling-required-salesforce-fields-in-field-validation-step/ "Handling required Salesforce fields in the Field validation step"), you must map OnceHub fields to [Salesforce universally required fields](https://help.salesforce.com/articleView?id=fields_about_universally_required_fields.htm\&type=5). All supported and non-supported Salesforce fields that do not have a default value in your Salesforce organization will be shown. When you choose to assign a OnceHub field to a Salesforce field, only OnceHub fields that are supported by the integration will be shown in the Available fields list.

In the [Field mapping step of the Salesforce setup process](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/mapping-oncehub-fields-to-non-mandatory-salesforce-fields/ "Mapping ScheduleOnce fields to non-mandatory Salesforce fields"), you can map OnceHub fields to additional Salesforce fields. Only fields that are supported by the integration will be shown. Non-supported fields will not be included in the Salesforce or OnceHub field lists.

## OnceHub fields

[Section titled “OnceHub fields”](#oncehub-fields)

### Supported OnceHub field types

[Section titled “Supported OnceHub field types”](#supported-oncehub-field-types)

Our Salesforce integration supports all OnceHub field types except for checkboxes. This means that most OnceHub [System fields](https://help.oncehub.com/scheduleonce/customization-branding/booking-forms-editor/editing-system-fields/ "Editing System fields") and [Custom fields](https://help.oncehub.com/scheduleonce/customization-branding/booking-forms-editor/creating-and-editing-custom-fields/ "Creating and editing Custom fields") can be mapped to Salesforce fields in both the [Field validation step](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/handling-required-salesforce-fields-in-field-validation-step/ "Handling required Salesforce fields in the Field validation step") and the [Field mapping step](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/mapping-oncehub-fields-to-non-mandatory-salesforce-fields/ "Mapping ScheduleOnce fields to non-mandatory Salesforce fields") of the Salesforce setup process.

### Non-supported OnceHub field types

[Section titled “Non-supported OnceHub field types”](#non-supported-oncehub-field-types)

The only non-supported OnceHub field type is the checkbox. Any checkbox Custom fields that you are using in your Booking forms cannot be mapped to Salesforce fields.

The checkbox field type will not appear in either the Field validation step or Field mapping step of the Salesforce setup process.

## Salesforce fields

[Section titled “Salesforce fields”](#salesforce-fields)

### Supported Salesforce field types

[Section titled “Supported Salesforce field types”](#supported-salesforce-field-types)

The Salesforce integration supports most Salesforce field types. Below are the supported Salesforce field types that can accept data from OnceHub:

| **Salesforce field types** | **Salesforce description**                                                                                                                                                                                                                                                  |
| -------------------------- | --------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| Currency                   | Allows Users to enter a dollar or other currency amount and automatically formats the field as a currency amount. This can be useful if you export data to Excel or another spreadsheet.                                                                                    |
| Date                       | Allows Users to enter a date, or pick a date from a pop-up calendar.                                                                                                                                                                                                        |
| Date/Time                  | Allows Users to enter a date and time, or pick a date from a pop-up calendar. When Users click a date in the pop-up, that date and the current time are entered into the Date/Time field.                                                                                   |
| Email                      | Allows Users to enter an email address, which is validated to ensure that it’s in the proper format. If this field is specified for a contact or lead, Users can choose the address when sending an email. Note that custom email addresses cannot be used for mass emails. |
| Geolocation                | Allows Users to define locations. Includes latitude and longitude components, and can be used to calculate distance.                                                                                                                                                        |
| Number                     | Allows Users to enter any number. Leading zeros are removed.                                                                                                                                                                                                                |
| Percent                    | Allows Users to enter a percentage number, such as “10”, and automatically adds the percent sign to the number.                                                                                                                                                             |
| Phone                      | Allows Users to enter any phone number. Automatically formats it as a phone number.                                                                                                                                                                                         |
| Picklist                   | Allows Users to select a value from a list you define.                                                                                                                                                                                                                      |
| Text                       | Allows Users to enter any combination of letters and numbers.                                                                                                                                                                                                               |
| Text Area                  | Allows Users to enter up to 255 characters on separate lines.                                                                                                                                                                                                               |
| Text Area (Long)           | Allows Users to enter up to 131,072 characters on separate lines.                                                                                                                                                                                                           |
| Text Area (Rich)           | Allows Users to enter formatted text, add images, and add links. Up to 131,072 characters on separate lines.                                                                                                                                                                |
| URL                        | Allows Users to enter any valid website address. When Users click on the field, the URL will open in a separate browser window.                                                                                                                                             |

**Salesforce picklist fields types** can be mapped to OnceHub fields in the [Field mapping step](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/mapping-oncehub-fields-to-non-mandatory-salesforce-fields/ "Mapping ScheduleOnce fields to non-mandatory Salesforce fields"). In Salesforce, the Salesforce picklist should include the mapped OnceHub field value. In addition, we recommend that you uncheck the **Strictly enforce picklist values** checkbox in the Salesforce picklist. This will enable Customers to make a booking even when the OnceHub value does not match the Salesforce picklist value. In this case, OnceHub will add the value to the Salesforce picklist.

**Salesforce checkbox field types** always have a default value set in Salesforce and will never appear in the Required mapping of the Salesforce connector. You can configure [Salesforce workflow rules](https://help.salesforce.com/apex/HTViewHelpDoc?id=creating_workflow_rules.htm\&language=en_US) if you want to add an additional layer of Salesforce fields update logic. [Learn more about Using Salesforce workflow rules to update fields based on OnceHub data](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/using-salesforce-workflow-rules-to-update-fields-based-on-oncehub-data/ "Using Salesforce workflow rules to update fields based on ScheduleOnce data")

### Non-supported Salesforce field types

[Section titled “Non-supported Salesforce field types”](#non-supported-salesforce-field-types)

Non-supported Salesforce field types will not be able to accept data from OnceHub and will not appear in the [Field mapping step](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/mapping-oncehub-fields-to-non-mandatory-salesforce-fields/ "Mapping ScheduleOnce fields to non-mandatory Salesforce fields") of the Salesforce setup process.

In the [Field validation step](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/handling-required-salesforce-fields-in-field-validation-step/ "Handling required Salesforce fields in the Field validation step"), non-supported Salesforce field types that are universally required fields and do not have a default value set in Salesforce will be indicated. When a booking is made and a universally required field in Salesforce has not been mapped to a field in OnceHub, a Field validation error will be detected. OnceHub will pass a default value to the field in Salesforce until you resolve the Field validation error. [Learn more about default values for universally required fields](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/handling-required-salesforce-fields-in-field-validation-step/ "Handling required Salesforce fields in the Field validation step")

Alternatively, you can set these fields as **Required** on the Page Layout only, which means they would only be Required fields for manual entry and not for the API. [Learn more about Salesforce Page Layouts](https://help.salesforce.com/HTViewHelpDoc?id=customize_layoutoverview.htm\&language=en_US)

| **Salesforce field type**    | **Salesforce description**                                                                                                                                                                                              |
| ---------------------------- | ----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| Lookup Relationship          | Creates a relationship that links this object to another object. The relationship field allows Users to click on a Lookup icon to select a value from a list. The other object is the source of the values in the list. |
| External Lookup Relationship | Creates a relationship that links this object to an external object whose data is stored in an external data source.                                                                                                    |
| Checkbox                     | Allows Users to select a True (checked) or False (unchecked) value.                                                                                                                                                     |
| Picklist (Multi-Select)      | Allows Users to select multiple values from a list you define.                                                                                                                                                          |
| Text (Encrypted)             | Allows Users to enter any combination of letters and numbers and store them in an encrypted form.                                                                                                                       |

### Non-supported Salesforce Event standard fields

[Section titled “Non-supported Salesforce Event standard fields”](#non-supported-salesforce-event-standard-fields)

The following Activity Event Standard fields are not supported and will not appear in the [Field mapping step](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/mapping-oncehub-fields-to-non-mandatory-salesforce-fields/ "Mapping ScheduleOnce fields to non-mandatory Salesforce fields") of the Salesforce setup process.

| **Salesforce field label** | **Salesforce field name** | **Salesforce field type** |
| -------------------------- | ------------------------- | ------------------------- |
| Start                      | StartDateTime             | Date/Time                 |
| End                        | EndDateTime               | Date/Time                 |

If you’re still having problems, please [contact us](https://help.oncehub.com/contact-us/) and we will be happy to assist you.

# Using Personalized links (Salesforce ID)

> When you schedule with existing Salesforce Leads, Contacts, Person Accounts, or Case records, you can use our Personalized links (Salesforce ID) in your Sale...

When you schedule with existing Salesforce Leads, Contacts, Person Accounts, or Case records, you can use our **Personalized links (Salesforce ID)** in your [Salesforce scheduling buttons](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/introduction-to-salesforce-scheduling-buttons/ "Salesforce scheduling buttons") [Salesforce email templates](https://help.salesforce.com/articleView?id=email_create_a_template.htm\&type=5) and [Salesforce emails](https://help.salesforce.com/articleView?id=send_email_directly_from_crm_record.htm\&type=5). Your Customers will be automatically recognized based on their Salesforce Record ID.

In this article, you’ll learn about using Personalized links (Salesforce ID).

## Key benefits of using Personalized links (Salesforce ID)

[Section titled “Key benefits of using Personalized links (Salesforce ID)”](#key-benefits-of-using-personalized-links-salesforce-id)

Recognizing a Customer by their Record ID provides two key benefits:

* On the User side, it allows you to update the correct record, eliminating any chance of updating the wrong record.
* On the Customer side, it allows you to [prepopulate the Booking form step with Salesforce record data or completely skip the Booking form step](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/prepopulate-or-skip-booking-form-step-in-salesforce-integration/ "How to prepopulate or skip the Booking form step in Salesforce integration"). This eliminates the need to ask Customers for information you already have, improving conversion rates and moving leads through the funnel faster.

**Personalized links (Salesforce ID)** are available for [Booking pages](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages") and [Master pages](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/introduction-to-master-pages/ "Introduction to Master pages").

* When you work with Booking pages, **Personalized links (Salesforce ID)** will be available only for Booking pages owned by [Users connected to Salesforce](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/connecting-salesforce-api-user/ "How to connect a Salesforce API User").
* When you work with Master pages, **Personalized links (Salesforce ID)** will always be available to you. However, Booking pages owned by Users who are not connected to Salesforce will work as [General links](https://help.oncehub.com/scheduleonce/sharing-publishing/general-one-time-links/using-general-links/ "Using General links").

Note

For security and privacy reasons, using CRM record IDs to skip or prepopulate the Booking form is not compatible with [collecting data from an embedded Booking page](https://help.oncehub.com/scheduleonce/developers/client-side-api/embedded-booking-calendar-events/ "Embedded booking events") or [redirecting booking confirmation data](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-forms-redirect/automatic-redirect/ "Automatic redirect").

## Creating a Personalized link (Salesforce ID)

[Section titled “Creating a Personalized link (Salesforce ID)”](#creating-a-personalized-link-salesforce-id)

Note

To use data from a database in a prepopulated Booking form, you must be [connected to Salesforce](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/salesforce-integration/ "The ScheduleOnce connector for Salesforce").

1. Log into OnceHub, hover over the lefthand menu. and go to the Booking pages icon → hover over the lefthand sidebar → **Share & Publish**, where you can access the **Mail merge** tab.

2. Select the relevant Booking page or Master page.

3. Under **Merging customer data**, select the **Personalized links (Salesforce ID)** (Figure 1). ![](https://help.oncehub.com/_astro/screen-shot-2020-02-06-at-104654-am.BrcmarJO_ZcfFDO.webp)

4. In the **Booking form** step, you can select one of the two options below:

   * **Skip the Booking form:** Skipping the OnceHub Booking form helps you maximize your booking conversions and provides your Customers with a quicker booking process.
   * **Prepopulate the Booking form:** The Booking form works in private mode. In this mode, prepopulated data can’t be viewed or edited by the Customer before submission. The prepopulated data used in the Booking is indicated as a checklist and the Customer can provide additional information if required. [Learn more about prepopulated Booking forms](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-forms-redirect/prepopulated-booking-forms/ "Prepopulated Booking forms")

5. Click **Copy link** to copy the Personalized link to your clipboard (Figure 3). You can now paste the link into your [Salesforce email templates](https://help.salesforce.com/articleView?id=email_create_a_template.htm\&type=5) and [Salesforce emails](https://help.salesforce.com/articleView?id=send_email_directly_from_crm_record.htm\&type=5).

# Using Salesforce IDs to Identify Customers during booking

> When scheduling with existing Salesforce records, you can use the Salesforce Lead ID, Contact ID, Person Account ID, or Case Record ID to identify Customers ...

When scheduling with existing Salesforce records, you can use the Salesforce Lead ID, Contact ID, [Person Account](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/working-with-salesforce-person-accounts/ "Working with Salesforce Person accounts") ID, or Case Record ID to identify Customers during the booking process.

Recognizing the Customer by their Record ID provides two key benefits:

* On the User side, it allows you to update the correct record, eliminating any chance of updating the wrong record.
* On the Customer side, it allows you to [prepopulate the Booking form step with Salesforce record data or completely skip the Booking form step](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/prepopulate-or-skip-booking-form-step-in-salesforce-integration/ "How to prepopulate or skip the Booking form step in Salesforce integration"). This eliminates the need to ask Customers for information you already have, improving conversion rates and moving leads through the funnel faster.

The Salesforce Record ID can be used in the following scenarios:

* You can use the Salesforce Record ID in our [Personalized links (Salesforce ID)](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/using-personalized-links-salesforce-id/ "Using personalized links (Salesforce ID)") to identify your Customers in your [Salesforce email templates](https://help.salesforce.com/articleView?id=email_create_a_template.htm\&type=5) or [Salesforce emails](https://help.salesforce.com/articleView?id=send_email_directly_from_crm_record.htm\&type=5).
* You can use the Salesforce Record ID in [Salesforce scheduling buttons](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/introduction-to-salesforce-scheduling-buttons/ "Introduction to Salesforce scheduling buttons").
* You can use the Salesforce Record ID to personalize scheduling on landing pages used in your email marketing campaigns. [Learn more about using Salesforce Record ID to personalize scheduling in landing pages](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/personalizing-scheduling-on-landing-pages-with-salesforce-ids/ "Using the Salesforce Record ID to personalize scheduling in landing pages")

# Using Salesforce Workflow Rules to update fields based on OnceHub data

> The OnceHub connector for Salesforce allows you to map any OnceHub System field or Custom field to Salesforce fields.

The OnceHub connector for Salesforce allows you to map any OnceHub System field or Custom field to Salesforce fields. If you want to add an additional layer of Salesforce fields update logic, you can [create Salesforce Workflow Rules](https://help.salesforce.com/articleView?id=workflow_rules_new.htm\&type=5).

In this article, you’ll learn how to create Workflow Rules based on OnceHub data. We’ll use a sample scenario in which you update the **Lead: Event Booked** **checkbox** and the **Lead: Lead Status picklist** when a Customer makes a booking or reschedules a booking.

## Requirements

[Section titled “Requirements”](#requirements)

To update Salesforce fields when the Customer schedules or reschedules an event, you will need:

* A OnceHub Administrator.
* A Salesforce Administrator for your organization.
* [An active connection to your Salesforce API User](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/connecting-salesforce-api-user/ "How to connect a Salesforce API User").

Let’s assume that the Lead Status field includes the **Working – Contacted** and the **Open – Not contacted** options. To create the Salesforce Workflow Rules, you’ll need to follow these steps:

* Create an **Event Status** text Custom field for the Lead object and add it to the Lead Page Layout.
* Create an **Event Booked** checkbox Custom field (unchecked as default) for the Lead object and add it to the Lead Page Layout.
* Map the OnceHub **Status** field to the Lead: Event Status field.
* Create the Workflow Rules.

## Creating an Event Status text Custom field

[Section titled “Creating an Event Status text Custom field”](#creating-an-event-status-text-custom-field)

1. Sign in to Salesforce as [your API user](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/connecting-salesforce-api-user/ "How to connect a Salesforce API User").

2. Go to the **Setup** page.

3. In the **Platform Tools** section, go to **Objects and Fields → Object Manager** (Figure 1). ![Object Manager - Workflow Field update in Salesforce](https://help.oncehub.com/_astro/1566990756726.BSlW8oVx_144DCr.webp)Figure 1: Object Manager in the Objects and Fields menu

4. In the **Object Manager** list, select **Lead** (Figure 2). ![Object Manager - Lead - Salesforce Workflow Rule](https://help.oncehub.com/_astro/1567090640217.BHjrTlT5_Z1UTVJa.webp)Figure 2: Lead in the Object Manager list

5. Select **Field & Relationships → New** (Figure 3). ![Lead - Salesforce Update Field](https://help.oncehub.com/_astro/1569239556616.DVof-SFi_Z1gfNfl.webp)Figure 3: Fields & Relationships

6. In the **New** **Custom Field** pane, select **Text** and click **Next** (Figure 4). ![](https://help.oncehub.com/_astro/1569239698638.DuQit4Fx_ZD35dx.webp)Figure 4: Text field

7. In **Step 2: Enter the details**, enter the following information (Figure 5). Add a description if required, then click **Next**.

   * **Field label:** Event Status
   * **Length:** 40
   * **Field Name:** Event\_Status **![](https://help.oncehub.com/_astro/1569241468597.00zPVTpO_1owl87.webp)Figure 5: Step 2 Enter the details**

8. In Step 3, click **Next**.

9. In Step 4, click **Save**.

Your **Event Status** text Custom field is now created and is added to the Lead Page Layout.

## Creating an Event Booked checkbox Custom field

[Section titled “Creating an Event Booked checkbox Custom field”](#creating-an-event-booked-checkbox-custom-field)

1. Follow steps 1–5 from Creating an Event Status text Custom field above.

2. In the New Custom field pane, select **Checkbox** and click **Next** (Figure 6). ![](https://help.oncehub.com/_astro/1569245388085.DhjB6mZL_Z1uIuXU.webp)Figure 6: Checkbox

3. In **Step 2: Enter the details**, enter the following information (Figure 5). Add a description if required, then click **Next**.

   * **Field label:** Event Booked
   * **Default value:** Unchecked
   * **Field Name:** Event\_Booked ![](https://help.oncehub.com/_astro/1569245924790.DKJalsyq_17bRe3.webp)Figure 7: Step 2 Enter the details

4. In Step 3, click **Next**.

5. In Step 4, click **Save**.

Your **Event Booked** checkbox Custom field is now created and is added to the Lead Page Layout.

## Mapping the OnceHub Status field to the Lead Event Status field

[Section titled “Mapping the OnceHub Status field to the Lead Event Status field”](#mapping-the-oncehub-status-field-to-the-lead-event-status-field)

1. Select your profile picture or initials in the top right-hand corner → **Profile settings** → **CRM**.

2. In the Salesforce box, click **Setup**.

3. In the **Salesforce connector** **setup**, go to the **Field mapping** tab.

4. At the bottom left of the table, click **Add OnceHub fields** (Figure 8). The OnceHub field list includes System fields and Custom fields organized by categories.

5. The **Add OnceHub fields** pop-up will open

6. Use the **Filter by** drop-down menu to filter by **Booking data**.

7. Check the **Status** checkbox.

8. Click **Add fields**.

   Note

   **Note**If you want to make the Workflow Rule specific to a [Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages") or [Event type](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/introduction-to-event-types/ "Introduction to Event types"), you can also map the OnceHub Booking page label or Event type name to specific Lead Custom fields. The Booking page label or Event type name can be used to refine the Salesforce Workflow rule that is triggered when a booking is made.

9. For the newly added **Status** field, select **Lead** from the first drop-down menu and select **Event Status (Event\_Status\_\_c)** from the second drop-down menu (Figure 8). ![](https://help.oncehub.com/_astro/1569246544449.BnAS6WYo_ZWBTbS.webp)Figure 8: Map the Status field

10. Click the **Save** button or **Save and Continue** if you have completed mapping all fields.

## Creating Workflow Rules in Salesforce

[Section titled “Creating Workflow Rules in Salesforce”](#creating-workflow-rules-in-salesforce)

You can automate the update of many field records using workflow rules. We will create two workflow rules:

* **Workflow rule 1** checks the **Event Booked checkbox** and sets the Lead Status to **Working - Contacted** when the event is scheduled or rescheduled by Customer
* **Workflow rule 2** unchecks the **Event Booked checkbox** and sets the Lead Status to **Open – Not Contacted** when the event is not scheduled or rescheduled by Customer

To create Workflow rules, follow the steps below:

1. Sign in to Salesforce.
2. In your Salesforce **Setup** page, go to **Platform tools → Process Automation**.
3. Select **Workflow Rules** (Figure 10). ![](https://help.oncehub.com/_astro/1568109555419.BCeFcDr6_Z1iaQVd.webp)Figure 9: Workflow Rules
4. Click **New Rule**.
5. From the **Object** drop-down, select the object to which the rule will apply. In our example, select **Lead**.

### Creating Workflow Rule 1

[Section titled “Creating Workflow Rule 1”](#creating-workflow-rule-1)

1. On the **New Workflow Rule page** in Salesforce, fill out the following information and click **Save & Next** (Figure 11).

   * **Rule Name**: Update Lead fields when event is scheduled or rescheduled by Customer

   * **Rule description**: The Rule checks the **Event Booked** checkbox and sets the Lead Status to **Working - Contacted** when the event is scheduled or rescheduled by Customer.

   * **Evaluate the rule when a record is**: created, and every time it’s edited

   * **Rule Criteria:** Run this rule if the criteria are met:

     * **Lead: Event status** equals **Scheduled**
     * **Lead: Event status e**quals **Rescheduled by Customer**
     * **Advance filter logic:** 1 OR 2 ![](https://help.oncehub.com/_astro/1569247182313.DHa-YoHe_Ziblk0.webp)Figure 10: Update Lead fields when event is scheduled or rescheduled by Customer

2. On **Step 3: Specify Workflow Actions**, click **Add Workflow Action**.

3. Select **New Field Update** and add the following information (Figure 12):

   * **Name**: Check the **Event Booked** checkbox automatically
   * **Unique name:** Check\_checkbox
   * **Field to update**: Event Booked
   * **Re-evaluate Workflow Rules after Field Change:** Checked
   * **Checkbox Options:** True ![](https://help.oncehub.com/_astro/1569247401796.2uGeIBUh_ME6Xw.webp)Figure 11: Automatically check the Event *Booked* checkbox

4. Click **Save & New**.

5. Add the following information (Figure 13):

   * **Name**: Update the Lead Status picklist to Working - Contacted
   * **Unique name**: Update\_the\_Lead\_Status\_picklist
   * **Field to update**: Lead Status
   * **Re-evaluate Workflow Rules after Field Change:** Checked
   * **Picklist Option > A specific value:** Working – Contacted ![](https://help.oncehub.com/_astro/1569247798369.CHUVuQIW_ZBwY9P.webp)Figure 12: Update the Lead Status picklist to Working - Contacted

6. Click **Save**.

7. Click **Done**.

8. On the **Workflow Rules** page, click **Activate** to activate the rule.

### Creating Workflow Rule 2

[Section titled “Creating Workflow Rule 2”](#creating-workflow-rule-2)

1. On the **New Workflow Rule page** in Salesforce, fill out the following information and click **Save & Next**.

   * **Rule Name**: Uncheck the **Event Booked** checkbox automatically when a booking is not scheduled or rescheduled by Customer.

   * **Rule description**: The **Event Booked** checkbox will be automatically unchecked on the Lead Page Layout when an event is not scheduled or rescheduled by the Customer for that record.

   * **Evaluate the rule when a record is**: created, and every time it’s edited

   * **Rule Criteria: Run this rule if the following criteria are met:**

     * **Lead: Event status** not equal to **Scheduled**
     * **Lead: Event status** not equal to **Rescheduled by Customer**
     * **Advance filter logic:** 1 OR 2

2. On **Step 3: Specify Workflow Actions** , click **Add Workflow Action**.

3. Select **New Field Update**, add the following information:

   * **Name**: Uncheck the **Event Booked** checkbox automatically when a booking is made.
   * **Unique name:** Uncheck\_the\_Event\_Booked\_checkbox
   * **Field to update**: Event Booked
   * **Re-evaluate Workflow Rules after Field Change:** Checked
   * **Checkbox Options:** False

4. Click **Save & New**.

5. Add the following information:

   * **Name**: Change the Lead Status picklist to Open - Not Contacted
   * **Unique name**: Change\_the\_Lead\_Status\_picklist
   * **Field to update**: Lead Status
   * **Re-evaluate Workflow Rules after Field Change:** Checked
   * **Picklist Option > A specific value:** Open - Not contacted

6. Click **Save**.

7. Click **Done**.

8. On the **Workflow Rules** page, click **Activate** to activate the rule.

You’re all set! You can now create a test booking in OnceHub to view how the Workflow Rules update your records when a booking is made.

# Working with Salesforce Person Accounts

> If you have chosen to set up Person Accounts in your Salesforce organization, you cannot work with the Standard Contact object.

If you have chosen to set up [Person Accounts](https://help.salesforce.com/articleView?id=account_person.htm\&type=5) in your Salesforce organization, you cannot work with the Standard Contact object. Instead, the Person Accounts record stores the information you’d typically save for business contacts, such as first name and last name. Person Accounts can be treated as a contact. [Learn more about Salesforce Person Accounts](https://help.salesforce.com/HTViewHelpDoc?id=account_person.htm)

Currently, the OnceHub connector for Salesforce integrates with Person Accounts only when they already exist in your Salesforce Account. This means that the connector cannot be used to create new Person Accounts, but it can be used to update existing Person Account records.

## Working with Person Accounts

[Section titled “Working with Person Accounts”](#working-with-person-accounts)

To work with Person Accounts, you need to configure your [Booking page to work with Contacts](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/configuring-connector-settings-on-booking-page/ "Configuring Salesforce connector settings on the Booking page"). When a booking is made, the Salesforce Person Account is automatically updated and a Salesforce Activity Event is added.

When scheduling with existing Person Accounts, you can use our [Personalized links (Salesforce ID)](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/using-personalized-links-salesforce-id/ "Using personalized links (Salesforce ID)") in your [Salesforce scheduling buttons](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/introduction-to-salesforce-scheduling-buttons/ "Salesforce scheduling buttons") [Salesforce email templates](https://help.salesforce.com/articleView?id=email_create_a_template.htm\&type=5) or [Salesforce emails](https://help.salesforce.com/articleView?id=send_email_directly_from_crm_record.htm\&type=5) to automatically recognize Customers based on the related Salesforce Contact Record ID.

Alternatively, you can use the [Salesforce Record ID to personalize scheduling in your landing pages](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/personalizing-scheduling-on-landing-pages-with-salesforce-ids/ "Using the Salesforce Record ID to personalize scheduling in landing pages").

## Working with Leads or Cases

[Section titled “Working with Leads or Cases”](#working-with-leads-or-cases)

When you use Person Accounts, you can still create or update Leads and Cases:

* **Booking page configured to work with Leads**: When a booking is made, a Salesforce Lead record is automatically created or updated and a Salesforce Event is added. If the Customer already exists as a Person Account in your Salesforce organization, the Person Account is updated and a Salesforce Event is added.
* **Booking page configured to work with Cases**: When a booking is made, a Salesforce Case record is automatically created or updated and a Salesforce Event is added. The existing Person Account is updated automatically and can be related to the Case record.

# Working with Salesforce Record Types

> Record Types allow the Salesforce Administrator to manage multiple business processes, show different picklist values, and Page Layouts to different Salesfor...

Record Types allow the Salesforce Administrator to [manage multiple business processes](https://help.salesforce.com/htviewhelpdoc?err=1\&id=customize_processes.htm\&siteLang=en_US), show different picklist values, and Page Layouts to different Salesforce Users. [Learn more about creating Record Types](https://help.salesforce.com/apex/HTViewHelpDoc?id=creating_record_types.htm\&language=en_US)

Record Types can be used in various ways, for example:

* Create Record Types for Leads to differentiate your regular sales deals from your Partner’s generated leads, and offer different picklist values for each.
* Create Record Types for Cases to display different Page Layouts for Customer support cases versus billing cases.
* Create Record Types for Activity Events to differentiate scheduled events via OnceHub from scheduled events via direct sales calls by using different picklist values.

When Salesforce Record Types for Activity Events, Leads, Contacts, Accounts, and Case records are [configured on your Booking page](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/configuring-connector-settings-on-booking-page/ "Configuring Salesforce connector settings on the Booking page"), the OnceHub connector for Salesforce will create a new record according your settings. This means that when a booking is made, new records are created with an associated Record Type in your Salesforce organization.

Caution

When you use Record types with Lead or Case processes, OnceHub uses the default values set under the Lead process or Case process for the Lead status or Case status standard fields. This is set automatically in the [Field validation step](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/handling-required-salesforce-fields-in-field-validation-step/ "Handling required Salesforce fields in the Field validation step") of the Salesforce connector setup process.

In this article, you’ll learn how to configure Salesforce Record Types for Booking pages you own or edit and how to assign the Record Type to the Salesforce User’s Profile.

## Requirements

[Section titled “Requirements”](#requirements)

To configure the Salesforce Record Types for your Booking pages, you must:

* [Be connected to Salesforce](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/connecting-to-salesforce/ "Connecting to Salesforce").
* [Be the Owner or an Editor of the Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-page-access-permissions/ "Booking page access permissions").

In addition, to assign Salesforce Record Types to the Salesforce User’s Profile, you must be a Salesforce Administrator.

## Configuring Salesforce Record Types

[Section titled “Configuring Salesforce Record Types”](#configuring-salesforce-record-types)

You should ensure that OnceHub Users connected to Salesforce are associated with the correct Record Types in your Salesforce organization. Salesforce Record Types are available for a specific Salesforce User when they are assigned to them in their Profile or Permission Set.

1. Hover over the lefthand menu and go to the Booking pages icon → Booking pages → your Booking page → **Salesforce settings** (Figure 1). ![](https://help.oncehub.com/_astro/1568204461642.DCL505cJ_Z1soYLS.webp)Figure 1: Salesforce settings on a Booking page
2. Select the Record Type that should be assigned to the Lead, Account, Contact, Event, and Case objects (Figure 2). ![](https://help.oncehub.com/_astro/1568281829947.C5tqMnbS_Z1zNh9X.webp)Figure 2: Salesforce Record Types settings

[Learn more about configuring Salesforce connector settings on a Booking page](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/configuring-connector-settings-on-booking-page/ "Configuring Salesforce connector settings on a Booking page")

## Assigning Salesforce Record Types to the Salesforce User’s Profile

[Section titled “Assigning Salesforce Record Types to the Salesforce User’s Profile”](#assigning-salesforce-record-types-to-the-salesforce-users-profile)

1. Sign in to Salesforce as an Administrator.
2. Go to the **Setup** page.
3. In the **Administration** section, go to **Users → Profiles** (Figure 3). ![](https://help.oncehub.com/_astro/1568282575919.BxACOZg5_Z1rUELd.webp)Figure 3: Profiles in the Users section
4. Select the **Profile** that is assigned to the Salesforce User connected to OnceHub.
5. From the **Record Type Settings** section, click **Edit** next to the Object that you want to modify.
6. From the **Record Type Settings Edit** for the Object, select the **Record Type** that you want to make available in OnceHub.

# Payment Collection

> Payment Collection documentation and guides.

[Paypal](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/)

[Troubleshooting](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/troubleshooting/)

# Paypal

> Paypal documentation and guides.

[The OnceHub connector for PayPal](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/oncehub-connector-for-paypal)

[Connecting OnceHub to PayPal](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/connecting-oncehub-to-paypal)

[Testing the OnceHub connector for PayPal](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/testing-oncehub-connector-for-paypal)

[Granting permissions to OnceHub](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/granting-permissions-to-oncehub)

[Payment integration throughout the booking lifecycle](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/payment-integration-throughout-booking-lifecycle)

[OnceHub transaction fee](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/oncehub-transaction-fee)

[Allowing automatic billing](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/allowing-automatic-billing)

[Customizing currency settings](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/customizing-currency-settings)

[Customizing invoice settings](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/customizing-invoice-settings)

[Customizing payment settings](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/customizing-payment-settings)

[Customizing refund settings](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/customizing-refund-settings)

[Automatic refunds via OnceHub](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/automatic-refunds-via-oncehub)

[Manual refunds via OnceHub](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/manual-refunds-via-oncehub)

[Conflicting settings](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/conflicting-settings)

[Disconnecting OnceHub from PayPal](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/disconnecting-oncehub-from-paypal)

# Allowing automatic billing

> This article only applies if you use our PayPal integration to collect payments from your Customers. If you have any questions on how we bill you as a OnceHu...

Note

This article only applies if you use our [PayPal integration to collect payments from your Customers](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/payment-integration-throughout-booking-lifecycle/ "Payment integration throughout the booking lifecycle (collecting payments from Customers)"). If you have any questions on how we bill you as a OnceHub Customer, go to the [Account billing article](https://help.oncehub.com/scheduleonce/insights-operations/billing-subscription-management/introduction-to-billing/ "Introduction to Billing").

To connect your OnceHub account to your PayPal account, you must allow automatic billing. When allowed, OnceHub will be able to charge a [1% transaction fee](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/oncehub-transaction-fee/ "ScheduleOnce transaction fee") for each payment made via OnceHub, in addition to the fees charged by PayPal. [Learn more about the OnceHub Master Services Agreement](https://www.oncehub.com/trustcenter/legal/msa/)

## Requirements

[Section titled “Requirements”](#requirements)

To allow automatic billing, you need:

* A PayPal Administrator
* A OnceHub Administrator

## Allowing automatic billing

[Section titled “Allowing automatic billing”](#allowing-automatic-billing)

1. Hover over the lefthand menu and go to the Booking pages icon → open the lefthand sidebar → **Integrations →** **Payment**.
2. Click the **Get started** button. The **Connect to PayPal** wizard pop-up appears (Figure 1). ![](https://help.oncehub.com/_astro/1548420030714.BhvXyL47_Z1TgPrQ.webp)Figure 1: Accept terms
3. Read the terms of use and click **Accept and continue**. OnceHub charges a [1% transaction fee](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/oncehub-transaction-fee/ "ScheduleOnce transaction fee") for payments made via OnceHub, in addition to the fees charged by PayPal.
4. In the **Connect to PayPal** step, click the **Connect to PayPal** button (Figure 2). This will allow OnceHub to access your PayPal account via the PayPal API. [Learn more about granting permissions to OnceHub](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/granting-permissions-to-oncehub/ "Granting permissions to ScheduleOnce") ![](https://help.oncehub.com/_astro/1548421658393.IXo-4bqV_1jkCpH.webp)Figure 2: Grant permissions
5. After connecting to your PayPal account and granting permissions to OnceHub, you are automatically redirected to your OnceHub account to allow automatic billing. In the **Allow automatic billing** step, click the **Allow automatic billing** button. You are redirected to PayPal (Figure 3). When you allow automatic billing, you authorize OnceHub to charge a [1% transaction fee](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/oncehub-transaction-fee/ "ScheduleOnce transaction fee") for each payment made via OnceHub, in addition to the fees charged by PayPal. [Learn more about OnceHub Master Services Agreement](https://www.oncehub.com/trustcenter/legal/msa/). ![](https://help.oncehub.com/_astro/1548838931988.CqW17nVx_21YVHc.webp)Figure 3: Allow automatic billing
6. Log in to your PayPal account using your PayPal credentials. Once logged in, you will be prompt to allow automatic billing with OnceHub (Figure 4). ![](https://help.oncehub.com/_astro/1548838932419.Aye-yfM2_2puzwS.webp)Figure 4: PayPal automatic billing
7. Click **Agree & Continue** to allow automatic billing. Once approved, OnceHub will be able to automatically charge your PayPal account a 1% transaction fee for each payment made via OnceHub.

Caution

Automatic billing authorization remains valid unless you [cancel it directly from your PayPal account ](https://www.paypal.com/selfhelp/article/how-do-i-cancel-an-automatic-payment-i-have-with-a-merchant-faq2058)or [disconnect your PayPal account in your OnceHub account](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/disconnecting-oncehub-from-paypal/ "Disconnecting from PayPal").

Congratulations! You have allowed automatic billing. You’ll now be automatically redirected to the OnceHub application where you can [customize the Payment settings](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/customizing-payment-settings/ "Customizing payment settings").

# Automatic refunds via OnceHub

> This article only applies if you use our PayPal integration to collect payments from your Customers. If you have any questions on how we bill you as a OnceHu...

Note

This article only applies if you use our [PayPal integration to collect payments from your Customers](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/payment-integration-throughout-booking-lifecycle/ "Payment integration throughout the booking lifecycle (collecting payments from Customers)"). If you have any questions on how we bill you as a OnceHub Customer, go to the [Account billing article](https://help.oncehub.com/scheduleonce/insights-operations/billing-subscription-management/introduction-to-billing/ "Introduction to Billing").

Our [Payment integration](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/payment-integration-throughout-booking-lifecycle/ "Payment integration throughout the booking lifecycle") handles all payments throughout the booking lifecycle, including the issue of automatic refunds. Subject to your Cancellation policy, Customers can be automatically refunded when they cancel a booking with you. Automatic refunds allow you to streamline your booking related financial processes and increase Customer satisfaction.

When refunds are issued automatically upon a cancellation initiated by a Customer, the following events occur:

* Customers are notified of the refund and a [credit invoice](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/customizing-invoice-settings/ "Customizing invoice settings") is sent. Note that the credit invoice will not be sent if you refund your Customers via PayPal.
* The transaction is captured via the PayPal API and is accessible in the [Activity stream](https://help.oncehub.com/scheduleonce/managing-bookings/analytics/activity-stream-viewing-activities/ "Introduction to the Activity Stream") and in detailed [Revenue reports](https://help.oncehub.com/scheduleonce/reporting/revenue-reports/ "Revenue Reports").

Note

To automatically refund your Customers via OnceHub, you must enable the [manual and automatic processing of refunds via OnceHub option for your OnceHub account](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/customizing-refund-settings/ "Customizing refund settings").

## Requirements

[Section titled “Requirements”](#requirements)

To configure automatic refunds via OnceHub, you will need to be a OnceHub Administrator and have an active [connection to your PayPal account](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/connecting-oncehub-to-paypal/ "Connecting ScheduleOnce to PayPal").

## Configuring automatic refunds via OnceHub

[Section titled “Configuring automatic refunds via OnceHub”](#configuring-automatic-refunds-via-oncehub)

To configure automatic refunds via OnceHub:

1. [Connect OnceHub to your PayPal account](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/connecting-oncehub-to-paypal/ "Connecting ScheduleOnce to PayPal")
2. [Enable the manual and automatic processing of refunds option for your OnceHub account](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/customizing-refund-settings/ "Customizing refund settings")
3. [Set the Cancellation policy for your Event types](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/payment-and-rescheduling-price-is-displayed/ "Event type: Payment and cancel/reschedule policy when a price is displayed")
4. Test your setup by scheduling a booking and cancelling the booking on the Cancel/reschedule page. [Learn more about testing the OnceHub connector for PayPal](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/testing-oncehub-connector-for-paypal/ "Testing the ScheduleOnce connector for PayPal")

# Conflicting settings

> This article only applies if you use our PayPal integration to collect payments from your Customers. If you have any questions on how we bill you as a OnceHu...

Note

This article only applies if you use our [PayPal integration to collect payments from your Customers](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/payment-integration-throughout-booking-lifecycle/ "Payment integration throughout the booking lifecycle (collecting payments from Customers)"). If you have any questions on how we bill you as a OnceHub Customer, go to the [Account billing article](https://help.oncehub.com/scheduleonce/insights-operations/billing-subscription-management/introduction-to-billing/ "Introduction to Billing").

Payment integration is not compatible with the following configuration settings and vice versa:

* [**Booking pages without Event types**](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages")**:** Payment integration only works with [Event types](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/introduction-to-event-types/ "Introduction to Event types"). Booking pages that you have created without Event types do not include Payment settings. When Booking pages include Event types, you can define and customize the [Payment and cancel/reschedule policy](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/payment-and-rescheduling/ "Event type: Payment and cancel/reschedule policy section") under the Event type.
* [**Booking with approval**](https://help.oncehub.com/scheduleonce/event-types-booking-pages/scheduling-options/automatic-booking-or-booking-with-approval/ "Automatic booking or Booking with approval")**:** Payment integration does not work with the Booking with approval mode. Payment integration can only work when your Event type is set to the Automatic booking mode.

# Connecting OnceHub to PayPal

> This article only applies if you use our PayPal integration to collect payments from your Customers. If you have any questions on how we bill you as a OnceHu...

Note

This article only applies if you use our [PayPal integration to collect payments from your Customers](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/payment-integration-throughout-booking-lifecycle/ "Payment integration throughout the booking lifecycle (collecting payments from Customers)"). If you have any questions on how we bill you as a OnceHub Customer, go to the [Account billing article](https://help.oncehub.com/scheduleonce/insights-operations/billing-subscription-management/introduction-to-billing/ "Introduction to Billing").

[The OnceHub connector for PayPal](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/oncehub-connector-for-paypal/ "The ScheduleOnce connector for PayPal") allows you to collect payments and issue refunds as an integral part of your booking process. This allows you to automatically refund customers when they are canceling, or charge them a reschedule fee when they are rescheduling. You only need to connect your PayPal account, configure your Payment settings, and OnceHub takes care of all payment activities in an automated and secure manner. Connecting OnceHub to your PayPal account is a three-step process: Accept Terms, Connect to Paypal, and [Allow automatic billing](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/allowing-automatic-billing/ "Allowing automatic billing").

Note

You can reduce administrative overheads and align invoices with your branding requirements by customizing the invoice sent to Customers when payment is collected or refunds are processed via OnceHub. [Learn more about customizing the Invoice settings](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/customizing-refund-settings/ "Customizing refund settings")

In this article, you will learn how to connect OnceHub to your PayPal account.

## Requirements

[Section titled “Requirements”](#requirements)

To connect to PayPal, you will need:

* A OnceHub Administrator
* A PayPal Administrator for your account

The OnceHub connector for PayPal is compatible with any PayPal account. If you don’t have a PayPal account, [create one now](https://www.paypal.com/).

### Connect to PayPal

[Section titled “Connect to PayPal”](#connect-to-paypal)

Note

You can only connect OnceHub to one PayPal account at a time. If you’re already connected to a PayPal account, [you will need to disconnect first](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/disconnecting-oncehub-from-paypal/ "Disconnecting ScheduleOnce (collecting payments from Customers)") before you can connect a different PayPal account.

1. Hover over the lefthand menu and go to the Booking pages icon → open the lefthand sidebar → **Integrations → Payment**.

2. Click the **Get started** button (Figure 1). ![](https://help.oncehub.com/_astro/1566808588840.-c50YQl7_ZuAj5E.webp)Figure 1: Paypal integration

3. The **Connect to PayPal** wizard pop-up appears. Read the terms and click the **Accept and continue** button (Figure 2). OnceHub will charge a [1% transaction fee](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/oncehub-transaction-fee/ "ScheduleOnce transaction fee") for payments made via OnceHub.![](https://help.oncehub.com/_astro/1548420030714.BhvXyL47_Z1TgPrQ.webp)

   Figure 2: Accept terms

4. In the **Connect to PayPal** step, click the **Connect to PayPal** button. Note that if you do not have a PayPal account, you will be prompted to create one - it takes only a couple of minutes. (See Figure 3) This will allow OnceHub to access your PayPal account via the PayPal API. [Learn more about granting permissions to OnceHub](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/granting-permissions-to-oncehub/ "Granting permissions to ScheduleOnce")

   ![](https://help.oncehub.com/_astro/1548421658393.IXo-4bqV_1jkCpH.webp)Figure 3: Connect to PayPal

   Note

   **Note**If you do not have a PayPal account, you will be prompted to create one. If you have a PayPal Personal account or a Premier account, PayPal will automatically upgrade your account to a free PayPal Business account as part of the connection process.

5. After connecting to your PayPal account and granting permissions to OnceHub, you are automatically redirected to your OnceHub account to allow automatic billing (Figure 4). Automatic billing authorizes OnceHub to charge a 1% transaction fee for each payment made via OnceHub, in addition to the fees charged by PayPal.

   Note

   **Note** To connect OnceHub to your PayPal, you must use the ***same*** PayPal account when granting permissions to OnceHub and when allowing automatic billing.

   ![](https://help.oncehub.com/_astro/1548420031086.BtwrhVDw_Zxskau.webp)Figure 4: Allow automatic billing

6. Once you allow automatic billing, your connected PayPal account will display a confirmation message informing you that you have agreed to allow OnceHub to charge your account for future received payments, using the funding sources in your PayPal account (Figure 5).

   ![](https://help.oncehub.com/_astro/1548420030323.BdcjAem0_12koUP.webp)Figure 5: Confirmation message

Congratulations! Your OnceHub User app is now connected to your PayPal account. Next you can [customize the payment settings for your account](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/customizing-payment-settings/ "Customizing payment settings").

# Customizing currency settings

> This article only applies if you use our PayPal integration to collect payments from your Customers. If you have any questions on how we bill you as a OnceHu...

Note

This article only applies if you use our [PayPal integration to collect payments from your Customers](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/payment-integration-throughout-booking-lifecycle/ "Payment integration throughout the booking lifecycle (collecting payments from Customers)"). If you have any questions on how we bill you as a OnceHub Customer, go to the [Account billing article](https://help.oncehub.com/scheduleonce/insights-operations/billing-subscription-management/introduction-to-billing/ "Introduction to Billing").

[The OnceHub connector for PayPal](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/oncehub-connector-for-paypal/ "The ScheduleOnce connector for PayPal") allows you to work with any currency enabled in your PayPal account. In the Currency settings, you can choose the currencies that will be used in your account when collecting payments and processing refunds.

Note

When your PayPal account is connected to OnceHub, Customers can pay with their **credit/debit card** or with their **PayPal account,** a PayPal account on the Customer end is **not** required.

The ability to offer two payment methods - **Traditional cards & PayPal** - increases sales and improves customer satisfaction

## Managing multiple PayPal currencies

[Section titled “Managing multiple PayPal currencies”](#managing-multiple-paypal-currencies)

OnceHub allows you to use multiple currencies from your PayPal account. This allows you to use different currencies with different Event types, optimizing the payment experience for your global customers.

When you connect your OnceHub account to your PayPal account, OnceHub retrieves the Currencies that are enabled in PayPal (See Figure 1). [Learn more about PayPal currencies](https://www.paypal.com/is/cgi-bin/webscr?cmd=p/sell/mc/mc_receive-outside)

![](https://help.oncehub.com/_astro/1550248728767.BGdHXirY_1Q2HHH.webp)Figure 1: Payment settings in Event types

You can select the Currencies you want to make available in your OnceHub User app (See Figure 2). When checked, the currencies will appear in the relevant Event type **→ Payment and cancel/reschedule policy section** (See Figure 1). [Learn more about Cancel/reschedule policy when payment is collected via OnceHub](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/payment-and-rescheduling-payment-is-collected/ "Event type: Payment and cancel/reschedule policy when payment is collected via ScheduleOnce")

![](https://help.oncehub.com/_astro/1549013020646.BVjgVKOZ_186YuK.webp)Figure 2: Currency tab

### Frequently Asked Questions

[Section titled “Frequently Asked Questions”](#frequently-asked-questions)

#### **What is the default currency for my Event types?**

[Section titled “What is the default currency for my Event types?”](#what-is-the-default-currency-for-my-event-types)

By default, the PayPal Primary currency is used as the default currency for your Event types. When you add a new Event type, the default currency will always be the PayPal Primary currency.

#### **Can I change the default currency set for my Event types?**

[Section titled “Can I change the default currency set for my Event types?”](#can-i-change-the-default-currency-set-for-my-event-types)

The PayPal primary currency cannot be changed from your OnceHub account. To change the default currency, you must change the PayPal primary currency directly from your PayPal account. Then simply refresh your Currency settings to reflect your changes. [Learn more about changing the PayPal primary currency](https://www.paypal.com/selfhelp/article/FAQ1030/1)

#### **What happens if I add a new currency in my PayPal account?**

[Section titled “What happens if I add a new currency in my PayPal account?”](#what-happens-if-i-add-a-new-currency-in-my-paypal-account)

When you add a currency in your PayPal account, you will need to update the Currency settings in your OnceHub account to reflect the change. Once checked, the new currency will be available in your Event types.

#### **What happens if I remove a currency in my PayPal account?**

[Section titled “What happens if I remove a currency in my PayPal account?”](#what-happens-if-i-remove-a-currency-in-my-paypal-account)

When you remove a currency in your PayPal account, you need to update the Currency settings in your OnceHub account to reflect your changes and ensure that your Event types are not set to that currency. Otherwise, your Event types will be set automatically to the PayPal Primary currency and you will not be able to accept payments or process refunds in that currency via OnceHub.

#### **What happens if I remove a currency in my OnceHub account?**

[Section titled “What happens if I remove a currency in my OnceHub account?”](#what-happens-if-i-remove-a-currency-in-my-oncehub-account)

When you remove a currency in your OnceHub account, you need to ensure that your Event types are not set to that currency. Otherwise, your Event types will be set automatically to the PayPal Primary currency. Note that you will still accept payments or process refunds for scheduled bookings if your PayPal account can still accept payments in the removed currency.

# Customizing invoice settings

> This article only applies if you use our PayPal integration to collect payments from your Customers. If you have any questions on how we bill you as a OnceHu...

Note

This article only applies if you use our [PayPal integration to collect payments from your Customers](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/payment-integration-throughout-booking-lifecycle/ "Payment integration throughout the booking lifecycle (collecting payments from Customers)"). If you have any questions on how we bill you as a OnceHub Customer, go to the [Account billing article](https://help.oncehub.com/scheduleonce/insights-operations/billing-subscription-management/introduction-to-billing/ "Introduction to Billing").

[Payment integration](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/payment-integration-throughout-booking-lifecycle/ "Payment integration throughout the booking lifecycle") allows you to automate booking-related financial processes. OnceHub automatically sends an invoice to your Customers when a payment is made or a refund is processed via OnceHub.

In the Invoice settings, you are able to:

* **Turn on automatic invoicing for payments and refunds**: OnceHub allows you to automatically generate an invoice for all payments and refunds made via OnceHub and add it to default scheduling and rescheduling confirmation emails sent to the Customer.
* **Customize your invoice to fit your messaging and brand**: You can easily customize the invoice template with your own text messages and company logo.
* **Customize the invoice number to work in tandem with your financial environment**: You can customize the Invoice number by adding an Invoice number prefix, a Starting invoice number, and an Invoice number increment.

In this article, you will learn how to customize the Invoice settings.

## Requirements

[Section titled “Requirements”](#requirements)

To customize the Invoice settings, you must be a OnceHub Administrator.

## Customizing the Invoice settings

[Section titled “Customizing the Invoice settings”](#customizing-the-invoice-settings)

1. Hover over the lefthand menu and go to the Booking pages icon → open the lefthand sidebar → **Integrations →** **Payment**.

2. Click the **Customize payment settings** button.

3. In the **Payment settings** page, click the **Invoice settings** tab (Figure 1). ![](https://help.oncehub.com/_astro/1549013059931.CMLje5AR_Z1m2dNT.webp)Figure 1: Invoice settings

4. In the **Invoice settings** area, check the relevant options:

   * **Include invoice in Default Customer email notifications**: By default, invoices for payment transactions will be automatically added to default scheduling and rescheduling confirmation emails sent to the Customer. Credit invoices for refund transactions will be automatically added to default cancellation emails sent to the Customer. When you uncheck this option, the invoice will be automatically removed from default email notifications. [Learn more about notification scenarios](https://help.oncehub.com/scheduleonce/customization-branding/notification-templates-editor/notification-scenarios/ "Notification scenarios")
   * **Include invoice in Default User email notifications**: You can choose to add the invoice to User notifications. When checked, invoices for payment transactions will be automatically added to default scheduling and rescheduling confirmation emails sent to the User. Credit invoices for refund transactions will be automatically added to default cancellation emails sent to the User. [Learn more about notification scenarios](https://help.oncehub.com/scheduleonce/customization-branding/notification-templates-editor/notification-scenarios/ "Notification scenarios")

5. In the **Customize your invoice** area, you can customize the look and feel of the invoice sent to Customers. Below is the list of fields that can be edited:

   * **Upload logo:** The image should be JPG, JPEG, PNG, or GIF image (max 200 KB) and up to 360 pixels wide and 60 pixels high.
   * **Seller** (max 100 characters): You can customize the Seller title and detailed information.
   * **Sold to** (max 50 characters): You can customize the title for the Customer information appearing on the invoice. The Customer information is dynamically added at the time of the booking and can include the Customer full name, email, company, and phone number.
   * **Thank you…** (max 150 characters): You can customize the footer displayed at the bottom of the invoice.
   * **Transaction date** (max 50 characters): You can customize the title of the transaction date that will appear on the invoice.

6. To update the Invoice number, click the edit icon next to the Invoice number. The **Invoice numbering** pop-up appears (Figure 2).

   * **Invoice prefix:** The Invoice prefix can be a date or a custom text. Custom text can be a maximum of ten characters: 0 to 9 and can only contain alphanumeric characters: 0-9 a-z A-Z. It does not in include special characters such as *space,\\,’,”,/,&,`<.>`,=,\[,].*
   * **Separator**: You can add a separator between the Invoice number prefix and the Invoice number. The separator is by default a dash “-”.
   * **Starting invoice number**: The starting invoice number determines from which number you want OnceHub to start. It can be between 1 to 100,000.
   * **Invoice increments**: You can set the increment in which invoice numbers will be generated. The invoice increment can be set between 1 and 10.
   * ![](https://help.oncehub.com/_astro/1549013059676.CuVjEMVN_HFuvs.webp)Figure 2: Invoice numbering

# Customizing payment settings

> This article only applies if you use our PayPal integration to collect payments from your Customers. If you have any questions on how we bill you as a OnceHu...

Note

This article only applies if you use our [PayPal integration to collect payments from your Customers](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/payment-integration-throughout-booking-lifecycle/ "Payment integration throughout the booking lifecycle (collecting payments from Customers)"). If you have any questions on how we bill you as a OnceHub Customer, go to the [Account billing article](https://help.oncehub.com/scheduleonce/insights-operations/billing-subscription-management/introduction-to-billing/ "Introduction to Billing").

[The OnceHub connector for PayPal](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/oncehub-connector-for-paypal/ "The ScheduleOnce connector for PayPal") allows you to collect payments and issue refunds as an integral part of your booking process. This allows you to automatically refund Customers when they are canceling, or charge them a reschedule fee when they are rescheduling.

Note

When your PayPal account is connected to OnceHub, Customers can pay with their **credit/debit card** or with their **PayPal account**. A PayPal account on the Customer end is not required.

The ability to offer two payment methods - **Traditional cards and PayPal** - increases sales and improves Customer satisfaction.

Once you have [connected your account to PayPal](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/connecting-oncehub-to-paypal/ "Connecting ScheduleOnce to PayPal"), you can customize the Payment settings. This allows you to customize the [Refund settings](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/customizing-refund-settings/ "Customizing refund settings"), the [Currency settings](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/customizing-currency-settings/ "Customizing currency settings"), and the [Invoice settings](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/customizing-invoice-settings/ "Customizing invoice settings") for your OnceHub account.

## Refund settings

[Section titled “Refund settings”](#refund-settings)

In this section you can define the way your OnceHub account will handle refunds. Each option will enable or disable Refund options in the [Activity stream](https://help.oncehub.com/scheduleonce/managing-bookings/analytics/activity-stream-viewing-activities/ "Introduction to the Activity Stream") and in the **Payment and cancel/reschedule policy** section of each Event type. [Learn more about configuring the refund settings](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/customizing-refund-settings/ "Customizing refund settings")

## Currency settings

[Section titled “Currency settings”](#currency-settings)

In this section you can select the PayPal currencies that will be available in your OnceHub account. The Currency list will appear in the **Payment and cancel/reschedule policy** section of each Event type. [Learn more about configuring PayPal currencies](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/customizing-currency-settings/ "Customizing currency settings")

## Invoice settings

[Section titled “Invoice settings”](#invoice-settings)

In this section you can reduce overheads and align with your branding requirements by customizing the invoices sent to Customers when payment is collected or refunds are processed via OnceHub. [Learn more about configuring the invoice settings](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/customizing-invoice-settings/ "Customizing invoice settings")

# Customizing refund settings

> This article only applies if you use our PayPal integration to collect payments from your Customers. If you have any questions on how we bill you as a OnceHu...

Note

This article only applies if you use our [PayPal integration to collect payments from your Customers](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/payment-integration-throughout-booking-lifecycle/ "Payment integration throughout the booking lifecycle (collecting payments from Customers)"). If you have any questions on how we bill you as a OnceHub Customer, go to the [Account billing article](https://help.oncehub.com/scheduleonce/insights-operations/billing-subscription-management/introduction-to-billing/ "Introduction to Billing").

[The OnceHub connector for PayPal](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/oncehub-connector-for-paypal/ "The ScheduleOnce connector for PayPal") allows you to process refunds as an integral part of your booking process:

* Customers can automatically receive refunds when they cancel a booking.
* Users can issue refunds directly from the [Activity stream](https://help.oncehub.com/scheduleonce/managing-bookings/analytics/activity-stream-viewing-activities/ "Introduction to the Activity Stream").

In this article, you will learn how to set the refund settings for your account.

## Requirements

[Section titled “Requirements”](#requirements)

To customize the Refund settings, you must be a OnceHub Administrator.

## Selecting the Refund settings for your OnceHub account

[Section titled “Selecting the Refund settings for your OnceHub account”](#selecting-the-refund-settings-for-your-oncehub-account)

1. Hover over the lefthand menu and go to the Booking pages icon → open the lefthand sidebar → **Integrations →** **Payment**.
2. Click the **Customize payment settings** button to reach Payment settings.
3. Select the **Refund settings** option for your account (Figure 1). ![](https://help.oncehub.com/_astro/1550247654923.C_LAhih9_rGG5V.webp)Figure 1: Refund settings

In the **Refund settings** you will have the following options available for your account:

* **Do not enable processing of refunds via OnceHub**: This option is selected by default. If you decide to use this option, Users will be able to issue refunds only via the connected PayPal account.

* **Enable manual processing of refunds via OnceHub**: When choosing this option, Users can issue refunds directly from the [Activity stream](https://help.oncehub.com/scheduleonce/managing-bookings/analytics/activity-stream-viewing-activities/ "Introduction to the Activity Stream"). [Learn more about manual refunds via OnceHub](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/manual-refunds-via-oncehub/ "Manual refund via ScheduleOnce")

  Note

  **Note**In order to issue a refund via OnceHub, you must ensure that the User making the refund has the permission to process manual refunds via OnceHub. [Learn more about controlling User refund permissions](https://help.oncehub.com/account-administration/user-management/user-roles-overview/ "Differences between Administrator and Member")

* **Enable manual and automatic processing of refunds via OnceHub**: This setting enables all refund options in your OnceHub account and allows you to streamline your refund processes throughout the booking lifecycle. Users can issue refunds directly from the Activity stream, and Customers can be automatically refunded when they cancel a booking on the [Customer Cancel/reschedule page](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/customer-cancelreschedule-page/ "The Customer Cancel/Reschedule page"). [Learn more about automatic refunds via OnceHub](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/automatic-refunds-via-oncehub/ "Automatic refunds via ScheduleOnce")

  Note

  **Note**In order to issue a refund via OnceHub, you must ensure that the User making the refund has the permission to process manual refunds via OnceHub. [Learn more about controlling User refund permissions](https://help.oncehub.com/account-administration/user-management/user-roles-overview/ "Differences between Administrator and Member")

# Disconnecting OnceHub from PayPal

> This article only applies if you use our PayPal integration to collect payments from your Customers. If you have any questions on how we bill you as a OnceHu...

Note

This article only applies if you use our [PayPal integration to collect payments from your Customers](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/payment-integration-throughout-booking-lifecycle/ "Payment integration throughout the booking lifecycle (collecting payments from Customers)"). If you have any questions on how we bill you as a OnceHub Customer, go to the [Account billing article](https://help.oncehub.com/scheduleonce/insights-operations/billing-subscription-management/introduction-to-billing/ "Introduction to Billing").

When you disconnect from PayPal, you cannot accept payments or process refunds via OnceHub. The following events occur upon disconnection:

* Your PayPal account is disconnected from OnceHub.
* The [automatic billing](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/allowing-automatic-billing/ "Allowing automatic billing") from OnceHub will be canceled.
* Your Event types are automatically set to [Display a price but do not collect payment via OnceHub](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/payment-and-rescheduling-price-is-displayed/ "Event type: Payment and cancel/reschedule policy when a price is displayed").

In this article, you will learn how to disconnect from PayPal.

## Requirements

[Section titled “Requirements”](#requirements)

To disconnect from PayPal, you must be a OnceHub Administrator.

## Disconnecting from PayPal

[Section titled “Disconnecting from PayPal”](#disconnecting-from-paypal)

1. Hover over the lefthand menu and go to the Booking pages icon → Event types → your Event type → **Payment and cancel/reschedule policy** section.

2. Adjust your settings. You can either [not display a price](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/payment-and-rescheduling-price-is-not-displayed/ "Event type: Payment and cancel/reschedule policy when a price is not displayed") or [display a price without collecting payment via OnceHub](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/payment-and-rescheduling-price-is-displayed/ "Event type: Payment and cancel/reschedule policy when a price is displayed")[.](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/payment-and-rescheduling-price-is-not-displayed/ "Event type: Payment and cancel/reschedule policy when a price is not displayed")

   **Note** If you do not adjust your payment settings before disconnecting your Paypal account, OnceHub will automatically set your Event types to [display a price but do not collect payment via OnceHub](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/payment-and-rescheduling-price-is-displayed/ "Event type: Payment and cancel/reschedule policy when a price is displayed"). In this case, your cancellation and reschedule policy settings remain unchanged, but you will not be able to accept payments or issue refunds via OnceHub.

3. Hover over the lefthand menu and go to the Booking pages icon → open the lefthand sidebar → **Integrations** → **Payment**.

4. Click **Disconnect**. A pop-up appears informing you that disconnecting your PayPal account will:

   * Disable PayPal payment for your Event types
   * Cancel the automatic billing from OnceHub

5. Click **Yes**.

You are now disconnected and cannot accept payments or process refunds via OnceHub.

# Granting permissions to OnceHub

> This article only applies if you use our PayPal integration to collect payments from your Customers. If you have any questions on how we bill you as a OnceHu...

Note

This article only applies if you use our [PayPal integration to collect payments from your Customers](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/payment-integration-throughout-booking-lifecycle/ "Payment integration throughout the booking lifecycle (collecting payments from Customers)"). If you have any questions on how we bill you as a OnceHub Customer, go to the [Account billing article](https://help.oncehub.com/scheduleonce/insights-operations/billing-subscription-management/introduction-to-billing/ "Introduction to Billing").

To connect the OnceHub User app to your PayPal account, you must connect to PayPal and grant permissions to OnceHub to run specific transactions via the PayPal API. OnceHub communicates with the PayPal API to charge Customers for bookings, [issue refunds via OnceHub](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/customizing-refund-settings/ "Customizing refund settings"), and capture transactions in OnceHub invoicing and [Revenue reports](https://help.oncehub.com/scheduleonce/reporting/revenue-reports/ "Revenue Reports").

Note

You can reduce administrative overheads and align invoices with your branding requirements by customizing the invoice sent to Customers when payment is collected or refunds are processed via OnceHub. [Learn more about customizing the Invoice settings](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/customizing-invoice-settings/ "Customizing invoice settings")

In this article, you will learn about granting permissions to OnceHub in your PayPal account.

## Requirements

[Section titled “Requirements”](#requirements)

To grant permissions to OnceHub, you will need:

* A PayPal Administrator
* A OnceHub Administrator

## Granting permissions to OnceHub

[Section titled “Granting permissions to OnceHub”](#granting-permissions-to-oncehub)

1. Hover over the lefthand menu and go to the Booking pages icon → open the lefthand sidebar → **Integrations → Payment**.

2. Click the **Get started** button. The **Connect to PayPal** wizard pop-up appears (Figure 1). ![](https://help.oncehub.com/_astro/1548420030714.BhvXyL47_Z1TgPrQ.webp)Figure 1: Accept Terms

3. Once you accept the OnceHub terms, click **Connect to PayPal** button on the **Connect to PayPal** step (Figure 2). You will be redirected to the PayPal sign-in page where you’ll be required to enter your credentials.

   Note

   **Note** If you do not have a PayPal account, you will be prompted to create one. If you have a PayPal Personal account or a Premier account, PayPal will automatically upgrade your account to a free PayPal Business account as part of the connection process.

   ![](https://help.oncehub.com/_astro/1548421658393.IXo-4bqV_1jkCpH.webp)Figure 2: Connect to PayPal

4. Sign in to your PayPal account using your PayPal credentials or create a new account. Once signed in, PayPal will automatically display a pop-up window including the list of permissions OnceHub needs to be granted (Figure 3). ![](https://help.oncehub.com/_astro/1548836336453.Blqabn5B_ZGNVvo.webp)Figure 3: Granting permissions

5. In your PayPal account, click the **Grant permissions** button. Once permissions are granted, OnceHub will receive a token from PayPal Permissions Service to run **Express Checkout API** calls on your behalf.

6. Next, PayPal will automatically take you through the **In-Context Sign-Up** flow. This allows OnceHub to use the **In-Context API** to determine whether your PayPal account can receive payments. OnceHub will only charge Customers for bookings if your PayPal account can accept payments. Otherwise, Customers won’t be able to make bookings when Payment integration is used. [Learn more about troubleshooting Payment integration issues](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/troubleshooting/payment-integration-issues/ "Troubleshooting Payment integration issues")

7. At the end of the **In-Context sign up** flow in PayPal, click the **PayPal return** button to return to OnceHub.

# Manual refunds via OnceHub

> This article only applies if you use our PayPal integration to collect payments from your Customers. If you have any questions on how we bill you as a OnceHu...

Note

This article only applies if you use our [PayPal integration to collect payments from your Customers](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/payment-integration-throughout-booking-lifecycle/ "Payment integration throughout the booking lifecycle (collecting payments from Customers)"). If you have any questions on how we bill you as a OnceHub Customer, go to the [Account billing article](https://help.oncehub.com/scheduleonce/insights-operations/billing-subscription-management/introduction-to-billing/ "Introduction to Billing").

Our [Payment integration](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/oncehub-connector-for-paypal/ "The ScheduleOnce connector for PayPal") feature fully handles all payments throughout the booking lifecycle, including manual issuing of refunds.

The ability to refund Customers manually via OnceHub enables you to:

* Handle cancellations and reschedule requests initiated by the User, rather than by the Customer.
* Deal with cancellations initiated by the Customer outside of OnceHub. For example, you might want to issue a refund when your Customer has cancelled a meeting via email.

You can issue manual refunds within OnceHub for any paid transaction directly from the [Activity stream](https://help.oncehub.com/scheduleonce/managing-bookings/analytics/activity-stream-viewing-activities/ "Introduction to the Activity Stream"). Refunds issued via OnceHub are accessible in the Activity stream and in detailed [Revenue reports](https://help.oncehub.com/scheduleonce/reporting/revenue-reports/ "Revenue Reports").

Note

In order to issue a refund via OnceHub, you must enable the [manual processing of refunds via OnceHub](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/customizing-refund-settings/ "Customizing refund settings") and ensure that the User making the refund has the permission to refund via OnceHub. A OnceHub administrator can manage the User permissions for their own profile and other Users’ in the OnceHub permissions section in the [User profile](https://help.oncehub.com/profile-management/managing-your-profile-in-oncehub/ "Introduction to My Profile").

In this article, you will learn **how to issue a manual refund via OnceHub**.

## Requirements

[Section titled “Requirements”](#requirements)

To issue a refund via OnceHub, you must:

* Be the Owner or the Editor of the activity
* Have the permission to refund via OnceHub
* Enable the [manual processing of refunds via OnceHub](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/customizing-refund-settings/ "Customizing refund settings")

## Refunding via OnceHub

[Section titled “Refunding via OnceHub”](#refunding-via-oncehub)

To issue a refund via OnceHub:

1. Click on the Transaction from your Activity stream. In the **Details** pane, click **Process a refund** (Figure 1). ![Figure 1: Issuing a manual refund](https://help.oncehub.com/_astro/image-5.DrD7ojFH_TsYtY.webp)Figure 1: Issuing a manual refund
2. Enter the amount to refund and click **Refund**.

Note

The User can also issue a refund when initiating a cancellation or requesting reschedule for any Event type. [Learn more about cancelling or requesting reschedule for any Event type](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/user-action-cancelreschedule-for-booking-pages-with-event-types/ "User action: Cancel/request to reschedule with event types")

Refunding manually via PayPal

Refunds issued via PayPal are also captured in OnceHub via the PayPal API and are accessible in the [Activity stream](https://help.oncehub.com/scheduleonce/managing-bookings/analytics/activity-stream-viewing-activities/ "Introduction to the Activity Stream") and in detailed [Revenue reports](https://help.oncehub.com/scheduleonce/reporting/revenue-reports/ "Revenue Reports"), giving you full visibility of your refunds activity. We recommend you refund through OnceHub rather than through PayPal, as with OnceHub a credit invoice is automatically issued and sent to your Customers in the default email notifications.

# The OnceHub connector for PayPal

> This article only applies if you use our PayPal integration to collect payments from your customers. If you have any questions on how we bill you as a OnceHu...

Note

This article only applies if you use our [PayPal integration to collect payments from your customers](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/payment-integration-throughout-booking-lifecycle/ "Payment integration throughout the booking lifecycle (collecting payments from Customers)"). If you have any questions on how we bill you as a OnceHub customer, go to the [Account billing article](https://help.oncehub.com/scheduleonce/insights-operations/billing-subscription-management/introduction-to-billing/ "Introduction to Billing").

The OnceHub connector for PayPal allows you to collect payments as an integral part of your booking process. You only need to connect your PayPal account, configure payment settings, and OnceHub takes care of all payment activities in an automated and secure manner.

Note

When your PayPal account is connected to OnceHub, customers can usually pay with their **credit/debit card** or with their **PayPal account**. A PayPal account on the customer end is not required. Due to the limitations of PayPal’s checkout process, we cannot guarantee that all of your customers will be offered the option to pay via debit or credit card without using a PayPal account.

The ability to offer two payment methods - **Traditional cards and PayPal** - increases sales and improves customer satisfaction.

When you are connected to PayPal, you can define a [cancel/reschedule policy](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/customer-cancelreschedule-policy/ "The Customer Cancel/Reschedule policy") for your Event types and set the fees and refund rates for canceling or rescheduling a single session, or [multiple sessions within a package](https://help.oncehub.com/scheduleonce/event-types-booking-pages/scheduling-options/session-packages/ "Session packages"). This allows you to automatically refund customers when they cancel, or charge them a reschedule fee when they reschedule.

Caution

Although OnceHub communicates with your PayPal account, it is not party to the transaction and does not store or process credit card or financial data. Transactions are only processed and managed by PayPal. Security and PCI compliance for any card data provided by your customers is under PayPal’s responsibility. [Learn more about Payment integration terms of use](https://www.oncehub.com/trustcenter/legal/msa/)

## Connecting to PayPal

[Section titled “Connecting to PayPal”](#connecting-to-paypal)

Before you can begin accepting payments for your Event types, you must [connect OnceHub to your PayPal account](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/connecting-oncehub-to-paypal/ "Connecting ScheduleOnce to PayPal").

1. First you must accept the [OnceHub terms of use](https://www.oncehub.com/trustcenter/legal/msa/). In addition to the fee charged by PayPal, OnceHub will charge a [1% transaction fee](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/oncehub-transaction-fee/ "ScheduleOnce transaction fee") for each payment made via OnceHub.
2. Then you must connect to PayPal. This will [grant permissions to OnceHub](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/granting-permissions-to-oncehub/ "Granting permissions to ScheduleOnce") to run specific transactions via the PayPal API. The integration allows you to charge customers for bookings, issue refunds via OnceHub, and capture transactions in OnceHub invoicing and [Revenue reports](https://help.oncehub.com/scheduleonce/reporting/revenue-reports/ "Revenue Reports").
3. Then you must [allow automatic billing](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/allowing-automatic-billing/ "Allowing automatic billing"). This will allow OnceHub to charge the [1% transaction fee](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/oncehub-transaction-fee/ "ScheduleOnce transaction fee") for payments made via OnceHub.

## Customizing payment settings

[Section titled “Customizing payment settings”](#customizing-payment-settings)

When using Payment integration, you can customize the [Refund settings](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/customizing-refund-settings/ "Customizing refund settings"), the [Currency settings](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/customizing-currency-settings/ "Customizing currency settings"), and the [Invoice settings](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/customizing-invoice-settings/ "Customizing invoice settings") for your OnceHub account. [Learn more about customizing payment settings](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/customizing-payment-settings/ "Customizing payment settings")

## Using Payment integration

[Section titled “Using Payment integration”](#using-payment-integration)

In the **Event type → Payment and cancel/reschedule policy** section, you can define the Event type price, the customer cancellation policy, and the customer reschedule policy when accepting payments via OnceHub. For example, you can choose to charge 10% of the event type price when customers reschedule a booking or automatically issue a refund of 100 USD when customers cancel the booking a week before the meeting time. [Learn more about configuring Payment and Cancel/reschedule settings](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/payment-and-rescheduling/ "Event type: Payment and cancel/reschedule policy section")

## Troubleshooting

[Section titled “Troubleshooting”](#troubleshooting)

If you experience any issues with your PayPal integration, please read our [troubleshooting article](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/troubleshooting/payment-integration-issues/ "Troubleshooting Payment integration issues"). This article outlines common issues and solutions for these issues.

# OnceHub transaction fee

> This article only applies if you use our PayPal integration to collect payments from your Customers. If you have any questions on how we bill you as a OnceHu...

Note

This article only applies if you use our [PayPal integration to collect payments from your Customers](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/payment-integration-throughout-booking-lifecycle/ "Payment integration throughout the booking lifecycle (collecting payments from Customers)"). If you have any questions on how we bill you as a OnceHub Customer, go to the [Account billing article](https://help.oncehub.com/scheduleonce/insights-operations/billing-subscription-management/introduction-to-billing/ "Introduction to Billing").

OnceHub has partnered with PayPal to offer [payment integration through all phases of the booking lifecycle](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/payment-integration-throughout-booking-lifecycle/ "Payment integration throughout the booking lifecycle"). OnceHub charges a [1% transaction fee](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/oncehub-transaction-fee/ "1% transaction fee") for payments received via OnceHub, in addition to the fees charged by PayPal.

## Why does OnceHub charge a transaction fee?

[Section titled “Why does OnceHub charge a transaction fee?”](#why-does-oncehub-charge-a-transaction-fee)

OnceHub provides a robust and feature-rich scheduling solution. Our license-based pricing allows us to offer our customers unlimited usage of our product and high-touch support. [Payment integration](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/connecting-oncehub-to-paypal/ "Connecting ScheduleOnce to PayPal") allows you to increase sales, generate additional revenue streams, and reduce administrative overheads. To ensure that you do not bear any fixed costs upfront, and are only paying for actual usage rather than projections, we have implemented a transaction-based pricing model for payment integration. This allows you to enjoy the full benefits of our comprehensive and robust payment integration, with its cost directly aligned to the revenue you generate.

## What are the fees charged by OnceHub?

[Section titled “What are the fees charged by OnceHub?”](#what-are-the-fees-charged-by-oncehub)

Transaction fees are collected as follows:

* All payments received via OnceHub are subject to a 1% transaction fee, including those made with a free account.
* There are no transaction fees or credits for refunds made via OnceHub.
* For all currencies, the 1% transaction fee is rounded down.

## How do you allow automatic billing?

[Section titled “How do you allow automatic billing?”](#how-do-you-allow-automatic-billing)

When you [connect your PayPal account to OnceHub](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/connecting-oncehub-to-paypal/ "Connecting ScheduleOnce to PayPal"), you will be prompted to [allow automatic billing](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/allowing-automatic-billing/ "Allowing automatic billing") of a 1% transaction fee. You will be redirected to PayPal, where you will allow automatic billing via OnceHub. This is referred to in your PayPal account as a billing agreement. The transaction fee will be charged automatically with each payment received, and will be visible as an individual transaction in your connected PayPal account. [Learn more about OnceHub payment terms of use](https://www.oncehub.com/trustcenter/legal/msa/)

## How will you invoice me for the transaction fee?

[Section titled “How will you invoice me for the transaction fee?”](#how-will-you-invoice-me-for-the-transaction-fee)

At the beginning of each month, you will receive a [Transaction fee invoice from OnceHub](https://help.oncehub.com/scheduleonce/insights-operations/billing-subscription-management/payment-and-billing/ "ScheduleOnce Payment integration transaction fee invoice") summarizing all transaction fees paid during the previous month. The invoice is for your records only, and does not require additional payment, since the transactions were deducted automatically from your connected PayPal account with each payment received via OnceHub.

# Payment integration throughout the booking lifecycle

> This article only applies if you use our PayPal integration to collect payments from your Customers. If you have any questions on how we bill you as a OnceHu...

Note

This article only applies if you use our PayPal integration to collect payments from your Customers. If you have any questions on how we bill you as a OnceHub Customer, go to the [Account billing article](https://help.oncehub.com/scheduleonce/insights-operations/billing-subscription-management/introduction-to-billing/ "Introduction to Billing").

OnceHub has partnered with PayPal to offer payment integration through all phases of the booking lifecycle. From the initial booking, through to rescheduling and cancellations, you can increase sales, generate additional revenue streams, and reduce administrative overhead (Figure 1).

## ![](https://help.oncehub.com/_astro/1550256930263.Cx-2fRaR_1EfOmJ.webp)Figure 1: Payment integration throughout the booking lifecycle **Accept secure payments**

[Section titled “Figure 1: Payment integration throughout the booking lifecycle Accept secure payments”](#figure-1-payment-integration-throughout-the-booking-lifecycle-accept-secure-payments)

[The OnceHub connector for PayPal](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/oncehub-connector-for-paypal/ "The ScheduleOnce connector for PayPal") allows you to collect payments as an integral part of your booking process. Customers can pay for your services using a credit/debit card or a PayPal account. Simply [connect your PayPal account](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/connecting-oncehub-to-paypal/ "Connecting ScheduleOnce to PayPal"), configure your payment settings, and OnceHub takes care of all payment activities in an automated and secure manner.

You can accept secure payments when:

* **Customers make a booking**: You can collect payment for your services in any currency you have in your PayPal account.
* **Customers reschedule a booking**: The Reschedule policy can stipulate that Customers will be charged a reschedule fee based on the remaining time before the scheduled meeting. Charging for rescheduling actions generates an additional revenue stream and reduces unnecessary rescheduling.

## **Automatic refunds**

[Section titled “Automatic refunds”](#automatic-refunds)

[Automatic refunds](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/automatic-refunds-via-oncehub/ "Automatic refund via ScheduleOnce") allow you to build trust and increase Customer satisfaction when sessions are canceled. Partial or full refunds are instantly credited back to Customers based on the [cancellation policies](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/automatic-refunds-via-oncehub/ "Automatic refunds via ScheduleOnce") you define.

## **Manual refunds**

[Section titled “Manual refunds”](#manual-refunds)

OnceHub allows you to [issue refunds](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/manual-refunds-via-oncehub/ "Manual refund via ScheduleOnce") directly from the [Activity stream](https://help.oncehub.com/scheduleonce/managing-bookings/analytics/activity-stream-viewing-activities/ "Introduction to the Activity Stream"). [When enabled in the Payment settings](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/customizing-refund-settings/ "Customizing refund settings"), Users can refund Customers when they initiate a booking cancellation or send a request to reschedule.

## **Integrated transaction data**

[Section titled “Integrated transaction data”](#integrated-transaction-data)

Transaction data and payment actions are integrated into User workflows. Payment data appears in context with scheduling activities in the Payment details tab of the [Activity stream](https://help.oncehub.com/scheduleonce/managing-bookings/analytics/activity-stream-viewing-activities/ "Introduction to the Activity Stream"). You can also access detailed [Revenue reports](https://help.oncehub.com/scheduleonce/reporting/revenue-reports/ "Revenue Reports") that provide full visibility into transactions throughout the booking lifecycle. Scheduling activities are presented side by side with correlating payment and credit transactions in one central location.

# Testing the OnceHub connector for PayPal

> This article only applies if you use our PayPal integration to collect payments from your Customers. If you have any questions on how we bill you as a OnceHu...

Note

This article only applies if you use our [PayPal integration to collect payments from your Customers](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/payment-integration-throughout-booking-lifecycle/ "Payment integration throughout the booking lifecycle (collecting payments from Customers)"). If you have any questions on how we bill you as a OnceHub Customer, go to the [Account billing article](https://help.oncehub.com/scheduleonce/insights-operations/billing-subscription-management/introduction-to-billing/ "Introduction to Billing").

The [OnceHub connector for PayPal](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/oncehub-connector-for-paypal/ "The ScheduleOnce connector for PayPal") allows you to collect payments as an integral part of your booking process. To set up the connector, all you need to do is connect your PayPal account and configure payment settings. Once that’s done, OnceHub takes care of all payment activities for you in an automated and secure manner.

In this article, you’ll learn how to test transactions before introducing payment integration to your Customers.

## Requirements

[Section titled “Requirements”](#requirements)

To test the OnceHub connector for PayPal, you must:

* Be a OnceHub Administrator
* Have an [active connection to your PayPal account](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/connecting-oncehub-to-paypal/ "Connecting ScheduleOnce to PayPal")
* Work in [Automatic booking mode](https://help.oncehub.com/scheduleonce/event-types-booking-pages/scheduling-options/automatic-booking-or-booking-with-approval/ "Automatic booking or Booking with approval")

## Configuring Payment integration

[Section titled “Configuring Payment integration”](#configuring-payment-integration)

1. Hover over the lefthand menu and go to the Booking pages icon → open the lefthand sidebar → **Integrations** → **Payment**.

2. In the Payment settings, [enable the manual and automatic processing of refunds option for your OnceHub app](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/customizing-refund-settings/ "Customizing refund settings").

3. In the lefthand side menu, select the Booking page icon.

4. Create a test [Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages") and an [Event type](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/introduction-to-event-types/ "Introduction to Event types"). Associate the Event type with the Booking page.

5. On the Event type, edit the [**Payment and cancel/reschedule policy**](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/payment-and-rescheduling/ "Event type: Payment and cancel/reschedule policy section") section.

6. In the **Payment and pricing** step, select the [**Display a price and collect payment via OnceHub**](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/payment-and-rescheduling-payment-is-collected/ "Event type: Payment and cancel/reschedule policy when payment is collected via ScheduleOnce") option and set the price to *1.00 USD.* Note that you can use any currency that your PayPal account accepts.

7. In the **Cancellation policy** setting, select the option for your policy and set a refund amount. For example, the refund amount can be *50% of the Event type price.*

   * **Anytime**: This means that Customers can cancel right before the scheduled meeting time. This can be in a matter of minutes.
   * **Up until a certain time before the meeting**: In this case, you can select how long before the scheduled meeting time the Customer can cancel. Values range from 15 minutes to 14 days.

8. In the **Reschedule policy** setting, select the option for your policy and set a reschedule fee. For example, the reschedule fee can be *10% of the Event type price.*

   * **Anytime**: This means that Customers can reschedule right before the scheduled meeting time. This can be in a matter of minutes.
   * **Up until a certain time before the meeting**: In this case, you can select how long before the scheduled meeting time the Customer can reschedule. Values range from 15 minutes to 14 days.

9. Save the **Payment and cancel/reschedule** settings.

## Make a test booking and accept payment via OnceHub

[Section titled “Make a test booking and accept payment via OnceHub”](#make-a-test-booking-and-accept-payment-via-oncehub)

1. In the lefthand side menu, select the Booking page icon.
2. Open your test Booking page’s action menu (![](https://help.oncehub.com/_astro/1549013629909.BTlDPN30_pDzJq.webp)), select **Open Public link** and make a test booking.
3. For testing purposes, pay for the service with a credit card that is not used in your PayPal account. This will allow you to see the card transactions in your PayPal account.
4. Go to the [Activity stream](https://help.oncehub.com/scheduleonce/managing-bookings/analytics/activity-stream-viewing-activities/ "Introduction to the Activity Stream") in your OnceHub account and check the activity created. The **Payment details** tab includes the paid transaction. In addition, you can also check your PayPal account to view the paid transaction.

## Reschedule a test booking and accept payment via OnceHub

[Section titled “Reschedule a test booking and accept payment via OnceHub”](#reschedule-a-test-booking-and-accept-payment-via-oncehub)

1. From the test email account, open the scheduled email notifications and click the [Cancel/reschedule link](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/customer-cancelreschedule-page/ "The Customer Cancel/Reschedule page").
2. On the Cancel/reschedule page, check the Reschedule policy description and click **Reschedule**.
3. Reschedule the booking and use the same **credit/debit card** you used previously to pay for the reschedule fee.
4. Go to the **[Activity stream](https://help.oncehub.com/scheduleonce/managing-bookings/analytics/activity-stream-viewing-activities/ "Introduction to the Activity Stream")** in OnceHub, check the activity that is rescheduled. The **Payment details** tab includes the rescheduled fee transaction. In addition, you can also check your PayPal account to view the paid transaction.

## Cancel a test booking and issue automatic refund

[Section titled “Cancel a test booking and issue automatic refund”](#cancel-a-test-booking-and-issue-automatic-refund)

1. From the test email account, open the scheduled email notifications and click the [Cancel/reschedule link](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/customer-cancelreschedule-page/ "The Customer Cancel/Reschedule page").
2. On the Cancel/reschedule page, check the Cancellation policy description and click **Cancel the booking**.
3. Go to the **[Activity stream](https://help.oncehub.com/scheduleonce/managing-bookings/analytics/activity-stream-viewing-activities/)** in OnceHub, check the activity that is canceled. The **Payment details** tab includes the refund transaction. In addition, you can also check your PayPal account to view the refund transaction.

Congratulations! You’re done. Now you can refine your settings and make payment integration available to your Customers.

# Troubleshooting

> Troubleshooting documentation and guides.

[Payment integration issues](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/troubleshooting/payment-integration-issues)

# Payment integration issues

> There are a number of reason why you might not be able to accept payments or process refunds via OnceHub.

There are a number of reason why you might not be able to accept payments or process refunds via OnceHub. This article describes potential issues with [payment integration](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/payment-integration-throughout-booking-lifecycle/ "Payment integration throughout the booking lifecycle (collecting payments from Customers)") and how these issues can be fixed.

## You cannot accept payments

[Section titled “You cannot accept payments”](#you-cannot-accept-payments)

If you cannot accept payments via OnceHub, you should check errors related to the connected PayPal account. Errors might occur for the following reasons.

### Your account is disconnected from PayPal

[Section titled “Your account is disconnected from PayPal”](#your-account-is-disconnected-from-paypal)

If your account is disconnected from PayPal, your Billing Agreement might have been revoked or the permissions granted to OnceHub were canceled in your PayPal account.

To fix this, check the connected PayPal account and reconnect in OnceHub.

[Learn more about connecting to your PayPal account](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/connecting-oncehub-to-paypal/ "Connecting ScheduleOnce to PayPal")

### Your PayPal account is frozen

[Section titled “Your PayPal account is frozen”](#your-paypal-account-is-frozen)

Your PayPal account might be limited or frozen for security reasons in PayPal. You can log in to your PayPal account to understand why your account is limited. Account limitations prevent OnceHub from completing certain actions such as sending or receiving money.

### You removed the currency set in the Event type from your PayPal account

[Section titled “You removed the currency set in the Event type from your PayPal account”](#you-removed-the-currency-set-in-the-event-type-from-your-paypal-account)

If you have removed the currency set in the Event type from your PayPal account, it will affect the collection of reschedule fees when a reschedule is attempted by the Customer. Since the Reschedule fee currency does not exist in PayPal, the reschedule will not be possible.

### Issues are encountered with the PayPal connection

[Section titled “Issues are encountered with the PayPal connection”](#issues-are-encountered-with-the-paypal-connection)

OnceHub might not be able to confirm the transaction due to errors with the PayPal connection. In this case, the Customer will not be able to make a booking.

[Check the OnceHub Status page for known issues](https://status.oncehub.com/)

## Refunds cannot be processed

[Section titled “Refunds cannot be processed”](#refunds-cannot-be-processed)

If refunds cannot be processed, you should check errors related to your [Refund settings](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/customizing-refund-settings/ "Customizing refund settings (collecting payments from Customers)"), the [Booking page Owner/Editor](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-page-ownership/ "Booking page ownership"), or the specific transaction. This might happen for the following reasons:

### Your OnceHub account cannot process refunds via OnceHub

[Section titled “Your OnceHub account cannot process refunds via OnceHub”](#your-oncehub-account-cannot-process-refunds-via-oncehub)

If your OnceHub account cannot process refunds via OnceHub, you should change the Refund settings to allow processing of refunds via OnceHub.

[Learn more about customizing Refund settings](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/customizing-refund-settings/ "Customizing refund settings")

### The Booking page Owner or Editor does not have permission to refund via OnceHub

[Section titled “The Booking page Owner or Editor does not have permission to refund via OnceHub”](#the-booking-page-owner-or-editor-does-not-have-permission-to-refund-via-oncehub)

Check each User’s profile to ensure that the Booking page Owner or Editor has permission to refund via OnceHub.

### Transactions older than 60 days cannot be refunded

[Section titled “Transactions older than 60 days cannot be refunded”](#transactions-older-than-60-days-cannot-be-refunded)

Refunds are limited to 60 days by default in your PayPal account and refunds cannot be made after the limit. If you still want to refund old transactions, you should contact PayPal to extend the transaction refund limit.

### There are not enough funds in the PayPal account

[Section titled “There are not enough funds in the PayPal account”](#there-are-not-enough-funds-in-the-paypal-account)

If there are not enough funds in your PayPal account, you won’t be able to process refunds for that specific transaction. Check your PayPal account.

# Booking Pages

> Booking Pages documentation and guides.

[Managing Bookings](https://help.oncehub.com/scheduleonce/booking-pages/managing-bookings/)

# Managing Bookings

> Managing Bookings documentation and guides.

[Analytics](https://help.oncehub.com/scheduleonce/booking-pages/managing-bookings/analytics/)

# Analytics

> Analytics documentation and guides.

[Introduction to Analytics and Source tracking](https://help.oncehub.com/scheduleonce/booking-pages/managing-bookings/analytics/introduction-to-analytics-and-source-tracking)

# Introduction to Analytics and Source tracking

> After setting up your Booking pages or Master pages, you'll need to share them with your prospects and Customers.

After setting up your [Booking pages](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages") or [Master pages](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/introduction-to-master-pages/ "Introduction to Master pages"), you’ll need to share them with your prospects and Customers. In this section, you will learn how to Personalize links with dynamic parameters.

## Using OnceHub with source tracking (UTM tags)

[Section titled “Using OnceHub with source tracking (UTM tags)”](#using-oncehub-with-source-tracking-utm-tags)

Source tracking helps you understand your audience better by tracking the various sources of your bookings. By adding tags to the specific URLs that you share in different places online, you can analyze which marketing campaign or outreach effort results in more bookings.

[Learn more about using OnceHub with source tracking (UTM tags)](https://help.oncehub.com/scheduleonce/managing-bookings/analytics/using-oncehub-with-utm-tracking/ "Using ScheduleOnce with source tracking (UTM tags)")

## Using OnceHub with web analytics

[Section titled “Using OnceHub with web analytics”](#using-oncehub-with-web-analytics)

Leads can be driven to your OnceHub [Booking pages](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages") from multiple online sources. For example, you might receive OnceHub bookings from mass emails, social media, and pay per click (PPC) advertising. Tracking which campaign has generated the most bookings can help you focus on the campaigns that matter.

[Learn more about using OnceHub with web analytics](https://help.oncehub.com/scheduleonce/managing-bookings/analytics/using-booking-pages-with-web-analytics/)

# Customization Branding

> Customization Branding documentation and guides.

[Theme Designer](https://help.oncehub.com/scheduleonce/customization-branding/theme-designer/)

[Booking Forms Editor](https://help.oncehub.com/scheduleonce/customization-branding/booking-forms-editor/)

[Notification Templates Editor](https://help.oncehub.com/scheduleonce/customization-branding/notification-templates-editor/)

[Localization Customer Text](https://help.oncehub.com/scheduleonce/customization-branding/localization-customer-text/)

# Booking Forms Editor

> Booking Forms Editor documentation and guides.

[Introduction to the Booking forms editor](https://help.oncehub.com/scheduleonce/customization-branding/booking-forms-editor/introduction-to-booking-forms-editor)

[Creating and editing a Booking form](https://help.oncehub.com/scheduleonce/customization-branding/booking-forms-editor/creating-and-editing-booking-form)

[The Fields library](https://help.oncehub.com/scheduleonce/customization-branding/booking-forms-editor/fields-library)

[Creating and editing Custom fields](https://help.oncehub.com/scheduleonce/customization-branding/booking-forms-editor/creating-and-editing-custom-fields)

[Mapping Booking Page Custom Fields to Contact Fields](https://help.oncehub.com/scheduleonce/customization-branding/booking-forms-editor/mapping-booking-page-custom-fields-to-contact-fields)

[Editing System fields](https://help.oncehub.com/scheduleonce/customization-branding/booking-forms-editor/editing-system-fields)

[Hiding fields on the Booking form](https://help.oncehub.com/scheduleonce/customization-branding/booking-forms-editor/hiding-fields-on-booking-form)

[Conditional fields](https://help.oncehub.com/scheduleonce/customization-branding/booking-forms-editor/conditional-fields)

[Secure attachments](https://help.oncehub.com/scheduleonce/customization-branding/booking-forms-editor/secure-attachments)

# Conditional fields

> Conditional fields are fields that can be included in your Booking form which are only visible if the Customer is requested to provide this information.

Conditional fields are fields that can be included in your Booking form which are only visible if the Customer is requested to provide this information. Whether a Customer is requested to provide this information is based on settings on your [Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages") or [Event type](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/introduction-to-event-types/ "Introduction to Event types").

The [Booking form](https://help.oncehub.com/scheduleonce/customization-branding/booking-forms-editor/introduction-to-booking-forms-editor/ "Introduction to the Booking forms editor") includes two Conditional fields: **Meeting subject** and **Location**.

## Meeting subject

[Section titled “Meeting subject”](#meeting-subject)

If you are using [Booking pages without Event types](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/booking-pages-only-without-event-types/ "Booking pages only (without Event types)"), you can choose if you want the **Meeting subject** to be set by the Owner (you) or the Customer. If you choose for the Customer to provide the meeting subject, the Customer will be required to provide a meeting subject in order to complete the booking process.

Note

If your [Booking page is linked to an Event type](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/adding-event-types-to-booking-pages/ "Adding Event types to Booking pages"), the **Meeting subject** is set by default to the [Event type](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/introduction-to-event-types/ "Introduction to Event types") name and cannot be changed.

To allow the Customer to provide the meeting subject, go to **Booking pages** in the bar on the left → select the relevant Booking page **→** [Booking form and redirect ](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-forms-redirect/introduction-to-booking-form-and-redirect/ "Introduction to the Booking form and redirect section")section. Then, select **Meeting subject will be provided by the Customer** (Figure 1), and click **Save**.

![Figure 1: Meeting subject will be provided by the Customer](https://help.oncehub.com/_astro/1563196981833.olJYf9pQ_Z1AMvYG.webp)Figure 1: Meeting subject will be provided by the Customer

## Location

[Section titled “Location”](#location)

You can customize the location of your meeting in the [**Conferencing / Location**](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-pages-location-settings/ "Booking page: Conferencing / Location section") section of your Booking page (Figure 2).

![](https://help.oncehub.com/_astro/screen-shot-2020-07-21-at-114552-am.BNzFUeY1_2wJmTv.webp)Figure 2: Booking page Conferencing / Location section First, select the type of location: virtual meeting or face-to-face. If you choose a virtual meeting or face-to-face location, you can either provide the location yourself or specify that the Customer will provide a location when making a booking.

* If you choose for the Customer to provide the location information, the Customer will be required to provide the location information to complete the booking process.
* If you choose to not use a meeting channel or to provide one yourself, the **Location** field will not be visible to the Customer in the Booking form.

# Creating and editing a Booking form

> You can use the Booking forms editor to customize the information that you want to collect from your Customers during the booking process.

[Creating and editing a Booking form](https://www.youtube-nocookie.com/embed/hlS2HIHHrHM?wmode=opaque)

You can use the [Booking forms editor](https://help.oncehub.com/scheduleonce/customization-branding/booking-forms-editor/introduction-to-booking-forms-editor/ "Introduction to the Booking forms editor") to customize the information that you want to collect from your Customers during the booking process. You can choose the questions on the Booking form and the order that they’re presented in.

If you are working with multiple [Booking pages](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages"), you can create a different Booking form for each Booking page. If your business needs are the same for all of your Booking pages, or if you’re only using one Booking page, you can create one Booking form.

In this article, you’ll learn about creating and editing a Booking form.

## Accessing the Booking forms editor

[Section titled “Accessing the Booking forms editor”](#accessing-the-booking-forms-editor)

To access the Booking forms editor, go to **Booking pages** in the bar on the left. On the left, select **Booking forms editor**.

Default Booking form settings

When you open the Booking forms editor for the first time, you’ll see the **default Booking form** (Figure 1).

![](https://help.oncehub.com/_astro/1777360937176.B9GhekDz_28rjql.webp)

Figure 1: Default Booking form

The default Booking form includes the following fields:

* Subject ([Conditional field](https://help.oncehub.com/scheduleonce/customization-branding/booking-forms-editor/conditional-fields/ "Conditional fields"))
* Your name
* Your email
* Your mobile phone
* Location ([Conditional field](https://help.oncehub.com/scheduleonce/customization-branding/booking-forms-editor/conditional-fields/ "Conditional fields"))
* Your note

When you create a new Booking form, these six fields will be included. You can remove most of these fields and add others as needed.

Note

Accounts created before July 23, 2020 include eight fields in their default Booking form, rather than six. The additional fields are:

* Your company
* Your phone

## Creating a new Booking form

[Section titled “Creating a new Booking form”](#creating-a-new-booking-form)

There are three ways to customize the Booking form: Editing the Default Booking form, creating a new Booking form, or copying and editing an existing Booking form.

### Editing the Default Booking form

[Section titled “Editing the Default Booking form”](#editing-the-default-booking-form)

If you want every Booking page on your account to use the same Booking form, this is a good option. This ensures that Users will not accidentally select the wrong Booking form.

### Creating a new Booking form

[Section titled “Creating a new Booking form”](#creating-a-new-booking-form-1)

To create a new Booking form, click the **New Booking form** button (Figure 2) in the **Booking forms** menu on the left hand side of the page. The new Booking form will have the Default Booking form settings. This is a good option if you want to start from scratch.

![](https://help.oncehub.com/_astro/1563869304719.J8rbXTbK_1MAL6e.webp)Figure 2: New Booking form button

### Copying an existing Booking form

[Section titled “Copying an existing Booking form”](#copying-an-existing-booking-form)

To copy an existing Booking form, click the **Copy** button (Figure 3) in the **Booking forms** menu on the left hand side of the page. The new Booking form will be an exact copy, which you can customize further as needed. This is a good option if you’ve already created a Booking form that you like and want to edit it slightly.

![](https://help.oncehub.com/_astro/new-booking-form.DL6o2AaO_Z2wzBjv.webp)Figure 3: Copy an existing Booking form

## Editing a Booking form

[Section titled “Editing a Booking form”](#editing-a-booking-form)

You can edit, add, and remove the content of your Booking forms in the middle editing pane.

### Adding fields to your Booking form

[Section titled “Adding fields to your Booking form”](#adding-fields-to-your-booking-form)

To add a field to the Booking form, click the arrow icon on the specific field in the [Fields library](https://help.oncehub.com/scheduleonce/customization-branding/booking-forms-editor/fields-library/ "The Fields library") (Figure 4).

![](https://help.oncehub.com/_astro/add-field-new.BqzXar34_194D1d.webp)Figure 4: Add fields to your Booking form

### Removing fields from your Booking form

[Section titled “Removing fields from your Booking form”](#removing-fields-from-your-booking-form)

To remove a field from the Booking form, click **Remove field** next to the specific field (Figure 5). ![](https://help.oncehub.com/_astro/remove.DkPaLgEX_Z1Qsfal.webp)

Figure 5: Remove a field from your Booking form

Note

The **Email** and **Name** fields cannot be removed because OnceHub needs this basic information in order to confirm the booking with your Customer.

### Editing text

[Section titled “Editing text”](#editing-text)

To edit the **Field title** and **subtext**, click the **Edit** icon next to the Field name (Figure 6).

![](https://help.oncehub.com/_astro/edit.rBAyhNgF_zC7oc.webp)

*Figure 6: Edit icon* The **Edit field** pop-up will appear (Figure 7).

![](https://help.oncehub.com/_astro/screen-shot-2020-07-24-at-93149-am.DVQ_qVM0_ZALeu1.webp)Figure 7: Edit field pop-up

* **Field title:** This is the title that will be displayed to Customers.
* **Subtext:** Check the **Add subtext** box to add subtext to the field. Subtext can help explain the information being collected in the field, or why you are asking your Customers for this information.

Click the **Link** icon to add a link to any of the text you edit.

[Learn more about editing System fields](https://help.oncehub.com/scheduleonce/customization-branding/booking-forms-editor/editing-system-fields/ "Editing System fields")

[Learn more about creating and editing Custom fields](https://help.oncehub.com/scheduleonce/customization-branding/booking-forms-editor/creating-and-editing-custom-fields/ "Creating and editing Custom fields")

### Choosing the order of your fields

[Section titled “Choosing the order of your fields”](#choosing-the-order-of-your-fields)

To change the order in which your fields appear, click the up or down arrow on the right side of each field to move it.

### Choosing which fields will be required

[Section titled “Choosing which fields will be required”](#choosing-which-fields-will-be-required)

Check the **Required** checkbox to make the field required (Figure 8). The Customer must fill out all required fields in order to make a booking. Uncheck the **Required** checkbox to make a field optional.

![](https://help.oncehub.com/_astro/1777312559501.CGn0bmKm_Kbxo9.webp) *Figure 8: Required box*

### Previewing your Booking form

[Section titled “Previewing your Booking form”](#previewing-your-booking-form)

You can review your Booking form anytime by clicking the **Preview** link at the top of the Editing pane (Figure 9).

![](https://help.oncehub.com/_astro/preview-47315d.DmvkukRV_29diNR.webp)

*Figure 9: Click Preview to see a preview of your Booking form*

When you’re done editing your Booking form, click **Save**.

## Managing Booking forms

[Section titled “Managing Booking forms”](#managing-booking-forms)

In the **Booking forms** menu on the left hand side of the page, you will see a list of the Default Booking form provided by OnceHub and any custom Booking forms that you or other Users have created.

* **Rename:** To rename the selected Booking form, click the **Rename** button (Figure 10). The Default Booking form cannot be renamed. ![](https://help.oncehub.com/_astro/1563871307263.Bvm2Y7nO_ZA6EF6.webp)

  Figure 10: Rename button

* **Delete:** To delete the selected Booking form, click the **Delete** button (Figure 11). This action cannot be undone. The Default Booking form cannot be deleted. ![](https://help.oncehub.com/_astro/1563871389918.DhgUZVl8_ZIuVdA.webp)

  Figure 11: Delete button

## Adding a Booking form to a Booking page

[Section titled “Adding a Booking form to a Booking page”](#adding-a-booking-form-to-a-booking-page)

Once you’ve created a Booking form, you’ll need to add it to your [Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages"). If your Booking page is [associated with at least one Event type](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/adding-event-types-to-booking-pages/ "Adding Event types to Booking pages"), then the **Booking form and redirect** section will be on the Event type. [Learn more about the location of the Booking form and redirect section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/booking-form-and-customer-notifications/ "Location of the Booking form and the Customer notifications sections")

1. Go to **Booking pages** in the bar on the left.
2. Select the relevant Event type in the **Event types** pane.
3. In the **Booking form and redirect** section, select the Booking form you’ve just created from the **Booking form** drop-down menu.

If your Booking page is not associated with any Event types, the **Booking form and redirect** section will be on the Booking page.

1. Go to **Booking pages** in the bar on the left.
2. Select the relevant Booking page in the **Booking pages** pane.
3. In the [Booking form and redirect section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-forms-redirect/introduction-to-booking-form-and-redirect/ "Introduction to the Booking form and redirect section"), select the Booking form you’ve just created from the **Booking form** drop-down menu.

# Creating and editing Custom fields

> Booking forms allow you to collect information from your Customers when they make a booking. If you want to ask for information in your Booking form that you...

Booking forms allow you to collect information from your Customers when they make a booking. If you want to ask for information in your [Booking form](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-forms-redirect/introduction-to-booking-form-and-redirect/ "Introduction to the Booking form and redirect section") that you don’t see represented in the [System fields](https://help.oncehub.com/scheduleonce/customization-branding/booking-forms-editor/editing-system-fields/ "Editing System fields"), you can create your own Custom field.

In this article, you’ll learn about creating and editing Custom fields.

## Creating a Custom field

[Section titled “Creating a Custom field”](#creating-a-custom-field)

1. Click **Booking pages** in the bar on the left.

2. On the left, select **Booking forms editor**.

3. In the **Fields library** section on the right side of the page, click the **Add Custom field to library** button (Figure 1). ![](https://help.oncehub.com/_astro/1563874735675._BYvE0C9_1GqlLY.webp)Figure 1: Add Custom field to library button

4. The **Add Custom field to library** pop-up will open (Figure 2). ![](https://help.oncehub.com/_astro/screen-shot-2020-07-24-at-92021-am.CeSDFqhQ_Z20phqb.webp)Figure 2: Adding a Custom field

5. Select a **Field type**. The following field types are available:

   * **Single-line text:** A single input text box. The maximum character limit is 250.
   * **Multi-line text:** An input text box used to ask Customers for additional information. The maximum character limit is 5000.
   * **Dropdown:** Enables Customers to make a choice among a list of mutually exclusive options. Customers can choose only one option. A minimum of two options is required to use a **Dropdown** list.
   * **Checkbox:** Enables your Customers to choose any number of options from a list. A minimum of one option is required to use the **Checkbox** Field type.
   * **Attachment:** Enables you to request one attachment from your Customers. The file size limit is 5 MB and executable files are not allowed. You can also set the attachment to be secure with permission-based access. [Learn more about Secure attachments](https://help.oncehub.com/scheduleonce/customization-branding/booking-forms-editor/secure-attachments/ "Secure attachments")

6. Enter the **Field name**. Field names are unique identifiers that OnceHub uses to track Custom fields. This allows you to use information collected from Custom fields in other areas of OnceHub, such as Reports and Custom templates. The length of the Field name input text is limited to 20 characters. [Learn more about viewing information collected from your Booking form](https://help.oncehub.com/scheduleonce/reporting/viewing-collected-information-from-your-booking-form/ "Viewing collected information from your Booking form")

7. Enter the **Field title**. This title is displayed to your Customers when they make a booking. The length of the Field title is limited to 200 characters.

8. Check the **Add subtext** box if you want to add subtext to your Custom field. Subtext can provide more detailed information about the Custom field to your Customers. For example, if you are asking for a phone number, you can use this space to explain how you are going to use the phone number.

9. Highlight the relevant text and click the **Link** icon (Figure 3) to link the **Field title**, subtext, or **Checkbox** option to a URL of your choice. With the link option, you can provide external information to your Customers when they make a booking online. ![](https://help.oncehub.com/_astro/screen-shot-2020-07-24-at-91648-am.CNkbRHHD_Zm8kAS.webp)Figure 3: Link icon

10. Click **Save**.

Your new Custom field will be saved to the [Fields library](https://help.oncehub.com/scheduleonce/customization-branding/booking-forms-editor/fields-library/ "The Fields library") and can be added to your Booking form. [Learn more about editing a Booking form](https://help.oncehub.com/scheduleonce/customization-branding/booking-forms-editor/creating-and-editing-booking-form/ "Creating and editing a Booking form")

Note

The following source tracking field names are reserved for source tracking, and cannot be used as Custom field names:

* utm\_source: Used for identifying the traffic source.
* utm\_medium: Used for identifying the delivery method.
* utm\_campaign: Used for keeping track of different campaigns.
* utm\_term: Used for identifying keywords.
* utm\_content: Used for split testing or separating two ads that go to the same URL.

## System Custom fields

[Section titled “System Custom fields”](#system-custom-fields)

System Custom fields are fields which are included in the Fields library but are not automatically included in the Booking form. These fields include data you may wish to ask for, without having to input it yourself. The System Custom fields provided include:

* **Your phone:** A single-line text field requesting their phone number Note: The similar **Your mobile phone** system field is included in the Booking form by default
* **Your company:** A single-line text field requesting their company
* **Your state:** A drop-down menu of all 50 states in the United States and Washington, DC.
* **Your country:** A drop-down menu of every country in the world.
* **Your location:** A drop-down menu of every US state, Canadian province and every country in the world.
* **Terms of service:** A checkbox to agree to terms of service.
* **Attachment:** Attachment field.

Caution

It is not recommended to ask Customers to upload attachments that contain sensitive information. Attachments are not encrypted and are not password protected. [Learn more about Secure attachments](https://help.oncehub.com/scheduleonce/customization-branding/booking-forms-editor/secure-attachments/ "Secure attachments")

## Editing Custom fields

[Section titled “Editing Custom fields”](#editing-custom-fields)

Once you’ve created and saved a Custom field, you can edit it at any time. Custom fields are edited on an account level. This means that any change made to a Custom field will change the settings for that field in every Booking form that the field is included in.

To edit a Custom field that you’ve created, select the **Edit** icon next to the field in the Fields library (Figure 4).

![](https://help.oncehub.com/_astro/1563876241545.CLeiVpI7_Z1knI7.webp)Figure 4: Edit icon next to your Custom field

In Edit mode, you have the option to:

* **Edit the Field title:** The title of the field as it will appear to Customers on the Booking form. This can be different from the **Field name**, which cannot be changed once the field is created.
* **Add subtext:** This is where you can write a description of the field, or explain why you’re asking for the information.
* **Change field data you entered:** For example, let’s say you created a **Checkbox** field for your Customer to select options from. You can edit, remove, or add more options as needed.

Note

In a drop-down field, you cannot edit the text of an option directly. You must first delete the option and then create a new one.

# Editing System fields

> System fields are seven standardized fields. Four are included in every new Booking form by default.

System fields are seven standardized fields. Four are included in every new [Booking form](https://help.oncehub.com/scheduleonce/customization-branding/booking-forms-editor/introduction-to-booking-forms-editor/ "Introduction to the Booking forms editor") by default.

In this article, you’ll learn about editing System fields.

## System fields

[Section titled “System fields”](#system-fields)

* Your name
* Your email
* Your company (not included in the default Booking form)
* Your phone (not included in the default Booking form)
* Your mobile phone
* Your note
* [Customer guests](https://help.oncehub.com/scheduleonce/recommended-configuration/multiple-attendee-scenarios/can-customers-invite-guests-to-booking/ "Can Customers Invite Guests to a Booking?") (not included in the default Booking form)

Note

If you want to ask for information that is not included in the System fields or Custom fields, you can create your own Custom field. [Learn more about Custom fields](https://help.oncehub.com/scheduleonce/customization-branding/booking-forms-editor/creating-and-editing-custom-fields/ "Creating and editing Custom fields")

## Editing System fields

[Section titled “Editing System fields”](#editing-system-fields)

1. Go to **Booking pages** in the bar on the left.
2. On the left, select **Booking forms editor**.
3. Click the **Edit** icon next to the field name you want to edit in the Booking form (Figure 1). ![](https://help.oncehub.com/_astro/add-field.v6xBKK0N_p5ilo.webp)Figure 1: Click the Edit icon to edit a field
4. The **Edit system field** pop-up will appear (Figure 2). Here, you can edit the **Field title** and **Add subtext**. ![](https://help.oncehub.com/_astro/screen-shot-2020-07-24-at-92700-am.BvxllIcG_14dDRT.webp)Figure 2: Edit system field pop-up

When you edit a System field, you are editing that field only for the specific Booking form you are working on at that time. If you close the Booking form and edit the same field in a different Booking form, the changes you make are applied to only this new Booking form.

In contrast, Custom fields are edited in the Fields library, so any change made to the field is applied to every Booking form which includes the field. [Learn more about Custom fields](https://help.oncehub.com/scheduleonce/customization-branding/booking-forms-editor/creating-and-editing-custom-fields/ "Creating and editing Custom fields")

Note

You cannot edit the options in a System field drop-down menu. To customize drop-down menu options, [create a Custom field](https://help.oncehub.com/scheduleonce/customization-branding/booking-forms-editor/creating-and-editing-custom-fields/ "Creating and editing Custom fields").

### Field title

[Section titled “Field title”](#field-title)

The **Field title** is the name of the field as it will appear to Customers on the Booking form. For example, you can change the “Your name” field to say “First and last name.“ If you don’t enter any text for the **Field title**, the **Field name** will be used.

Caution

You should not use a System field to collect information other than what it is intended for. For example the “Your name” field should only be used to ask for the Customer’s name and the “Your phone” field should only be used to ask for a phone number.

Using these fields to collect information other than what is intended can break the scheduling process. For example, if you change the Field title of the email field to ask for something else, your Customer will not receive [email notifications](https://help.oncehub.com/scheduleonce/event-types-booking-pages/customer-notifications/customer-notification-scenarios/ "Customer notification scenarios") about the booking they made.

### Add subtext

[Section titled “Add subtext”](#add-subtext)

To add subtext to a field, check the **Add subtext** box. Then, enter a description of the field or explain why you are asking for the information.

For example, if you are asking for the Customer’s phone number, you can use this space to explain how you are going to use the phone number. You can also hyperlink text. For example, you could link to your Terms of service.

### Require email verification for the email System field

[Section titled “Require email verification for the email System field”](#require-email-verification-for-the-email-system-field)

If you are worried about Customers mistyping their email address when making a booking, you can turn on the **Email verification** option in the email **Edit system field** pop-up for the **Emai**l field (Figure 3).

When enabled, the Customer will be asked to enter their email address a second time and allow OnceHub to verify that both email addresses match. ![](https://help.oncehub.com/_astro/screen-shot-2020-07-24-at-92435-am.CVQDFTdb_24GRLx.webp)Figure 3: Require email verification for the email System field

### Enable SMS notifications for the Mobile phone System field

[Section titled “Enable SMS notifications for the Mobile phone System field”](#enable-sms-notifications-for-the-mobile-phone-system-field)

If you want to send booking-related SMS notifications to your Customers, you must provide them with an option to opt out of this service.

To do this, check the **Enable SMS** box in the **Booking forms editor**. Check the **OK to send me booking notifications via SMS** checkbox. The default is that the customer has to opt out of SMS notifications.

![](https://help.oncehub.com/_astro/add-field.v6xBKK0N_p5ilo.webp)Figure 3: Enable SMS notifications for the Mobile phone System field

When you enable this option, your Customers will be asked to opt-in to receiving SMS notifications in the Booking form.

![](https://help.oncehub.com/_astro/1548852921725.Dwp4aZZG_ZGNIbh.webp)Figure 4: Customers opt-in to receiving SMSs in the Booking form

When this option is enabled and your Booking form is skipped, the checkbox will appear in the date and time selection step.

![](https://help.oncehub.com/_astro/1548852921922.OYm4Tihu_tAI7a.webp)Figure 4: Opt-in to receive booking notifications via SMS

# The Fields library

> The Fields library contains all of the fields that are available for you to use in the Booking form. This is where you add fields to your Booking form and cr...

The Fields library contains all of the fields that are available for you to use in the [Booking form](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-forms-redirect/introduction-to-booking-form-and-redirect/ "Introduction to the Booking form and redirect section"). This is where you [add fields to your Booking form](https://help.oncehub.com/scheduleonce/customization-branding/booking-forms-editor/creating-and-editing-booking-form/ "Creating and editing a Booking form") and [create your own Custom fields](https://help.oncehub.com/scheduleonce/customization-branding/booking-forms-editor/creating-and-editing-custom-fields/ "Creating and editing Custom fields").

In this article, you’ll learn about the different types of fields stored in the Fields library.

## System fields

[Section titled “System fields”](#system-fields)

The System fields category includes seven fields. Four are included on all new Booking forms by default.

### Required fields

[Section titled “Required fields”](#required-fields)

* Your name
* Your email

The Customer’s name and email address must be collected in order for OnceHub email notifications to be sent to your Customers. You cannot remove these fields from the Booking form, and the Customer must fill them out in order to make a Booking.

### Optional fields

[Section titled “Optional fields”](#optional-fields)

* Your company: This field can be added to any Booking form when you want the Customer to add their company.
* Your phone: This field can be added to any Booking form when you want the Customer to add their phone number but don’t require a mobile phone number.
* Your mobile phone: Included on default booking form.
* Your note: Included on default booking form.
* [Customer guests](https://help.oncehub.com/scheduleonce/recommended-configuration/multiple-attendee-scenarios/can-customers-invite-guests-to-booking/ "Can Customers Invite Guests to a Booking?"): This field can be added to any Booking form when you want to allow the Customer to invite additional guests at their discretion.

These fields can be removed from the Booking form, but cannot be deleted from the Fields library.

[Learn more about System fields](https://help.oncehub.com/scheduleonce/customization-branding/booking-forms-editor/editing-system-fields/ "Editing System fields")

## Conditional fields

[Section titled “Conditional fields”](#conditional-fields)

Conditional fields are fields that will only show on the Booking form if you choose to ask the Customer to provide the data. The Conditional fields are:

* Meeting subject
* Location

[Learn more about Conditional fields](https://help.oncehub.com/scheduleonce/customization-branding/booking-forms-editor/conditional-fields/ "Conditional fields")

## Custom fields

[Section titled “Custom fields”](#custom-fields)

The Custom fields category includes fields created by you from scratch. This category also includes System custom fields, which are optional fields available to you in the Fields library. For example, “Your state” is a System custom field. This field includes a dropdown menu of all 50 states in the United States which can be inserted into your Booking form.

[Learn more about Custom fields](https://help.oncehub.com/scheduleonce/customization-branding/booking-forms-editor/creating-and-editing-custom-fields/ "Creating and editing Custom fields")

# Hiding fields on the Booking form

> When you add a Custom field to your Booking form, the field is visible by default. You can choose to hide the field, so that it will not be displayed on the ...

When you add a [Custom field](https://help.oncehub.com/scheduleonce/customization-branding/booking-forms-editor/creating-and-editing-custom-fields/ "Creating and editing Custom fields") to your [Booking form](https://help.oncehub.com/scheduleonce/customization-branding/booking-forms-editor/introduction-to-booking-forms-editor/ "Introduction to the Booking forms editor"), the field is visible by default. You can choose to hide the field, so that it will not be displayed on the Booking form.

In this article, you’ll learn about hiding fields on the Booking form.

## Why hide fields on the Booking form?

[Section titled “Why hide fields on the Booking form?”](#why-hide-fields-on-the-booking-form)

Hiding fields is typically done to pass internal company information through the booking process, without exposing it to the Customer.

For example, you might have an ID for a particular marketing source that you need to track with the booking information. The ID is internal and Customers should not see it when they book. With hidden fields, you can include the ID in the URL parameters and pass it to a third party CRM integration, add it to a calendar event, or include it in [User notifications](https://help.oncehub.com/scheduleonce/event-types-booking-pages/user-notifications/communicating-with-users-and-stakeholders/ "Communicating with Users and stakeholders").

Customers are not able to input a value for hidden fields, and hidden fields cannot be made into mandatory fields. To use a hidden field, you should provide a value with [URL parameters](https://help.oncehub.com/scheduleonce/sharing-publishing/personalized-links/url-parameters-syntax-and-processing-rules/ "ScheduleOnce URL parameters and processing rules").

Hidden fields should not be used to pass sensitive information because the data is still visible and editable in the Booking page URL.

Caution

Data from hidden fields will be added to the default calendar event in the User’s connected calendar. If the Customer is included as a guest on the calendar event they will see the hidden field data in the event details.

To prevent this you can [remove the Customer from the calendar event](https://help.oncehub.com/scheduleonce/event-types-booking-pages/customer-notifications/customer-calendar-event-options/ "Customer Calendar Event options") or [you can create a custom event template](https://help.oncehub.com/scheduleonce/customization-branding/notification-templates-editor/how-to-create-custom-email-or-sms-template/ "How to create a Custom email or SMS template").

## Creating a hidden Custom field

[Section titled “Creating a hidden Custom field”](#creating-a-hidden-custom-field)

1. Go to **Booking pages** in the bar on the left.

2. On the left, select **Booking forms editor**.

3. In the **Fields library** section on the right of the page, click the **Add Custom field to library** button.

4. Select **Single line text field** as the **Field type** (Figure 1).![](https://help.oncehub.com/_astro/screen-shot-2020-07-24-at-93628-am.CnZfeJAZ_1yniTq.webp)

   Figure 1: Creating a hidden Custom field

5. At the bottom of the Field editor, check the **Do not display this field to Customers** box.

6. Click **Save**.

To use a hidden Custom field, [add it to your booking form](https://help.oncehub.com/scheduleonce/customization-branding/booking-forms-editor/creating-and-editing-booking-form/ "Creating and editing a Booking form").

Note

Hidden fields do not show in the Booking form previews.

## Hidden field example

[Section titled “Hidden field example”](#hidden-field-example)

You may want to pass a marketing campaign ID in the URL and pass it to a Custom field in your CRM. To do this, you would follow these steps:

1. Create a hidden [Custom field](https://help.oncehub.com/scheduleonce/customization-branding/booking-forms-editor/creating-and-editing-custom-fields/ "Creating and editing Custom fields") for the marketing campaign ID and add it to your Booking form.
2. In the CRM integration setup, map the hidden OnceHub field to the Custom field in your CRM.
3. In the marketing campaign add the link to your Booking page with the marketing campaign ID in the URL. For example, [go.oncehub.com/example?marketing-campaign-ID=1234](https://go.oncehub.com/example?marketing-campaign-ID=1234)

When a booking is made using this link, the marketing campaign ID (1234) will be mapped to the Customer record in your CRM.

Note

If you are using UTM codes, you can enable [source tracking](https://help.oncehub.com/scheduleonce/managing-bookings/analytics/using-oncehub-with-utm-tracking/ "Using ScheduleOnce with source tracking (UTM tags)") to pass UTM tags that you have added to your personalized links. The following five source tracking field names are reserved for source tracking, and cannot be used as Custom field names:

* utm\_source = used for identifying the traffic source
* utm\_medium = used for identifying the delivery method
* utm\_campaign = used for keeping track of different campaigns
* utm\_term = used for identifying keywords
* utm\_content = used for split testing or separating two ads that go to the same URL

# Introduction to the Booking forms editor

> Booking forms allow you to collect information from your Customers when they make a booking. You can use the Booking forms editor to customize the informatio...

[Booking forms](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-forms-redirect/introduction-to-booking-form-and-redirect/ "Introduction to the Booking form and redirect section") allow you to collect information from your Customers when they make a booking. You can use the Booking forms editor to customize the information that you want to collect from your Customers during the booking process.

The Booking forms editor is an advanced WYSIWYG (What You See Is What You Get) editor. You can choose the questions on the Booking form and the order that they’re presented in, giving you complete control over your Customer’s booking experience.

## Creating and editing Booking forms

[Section titled “Creating and editing Booking forms”](#creating-and-editing-booking-forms)

All OnceHub Administrators can access the Booking forms editor. On the **Booking page** on the left, select the **Booking forms editor** on the left.

You can edit the Default Booking form (Figure 1), create a new Booking form, or copy and edit an existing Booking form. When you [create a Booking form](https://help.oncehub.com/scheduleonce/customization-branding/booking-forms-editor/creating-and-editing-booking-form/ "Creating and editing a Booking form"), you can edit, add, and remove the content in the middle editing pane.

![](https://help.oncehub.com/_astro/1562769196235.Cfcm8MYR_19X3jN.webp)Figure 1: The Booking forms editor

[Learn more about creating and editing a Booking form](https://help.oncehub.com/scheduleonce/customization-branding/booking-forms-editor/creating-and-editing-booking-form/ "Creating a Booking form")

## The Fields library

[Section titled “The Fields library”](#the-fields-library)

[The Fields library](https://help.oncehub.com/scheduleonce/customization-branding/booking-forms-editor/fields-library/ "The Fields library") pane contains all of the fields available to be used on the Booking form. This is where you add fields to your Booking form and create your own [Custom fields](https://help.oncehub.com/scheduleonce/customization-branding/booking-forms-editor/creating-and-editing-custom-fields/ "Creating and editing Custom fields").

* **System fields:** System fields include seven standardized fields that are included on every new Booking form by default. [Learn more about System fields](https://help.oncehub.com/scheduleonce/customization-branding/booking-forms-editor/editing-system-fields/ "Editing System fields")
* **Custom fields:** If you want to collect information that isn’t covered in the System fields, you can use one of OnceHub’s out-of-the-box Custom fields, or create your own Custom field. [Learn more about Custom fields](https://help.oncehub.com/scheduleonce/customization-branding/booking-forms-editor/creating-and-editing-custom-fields/ "Creating and editing Custom fields")

## Using information collected on your Booking form

[Section titled “Using information collected on your Booking form”](#using-information-collected-on-your-booking-form)

The information you collect on the Booking form can be used in the following ways.

### Personalize email and SMS notifications to Users and Customers

[Section titled “Personalize email and SMS notifications to Users and Customers”](#personalize-email-and-sms-notifications-to-users-and-customers)

When a Customer makes a booking, an email is sent to you with the Customer’s name, their email address, and any other information from other fields that you chose to include on the Booking form.

The Customer will receive a personalized confirmation email with the details of the appointment they’ve just made. You can use data collected on the Booking form to create custom notifications.

[Learn more about creating custom email or SMS templates](https://help.oncehub.com/scheduleonce/customization-branding/notification-templates-editor/how-to-create-custom-email-or-sms-template/ "How to create a Custom email or SMS template")

### Customize reports

[Section titled “Customize reports”](#customize-reports)

All data collected via the Booking form is available in your [reports](https://help.oncehub.com/scheduleonce/reporting/ "Reports"). You can select the fields you want to display in any Detail report in the **Reports** section of the left.

### Updating your CRM by mapping specific System or Custom fields to your CRM’s fields

[Section titled “Updating your CRM by mapping specific System or Custom fields to your CRM’s fields”](#updating-your-crm-by-mapping-specific-system-or-custom-fields-to-your-crms-fields)

If you use our [Salesforce](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/salesforce-integration/ "The ScheduleOnce connector for Salesforce") or [Infusionsoft](https://help.oncehub.com/scheduleonce/account-integrations/crm/infusionsoft/infusionsoft-integration/ "The ScheduleOnce connector for Infusionsoft") integration, you can map System and Custom fields to the corresponding fields in your CRM.

[Learn more about viewing collected information from your Booking form](https://help.oncehub.com/scheduleonce/reporting/viewing-collected-information-from-your-booking-form/ "Viewing collected information from your Booking form")

# Mapping Booking Page Custom Fields to Contact Fields

> Each Custom field that you create for your Booking Forms can be mapped to a Contact field to save the corresponding guest responses within a OnceHub Contact.

Each Custom field that you create for your Booking Forms can be mapped to a Contact field to save the corresponding guest responses within a OnceHub Contact.

***

## Mapping a Question to a Contact Field

[Section titled “Mapping a Question to a Contact Field”](#mapping-a-question-to-a-contact-field)

Define which fields in a Booking Form should save to a Contact field, and these preferences will be carried over to all Booking Pages and Event Types using it.

1. Open the **Booking forms editor** on the left hand panel.
2. Expand **Custom fields** on the right hand side.
3. Click the pencil icon of the custom field you want to save to a Contact field
4. Select **In the booking and as a contact field**.
5. Click on **Save**.

# Secure attachments

> You can add an Attachment field to your Booking form. This allows you to request one attachment from your Customers.

You can add an **Attachment** field to your [Booking form](https://help.oncehub.com/scheduleonce/customization-branding/booking-forms-editor/introduction-to-booking-forms-editor/ "Introduction to the Booking forms editor"). This allows you to request one attachment from your Customers. The file size limit is 5 MB and executable files are not allowed. Attachments are secured with permission-based access.

In this article, you’ll learn about Secure attachments.

## How are attachments secured?

[Section titled “How are attachments secured?”](#how-are-attachments-secured)

All OnceHub attachment fields are automatically secured with permission-based access throughout the entire booking lifecycle. You must sign into your account in order to download an attachment.

Only the [Booking page Owner](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-page-ownership/ "Booking page ownership") and Editors can download the attachments provided by your Customers at the time of the booking. Any other OnceHub User or third party will not be able to download the attachment, and the Customer who provided the attachment will not be able to view it after submission.

Caution

It is not recommended to ask Customers to upload attachments that contain sensitive information. Attachments are not encrypted or password protected.

## Accessing Secure attachments

[Section titled “Accessing Secure attachments”](#accessing-secure-attachments)

Only the Booking page Owner or Editor can access and download the attachment. You can access Secure attachments in the [Activity stream](https://help.oncehub.com/scheduleonce/managing-bookings/analytics/activity-stream-viewing-activities/ "Introduction to the Activity Stream") in the **Details** pane for the activity, or directly from the [User email notification](https://help.oncehub.com/scheduleonce/event-types-booking-pages/user-notifications/user-notification-scenarios/ "User notification scenarios").

If you access the Secure attachment directly from User notifications, you will be required to login to your OnceHub account before you can download the attachment. Once logged in, the download will start automatically.

# Localization Customer Text

> Localization Customer Text documentation and guides.

[Understanding localization and Customer interface text](https://help.oncehub.com/scheduleonce/customization-branding/localization-customer-text/understanding-localization-and-customer-interface-text)

[Editing Customer interface text](https://help.oncehub.com/scheduleonce/customization-branding/localization-customer-text/editing-customer-interface-text)

[The Localization editor](https://help.oncehub.com/scheduleonce/customization-branding/localization-customer-text/localization-editor)

[Step-by-step localization](https://help.oncehub.com/scheduleonce/customization-branding/localization-customer-text/step-by-step-localization)

[Applying a Locale](https://help.oncehub.com/scheduleonce/customization-branding/localization-customer-text/applying-locale)

[System and Custom locales](https://help.oncehub.com/scheduleonce/customization-branding/localization-customer-text/system-and-custom-locales)

# Applying a Locale

> Locales are configured in the Localization editor on the account level and applied to each Booking page and Master page individually.

Locales are configured in the [Localization editor](https://help.oncehub.com/scheduleonce/customization-branding/localization-customer-text/localization-editor/ "The Localization editor") on the account level and applied to each [Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages") and [Master page](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/introduction-to-master-pages/ "Introduction to Master pages") individually. When a locale is applied to a page, any subsequent changes made to that locale are visible to the Customer. The applied locale determines the language of the page and the date/time formats used.

In this article, you’ll learn about applying a locale to a Booking page or Master page and to Customer notifications.

## Applying a locale to a Booking page or Master page

[Section titled “Applying a locale to a Booking page or Master page”](#applying-a-locale-to-a-booking-page-or-master-page)

1. Go to **Booking pages** in the bar on the left.
2. Select the [Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-pages-overview/ "Booking page: Overview section") or [Master page](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-pages-overview/ "Master Page: Overview section") that you want to localize.
3. In the page’s **Overview** section, use the **Locale** drop-down menu to select the locale you want to apply to that page (Figure 1). The change is automatically saved. ![](https://help.oncehub.com/_astro/locale.BXNtVF31_2kgEr.webp)Figure 1: Booking page Overview section

Note

Applying a locale to a Master page always overrides the locales applied to any Booking pages included in that Master page.

## Applying a locale to Customer notifications

[Section titled “Applying a locale to Customer notifications”](#applying-a-locale-to-customer-notifications)

The locale of the Booking page or Master page determines the date/time formats and the language of the [Dynamic fields](https://help.oncehub.com/scheduleonce/customization-branding/notification-templates-editor/dynamic-fields/ "Dynamic fields") in [Customer notifications](https://help.oncehub.com/scheduleonce/event-types-booking-pages/customer-notifications/customer-notification-scenarios/ "Customer notification scenarios") including outgoing emails, [SMS messages](https://help.oncehub.com/scheduleonce/event-types-booking-pages/sms-notifications/sending-sms-notifications-to-users/ "Sending SMS notifications to Users"), and the calendar event. The text in these notifications is automatically translated.

* Dynamic fields in notifications are only translated for Customer notifications based on Custom templates. Dynamic fields in User notifications and Default templates always remain in English.
* Static text is not automatically translated. To translate the static text of these notifications, you’ll need to use [Custom notification templates](https://help.oncehub.com/scheduleonce/customization-branding/booking-forms-editor/creating-and-editing-custom-fields/ "Creating and editing Custom fields").

## Localization of Default notification templates vs. Custom notification templates

[Section titled “Localization of Default notification templates vs. Custom notification templates”](#localization-of-default-notification-templates-vs-custom-notification-templates)

|                                                                | **Default templates**                                                                                                                                                                                                                                                                   | **Custom templates**                                                                                                                                                                                                                                                                                      |
| -------------------------------------------------------------- | --------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | --------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| User notifications by email and SMS                            | OnceHub Dynamic fields are shown in English. Date/time format follows [User profile settings](https://help.oncehub.com/scheduleonce/insights-operations/profile-management/managing-your-profile-in-oncehub/#customizing-your-date-and-time-settings "Profile: Date and time section"). | OnceHub Dynamic fields are shown in English. Date/time format follows [User profile settings](https://help.oncehub.com/scheduleonce/insights-operations/profile-management/managing-your-profile-in-oncehub/#customizing-your-date-and-time-settings "Profile: Date and time section").                   |
| Customer notifications by email and SMS and the calendar event | OnceHub Dynamic fields are shown in English. Date/time format follows [User profile settings](https://help.oncehub.com/scheduleonce/insights-operations/profile-management/managing-your-profile-in-oncehub/#customizing-your-date-and-time-settings "Profile: Date and time section"). | OnceHub dynamic fields such as time zone, country, and location are shown in the locale selected on the Booking page. Date/time format follows [locale settings](https://help.oncehub.com/scheduleonce/customization-branding/localization-customer-text/localization-editor/ "The Localization editor"). |

## Setting a default locale

[Section titled “Setting a default locale”](#setting-a-default-locale)

The account’s default locale is set under the [Localization editor](https://help.oncehub.com/scheduleonce/customization-branding/localization-customer-text/localization-editor/ "The Localization editor"). To set a locale as your default locale, select the desired locale from the locale list and then click **Set as default locale** at the top of the page (Figure 2).

![](https://help.oncehub.com/_astro/1569944135595.BNWoXEDb_m8Q1X.webp)Figure 2: Set your default locale

The default locale will be automatically applied to any newly created page, but existing pages will not be affected.

# Editing Customer interface text

> If you want to have more control over Customer-facing text in your Booking page, you can use the Localization editor to change every line of Customer interfa...

If you want to have more control over Customer-facing text in your [Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages"), you can use the [Localization editor](https://help.oncehub.com/scheduleonce/customization-branding/localization-customer-text/localization-editor/ "The Localization editor") to change every line of Customer interface text.

In this article, you’ll learn how to edit Customer interface text.

## Editing Customer interface text

[Section titled “Editing Customer interface text”](#editing-customer-interface-text)

1. Go to **Booking pages** in the bar on the left.

2. On the left, select the **Localization editor.**

3. Click the **New locale** button (Figure 1). ![](https://help.oncehub.com/_astro/localization.DgAW_zRb_Z1tG3jQ.webp)Figure 1: New locale button

4. In the **Custom locale** pop-up, add a name for your locale and select an existing locale to duplicate as a basis for your new locale (Figure 2). ![](https://help.oncehub.com/_astro/localization.DgAW_zRb_Z1tG3jQ.webp)Figure 2: Custom locale pop-up

   Note

   **Note** Dynamic values including time zones, countries, states, locations, country codes, months, and days of the week will always reflect the parent locale from which they were duplicated.

5. Edit the text in the field in the right column (Figure 3) corresponding to the string in the **English text** column on the left. Some words may appear in multiple strings, so make sure you edit the correct string. If you want to edit a specific string, use the browser search function (Ctrl + F on Windows or ⌘ + F on Mac) to find it.![](https://help.oncehub.com/_astro/localization.DgAW_zRb_Z1tG3jQ.webp)Figure 3: Custom locale text column

   Note

   **Note**Parameters in double square brackets \[\[ ]] can be moved within the string. It’s important to keep the brackets intact as they will be replaced with live data when viewed by the Customer.

6. To preview a locale on a [Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages") or [Master page](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/introduction-to-master-pages/ "Introduction to Master pages") with your Custom locale, use the drop-down menu at the top right of the editor screen to select the Booking page or Master page. Then, click **Preview.** ![](https://help.oncehub.com/_astro/localization.DgAW_zRb_Z1tG3jQ.webp)Figure 4: Locale Preview button

   Note

   **Note** Previewing a locale does not apply the locale to the page.

7. When you’ve made all the necessary changes, click **Save**.

Finally, apply the Custom locale to your pages on the Overview section of the [Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-pages-overview/ "Booking page: Overview section") or [Master page](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-pages-overview/ "Master Page: Overview section").

[Learn more about the steps to fully localize the Customer scheduling experience](https://help.oncehub.com/scheduleonce/customization-branding/localization-customer-text/step-by-step-localization/ "Step-by-step localization")

# The Localization editor

> The Localization editor allows you to localize the customer scheduling experience by applying different languages and date and time formats to your Booking p...

[The Localization Editor](https://www.youtube-nocookie.com/embed/6Qr7lh8cZbo?wmode=opaque)

The Localization editor allows you to localize the customer scheduling experience by applying different languages and date and time formats to your Booking pages.

In this article, you’ll learn about the Localization editor.

## Requirements

[Section titled “Requirements”](#requirements)

To access the Localization editor, you must be a OnceHub Administrator. However, you do not need an assigned product license.

## Location of the Localization editor

[Section titled “Location of the Localization editor”](#location-of-the-localization-editor)

To access the Localization editor, go to **Booking pages** in the bar on the left. Select **Localization editor** on the left (Figure 1).

![](https://help.oncehub.com/_astro/1564066464771.BZES83TL_Z1fuoFG.webp)Figure 1: The Localization editor

## Locales list

[Section titled “Locales list”](#locales-list)

All the locales of the account are managed in the left column. A locale defines the language and the date/time formats that are seen by Customers. Each locale is a collection of settings that define the following aspects of the customer experience:

* Language and wording of the [Customer interface text](https://help.oncehub.com/scheduleonce/customization-branding/localization-customer-text/editing-customer-interface-text/ "Editing Customer interface text").
* Dynamic values, including time zone names, days of the week, month names, and countries.
* Date format
* Time format
* Week start day

Locales are centrally managed in the **Localization editor**. To view the properties of a locale, click on it in the locales list.

### Duplicate locale

[Section titled “Duplicate locale”](#duplicate-locale)

You can duplicate any locale. To duplicate a locale, select it from the list on the left hand side of the screen and then click the **Duplicate** icon (Figure 2).

![](https://help.oncehub.com/_astro/duplicate.C-IRytT-_Z1jcYnC.webp)Figure 2: Click the Duplicate icon to duplicate a locale

### Create a custom locale

[Section titled “Create a custom locale”](#create-a-custom-locale)

You can create custom locales by duplicating and then editing existing locales. To create a custom, click the **New locale** button (Figure 3). In the **Custom locale** pop-up, enter a name and select which locale you would like to duplicate from.

![](https://help.oncehub.com/_astro/duplicate.C-IRytT-_Z1jcYnC.webp)Figure 3: New Locale button

### Rename a locale

[Section titled “Rename a locale”](#rename-a-locale)

To rename a locale, select a locale from the list on the left hand side of the screen and then click the **Rename locale** icon (Figure 4).

![](https://help.oncehub.com/_astro/duplicate.C-IRytT-_Z1jcYnC.webp)Figure 4: Rename locale button

### Delete a locale

[Section titled “Delete a locale”](#delete-a-locale)

To delete a locale, select a locale from the list on the left hand side of the screen and then click the **Delete** icon (Figure 5).

![](https://help.oncehub.com/_astro/duplicate.C-IRytT-_Z1jcYnC.webp)Figure 5: Delete locale button

Note

System locales cannot be renamed or deleted. To customize a locale, you’ll need to duplicate it first.

## Set a default locale

[Section titled “Set a default locale”](#set-a-default-locale)

Any locale can be set as the account default. To set a locale as your default locale, select the desired locale from the locale list and then click **Set as default locale** at the top of the page (Figure 6).

![](https://help.oncehub.com/_astro/duplicate.C-IRytT-_Z1jcYnC.webp)Figure 6: Set your default locale

The default locale will be automatically applied to any newly created page, but existing pages will not be affected. To modify the locale of an existing page, go the pages Overview section. [Learn more about applying a locale](https://help.oncehub.com/scheduleonce/customization-branding/localization-customer-text/applying-locale/ "Applying a Locale")

## Preview a locale on a Booking page or Master page

[Section titled “Preview a locale on a Booking page or Master page”](#preview-a-locale-on-a-booking-page-or-master-page)

You can preview a locale on any Booking page or Master page. Previewing a locale does not apply the locale to the page.

1. To preview a locale, use the drop-down menu to select the Booking page or Master page you want to preview the locale on.
2. Then, click the **Preview** button (Figure 7).

![](https://help.oncehub.com/_astro/duplicate.C-IRytT-_Z1jcYnC.webp)Figure 7: Preview button

### Automatic translation

[Section titled “Automatic translation”](#automatic-translation)

Each System locale comes with its own set of language- and culture-appropriate Dynamic values. This includes time zones, countries, states, locations, country codes, months, and days of the week. These values will be automatically translated when viewed by the Customer.

Note

These values are fixed and cannot be edited, to prevent conflicts.

### Date and time format

[Section titled “Date and time format”](#date-and-time-format)

You can set the date/time format and week start day. Default settings are pre-selected for each language, but you can update them further to match your target audience preferences.

![](https://help.oncehub.com/_astro/1563972678700.BxPaQYP-_1tPSFG.webp)Figure 8: Date and time format settings

Note

Changes you make to the date and time format settings in the Localization editor only apply to the Customer interface. To edit User date and time settings, go to the User profile.

### Customer interface strings

[Section titled “Customer interface strings”](#customer-interface-strings)

You can customize screen text, tooltips, button and links for each part of the Customer scheduling process.

* General
* Time-zone-confirmation pop-up
* Duration pop-up
* Date and time step
* Booking form step
* Confirmation page
* Cancel/reschedule process
* Payment process
* No times available
* Deleted Booking page

This text can’t be edited in System locales. To edit this text, you’ll need to [create a custom New locale](https://help.oncehub.com/scheduleonce/customization-branding/localization-customer-text/editing-customer-interface-text/ "Editing Customer interface text").

# Step-by-step localization

> You can localize your scheduling process from start to finish, including the first page your Customer sees, the Confirmation page, cancel/reschedule process,...

You can localize your scheduling process from start to finish, including the first page your Customer sees, the Confirmation page, [cancel/reschedule](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/customer-cancelreschedule-page/ "The Customer Cancel/reschedule page") process, and the [notifications](https://help.oncehub.com/scheduleonce/customization-branding/notification-templates-editor/notification-scenarios/ "Notification scenarios") they will receive. This provides your Customers with a fully localized experience.

In this article, you’ll learn how to localize the Customer scheduling experience.

## Requirements

[Section titled “Requirements”](#requirements)

To edit locales and modify [Notification templates](https://help.oncehub.com/scheduleonce/customization-branding/notification-templates-editor/introduction-to-notification-templates-editor/ "Introduction to the Notification templates editor"), you must be a OnceHub Administrator.

All account Users, including Members, can localize the pages that they own using existing locales, [Booking forms](https://help.oncehub.com/scheduleonce/customization-branding/booking-forms-editor/introduction-to-booking-forms-editor/ "Introduction to the Booking forms editor"), and Notification templates.

## Step-by-step localization

[Section titled “Step-by-step localization”](#step-by-step-localization)

To localize the Customer scheduling experience from start to finish, follow the steps below.

Note

The information in this article is only relevant if you are have added [added Event types to Booking pages](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/adding-event-types-to-booking-pages/ "Adding Event types to Booking pages"). If you are using Booking pages only, the Booking form section and Cancel/reschedule policy section are located on your Booking page.

[Learn more about the location of the Booking form section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/booking-form-and-customer-notifications/ "Location of the Booking form and the Customer notifications sections")

### Localizing Event types and Booking pages

[Section titled “Localizing Event types and Booking pages”](#localizing-event-types-and-booking-pages)

1. Go to **Booking pages** in the bar on the left.

2. Select **Localization editor** on the left.

3. Select a [System locale](https://help.oncehub.com/scheduleonce/customization-branding/localization-customer-text/system-and-custom-locales/ "System and Custom locales") to edit or [create a Custom locale](https://help.oncehub.com/scheduleonce/customization-branding/localization-customer-text/editing-customer-interface-text/ "Editing Customer interface text").

4. **Booking pages** in the bar on the left → select the **Booking page** that you want to edit.

5. In the [Booking page Overview section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-pages-overview/ "Booking page: Overview section"), select your edited System locale or your Custom locale (Figure 3). ![](https://help.oncehub.com/_astro/1569842177281.B979EwEe_Z1F8kD2.webp)Figure 1: Selecting a Locale in the Booking page Overview section

6. In the [Public content section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-pages-public-content/ "Booking page: Public content section"), add Customer-facing text in the appropriate language.

7. Go to **Booking pages** in the bar on the left. Select [Booking forms editor](https://help.oncehub.com/scheduleonce/customization-branding/booking-forms-editor/introduction-to-booking-forms-editor/ "Introduction to the Booking forms editor") on the left.

8. Edit the text of each field so that it appears in the appropriate language.

   Note

   **Note**Dynamic values such as **Country** will be shown in English in the editor, and will be translated automatically when viewed by your Customers.

9. Go to **Booking pages** in the bar on the left. Select the Event type that you want to edit.

10. In the [Booking form section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-forms-redirect/introduction-to-booking-form-and-redirect/ "Introduction to the Booking form and redirect section"), select the booking [Booking form](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-forms-redirect/collecting-customer-data-with-booking-forms/ "Introduction to Booking forms") that you previously edited (Figure 2) [](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-forms-redirect/introduction-to-booking-form-and-redirect/ "Introduction to the Booking form and redirect section").![](https://help.oncehub.com/_astro/idea.6xAIWXZA_Z1mAHVV.webp)Figure 2: Selecting the edited Booking form

11. In the [Payment and cancel/reschedule policy section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/payment-and-rescheduling/ "Event type: Payment and cancel/reschedule policy section"), select the **Custom text** option and enter your policy in the appropriate language (Figure 3).![](https://help.oncehub.com/_astro/idea.6xAIWXZA_Z1mAHVV.webp)Figure 3: Entering Custom text for the Payment and cancel/reschedule policy

12. In the [Public content section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/public-content/ "Event type: Public content section"), add Customer-facing text in the appropriate language.

Tip

If you use [Categories](https://help.oncehub.com/scheduleonce/event-types-booking-pages/categories/introduction-to-categories/ "Introduction to Categories") or [Tags](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/using-booking-page-tags-in-master-pages/ "Using Booking page tags in Master Pages") for Event types or Booking pages, you should ensure that their labels and titles are written in the appropriate language.

### Localizing Master pages

[Section titled “Localizing Master pages”](#localizing-master-pages)

1. In the [Master page Overview section](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-pages-overview/ "Master Page: Overview section"), select your Custom locale or select the same System locale you selected in the Localization editor (Figure 4).![](https://help.oncehub.com/_astro/idea.6xAIWXZA_Z1mAHVV.webp)Figure 4: Selecting a Locale in the Master page Overview section

   Note

   **Note**The locale selected for the Master page will override the locale selected on any of the included Booking pages.

2. In the [Labels and instructions section](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-pages-event-types-and-assignment/ "Master Page: Assignment section"), add labels and instructions in the appropriate language.

3. In the [Public content section](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-pages-public-content/ "Master Page: Public Content section"), add Customer-facing text in the appropriate language.

Your localized Booking page or Master page is now ready to be [shared with Customers](https://help.oncehub.com/scheduleonce/sharing-publishing/personalized-links/sharing-your-booking-links-in-emails-and-other-apps/ "How to share links in emails and other apps") or [published on your website](https://help.oncehub.com/scheduleonce/sharing-publishing/publishing-on-websites/website-embed/ "How to publish Booking pages on websites").

Tip

If you have Customers in different countries, or Customers who speak a variety of languages, you can use a Booking page or Master page for each Customer segment. Repeat the same process for each page based on the target culture, language, country, or geographic location.

To ensure that each of your Customer segments experiences their localized scheduling process, you must share or publish the correct link or page with the corresponding audience.

### Localizing Customer notifications

[Section titled “Localizing Customer notifications”](#localizing-customer-notifications)

1. Go to **Booking pages** in the bar on the left.
2. On the left, select the [Notification templates editor](https://help.oncehub.com/scheduleonce/customization-branding/notification-templates-editor/introduction-to-notification-templates-editor/ "Introduction to the Notification templates editor").
3. [](https://help.oncehub.com/scheduleonce/customization-branding/notification-templates-editor/introduction-to-notification-templates-editor/ "Introduction to the Notification Templates Editor")[Create a Custom notification template](https://help.oncehub.com/scheduleonce/customization-branding/notification-templates-editor/how-to-create-custom-email-or-sms-template/ "How to create a Custom email or SMS template") and translate it into the appropriate language.
4. Go to **Booking pages** in the bar on the left and select the Event type that you want to edit.
5. In the [Customer notifications section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/customer-notifications/introduction-to-customer-notifications/ "The Customer notifications section"), select the Custom template you previously created.

Note

In the Notification templates editor, Dynamic fields are shown in English only in the editor. These fields will be translated into the set locale when Custom notifications are sent to the Customer.

User notifications are always sent in English.

# System and Custom locales

> A locale is a collection of settings that define the Customer interface language and the date/time formats of your pages.

A locale is a collection of settings that define the Customer interface language and the date/time formats of your pages. A locale defines every line of text on your Booking pages, including instructions, tooltips, buttons, and more.

You can use System locales provided out of the box or create Custom locales, which allow you to edit Customer interface text. System and Custom locales are managed in the [Localization editor](https://help.oncehub.com/scheduleonce/customization-branding/localization-customer-text/localization-editor/ "The Localization editor"), and can be applied to [Booking pages](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages") and [Master pages](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/introduction-to-master-pages/ "Introduction to Master pages").

In this article, you’ll learn about the differences between System locales and Custom locales.

## System locales

[Section titled “System locales”](#system-locales)

Every account is created with the following seven **System locales** out-of-the-box:

* English (US)
* English (UK)
* French
* German
* Spanish
* Portuguese (Brazil)
* Dutch

Each System locale comes with its own set of language-appropriate and culture-appropriate Dynamic values which are automatically translated when viewed by the Customer.

## Custom locales

[Section titled “Custom locales”](#custom-locales)

You can create **Custom locales** which allow for both date/time format modification and [Customer interface text editing](https://help.oncehub.com/scheduleonce/customization-branding/localization-customer-text/editing-customer-interface-text/ "Editing Customer interface text"). Custom locales are created by duplicating an existing locale.

Custom locales enable you to [modify any Customer interface text](https://help.oncehub.com/scheduleonce/customization-branding/localization-customer-text/editing-customer-interface-text/ "Editing Customer interface text"). All texts are editable and can be found by using the browser search function (Ctrl + F on Windows or ⌘ + F on Mac). Find the string in **English text** in the left column and edit the translation of it in the right column according to the selected locale (Figure 1).

![](https://help.oncehub.com/_astro/1569943176014.D8rL78pP_1X3aHk.webp)Figure 1: General section of the Localization editor

## Comparison of System and Custom locales

[Section titled “Comparison of System and Custom locales”](#comparison-of-system-and-custom-locales)

\| | **System locale** | **Custom locale** |

\| — | —————– | —————– | | Translation of Dynamic values including:\* Time zones

* Countries
* States
* Locations
* Country codes
* Months
* Days of the week | Dynamic values will be automatically translated into the selected language when viewed by the Customer. Note: To prevent conflicts, these values are fixed and cannot be edited. | Dynamic values will always reflect the parent locale from which they were duplicated. Note: To prevent conflicts, these values are fixed and cannot be edited. | | Date and time format | Each System locale is preconfigured with date/time formats to match the target locale. You can customize these formats if your Customers expect them to be different. | The date/time formats will always reflect the parent locale from which they were duplicated. You can customize these formats if your Customers expect them to be different. | | Customer interface strings | Screen text, tooltips, button, and links for each part of the Customer scheduling process are automatically translated for each locale. This text cannot be edited. To edit any Customer interface text, you will need to [create a Custom locale](https://help.oncehub.com/scheduleonce/customization-branding/localization-customer-text/localization-editor/ "The Localization editor"). | You can [modify any Customer interface text](https://help.oncehub.com/scheduleonce/customization-branding/localization-customer-text/editing-customer-interface-text/ "Editing Customer interface text"). |

# Understanding localization and Customer interface text

> You to localize the Customer scheduling experience by applying different languages, date/time formats, and other language-specific and culture-specific setti...

You to localize the Customer scheduling experience by applying different languages, date/time formats, and other language-specific and culture-specific settings to your [Booking pages](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages"). You can create a localized experience for your Customers using one of our seven out-of-the-box System locales or using a [Custom locale](https://help.oncehub.com/scheduleonce/customization-branding/localization-customer-text/system-and-custom-locales/ "System and Custom locales").

You do not need an assigned product license to update a locale’s settings in the Localization editor, nor to update a Booking page’s locale. [Learn more](https://help.oncehub.com/account-administration/user-management/user-management-and-seats/)

Locales are centrally managed in our [Localization editor](https://help.oncehub.com/scheduleonce/customization-branding/localization-customer-text/localization-editor/ "The Localization editor"). To access the Localization editor, go to **Booking pages** in the bar on the left. Select **Localization editor** on the left.

## Locales

[Section titled “Locales”](#locales)

A locale is a collection of settings that defines the language, date/time format, and other text elements that are seen by Customers. A locale defines every line of text on your Booking pages, including instructions, tooltips, buttons, and more.

Each locale sets the following aspects of the Customer experience:

* Language and wording of the [Customer interface text](https://help.oncehub.com/scheduleonce/customization-branding/localization-customer-text/editing-customer-interface-text/ "Editing Customer interface text").
* Dynamic values: Time zone names, days of the week, month names, and countries.
* Date format.
* Time format.
* Week start day.

You can use the System locales provided or [create Custom locales](https://help.oncehub.com/scheduleonce/customization-branding/localization-customer-text/system-and-custom-locales/ "System and Custom locales"), which allow you to edit [Customer interface text](https://help.oncehub.com/scheduleonce/customization-branding/localization-customer-text/editing-customer-interface-text/ "Editing Customer interface text").

[Learn more about the steps to localize the Customer experience](https://help.oncehub.com/scheduleonce/customization-branding/localization-customer-text/step-by-step-localization/ "Step-by-step localization")

### System locales

[Section titled “System locales”](#system-locales)

There are seven out-of-the-box [System locales](https://help.oncehub.com/scheduleonce/customization-branding/localization-customer-text/system-and-custom-locales/ "System and Custom locales") that you can apply to your Booking pages.

* English (US)
* English (UK)
* French
* German
* Spanish
* Portuguese (Brazil)
* Dutch

[Learn more about System and Custom locales](https://help.oncehub.com/scheduleonce/customization-branding/localization-customer-text/system-and-custom-locales/ "System and Custom locales")

### Custom locales

[Section titled “Custom locales”](#custom-locales)

To [edit Customer interface text](https://help.oncehub.com/scheduleonce/customization-branding/localization-customer-text/editing-customer-interface-text/ "Editing Customer interface text") on your Booking pages such as titles, buttons, and messages, you’ll need to create a Custom locale. Customer interface text is centrally managed in our Localization editor. Any changes are automatically implemented on the relevant Booking pages. You can apply the same text to all Booking pages, or use different text for Booking pages serving different Customer segments.

Editing Customer interface text ensures that the text on your page is 100% accurate for your specific scheduling scenario. It also allows you to maintain your tone, voice, lexicon, and overall branding throughout the scheduling process.

[Learn more about editing Customer interface text](https://help.oncehub.com/scheduleonce/customization-branding/localization-customer-text/editing-customer-interface-text/ "Editing Customer interface text")

## Date and time format

[Section titled “Date and time format”](#date-and-time-format)

To change the local date/time standards, you can select the appropriate date pattern, time format (24h or AM/PM) and week start day for your target audience. Your Booking pages will show times according to the settings of the locale selected for that page on your [Booking page Overview section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-pages-overview/ "Booking page: Overview section") or [Master page Overview section](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-pages-overview/ "Master Page: Overview section").

## Applying a locale

[Section titled “Applying a locale”](#applying-a-locale)

Locales can be selected for Booking pages and Master pages in their respective Overview sections. You can apply the same locale to all pages, or use different locales for pages serving different Customer segments. Any changes to the locale are automatically implemented on relevant pages.

[Learn more about applying a locale](https://help.oncehub.com/scheduleonce/customization-branding/localization-customer-text/applying-locale/ "Applying a Locale")

# Notification Templates Editor

> Notification Templates Editor documentation and guides.

[Introduction to the Notification templates editor](https://help.oncehub.com/scheduleonce/customization-branding/notification-templates-editor/introduction-to-notification-templates-editor)

[Should I use a Default or Custom template?](https://help.oncehub.com/scheduleonce/customization-branding/notification-templates-editor/should-i-use-default-or-custom-template)

[How to create a Custom email or SMS template](https://help.oncehub.com/scheduleonce/customization-branding/notification-templates-editor/how-to-create-custom-email-or-sms-template)

[The WYSIWYG mode of the Notification templates editor](https://help.oncehub.com/scheduleonce/customization-branding/notification-templates-editor/wysiwyg-mode-of-notification-templates-editor)

[How to test a Custom notification template](https://help.oncehub.com/scheduleonce/customization-branding/notification-templates-editor/how-to-test-custom-notification-template)

[Dynamic fields](https://help.oncehub.com/scheduleonce/customization-branding/notification-templates-editor/dynamic-fields)

[Notification scenarios](https://help.oncehub.com/scheduleonce/customization-branding/notification-templates-editor/notification-scenarios)

[Best practices for creating HTML templates](https://help.oncehub.com/scheduleonce/customization-branding/notification-templates-editor/best-practices-for-creating-html-templates)

# Best practices for creating HTML templates

> The Notification templates editor is used to customize the content and look and feel of the emails to your Customers and Users.

The [Notification templates editor](https://help.oncehub.com/scheduleonce/customization-branding/notification-templates-editor/introduction-to-notification-templates-editor/ "Introduction to the Notification templates editor") is used to customize the content and look and feel of the emails to your Customers and Users. The template editor has two modes, [WYSIWYG (What You See Is What You Get)](https://help.oncehub.com/scheduleonce/customization-branding/notification-templates-editor/wysiwyg-mode-of-notification-templates-editor/ "The WYSIWYG mode of the Notification templates editor") and HTML. The HTML mode allows you to edit the HTML code directly and is only recommended for advanced Users.

In this article, you’ll learn about the best practices for creating HTML templates.

You do not need an assigned product license to access the Notification templates editor, though you do need to be an Administrator. [Learn more](https://help.oncehub.com/account-administration/user-management/user-management-and-seats/)

To access the Notification templates editor, go in the top navigation menu to **Booking pages** in the bar on the left → Select the **Notification templates editor** on the left.

## Accessing HTML mode

[Section titled “Accessing HTML mode”](#accessing-html-mode)

To edit your Notification template in HTML mode, open the Notification templates editor and click the **HTML** button in the template editor toolbar (Figure 1).

![](https://help.oncehub.com/_astro/mandatory.CBTbuDTw_NdrpN.webp)Figure 1: Accessing HTML mode

## Best practices for creating HTML templates

[Section titled “Best practices for creating HTML templates”](#best-practices-for-creating-html-templates)

Whether you’re making a few changes to a Default template or coding your own template from scratch, it’s good to know the best practices for creating HTML emails. Following these HTML best practices will ensure that the formatting of your emails is consistent in different email clients, help keep your emails out of Spam folders, and make your emails more likely to be opened and read.

### Maintain uniform format in different email clients

[Section titled “Maintain uniform format in different email clients”](#maintain-uniform-format-in-different-email-clients)

* Keep the width of the email under 600 pixels. This width is supported by all email clients. Not every email client supports widths larger than this.
* Don’t use images in PNG format. Some email clients don’t support it.
* Write all text in a table. Tables keep alignment consistent across different email clients. Most emails look best using a one column table that has a row for each paragraph. Be sure to make the table borders invisible if you don’t want them to show.

Note

Custom email templates created via the “copy” function in the Notification templates editor include a table with invisible borders. You can use this table and delete the text as necessary. [Learn how to create a Custom template](https://help.oncehub.com/scheduleonce/customization-branding/notification-templates-editor/how-to-create-custom-email-or-sms-template/ "How to create a Custom email or SMS template")

### Keep your emails out of Spam folders

[Section titled “Keep your emails out of Spam folders”](#keep-your-emails-out-of-spam-folders)

* **Avoid writing phrases in ALL CAPS:** Writing in all caps is seen as shouting and is a potential Spam trigger.
* **Keep your text simple:** The majority of your email should be written in black text with a normal-sized font. Large fonts and colors should be used sparingly. Text written in large fonts and in bright colors is a potential Spam trigger.
* **Avoid using lots of images:** This is a potential Spam trigger, and it also takes away from your message.

### Increase the chances of your emails being opened and read

[Section titled “Increase the chances of your emails being opened and read”](#increase-the-chances-of-your-emails-being-opened-and-read)

* **Keep subject lines clear and to the point:** Email subjects should give a good preview of what your email message is about. If recipients realize the message is important, they’re more likely to open it.
* **Use bullets or lists for important points:** Bullets and lists are easier to read and skim. For example, the OnceHub Default templates use very few full sentences. The majority of the information is in organized lists.
* **Keep the message short:** Some of your Users and Customers receive hundreds of email messages a day. They don’t have time to read extra stuff. They simply want to get the information they need and to move on.
* **Avoid marketing-speak:** Messages that are to-the-point are better received. Anyone receiving a booking-related email from you is already engaged and does not need to be inundated with marketing messages.
* **Have a clear call-to-action:** It should be clear what, if any, next steps the User or Customer needs to take. For example, the Default template used for the **Reschedule requested by User** emails includes a button that the Customer can click to reschedule the meeting.

## Best practices for advanced Users working in HTML mode

[Section titled “Best practices for advanced Users working in HTML mode”](#best-practices-for-advanced-users-working-in-html-mode)

* Use standards-compliant HTML and avoid shortcuts.
* Use clean, inline CSS and avoid shorthand CSS.
* Don’t use Flash or Javascript or other dynamic scripts. Most email clients turn content created with these languages off by default.
* Use alternative text in images. Many email clients turn images off by default. The alternative text tells the receiver what the image contains.

# Dynamic fields

> You can add Dynamic fields to Notification templates to populate emails and SMS notifications with customized data.

You can add Dynamic fields to Notification templates to populate emails and SMS notifications with customized data.

In this article, you’ll learn about Dynamic fields.

## How do Dynamic fields work?

[Section titled “How do Dynamic fields work?”](#how-do-dynamic-fields-work)

Dynamic fields allow you to create email and [SMS notifications](https://help.oncehub.com/scheduleonce/insights-operations/profile-management/introduction-to-sms-notifications/ "Introduction to SMS notifications") that contain specific information related to your bookings and are personalized for the Customer and User.

For example, let’s say you want to start a confirmation email with a personalized greeting. To do this, you’ll insert the dynamic field called **Customer name** into the template. Once you do this, every confirmation email will start with “Dear `<Customer name>`”. OnceHub will insert the name the Customer provided in the [Booking form](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-forms-redirect/collecting-customer-data-with-booking-forms/ "Collecting Customer data with Booking forms") where you defined that the field “Customer name” should be.

## Where do Dynamic fields get data from?

[Section titled “Where do Dynamic fields get data from?”](#where-do-dynamic-fields-get-data-from)

OnceHub provides over 80 Dynamic fields to choose from. Dynamic fields contain information taken from:

* Booking details.
* Customer information from the [Booking form](https://help.oncehub.com/scheduleonce/customization-branding/booking-forms-editor/introduction-to-booking-forms-editor/ "Introduction to the Booking Forms Editor").
* [Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages") details.
* [Event type](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/introduction-to-event-types/ "Introduction to Event types") details.
* [Canceling and rescheduling data](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/introduction-to-canceling-and-rescheduling/ "Introduction to canceling and rescheduling").
* [Reassignment](https://help.oncehub.com/scheduleonce/managing-bookings/reassign/introduction-to-booking-reassignment/ "Introduction to Booking reassignment") details.
* Reminders and Follow-up settings.
* Website widget data.
* User details.
* CRM data.
* [Custom fields](https://help.oncehub.com/scheduleonce/customization-branding/booking-forms-editor/creating-and-editing-custom-fields/ "Creating and editing Custom fields") created in the Booking forms editor.
* Payment data.

Note

Payment data is specified per transaction rather than per activity. Therefore, one activity may have a number of transactions. For example, a single booking may have a rescheduling fee and a refund.

## Adding Dynamic fields to your notification template

[Section titled “Adding Dynamic fields to your notification template”](#adding-dynamic-fields-to-your-notification-template)

1. [Create a Custom template](https://help.oncehub.com/scheduleonce/customization-branding/notification-templates-editor/how-to-create-custom-email-or-sms-template/ "How to create a Custom email or SMS template").

2. Place the cursor in the template editor text box where you want to insert the Dynamic field (Figure 1). [](/videos/notifications1opt.mp4) Figure 5: Place the cursor in the template editor text box

3. In the **Dynamic Fields** column on the right, click the Dynamic field you want to add (Figure 2). [](/videos/notifications2opt.mp4)

   Figure 2: Add a Dynamic field

4. The chosen Dynamic field will appear in the selected location in the template.

To remove a Dynamic field, click on the **X** next to the Dynamic field you want to remove.

Note

When you use Dynamic fields, you need to be sure that the data exists in your scheduling scenario.

For example, **Event type price** is one of the Dynamic fields available to you. However, if you do not enter an Event type price in the [Payment/cancel and reschedule policy section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/payment-and-rescheduling/ "Event type: Payment and cancel/reschedule policy section"), no data will be displayed for this field in your emails and SMS notifications.

## Dynamic fields and localization

[Section titled “Dynamic fields and localization”](#dynamic-fields-and-localization)

When [Customer notifications](https://help.oncehub.com/scheduleonce/event-types-booking-pages/customer-notifications/notifications-to-customers/ "Notifications to Customers") based on [Custom templates](https://help.oncehub.com/scheduleonce/customization-branding/notification-templates-editor/should-i-use-default-or-custom-template/ "Should I use a Default or Custom Template?") are sent, Dynamic fields such as time zone, country and location are shown in the locale (language) [selected on the Booking page](https://help.oncehub.com/scheduleonce/customization-branding/localization-customer-text/applying-locale/ "Applying a Locale"). The date/time format also follows the selected locale. In all other cases, Dynamic fields are shown in English, and the date/time format follows User profile settings. [Learn more about localization](https://help.oncehub.com/scheduleonce/customization-branding/localization-customer-text/editing-customer-interface-text/ "Editing Customer interface text")

|                                                                 | **Default templates**                                                                                                                                                                                                                                  | **Custom templates**                                                                                                                                                                                                                                                                                                                                                                                                                                 |
| --------------------------------------------------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------ | ---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| User notifications by email and SMS                             | OnceHub Dynamic fields are shown in English. Date/time format follows [User profile settings](https://help.oncehub.com/profile-management/managing-your-profile-in-oncehub/#customizing-your-date-and-time-settings "Profile: Date and time section"). | OnceHub Dynamic fields are shown in English. Date/time format follows [User profile settings](https://help.oncehub.com/profile-management/managing-your-profile-in-oncehub/#customizing-your-date-and-time-settings "Profile: Date and time section").                                                                                                                                                                                               |
| Customer notifications by email and SMS, and the Calendar event | OnceHub Dynamic fields are shown in English. Date/time format follows [User profile settings](https://help.oncehub.com/profile-management/managing-your-profile-in-oncehub/#customizing-your-date-and-time-settings "Profile: Date and time section"). | OnceHub dynamic fields such as time zone, country, and location are shown in the locale (language) [selected on the Booking page](https://help.oncehub.com/scheduleonce/customization-branding/localization-customer-text/applying-locale/ "Applying a Locale"). Date/time format follows [locale settings](https://help.oncehub.com/scheduleonce/customization-branding/localization-customer-text/localization-editor/ "The Localization editor"). |

# How to create a Custom email or SMS template

> You can use the Notification templates editor to customize the email and SMS notifications that are sent to Customers and Users.

[How to create a Custom email or SMS template](https://www.youtube-nocookie.com/embed/_2uAshy7JJs?wmode=opaque)

You can use the Notification templates editor to customize the email and [SMS notifications](https://help.oncehub.com/scheduleonce/insights-operations/profile-management/introduction-to-sms-notifications/ "Introduction to SMS notifications") that are sent to Customers and Users.

In this article, you’ll learn how to create Custom templates for email and [SMS notifications](https://help.oncehub.com/scheduleonce/insights-operations/profile-management/introduction-to-sms-notifications/ "Introduction to SMS notifications").

## Accessing the Notification templates editor

[Section titled “Accessing the Notification templates editor”](#accessing-the-notification-templates-editor)

Custom templates are created in the [Notification templates editor](https://help.oncehub.com/scheduleonce/customization-branding/notification-templates-editor/introduction-to-notification-templates-editor/ "Introduction to the Notification Templates Editor"). To access the editor, go to **Booking pages** in the bar on the left. Select the **Notification templates editor** on the left.

![](https://help.oncehub.com/_astro/1563450166141.D6AKXPJ7_Z1CuKsM.webp)Figure 1: Notification templates editor

## Creating a notification template

[Section titled “Creating a notification template”](#creating-a-notification-template)

There are three ways to create a customized notification template. You can create a new template based on the Default template, copy an existing template you previously created, or create a blank template.

### Creating a new template based on the Default template

[Section titled “Creating a new template based on the Default template”](#creating-a-new-template-based-on-the-default-template)

If you like the Default template and want to make small changes to it, you can create a template based on the Default template and then customize it according to your needs.

1. Select the **Notification scenario** that you want to work on from the drop-down menu (Figure 2). [Learn more about Notification scenarios](https://help.oncehub.com/scheduleonce/customization-branding/notification-templates-editor/notification-scenarios/ "Notification scenarios") ![](https://help.oncehub.com/_astro/1569399578588.LZ1GZFK-_Z1KEBxx.webp)

   Figure 2: Notification scenarios drop-down menu

2. Click the **New Custom template** button in the left pane (Figure 3).![](https://help.oncehub.com/_astro/idea.L4_DXtGm_Z28cIxe.webp)

   Figure 3: Click the New Custom template button

3. In the **New Custom template** pop-up, enter a name for your template. This name can be changed later if required.

4. In the **Template content** section, select **Based on default template** (Figure 4). ![](https://help.oncehub.com/_astro/new-custom-template-1.qWuJwOWO_Z28jLQx.webp)

   Figure 4: New Custom template pop-up

5. Click **Save**.

### Copying an existing template

[Section titled “Copying an existing template”](#copying-an-existing-template)

If you like a template that you’ve already created in the Notification templates editor, you can copy it and make changes to it, or use it for a different Notification scenario.

1. Select the template you want to copy from the **Templates** list.

2. Click the **Copy** icon (Figure 5).![](https://help.oncehub.com/_astro/copy-existing-tempalte.DkLLosae_13VxPN.webp)

   Figure 5: Copy an existing template

3. In the **Copy template** pop-up, use the drop-down menu to select the [Notification scenario](https://help.oncehub.com/scheduleonce/customization-branding/notification-templates-editor/notification-scenarios/ "Notification scenarios") you want to use the template for.![](https://help.oncehub.com/_astro/1563452950981.1X82v-wF_2dl3kp.webp)

   Figure 3: Copy template pop-up

4. Click **Copy**.

### Creating a Blank template

[Section titled “Creating a Blank template”](#creating-a-blank-template)

If you want to create a fully customized notification template, you can create a Blank template.

1. In the **Notification scenario** drop-down menu, select the Notification scenario you want to work on. [Learn more about Notification scenarios](https://help.oncehub.com/scheduleonce/customization-branding/notification-templates-editor/notification-scenarios/ "Notification scenarios")

2. Click the **New Custom template** button.

3. In the **New Custom template** pop-up, enter a name for your template (It can be changed later).

4. In the **Template content** section, select **Blank template**.![](https://help.oncehub.com/_astro/copy-existing-tempalte.DkLLosae_13VxPN.webp)

   Figure 4: New Custom template pop-up

5. Click **Save**.

## Editing Custom templates

[Section titled “Editing Custom templates”](#editing-custom-templates)

The Notification templates editor has two modes: WYSIWYG (What You See Is What You Get) and HTML. The WYSIWYG mode allows you to edit template content while viewing the content in the format it will appear. The HTML mode allows you to edit the HTML code directly.

[Learn more about the WYSIWG editor](https://help.oncehub.com/scheduleonce/customization-branding/notification-templates-editor/wysiwyg-mode-of-notification-templates-editor/ "The WYSIWYG mode of the Notification templates editor")

### Dynamic fields

[Section titled “Dynamic fields”](#dynamic-fields)

You can add Dynamic fields to your Notification templates to dynamically add variable data to your emails and SMS notifications. This allows you to personalize templates for different scenarios for Users or for Customers. For example, emails and SMS can include the Customer’s name and the meeting time and price if you are charging for an Event type. [Learn more about Dynamic fields](https://help.oncehub.com/scheduleonce/customization-branding/notification-templates-editor/dynamic-fields/ "Dynamic fields")

### Adding a Dynamic field

[Section titled “Adding a Dynamic field”](#adding-a-dynamic-field)

1. Place the cursor in the template editor text box where you want to insert the Dynamic field (Figure 5). [](/videos/notifications1opt.mp4)

   Figure 5: Place the cursor in the template editor text box

2. In the **Dynamic Fields** column on the right, click the Dynamic field you want to add (Figure 6). [](/videos/notifications2opt.mp4)

   Figure 6: Add a Dynamic field

3. The chosen Dynamic field will appear in the selected location in the template.

To remove a Dynamic field, click on the **X** next to the Dynamic field you want to remove.

Note

When you use Dynamic fields, you need to be sure that the data exists in your account. For example, **Event type price** is one of the Dynamic fields available to you. However, if you do not enter an Event type price in the [Payment/cancel and reschedule policy section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/payment-and-rescheduling/ "Event type: Payment and cancel/reschedule policy section"), no data will be displayed for this field in your emails and SMS notifications. [Learn more about Dynamic fields](https://help.oncehub.com/scheduleonce/customization-branding/notification-templates-editor/dynamic-fields/ "Dynamic fields")

## Where are notification templates used?

[Section titled “Where are notification templates used?”](#where-are-notification-templates-used)

Notification templates are used in specific Notification scenarios. You can select which Notification template is used in each scenario from the **Template** drop-down menu in the [Customer notifications section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/customer-notifications/introduction-to-customer-notifications/ "Introduction to the Customer notifications section") and [User notifications section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/user-notifications/introduction-to-user-notifications/ "Introduction to User notifications section") of your Booking pages and Event types.

![](https://help.oncehub.com/_astro/1569424894048.CMb0HeBU_1KT8Ba.webp)Figure 6: Template drop-down menu

### Customer notifications templates

[Section titled “Customer notifications templates”](#customer-notifications-templates)

Customer notification templates are used in the [Customer notifications section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/customer-notifications/introduction-to-customer-notifications/ "The Customer notifications section"). To choose which notifications Customers receive, go to **Booking pages** in the bar on the left → relevant Event type→ **Customer notifications**.

Note

If your [Booking page is associated with an Event type](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/adding-event-types-to-booking-pages/ "Adding Event types to Booking pages"), the Customer notifications section will be on the Event type.

When [Customer notifications based on custom templates](https://help.oncehub.com/scheduleonce/customization-branding/localization-customer-text/step-by-step-localization/ "Step-by-Step Localization") are sent, dynamic fields such as time zone, country, and location are shown in the locale (language) [selected on the Booking page](https://help.oncehub.com/scheduleonce/customization-branding/localization-customer-text/applying-locale/ "Applying a Locale").

### User notifications templates

[Section titled “User notifications templates”](#user-notifications-templates)

User notification templates are used in the [User notifications section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/user-notifications/introduction-to-user-notifications/ "Introduction to User notifications section"). To edit which notifications Users receive, go to **Booking pages** in the bar on the left → relevant Booking page **→ User notifications** (Figure 7).

![](https://help.oncehub.com/_astro/1569425159539.CImlTKep_Z2ojKAd.webp)Figure 7: User notifications section

### Calendar event template

[Section titled “Calendar event template”](#calendar-event-template)

You can access the [Calendar event](https://help.oncehub.com/scheduleonce/event-types-booking-pages/customer-notifications/customer-calendar-event-options/ "Customer Calendar Event options") template in the User notifications section. To edit which template is used for the Calendar event, go to → relevant Booking page **→ User notifications**.

### New User sign-up template

[Section titled “New User sign-up template”](#new-user-sign-up-template)

[New user sign-up](https://help.oncehub.com/getting-started/introduction-oncehub/joining-your-organizations-oncehub-account/ "Joining your organization's OnceHub account") templates is used in the [Add a new User](https://help.oncehub.com/account-administration/user-management/user-management-and-seats/ "Adding Users") page. To edit which New User sign-up template is used, go to the **Account gear menu → Users → New user button**.

# How to test a Custom notification template

> You can test your Custom templates by creating a test booking and filling out a Booking form as if you were a Customer.

You can test your [Custom templates](https://help.oncehub.com/scheduleonce/customization-branding/notification-templates-editor/how-to-create-custom-email-or-sms-template/ "How to create a Custom email or SMS template") by creating a test booking and filling out a Booking form as if you were a Customer. You can perform several of these test bookings to test every template you have created in every relevant scenario.

In this article, you’ll learn how to test a Custom notification template.

## Testing the Custom notification template

[Section titled “Testing the Custom notification template”](#testing-the-custom-notification-template)

1. In the [Booking form section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-forms-redirect/introduction-to-booking-form-and-redirect/ "Introduction to the Booking form and redirect section") of your [Event type](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/booking-form-and-customer-notifications/ "Location of the Booking form and the Customer notifications sections"), use from the **Booking form** drop-down menu to select a Booking form (Figure 1). ![](https://help.oncehub.com/_astro/1569602352006.BXvg30wv_2pjhGg.webp)Figure 1: Selecting a Booking form template

2. In the [Customer notification section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/customer-notifications/introduction-to-customer-notifications/ "The Customer Notifications section") of your Event type, select a template for each [Notification scenario](https://help.oncehub.com/scheduleonce/customization-branding/notification-templates-editor/notification-scenarios/ "Notification scenarios") you want to send notifications for (Figure 2). ![](https://help.oncehub.com/_astro/1569602641471.jNwM_lDf_Z19jreE.webp)Figure 2: Choosing a Custom notification template for each Notification scenario

3. In the [User notifications section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/user-notifications/introduction-to-user-notifications/ "Introduction to User notifications section") of your Booking page, select a template for each [Notification scenario](https://help.oncehub.com/scheduleonce/customization-branding/notification-templates-editor/notification-scenarios/ "Notification scenarios") you want to send notifications for (Figure 3). ![](https://help.oncehub.com/_astro/1569602814625.IhEvT1Qa_1HNxzM.webp)Figure 3: Choosing a Custom notification template for each Notification scenario

   Note

   **Note**If you want to receive [User SMS notifications](https://help.oncehub.com/scheduleonce/event-types-booking-pages/sms-notifications/sending-sms-notifications-to-users/ "Sending SMS notifications to Users"), you’ll need to enter a phone number in your [Profile’s SMS notifications section](https://help.oncehub.com/profile-management/managing-your-profile-in-oncehub/#notifications "Profile: Overview section").

4. In the [Booking page Overview section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-pages-overview/ "Booking page: Overview section") of your Booking page, click on the public link in the **Share & Publish** section. ![](https://help.oncehub.com/_astro/mandatory.CBTbuDTw_NdrpN.webp)Figure 4: Booking page public link

5. Schedule a meeting and fill out the Booking form that you created as if you were a Customer.

6. Click **Done**.

7. You can now check that you received a confirmation email and SMS. If you’re using [Booking with approval mode](https://help.oncehub.com/scheduleonce/event-types-booking-pages/scheduling-options/automatic-booking-or-booking-with-approval/ "Automatic booking or Booking with approval"), you can click **Approve the booking request** in your User email notification. [Learn more about scheduling booking requests](https://help.oncehub.com/scheduleonce/managing-bookings/responding-to-booking-requests/responding-to-booking-requests/scheduling-and-responding-to-booking-requests/ "Scheduling and responding to booking requests") You can also check that the calendar event was added to your calendar. [Learn more about calendar events](https://help.oncehub.com/scheduleonce/event-types-booking-pages/customer-notifications/customer-calendar-event-options/ "Customer Calendar Event options")

8. Finally, you can choose to [cancel or reschedule the booking](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/introduction-to-canceling-and-rescheduling/ "Introduction to canceling and rescheduling"), or let the booking run its course and test the reminder and follow-up messages.

## Testing checklist

[Section titled “Testing checklist”](#testing-checklist)

During the testing, you should check the following:

* The text is written the way you want.
* The correct [Dynamic fields](https://help.oncehub.com/scheduleonce/customization-branding/notification-templates-editor/dynamic-fields/ "Dynamic fields") were chosen.
* The spacing/formatting is correct.
* That you are sending emails and SMS notifications for the required booking notifications.

# Introduction to the Notification templates editor

> When a Customer makes a booking, both the Customer and User receive notifications relevant to that booking.

When a Customer makes a booking, both the [Customer](https://help.oncehub.com/scheduleonce/event-types-booking-pages/customer-notifications/introduction-to-customer-notifications/ "The Customer notifications section") and [User](https://help.oncehub.com/scheduleonce/event-types-booking-pages/user-notifications/introduction-to-user-notifications/ "Introduction to User notifications section") receive notifications relevant to that booking. The Notification templates editor allows you to edit notifications so that Customers and Users receive fully customized email notifications and [SMS notifications](https://help.oncehub.com/scheduleonce/insights-operations/profile-management/introduction-to-sms-notifications/ "Introduction to SMS notifications").

The Notification templates editor is an advanced [WYSIWYG](https://help.oncehub.com/scheduleonce/customization-branding/notification-templates-editor/wysiwyg-mode-of-notification-templates-editor/ "The WYSIWYG mode of the Notification templates editor") (What You See Is What You Get) editor that allows you to:

* Review the structure of default templates (when no customization is required).
* Edit the content and look and feel of notifications.
* [Create new Custom templates](https://help.oncehub.com/scheduleonce/customization-branding/notification-templates-editor/how-to-create-custom-email-or-sms-template/ "How to create a Custom email or SMS template").
* Add a logo to your notifications.
* Translate a Custom template to another language as part of [localization](https://help.oncehub.com/scheduleonce/customization-branding/localization-customer-text/step-by-step-localization/ "Step-by-Step Localization").

When your templates are ready, you can use them for Customer and User communications. The templates can be used for:

* [Customer notifications](https://help.oncehub.com/scheduleonce/event-types-booking-pages/customer-notifications/customer-notification-scenarios/ "Customer notification scenarios")
* [User notifications](https://help.oncehub.com/scheduleonce/event-types-booking-pages/user-notifications/user-notification-scenarios/ "User notification scenarios")

## Selecting a notification scenario

[Section titled “Selecting a notification scenario”](#selecting-a-notification-scenario)

When you open the Notification templates editor, you’ll be asked to select a notification scenario. Notification scenarios are events that take place during a booking lifecycle which trigger emails and SMS to be sent.

You can also use the **Notification scenario** dropdown menu (Figure 1) to select the notification scenario you want to edit.

![](https://help.oncehub.com/_astro/1563439654409.C8Avra9N_Z2mhoe9.webp)Figure 1: Notification scenario dropdown menu

There are different scenarios for Users and Customers, each with their own templates. OnceHub provides out-of-the-box templates for more than 30 different notification scenarios.

[Learn more about notification scenarios](https://help.oncehub.com/scheduleonce/customization-branding/notification-templates-editor/notification-scenarios/ "Notification scenarios")

## Creating or editing a notification template

[Section titled “Creating or editing a notification template”](#creating-or-editing-a-notification-template)

All OnceHub Administrators can access the Notification templates editor. Go to **Booking pages** in the bar on the left. Select the **Notification templates editor** on the left.

[Learn more about creating custom email and SMS templates](https://help.oncehub.com/scheduleonce/customization-branding/notification-templates-editor/how-to-create-custom-email-or-sms-template/ "How to create a Custom email or SMS template")

You can edit default notifications templates (Figure 1), create a new Custom notification template, or copy and edit an existing notification template. When you create a Custom notification template, you can edit, add, and remove the content in the middle editing pane.

[Learn more about default vs. custom templates](https://help.oncehub.com/scheduleonce/customization-branding/notification-templates-editor/should-i-use-default-or-custom-template/ "Should I use a Default or Custom template?")

Note

Default templates cannot be edited, but they can be copied.

### Email and SMS tabs

[Section titled “Email and SMS tabs”](#email-and-sms-tabs)

Under most scenarios there is an email tab and SMS tab. You can use these to choose which notification type you wish to work on.

* If you see a **blue icon** with a **D**, it means you are viewing the default template.
* If you see a **red icon** with **C**, it means you are viewing a Custom template.

The default template cannot be edited; the Custom templates can be.

![](https://help.oncehub.com/_astro/mandatory.CBTbuDTw_NdrpN.webp)Figure 2: Email notification and SMS notification tabs

## Dynamic fields pane

[Section titled “Dynamic fields pane”](#dynamic-fields-pane)

This is where you can find the Dynamic fields to add variable content to your template. Dynamic fields are used in emails and SMS to personalize the message for the User or Customer and to give booking-specific information.

Dynamic fields will be automatically populated with the data generated throughout the booking process and from your booking settings. For example, if you want to include the name of your Customer in the greeting of your Customer emails, insert the Dynamic field “Customer name” and the greeting field will always start with “Dear `<Customer name>`”, inserting your Customer’s actual name.

[Learn more about Dynamic fields](https://help.oncehub.com/scheduleonce/customization-branding/notification-templates-editor/dynamic-fields/ "Dynamic fields")

Note

Dynamic fields such as time zone, country, and location, are shown in English in all notifications except [Customer notifications based on custom templates](https://help.oncehub.com/scheduleonce/customization-branding/localization-customer-text/step-by-step-localization/ "Step-by-Step Localization") - in this case these Dynamic fields are shown in the locale [selected on the Booking page](https://help.oncehub.com/scheduleonce/customization-branding/localization-customer-text/applying-locale/ "Applying a Locale").

# Notification scenarios

> Notification scenarios are booking events that trigger an email or SMS notification to be sent to Customers or subscribed Users.

Notification scenarios are booking events that trigger an email or [SMS notification](https://help.oncehub.com/scheduleonce/insights-operations/profile-management/introduction-to-sms-notifications/ "Introduction to SMS notifications") to be sent to Customers or subscribed Users. Some scenarios take place when you or a Customer take an action, such as a Customer making a booking. Some scenarios take place at a predefined time, such as pre-meeting reminder notifications.

In this article, you’ll learn about the different OnceHub Notification scenarios.

Note

Not all scenarios apply for every booking. For example, the scenario **Booking request made by Customer** triggers a notification only on pages that use [Booking with approval mode](https://help.oncehub.com/scheduleonce/event-types-booking-pages/scheduling-options/automatic-booking-or-booking-with-approval/ "Automatic Booking or Booking with Approval").

While it is possible to create a template for any scenario, we recommend ensuring that the template is relevant for your scenario.

## OnceHub Notification scenarios

[Section titled “OnceHub Notification scenarios”](#oncehub-notification-scenarios)

|                                                                        | **Description**                                                                                                                                                                                                                         | **Where the template is used**                                                                                                                                                                                                                                                                        |
| ---------------------------------------------------------------------- | --------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | ----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| **Automatic booking**                                                  |                                                                                                                                                                                                                                         |                                                                                                                                                                                                                                                                                                       |
| Booking made by Customer – Customer notification                       | Sent to the Customer when the Customer makes a booking.                                                                                                                                                                                 | [Customer notifications section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/customer-notifications/introduction-to-customer-notifications/ "The Customer notifications section") Found in **Booking pages** in the bar on the left → **Event type → Customer notifications**     |
| Booking made by Customer – User notification                           | Sent to subscribed Users when the Customer makes a booking.                                                                                                                                                                             | [User notifications section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/user-notifications/introduction-to-user-notifications/ "Introduction to User notifications section") Found in **Booking pages** in the bar on the left → **Booking page → User notifications**           |
| **Booking with approval**                                              |                                                                                                                                                                                                                                         |                                                                                                                                                                                                                                                                                                       |
| Booking request made by Customer – Customer notification               | Sent to the Customer when the Customer submits a booking request.                                                                                                                                                                       | [Customer notifications section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/customer-notifications/introduction-to-customer-notifications/ "The Customer notifications section") Found in **Booking pages** in the bar on the left → **Event type → Customer notifications**     |
| Booking request made by Customer – User notification                   | Sent to subscribed Users when the Customer submits a booking request.                                                                                                                                                                   | [User notifications section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/user-notifications/introduction-to-user-notifications/ "Introduction to User notifications section") Found in **Booking pages** in the bar on the left → **Booking page → User notifications**           |
| Booking request approved by User – Customer notification               | Sent to the Customer when a User approves a booking request.                                                                                                                                                                            | [Customer notifications section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/customer-notifications/introduction-to-customer-notifications/ "The Customer notifications section") Found in **Booking pages** in the bar on the left → **Event type →** **Customer notifications** |
| Booking request approved by User – User notification                   | Sent to subscribed Users when a User approves the Customer’s booking request.                                                                                                                                                           | [User notifications section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/user-notifications/introduction-to-user-notifications/ "Introduction to User notifications section") Found in **Booking pages** in the bar on the left **→** **Booking page → User notifications**       |
| **Calendar event**                                                     |                                                                                                                                                                                                                                         |                                                                                                                                                                                                                                                                                                       |
| Calendar event – For the User and Customer                             | The calendar event can include any booking details and can be added to the Booking owner’s calendar and Customer’s calendar.                                                                                                            | [User notifications section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/user-notifications/introduction-to-user-notifications/ "Introduction to User notifications section") Found in **Booking pages** in the bar on the left **→** **Booking page → User notifications**       |
| **Reminders and follow-ups**                                           |                                                                                                                                                                                                                                         |                                                                                                                                                                                                                                                                                                       |
| First Customer reminder                                                | Sent to the Customer at a predefined time prior to the meeting.                                                                                                                                                                         | [Customer notifications section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/customer-notifications/introduction-to-customer-notifications/ "The Customer notifications section") Found in **Booking pages** in the bar on the left → **Event type →** **Customer notifications** |
| First User reminder                                                    | Sent to subscribed Users at a predefined time prior to the meeting.                                                                                                                                                                     | [User notifications section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/user-notifications/introduction-to-user-notifications/ "Introduction to User notifications section") Found in **Booking pages** in the bar on the left **→** **Booking page → User notifications**       |
| Second Customer reminder                                               | Sent to the Customer at a predefined time prior to the meeting.                                                                                                                                                                         | [Customer notifications section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/customer-notifications/introduction-to-customer-notifications/ "The Customer notifications section") Found in **Booking pages** in the bar on the left → **Event type →** **Customer notifications** |
| Second User reminder                                                   | Sent to subscribed Users at a predefined time prior to the meeting.                                                                                                                                                                     | [User notifications section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/user-notifications/introduction-to-user-notifications/ "Introduction to User notifications section") Found in **Booking pages** in the bar on the left **→** **Booking page → User notifications**       |
| Third Customer reminder                                                | Sent to the Customer at a predefined time prior to the meeting.                                                                                                                                                                         | [Customer notifications section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/customer-notifications/introduction-to-customer-notifications/ "The Customer notifications section") Found in **Booking pages** in the bar on the left → **Event type →** **Customer notifications** |
| Third User reminder                                                    | Sent to subscribed Users at a predefined time prior to the meeting.                                                                                                                                                                     | [User notifications section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/user-notifications/introduction-to-user-notifications/ "Introduction to User notifications section") Found in **Booking pages** in the bar on the left **→** **Booking page → User notifications**       |
| Follow-up message – Customer notification                              | Sent to the Customer at a predefined time after the meeting ends. Note: There is no prewritten text in the Default email or SMS template. The note you write for the Follow-up message will be the only text the customer will receive. | [Customer notifications section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/customer-notifications/introduction-to-customer-notifications/ "The Customer notifications section") Found in **Booking pages** in the bar on the left → **Event type →** **Customer notifications** |
| Follow-up message – User notification                                  | Sent to subscribed Users when a follow-up message is sent to the Customer. Note: The Default template is a confirmation that an email was sent.                                                                                         | [User notifications section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/user-notifications/introduction-to-user-notifications/ "Introduction to User notifications section") Found in **Booking pages** in the bar on the left **→** **Booking page → User notifications**       |
| **Booking cancellation**                                               |                                                                                                                                                                                                                                         |                                                                                                                                                                                                                                                                                                       |
| Booking canceled by Customer – Customer notification                   | Sent to the Customer when the Customer cancels a booking.                                                                                                                                                                               | [Customer notifications section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/customer-notifications/introduction-to-customer-notifications/ "The Customer notifications section") Found in **Booking pages** in the bar on the left → **Event type →** **Customer notifications** |
| Booking canceled by Customer – User notification                       | Sent to subscribed Users when the Customer cancels a booking.                                                                                                                                                                           | [User notifications section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/user-notifications/introduction-to-user-notifications/ "Introduction to User notifications section") Found in **Booking pages** in the bar on the left **→** **Booking page → User notifications**       |
| Booking canceled by User – Customer notification                       | Sent to the Customer when a User cancels a booking.                                                                                                                                                                                     | [Customer notifications section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/customer-notifications/introduction-to-customer-notifications/ "The Customer notifications section") Found in **Booking pages** in the bar on the left → **Event type →** **Customer notifications** |
| Booking canceled by User – User notification                           | Sent to subscribed Users when a User cancels a booking.                                                                                                                                                                                 | [User notifications section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/user-notifications/introduction-to-user-notifications/ "Introduction to User notifications section") Found in **Booking pages** in the bar on the left **→** **Booking page → User notifications**       |
| **Booking reschedule**                                                 |                                                                                                                                                                                                                                         |                                                                                                                                                                                                                                                                                                       |
| Booking rescheduled by Customer – Customer notification                | Sent to the Customer when the Customer reschedules a booking.                                                                                                                                                                           | [Customer notifications section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/customer-notifications/introduction-to-customer-notifications/ "The Customer notifications section") Found in **Booking pages** in the bar on the left → **Event type →** **Customer notifications** |
| Booking rescheduled by Customer – User notification                    | Sent to subscribed Users when the Customer reschedules a booking.                                                                                                                                                                       | [User notifications section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/user-notifications/introduction-to-user-notifications/ "Introduction to User notifications section") Found in **Booking pages** in the bar on the left **→** **Booking page → User notifications**       |
| Reschedule requested by User – Customer notification                   | Sent to the Customer when a User requests to reschedule a booking.                                                                                                                                                                      | [Customer notifications section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/customer-notifications/introduction-to-customer-notifications/ "The Customer notifications section") Found in **Booking pages** in the bar on the left → **Event type →** **Customer notifications** |
| Reschedule requested by User – User notification                       | Sent to subscribed Users when a User sends a reschedule request to the Customer.                                                                                                                                                        | [User notifications section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/user-notifications/introduction-to-user-notifications/ "Introduction to User notifications section") Found in **Booking pages** in the bar on the left **→** **Booking page → User notifications**       |
| **Booking reassignment**                                               |                                                                                                                                                                                                                                         |                                                                                                                                                                                                                                                                                                       |
| Booking reassigned (previous User)                                     | Sent to subscribed Users of the previous Booking page when a booking is reassigned from the page.                                                                                                                                       | [User notifications section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/user-notifications/introduction-to-user-notifications/ "Introduction to User notifications section") Found in **Booking pages** in the bar on the left **→** **Booking page → User notifications**       |
| Booking reassigned (new User)                                          | Sent to subscribed Users of the new Booking page when a booking is reassigned to the page.                                                                                                                                              | [User notifications section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/user-notifications/introduction-to-user-notifications/ "Introduction to User notifications section") Found in **Booking pages** in the bar on the left **→** **Booking page → User notifications**       |
| **Booking request cancellation**                                       |                                                                                                                                                                                                                                         |                                                                                                                                                                                                                                                                                                       |
| Booking request canceled by Customer – Customer notification           | Sent to the Customer when the Customer cancels a booking request.                                                                                                                                                                       | [Customer notifications section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/customer-notifications/introduction-to-customer-notifications/ "The Customer notifications section") Found in **Booking pages** in the bar on the left → **Event type →** **Customer notifications** |
| Booking request canceled by Customer – User notification               | Sent to subscribed Users when the Customer cancels a booking request.                                                                                                                                                                   | [User notifications section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/user-notifications/introduction-to-user-notifications/ "Introduction to User notifications section") Found in **Booking pages** in the bar on the left **→** **Booking page → User notifications**       |
| Booking request canceled by User – Customer notification               | Sent to the Customer when a User cancels a booking request.                                                                                                                                                                             | [Customer notifications section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/customer-notifications/introduction-to-customer-notifications/ "The Customer notifications section") Found in **Booking pages** in the bar on the left → **Event type →** **Customer notifications** |
| Booking request canceled by User – User notification                   | Sent to subscribed Users when a User cancels a booking request.                                                                                                                                                                         | [User notifications section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/user-notifications/introduction-to-user-notifications/ "Introduction to User notifications section") Found in **Booking pages** in the bar on the left **→** **Booking page → User notifications**       |
| **Booking request resubmission**                                       |                                                                                                                                                                                                                                         |                                                                                                                                                                                                                                                                                                       |
| Booking request resubmitted by Customer – Customer notification        | Sent to the Customer when the Customer resubmits a booking request.                                                                                                                                                                     | [Customer notifications section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/customer-notifications/introduction-to-customer-notifications/ "The Customer notifications section") Found in **Booking pages** in the bar on the left → **Event type →** **Customer notifications** |
| Booking request resubmitted by Customer – User notification            | Sent to subscribed Users when the customer resubmits a booking request.                                                                                                                                                                 | [User notifications section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/user-notifications/introduction-to-user-notifications/ "Introduction to User notifications section") Found in **Booking pages** in the bar on the left **→** **Booking page → User notifications**       |
| Booking request resubmission requested by User – Customer notification | Sent to the Customer when a User requests a resubmission of the booking request.                                                                                                                                                        | [Customer notifications section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/customer-notifications/introduction-to-customer-notifications/ "The Customer notifications section") Found in **Booking pages** in the bar on the left → **Event type →** **Customer notifications** |
| Booking request resubmission requested by User – User notification     | Sent to subscribed Users when a User requests the Customer to resubmit a booking request.                                                                                                                                               | [User notifications section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/user-notifications/introduction-to-user-notifications/ "Introduction to User notifications section") Found in **Booking pages** in the bar on the left **→** **Booking page → User notifications**       |
| **User management**                                                    |                                                                                                                                                                                                                                         |                                                                                                                                                                                                                                                                                                       |
| New user sign-up email – User notification                             | Sent to a new User to invite them to join your OnceHub account.                                                                                                                                                                         | [Adding Users](https://help.oncehub.com/account-administration/user-management/user-management-and-seats/ "Adding Users") Click on the **Account gear menu** and select **Users** **→** **Add User** button **→ Invitation email template**                                                           |

Note

In the [Notification templates editor](https://help.oncehub.com/scheduleonce/customization-branding/notification-templates-editor/introduction-to-notification-templates-editor/ "Introduction to the Notification Templates Editor") you can [create Custom templates](https://help.oncehub.com/scheduleonce/customization-branding/notification-templates-editor/how-to-create-custom-email-or-sms-template/ "How to create a Custom email or SMS template") for any scenarios of your choosing.

# Should I use a Default or Custom template?

> When you send communications to Customers or Users, you can use a Default template or any Custom template that has been created in your account.

When you send communications to Customers or Users, you can use a Default template or any [Custom template](https://help.oncehub.com/scheduleonce/customization-branding/notification-templates-editor/how-to-create-custom-email-or-sms-template/ "How to create a Custom email or SMS template") that has been created in your account.

In this article, you’ll learn about the differences between Default templates and Custom templates.

## Default notification templates

[Section titled “Default notification templates”](#default-notification-templates)

Default notification templates are maintained by OnceHub and change dynamically depending on your settings. Default notification templates include all possible fields that might be required. When the Default template is used for a booking, it automatically uses only the relevant fields for that specific scenario.

For example, the OnceHub default email templates have a field for the meeting location. If you do not specify a meeting location in your [**Conferencing / Location**](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-pages-location-settings/ "Booking page: Conferencing / Location section") section, this field will be automatically omitted and there will be no mention of location in your notification emails.

Benefits of Default notification templates:

* **Standardized text:** The email and SMS text has been written to perfectly reflect the Booking scenario. You don’t have to worry about forgetting to include important information in your notifications.
* **Standardized email formatting:** The formatting is clear and easy to read. The emails follow [HTML best practices](https://help.oncehub.com/scheduleonce/customization-branding/notification-templates-editor/best-practices-for-creating-html-templates/ "Best practices for creating HTML templates").
* **No branding:** No OnceHub or other branding is used.

## Custom notification templates

[Section titled “Custom notification templates”](#custom-notification-templates)

[Custom notification templates](https://help.oncehub.com/scheduleonce/customization-branding/notification-templates-editor/how-to-create-custom-email-or-sms-template/ "How to create a Custom email or SMS template") are created by you or another User in your account. You can use Custom templates to completely customize the content and appearance of any OnceHub notification to your Customers and Users.

The template editor is flexible and can be used by beginners and advanced Users. You can edit templates with the [WYSIWYG editor](https://help.oncehub.com/scheduleonce/customization-branding/notification-templates-editor/wysiwyg-mode-of-notification-templates-editor/ "The WYSIWYG mode of the Notification templates editor") or [edit the HTML directly](https://help.oncehub.com/scheduleonce/customization-branding/notification-templates-editor/best-practices-for-creating-html-templates/ "Best practices for creating HTML templates").

Custom notification templates allow you to:

* Customize text in emails and SMS notifications.
* Upload your logo or an image to the template.
* Change the template text color.
* Add additional links to email or SMS notifications.
* Translate templates into any language. When [Customer notifications based on Custom templates](https://help.oncehub.com/scheduleonce/customization-branding/localization-customer-text/step-by-step-localization/ "Step-by-Step Localization") are sent, dynamic fields such as time zone, country, and location are shown in the locale (language) [selected on the Booking page](https://help.oncehub.com/scheduleonce/customization-branding/localization-customer-text/applying-locale/ "Applying a Locale").
* [Send concatenated SMS or long SMS messages](https://help.oncehub.com/scheduleonce/insights-operations/profile-management/introduction-to-sms-notifications/ "Introduction to SMS notifications").

Caution

When you use a Custom template, your notification will only include the exact fields you’ve used in the template. The template will not dynamically adjust in the way that Default templates do. This means that if you alter your account setup configuration, you’ll need to manually update your Custom template to reflect the changes.

For example, let’s say you were working without specifying a meeting location and then decide that you want to add one. Meeting location information will have to be manually added by you to your Custom templates.

[Learn more about creating Custom email or SMS templates](https://help.oncehub.com/scheduleonce/customization-branding/notification-templates-editor/how-to-create-custom-email-or-sms-template/ "How to create a Custom email or SMS template")

# The WYSIWYG mode of the Notification templates editor

> The Notification templates editor is used to customize the content and appearance of emails and SMS notifications sent to your Customers and Users.

The [Notification templates editor](https://help.oncehub.com/scheduleonce/customization-branding/notification-templates-editor/introduction-to-notification-templates-editor/ "Introduction to the Notification Templates Editor") is used to customize the content and appearance of emails and [SMS notifications](https://help.oncehub.com/scheduleonce/event-types-booking-pages/sms-notifications/ "SMS notifications") sent to your Customers and Users. The template editor has two modes, WYSIWYG (What You See Is What You Get) and [HTML](https://help.oncehub.com/scheduleonce/customization-branding/notification-templates-editor/best-practices-for-creating-html-templates/ "Best practices for creating HTML templates").

The WYSIWYG mode allows you to edit template content while viewing the content in the format it will appear. The HTML mode allows you to edit the HTML code directly and is only recommended for advanced Users.

Note

OnceHub emails are generated via HTML. When you work with email templates, it is important to be aware of [HTML email best practices](https://help.oncehub.com/scheduleonce/customization-branding/notification-templates-editor/best-practices-for-creating-html-templates/ "Best practices for creating HTML templates"). Following these best practices will help ensure that your emails are delivered to your Users and Customers and will look the way you want them to.

In this article, you’ll learn about the WYSIWYG mode of the Notification templates editor.

## Edit functions in the Notification templates editor

[Section titled “Edit functions in the Notification templates editor”](#edit-functions-in-the-notification-templates-editor)

![](https://help.oncehub.com/_astro/1548922829735.JETfNv21_ZMfIeD.webp)Figure 1: Edit functions in the Notification templates editor

The following functions are available in the template editor and are controlled via the buttons at the top. These are the buttons as they appear from left to right:

* **Undo**
* **Redo**
* **Font size:** Allows you to change the size of the text. You can use this setting to create headings.
* **Bold**
* **Italic**
* **Strikethrough:** Allows you display text as crossed out. Click the button again to undo the function.
* **Font color:** Allows you to change the color of text in the template.
* **Background color:** Allows you to change the color of the text background.
* **Alignment:** Align text to the left, center, right, or justify it. By default, all text is aligned to the left.
* **Bulleted list**
* **Numbered list**
* **Decrease indent**
* **Increase indent**
* **Insert image:** Allows you to upload an image from your Computer. The maximum image size supported is 200kb.
* **Insert table:** Allows you insert a table with any number of rows or columns. You can also add and delete rows and columns as well as define header rows.
* **Insert line:** Allows you insert a horizontal line.
* **Insert link**: Insert and remove links from text and images.
* **HTML:** Allows you to edit the [HTML code](https://help.oncehub.com/scheduleonce/customization-branding/notification-templates-editor/best-practices-for-creating-html-templates/ "Best practices for creating HTML templates") of the template directly.

# Theme Designer

> Theme Designer documentation and guides.

[Introduction to the Theme designer](https://help.oncehub.com/scheduleonce/customization-branding/theme-designer/introduction-to-theme-designer)

[Applying a theme](https://help.oncehub.com/scheduleonce/customization-branding/theme-designer/applying-theme)

[System themes](https://help.oncehub.com/scheduleonce/customization-branding/theme-designer/system-themes)

[Custom themes](https://help.oncehub.com/scheduleonce/customization-branding/theme-designer/custom-themes)

[Theme properties](https://help.oncehub.com/scheduleonce/customization-branding/theme-designer/theme-properties)

[Adding your logo](https://help.oncehub.com/scheduleonce/customization-branding/theme-designer/adding-your-logo)

[Image and Icon gallery](https://help.oncehub.com/scheduleonce/customization-branding/theme-designer/image-and-icon-gallery)

# Adding your logo

> The Theme designer allows you to fully customize the look and feel of your Booking pages and Master pages.

The [Theme designer](https://help.oncehub.com/scheduleonce/customization-branding/theme-designer/introduction-to-theme-designer/ "Introduction to the ScheduleOnce Theme designer") allows you to fully customize the look and feel of your [Booking pages](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages") and [Master pages](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/introduction-to-master-pages/ "Introduction to Master pages").

You can add your logo to your Booking pages from the [Theme designer](https://help.oncehub.com/scheduleonce/customization-branding/theme-designer/introduction-to-theme-designer/ "The Theme designer"). Your logo can be added to any of the [out-of-the-box System themes](https://help.oncehub.com/scheduleonce/customization-branding/theme-designer/system-themes/ "System themes"), or any [Custom theme](https://help.oncehub.com/scheduleonce/customization-branding/theme-designer/custom-themes/ "Custom themes") that you create. Your Customers will see your logo in the top left corner of the page when they access your Booking pages or Master pages, ensuring that the scheduling experience is completely under your brand.

You do not need an assigned product license to update the Theme designer, create custom themes, or update a Booking page’s theme. [Learn more](https://help.oncehub.com/account-administration/user-management/user-management-and-seats/)

![](https://help.oncehub.com/_astro/1562321100444.B03ckLxl_Z1abA4l.webp)Figure 1: Booking page with OnceHub logo

## Adding your logo to a theme

[Section titled “Adding your logo to a theme”](#adding-your-logo-to-a-theme)

1. Go to **Booking pages** in the bar on the left .

2. On the left, select **Theme designer**.

3. Select the System theme or Custom theme that you would like to add your logo to (Figure 1). ![](https://help.oncehub.com/_astro/screen-shot-2021-10-10-at-25449-pm.BKFTzwbH_28ITKk.webp)

   Figure 1: Selecting a theme

4. In the **Core properties** section, click the **Choose image** button (Figure 2). ![](https://help.oncehub.com/_astro/screen-shot-2021-10-10-at-31602-pm.BE-Ci6MQ_2qINAu.webp)

   Figure 2: Choose an image for your Header logo

5. Select the image that you would like to use for your Booking page logo. The recommended size of the **Header logo** is 200px wide by 50px high.

If you would like to use different branding for different Booking pages, you can create multiple themes with different logos. Each of your Booking pages can have its own theme with its own logo.

## Using a link with your logo

[Section titled “Using a link with your logo”](#using-a-link-with-your-logo)

You can also define a link for your logo in your [Booking page’s Public content section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-pages-public-content/ "Booking page: Public content section") or your [Master page’s Public content section](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-pages-public-content/ "Master Page: Public Content section").

If your Customer clicks on the logo on your Booking page or Master page, a new tab will open with the website you defined.

Note

If you have added a website to the Public content section of your Master page, it will override any website added in the Public content section of any Booking pages you include in the Master page.

# Applying a theme

> The Theme designer allows you to fully customize the look and feel of your Booking pages and Master pages.

The [Theme designer](https://help.oncehub.com/scheduleonce/customization-branding/theme-designer/introduction-to-theme-designer/ "Introduction to the ScheduleOnce Theme designer") allows you to fully customize the look and feel of your [Booking pages](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages") and [Master pages](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/introduction-to-master-pages/ "Introduction to Master pages").

Themes are applied to each Booking page and Master page individually. However, applying a theme to a Master page always overrides the themes applied to the Booking pages included in that Master page.

Themes determine the logo, branding. and look and feel of your Booking pages and Master pages. Any changes made to a theme that has already been applied to a page are immediately visible on the Customer app.

## Applying a theme

[Section titled “Applying a theme”](#applying-a-theme)

You can apply a theme in a couple places: on the relevant **booking page** or on the relevant theme in the [Theme designer](https://help.oncehub.com/scheduleonce/customization-branding/theme-designer/introduction-to-theme-designer/).

### Apply a theme directly to a page

[Section titled “Apply a theme directly to a page”](#apply-a-theme-directly-to-a-page)

1. Go to **Booking pages** in the bar on the left.
2. Select the [Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages") or [Master page](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/introduction-to-master-pages/ "Introduction to Master pages") for which you want to change the theme.
3. In the **Overview** section, select a theme from the **Theme** drop-down menu (Figure 1). [Learn more about the Booking page Overview](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-pages-overview/ "Booking page: Overview section") and [Master page Overview](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-pages-overview/ "Master Page: Overview section").

[](/videos/apply-theme-in-so-setup.mp4)

Figure 1: Apply a theme directly to a page

### Apply on a specific theme

[Section titled “Apply on a specific theme”](#apply-on-a-specific-theme)

1. Go to **Booking pages** in the bar on the left.
2. On the left, select **Theme designer**.
3. Select the theme you want to apply.
4. In the three-dot menu, click on **Apply** (Figure 2).
5. Select the relevant page(s) you want to use that theme and select the **Apply** button.

[](/videos/apply-theme-in-designer.mp4)

Figure 2: Apply a theme

### Your default theme

[Section titled “Your default theme”](#your-default-theme)

In the [Theme designer](https://help.oncehub.com/scheduleonce/customization-branding/theme-designer/introduction-to-theme-designer/), you can set a default theme that applies to any newly created Booking page or Master page.

[](/videos/default-theme.mp4)

Figure 3: Apply a default theme

# Custom themes

> The Theme designer allows you to fully customize the look and feel of your Booking pages and Master pages.

The [Theme designer](https://help.oncehub.com/scheduleonce/customization-branding/theme-designer/introduction-to-theme-designer/ "Introduction to the ScheduleOnce Theme designer") allows you to fully customize the look and feel of your [Booking pages](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages") and [Master pages](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/introduction-to-master-pages/ "Introduction to Master Pages").

The Theme designer comes with two[ system themes](https://help.oncehub.com/scheduleonce/customization-branding/theme-designer/system-themes/ "System Themes"). If you need more customization for your theme, you can create a custom theme by duplicating an existing theme and modifying it, or you can create a new custom theme from scratch.

You do not need an assigned product license to create custom themes in the Theme designer. [Learn more](https://help.oncehub.com/account-administration/user-management/user-management-and-seats/)

However, you may need to upgrade your plan to apply a custom theme to your page(s).

In this article, you’ll learn about creating a custom theme.

## Creating a custom theme

[Section titled “Creating a custom theme”](#creating-a-custom-theme)

1. Go to **Booking pages** in the bar on the left.

2. On the left, select **Theme designer**.

3. Click the **Create theme** button on the top left corner.

4. In the **Create theme** pop-up, enter a **Theme name** and select a **Base theme** for your new Custom theme. Then click **Create**.

   Note

   **Note** The **Base theme** cannot be changed once the theme is created.

5. Alternatively, you can duplicate an existing theme by clicking the **Duplicate theme** button (Figure 2). [](/videos/duplicate-theme.mp4)

   Figure 2: Duplicate theme button

6. Configure your custom theme [Theme properties](https://help.oncehub.com/scheduleonce/customization-branding/theme-designer/theme-properties/ "Theme properties") as required by modifying the Core properties (Figure 3), Page background properties, Interaction pane properties, and Information pane properties. [Learn more about Theme properties](https://help.oncehub.com/scheduleonce/customization-branding/theme-designer/theme-properties/ "Theme properties") ![](https://help.oncehub.com/_astro/screen-shot-2021-10-10-at-31602-pm.BE-Ci6MQ_2qINAu.webp)Figure 3: Core properties

7. Click **Save**.

### Default theme

[Section titled “Default theme”](#default-theme)

You can set any theme as your default theme, including a system theme. The default theme is automatically applied to all newly created pages, but not to existing pages.

[](/videos/default-theme.mp4)

Figure 4: Default theme

## Previewing and applying a Custom theme

[Section titled “Previewing and applying a Custom theme”](#previewing-and-applying-a-custom-theme)

You can preview a theme on a Booking page or Master page by selecting it from the drop-down menu in the top right of the Theme designer and clicking the **Preview** button (Figure 4). Previewing a theme does not apply the theme to the page.

[](/videos/preview-theme.mp4)

Figure 5: Previewing a theme

Once you’re happy with it, you can [apply the theme](https://help.oncehub.com/scheduleonce/customization-branding/theme-designer/applying-theme/ "Applying a theme ").

# Image and Icon gallery

> The image gallery contains images that you can use for your Event types, Booking pages, and Master pages.

The image gallery contains images that you can use for your [Event types](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/introduction-to-event-types/ "Introduction to Event types"), [Booking pages](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages"), and [Master pages](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/introduction-to-master-pages/ "Introduction to Master pages").

Note

All images in this gallery are property of OnceHub and are protected under copyright law. Use is permitted for your OnceHub Event types, Booking pages, and Master pages only.

## How to use the image gallery

[Section titled “How to use the image gallery”](#how-to-use-the-image-gallery)

1. To download an image in this article, right click it and select **Save image as…** from the menu.
2. Save the image on your computer.
3. Upload the image by clicking **Choose file** in the Public content section of an [Event type](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/public-content/ "Event type: Public content section"), [Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-pages-public-content/ "Booking page: Public content section"), or [Master page](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-pages-public-content/ "Master Page: Public Content section") (Figure 1). ![](https://help.oncehub.com/_astro/1562322354434.on7C9yu6_ZKc0v6.webp)Figure 1: Event types Public content section

## Image gallery

[Section titled “Image gallery”](#image-gallery)

**Phone meeting**

![](https://help.oncehub.com/_astro/1548775913460.BAqV7FU2_174tOM.webp)![](https://help.oncehub.com/_astro/1548775913678.TTxFHdvR_o5mzs.webp)

**Face-to-face meeting**

![](https://help.oncehub.com/_astro/1548775913527.D9VdOrWh_YkegK.webp)![](https://help.oncehub.com/_astro/1548775913583.Bnp7JSv-_Zhdhj8.webp)![](https://help.oncehub.com/_astro/1548775913412.NiRs8bVv_2aHm8v.webp)![](https://help.oncehub.com/_astro/1548775913779.DtJXa4I4_2m0BUx.webp)![](https://help.oncehub.com/_astro/1548775914282.lHfGms7i_1v6rhR.webp)![](https://help.oncehub.com/_astro/1548775914168.B-LaIZtC_Z20mcto.webp)![](https://help.oncehub.com/_astro/1548775914508.DCONJAhl_1BQoYO.webp)![](https://help.oncehub.com/_astro/1548775914454.BGW8CLzo_Z2253Yt.webp)![](https://help.oncehub.com/_astro/1548775914213.C_eL7ku2_ZbxQWy.webp)

**Office meeting**

![](https://help.oncehub.com/_astro/1548775914764.Dw_j0kX6_YnOho.webp)![](https://help.oncehub.com/_astro/1548775914876.foXjUrdt_Z25mM2O.webp)![](https://help.oncehub.com/_astro/1548775915093.FKxWfwS6_Z1eTtSC.webp)![](https://help.oncehub.com/_astro/1548775914990.DhHu6biN_2wb0PK.webp)![](https://help.oncehub.com/_astro/1548775915141.XJVhroP6_ZX4Ch0.webp)

**Web conference**

![](https://help.oncehub.com/_astro/1548775915052.CImbCThV_XaHqo.webp)![](https://help.oncehub.com/_astro/1548775915253.CmiwLKig_alR6k.webp)

**Inquiries**

![](https://help.oncehub.com/_astro/1548775915519.C3GcfruH_Z1ULQiF.webp)![](https://help.oncehub.com/_astro/1548775915606.ChuU_JOI_2griB5.webp)![](https://help.oncehub.com/_astro/1548775915714.w0XQFvck_MfUo.webp)

**Technical Support**

![](https://help.oncehub.com/_astro/1548775915671.DsweEh2u_ZWLiwR.webp)![](https://help.oncehub.com/_astro/1548775915802.D5o-_pR0_J0uRD.webp)![](https://help.oncehub.com/_astro/1548775915756.DWAG5KA7_1W73Wj.webp)

**Coaching**

![](https://help.oncehub.com/_astro/1548775916461.CUH4mtRV_ZKfrVz.webp)

**Sales/Financial**

![](https://help.oncehub.com/_astro/1548775916523.CR4PNgDd_ZyDKFM.webp)![](https://help.oncehub.com/_astro/1548775916580.B64m1ESv_25gpQr.webp)![](https://help.oncehub.com/_astro/1548775916653.C3-4affZ_1NdmAh.webp)![](https://help.oncehub.com/_astro/1548775916774.CsV90k1N_ZVv5EE.webp)![](https://help.oncehub.com/_astro/1548775916720.BYJ6CpLP_ZOIJnb.webp)![](https://help.oncehub.com/_astro/1548775916981.B9yYiSuV_Z1jt3LH.webp)![](https://help.oncehub.com/_astro/1548775917049.CmvUZbI9_ZJbcCF.webp)![](https://help.oncehub.com/_astro/1548775917538.5cRGtAc4_Z2Cakk.webp)![](https://help.oncehub.com/_astro/1548775917260.DYMdv2vh_2wr3wb.webp)![](https://help.oncehub.com/_astro/1548775917591.CR_tHCaD_Z2ksBSX.webp)![](https://help.oncehub.com/_astro/1548775917655.DvklTSfz_Z1kTsgX.webp)![](https://help.oncehub.com/_astro/1548775918007.uHHAgpPa_Z1YX5MK.webp)![](https://help.oncehub.com/_astro/1548775918117.DkHXwpkP_1Jkaac.webp)![](https://help.oncehub.com/_astro/1548775918231.B5HjkUDi_Z2sUho1.webp)![](https://help.oncehub.com/_astro/1548775918290.rufbTC2Z_Z2vn6aB.webp)![](https://help.oncehub.com/_astro/1548775918341.3p2JabrF_1MuhIO.webp)![](https://help.oncehub.com/_astro/1548775918409.DR3fBVQc_Z1HdRrx.webp)![](https://help.oncehub.com/_astro/1548775918649.Dzr-7zX3_Z17XgWj.webp)![](https://help.oncehub.com/_astro/1548775918690.Da0XVcl9_ZV253D.webp)![](https://help.oncehub.com/_astro/1548775918740.DnE10jn3_Z15Uuvz.webp)

**Education/eLearning**

![](https://help.oncehub.com/_astro/1548775918788.x986qjpb_Z1V5Fo7.webp)![](https://help.oncehub.com/_astro/1548775918876.D2XY6Niy_2kciBT.webp)![](https://help.oncehub.com/_astro/1548775918917.DAH5uDvJ_ZzFYXL.webp)![](https://help.oncehub.com/_astro/1548775919687.CAJ6C5It_Z2qhhVE.webp)![](https://help.oncehub.com/_astro/1548775919288.DykKX-_M_Z1i9GBs.webp)![](https://help.oncehub.com/_astro/1548775919380.CFLb4BI0_ZUA6xN.webp)![](https://help.oncehub.com/_astro/1548775919490._iBnWQat_Z2q3Sf9.webp)![](https://help.oncehub.com/_astro/1548775919536.Bf3mqwkq_ZIjANz.webp)![](https://help.oncehub.com/_astro/1548775919441.CXnLB_Qx_2a1V3I.webp)![](https://help.oncehub.com/_astro/1548775920039.B0JrabpK_ZLFvo4.webp)![](https://help.oncehub.com/_astro/1548775920132.kteNGDkm_tfk0g.webp)![](https://help.oncehub.com/_astro/1548775920192.ZGPObndZ_Z22nsUA.webp)

**Health and medical**

![](https://help.oncehub.com/_astro/1550483516708.Co7WeKIW_Z1m9Iis.webp)![](https://help.oncehub.com/_astro/1550483046103.HR-5pss-_Z1alDsb.webp)![](https://help.oncehub.com/_astro/1550483046245.BytUXrwf_A9HWN.webp)![](https://help.oncehub.com/_astro/1550483046357.Dq9yzJ9c_25wVed.webp)

**Geographic regions**

![](https://help.oncehub.com/_astro/1548775921664.CuCBYqD6_Z1NHrPI.webp)![](https://help.oncehub.com/_astro/1548775921086.DJ3ov16u_ZOsfsx.webp)![](https://help.oncehub.com/_astro/1548775921200.tnaPqPu7_ZRKBKe.webp)![](https://help.oncehub.com/_astro/1548775921150.CQTeLsgD_v0xD2.webp)![](https://help.oncehub.com/_astro/1548775921707.D4zivif0_2bp0yi.webp)![](https://help.oncehub.com/_astro/1548775922077.CzeJQjZP_18gIi5.webp)![](https://help.oncehub.com/_astro/1548775922159.Bc04iVyA_rXd7A.webp)![](https://help.oncehub.com/_astro/1548775922200.CyxVmIMs_Z2c0JnP.webp)![](https://help.oncehub.com/_astro/1548775922383.iv1wwKWZ_Z1pJc24.webp)![](https://help.oncehub.com/_astro/1548775922450.CP0LtxXy_k6Nh4.webp)

**Duration**

![](https://help.oncehub.com/_astro/1548775923131.B6XOB-wg_46fgG.webp)![](https://help.oncehub.com/_astro/1548775922676.DWUwj0dv_Z1VOxFv.webp)![](https://help.oncehub.com/_astro/1548775922888.Db1atys0_2sLvKR.webp)![](https://help.oncehub.com/_astro/1548775923011.BycTA5Tg_dcg7D.webp)![](https://help.oncehub.com/_astro/1548775923230.B-rJQH4C_MtFqY.webp)![](https://help.oncehub.com/_astro/1548775923346.B90UGugG_ZDvtee.webp)![](https://help.oncehub.com/_astro/1548775923497.BRz6bD8m_Z1lIrmU.webp)![](https://help.oncehub.com/_astro/1548775923590.D-dWZcJq_ZuItzg.webp)![](https://help.oncehub.com/_astro/1548775923648.Wj_Pw9Eu_156rpm.webp)![](https://help.oncehub.com/_astro/1548775923853.BrJkX71y_ZumRwv.webp)![](https://help.oncehub.com/_astro/1548775924042.e_Qzcou2_13c74.webp)![](https://help.oncehub.com/_astro/1548775924085.DC8AzUVh_1TFpmN.webp)![](https://help.oncehub.com/_astro/1548775924321.CtVuA9K-_vf5hd.webp)![](https://help.oncehub.com/_astro/1548775924374.DZOQq8gK_Z12ntvM.webp)![](https://help.oncehub.com/_astro/1548775924427.DgcSyCEl_Z2ruiEJ.webp)![](https://help.oncehub.com/_astro/1548775924521.DDaQsMC6_ZI5T7N.webp)![](https://help.oncehub.com/_astro/1548775924675.BjXTbtSU_Z1PDkmC.webp)![](https://help.oncehub.com/_astro/1548775924636.DAhe77cm_VHQvT.webp)

**Miscellaneous**

![](https://help.oncehub.com/_astro/1548775925012.BIyLT5HH_ZXkF2U.webp)![](https://help.oncehub.com/_astro/1548775925156.rRlnlH3b_Z1KTuIb.webp)![](https://help.oncehub.com/_astro/1548775925211.xh-ntbMC_1azuOn.webp)![](https://help.oncehub.com/_astro/1548775925689.C09VlrTN_1zKwyB.webp)![](https://help.oncehub.com/_astro/1548775925575.SSapyIt9_1ocp9w.webp)![](https://help.oncehub.com/_astro/1548775925618.el1lIZ6H_snVkY.webp)

**Legal**

![](https://help.oncehub.com/_astro/1548775925797.CDa071V7_2pXMqS.webp)![](https://help.oncehub.com/_astro/1548775925941.CAy-fCuV_4VRWK.webp)![](https://help.oncehub.com/_astro/1548775925900.CjUIkjEt_Z1KwvYq.webp)

**Conference rooms**

![](https://help.oncehub.com/_astro/1548775926029.D0Y4no2e_17fphS.webp)![](https://help.oncehub.com/_astro/1548775926150.-ESbCBmn_KeI8k.webp)![](https://help.oncehub.com/_astro/1548775926072.ouIuDzgb_Zv55fV.webp)![](https://help.oncehub.com/_astro/1548775926355.fERQoy0s_Z1GKxQT.webp)![](https://help.oncehub.com/_astro/1548775926315.hVETeM8z_ZVpKDa.webp)![](https://help.oncehub.com/_astro/1548775926394.DJITSlpg_Z2uDzlB.webp)

**Language tutoring**

![](https://help.oncehub.com/_astro/1548775926547.DoVF-4OV_eEhWB.webp)![](https://help.oncehub.com/_astro/1548775926701.BEhPRcX2_amAmv.webp)![](https://help.oncehub.com/_astro/1548775926748.BaZ_hpEG_H13yf.webp)![](https://help.oncehub.com/_astro/1548775927049.C3cK-8s7_1Mp8cC.webp)![](https://help.oncehub.com/_astro/1548775927094.DmBZYVUR_o3BX3.webp)![](https://help.oncehub.com/_astro/1548775927134.BlyfP4Kc_2pWeyo.webp)

**Massage**

![](https://help.oncehub.com/_astro/1548775927298.CDzqyROs_1343sT.webp)

**Hair Salon**

![](https://help.oncehub.com/_astro/1548775927514.D36DGv-__ZrgWKR.webp)

**Photographer**

![](https://help.oncehub.com/_astro/1548775927455.Cg4Ax2wo_Z2kaDBF.webp)

Are you looking for other icons for your Booking or Master pages? Please [let us know](https://help.oncehub.com/contact-us/).

# Introduction to the Theme designer

> The Theme designer allows you to fully customize the look and feel of your Booking pages and Master pages.

The Theme designer allows you to fully customize the look and feel of your [Booking pages](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages") and [Master pages](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/introduction-to-master-pages/ "Introduction to Master Pages").

[Introduction to the Theme designer](https://www.youtube-nocookie.com/embed/r9GasfY2Z5I?wmode=opaque)

## Requirements

[Section titled “Requirements”](#requirements)

All OnceHub Administrators can access the Theme designer. You do not need an assigned product license to update the Theme designer, create custom themes, or update a Booking page’s theme.

## Using themes

[Section titled “Using themes”](#using-themes)

Go to **Booking pages** in the bar on the left → **Theme designer** on the left. [System themes](https://help.oncehub.com/scheduleonce/customization-branding/theme-designer/system-themes/ "System themes")

Themes allow you to comply with any design policy your organization may have. You can [create one theme](https://help.oncehub.com/scheduleonce/customization-branding/theme-designer/custom-themes/ "Custom Themes") and apply it to all of your pages to achieve uniform branding, or create multiple themes to make each of your pages unique. [Learn more about creating custom themes](https://help.oncehub.com/scheduleonce/customization-branding/theme-designer/custom-themes/ "Custom Themes")

You can also select different themes for the same Booking page or Master page when you [integrate it onto your website](https://help.oncehub.com/scheduleonce/sharing-publishing/publishing-on-websites/website-embed/ "Website embed"). This gives you the flexibility to visually fit a single Booking page on multiple different website pages.

All themes are centrally managed in the Theme designer. This means that any design changes you make are automatically implemented on the relevant Booking pages and Master pages.

## System themes and custom themes

[Section titled “System themes and custom themes”](#system-themes-and-custom-themes)

The Theme designer comes with two [system themes](https://help.oncehub.com/scheduleonce/customization-branding/theme-designer/system-themes/ "System Themes") you can use as-is, or modify them to add your logo and change the background color.

If you need more customization for your theme, you can create a custom theme by duplicating an existing theme and modifying it, or you create a new custom theme from scratch. [Learn more about creating custom themes](https://help.oncehub.com/scheduleonce/customization-branding/theme-designer/custom-themes/ "Custom Themes")

You can preview a theme on a Booking page or Master page by selecting the **Preview** button (Figure 1).

[](/videos/preview-theme.mp4)

Figure 1: Previewing a theme

Newly created Booking pages and Master pages are automatically assigned the default theme. You can change the default theme by clicking **Set as default theme** next to the name of a theme (Figure 2).

[](/videos/default-theme.mp4)

Figure 2: Set as default theme

## Theme properties

[Section titled “Theme properties”](#theme-properties)

The specific design of a theme comes from the properties which you can define in four sections of the Theme designer:

* Core properties
* Page background
* Interaction pane
* Information pane

[Learn more about Theme properties](https://help.oncehub.com/scheduleonce/customization-branding/theme-designer/theme-properties/ "Theme properties")

# System themes

> The OnceHub Theme designer provides two system themes for your Booking pages and Master pages. You can use these themes as they are, or adjust them according...

The OnceHub [Theme designer](https://help.oncehub.com/scheduleonce/customization-branding/theme-designer/introduction-to-theme-designer/ "Introduction to the ScheduleOnce Theme designer") provides two system themes for your [Booking pages](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages") and [Master pages](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/introduction-to-master-pages/ "Introduction to Master pages"). You can use these themes as they are, or adjust them according to your needs.

In this article, you’ll learn about System themes.

## Editing a system theme

[Section titled “Editing a system theme”](#editing-a-system-theme)

1. Go to **Setup → OnceHub setup** and open the lefthand sidebar.

2. In the **Tools** section, select **Theme designer**.

3. Select a System theme from the list on the left hand side of the page (Figure 1). ![](https://help.oncehub.com/_astro/screen-shot-2021-10-10-at-25449-pm.BKFTzwbH_28ITKk.webp)

   Figure 1: Select a System theme

4. If required, you can add a **header logo**, edit the **button color**, and edit the **button font color**.

5. When you’re done making changes, click **Save**.

## Theme properties of a System theme

[Section titled “Theme properties of a System theme”](#theme-properties-of-a-system-theme)

You can customize the following [Theme properties](https://help.oncehub.com/scheduleonce/customization-branding/theme-designer/theme-properties/ "Theme properties") of a System theme:

* **Header logo:** This image is visible to your Customers.
* **Button color:** This is the color of the buttons and other properties on your page. It is intended to attract your Customer’s attention to specific elements.
* **Button font color:** This can be used to maximize contrast against the button background color. We recommend keeping it on **Automatic**.

Note

If you want to customize additional Theme properties, you’ll need to [create a Custom theme](https://help.oncehub.com/scheduleonce/customization-branding/theme-designer/custom-themes/ "Custom themes").

You may need to upgrade your plan to apply a custom theme to your page(s).

## Previewing and applying a System theme

[Section titled “Previewing and applying a System theme”](#previewing-and-applying-a-system-theme)

To preview a theme on a Booking page or Master page, select it from the drop-down menu in the top right of the Theme designer and click the **Preview** button (Figure 2). Previewing a theme does not apply the theme to the page.

[](/videos/preview-theme.mp4)

Figure 2: Preview a System theme

[Learn more about applying a theme](https://help.oncehub.com/scheduleonce/customization-branding/theme-designer/applying-theme/ "Applying a theme ")

### Default theme

[Section titled “Default theme”](#default-theme)

You can set any theme as your default theme, including a system theme. The default theme is automatically applied to all newly created pages, but not to existing pages.

[](/videos/default-theme.mp4)

Figure 3: Set as default theme

## Available System themes

[Section titled “Available System themes”](#available-system-themes)

* **Light** (This is the default theme) ![](https://help.oncehub.com/_astro/light.BxCM4RZG_Z1n1CPE.webp)

  Figure 4: Light system theme

* **Dark![](https://help.oncehub.com/_astro/dark.DlNNCp0T_1EksNy.webp)Figure 5: Dark system theme**

# Theme properties

> The OnceHub Theme designer allows you to fully customize the look and feel of your Booking pages and Master pages.

The OnceHub Theme designer allows you to fully customize the look and feel of your [Booking pages](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages") and [Master pages](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/introduction-to-master-pages/ "Introduction to Master Pages").

The specific design of a theme comes from the properties you can define in four sections of the Theme designer:

* Core properties
* Page background
* Interaction pane
* Information pane

Note

System themes allow you to define the **Header logo**, **Button color**, and **Button font color** of the theme. If you’d like to define more properties, you’ll need to [create a custom theme](https://help.oncehub.com/scheduleonce/customization-branding/theme-designer/custom-themes/ "Custom Themes").

In this article, you’ll learn about Theme properties.

## Core properties

[Section titled “Core properties”](#core-properties)

![](https://help.oncehub.com/_astro/screen-shot-2021-10-10-at-31602-pm.BE-Ci6MQ_2qINAu.webp)Figure 1: Core properties for a Custom theme

The Core properties of a theme define the base theme color palette, the font of the theme, button and font colors, and the style of the Booking form fields.

* **Base theme:** Each theme is based on either the Light color palette or Dark color palette. This cannot be changed once the theme is created.
* **Header logo:** The Header logo visible to your Customers on the Booking page. The recommended size of the Header logo is 200px wide by 50px high.
* **Button color:** The background color of buttons and other key components on your page.
* **Button font color:** The color of text on buttons can be set either automatically (to maximize contrast against the Button background color), or manually to white or black.
* **Font:** The font family to be used across the Customer booking process.
* **Booking form fields:** The style can be either Modern (fields as underlines) or Classic (fields as boxes). Modern form fields are selected by default.

## Page background

[Section titled “Page background”](#page-background)

![](https://help.oncehub.com/_astro/screen-shot-2021-10-10-at-32156-pm.zrhcfrkK_Z7QXed.webp)Figure 2: Page background properties

* **Background color:** This color will show when no background image is selected, before the background image is loaded, and when the background image is hidden.

* **Background image:** You can upload any background image, texture, or pattern. The image may appear cropped in order to always cover the entire background of the browser window. The recommended size for your background image is 2000px wide by 1000px high.

  Note

  **Note**You should make sure that you own the copyright to an image, texture, or pattern before using it as a background image.

* **Hide background image:** You may want to hide the background image on mobile devices or when your Booking page is [integrated into your website](https://help.oncehub.com/scheduleonce/sharing-publishing/publishing-on-websites/website-embed/ "Website embed").

## Interaction pane

[Section titled “Interaction pane”](#interaction-pane)

![](https://help.oncehub.com/_astro/screen-shot-2021-10-10-at-32200-pm.1tw_DgHv_Zk5DEq.webp)Figure 3: Interaction pane properties

The Interaction pane of your [Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages") or [Master page](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/introduction-to-master-pages/ "Introduction to Master pages") is where the scheduling process takes place. This is where your Customers selects a Booking page or [Event type](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/introduction-to-event-types/ "Introduction to Event types"), selects a time, and fills out the [Booking form](https://help.oncehub.com/scheduleonce/customization-branding/booking-forms-editor/introduction-to-booking-forms-editor/ "Introduction to the Booking forms editor").

* **Content shading opacity:** Determine the opacity to optimize the readability of text over your background image or background color.
* **Image shape:** Apply a uniform shape or mask to all of the images that you uploaded for the Public content sections of your [Event types](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/public-content/ "Event type: Public content section") and [Booking pages](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-pages-public-content/ "Booking page: Public content section"). You can choose for the shape of your images to be a **Circle**, **Rounded square**, **Square**, or to use **No mask** on your images.
* **Image border:** Apply a uniform border width to all of your images.
* **Image border color:** Apply a uniform border color to all of your images.

## Information pane

[Section titled “Information pane”](#information-pane)

![](https://help.oncehub.com/_astro/screen-shot-2021-10-10-at-32205-pm.DPSIwXlA_V3y1w.webp)Figure 4: Information pane properties

The Information pane displays the information about your Booking page or Master page. It includes the page’s image, description, and contact information.

* **Content shading opacity:** Determine the opacity to optimize the readability of text over your background image or color.
* **Image shape:** Apply a shape or mask to the image that you uploaded for the Public content section of your [Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-pages-public-content/ "Booking page: Public content section") or [Master page](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-pages-public-content/ "Master page: Public content section"). You can choose for the shape of your images to be a **Circle**, **Rounded square**, **Square**, or to use **No mask** on your images.
* **Image border:** Apply a border width to this image.
* **Image border color:** Apply a border color to this image.

# ScheduleOnce Developers

> ScheduleOnce developer documentation including client-side API.

[Client Side API](https://help.oncehub.com/scheduleonce/developers/client-side-api/)

# Client Side API

> Client Side API documentation and guides.

[Collecting data from an embedded Booking page](https://help.oncehub.com/scheduleonce/developers/client-side-api/collecting-data-from-embedded-booking-page)

[Embedded booking events](https://help.oncehub.com/scheduleonce/developers/client-side-api/embedded-booking-calendar-events)

[Redirecting booking confirmation data (Classic)](https://help.oncehub.com/scheduleonce/developers/client-side-api/redirecting-booking-confirmation-data)

# Collecting data from an embedded Booking page

> Collect booking confirmation data from embedded Booking Pages using the SOAfterConfirmationFunction JavaScript callback.

## Collect data from an embedded Booking Page with JavaScript

[Section titled “Collect data from an embedded Booking Page with JavaScript”](#collect-data-from-an-embedded-booking-page-with-javascript)

ScheduleOnce allows you to collect booking confirmation data from an embedded Booking page by adding a JavaScript function alongside the embed code in your website. The JavaScript function is executed every time a booking is successfully scheduled in your embedded Booking page. When the function executes, a JSON data payload object containing booking confirmation data is sent to the parent page (the page in which the scheduling pane is embedded).

This feature can be used to create a custom confirmation page, enable client-side integrations, or enrich customer data profiles.

## Set up data collection from an embedded Booking page

[Section titled “Set up data collection from an embedded Booking page”](#set-up-data-collection-from-an-embedded-booking-page)

In order to start collecting data from an embedded Booking page, you must first publish your Booking page using [Website embed](https://help.oncehub.com/scheduleonce/sharing-publishing/publishing-on-websites/website-embed/). You can do this from the **ScheduleOnce > Share & Publish** section of your account. Simply copy the embed code generated for your selected Booking page, and paste it into your web page.

To implement the JavaScript data collection function, follow these steps:

1. Implement the `SOAfterConfirmationFunction()` function by pasting the code into the page in which your scheduling pane is embedded (the parent page). It is recommended to paste this function before the Booking page embed code, because the interpreters of some browsers do not support calling undefined functions.
2. Define the parameter name you wish the function to call (this will be the name of the JSON object returned when the function executes, containing customer booking data). The function takes one parameter.
3. Implement the logic you wish to apply to the returned JSON object.

The following is an example code snippet showing the implementation of the `SOAfterConfirmationFunction()` function and an embedded Booking page:

```html
<script>
  function SOAfterConfirmationFunction(data) {
    // logic using the data object passed to the function
  }
</script>


<!-- ScheduleOnce embed START -->
<div
  id="SOIDIV_dana"
  data-so-page="dana"
  data-height="550"
  data-style="border: 1px solid #d8d8d8; min-width: 290px; max-width: 900px;"
  data-psz="00"
></div>
<script
  type="text/javascript"
  src="https://cdn.oncehub.com/mergedjs/so.js"
></script>
<!-- ScheduleOnce embed END -->
```

Now your embedded Booking page will send customer data to the parent page every time a booking is scheduled.

## Booking confirmation data payload

[Section titled “Booking confirmation data payload”](#booking-confirmation-data-payload)

The following is an example of the booking confirmation data object returned when the `SOAfterConfirmationFunction()` is executed. The function is executed when a booking is successfully made in an embedded scheduling pane, and the object containing booking data is sent to the parent page (the page in which the scheduling pane is embedded).

The JSON object contains the following booking information represented by key-value pairs:

* Customer name
* Customer phone number
* Customer email
* Event type name
* Meeting times - UTC, customer time zone, and booking page time zone
* Cancel/Reschedule link
* Customer note
* Calendar event files - ICS and VCS
* Error status and error codes (if relevant)

### Sample payload

[Section titled “Sample payload”](#sample-payload)

```json
{
  "errorStatus": 0,
  "bookingInfo": {
    "Version": "7.35",
    "MeetingTimes": [
      {
        "UTCTime": "2018-04-25T06:45:00",
        "CustomerTime": "2018-04-25T07:45:00",
        "SOTime": "2018-04-25T09:45:00"
      }
    ],
    "CancelRescheduleLink": "https://go.oncehub.com/dana?Params=IPLa6BkbZ-TXI0R*B2fXy8foErRlIIiq*-zghumtdE2JkL5lnKoWCA!!",
    "Note": "I look forward to the meeting.",
    "CalendarEvent": {
      "ICS": "https://app.oncehub.com/scheduleonce/download.aspx?mid=%2fHCb2uQ9jCMYtd1a%2fd9B1Q%3d%3d&type=1",
      "VCS": "https://app.oncehub.com/scheduleonce/download.aspx?mid=%2fHCb2uQ9jCMYtd1a%2fd9B1Q%3d%3d&type=3"
    },
    "statusCode": "1",
    "Message": null,
    "CustomerName": "John Smith",
    "CustomerEmail": "johnsmith@example.com",
    "CustomerPhone": "1-2025550195",
    "EventTypeName": "Automatic booking - 15-minute meeting"
  }
}
```

### Payload fields

[Section titled “Payload fields”](#payload-fields)

The JSON object returned to the parent page upon execution of the `SOAfterConfirmationFunction()` function contains an error status (0 = function executed successfully; 1 = function did not execute successfully) and booking information. The following table describes the fields included in the `bookingInfo` payload:

| Field                       | Type       | Description                                                                                                                        |
| --------------------------- | ---------- | ---------------------------------------------------------------------------------------------------------------------------------- |
| `Version`                   | *string*   | Payload version                                                                                                                    |
| `MeetingTimes.UTCTime`      | *datetime* | The starting date and time, in UTC.                                                                                                |
| `MeetingTimes.CustomerTime` | *datetime* | The starting date and time, in the customer time zone.                                                                             |
| `MeetingTimes.SOTime`       | *datetime* | The starting date and time, in the booking page time zone.                                                                         |
| `CancelRescheduleLink`      | *url*      | The cancel/reschedule link sent to the customer.                                                                                   |
| `Note`                      | *string*   | The note provided by the customer in the booking form.                                                                             |
| `CalendarEvent.ICS`         | *url*      | Files that can be downloaded and added to a calendar event.                                                                        |
| `CalendarEvent.VCS`         | *url*      | Files that can be downloaded and added to a calendar event.                                                                        |
| `statusCode`                | *string*   | Error status: “1” = success; “0” = invalid request. Data can be accessed for a particular meeting only once from this API request. |
| `Message`                   | *string*   | Error message. For a server error: “Something went wrong on server”. All other cases return “null”.                                |
| `CustomerName`              | *string*   | The name provided by the customer in the booking form.                                                                             |
| `CustomerEmail`             | *string*   | The email provided by the customer in the booking form.                                                                            |
| `CustomerPhone`             | *string*   | The phone number provided by the customer in the booking form.                                                                     |
| `EventTypeName`             | *string*   | The name of the service selected by the customer.                                                                                  |

## Constraints

[Section titled “Constraints”](#constraints)

The following constraints are important to keep in mind when implementing the data collection JavaScript function in your embedded Booking page:

* The function will only execute when a booking is scheduled (not canceled, rescheduled, or reassigned).
* The function is available for use with Booking pages published via Website embed only (not for Website button, Website widget, or stand-alone Booking pages).
* For security and privacy reasons, this function does not execute when your OnceHub account is integrated with a CRM and you are using the CRM record ID to [skip or pre-populate the Booking form](https://help.oncehub.com/scheduleonce/sharing-publishing/personalized-links/personalizing-with-dynamic-crm-record-ids/).

# Embedded booking events

> Subscribe to events from embedded Booking Pages (Classic) to track visitor interactions and booking completions.

For Booking Pages, use the `SOAfterConfirmationFunction()` JavaScript function to collect booking confirmation data when a booking is scheduled. See [Collecting data from an embedded Booking page](https://help.oncehub.com/scheduleonce/developers/client-side-api/collecting-data-from-embedded-booking-page/) for the legacy implementation details.

The function executes when a booking is successfully completed and provides a comprehensive booking data payload.

### Booking confirmation data payload

[Section titled “Booking confirmation data payload”](#booking-confirmation-data-payload)

The `SOAfterConfirmationFunction()` returns a comprehensive JSON object containing booking information. See the [Collecting data from an embedded Booking page](https://help.oncehub.com/scheduleonce/developers/client-side-api/collecting-data-from-embedded-booking-page/) documentation for the complete payload structure and implementation details.

The payload includes customer information (name, email, phone), meeting times in multiple time zones (UTC, customer time zone, booking page time zone), cancel/reschedule links, calendar event files (ICS and VCS), and error status codes.

# Redirecting booking confirmation data (Classic)

> Send booking confirmation data from Booking Pages (Classic) to custom redirect pages via URL parameters after successful booking completion.

ScheduleOnce allows you to send booking confirmation data to the redirect page via URL parameters. Every time a booking is successfully scheduled, the booking form submission data and information about the booking that was scheduled will be converted into key-value pairs (KVPs) and appended to the redirect URL.

This feature can be used to create a custom confirmation page, enable client-side integrations, or enrich customer data profiles, among other applications.

## Set up Automatic redirect with booking confirmation data

[Section titled “Set up Automatic redirect with booking confirmation data”](#set-up-automatic-redirect-with-booking-confirmation-data)

In order to send booking confirmation data to your redirect page, you must enable the [Automatic redirect](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-forms-redirect/automatic-redirect/) feature from the Booking form and redirect section of your Event type or Booking page:

1. Turn Automatic redirect to **ON**.
2. Enter the URL of your redirect page.
3. Click the checkbox to **Send booking confirmation data to redirect page**.
4. Click **Save** to apply these settings to your Booking page.

That’s it! You have enabled redirecting booking confirmation data to your specified page via URL parameters.

## Example URL with booking confirmation data

[Section titled “Example URL with booking confirmation data”](#example-url-with-booking-confirmation-data)

The following is an example of a URL containing booking confirmation data that is sent to the redirect page:

```text
http://www.example.com/?Name=John%20Smith&Email=johnsmith@example.com&subject=Example%20Subject&company=Example%20Company&phone=1-2025550195&note=I%20look%20forward%20to%20the%20meeting.&bookingPage=financial&creationTime=2018-04-25T05:08:18.843Z&meetingTime=2018-04-25T10:45:00.000Z&timeZone=Eastern%20time&utcOffset=-5
```

## Booking confirmation data sent via URL parameters

[Section titled “Booking confirmation data sent via URL parameters”](#booking-confirmation-data-sent-via-url-parameters)

Two types of booking confirmation data will be sent to your redirect page via URL parameters:

1. **Booking form submission data** - Customer information submitted to the booking form
2. **Booking data created when scheduling** - System-generated data about the booking

### Booking form submission data

[Section titled “Booking form submission data”](#booking-form-submission-data)

Customer information submitted to the booking form will be added as URL parameters and sent to the custom confirmation page URL upon redirect. Any booking form field (including custom fields) for which the customer has submitted data will be added to the redirect URL. Empty booking form fields will not be added to the redirect URL.

The following table contains the parameter name and description of the fields sent:

| Parameter name        | Description                                                           |
| --------------------- | --------------------------------------------------------------------- |
| `Name`                | The name provided by the customer in the booking form.                |
| `Email`               | The email provided by the customer in the booking form.               |
| `company`             | The company provided by the customer in the booking form.             |
| `mobile`              | The mobile phone number provided by the customer in the booking form. |
| `phone`               | The phone number provided by the customer in the booking form.        |
| `note`                | The note provided by the customer in the booking form.                |
| `customerGuests`      | List of additional attendees (emails) invited by the customer.        |
| `location`            | The location of the meeting.                                          |
| `<custom field name>` | The name of the user-defined custom field.                            |

#### How are custom fields handled?

[Section titled “How are custom fields handled?”](#how-are-custom-fields-handled)

Custom fields for which the customer enters booking submission data will be added to the URL when booking confirmation data is sent to the redirect page.

The custom field parameter name is the **Field name** as defined by the user (with spaces removed).

### Booking data created when scheduling

[Section titled “Booking data created when scheduling”](#booking-data-created-when-scheduling)

Booking data that is created when a new booking is scheduled will be added as URL parameters and sent to the redirect page.

The following table contains the parameter name and description of the fields sent:

| Parameter name | Description                                                               |
| -------------- | ------------------------------------------------------------------------- |
| `bookingPage`  | The customer-facing name of the booking page used to make the booking.    |
| `subject`      | The name of the service or subject as defined in the booking form.        |
| `creationTime` | The date and time when the booking was created, in UTC.                   |
| `meetingTime`  | The starting date and time, in the booking page time zone.                |
| `timeZone`     | The time zone of the booking page as defined in the Availability section. |
| `utcOffset`    | The UTC offset of the booking page time zone, in integer.                 |

## Constraints

[Section titled “Constraints”](#constraints)

The following constraints are important to keep in mind when redirecting booking confirmation data:

* Booking confirmation data will only be sent to the redirect page when a booking is scheduled (not canceled, rescheduled, or reassigned).
* OnceHub does not impose length limits for fields passed in the redirect URL. If the length of the query string exceeds the URL character limit, the URL will be truncated and some data may not be sent.
* Booking confirmation data will not be sent to the redirect page if you are using a CRM record ID to [skip or prepopulate the booking form](https://help.oncehub.com/scheduleonce/sharing-publishing/personalized-links/personalizing-with-dynamic-crm-record-ids/), because this data is encrypted.

# Event Types Booking Pages

> Event Types Booking Pages documentation and guides.

[Booking Pages](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/)

[Event Types](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/)

[Scheduling Options](https://help.oncehub.com/scheduleonce/event-types-booking-pages/scheduling-options/)

[Timeslot Settings](https://help.oncehub.com/scheduleonce/event-types-booking-pages/timeslot-settings/)

[Booking Forms Redirect](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-forms-redirect/)

[Customer Notifications](https://help.oncehub.com/scheduleonce/event-types-booking-pages/customer-notifications/)

[SMS Notifications](https://help.oncehub.com/scheduleonce/event-types-booking-pages/sms-notifications/)

[Categories](https://help.oncehub.com/scheduleonce/event-types-booking-pages/categories/)

[User Notifications](https://help.oncehub.com/scheduleonce/event-types-booking-pages/user-notifications/)

# Booking Forms Redirect

> Booking Forms Redirect documentation and guides.

[Introduction to the Booking form and redirect](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-forms-redirect/introduction-to-booking-form-and-redirect)

[Collecting Customer data with Booking forms](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-forms-redirect/collecting-customer-data-with-booking-forms)

[Prepopulated Booking forms](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-forms-redirect/prepopulated-booking-forms)

[Automatic redirect](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-forms-redirect/automatic-redirect)

# Automatic redirect

> You can automatically redirect your customers to different web pages after they schedule, reschedule or cancel a booking.

You can automatically redirect your customers to different web pages after they schedule, [reschedule](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/customer-action-reschedule-single-booking/ "Customer Action: Reschedule a single booking") or [cancel](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/customer-action-cancel-single-booking/ "Customer Action: Cancel a single booking") a booking.

In this article, you’ll learn about the automatic redirect settings.

## Configuring the automatic redirect

[Section titled “Configuring the automatic redirect”](#configuring-the-automatic-redirect)

You can configure the automatic redirect in the **booking form and redirect** section. The [location of the booking form and redirect section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/booking-form-and-customer-notifications/ "Location of the Booking form and the Customer notifications sections") depends on whether or not your b[ooking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages") has any [event types](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/introduction-to-event-types/ "Introduction to Event types") associated with it.

* For booking pages **associated** with event types, go to **booking pages** in the bar on the left → select the relevant **event type → booking form and redirect** section.
* For booking pages **not associated** with event types, go to **booking pages** in the bar on the left → select the relevant **booking page → booking form and redirect** section.

![](https://help.oncehub.com/_astro/1555594668426.Z5Dbk-o3_Z6l1EI.webp)Figure 1: Automatic redirect settings

Caution

You can change the location of the **Booking form and redirect** section to be located on the Booking page or the Event type. To set the location, go to **Booking pages** in the bar on the left → **Event types** pane → action menu (three dots) → **Event type sections**. [Learn more about Event type sections](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/booking-form-and-customer-notifications/ "Location of the Booking form and the Customer notifications sections")

## Automatic redirect set to OFF

[Section titled “Automatic redirect set to OFF”](#automatic-redirect-set-to-off)

This is the default option. When Automatic redirect is set to **OFF**, the Customer will see the Booking confirmation after they schedule, reschedule or cancel a booking.

This page gives the Customer information about the booking that they’ve just made. It also gives the Customer the option to download the meeting’s ICS file into their calendar.

If you’re working in [Booking with approval mode](https://help.oncehub.com/scheduleonce/event-types-booking-pages/scheduling-options/automatic-booking-or-booking-with-approval/ "Automatic booking or Booking with approval"), the confirmation page will display the requested times that the Customer gave as options. If you’re using [Session packages](https://help.oncehub.com/scheduleonce/event-types-booking-pages/scheduling-options/session-packages/ "Session packages"), the meeting time for every session will be displayed.

## Automatic redirect set to ON

[Section titled “Automatic redirect set to ON”](#automatic-redirect-set-to-on)

When Automatic redirect is set to **ON**, the Customer will be automatically redirected from the Booking confirmation page to the URL of your choice.

You can redirect immediately after the schedule, reschedule or cancellation process is completed, or choose to have the Customer stay on the confirmation page for a short amount of time and then be redirected.

You can also choose to redirect to different pages when a Customer makes a new booking, reschedules or cancels. Redirect will only take place if a URL was provided.

Note

Automatic redirect can also be used when the page is embedded.

## Using Automatic redirect

[Section titled “Using Automatic redirect”](#using-automatic-redirect)

If enabled, Automatic redirect takes effect after the Customer completes a scheduling, rescheduling or cancellation process.

By default, all booking processes end on the confirmation page. Automatic redirect allows you to skip this confirmation page completely, or show it for a limited time and then redirect to a page of your choice.

You can also pass [source tracking](https://help.oncehub.com/scheduleonce/managing-bookings/analytics/using-oncehub-with-utm-tracking/ "Using ScheduleOnce with source tracking (UTM tags)") tags to the redirect page, or redirect booking confirmation data to a custom confirmation page.

Automatic redirect is used for several purposes:

* **Align with your business process:** After scheduling, Customers can fill out a form or perform additional steps.
* **Measure your campaign effectiveness:** You can accurately measure traffic and funnel conversion by adding Google analytics, Facebook pixel, Adwords, or other tracking mechanisms to the redirect target pages.
* **Brand your “thank you” pages:** You can design and create your own “thank you” pages. These can be shown to Customers either after the Booking confirmation page or instead of it.

# Collecting Customer data with Booking forms

> Booking forms allow you to collect information from your Customers when they make a booking. After selecting a date and time, Customers reach the Booking for...

Booking forms allow you to collect information from your Customers when they make a booking. After selecting a date and time, Customers reach the Booking form step and provide the information required to complete the booking.

![](https://help.oncehub.com/_astro/1555591787158.KH30CFqb_Z8wEiw.webp)Figure 1: Sample Booking form

In this article, you’ll learn about about collecting and utilizing Customer data using Booking forms.

## Booking form fields

[Section titled “Booking form fields”](#booking-form-fields)

You can [create and customize](https://help.oncehub.com/scheduleonce/customization-branding/booking-forms-editor/creating-and-editing-booking-form/ "Creating a Booking form") as many Booking forms as you need using the [Booking forms editor](https://help.oncehub.com/scheduleonce/customization-branding/booking-forms-editor/introduction-to-booking-forms-editor/ "Introduction to the Booking Forms Editor"). Each form can have its own set of fields in a specified order.

The Booking form always contains the name and email fields, which are mandatory OnceHub fields, plus any [System fields](https://help.oncehub.com/scheduleonce/customization-branding/booking-forms-editor/editing-system-fields/ "Editing System Fields") or [Custom fields](https://help.oncehub.com/scheduleonce/customization-branding/booking-forms-editor/creating-and-editing-custom-fields/ "Creating and editing Custom fields") you choose to add. You can choose to make these additional fields either mandatory or not.

Some **System fields** will be [conditionally added](https://help.oncehub.com/scheduleonce/customization-branding/booking-forms-editor/conditional-fields/ "Conditional Fields") to the form. For example: if you choose to let the Customer set the meeting subject, this field will be automatically added to the Booking form.

The graphic style of the fields is determined by the theme you set in the [Theme designer](https://help.oncehub.com/scheduleonce/customization-branding/theme-designer/introduction-to-theme-designer/ "The Theme Designer"). The graphic style can be either Modern (fields as underlines) or Classic (fields as boxes). By default, the graphic style is set to Modern.

## Finding Customer data

[Section titled “Finding Customer data”](#finding-customer-data)

All [Customer data collected in the Booking form](https://help.oncehub.com/scheduleonce/reporting/viewing-collected-information-from-your-booking-form/ "Viewing collected information from your Booking form") is available to you via the following methods:

* [Email notifications, reminders and calendar events](https://help.oncehub.com/scheduleonce/event-types-booking-pages/user-notifications/communicating-with-users-and-stakeholders/ "Communicating with Users and stakeholders") (unless set otherwise by [creating custom notification templates](https://help.oncehub.com/scheduleonce/customization-branding/notification-templates-editor/introduction-to-notification-templates-editor/ "Introduction to the Notification Templates Editor"))
* [The Activity stream](https://help.oncehub.com/scheduleonce/managing-bookings/analytics/activity-stream-viewing-activities/ "Introduction to the Activity Stream")
* [Reports](https://help.oncehub.com/scheduleonce/reporting/introduction-to-reports/ "Introduction to ScheduleOnce reports")

## Selecting a Booking form

[Section titled “Selecting a Booking form”](#selecting-a-booking-form)

When you have multiple Booking forms, you can choose which Booking forms will be used for different scenarios. Booking forms can be related either to Booking pages or Event types.

By default, the location of the Booking form section depends on whether or not your [Booking page is associated with any Event types](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/adding-event-types-to-booking-pages/ "Adding Event types to Booking pages").

* Booking pages **with Event types**: Each Event type has its own Booking form, set in the **Event types’s** [Booking form section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-forms-redirect/introduction-to-booking-form-and-redirect/ "Introduction to the Booking form and redirect section").
* Booking pages **without Event types**: The Booking form is selected in the **Booking page’s** [Booking form section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-forms-redirect/introduction-to-booking-form-and-redirect/ "Introduction to the Booking form and redirect section").

However, you can [customize the location of the Booking form section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/booking-form-and-customer-notifications/ "Location of the Booking form and the Customer notifications sections")[](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/booking-form-and-customer-notifications/ "Location of the Booking form and the Customer notifications sections").

## Skipping or prepopulating Booking forms

[Section titled “Skipping or prepopulating Booking forms”](#skipping-or-prepopulating-booking-forms)

It’s not always necessary to collect Customer information as part of the scheduling process. For example, you may already have the data in your CRM.

In these cases, the Booking form is typically skipped completely if you have all the data needed, or prepopulated if you require additional data. [Prepopulated Booking forms](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-forms-redirect/prepopulated-booking-forms/ "Prepopulated Booking forms") work in private mode or public mode depending on the source of the prepopulation data. [Learn more about prepopulated forms](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-forms-redirect/prepopulated-booking-forms/ "Prepopulated Booking forms")

The Booking form is typically skipped or prepopulated in the following scenarios:

* **Personalized links:** When you invite an existing prospect or Customer to schedule, their information is already known to you. You can send them a Personalized link from [Salesforce](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/using-personalized-links-salesforce-id/ "Using personalized links (Salesforce ID)") or [Infusionsoft](https://help.oncehub.com/scheduleonce/account-integrations/crm/infusionsoft/using-personalized-links-infusionsoft-id/ "Using Personalized links (Infusionsoft ID)") to save them the time of filling out redundant information. If you are not using our native CRM integration, you can create a Personalized link using [URL parameters](https://help.oncehub.com/scheduleonce/sharing-publishing/personalized-links/url-parameters-syntax-and-processing-rules/ "ScheduleOnce URL parameters and processing rules").
* **Web form integration:** The Customer filled out [your web form](https://help.oncehub.com/scheduleonce/sharing-publishing/web-form-integration/introduction-to-web-form-integration/ "Introduction to Web form Integration"), so their data is already available to you or stored in your CRM. This data can be passed to OnceHub as [parameters in the URL](https://help.oncehub.com/scheduleonce/sharing-publishing/web-form-integration/integrating-web-forms-using-url-parameters/ "Integrating your Web form with ScheduleOnce using URL parameters") or as a CRM record ID ([Salesforce](https://help.oncehub.com/scheduleonce/sharing-publishing/web-form-integration/integrating-web-forms-with-salesforce-and-oncehub/ "Integrating Web forms with Salesforce and ScheduleOnce") or [Infusionsoft](https://help.oncehub.com/scheduleonce/sharing-publishing/web-form-integration/integrating-with-infusionsoft-web-forms/ "Integrating with Infusionsoft Web forms")).
* **Login integration:** When the Customer is [authenticated in your app or portal](https://help.oncehub.com/scheduleonce/sharing-publishing/publishing-on-websites/login-integration-for-customer-onboarding/ "Login Integration"), their identity is known to you. You can pass their CRM record ID (Salesforce or Infusionsoft) or parameters like name or email, and the Booking form will be skipped or prepopulated for them.
* **Landing page:** You send your Customer an email (possibly as part of a campaign) with a link to a landing page (any web page that offers scheduling). That email link is personalized with the Customer data (using URL parameters, [Salesforce ID](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/personalizing-scheduling-on-landing-pages-with-salesforce-ids/ "Using the Salesforce Record ID to personalize scheduling in landing pages") or [Infusionsoft ID](https://help.oncehub.com/scheduleonce/account-integrations/crm/infusionsoft/personalizing-scheduling-on-landing-pages-with-infusionsoft-contact-ids/ "Using InfusionSoft Contact ID to personalize scheduling in landing pages")), and the data is passed to the landing page. The landing page allows the Customer to schedule and all their data is seamlessly passed on to OnceHub, so they don’t need to refill known values.

# Introduction to the Booking form and redirect

> In the Booking form and redirect section, you can define the meeting subject, the Booking form you wish to use, and the redirect options when your Customer m...

[Introduction to the Booking form and redirect](https://www.youtube-nocookie.com/embed/VSI5TMob96k?wmode=opaque)

In the **Booking form and redirect** section, you can define the meeting subject, the Booking form you wish to use, and the redirect options when your Customer makes a booking.

You can also decide to skip or [prepopulate](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-forms-redirect/prepopulated-booking-forms/ "Prepopulated Booking forms") the Booking form when a Customer makes a booking. This can be achieved when Customer data is passed to your [Sharing links or Publishing options](https://help.oncehub.com/scheduleonce/sharing-publishing/general-one-time-links/introduction-to-general-and-one-time-links/ "Introduction to general and one-time links").

## Location of the Booking form and redirect section

[Section titled “Location of the Booking form and redirect section”](#location-of-the-booking-form-and-redirect-section)

The [location of the Booking form and redirect section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/booking-form-and-customer-notifications/ "Location of the Booking form and the Customer notifications sections") depends on whether or not your [Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages") has any [Event types](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/introduction-to-event-types/ "Introduction to Event types") associated with it.

* For Booking pages **associated** with Event types, go to **Booking pages** in the bar on the left → select the relevant **Event type → Booking form and redirect** section (Figure 1). ![](https://help.oncehub.com/_astro/1555661906421.DM3eZZ02_atUge.webp)Figure 1: Booking form and redirect section on Event type
* For Booking pages **not associated** with Event types, go to **Booking pages** in the bar on the left → select the relevant **Booking page →** **Booking form and redirect** section (Figure 2). ![](https://help.oncehub.com/_astro/1555662098849.Ckgkihkp_dPa6P.webp)Figure 2: Booking form and redirect section on Booking page

Caution

You can change the location of the **Booking form and redirect** section to be located on the Booking page or the Event type. To set the location, go to **Booking pages** in the bar on the left → **Event types** pane→ action menu (three dots) → **Event type sections**. [Learn more about Event type sections](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/booking-form-and-customer-notifications/ "Location of the Booking form and the Customer notifications sections")[](https:///oncehub.knowledgeowl.com/help/event-type-sections "Location of the Booking form and the Customer notifications sections")

## Meeting subject

[Section titled “Meeting subject”](#meeting-subject)

You can choose if you want the meeting subject to be set by the Owner (you) or by the Customer (Figure 1).

If you choose to let the Customer provide the meeting subject, it will be a required field on the Booking form. The Customer will not be able to make a booking without completing this field.

![](https://help.oncehub.com/_astro/1555507175542.B46fVf1E_16UIRL.webp)Figure 1: Meeting subject

When your Booking page is associated with an Event type, this section will not be visible. The meeting subject is set by default to the Event type name and cannot be changed.

Note

If the [Booking form is skipped](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-forms-redirect/collecting-customer-data-with-booking-forms/ "Collecting Customer data with Booking forms") and the Meeting subject is set by the Customer, the Meeting subject is automatically set to *Personal meeting*.

## Booking form

[Section titled “Booking form”](#booking-form)

The drop-down menu contains the Booking forms that have been created in the [Booking forms editor](https://help.oncehub.com/scheduleonce/customization-branding/booking-forms-editor/introduction-to-booking-forms-editor/ "Introduction to the Booking forms editor"). A preview of the Booking form can be seen below the drop-down menu. The preview includes all the fields in the Booking form, in the exact order in which they will appear to your Customers.

If you wish to edit the Booking form, click **Edit form**. [Learn more about the Booking forms editor](https://help.oncehub.com/scheduleonce/customization-branding/booking-forms-editor/introduction-to-booking-forms-editor/ "Introduction to the Booking forms editor")

![](https://help.oncehub.com/_astro/1555507247214.CEHqlAcD_Z2hk4RI.webp)Figure 2: Booking form

## Automatic redirect

[Section titled “Automatic redirect”](#automatic-redirect)

This setting allows you to decide what will happen after your Customers complete the booking process.

![](https://help.oncehub.com/_astro/1555577548102.BjmDnil__XdxXx.webp)Figure 3: Automatic redirect

When Automatic redirect is set to **OFF**, the Customer will see a comprehensive confirmation page with the meeting information. This is the default setting.

When Automatic redirect is set to **ON,** the Customer will be [automatically redirected](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-forms-redirect/automatic-redirect/ "Automatic redirect") to a web page of your choice when the booking is submitted.

* This can be used to redirect the Customer to a thank you/landing page or to a payment page.
* Another use case is to measure the effectiveness of your marketing campaigns by adding tracking code such as Adwords, Facebook pixel or Google Analytics code to the redirect target page.
* You can also pass [source tracking](https://help.oncehub.com/scheduleonce/managing-bookings/analytics/using-oncehub-with-utm-tracking/ "Using ScheduleOnce with source tracking (UTM tags)") tags to the redirect page, or redirect booking confirmation data to a custom confirmation page.

Separate fields are provided for scheduling, rescheduling and canceling redirect target pages. You can use the same URL for all three processes, or enter different URLs to serve each purpose. Note that automatic redirect can also be used when the page is embedded.

# Prepopulated Booking forms

> It's not always necessary to collect Customer information as part of the scheduling process. For example, you may already have the data in your CRM.

It’s not always necessary to collect Customer information as part of the scheduling process. For example, you may already have the data in your CRM. In these cases, the [Booking form](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-forms-redirect/collecting-customer-data-with-booking-forms/ "Introduction to Booking forms") is typically skipped completely (if you have all the data you need) or prepopulated (if you require additional data).

## Prepopulated Booking forms

[Section titled “Prepopulated Booking forms”](#prepopulated-booking-forms)

When the Booking form is prepopulated, it can operate in two modes: private or public. The mode of the Booking form depends on the source of the prepopulation data provided. Prepopulation data can originate from two sources:

* Parameters passed in the URL to the Booking page.
* Customer information stored in a Database such as your CRM or OnceHub account.

## Prepopulation with URL Parameters

[Section titled “Prepopulation with URL Parameters”](#prepopulation-with-url-parameters)

[Prepopulation data provided directly in the Public link (as URL parameters)](https://help.oncehub.com/scheduleonce/sharing-publishing/personalized-links/personalizing-with-dynamic-url-parameters/ "How to create a Personalized Link (URL parameters)") is visible in the browser address bar. By definition, this information is not private. When forms are prepopulated with data from URL parameters, the form displays the information publicly (Figure 1). In public mode, the data is visible and can be edited by the Customer before submission.

![](https://help.oncehub.com/_astro/1555594750451.CL71spev_11szxW.webp)Figure 1: Booking form with data prepopulated from URL parameters

## Prepopulation with Customer data stored in a database

[Section titled “Prepopulation with Customer data stored in a database”](#prepopulation-with-customer-data-stored-in-a-database)

We are committed to keeping Customer data safe and secure. We have added a layer of security for bookings made with contacts stored in databases, such as your [Infusionsoft CRM](https://help.oncehub.com/scheduleonce/account-integrations/crm/infusionsoft/using-personalized-links-infusionsoft-id/ "Using Personalized links (Infusionsoft ID)") or [Salesforce CRM](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/personalizing-scheduling-on-landing-pages-with-salesforce-ids/ "Using the Salesforce Record ID to personalize scheduling in landing pages").

If the prepopulation data is from a database, the form works in private mode. In private mode, prepopulated data can’t be viewed or edited by the Customer before submission. The prepopulated data used in the Booking is indicated as a checklist and the Customer can provide additional information if required.

Note

To use data from a database in a prepopulated Booking form, you first have to [connect to Infusionsoft](https://help.oncehub.com/scheduleonce/account-integrations/crm/infusionsoft/infusionsoft-integration/ "The ScheduleOnce connector for Infusionsoft") or [connect to Salesforce](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/salesforce-integration/ "The ScheduleOnce connector for Salesforce").

![](https://help.oncehub.com/_astro/1556195100528.CgoNgqbz_Z2vhASm.webp)Figure 2: Data prepopulated from a database

Private mode is automatically used when necessary (no configuration is required). It is enabled:

* When you use a record ID from your CRM to prepopulate the Booking form.
* When a customer reschedules an existing appointment and additional data is required to complete the booking. If no additional data is required, the Booking form step will be skipped during rescheduling.

Private mode protects customer privacy. Customer data from your CRM or OnceHub account should not be visible on a page accessible from the web. Click here to see the [OnceHub Privacy Notice](https://www.oncehub.com/trustcenter/legal/privacynotice/).

Note

For security and privacy reasons, using CRM record IDs to skip or prepopulate the Booking form is not compatible with [collecting data from an embedded Booking page](https://help.oncehub.com/scheduleonce/developers/client-side-api/embedded-booking-calendar-events/ "Embedded booking events") or [redirecting booking confirmation data](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-forms-redirect/automatic-redirect/ "Automatic redirect").

# Booking Pages

> Booking Pages documentation and guides.

[Booking pages Overview](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-pages-overview)

[Introduction to Booking pages](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages)

[Creating a Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/creating-booking-page)

[Booking page access permissions](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-page-access-permissions)

[Adding Event types to Booking pages](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/adding-event-types-to-booking-pages)

[Booking pages: Associated calendars](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-pages-associated-calendars)

[Booking pages: Recurring availability](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-pages-recurring-availability)

[Booking pages: Date-specific availability](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-pages-date-specific-availability)

[Booking pages: Location settings](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-pages-location-settings)

[Booking pages: Public content](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-pages-public-content)

[Booking pages: Time zone settings](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-pages-time-zone-settings)

[Booking page ownership](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-page-ownership)

[Duplicating a Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/duplicating-booking-page)

[Disabling your Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/disabling-your-booking-page)

[Ensuring Customers reschedule with the same Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/ensuring-customers-reschedule-with-same-booking-page)

# Adding Event types to Booking pages

> Event types are a powerful tool to standardize the meeting types that will be offered on different Booking pages.

[Event types](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/introduction-to-event-types/ "Introduction to Event types") are a powerful tool to standardize the meeting types that will be offered on different [Booking pages](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages"). We recommend associating your Booking page with at least one Event type. This enables better modeling of advanced scheduling scenarios (for example, multi-User scenarios using [Pooled availability](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/introduction-to-pooled-availability/ "Introduction to Pooled availability")) and provides a better scheduling experience for your Customers.

In this article, you’ll learn about adding Event types to Booking pages.

## Location of scheduling sections

[Section titled “Location of scheduling sections”](#location-of-scheduling-sections)

When you associate Event types with Booking pages, some of your scheduling settings are related to the Event type and some are related to the Booking page.

The table below shows the settings that are related to each:

| **Event type**                                                                                                                                                                                                           | **Booking page**                                                                                                                                                                                                                                                                                                                                                                                          |
| ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------ | --------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| [Scheduling options](https://help.oncehub.com/scheduleonce/event-types-booking-pages/scheduling-options/introduction-to-scheduling-options/ "Introduction to the Scheduling options section")                            | [Associated calendars](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-pages-associated-calendars/ "Booking page: Associated calendars section")                                                                                                                                                                                                                    |
| [Time slot settings](https://help.oncehub.com/scheduleonce/event-types-booking-pages/timeslot-settings/introduction-to-time-slot-settings/ "Introduction to Time slot settings")                                         | [Booking page: Associated calendars section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-pages-associated-calendars/ "Booking page: Associated calendars section") [Recurring availability](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-pages-recurring-availability/ "Booking Page: Recurring Availability section") |
| [Customer notifications](https://help.oncehub.com/scheduleonce/event-types-booking-pages/customer-notifications/introduction-to-customer-notifications/ "The Customer Notifications section")                            | [Date-specific availability](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-pages-date-specific-availability/ "Booking Page: Date-specific availability section")                                                                                                                                                                                                  |
| [Booking form](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-forms-redirect/collecting-customer-data-with-booking-forms/ "Introduction to Booking forms")                                      | [Location settings](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-pages-location-settings/ "Booking page: Location settings section")                                                                                                                                                                                                                             |
| [Payment and cancel/reschedule policy](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/introduction-to-canceling-and-rescheduling/ "Event type: Payment and cancel/reschedule policy section") | [User notifications](https://help.oncehub.com/scheduleonce/event-types-booking-pages/user-notifications/introduction-to-user-notifications/ "Introduction to User notifications section")                                                                                                                                                                                                                 |
|                                                                                                                                                                                                                          | [Public content](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-pages-public-content/ "Booking Page: Public Content section")                                                                                                                                                                                                                                      |

Note

If you prefer that the [Booking form](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-forms-redirect/introduction-to-booking-form-and-redirect/ "Introduction to the Booking form and redirect section") section and [Customer notifications](https://help.oncehub.com/scheduleonce/event-types-booking-pages/customer-notifications/introduction-to-customer-notifications/ "The Customer notifications section") section are related to the Booking page, even when you are using Event types, you can change this in the [Event type sections](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/booking-form-and-customer-notifications/ "Event type sections: Location of the Booking form and the Customer notifications sections").

## Requirements

[Section titled “Requirements”](#requirements)

To associate Event types with a Booking page, you must have [permission to edit the Event types section of the Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-page-access-permissions/ "Booking page access permissions").

## Associating Event types

[Section titled “Associating Event types”](#associating-event-types)

1. Go to **Booking pages** in the bar on the left. [Create the Event types](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/creating-an-event-type/ "Creating an Event type") that you wish to use. Note that you can also [duplicate existing Event types](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/duplicating-an-event-type/ "Duplicating an Event type").

2. Select the relevant Booking page.

3. Select the **Event types** section of the Booking page. You will see a list of Event types you have created in your account (Figure 1). ![](https://help.oncehub.com/_astro/1549221813583.CAvJxLIE_Z2jYQ6k.webp)

   Figure 1: Event type section

4. Check the checkbox next to each Event type that you want to associate with this Booking page.

5. Click **Save**.

# Booking page access permissions

> Booking pages in a multi-User account are portable and shareable. This means they can be moved between User profiles and accessed by multiple Users.

Booking pages in a multi-User account are portable and shareable. This means they can be moved between User profiles and accessed by multiple Users. Additionally, any User in the account can choose to subscribe to email or SMS [User notifications](https://help.oncehub.com/scheduleonce/event-types-booking-pages/user-notifications/introduction-to-user-notifications/ "Introduction to User notifications section") for a specific Booking page.

In this article, you’ll learn about the different types of Booking page access permission.

[Booking page access permissions](https://www.youtube-nocookie.com/embed/yPMp3T8fqWI?wmode=opaque)

## Access permission levels

[Section titled “Access permission levels”](#access-permission-levels)

Access to Booking pages is determined by a User’s **Access permission** for that specific page. There are four levels of permission that Users can have for a Booking page: **Owner**, **Editor**, **Viewer**, and **No access**. See below for more details on each level.

To edit Booking page access permissions, you must be a OnceHub Administrator. However, you do not need a license.

## Editing Booking page access permissions

[Section titled “Editing Booking page access permissions”](#editing-booking-page-access-permissions)

1. In OnceHub, click **Booking Pages** in the left-hand navigation bar.

2. Then, open the Booking page action menu (three dots) in the **Booking pages** pane (Figure 1).

3. Select **Booking page access**. ![](https://help.oncehub.com/_astro/bp-access.XYg5KJpM_Z2v8qQ2.webp)

   Figure 1: Booking page action menu

4. Use the **User** drop-down in the top right-hand corner to switch between Users. Use the **Access permission** drop-down to determine the User’s access permissions for each Booking page in the account. ![](https://help.oncehub.com/_astro/bp-access-2.DeNEo8-C_2gCDnQ.webp)

   Figure 2: Booking page access

Alternatively, go to **Booking pages** in the bar on the left, then select the relevant Booking page → [Overview ](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-pages-overview/ "Booking page: Overview section")section. Here you can edit the specific Booking page’s Owner and Editor (Figure 3). This method is only possible if the Administrator is able to edit the specific Booking page.

![](https://help.oncehub.com/_astro/1563792634588.CCgsfN9W_Z1MY59X.webp)Figure 3: Edit the Owner and Editors in the Booking page Overview section

Note

If you change the Owner of a Booking page, any [User notifications](https://help.oncehub.com/scheduleonce/event-types-booking-pages/user-notifications/introduction-to-user-notifications/ "Introduction to User notifications section") settings you have previously customized for the Owner will be returned to the default settings for the new Booking page Owner.

## Booking page access permission levels

[Section titled “Booking page access permission levels”](#booking-page-access-permission-levels)

There are four levels of permission that Users can have for a Booking page.

### Owner

[Section titled “Owner”](#owner)

This level of permission is available for both Administrator and Member User roles. The [Booking page Owner ](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-page-ownership/ "Booking Page Ownership")is the person who receives the bookings created via the Booking page. The Owner is the only User who can see the details of their calendar appointments. The Owner also receives the Booking page’s activity in their [Activity stream](https://help.oncehub.com/scheduleonce/managing-bookings/analytics/activity-stream-viewing-activities/ "Introduction to the ScheduleOnce Activity stream") and is automatically subscribed to all email [User notifications](https://help.oncehub.com/scheduleonce/event-types-booking-pages/user-notifications/introduction-to-user-notifications/ "Introduction to User notifications section") for that Booking page. There can only be one Owner for each Booking page.

* When using booking pages with a connected calendar, the booking is automatically created in the Owner’s connected calendar.
* When using booking pages without a connected calendar, the Owner and any additional Editors can receive a scheduling confirmation email with a calendar event that can be manually added to the calendar.

You must be assigned a scheduled meetings license to be Owner of an enabled Booking page.

[Learn more about Booking page ownership](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-page-ownership/ "Booking Page Ownership")

### Editor

[Section titled “Editor”](#editor)

This level of permission is available for both Administrator and Member User roles. By default, an Editor has almost complete access rights to the Booking page. An Editor also receives all activity for that Booking page in their Activity stream. An Editor can’t view the detailed information of the appointments from the Owner’s calendar in the [Date-specific Availability section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-pages-date-specific-availability/ "Booking Page: Date-specific availability section"). The Editor can subscribe to all email and SMS User notifications for that Booking page.

You do not need an assigned scheduled meetings license to be Editor of a Booking page.

### Viewer

[Section titled “Viewer”](#viewer)

Only Admins can have this access level and it is the default permission when an Administrator User is created.

Viewers can see all Booking pages, Event types, and Master pages on the **Booking pages** **setup** page. Viewers also receive all activity for all Booking pages in the Activity stream. Viewers can’t edit the settings of Booking pages and don’t receive booking notifications.

You do not need an assigned scheduled meetings license to be Viewer of a Booking page.

### No access

[Section titled “No access”](#no-access)

This level of permission is available for Member User role only. With this access level, the specific Booking page won’t show at all in the Member’s account. Only Members can have this access level and it is the default permission when a new Member User is created.

## Granular-level access permissions

[Section titled “Granular-level access permissions”](#granular-level-access-permissions)

In addition to the four access levels described above, you can define **granular-level (section-specific) access** (Figure 4) to Booking page sections. This applies to both Owner and Editor access levels. An Administrator editing a User profile can choose whether to grant that User read-only or editing privileges for all Booking page sections.

To edit these settings, go to the **Booking page access** section and click the ![](https://help.oncehub.com/_astro/1553081037445.Db7cZirS_Z1DGpOw.webp) icon at the left of each row where the User is Owner/Editor.

![](https://help.oncehub.com/_astro/1553089413409.BC150xe8_ZFk6wk.webp)Figure 4: Granular permissions

# Booking page ownership

> In this article, you'll learn about assigning Booking page ownership to a User.

In this article, you’ll learn about assigning Booking page ownership to a User.

The ownership of Booking pages can be changed by any OnceHub Administrator with a scheduled meetings license. You do not need to have a license to assign Booking page ownership.

## Assigning Booking page ownership

[Section titled “Assigning Booking page ownership”](#assigning-booking-page-ownership)

There are two ways to assign ownership of a [Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages") to a User:

1. Go to **Booking pages** in the bar on the left \***\*→** **Booking pages action menu (three dots) \*\***→\*\* [Booking page access](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-page-access-permissions/ "Booking page access permissions")\*\*. In this section, you can determine which Booking pages each specific User owns.![](https://help.oncehub.com/_astro/bp-action-menu.DOuNktL8_ZxnVkU.webp)

   Figure 1: Booking page action menu

2. Go to **Booking pages** in the bar on the left **→ Relevant Booking page **→** [Overview section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-pages-overview/ "Booking page: Overview section")** (Figure 2). Here you can edit the specific Booking page’s Owner.![](https://help.oncehub.com/_astro/overview-2.C105oRIo_1nClUa.webp)

   Figure 2: Booking page Overview section

Note

If you change the Owner of a Booking page, any [User notifications](https://help.oncehub.com/scheduleonce/event-types-booking-pages/user-notifications/introduction-to-user-notifications/ "Introduction to User notifications section") settings you have previously customized for the Owner will be returned to the default settings for the new Booking page Owner.

## Assignment scenarios

[Section titled “Assignment scenarios”](#assignment-scenarios)

Users can be connected to various applications: a calendar, a video conferencing solution, and also a CRM system. When you assign Booking pages, you might experience inconsistencies in application connections.

There are three assignment scenarios:

### Assigning Booking page ownership to a new User

[Section titled “Assigning Booking page ownership to a new User”](#assigning-booking-page-ownership-to-a-new-user)

In this case, the new User profile does not yet exist. The Administrator invites the User to join the organization’s account and at the same time assigns ownership of one or more Booking pages. Booking pages remain enabled even if the Owner has not signed up yet.

It is recommended that the new User review the settings of the Booking page, especially the [Associated calendars section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-pages-associated-calendars/ "Booking page: Associated calendars section"), to ensure that the desired calendars are selected.

The User must have a scheduled meetings license assigned to them in order to be Owner of an enabled Booking page.

### New Owner of a Booking page are not connected to any application, or connected to the same application

[Section titled “New Owner of a Booking page are not connected to any application, or connected to the same application”](#new-owner-of-a-booking-page-are-not-connected-to-any-application-or-connected-to-the-same-application)

If both the original and new Owners of a Booking page are connected to the same account within a specific application, they will remain connected and no action is required.

### No connection differences between the original Owner and new Owner of a Booking page

[Section titled “No connection differences between the original Owner and new Owner of a Booking page”](#no-connection-differences-between-the-original-owner-and-new-owner-of-a-booking-page)

In this case, the original Owner will be disconnected from the applications. When you update the changes in the new Owner’s User profile, a message appears indicating the changes that will occur upon transfer of ownership.

### An Administrator unassigns the Owner’s scheduled meetings license

[Section titled “An Administrator unassigns the Owner’s scheduled meetings license”](#an-administrator-unassigns-the-owners-scheduled-meetings-license)

If you unassign someone’s scheduled meetings license and they were Owner of a Booking page, that Booking page will be disabled automatically. If you prefer, you can reassign ownership to another User with a license.

## Disconnection scenarios

[Section titled “Disconnection scenarios”](#disconnection-scenarios)

The following disconnection scenarios can occur:

* **When disconnecting from a calendar:** The Booking section is reset to its default settings. The Booking page is set to [Booking with approval](https://help.oncehub.com/scheduleonce/event-types-booking-pages/scheduling-options/automatic-booking-or-booking-with-approval/ "Automatic booking or Booking with approval") with [unlimited bookings per slot and unlimited bookings per day](https://help.oncehub.com/scheduleonce/event-types-booking-pages/timeslot-settings/limiting-number-of-bookings/ "Limiting the number of bookings per day or per week"). The [Time slot duration setting](https://help.oncehub.com/scheduleonce/event-types-booking-pages/timeslot-settings/time-slot-display/ "Time slot display") is set to 15 minutes and Starting times for time slots is set every 15 minutes.
* **When disconnecting from a video conferencing application:** The [Conferencing / Location section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-pages-location-settings/ "Booking page: Conferencing / Location settings section") of the Booking page is automatically set to the **Don’t use conferencing or location** option. You will need to update the Conferencing / Location settings manually.
* **When disconnecting from a CRM:** the Booking pages will not create or update records in the CRM.

# Booking pages: Associated calendars

> The Associated calendars section is the heart of our integration with your calendar. To be able to configure the Associated calendars section of your Booking...

[Booking pages: Associated calendars](https://www.youtube-nocookie.com/embed/TEjA-iRqixk?wmode=opaque)

The Associated calendars section is the heart of our integration with your calendar. To be able to configure the Associated calendars section of your Booking page, you need to connect a calendar.

## Location of the Associated calendars section

[Section titled “Location of the Associated calendars section”](#location-of-the-associated-calendars-section)

To locate the Associated calendars section, go to **Booking pages**. Select the relevant **Booking page** **→** **Associated calendars**.

![](https://help.oncehub.com/_astro/screen-shot-2020-02-10-at-94516-am.CFIxKScv_ZSbzUq.webp)Figure 1: Booking page: Associated calendars section

You are able to use calendar settings from profile level or set associated calendars for the specific booking page you’ve selected.

If you have selected to set associated calendars for the specific booking page, you can set the following:

* The main calendar in which bookings are created
* One or more calendars from which busy time is retrieved
* Any number of additional calendars to which the calendar event from a new booking can be added.

![](https://help.oncehub.com/_astro/screen-shot-2020-02-10-at-94624-am.DOIVBnEE_1SadDc.webp)Figure 2: Choosing your associated calendars

## Main booking calendar

[Section titled “Main booking calendar”](#main-booking-calendar)

The calendar events for your bookings are created in your main booking calendar. The **Main booking calendar** column lists all of the calendars in your account. These can be your own calendars or calendars that are shared with you, depending on the calendar that you are connected to. To be able to book in a main booking calendar, you need to have full read/write permissions for this calendar.

## Busy time retrieval

[Section titled “Busy time retrieval”](#busy-time-retrieval)

The **Busy time retrieval** column is where you select the calendars that busy time is retrieved from. By default, busy time is always retrieved from the main booking calendar that your bookings are created in. Note that this can’t be changed because it’s necessary in order to ensure you don’t get double-booked. It’s also required in order to [control the number of bookings per slot](https://help.oncehub.com/scheduleonce/event-types-booking-pages/timeslot-settings/introduction-to-time-slot-settings/ "Introduction to Time slot settings").

You can select any number of additional calendars in the **Busy time retrieval** column. These can be any calendars displayed in the list, with any level of permission: your calendars, calendars that others shared with you, or public calendars like a holiday calendar.

## Additional booking calendars

[Section titled “Additional booking calendars”](#additional-booking-calendars)

The **Additional booking calendars** column is where you select the additional calendars where events will automatically be added to. Note that if the additional booking calendar is a third-party calendar feed, it can’t accept bookings.

There are two possible scenarios when you use an additional booking calendar:

* **The additional booking calendar is a calendar that you own in your connected calendar account.** In this case, the calendar event will be created in the calendar and you will not receive a calendar invite.
* **The additional booking calendar is shared with your connected calendar account:** In this case, the calendar event will be created in the shared calendar. Also, the calendar Owner can receive a calendar invite if the calendar invite is enabled in the [Customer notifications section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/customer-notifications/introduction-to-customer-notifications/ "The Customer Notifications section"). In addition, Owners of shared calendars can configure their calendar to notify them when a booking is made.

## FAQs

[Section titled “FAQs”](#faqs)

* **Why is busy time not blocking my availability on my booking pages?** **A:** There may be a number of reasons, depending on your Booking page settings and the calendar that you’ve connected to. Learn more about [troubleshooting Booking page issues with busy time](https://help.oncehub.com/scheduleonce/user-integrations/basics-user-integrations/troubleshooting/busy-times-not-blocking-availability/ "Booking page troubleshooting: Why does my Booking page say I’m available when I’m busy?").
* **Why are all-day events not blocking my availability on my booking pages?** **A:** By default, all day events are set to “Available” or “Free” in your calendar. You should open the event in the calendar and change its status to “Busy.“ If this does not help, you can try some other solutions from our article on[ troubleshooting Booking page issues with busy time](https://help.oncehub.com/scheduleonce/user-integrations/basics-user-integrations/troubleshooting/busy-times-not-blocking-availability/ "Troubleshooting: Why does my Booking page say I’m available when I’m busy?").
* **Why am I receiving a settings conflict when attempting to select a calendar for busy time retrieval?** **A:** This is because you’re also using the Group sessions setting in the [Scheduling options section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/scheduling-options/introduction-to-scheduling-options/ "Introduction to the Scheduling options section").

# Booking pages: Date-specific availability

> We recommend always updating your availability with User availability, located on your User profile. This article is only relevant for those who need an indi...

Note

We recommend always updating your availability with User availability, located on your User profile. This article is only relevant for those who need an individual Booking page to reflect different availability from their standard User availability.

When you define availability for a specific Booking page rather than through your User profile, you can use two types of availability: [Recurring availability](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-pages-recurring-availability/) and Date-specific availability. Date-specific availability is defined for specific days so that you can designate your availability for each calendar day.

You do not need an assigned product license to access and update the Date-specific availability section, though you do need the right [Booking page access permissions](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-page-access-permissions/). This means an assistant or other collaborator can update your availability on your behalf, without paying for an extra license.

In this article, you’ll learn about using the Date-specific availability section.

## When to use Date-specific availability

[Section titled “When to use Date-specific availability”](#when-to-use-date-specific-availability)

If your scheduling is limited to specific days, or if your availability pattern is highly variable from week to week, it may be best to use Date-specific alone. This is the most precise method, but it requires more maintenance.

Using Date-specific availability can also be a good solution if your calendar is not connected and busy times cannot block out your availability.

Your [Recurring availability](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-pages-recurring-availability/ "Booking Page: Recurring Availability section") weekly pattern will serve as a basis for your Date-specific availability. Any changes that you make in your Date-specific availability will apply to the edited days only. Date-specific availability will always override your Recurring availability on those dates.

## Adjusting your availability

[Section titled “Adjusting your availability”](#adjusting-your-availability)

You can used Date-specific availability to reduce or increase your availability:

* **Increase availability:** Use Date-specific availability to add availability on top of Recurring availability. For example, if you were on vacation on a certain week, the week after the vacation you could make up for it by making yourself available until late in the evening.
* **Reduce availability:** Use Date-specific availability to block parts of your Recurring availability. For example, you normally work Mon-Fri as a repeating pattern, but you need to block off two specific dates due to a business trip. You could remove availability for those two dates on the Date-specific availability calendar.

## Requirements

[Section titled “Requirements”](#requirements)

To edit the Date-specific availability section, you must be an Owner or Editor of the Booking page with [the permission enabled in your Profile](https://help.oncehub.com/profile-management/managing-your-profile-in-oncehub/#defining-permissions "Introduction to My profile").

You must toggle **OFF** User availability by opting not to use the Booking page owner’s recurring availability, located at the top of the section.

[](/videos/date-specific-toggle.mp4)

Figure 1: Toggle off User availability

## How to edit Date-specific availability:

[Section titled “How to edit Date-specific availability:”](#how-to-edit-date-specific-availability)

1. Go to **Booking pages** in the bar on the left.

2. Select the relevant Booking page.

3. Click on the **Date-specific availability** section of the Booking page (Figure 1). The default Date-specific availability is displayed based on your [Recurring availability](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-pages-recurring-availability/ "Booking page: Recurring availability section") in the Booking page time zone. Note that busy time retrieved from your connected calendar will appear in blue blocks on the Date-specific availability grid. ![](https://help.oncehub.com/_astro/date-specific-availability.c5JuTJi0_NfJcj.webp)

   Figure 2: Date-specific availability section

4. To update the time zone for this entire Booking page, click the time zone **Change** link (Figure 2). Note that your connected calendar must be set to the same time zone. ![](https://help.oncehub.com/_astro/1553260297829.B-BnKOAL_Z1btc5w.webp)Figure 3: Change time zone

5. To modify the hours displayed in the grid, click **Expand** and define your preferences (Figure 3). [](/videos/expand-availability.mp4)

   Figure 4: Expand hours

6. To see previous or future weeks in the grid, click the arrows at the top right corner (Figure 4).

   ![](https://help.oncehub.com/_astro/1553183380607.ic_W6TQt_Z2epw5Y.webp)Figure 5: Select week

7. To add availability, click and drag over white (unavailable) slots, to mark them green (Figure 5). This will increase your availability for this date only. [](/videos/adding-availability-optimized.mp4)

   Figure 6: Adding availability

8. To remove availability, click and drag over green (available) slots, to mark them white (Figure 6). This will reduce your availability for this date only. [](/videos/removing-availability-optimized.mp4)

   Figure 7: Removing availability

9. Review your Date-specific availability by clicking the **View** link (Figure 7). ![](https://help.oncehub.com/_astro/1553184045278.kDZejV4-_1ENpdv.webp)

   Figure 8: View link

10. Click **Save**.

# Booking pages: Location settings

> In the Conferencing / Location section of your Booking page, you can decide whether or not to use a meeting channel.

In the **Conferencing / Location** section of your [Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages"), you can decide whether or not to use a meeting channel.

In this article, you’ll learn about setting up the **Conferencing / Location** section.

[Booking pages: Location settings](https://www.youtube-nocookie.com/embed/yseG7v5H-DQ?wmode=opaque)

## Accessing the Conferencing / Location section

[Section titled “Accessing the Conferencing / Location section”](#accessing-the-conferencing--location-section)

To access this section, go to **Booking pages** in the bar on the left. Select the relevant **Booking page** **→ Conferencing / Location** (Figure 1).

![Figure 1: Location settings section](https://help.oncehub.com/_astro/screenshot-2022-10-10-213048.ChfJR_OV_o207T.webp)Figure 1: Conferencing / Location section

## Conferencing / Location options

[Section titled “Conferencing / Location options”](#conferencing--location-options)

If you decide to set a meeting channel, the Booking page **Conferencing / Location** settings allow you to specify four types of locations for the meeting. The four different options are explained in the sections below.

## Virtual location provided by you

[Section titled “Virtual location provided by you”](#virtual-location-provided-by-you)

In this case, the meeting is virtual and conducted over the phone or via audio or video conferencing. In the **Edit conferencing information** step, you should enter the details that the Customer needs in order to connect to the conference (Figure 2).

![](https://help.oncehub.com/_astro/screen-shot-2020-04-25-at-102323-am.V2mXpKl8_Z2if6DD.webp)Figure 2: Edit conferencing information

You can provide your own video conferencing details, or integrate your account with one of our native video conferencing integrations: Zoom, Google Meet, Microsoft Teams, GoToMeeting, or Webex Meetings.

When the Customer makes a booking, they will be notified that this is a virtual meeting (Figure 3), and they will receive all connection details in the scheduling confirmation email and calendar invite.

![](https://help.oncehub.com/_astro/1548319886459.BF-YkXWv_ZjAMwR.webp)Figure 3: Conferencing information when a virtual location provided by you

## Virtual location provided by the Customer

[Section titled “Virtual location provided by the Customer”](#virtual-location-provided-by-the-customer)

In this case, the meeting is virtual and conducted over the phone or via audio or video conferencing. However, conferencing information for the meeting is provided by the Customer and not by you.

When the Customer makes a booking, they will be notified that this is a virtual meeting and they will be providing the conferencing information (Figure 4).

The information that the Customer provides will then be available in the scheduling confirmation email and calendar invite.

![](https://help.oncehub.com/_astro/1548319886513.Cyyv0CrW_2u33r7.webp)Figure 4: Conferencing information when virtual location provided by the Customer

### Information displayed to Customers when they select a date and time

[Section titled “Information displayed to Customers when they select a date and time”](#information-displayed-to-customers-when-they-select-a-date-and-time)

This setting allows you to control the text that displays in the **Pick a date and time** step when Customers select a time on your Booking form. This information is important, as the meeting location may impact the Customer’s time selection. For example, if the Customer knows that this is a virtual meeting, they may want to have it sooner rather than later. They’ll also know that they don’t need to plan for travel time.

![](https://help.oncehub.com/_astro/1553523307342.DkRIRENG_13goK6.webp)Figure 5: Date and time information

## Physical location set by you

[Section titled “Physical location set by you”](#physical-location-set-by-you)

In this case, the location is a physical address. You can choose to show the Customer the location with a link to a map in the **Pick a date and time** step of the Booking form (Figure 6). The Customer will be able to take this information into account when they select a booking time.

![](https://help.oncehub.com/_astro/1548319904426.BtvSkvWv_ryMxW.webp)Figure 6: Location details when the physical location set by you

To display the location information on the Booking form, check the box marked **Show the header and address when customers select a date and time** (Figure 7).

![](https://help.oncehub.com/_astro/1553526893910.BtjeWg5R_Z1bXV1N.webp)Figure 7: Entering the physical meeting information

When the Customer makes a booking, the location details will be available in the scheduling confirmation email and calendar invite.

## Physical location set by the Customer

[Section titled “Physical location set by the Customer”](#physical-location-set-by-the-customer)

In this case, the location is an input field that the Customer must provide information for. You can choose to tell the Customer in the **Pick a date and time** step that they need to provide a location (Figure 8). They will be able to take this information into account when selecting a time.

![](https://help.oncehub.com/_astro/1548319886622.DlOos-et_2viSgM.webp)Figure 8: Location details when the physical location is set by the Customer

To display the location information on the Booking form, check the box marked **Display this information to customers when they select a date and time** (Figure 9).

![](https://help.oncehub.com/_astro/1553526982074.8CNh8tAp_Z1rnEQP.webp)Figure 9: Location information when the Customer provides the location

The location the Customer provides will then be available in the scheduling confirmation email and calendar invite.

### The Meeting location header

[Section titled “The Meeting location header”](#the-meeting-location-header)

The Meeting location header is used to name the location field. The header will be available in all places where the location is displayed, including communication emails and calendar events.

# Booking pages Overview

> The Booking page Overview section summarizes the main properties of a specific Booking page. It includes the Booking page's main settings, the associated Eve...

The Booking page Overview section summarizes the main properties of a specific [Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages"). It includes the Booking page’s main settings, the associated Event types, any Master pages it is included in, and share and publish options.

In this article, you’ll learn about the Booking page Overview section.

To switch between the Overview sections of different Booking pages without returning to **Booking page scheduling** **setup**, use the shortcut drop-down in the top right corner. You can [disable your page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/disabling-your-booking-page/ "Disabling your Booking page") to stop accepting bookings, or enable it by clicking on the **Accept bookings** toggle on the top right.

![](https://help.oncehub.com/_astro/screenshot-2022-10-10-211921.D922fawQ_19Smyt.webp)Figure 1: Booking page Overview section

Below you can find out more about the different parts of the Booking page Overview section.

## Booking page primary settings

[Section titled “Booking page primary settings”](#booking-page-primary-settings)

To access the Booking page primary settings, click the action menu (three dots) next to your Booking page name above the Overview section. In the drop-down menu, click **Primary settings.**

Alternately, you can click on the pencil (edit) icon next to the Booking page link, the **Owner** field or the **Editors** field.

To assign someone as Owner of an enabled Booking page, they must first be [assigned](https://help.oncehub.com/billing/managing-seats-in-oncehub/) a scheduled meetings license. [Learn more](https://help.oncehub.com/account-administration/user-management/user-management-and-seats/#frequently-asked-questions-faqs)

![](https://help.oncehub.com/_astro/1565015126397.BMaR4WlD_Z1HO9mK.webp)Figure 2: Booking page primary settings

In the **Booking page primary settings** pop-up, you can edit the following:

* **Public name:** The Public name is visible to Customers as the page title. It can be changed later in the [Public content section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/public-content/).
* **Internal label:** The Internal label is only visible internally and is not visible to your Customers.
* **Public link:** This is the link used by Customers to access the page. The Public link must be unique and include at least four characters.
* **Owner:** The Owner is the User who receives the bookings.
* **Editors (optional):** Editors are Users who can edit/view the page and receive User notifications. This feature is available in multi-User accounts only.
* **Event types:** [Event types](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/introduction-to-event-types/ "Introduction to Event types") are the meeting types offered to the Customer.
* **Image or photo (optional):** You can add or edit a photo or image to your page, which will be visible to Customers.

## Sharing and publishing

[Section titled “Sharing and publishing”](#sharing-and-publishing)

![](https://help.oncehub.com/_astro/1553165404227.Cx-vsJ1q_Z1cC5XG.webp)Figure 2: Share & Publish section

The **Share & Publish** section (Figure 2) contains the following:

* **Public link:** This is your page link that your Customers can use to schedule bookings with you. [Learn more about Booking page links](https://help.oncehub.com/scheduleonce/sharing-publishing/general-one-time-links/using-general-links/ "Using General links")

* **Personalize for a specific Customer:** Creates a static link for a specific Customer. With this link, your Customer will be able to book without having to fill out their name and email. You create this type of link for each Customer individually. [Learn more about creating a Personalized link](https://help.oncehub.com/scheduleonce/sharing-publishing/personalized-links/personalizing-with-dynamic-url-parameters/ "How to create a Personalized Link (URL parameters)")

  Tip

  **Tip**You can use the [OnceHub for Gmail extension](https://help.oncehub.com/user-integrations/browser-extension/introduction-to-oncehub-for-gmail/ "Introduction to OnceHub for Gmail") to schedule with Personalized links directly from your Gmail account. You can generate Personalized links, copy them in a single click, and send them in an email.

  [Learn more about OnceHub for Gmail](https://help.oncehub.com/user-integrations/browser-extension/introduction-to-oncehub-for-gmail/ "Introduction to OnceHub for Gmail")

* **Share dynamic links:** Creates a dynamic link which you can share via your CRM or mass email campaign tool. [Learn more about using Personalized links](https://help.oncehub.com/scheduleonce/sharing-publishing/personalized-links/using-personalized-links/ "Using Personalized links")

* **Publish on your website:** Generates code that you can add into your website code so that you can integrate scheduling into your website. [Learn more about publishing Booking pages on websites](https://help.oncehub.com/scheduleonce/sharing-publishing/publishing-on-websites/website-embed/ "How to publish Booking pages on websites")

## Main settings

[Section titled “Main settings”](#main-settings)

![](https://help.oncehub.com/_astro/1553165698574.Cry0OP6i_Z1hVl28.webp)Figure 3: Main settings section

The **Main settings** section (Figure 3) contains the following:

* **Owner:** The Owner is the User who receives the bookings. Each Booking page has one Owner. [Learn more about Booking page ownership](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-page-ownership/ "Booking Page Ownership")
* **Editors:** Editors are Users who can edit/view the page and receive notifications. Any account Administrator or Member can be an Editor.
* **Time zone:** Usually, this is the time zone of the Owner or the location. If you’re using calendar integration, the Booking page time zone should be the same as the time zone of the connected calendar. [Learn more about time zone settings](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-pages-time-zone-settings/ "Booking Page: Time zone settings")
* **Category:** Categories organize Booking pages for you and your Customers. [Learn more about categories](https://help.oncehub.com/scheduleonce/event-types-booking-pages/categories/introduction-to-categories/ "Introduction to Categories")
* **Locale:** The selected locale sets the date/format and the language of the page. [Learn more about localization](https://help.oncehub.com/scheduleonce/customization-branding/localization-customer-text/localization-editor/ "The Localization editor")
* **Theme:** The [theme you apply to the Booking page](https://help.oncehub.com/scheduleonce/customization-branding/theme-designer/introduction-to-theme-designer/ "The Theme Designer") determines the logo, design and branding on your Booking page.[](https://help.oncehub.com/scheduleonce/sharing-publishing/general-one-time-links/using-general-links/ "Using General links")

## Associated Event types

[Section titled “Associated Event types”](#associated-event-types)

![](https://help.oncehub.com/_astro/1553165473520.BjxmvDtK_Z26dXMW.webp)Figure 4: Associated Event types

Use this list to review the [Event types that are associated with the Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/adding-event-types-to-booking-pages/ "Adding Event types to Booking pages"). To edit an Event type, click on it in this list to navigate to it. We recommend associating your Booking pages with at least one Event type.

Adding Event types to a Booking page allows your Customer to choose between different meeting types when they book with you. If your Booking page is only associated with one Event type, your Customers will not need to choose a meeting type and they will bypass this step.

To associate an Event type with a Booking page, go to the [Event types section of the Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/adding-event-types-to-booking-pages/ "Adding Event types to Booking pages").

## Included in Master pages

[Section titled “Included in Master pages”](#included-in-master-pages)

![](https://help.oncehub.com/_astro/1553165621832.CXOlPNxr_Z1rLXjW.webp)Figure 5: Included in Master pages

Booking pages can be included in Master pages to create a single point of access for your Customers. Use the list in this section to review the Master pages that include this Booking page. To edit a Master page, click on it in this list to navigate to it.

When a Customer schedules on a Master page, they either [manually select a provider](https://help.oncehub.com/scheduleonce/recommended-configuration/multi-user-scenarios/team-scheduling-without-event-types/ "Multiple team members accepting appointments without Event types") or they are [automatically assigned a provider](https://help.oncehub.com/scheduleonce/event-types-booking-pages/scheduling-options/automatic-booking-or-booking-with-approval/ "Automatic booking or Booking with approval") using pooled availability. In either case, the Customer will be able to schedule a booking using any of the Booking pages included in that Master page.

To include a Booking page in a Master page, go to the [Assignment section of the Master page](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-pages-event-types-and-assignment/ "Master Page: Assignment section").

# Booking pages: Public content

> The Public content section is where you enter information to help Customers understand what your Booking page is for.

The **Public content** section is where you enter information to help Customers understand what your [Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages") is for. You can enter basic information about yourself or your staff member, your meeting type, location, and write a welcome message to the Customers who schedule time with you. You can also [add tags](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/using-booking-page-tags-in-master-pages/ "Using Booking page tags in Master pages") that enable your Customers to filter Booking pages [grouped in a Master page](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/introduction-to-master-pages/ "Including Booking pages in a Master page").

The Public content you add is used when your page is in [Enabled status](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-pages-overview/ "Booking page: Overview section") as well as in [Disabled status](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/disabling-your-booking-page/ "Disabling your Booking page"). When you disable your page, you can keep the Public content section as is or change it to display a different message.

## Location of the Public content section

[Section titled “Location of the Public content section”](#location-of-the-public-content-section)

To access this section, go to **Booking pages** in the bar on the left. Select the relevant **Booking page** \***\*→** Public content\*\* section (Figure 1).

![](https://help.oncehub.com/_astro/screenshot-2022-10-10-213507.CeX4QsCv_2ihKaX.webp)Figure 1: Public content section

## Public content features

[Section titled “Public content features”](#public-content-features)

### Add a Booking page image

[Section titled “Add a Booking page image”](#add-a-booking-page-image)

You can add your photo or any other image. For best results, upload an image in JPG, PNG or GIF format (max 200KB). It will be cropped or scaled to a 200 x 200 pixels rectangle as part of the upload process. If you check the checkbox marked **Include image in default Customer notification emails**, the image will be included in all relevant [Customer notifications](https://help.oncehub.com/scheduleonce/event-types-booking-pages/customer-notifications/introduction-to-customer-notifications/ "Customer notifications") such as email confirmations (Figure 2).

![](https://help.oncehub.com/_astro/1548077059131.BmIB0WoR_ZHYBiC.webp)Figure 2: Customer notification email

Note

Booking pages created before December 20th 2015 will have this option turned off by default. If you want to enable it for your existing booking pages, you can simply check the **Include image in default Customer notification emails** checkbox.

### Add a Name

[Section titled “Add a Name”](#add-a-name)

Choose the name of your page here. It can be your name, your organization’s name, or the type of meeting your Customers are booking.

### Add Titles

[Section titled “Add Titles”](#add-titles)

You can enter subheadings to the name of your page.

### Add a Welcome message

[Section titled “Add a Welcome message”](#add-a-welcome-message)

You can enter up to 2,000 characters with spaces.

The welcome message can include hyperlinks (clickable URLs). The Welcome message also allows you to include HTML links.

For instance, adding this code in the Public content session:

![](https://help.oncehub.com/_astro/screen-shot-2020-06-18-at-115349-am.DUJ9h0ji_2f1KUW.webp)Figure 3: HTML link in the Event type description

Note

Do not create a line break after **\<a** at the start of the code. In the above graphic, it wraps to the next line automatically due to spacing. However, your entry should not have any extra line breaks.

…results in this link shown on the customer end:

![](https://help.oncehub.com/_astro/screen-shot-2020-06-18-at-115414-am.9UWHaOPS_ZqqCw2.webp)Figure 4: Event type description including HTML link

### Add Phone and Email

[Section titled “Add Phone and Email”](#add-phone-and-email)

Enter a phone number and email address for your Customers to contact you.

### Add a Website link

[Section titled “Add a Website link”](#add-a-website-link)

Enter a URL to reference your organization’s website or another relevant site you want to provide to Customers booking with you. The link entered will also automatically make the [header logo](https://help.oncehub.com/scheduleonce/customization-branding/theme-designer/introduction-to-theme-designer/ "The Theme designer") at the top left of the Booking form clickable, directing to the same URL.

### Add social media links

[Section titled “Add social media links”](#add-social-media-links)

#### Add a Twitter link

[Section titled “Add a Twitter link”](#add-a-twitter-link)

Copy and paste your full Twitter URL. It can be a personal or company handle, and must start with <https://twitter.com/>

#### Add a LinkedIn link

[Section titled “Add a LinkedIn link”](#add-a-linkedin-link)

Copy and paste your full LinkedIn URL. It can be a personal or company profile, and must start with [https://www\\.linkedin.com/](https://www%5C.linkedin.com/)

#### Add a Facebook link

[Section titled “Add a Facebook link”](#add-a-facebook-link)

Copy and paste your full Facebook URL. It can be a personal or company page, and must start with [https://www\\.facebook.com/](https://www%5C.facebook.com/)

![](https://help.oncehub.com/_astro/1553534150277.44d_hdeH_Lk0Tj.webp)Figure 5: Social media options

Note

By default, the customer-facing interface also includes OnceHub branding in the left pane of your Booking page; for instance, “Powered by OnceHub.” You can adjust this according to your preference in your OnceHub account **Settings** page. [Learn more](https://help.oncehub.com/account-administration/account-permissions/managing-account-permissions/#powered-by-oncehub-banner "Learn more")

### Tags sub-section

[Section titled “Tags sub-section”](#tags-sub-section)

In this sub-section, you [add tags](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/using-booking-page-tags-in-master-pages/ "Using Booking page tags in Master pages") to your Booking page by entering keywords separated by a comma (Figure 4). The maximum character limit per tag is 25. Tags can be very useful when you group Booking pages under a Master page.

![](https://help.oncehub.com/_astro/1553534548053.B9iau4Qc_dccdm.webp)Figure 6: Using tags

This enables you to add a new filtering dimension to your Booking page. For example:

* When OnceHub is used for scheduling meetings in conferences, trade shows and other events, attendees can filter the host list by host properties.
* When OnceHub is used for room and resource scheduling, Customers can filter the room list by room properties.
* When you’re offering multiple providers for a service, you can use tags as another level of organization to allow Customers to find providers with the skill(s) they need, such as language fluency.

When you add a tag to a Booking page, the box for the tag is checked by default. The added tag is also made available in all Booking pages in your account. When you edit the **Public content** section of a different Booking page, you’ll be able to see that added tag and check it.

Note

In order to improve tag management, a tag that is not checked in at least one Booking page will not be saved in the system and will be automatically deleted.

# Booking pages: Recurring availability

> Availability is always managed per Booking page. Availability settings on one Booking page are separate from the availability settings on another Booking page.

Availability is always managed per Booking page. Availability settings on one Booking page are separate from the availability settings on another Booking page. OnceHub uses two types of availability: Recurring availability and [Date-specific availability](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-pages-date-specific-availability/ "Booking page: Date-specific availability section").

You can use Recurring only, Date-specific only, or both. Recurring availability is defined on a weekly basis, allowing you to create a pattern that repeats every week.

You do not need an assigned product license to access and update the Recurring availability section, though you do need the right [Booking page access permissions](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-page-access-permissions/). This means an assistant or other collaborator can update your availability on your behalf, without paying for an extra license.

In this article, you’ll learn about using the Recurring availability section.

## When to use Recurring availability

[Section titled “When to use Recurring availability”](#when-to-use-recurring-availability)

Recurring availability is best to use if your availability is consistent from week to week. This is especially true if you have connected your calendar and you use busy times to block out your availability.

If you have exceptions to your Recurring availability, you can use [Date-specific availability](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-pages-date-specific-availability/ "Booking page: Date-specific availability section") to edit your availability without changing your weekly pattern. Date-specific availability overrides Recurring availability, and can be used to reduce or increase your availability.

## Requirements

[Section titled “Requirements”](#requirements)

To edit the **Recurring availability** section, you must be an Owner or Editor of the Booking page with the permission enabled in your Profile.

## Editing the Recurring availability section

[Section titled “Editing the Recurring availability section”](#editing-the-recurring-availability-section)

1. Go to **Booking pages** in the bar on the left.

2. Select the relevant Booking page.

3. Click on the **Recurring availability** section of the Booking page (Figure 1). The default weekly recurring availability is set between 9 AM and 5 PM based on the Booking page time zone. Note that only a weekly pattern without dates is displayed. Busy time from your connected calendar is not shown. ![](https://help.oncehub.com/_astro/1553179450564.CdZkksZn_Z1DyA8g.webp)

   Figure 1: Recurring availability section

4. To update the time zone for this entire Booking page, click the time zone **Change** link (Figure 2). Note that your connected calendar must be set to the same time zone. ![](https://help.oncehub.com/_astro/1553179531217.DnYE32JZ_Z2ofLas.webp)

   Figure 2: Change time zone

5. To modify the hours displayed in the grid, click **Expand** and define your preferences (Figure 3). ![](https://help.oncehub.com/_astro/1553179623899.gbCF8U2b_Z19wOhJ.webp)

   Figure 3: Expand hours

6. To add availability, click and drag over white (unavailable) slots, to mark them green (Figure 4). This will increase your availability for all weeks. ![](https://help.oncehub.com/_astro/1553180096078.D2U1w2RM_Z1uC5OY.webp)

   Figure 4: Adding availability

7. To remove availability, click and drag over green (available) slots, to mark them white (Figure 5). This will reduce your availability for all weeks. ![](https://help.oncehub.com/_astro/1553180167281.BhiOzkJy_R5rp1.webp)

   Figure 5: Removing availability

8. Click **Save**.

# Booking pages: Time zone settings

> In addition to a wide range of time zone features, OnceHub has developed its own time zone and Daylight Saving Time database.

In addition to a wide range of time zone features, OnceHub has developed its own time zone and Daylight Saving Time database. We track Daylight Saving changes worldwide to ensure that you never have a time zone mishap.

[Booking pages: Time zone settings](https://www.youtube-nocookie.com/embed/PadaGZU15zA?wmode=opaque)

## Time zone settings

[Section titled “Time zone settings”](#time-zone-settings)

By default, the time zone on the Booking page is the same as the time zone in the **Date and time** section in the Booking page owner’s OnceHub Profile (Figure 1). You can access this by signing into your OnceHub Account, opening the left navigation bar and selecting [Profile **→&#x20;**&#x44;ate and time section](https://help.oncehub.com/scheduleonce/insights-operations/profile-management/managing-your-profile-in-oncehub/#customizing-your-date-and-time-settings "Profile: Date and time section").

![how do you schedule meetings in different time zones](https://help.oncehub.com/_astro/1554717901115.7RSm-Xbl_Z1a6zqg.webp)Figure 1: Date and time section

* You can change the time zone setting in the [Overview](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-pages-overview/ "Booking page: Overview section"), [Recurring availability](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-pages-recurring-availability/ "Booking Page: Recurring Availability section"), or [Date-specific availability](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-pages-date-specific-availability/ "Booking Page: Date-specific availability section") sections of each Booking page.
* When you change the time zone in one of these sections, it automatically updates the other sections. The timezone on the User’s profile is not affected.

The ability to have different time zones for different Booking pages is handy in the following scenarios.

## Accepting appointments for distributed teams across multiple time zones

[Section titled “Accepting appointments for distributed teams across multiple time zones”](#accepting-appointments-for-distributed-teams-across-multiple-time-zones)

If you have Team members in multiple time zones, create a Booking page for each Team member. Each Team member’s Booking page can be set to their local time zone. Bookings will be created directly in their calendar according to their local time zone.

This configuration is very useful for distributed teams such as sales teams, online tutors, consultants, and more.

## Scheduling for frequent travelers

[Section titled “Scheduling for frequent travelers”](#scheduling-for-frequent-travelers)

If you travel often, one of the biggest challenges in scheduling your appointments is the need to manage scheduling for at least two locations and time zones: your home location and the destination location.

You can create a separate Booking page for each location or travel destination. You can set each Booking page to its own individual time zone and use Date-specific availability to specify the days and times of your stay in the local time zone. [Learn more about scheduling meetings for a business trip](https://help.oncehub.com/scheduleonce/recommended-configuration/single-user-scenarios/configuring-your-booking-page-for-scheduling-meetings-for-business-trip/ "Scheduling meetings for a business trip")

# Creating a Booking page

> Booking pages are powerful and versatile pages through which bookings are made. Booking pages can be used with or without Event types, depending on your spec...

Booking pages are powerful and versatile pages through which bookings are made. Booking pages can be used with or without [Event types](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/introduction-to-event-types/ "Introduction to Event types"), depending on your specific scheduling scenario.

OnceHub creates a new Booking page for every User you add. However, you may wish to add more pages to support your organization’s needs. In this article, you’ll learn how to create a new Booking page.

## Requirements

[Section titled “Requirements”](#requirements)

To create Booking pages, you must be either a OnceHub Administrator or a Member with the permission enabled in your Profile.

You do not need an assigned product license to create a Booking page.

## Creating a new Booking page

[Section titled “Creating a new Booking page”](#creating-a-new-booking-page)

1. Go to **Booking pages** in the bar on the left.

2. Click the Plus button ![](https://help.oncehub.com/_astro/1553063063610.CloOhurK_ZhgFyL.webp) in the **Booking pages** pane. If you already have another Booking page similar to the one you’re creating, it may be quicker to [duplicate the existing Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/duplicating-booking-page/ "How to duplicate a Booking page").

3. The **New Booking page** pop-up appears (Figure 1).![](https://help.oncehub.com/_astro/1553063238087.CCkszIIW_2hoJfw.webp)Figure 1: New Booking page pop-up

4. Define the properties for your Booking page.

   * **Public name -** The Public name is visible to Customers as the page title. It can be changed later in the [Public content section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/public-content/).
   * **Internal label -** The Internal label is only visible internally and is not visible to your Customers. We recommend using a recognizable label because the Booking page will be identified with this label throughout our system. It can be changed later in the [Overview section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-pages-overview/ "Booking page: Overview section").
   * **Public link -** This is the link used by Customers to access the page. The Public link must be unique and include at least four characters. It can be changed later in the Overview section. The unique link extension you define can be added to any of our domains in order to share the link.
   * **Owner -** The Owner is the User who receives the bookings. Booking page ownership can be changed later in the Overview section or the Profile of the target User.
   * **Editors (optional) -** Editors are Users who can edit/view the page and receive User notifications. This feature is available in multi-User accounts only.
   * **Event types -** [Event types](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/introduction-to-event-types/ "Introduction to Event types") are the meeting types offered to the Customer. We recommend associating your Booking page with at least one Event type. The association can be changed later in the Event types section of the Booking page.
   * **Image or photo (optional) -** You may add a photo or image to your page, which will be visible to Customers. It can be changed later in the [Public content section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/public-content/ "Event type: Public content section").

5. Click **Save & Edit**. You will be redirected to the Booking page Overview section to continue editing your settings.

# Disabling your Booking page

> To disable a Booking page, go to the Booking page's Overview section and toggle the On/Off switch in the top right corner (Figure 1).

To disable a [Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages"), go to the Booking page’s [Overview section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-pages-overview/ "Booking page: Overview section") and toggle the On/Off switch in the top right corner (Figure 1).

![](https://help.oncehub.com/_astro/screenshot-2022-10-10-213932.C9scg0jd_Zqolqf.webp)Figure 1: Booking page Enable/Disable toggle

Alternatively, you can completely delete the Booking page by going to **Booking pages** in the bar on the left, clicking the action menu ![](https://help.oncehub.com/_astro/1549013629909.BTlDPN30_pDzJq.webp) of the relevant Booking page, and selecting **Delete** (Figure 2). In the **Delete Booking page** popup that opens, click **Yes**.

![](https://help.oncehub.com/_astro/1553536063328.9ML1yKxX_ZmbQtG.webp)Figure 2: Deleting a Booking page

## Effects of disabling your Booking page

[Section titled “Effects of disabling your Booking page”](#effects-of-disabling-your-booking-page)

* Customers will not be able to make new bookings.
* Customer will not be able to cancel existing bookings.
* Customer will not be able to reschedule existing bookings on that same page.
* The [Public content section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-pages-public-content/ "Booking Page: Public Content section") is still visible to your Customers whether your page is enabled or disabled. Consider changing your personal message if you’re thinking about disabling your Booking page.
* On the Booking page’s Overview section, the **Accept bookings** toggle switch is in the **Off** position, and an alert message is displayed under the Booking page name with a link to enable the page (Figure 3). To facilitate accurate setup, the status of disabled pages is indicated in most Booking page lists within the app. ![](https://help.oncehub.com/_astro/1553536807931.BYEqKCGx_ZAt5p4.webp)Figure 3: Booking page Enable link
* The Booking page will also be labelled as **\[Disabled]** in the **Booking page scheduling** **setup** page (Figure 4). ![](https://help.oncehub.com/_astro/1553536669757.zazeCXiQ_Z1A891r.webp)Figure 4: Disabled Booking page
* A **No times are currently available** message will show on your Booking page when Customers try to book with you (Figure 5).![](https://help.oncehub.com/_astro/1549380910096.B1dA9Wjn_Zuj9SM.webp)Figure 5: No times are currently available message

You do not need an assigned license to disable or enable Booking pages. [Learn more](https://help.oncehub.com/account-administration/user-management/user-management-and-seats/)

# Duplicating a Booking page

> Duplicating Booking pages or Event types can save precious time for you when you're setting up and maintaining your OnceHub app.

Duplicating [Booking pages](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages") or [Event types](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/introduction-to-event-types/ "Introduction to Event types") can save precious time for you when you’re setting up and maintaining your OnceHub app. Duplication will instantly clone all your Booking page settings, associations with Event types and even images.

In this article, you’ll learn how to duplicate Booking pages.

## Duplicating Booking pages

[Section titled “Duplicating Booking pages”](#duplicating-booking-pages)

To duplicate a Booking page, follow these steps:

1. Go to **Booking pages** in the bar on the left and click the action menu (3 dots) of the relevant Booking page (Figure 1). ![](https://help.oncehub.com/_astro/1552667624440.DYCruiec_Zla5o5.webp)

   Figure 1: Individual Booking page action menu

2. Select **Duplicate**.

3. In the **Duplicate Booking page** popup window (Figure 2), enter the details for the new Booking page such as the **Public name**, the **Public link** and the Booking page Owner. You can also add an image if desired. ![](https://help.oncehub.com/_astro/1553595262270.CHHNtrts_1llUW0.webp)Figure 2: Duplicate Booking page popup

4. Once you click the **Save & Edit** button, you’re brought to the settings of the newly duplicated Booking page.

## Duplication rules

[Section titled “Duplication rules”](#duplication-rules)

* Duplication of Booking pages follows the same rules as [creation of new Booking pages](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/creating-booking-page/). Members with the permission to create new Booking pages can also duplicate a Booking page.
* The User duplicating the Booking page is the default Owner, but they choose the Owner of the duplicated Booking page, as well as any Editors. On-screen messages will indicate if the [ownership change has impact on page functionality](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-page-ownership/).
* The new Booking page duplicates all the settings from the source Booking page, including associations with Event types.
* Inclusion in Master pages is **not** duplicated.
* [Booking page access permissions](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-page-access-permissions/) are **not** duplicated in a multi-user account.

# Ensuring Customers reschedule with the same Booking page

> If your Master page includes multiple Booking pages and associated Event types, you can define how bookings will be assigned during the scheduling process.

If your Master page includes multiple Booking pages and associated Event types, you can define how bookings will be assigned during the scheduling process. You can decide whether or not a rescheduled booking is assigned to the same Team member originally assigned to it.

If you enable this option, the same Team member is responsible for the service provided to the Customer during the entire booking lifecycle, resulting in a smooth Customer experience.

In this article, you will learn how to ensure that Customers reschedule with the same Booking page.

## Requirements

[Section titled “Requirements”](#requirements)

To enable this rescheduling option:

* You must be a OnceHub Administrator
* You must be working with [Event types](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/introduction-to-event-types/ "Introduction to Event types")
* The [Master page scenario](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-page-scenarios/ "Master page scenarios") must be [Event types first](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/event-types-first-booking-pages-second/ "Event types first (Booking pages second)"), [Booking pages first](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/booking-pages-first-event-types-second/ "Booking pages first (Event types second)"), or [Booking pages only](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/booking-pages-only-without-event-types/ "Rule-Based Assignment: Static Rules")

## How to enable restricted rescheduling

[Section titled “How to enable restricted rescheduling”](#how-to-enable-restricted-rescheduling)

During the rescheduling process, you have the option to limit rescheduling to the same Booking page that the Customer made the original booking with. To enable this restricted rescheduling option, use the following steps:

1. Go to **Booking pages** in the bar on the left.

2. Select the relevant Master page.

3. Select the **Assignment** section.

4. If your Master pages uses Rule based assignment with Static rules: in the **Distribution method** section, check the box marked **Rescheduling is only possible on the page on which the booking was made** (Figure 1). ![](https://help.oncehub.com/_astro/1554479831102.Dj923Vig_2oIIvm.webp)

   Figure 1: Limiting rescheduling on a Master page which uses Static rules

   Note

   **Note**

   If a Master page is using Dynamic rules or Resource pools, then a Customer can only reschedule with the original Booking page.

5. If your Master pages uses [Event types first](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/event-types-first-booking-pages-second/ "Event types first (Booking pages second)") or [Booking pages first](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/booking-pages-first-event-types-second/ "Booking pages first (Event types second)"): in **Assignment upon reschedule** section, check the box marked **Reschedule is only possible on the page on which the booking was made** (Figure 2). ![](https://help.oncehub.com/_astro/1554479895720.VV-fMKH1_2b6YJ7.webp)

   Figure 2: Limiting rescheduling on a Master page using Event types first or Booking pages first

6. Click **Save**.

## Scheduling scenarios

[Section titled “Scheduling scenarios”](#scheduling-scenarios)

When the Customer reschedules a booking while restricted rescheduling is enabled, they will be presented with the same Booking page that the original booking was made on. The reschedule option is available whether you work with [Automatic mode or Booking with approval](https://help.oncehub.com/scheduleonce/event-types-booking-pages/scheduling-options/automatic-booking-or-booking-with-approval/ "Automatic booking or Booking with approval").

Note

If the Booking page ownership has been changed, the Customer will see the updated Booking page, rather than the original one.

The reschedule option is applied to the following scheduling scenarios:

### Customer reschedules a booking

[Section titled “Customer reschedules a booking”](#customer-reschedules-a-booking)

The Customer clicks the Cancel/reschedule link from the booking confirmation notification and reschedules the booking.

* **If the Booking owner and Booking page owner are the same:** In the Activity stream, the original event is simply updated with the new time and moved in the calendar as a Rescheduled activity. There is no canceled activity and one calendar event is used for the entire booking lifecycle, keeping your records more consistent and efficient.
* **If the Booking owner and Booking page owner are different:** In the Activity stream, the original activity is canceled and a new activity is created. [Learn more about Booking reassignment](https://help.oncehub.com/scheduleonce/managing-bookings/reassign/introduction-to-booking-reassignment/ "Introduction to Booking reassignment")

[Learn more about rescheduling by a Customer](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/customer-action-reschedule-single-booking/ "Customer Action: Reschedule a single booking")

### User sends a request to reschedule for the same Event type

[Section titled “User sends a request to reschedule for the same Event type”](#user-sends-a-request-to-reschedule-for-the-same-event-type)

In this case, the Customer clicks the **Reschedule now** button in the reschedule request email notification (Figure 3) and reschedules the booking. In the Activity stream, the original activity is canceled and a new activity is created when the Customer reschedules. [Learn more about rescheduling by User with Event types](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/effects-of-rescheduling/ "Effect of rescheduling")

![](https://help.oncehub.com/_astro/1562063178658.B_JGdg4y_myhuK.webp)Figure 3: Reschedule request email notification to Customer

Caution

If the Booking page cannot accept bookings, the Customer will not be able to reschedule.

# Introduction to Booking pages

> Booking pages are the basis of OnceHub's scheduling approach. They are pages through which bookings are made.

Booking pages are the basis of OnceHub’s scheduling approach. They are pages through which bookings are made.

You can set up your Booking pages in different ways, based on your specific scheduling scenario. Each Booking page is completely independent in its settings. Booking pages can be used with or without [Event types](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/introduction-to-event-types/ "Introduction to Event types"), and can be included in a [Master page](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/introduction-to-master-pages/ "Introduction to Master Pages").

When included in a Master page, the availability of multiple Booking pages can be combined into one booking calendar. [Learn more about Pooled availability](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/introduction-to-pooled-availability/ "Introduction to Pooled availability")

You do not need an assigned product license to configure and update Booking pages, though for some features, you do need to be an Administrator.

[Introduction to Booking pages](https://www.youtube-nocookie.com/embed/jgTVgVS6J9U?wmode=opaque)

## Booking page sections

[Section titled “Booking page sections”](#booking-page-sections)

Each Booking page contains the following sections, which you can customize for your scheduling requirements:

### Overview

[Section titled “Overview”](#overview)

A summary of the Booking page’s main properties. Here you can also enable or disable the Booking page with one click. [Learn more about the Overview section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-pages-overview/ "Booking page: Overview section")

### Scheduling options

[Section titled “Scheduling options”](#scheduling-options)

Define your scheduling scenario in this section. Here you can decide:

* If you want to use [Automatic booking or Booking with approval](https://help.oncehub.com/scheduleonce/event-types-booking-pages/scheduling-options/automatic-booking-or-booking-with-approval/ "Automatic booking or Booking with approval") mode.
* If Customers will book single sessions or [Session packages](https://help.oncehub.com/scheduleonce/event-types-booking-pages/scheduling-options/session-packages/ "Session packages").
* If you want to offer [one-on-one sessions or Group sessions](https://help.oncehub.com/scheduleonce/event-types-booking-pages/scheduling-options/one-on-one-or-group-sessions/ "One-on-One or Group session").

[Learn more about Scheduling options](https://help.oncehub.com/scheduleonce/event-types-booking-pages/scheduling-options/introduction-to-scheduling-options/ "Introduction to the Scheduling options section")

Note

When your Booking page is associated with Event types (recommended), the [Scheduling options](https://help.oncehub.com/scheduleonce/event-types-booking-pages/scheduling-options/introduction-to-scheduling-options/ "Introduction to the Scheduling options section") section is located on the Event type and not on the Booking page.

### Time slot settings

[Section titled “Time slot settings”](#time-slot-settings)

Control how time slots are displayed to your Customers. You can use these settings to:

* Set the meeting duration.
* Control how often time slots are offered.
* Set limits on the available time presented to your Customer.
* Control time zone behavior.

[Learn more about the Time slot settings](https://help.oncehub.com/scheduleonce/event-types-booking-pages/timeslot-settings/introduction-to-time-slot-settings/ "Introduction to Time slot settings")

Note

When your Booking page is associated with Event types (recommended), the[ Time slot settings](https://help.oncehub.com/scheduleonce/event-types-booking-pages/timeslot-settings/introduction-to-time-slot-settings/ "Introduction to Time slot settings") are located on the Event type and not on the Booking page.

### Recurring availability

[Section titled “Recurring availability”](#recurring-availability)

Specify your availability pattern that repeats every week. [Learn more about the Recurring availability section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-pages-recurring-availability/ "Booking Page: Recurring Availability section")

### Date-specific availability

[Section titled “Date-specific availability”](#date-specific-availability)

Specify your availability for specific days if your availability differs on specific calendar dates, or if your availability pattern is highly variable from week to week. [Learn more about the Date-specific availability section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-pages-date-specific-availability/ "Booking Page: Date-specific availability section")

### Associated calendars

[Section titled “Associated calendars”](#associated-calendars)

Control all the settings that relate to your connected Calendar. [Learn more about the Associated calendars section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-pages-associated-calendars/ "Booking page: Associated calendars section")

### Conferencing / Location settings

[Section titled “Conferencing / Location settings”](#conferencing--location-settings)

Specify the type of meeting location you use: a virtual meeting or a face-to-face meeting. You can also choose whether it’s set by the Owner or the Customer. [Learn more about Conferencing / Location settings](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-pages-location-settings/ "Booking page: Location settings section")

### Booking form and redirect

[Section titled “Booking form and redirect”](#booking-form-and-redirect)

Set the meeting subject, choose the Booking form you wish to use, and decide what happens when your Customer submits the Booking form. [Learn more about the Booking form section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-forms-redirect/introduction-to-booking-form-and-redirect/ "Introduction to the Booking form and redirect section")

Note

The [Booking form and redirect](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-forms-redirect/collecting-customer-data-with-booking-forms/ "Introduction to Booking forms") and [Customer notifications](https://help.oncehub.com/scheduleonce/event-types-booking-pages/customer-notifications/introduction-to-customer-notifications/ "The Customer Notifications section") section can be located either on the Event type or the Booking page, depending on your [Event type sections](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/booking-form-and-customer-notifications/ "Event type sections: Location of the Booking form and the Customer notifications sections").

### Customer notifications

[Section titled “Customer notifications”](#customer-notifications)

Control the email and SMS notifications sent to your Customers, including scheduling confirmations, reminders, and follow-ups. [Learn more about the Customer notifications section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/customer-notifications/introduction-to-customer-notifications/ "The Customer Notifications section")

Note

The [](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-forms-redirect/collecting-customer-data-with-booking-forms/ "Introduction to Booking forms")[Customer notifications](https://help.oncehub.com/scheduleonce/event-types-booking-pages/customer-notifications/introduction-to-customer-notifications/ "The Customer Notifications section") section can be located either on the Event type or the Booking page, depending on your [Event type sections](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/booking-form-and-customer-notifications/ "Event type sections: Location of the Booking form and the Customer notifications sections").

### User notifications

[Section titled “User notifications”](#user-notifications)

Control the email and SMS notifications that you and any additional stakeholders will receive. The User notifications are independent of the Customer notifications. [Learn more about the User notifications section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/user-notifications/introduction-to-user-notifications/ "Introduction to User notifications section")

### Cancel/reschedule policy

[Section titled “Cancel/reschedule policy”](#cancelreschedule-policy)

Define the time frame during which Customers are permitted to cancel and reschedule a booking, customize the policy description presented to Customers, and choose whether Customers should provide a cancellation/reschedule reason. [Learn more about the Cancel/reschedule policy section](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/customer-cancelreschedule-policy/ "The Customer Cancel/Reschedule policy")

### Public content

[Section titled “Public content”](#public-content)

Provide information about the Booking page owner. This will be displayed to Customers when they make a booking. Here you can also [set Tags](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/using-booking-page-tags-in-master-pages/ "Using Booking page tags in Master pages"), which are useful when you have a number of Booking pages combined under a single [Master page](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/introduction-to-master-pages/ "Introduction to Master Pages"). [Learn more about the Public content section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-pages-public-content/ "Booking Page: Public Content section")

# Categories

> Categories documentation and guides.

[Introduction to categories](https://help.oncehub.com/scheduleonce/event-types-booking-pages/categories/introduction-to-categories)

[Creating categories for Booking pages or Event types](https://help.oncehub.com/scheduleonce/event-types-booking-pages/categories/creating-categories-for-booking-pages-or-event-types)

[Categorized Event types in Booking pages](https://help.oncehub.com/scheduleonce/event-types-booking-pages/categories/categorized-event-types-in-booking-pages)

[Categorized items in Master pages](https://help.oncehub.com/scheduleonce/event-types-booking-pages/categories/categorized-items-in-master-pages)

# Categorized Event types in Booking pages

> You can use categories to organize your Event types into groups based on meeting type, group, location, etc.

You can use [categories](https://help.oncehub.com/scheduleonce/event-types-booking-pages/categories/introduction-to-categories/ "Introduction to Categories") to organize your [Event types](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/introduction-to-event-types/ "Introduction to Event types") into groups based on meeting type, group, location, etc. If Event type categories are [visible to Customers](https://help.oncehub.com/scheduleonce/event-types-booking-pages/categories/creating-categories-for-booking-pages-or-event-types/ "Creating categories for Booking pages or Event types"), they will show up on your [Booking pages](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages") as a separate step. This helps Customers better understand the available options and ensures that they select the correct Event type.

## Scheduling flow of Booking pages with categorized Event types

[Section titled “Scheduling flow of Booking pages with categorized Event types”](#scheduling-flow-of-booking-pages-with-categorized-event-types)

[Click this link for an interactive demo](https://go.oncehub.com/financialplanner)

1. **Category selection:** First, Customers are presented with a list of categories. In the example shown below (Figure 1), categories are used to model the query type. ![](https://help.oncehub.com/_astro/1557405496342.ulc5BTpO_140Pam.webp)Figure 1: Category selection step

   Tip

   **Tip**In Booking pages, the selection instructions on the category step are “Please select a category”. Category labels and selection instructions cannot be changed in Booking pages. If you want to customize the selection instructions, you must create the scheduling scenario using [categories in a Master page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/categories/categorized-items-in-master-pages/ "The Customer experience of categorized items in Master pages").[](https://help.oncehub.com/scheduleonce/event-types-booking-pages/categories/categorized-items-in-master-pages/ "The Customer experience of categorized items in Master pages")

2. Once the Customer has selected a category, they’ll be presented with a list of Event types in that category. If you only have one Event type in a category, the Event type selection step will be skipped.

   Tip

   **Tip**In Booking pages, the Selection instructions on the Event type step are “Please select an event type”. Category labels and selection instructions cannot be changed in Booking pages. If you want to customize the Selection instructions you must create the scheduling scenario using [categories in a Master page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/categories/categorized-items-in-master-pages/ "The Customer experience of categorized items in Master pages").

   ![](https://help.oncehub.com/_astro/1549785076566.E7s4Q43f_iETRL.webp)Figure 2: Event type selection

   Note

   **Note**Event types that are not in a category will also be displayed in this step, regardless of which category the Customer selected.

3. **Event type selection:** The Customer selects an Event type from the list. Once the Event type has been selected, Customers will pick a date and time for the meeting and fill out and submit the Booking form.

The Category will always appear in [User notifications](https://help.oncehub.com/scheduleonce/event-types-booking-pages/user-notifications/communicating-with-users-and-stakeholders/ "Communicating with Users and stakeholders"). The category will only appear in [Customer notifications](https://help.oncehub.com/scheduleonce/event-types-booking-pages/customer-notifications/introduction-to-customer-notifications/ "The Customer Notifications section") if the Customer went through a Category selection step during their booking process.

# Categorized items in Master pages

> You can use categories to organize Event types and Booking pages into intuitive and functional groups.

You can use [categories](https://help.oncehub.com/scheduleonce/event-types-booking-pages/categories/introduction-to-categories/ "Introduction to categories") to organize [Event types](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/introduction-to-event-types/ "Introduction to Event types") and [Booking pages](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages") into intuitive and functional groups. If Event type categories or Booking page categories are [visible to Customers](https://help.oncehub.com/scheduleonce/event-types-booking-pages/categories/creating-categories-for-booking-pages-or-event-types/ "Creating categories for Booking pages or Event types"), they will show up on your Master page as a separate step. Categories in Master pages help Customers to better understand the options available to them, ensuring that they make the correct selection.

## Scheduling flow of Master pages with categorized Booking pages

[Section titled “Scheduling flow of Master pages with categorized Booking pages”](#scheduling-flow-of-master-pages-with-categorized-booking-pages)

[Click this link for an interactive demo](https://go.oncehub.com/show)

1. **Category selection:** Customers are presented with a list of Booking page categories to choose from.

   * By default, the selection instruction is “Select a category.” You can [edit the instruction](https://help.oncehub.com/scheduleonce/event-types-booking-pages/categories/creating-categories-for-booking-pages-or-event-types/ "Creating categories for Booking pages or Event types") based on what your categories represent.
   * In the example shown below, categories are used to model different product types offered by the Financial services company. The selection instructions are “Select your product interest.”![](https://help.oncehub.com/_astro/1549785283816.CFIUoHCw_1aN4T5.webp)Figure 1: Category selection step

2. **Booking page selection:** Once the Customer has selected a category, they’ll be presented with a list of all Booking pages in the selected category. In this example, the Customer sees Booking pages for Team members that specialize in the chosen product category. ![](https://help.oncehub.com/_astro/1549785516508.GWAogvZa_2dBpz3.webp)Figure 2: Booking page selection step

   Note

   **Note** Booking pages that are not within a category will also be displayed in this step, regardless of which category the Customer selected.

3. **Event type selection:** Next, the Customer will choose an Event type.

4. Finally, the Customer will pick a date and time for the meeting and fill out and submit the [Booking form](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-forms-redirect/introduction-to-booking-form-and-redirect/ "Introduction to the Booking form and redirect section").

The category name will always appear in [User notifications](https://help.oncehub.com/scheduleonce/event-types-booking-pages/user-notifications/communicating-with-users-and-stakeholders/ "Communicating with Users and stakeholders"). The category name will only appear in [Customer notifications](https://help.oncehub.com/scheduleonce/event-types-booking-pages/customer-notifications/introduction-to-customer-notifications/ "The Customer Notifications section") if the Customer went through a category selection step during their booking process.

## Scheduling flow of Master pages with categorized Event types

[Section titled “Scheduling flow of Master pages with categorized Event types”](#scheduling-flow-of-master-pages-with-categorized-event-types)

[Click this link for an interactive demo](https://go.oncehub.com/Tutoring)

1. **Category selection:** Customers are presented with a list of Event type categories.

   * By default, the selection instruction is “Select a category.” You can edit the instructions based on what your categories represent.
   * In the example shown below, categories are used for different languages that are taught at the school. The selection instructions are “Select a language.”![](https://help.oncehub.com/_astro/1549785642191.FWAtL-6i_Z1QkHDk.webp)Figure 3: Category selection step

2. **Event type selection:** Once the Customer has selected a category, they’ll be presented with a list of all the Event types in the selected category. In this example, the Customer sees all courses offered in the selected language.![](https://help.oncehub.com/_astro/1549785670831.BIKDmyAr_Z2ccI9D.webp)Figure 4: Event type selection step

   Note

   **Note**Event types that are not within a category will also be displayed in this step, regardless of which category the Customer selected.

3. Once the Customer has selected an Event type, they’ll continue the scheduling process. In this example, the Customer picks a tutor, selects a time, and fills out the Booking form.

The Category will always appear in [User notifications](https://help.oncehub.com/scheduleonce/event-types-booking-pages/user-notifications/communicating-with-users-and-stakeholders/ "Communicating with Users and stakeholders"). The category will only appear in [Customer notifications](https://help.oncehub.com/scheduleonce/event-types-booking-pages/customer-notifications/introduction-to-customer-notifications/ "The Customer Notifications section") if the Customer went through a Category selection step during their booking process.

## Scheduling flow of Master pages with categorized Booking pages and Event types

[Section titled “Scheduling flow of Master pages with categorized Booking pages and Event types”](#scheduling-flow-of-master-pages-with-categorized-booking-pages-and-event-types)

Master pages with categorized Event types and Booking pages will have two separate category selection steps: one for Booking page categories and one for Event type categories. The order in which the category selection steps is displayed depends on the [Master page scenario](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-page-scenarios/ "Master page scenarios").

Let’s take a look at an example where the chosen scenario is **Event types first**.

1. **Event type category selection:** First, the Customer is presented with a list of Event type categories. After they select an Event type category, they’ll be presented with a list of all the Event types in that category.

2. **Event type selection**: The Customer selects an Event type in that category.

   Note

   **Note**Event types that are not within a category will also be displayed in this step, regardless of which category the Customer selected.

3. **Booking page category selection:** After selecting an Event type, the Customer is presented with a list of Booking page categories. After they select a Booking page category, they’ll be presented with a list of all the Booking pages in that category.

4. **Booking page selection:** The Customer selects a Booking page in that category.

   Note

   **Note**Booking pages that are not within a category will also be displayed in this step, regardless of which category the Customer selected.

5. Finally, they’ll select a date and time, and fill out a Booking form.

# Creating categories for Booking pages or Event types

> You can create categories to organize Event types and Booking pages for you and your Customers. Using categories, you can group your Booking pages and Event ...

You can create categories to organize [Event types](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/introduction-to-event-types/ "Introduction to Event types") and [Booking pages](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages") for you and your Customers. Using categories, you can group your Booking pages and Event types according to your specific scheduling scenarios.

You can choose to use categories exclusively within the Admin interface, in which case they’ll be invisible to Customers. Alternatively, you can make categories visible to Customers, in which case they’ll appear on your Booking pages and [Master pages](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/introduction-to-master-pages/ "Introduction to Master pages").

* When you use categories to organize the Admin interface, you can organize your Event types and Booking pages in a structure that makes it easier to manage department or cross-department roles and ownership in your organization.
* When visible to Customers, categories enable you to model specific scheduling scenarios. You can use categories to organize information so that the Customer experiences a simple decision process.

## Creating a new category

[Section titled “Creating a new category”](#creating-a-new-category)

1. Go to **Booking pages** in the bar on the left.

2. Click on the Action menu (three dots) at the top of the Event types or Booking pages column. Select **New Category** (Figure 1). Alternatively, navigate to the [Overview section of an Event type](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/event-types-overview/ "Event type: Overview section") or a [Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-pages-overview/ "Booking page: Overview section") and click **New** next to the **Category** field.![](https://help.oncehub.com/_astro/screenshot-2022-10-12-112544.DcsurYgx_Z1aiFR0.webp)

   Figure 1: Booking page scheduling setup

3. In the **New Category** pop-up that appears, select the **Visibility** that you want the category to have. You can choose to make the category visible internally and to your Customers, or visible internally only (Figure 2).

   * When you create categories that will be visible on the Customer side, consider which scheduling process you want to implement and how it will impact the Customer experience. Learn more about [Categorized items in Master pages](https://help.oncehub.com/scheduleonce/event-types-booking-pages/categories/categorized-items-in-master-pages/ "The Customer experience of categorized items in Master pages") and [Categorized Event types in Booking pages](https://help.oncehub.com/scheduleonce/event-types-booking-pages/categories/categorized-event-types-in-booking-pages/ "The Customer experience of categorized Event types in Booking pages") ![](https://help.oncehub.com/_astro/1557401121989.DxdtydZV_RK2U6.webp)

     Figure 2: New Category pop-up

4. Enter a **Name** and a **Description** (optional)**.** If you choose to make the category visible to Customers, this is what your Customers will see during the category selection step in the booking process.

   * The **Name** is limited to 45 characters.
   * The **Description** is limited to 2,000 characters.

5. Add an **Image** (optional). This image will be displayed for Customers to see during the category selection step in the booking process.

   * The recommended size is 70x70 pixels and supported formats are JPG, JPEG, PNG, or GIF.
   * The maximum size is 200KB.

6. Click **Save**. The new category is now added to the list.

7. To add Booking pages or Event types to your category, drag and drop Booking pages or Event types into the category (Figure 3). Alternatively, you define the category for each Booking page or Event type in their [Overview section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/event-types-overview/ "Event type: Overview section"). ![](https://help.oncehub.com/_astro/1557401828027.BUbM-r-F_Z2nrmG5.webp)Figure 3: Drag and drop Booking pages into a category

Note

When a Master page includes Event type categories or Booking page categories that are visible to Customers, you can define labels and selection instructions in the [Labels and instructions section](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-pages-labels-and-instructions/ "Master Page: Labels and Instructions section") of the Master page.

# Introduction to categories

> OnceHub gives you the ability to create categories to organize Event types and Booking pages for you and your Customers.

OnceHub gives you the ability to create categories to organize [Event types](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/introduction-to-event-types/ "Introduction to Event types") and [Booking pages](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages") for you and your Customers. Using categories, you can group your Booking pages and Event types according to your specific scheduling scenarios.

You can choose to use categories exclusively within the Admin interface, in which case they’ll be invisible to Customers. Alternatively, you can make categories visible to Customers, in which case they’ll appear on your Booking pages and [Master pages](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/introduction-to-master-pages/ "Introduction to Master pages").

## The User experience

[Section titled “The User experience”](#the-user-experience)

You can use categories to help you organize the Booking pages and Events types listed on the **OnceHub** **setup** page into intuitive and functional groups. By using categories on the backend, you can better manage department or cross-department roles and ownership in your organization. Using categories in conjunction with effective User management allows you to streamline administrative tasks, resulting in greater business efficiency.

[Learn how to create categories for Booking pages and Event types](https://help.oncehub.com/scheduleonce/event-types-booking-pages/categories/creating-categories-for-booking-pages-or-event-types/ "Creating Categories for Booking pages or Event types")

## The Customer experience

[Section titled “The Customer experience”](#the-customer-experience)

Categories that are visible to Customers may appear on your Booking pages and Master pages. Whether they appear, and how they appear, depends on the specific scenario.

* If your Booking page or Master page includes more than one category, there will be a category selection step in the booking process. Customers will see the list of categories and will be required to pick the relevant one. This enables Customers to easily narrow down their selection criteria, creating a more coherent scheduling experience.[ Learn more about the Customer experience when your Booking page includes categories](https://help.oncehub.com/scheduleonce/event-types-booking-pages/categories/categorized-event-types-in-booking-pages/ "The Customer experience of categorized Event types in Booking pages")

  Note

  **Note** If your Master pages include multiple categories, you can customize the category labels and instructions to fit your specific scenario. By default, “Category” is used as the label and “Select a category” as the selection instructions. This text can easily be changed in the [Master page Labels and instructions section](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-pages-labels-and-instructions/ "Master Page: Labels and Instructions section").

* If your Booking page or Master page only includes one category, the category selection step will be skipped.

* If your Booking page or Master page includes both categorized and uncategorized items, uncategorized items will only be displayed after a category. Customers will see the uncategorized items in the following step, regardless of which category was selected. [Learn more about the Customer experience when Your Master page includes categories](https://help.oncehub.com/scheduleonce/event-types-booking-pages/categories/categorized-items-in-master-pages/ "The Customer experience of categorized items in Master pages")

* If your Master page scenario is [Rule-based assignment](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-page-scenario-team-or-panel-page/ "Master page scenario: Rule-based assignment"), categories will not be visible to the Customer.

# Customer Notifications

> Customer Notifications documentation and guides.

[Introduction to the Customer notifications](https://help.oncehub.com/scheduleonce/event-types-booking-pages/customer-notifications/introduction-to-customer-notifications)

[Notifications to Customers](https://help.oncehub.com/scheduleonce/event-types-booking-pages/customer-notifications/notifications-to-customers)

[Customer calendar event options](https://help.oncehub.com/scheduleonce/event-types-booking-pages/customer-notifications/customer-calendar-event-options)

[Customer notification scenarios](https://help.oncehub.com/scheduleonce/event-types-booking-pages/customer-notifications/customer-notification-scenarios)

# Customer calendar event options

> Adding a booking to a Customer's calendar is a critical part in the scheduling process. When the booking is in the Customer's calendar, it's more likely that...

Adding a booking to a Customer’s calendar is a critical part in the scheduling process. When the booking is in the Customer’s calendar, it’s more likely that the Customer will attend the meeting.

In this article, you’ll learn about Customer calendar event options.

## Calendar event details

[Section titled “Calendar event details”](#calendar-event-details)

By default, the calendar event created by OnceHub includes all the details that were collected during the booking process, including [location information](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-pages-location-settings/ "Booking page: Location settings section"), [video conferencing information](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-pages-location-settings/ "Booking page: Location settings section"), and all data collected from the Customer via the [Booking form](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-forms-redirect/collecting-customer-data-with-booking-forms/ "Introduction to Booking forms").

Note

The Owner and Customer always see the same calendar event. It is not possible to have different calendar event content for the Owner and Customer. In addition, the Owner’s connected calendar event and the ICS file will always have identical content.

If you want to add content that is only seen by the Owner, you should add it to the [User notifications](https://help.oncehub.com/scheduleonce/event-types-booking-pages/user-notifications/introduction-to-user-notifications/ "Introduction to User notifications section"). If you want to add content that is only seen by the Customer, add it to the [Customer notifications](https://help.oncehub.com/scheduleonce/event-types-booking-pages/customer-notifications/introduction-to-customer-notifications/ "The Customer notifications section").

## Calendar event scenarios

[Section titled “Calendar event scenarios”](#calendar-event-scenarios)

The calendar event experience for your Customers is determined by your calendar connection and whether you choose to [add the Customer to the calendar event](https://help.oncehub.com/scheduleonce/event-types-booking-pages/customer-notifications/customer-notification-scenarios/ "Customer notification scenarios").

|                                          | **Owner connected to calendar**                                                                           | **Owner not connected to calendar**                                     |
| ---------------------------------------- | --------------------------------------------------------------------------------------------------------- | ----------------------------------------------------------------------- |
| **Add Customer to calendar event**       | The calendar event from the Owner’s connected calendar is automatically added to the Customer’s calendar. | The ICS file includes the Customer’s email as a guest/attendee.         |
| **Don’t add Customer to calendar event** | The calendar event from the Owner’s connected calendar is not added to the Customer’s calendar.           | The ICS file does not include the Customer’s email as a guest/attendee. |

## Calendar events in the Owner’s calendar

[Section titled “Calendar events in the Owner’s calendar”](#calendar-events-in-the-owners-calendar)

Below are examples of the calendar events that are automatically created in the Owner’s connected calendar when a booking is made.

### With the Customer added

[Section titled “With the Customer added”](#with-the-customer-added)

When you add the Customer to the calendar event, the calendar event created in your connected calendar will include the Customer as a guest/attendee. This will prompt your connected calendar to send a calendar invite to your Customer. The invite will automatically add the event to their calendar, whether it’s a [Google Calendar](https://help.oncehub.com/scheduleonce/user-integrations/google-calendar-connection/ "Introduction to Google Calendar connection"), [Office 365 Calendar](https://help.oncehub.com/scheduleonce/user-integrations/ms-office365-calendar-connection/ "Introduction to Office 365 Calendar connection"), [Exchange/Outlook Calendar](https://help.oncehub.com/scheduleonce/user-integrations/exchange-outlook-calendar-connection/ "Introduction to Exchange Calendar connection") , or [iCloud Calendar](https://help.oncehub.com/scheduleonce/user-integrations/icloud-calendar-connection/ "Introduction to iCloud Calendar connection").

### Without the Customer added

[Section titled “Without the Customer added”](#without-the-customer-added)

When you choose not to add the Customer to the calendar event, the calendar event created in your connected calendar will not include the Customer as a guest/attendee. A calendar invite will not be sent to the Customer. This ensures that your calendar event will not be added to the Customer’s calendar under any circumstances.

## The ICS file

[Section titled “The ICS file”](#the-ics-file)

If the Owner is not connected to a calendar, or if the booking is made for a non-OnceHub User, ICS files will be sent to the Owner in the default scheduling confirmation email.

### With the Customer added

[Section titled “With the Customer added”](#with-the-customer-added-1)

When you add the Customer to the calendar event, the ICS calendar file will include the Customer as a guest/attendee. When you open the ICS file and save it to your calendar, your calendar will ask you if you would like to send a Calendar invite to the Customer. This Calendar invite will add the event to the Customer’s calendar, whether it’s a [Google Calendar](https://help.oncehub.com/scheduleonce/user-integrations/google-calendar-connection/ "Introduction to Google Calendar connection"), [Office 365 Calendar](https://help.oncehub.com/scheduleonce/user-integrations/ms-office365-calendar-connection/ "Introduction to Office 365 Calendar connection"), [Exchange/Outlook Calendar](https://help.oncehub.com/scheduleonce/user-integrations/exchange-outlook-calendar-connection/ "Introduction to Exchange Calendar connection") , or [iCloud Calendar](https://help.oncehub.com/scheduleonce/user-integrations/icloud-calendar-connection/ "Introduction to iCloud Calendar connection").

### Without the Customer added

[Section titled “Without the Customer added”](#without-the-customer-added-1)

When you choose not to add the Customer to the calendar event, the ICS calendar file will not include the Customer as a guest/attendee. This ensures that your calendar event will not be added to the Customer’s calendar under any circumstances.

## Time displayed in the calendar invite sent to your Customer

[Section titled “Time displayed in the calendar invite sent to your Customer”](#time-displayed-in-the-calendar-invite-sent-to-your-customer)

The calendar event generated by your connected calendar or your ICS file will adjust its time to the Customer’s calendar time zone. If your Customers are not professional calendar users, and they have not properly set the time zone in their calendar, the calendar event they receive might have the wrong time.

If this becomes a frequent occurrence, you should not add your Customers to the calendar event. This can be adjusted in the [Customer notifications section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/customer-notifications/introduction-to-customer-notifications/ "The Customer notifications section") by unchecking the box marked **Add Customer to calendar event** (Figure 1).

![](https://help.oncehub.com/_astro/1556278954403.D13ZzS60_ZNXDJ1.webp)Figure 1: Calendar event option in the Customer notifications section

When you choose not to add the Customer to the calendar event, the Customer still has a good solution available to them. They can simply add the calendar event on their own from the Scheduling confirmation page or the default scheduling confirmation email that is sent to them. This calendar event for the Customer is set to an absolute time and will always have the correct time regardless of the time zone in the Customer’s calendar.

# Customer notification scenarios

> The Scenarios table below defines the Customer notification scenarios used in the Customer notification section of the Booking page.

The Scenarios table below defines the Customer notification scenarios used in the [Customer notification section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/customer-notifications/introduction-to-customer-notifications/ "The Customer notifications section") of the Booking page. These scenarios are the booking events that can take place during the booking lifecycle. You can choose which scenarios will trigger notifications and if the notifications are sent via email, SMS, or both.

In this article, you’ll learn about the different scenarios for using Customer notifications.

## Location of the Customer notifications section

[Section titled “Location of the Customer notifications section”](#location-of-the-customer-notifications-section)

![](https://help.oncehub.com/_astro/1555661791808.AURc3ib9_kSVgo.webp)Figure 1: The Customer notifications section on an Event type

By default, when your [Booking page is associated with Event types](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/adding-event-types-to-booking-pages/ "Adding Event types to Booking pages"), the Customer notifications section is [located on the Event type](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/introduction-to-event-types/ "Introduction to Event types"). When your [Booking Page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages") is not associated with [Event types](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/introduction-to-event-types/ "Introduction to Event types"), this section is located on the Booking page[](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/introduction-to-event-types/ "Introduction to Event types"). However, your account Administrator can [change the location of this section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/booking-form-and-customer-notifications/ "Event type sections: Location of the Booking form and the Customer notifications sections") to be always on either Booking pages or Event types for the entire account.

[Learn more about the location of the Customer notifications section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/customer-notifications/introduction-to-customer-notifications/ "The Customer notifications section")

## Scenarios

[Section titled “Scenarios”](#scenarios)

| **Notification Scenario**                                                                                                                                                                                                                                                     | **Description**                                                                                                                                                                                                                             |
| ----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| [**Automatic Booking**](https://help.oncehub.com/scheduleonce/event-types-booking-pages/scheduling-options/automatic-booking-or-booking-with-approval/ "Automatic booking or Booking with approval")                                                                          |                                                                                                                                                                                                                                             |
| Booking made by Customer                                                                                                                                                                                                                                                      | Sent to the Customer\* when the Customer makes a booking.                                                                                                                                                                                   |
| [**Booking with approval**](https://help.oncehub.com/scheduleonce/event-types-booking-pages/scheduling-options/automatic-booking-or-booking-with-approval/ "Automatic booking or Booking with approval")                                                                      |                                                                                                                                                                                                                                             |
| Booking request made by Customer                                                                                                                                                                                                                                              | Sent to the Customer\* when the Customer submits a booking request.                                                                                                                                                                         |
| Booking request approved by User                                                                                                                                                                                                                                              | Sent to the Customer\* when a User approves a booking request.                                                                                                                                                                              |
| [**Calendar event**](https://help.oncehub.com/scheduleonce/event-types-booking-pages/customer-notifications/customer-calendar-event-options/ "Customer Calendar Event options")                                                                                               |                                                                                                                                                                                                                                             |
| Calendar event                                                                                                                                                                                                                                                                | The calendar event can include any booking details and can be added to the Owner’s and Customer’s\*\* calendars.                                                                                                                            |
| [**Reminders and follow-ups**](https://help.oncehub.com/scheduleonce/event-types-booking-pages/customer-notifications/notifications-to-customers/ "Notifications to Customers")                                                                                               |                                                                                                                                                                                                                                             |
| First Customer reminder                                                                                                                                                                                                                                                       | Sent to the Customer\* at a predefined time prior to the meeting.                                                                                                                                                                           |
| Second Customer reminder                                                                                                                                                                                                                                                      | Sent to the Customer\* at a predefined time prior to the meeting.                                                                                                                                                                           |
| Third Customer reminder                                                                                                                                                                                                                                                       | Sent to the Customer\* at a predefined time prior to the meeting.                                                                                                                                                                           |
| Follow-up message                                                                                                                                                                                                                                                             | Sent to the Customer\* at a predefined time after the meeting ends. *Note: There is no predefined text in the Default email or SMS template. The note you write for the Follow-up message will be the only text the customer will receive.* |
| [**Booking cancellation**](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/effects-of-cancellation/ "Effect of cancellation")                                                                                                                       |                                                                                                                                                                                                                                             |
| [Booking canceled by Customer](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/customer-cancelreschedule-page/ "The Customer Cancel/Reschedule page")                                                                                               | Sent to the Customer\* when the Customer cancels a booking.                                                                                                                                                                                 |
| [Booking canceled by User](https://help.oncehub.com/scheduleonce/managing-bookings/responding-to-booking-requests/responding-to-booking-requests/user-action-cancelling-booking-request/ "User action: Cancel a booking request and request new times")                       | Sent to the Customer\* when a User cancels a booking.                                                                                                                                                                                       |
| [**Booking reschedule**](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/effects-of-rescheduling/ "Effect of rescheduling")                                                                                                                         |                                                                                                                                                                                                                                             |
| [Booking rescheduled by Customer](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/customer-cancelreschedule-page/ "The Customer Cancel/Reschedule page")                                                                                            | Sent to the Customer\* when the Customer reschedules a booking.                                                                                                                                                                             |
| [Reschedule requested by User](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/user-action-cancelreschedule-for-booking-pages-without-event-types/ "User action: Cancel/request to reschedule without event types")                                 | Sent to the Customer\* when a User sends a reschedule request to the Customer.                                                                                                                                                              |
| [**Booking request cancellation**](https://help.oncehub.com/scheduleonce/managing-bookings/responding-to-booking-requests/responding-to-booking-requests/user-action-cancelling-booking-request/ "User action: Cancel a booking request and request new times")               |                                                                                                                                                                                                                                             |
| [Booking request canceled by Customer](https://help.oncehub.com/scheduleonce/managing-bookings/responding-to-booking-requests/responding-to-booking-requests/customer-action-cancelling-booking-request/ "Customer Action: Cancel a Booking request")                         | Sent to the Customer\* when the Customer cancels a booking request.                                                                                                                                                                         |
| [Booking request canceled by User](https://help.oncehub.com/scheduleonce/managing-bookings/responding-to-booking-requests/responding-to-booking-requests/user-action-cancelling-booking-request/ "User action: Cancel a booking request and request new times")               | Sent to the Customer\* when a User cancels a booking request.                                                                                                                                                                               |
| [**Booking request resubmission**](https://help.oncehub.com/scheduleonce/managing-bookings/responding-to-booking-requests/responding-to-booking-requests/customer-action-resubmit-booking-request/ "Customer Action: Resubmit a Booking request")                             |                                                                                                                                                                                                                                             |
| [Booking request resubmitted by Customer](https://help.oncehub.com/scheduleonce/managing-bookings/responding-to-booking-requests/responding-to-booking-requests/customer-action-resubmit-booking-request/ "Customer Action: Resubmit a Booking request")                      | Sent to the Customer\* when the Customer resubmits a booking request.                                                                                                                                                                       |
| [Booking request resubmission requested by User](https://help.oncehub.com/scheduleonce/managing-bookings/responding-to-booking-requests/responding-to-booking-requests/user-action-cancelling-booking-request/ "User action: Cancel a booking request and request new times") | Sent to the Customer\* when a User asks the Customer to resubmit a booking request.                                                                                                                                                         |
| **Other notifications**                                                                                                                                                                                                                                                       |                                                                                                                                                                                                                                             |
| [Manual refund issued by User](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/manual-refunds-via-oncehub/ "Manual refund via ScheduleOnce")                                                                                             | Sent to the Customer\* when the User issues a refund via OnceHub.                                                                                                                                                                           |

\* If the Customer invites additional guests to the meeting via the [Customer guests](https://help.oncehub.com/scheduleonce/recommended-configuration/multiple-attendee-scenarios/can-customers-invite-guests-to-booking/ "Can Customers Invite Guests to a Booking?") feature, those guests will be CCed in these email notifications, but will not receive any SMS notifications.

\*\* If the Customer invites additional guests to the meeting via the [Customer guests](https://help.oncehub.com/scheduleonce/recommended-configuration/multiple-attendee-scenarios/can-customers-invite-guests-to-booking/ "Can Customers Invite Guests to a Booking?") feature, those guests will be added as attendees to the calendar event, and receive all subsequent event updates.

# Introduction to the Customer notifications

> The Customer notifications section is where you set which notification scenarios will trigger email notifications, SMS notifications, or both to be sent to y...

The Customer notifications section is where you set which notification scenarios will trigger email notifications, [SMS notifications](https://help.oncehub.com/scheduleonce/insights-operations/profile-management/introduction-to-sms-notifications/ "Introduction to SMS notifications"), or both to be sent to your Customers. Examples of notification scenarios include: scheduling confirmations, event reminders, event follow-ups, [cancellations](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/introduction-to-canceling-and-rescheduling/ "Introduction to canceling and rescheduling"), and [rescheduled bookings](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/introduction-to-canceling-and-rescheduling/ "Introduction to canceling and rescheduling").

## Location of the Customer notifications section

[Section titled “Location of the Customer notifications section”](#location-of-the-customer-notifications-section)

By default, when your [Booking page is associated with Event types](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/adding-event-types-to-booking-pages/ "Adding Event types to Booking pages"), the Customer notifications section is [located on the Event type](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/introduction-to-event-types/ "Introduction to Event types"). When your [Booking Page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages") is not associated with [Event types](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/introduction-to-event-types/ "Introduction to Event types"), this section is located on the Booking page. However, your account Administrator can [change the location of this section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/booking-form-and-customer-notifications/ "Event type sections: Location of the Booking form and the Customer notifications sections") to be always on either Booking pages or Event types for the entire account.

* For Booking pages **associated** with Event types, go to **Booking pages** in the bar on the left → select the relevant **Event type → Customer notifications** section (Figure 1). ![](https://help.oncehub.com/_astro/1555661791808.AURc3ib9_kSVgo.webp)

  Figure 1: Customer notifications section on Event type

* For Booking pages **not associated** with Event types, go to go to **Booking pages** in the bar on the left → select the relevant **Booking page →** **Customer notifications** section (Figure 2). ![](https://help.oncehub.com/_astro/1555671780223.CYYeK1Ca_2keMFa.webp)

  Figure 2: Customer notifications section on Booking page

## Configuring notifications

[Section titled “Configuring notifications”](#configuring-notifications)

Notification scenarios are booking events that will trigger an email or SMS notification to be sent to the Customer. [Learn more about the different Customer notification scenarios and when they apply](https://help.oncehub.com/scheduleonce/event-types-booking-pages/customer-notifications/customer-notification-scenarios/ "Customer notification scenarios")

Note

Not all scenarios apply to every situation. For example, the [Booking request made by Customer](https://help.oncehub.com/scheduleonce/managing-bookings/responding-to-booking-requests/responding-to-booking-requests/scheduling-and-responding-to-booking-requests/ "Scheduling and responding to booking requests") scenario triggers a notification to the Customer when the Customer makes a Booking request. However, this scenario only applies to Booking pages that use [Booking with approval mode](https://help.oncehub.com/scheduleonce/event-types-booking-pages/scheduling-options/automatic-booking-or-booking-with-approval/ "Automatic booking or Booking with approval").

## Selecting a delivery method: Email or SMS

[Section titled “Selecting a delivery method: Email or SMS”](#selecting-a-delivery-method-email-or-sms)

You can send an email notification or [SMS notification](https://help.oncehub.com/scheduleonce/insights-operations/profile-management/introduction-to-sms-notifications/ "Introduction to SMS notifications") for each Notification scenario, such as the Automatic booking scenario (Figure 3).

![](https://help.oncehub.com/_astro/1555670044715.B2KQijt__Z20Jk5t.webp)Figure 3: Email notification and SMS notification selected

The exception is the [Calendar event](https://help.oncehub.com/scheduleonce/event-types-booking-pages/customer-notifications/customer-calendar-event-options/ "Customer Calendar Event options") scenario, which has no SMS notification option (Figure 4).

![](https://help.oncehub.com/_astro/1555670112483.C17-2Q9f_ZpylBe.webp)Figure 4: Calendar event notification option

## Reminders and follow-ups

[Section titled “Reminders and follow-ups”](#reminders-and-follow-ups)

You can send up to three Customer reminders before a meeting. You can choose to send a reminder from between 5 minutes to 30 days before the meeting time (Figure 5). By default, email notifications are checked for all three Customer reminders.

![](https://help.oncehub.com/_astro/1555668611886.C3SA5E9L_Z1dt519.webp)Figure 5: Customer reminder optionsYou can also send a follow-up message after the meeting. By default, the follow-up message options are unchecked. No follow-up messages will be sent unless you select them. You can choose to send a follow-up message from between 5 minutes to 30 days after a booking (Figure 6).

**![](https://help.oncehub.com/_astro/1555667228795.LXIGVGYq_1CkCEp.webp)Figure 6: Follow-up message option**

Note

We recommend sending SMS notifications in addition to email notifications. SMS notifications usually short, whereas the notification emails contain all of the important booking information that your Customer will need.

You can create [Custom SMS templates](https://help.oncehub.com/scheduleonce/customization-branding/notification-templates-editor/how-to-create-custom-email-or-sms-template/ "How to create a Custom email or SMS template") that include more information, but the messages will be longer.

## Adding personal notes to emails

[Section titled “Adding personal notes to emails”](#adding-personal-notes-to-emails)

If you use Default templates, the majority of the content in email notifications and SMS notifications is fixed and cannot be changed. However, you can add a short note to some of the notification emails to make the message more personal and to help the Customer prepare for the upcoming meeting.

For example, if you’re a tax consultant, you might want to add a note to your booking confirmation and reminder notifications that says, “Please remember to bring your income statement and bank details to our meeting.”

The length of the note is limited to 10,000 characters. A note can be added by clicking the **Add note in Default template** link under the **Template** drop-down menu (Figure 7).

![](https://help.oncehub.com/_astro/1555671099875.DOL6ZfDM_Zxdh4W.webp)Figure 7: Add a note to your notification email

### Adding notes to confirmation emails

[Section titled “Adding notes to confirmation emails”](#adding-notes-to-confirmation-emails)

You can add a note to the confirmation emails that are sent in the following notification scenarios:

* Booking made by Customer
* Booking request approved by User
* The Calendar event

These three notification scenarios share the same note. If you write a note for one of these emails, it’s automatically added to the other two notification emails. Any edits you make in one are also automatically applied to the other two.

### Adding notes to reminders

[Section titled “Adding notes to reminders”](#adding-notes-to-reminders)

A separate note can be written for Customer email reminders. The email reminders share the same note. If you write a note for one email reminder, it’s automatically added to the other email reminders. Any edits you make to one reminder note are automatically applied to the other reminders.

### Creating a follow-up email or SMS notification

[Section titled “Creating a follow-up email or SMS notification”](#creating-a-follow-up-email-or-sms-notification)

For the follow-up message option, there’s no pre-written text in the Default email template or SMS template. If you want to send a follow-up message to your Customer, you’ll need to write your own text by clicking the **Add a note in Default template** link (Figure 8).

![](https://help.oncehub.com/_astro/1555671005149.BxkVUAOb_ZQu0.webp)Figure 8: Add a note to your follow-up message

## Customizing your notifications further

[Section titled “Customizing your notifications further”](#customizing-your-notifications-further)

If you need further customization of your email notifications and SMS notifications, you can use [Custom templates](https://help.oncehub.com/scheduleonce/customization-branding/notification-templates-editor/how-to-create-custom-email-or-sms-template/ "How to create a Custom email or SMS template"). Custom templates give you the utmost flexibility over the content, allowing you to insert images, use any text you want, and add hyperlinks.

The templates you create are available as choices via the drop-down menu in the **Template** column (Figure 9). [Learn more about custom template editors](https://help.oncehub.com/scheduleonce/customization-branding/notification-templates-editor/introduction-to-notification-templates-editor/ "Introduction to the Notification Templates Editor")

![](https://help.oncehub.com/_astro/1547722868842.Cxkva8gN_Z1pImYr.webp)Figure 9: Choosing a custom template

## Setting the time for reminder and follow-up notifications

[Section titled “Setting the time for reminder and follow-up notifications”](#setting-the-time-for-reminder-and-follow-up-notifications)

You can send up to three reminders before a meeting and a follow-up message after the meeting. Reminders can be sent up to 30 days in advance and the follow-up message can be sent up to 30 days after your meeting is over. You can choose the timing of the reminders and follow-ups by using the drop-down menus (Figure 10).

![](https://help.oncehub.com/_astro/1555671408604.B0ov9d0A_Zi0ryX.webp)Figure 10: Timing option menus

It’s important to think about the best notification timeline for your target audience and how they would like to receive reminders. For example, you may want to send an email notification a week before the meeting time, an email and SMS the day before, and an SMS ten minutes before.

Sending SMS reminders in addition to email reminders gives your Customers additional reminder channels and makes them less likely to miss your meeting. [Learn more about sending SMS notifications to your Customers](https://help.oncehub.com/scheduleonce/event-types-booking-pages/sms-notifications/sending-sms-notifications-to-customers/ "Sending SMS notifications to Customers")

# Notifications to Customers

> When you're scheduling bookings, there are many instances where you might want to send an email or an SMS to your Customer.

When you’re scheduling bookings, there are many instances where you might want to send an email or an SMS to your Customer. There are several events on your Customer’s journey to making a booking. OnceHub allows you to pick and choose which events your Customers are notified about and which delivery method to use.

For example, you might want to send your Customer an email when a booking is confirmed and an SMS reminder a day before the meeting. The Customer notification settings can be different for every Booking page or Event type. You can set up Customer notifications in a few simple steps.

## Templates

[Section titled “Templates”](#templates)

You can use our Default templates or create your own. The Default email and SMS templates use text created by OnceHub which provides your Customer with all the important meeting information such as meeting time and location.

1. You can add the Booking page image to all default Customer notification emails except for the **Booking request canceled by Customer** email notification. Including the Team Member’s image allows you to engage with your Customers on a more personal level.

   Note

   **Note** This option is enabled by default for all Booking pages created after December 20th 2015. For Booking pages created before December 20th 2015, you can enable this option in the [Booking page Public content section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-pages-public-content/ "Booking page: Public content section").

2. You can add notes to the Customer’s default confirmation email and reminder email templates without changing the rest of the message content (Figure 1). This is done in the [Customer notifications section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/customer-notifications/introduction-to-customer-notifications/ "The Customer Notifications section"). ![](https://help.oncehub.com/_astro/1556175399574.LHxadLRk_Z1Xy3Xi.webp)

   Figure 1: Add a note to a Default template

3. If you want to customize the text or the appearance of your email and SMS messages to your customers, you can create your own templates in the [Notification templates editor](https://help.oncehub.com/scheduleonce/customization-branding/notification-templates-editor/introduction-to-notification-templates-editor/ "Introduction to the Notification templates editor"). You can access the editor by going to **Booking pages** in the bar on the left → **Notification templates editor** in the bar on the left.

## Notification scenarios and delivery methods

[Section titled “Notification scenarios and delivery methods”](#notification-scenarios-and-delivery-methods)

You can choose the notifications scenarios and delivery methods that suit your needs. The [Customer notifications section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/customer-notifications/introduction-to-customer-notifications/ "The Customer notifications section") lists all of the possible notification scenarios that can take place throughout the booking lifecycle. Here are the options that you can select:

* **Scenarios:** Events that can occur during a booking lifecycle.
* **Delivery method:** Email, SMS, or both.
* **Template:** You can choose the Default template or a custom one you created.

When your [Booking page is associated with Event types](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/adding-event-types-to-booking-pages/ "Adding Event types to Booking pages"), the Customer notifications section is [located on the Event type](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/introduction-to-event-types/ "Introduction to Event types"). When your [Booking Page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages") is not associated with [Event types](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/introduction-to-event-types/ "Introduction to Event types"), this section is located on the Booking page[](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/introduction-to-event-types/ "Introduction to Event types").

[Learn more about the location of the Customer notifications section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/customer-notifications/introduction-to-customer-notifications/ "The Customer notifications section")

Note

If a Customer invites additional guests to the meeting via the [Customer guests](https://help.oncehub.com/scheduleonce/recommended-configuration/multiple-attendee-scenarios/can-customers-invite-guests-to-booking/ "Can Customers Invite Guests to a Booking?") feature, those guests will be CCed in all email notifications, but will not receive any SMS notifications.

## Collecting a mobile number from the Customer

[Section titled “Collecting a mobile number from the Customer”](#collecting-a-mobile-number-from-the-customer)

If you want to send SMS alerts to your Customer, you’ll need to collect a mobile number via the Booking form. To do this, you’ll need to add the **Customer mobile phone** [system field](https://help.oncehub.com/scheduleonce/customization-branding/booking-forms-editor/fields-library/ "The Fields library") to the Booking form used in your Booking page. Booking forms are created and edited in the [Booking forms editor](https://help.oncehub.com/scheduleonce/customization-branding/booking-forms-editor/introduction-to-booking-forms-editor/ "Introduction to the Booking forms editor"). Go to **Booking pages** in the bar on the left → **Booking forms editor** in the bar on the left.

[Learn more about creating a Booking form](https://help.oncehub.com/scheduleonce/customization-branding/booking-forms-editor/creating-and-editing-booking-form/ "Creating a Booking form")

Note

If a Customer does not provide a mobile number or types it incorrectly, SMS notifications will not be delivered.

# Event Types

> Event Types documentation and guides.

[Event Types Overview](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/event-types-overview)

[Introduction to Event types](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/introduction-to-event-types)

[Creating an Event type](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/creating-an-event-type)

[Duplicating an Event type](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/duplicating-an-event-type)

[Public content](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/public-content)

[Booking form and Customer notifications](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/booking-form-and-customer-notifications)

[Payment and rescheduling](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/payment-and-rescheduling)

[Payment and rescheduling: payment is collected](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/payment-and-rescheduling-payment-is-collected)

[Payment and rescheduling: price is displayed](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/payment-and-rescheduling-price-is-displayed)

[Payment and rescheduling: price is not displayed](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/payment-and-rescheduling-price-is-not-displayed)

# Booking form and Customer notifications

> You can change the location of the Booking form and redirect section and the Customer notifications section to be within either the Booking page or the Event...

You can change the location of the [Booking form and redirect](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-forms-redirect/introduction-to-booking-form-and-redirect/ "Introduction to the Booking form and redirect section") section and the [Customer notifications](https://help.oncehub.com/scheduleonce/event-types-booking-pages/customer-notifications/introduction-to-customer-notifications/ "The Customer notifications section") section to be within either the [Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages") or the [Event type](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/introduction-to-event-types/ "Introduction to Event types").

In this article, you’ll learn about the options for customizing the location of the Booking form and Customer notificiations section.

## Customizing the location of the Booking form and Customer notifications section

[Section titled “Customizing the location of the Booking form and Customer notifications section”](#customizing-the-location-of-the-booking-form-and-customer-notifications-section)

1. Go to **Booking pages** in the bar on the left.

2. Click the action menu (3 dots) of the Event types section (Figure 1). ![](https://help.oncehub.com/_astro/screen-shot-2020-02-07-at-25820-pm.CZ0k5V8__Z2jwEds.webp)

   Figure 1: Event types action menu

3. In the drop-down menu, click **Event type sections**.

4. In the pop-up (Figure 2), you can select where you want the **Customer notifications section** and the **Booking form and redirect section** to be managed. ![](https://help.oncehub.com/_astro/1552668964539.B90qWgxH_1KbOaQ.webp)

   Figure 2: Event types sections popup

5. Click **Save**.

The option to customize the location means that Booking forms and Customer notifications can vary either by Booking page or by Event type. This additional flexibility enables better modeling of advanced scheduling scenarios and provides a better scheduling experience for your Customers.

[Booking forms](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-forms-redirect/collecting-customer-data-with-booking-forms/ "Introduction to Booking forms") allow you to collect more information from your Customers when they make a booking. The information collected will be available from the [Activity stream](https://help.oncehub.com/scheduleonce/managing-bookings/analytics/activity-stream-viewing-activities/ "Introduction to the ScheduleOnce Activity stream"), Calendar events, and in all email communication to you and your Customers. Note that the [Automatic redirect](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-forms-redirect/automatic-redirect/ "Automatic redirect") feature is also located in the **Booking form and redirect** section.

[Customer notifications](https://help.oncehub.com/scheduleonce/event-types-booking-pages/customer-notifications/introduction-to-customer-notifications/ "The Customer notifications section") are automatic email notifications and SMS notifications sent to your Customers throughout the scheduling process. Customer notifications include scheduling confirmation, reminders, and follow-ups.

## Option 1: Managing both sections on Event types

[Section titled “Option 1: Managing both sections on Event types”](#option-1-managing-both-sections-on-event-types)

This solution is a great option for accounts that need to centralize the management of Customer notifications and Booking forms by Event types. This is the default location when [Booking pages are associated with Event types](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/adding-event-types-to-booking-pages/ "Adding Event types to Booking pages") (recommended).

For example, consider a multi-user account with multiple members providing coaching services in various locations. The Users can standardize and localize the online booking experience by managing Customer notifications and Booking forms at the Event type level.

## Option 2: Managing both sections on Booking pages

[Section titled “Option 2: Managing both sections on Booking pages”](#option-2-managing-both-sections-on-booking-pages)

This solution is a great option for accounts with multiple Users who need to customize the online booking experience for each individual User. This is the default location when Booking pages **are not associated** with Event types.

For example, external experts or consultants providing independent services can customize Customer notifications and Booking forms on their respective Booking pages. In this case, the Master page is used as a portal for the independent experts or consultants.

## Option 3: Managing the Booking form and redirect section on Booking pages and the Customer notifications section on Event types

[Section titled “Option 3: Managing the Booking form and redirect section on Booking pages and the Customer notifications section on Event types”](#option-3-managing-the-booking-form-and-redirect-section-on-booking-pages-and-the-customer-notifications-section-on-event-types)

In this case, you want to standardize Customer notifications at the Event type level and independently manage Booking forms on your Booking pages. This allows each Booking page Owner to tailor the details for their own Booking form while keeping a consistent tone for all of your Customer notifications.

## Option 4: Managing the Booking form and redirect section on Event types and the Customer notifications section on Booking pages

[Section titled “Option 4: Managing the Booking form and redirect section on Event types and the Customer notifications section on Booking pages”](#option-4-managing-the-booking-form-and-redirect-section-on-event-types-and-the-customer-notifications-section-on-booking-pages)

In this case, you want to standardize Booking forms at the Event type level and manage the Customer notifications independently on your Booking pages. This keeps a consistent tone for your Booking forms while allowing Users to provide different Customer notification scenarios depending on the Booking page.

# Creating an Event type

> An Event type defines a type of meeting offered to Customers. Creating new Event types is easy, and you can create as many as you need.

An [Event type](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/introduction-to-event-types/ "Introduction to Event types") defines a type of meeting offered to Customers. Creating new Event types is easy, and you can create as many as you need. You can create a new Event type from scratch or [duplicate an existing Event type](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/duplicating-an-event-type/ "Duplicating an Event type") to copy all your settings.

In this article, you’ll learn how to create a new Event type.

## Requirements

[Section titled “Requirements”](#requirements)

To create Event types, you must be a OnceHub Administrator.

## Creating an Event type

[Section titled “Creating an Event type”](#creating-an-event-type)

1. Go to **Booking pages** in the bar on the left.

2. Click the Plus button ![](https://help.oncehub.com/_astro/1549027629360.B4BKlJvK_2wtq95.webp) in the **Event types** pane. Another way to create a new Event type is by [duplicating an existing one](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/duplicating-an-event-type/ "Duplicating an Event type") that is similar to the one you’re creating.

3. The **New Event type** pop-up appears (Figure 1). ![](https://help.oncehub.com/_astro/1549027629782.D9vPBNjM_Z168lRK.webp)Figure 1: New Event type pop-up

4. Define the properties for your Event type:

   * **Public name:** The Public name is visible to Customers as the meeting type title. It can be changed in the [Public content section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/public-content/ "Event types: Public content section") later.
   * **Image or icon (optional):** You may add an icon or image that will be visible to Customers. It can be changed in the [Public content section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/public-content/ "Event types: Public content section") later.
   * Additional properties will be available after clicking **Save & Edit**.

5. Click **Save & Edit**. You will be redirected to the [Event type Overview section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/event-types-overview/ "Event type: Overview Section") to continue editing your settings.

# Duplicating an Event type

> Duplicating Booking pages or Event types can save precious time for you when you're setting up and maintaining your OnceHub app.

Duplicating [Booking pages](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages") or [Event types](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/introduction-to-event-types/ "Introduction to Event types") can save precious time for you when you’re setting up and maintaining your OnceHub app. Duplication instantly clones all the settings associated with Event types, including images.

In this article, you’ll learn how to duplicate an Event type.

## Duplicating Event types

[Section titled “Duplicating Event types”](#duplicating-event-types)

To duplicate an Event type, follow these steps:

1. Go to **Booking pages** in the bar on the left.

2. Click the action menu (3 dots) of the relevant Event type (Figure 1). ![](https://help.oncehub.com/_astro/screen-shot-2020-02-07-at-25504-pm.B_XxF886_1GPEWe.webp)

   Figure 1: Individual Event type action menu

3. Select **Duplicate**.

4. In the new window, enter a **Public name** and add an image if desired.

5. Once you click the **Save** button, you’re brought to the duplicated Event type settings.

## Duplication rules

[Section titled “Duplication rules”](#duplication-rules)

* Only Administrators have the permission to create or duplicate Event types.
* A new Event type inherits all settings from the source Event type.
* Association of Event types with Booking pages is **not** duplicated.
* Inclusion in Master pages is **not** duplicated.
* A new Event type appears just above its source Event type on the **Booking page scheduling** **setup** page, and under the same category.

# Event Types Overview

> The Event type Overview section summarizes the main properties of a specific Event type. It includes the main settings, associated Booking pages, Users who p...

The Event type Overview section summarizes the main properties of a specific [Event type.](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/introduction-to-event-types/ "Introduction to Event types") It includes the main settings, associated [Booking pages](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages"), Users who provide the Event type, and [Master pages](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/introduction-to-master-pages/ "Introduction to Master Pages") it is offered through.

To switch between **Overview** sections of different Event types without returning to **Booking pages setup**, use the shortcut dropdown in the top right corner (Figure 1).

![](https://help.oncehub.com/_astro/event-overview.wiXbYlK__1Gttp2.webp)Figure 1: Event type Overview section

## Main settings

[Section titled “Main settings”](#main-settings)

* **Duration:** The duration of the slot allocated for each booking. [Learn more about Time slot display](https://help.oncehub.com/scheduleonce/event-types-booking-pages/timeslot-settings/time-slot-display/ "Time slot display")
* **Price:** Each Event type may show a price. Users can [collect payment via OnceHub](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/payment-integration-throughout-booking-lifecycle/ "Payment integration throughout the booking lifecycle"), show a price only, or show no price.
* **Mode:** Select from between Automatic booking mode and Booking with approval mode. [Learn more about Scheduling options](https://help.oncehub.com/scheduleonce/event-types-booking-pages/scheduling-options/introduction-to-scheduling-options/ "Introduction to the Scheduling Options Section")
* **Category:** Categories organize Event types for you and your Customers. [Learn more about Categories](https://help.oncehub.com/scheduleonce/event-types-booking-pages/categories/introduction-to-categories/ "Introduction to Categories")

## Associated Booking pages

[Section titled “Associated Booking pages”](#associated-booking-pages)

Use this list to review [Booking pages associated with this Event type](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/adding-event-types-to-booking-pages/ "Adding Event types to Booking pages") (Figure 2). Click on the Booking pages here to navigate to any that you would like to edit.

![](https://help.oncehub.com/_astro/1551787349585.Xt1T1tzp_ZsTG5b.webp)Figure 2: Associated Booking pages

[Event types](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/introduction-to-event-types/ "Introduction to Event types") are a powerful tool to standardize the meeting types that will be offered on different [Booking pages](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages"). [Create one or more Event types](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/creating-an-event-type/ "Creating an Event type") with specific meeting requirements, then associate them with one or more Booking pages by going to the [Event types section of the Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/adding-event-types-to-booking-pages/ "Adding Event types to Booking pages").

## Users that provide the Event type

[Section titled “Users that provide the Event type”](#users-that-provide-the-event-type)

Use this list to review [Users](https://help.oncehub.com/account-administration/user-management/user-management-and-seats/ "Introduction to User management") that provide this Event type (Figure 3). Event types are indirectly related to Users through Booking pages. As mentioned above, Event types can be associated with Booking pages. In turn, each [Booking page has an Owner](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-page-ownership/ "Booking page ownership") who is the User who will be accepting the bookings. When the [Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages") is associated with one or more Event types, the User who owns the Booking page will be providing these Event types.

![](https://help.oncehub.com/_astro/1551787712791.Dps6lMg5_9IxLH.webp)Figure 3: Users that provide the Event type

To set up this relationship, you need to do the following steps:

1. Associate Event types with a Booking page in the [Event types section of the Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/adding-event-types-to-booking-pages/ "Adding Event types to Booking pages").
2. Set that Booking page to be owned by the User in the [Overview section of the Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-pages-overview/ "Booking page: Overview section").

## Master pages that offer the Event type

[Section titled “Master pages that offer the Event type”](#master-pages-that-offer-the-event-type)

Use this list to review Master pages that offer this Event type (Figure 4). Navigate to any of them that you would like to edit. [Master pages](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/introduction-to-master-pages/ "Introduction to Master Pages") provide a single point of access to several Booking pages, and may offer different [Event types](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/introduction-to-event-types/ "Introduction to Event types").

![](https://help.oncehub.com/_astro/1551788863043.D-jbH9Sm_1Ge9c8.webp)Figure 4: Master pages that offer the Event type

Event types can be directly or indirectly linked to a Master page, depending on the [Master page’s scenario](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-page-scenarios/ "Master page scenarios"). If you’re using a [Rule-based assignment](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-page-scenario-team-or-panel-page/ "Rule-Based Assignment") Master page with [Dynamic rules](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/assignment-with-team-or-panel-pages/ "Rule-Based Assignment: Dynamic Rules"), the relationship is direct. You can select Event types to associate with your Master page.

In all other scenarios, the relationship is indirect. Which Event types are offered in your Master page is determined by the Booking pages included in your Master page. The Event types associated with those Booking pages will be offered in your Master page.

### To set up this relationship using Rule-based assignment with [Booking pages only](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/booking-pages-only-without-event-types/ "Rule-Based Assignment: Static Rules"), [Event types first](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/event-types-first-booking-pages-second/ "Event types first (Booking pages second)"), or [Booking pages first](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/booking-pages-first-event-types-second/ "Booking pages first (Event types second)")

[Section titled “To set up this relationship using Rule-based assignment with Booking pages only, Event types first, or Booking pages first”](#to-set-up-this-relationship-using-rule-based-assignment-with-booking-pages-only-event-types-first-or-booking-pages-first)

1. In the Event types section of each Booking page, choose Event types to associate with the Booking page.
2. Set up your Master page with one of the following scenarios: [Event types first](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/event-types-first-booking-pages-second/ "Event types first (Booking pages second)"), [Booking pages first](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/booking-pages-first-event-types-second/ "Booking pages first (Event types second)"), or [Rule-based assignment](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-page-scenario-team-or-panel-page/ "Rule-Based Assignment").
3. In the [Assignment section of your Master page](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-pages-event-types-and-assignment/ "Master Page: Assignment section"), include these Booking pages in the Master page.

### To set up this relationship using Rule-based assignment with [Dynamic rules](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/assignment-with-team-or-panel-pages/ "Rule-Based Assignment: Dynamic Rules")

[Section titled “To set up this relationship using Rule-based assignment with Dynamic rules”](#to-set-up-this-relationship-using-rule-based-assignment-with-dynamic-rules)

1. Set up your Master page with Rule-based assignment.
2. In the [Assignment section of the Master page](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-pages-event-types-and-assignment/ "Master Page: Assignment section"), in the **Rule types** step select **Dynamic rules**.
3. In the **Event-based rules** step, add rules with the Event types you would like to offer in your Master page.

Tip

If you would like to [generate one-time links](https://help.oncehub.com/scheduleonce/sharing-publishing/general-one-time-links/using-one-time-links/ "Using one-time links with your Master page") which are good for one booking only, you should use a Master page using [Rule-based assignment](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-page-scenario-team-or-panel-page/ "Master page scenario: Rule-based assignment") with [Dynamic rules](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/assignment-with-team-or-panel-pages/ "Rule-based assignment: Dynamic rules").

One-time links eliminate any chance of unwanted repeat bookings. A Customer who receives the link will only be able to use it for the intended booking and will not have access to your underlying [Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages"). One-time links [can be personalized](https://help.oncehub.com/scheduleonce/sharing-publishing/personalized-links/using-personalized-links/ "Using Personalized links"), allowing the Customer to pick a time and schedule without having to fill out the [Booking form](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-forms-redirect/collecting-customer-data-with-booking-forms/ "Collecting Customer data with Booking forms"). [Learn more about one-time links](https://help.oncehub.com/scheduleonce/sharing-publishing/general-one-time-links/using-one-time-links/ "Using one-time links with your Master page")

# Introduction to Event types

> Event types represent the different services you offer. You can create several different meeting types, and each can have a different duration, price, and ot...

Event types represent the different services you offer. You can create several different meeting types, and each can have a different duration, price, and other properties which you can define. Event types can be [associated with Booking pages](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/adding-event-types-to-booking-pages/ "Adding Event types to Booking pages") or [included on Master pages](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-pages-event-types-and-assignment/ "Offering Event types through a Master page") to create unique scheduling scenarios that suit you.

For example, let’s say you are an accountant who holds three types of meetings: a free 15-minute discovery session, a 60-minute tax return preparation session with a fee of $100, and a 90-minute financial planning session with a fee of $150. You can create each meeting type as an Event type and set a different duration and price for each meeting. Customers who go to your Booking page will choose which Event type they need, pay accordingly, and your time will be blocked respectively.

## Event type sections

[Section titled “Event type sections”](#event-type-sections)

When your Booking pages are associated with Event types (recommended), the following sections are located on the Event type by default:

* [Scheduling options](https://help.oncehub.com/scheduleonce/event-types-booking-pages/scheduling-options/introduction-to-scheduling-options/ "Introduction to the Scheduling options section"): Select the options that correspond to the scheduling scenario that you require.
* [Time slot settings](https://help.oncehub.com/scheduleonce/event-types-booking-pages/timeslot-settings/introduction-to-time-slot-settings/ "Introduction to Time Slot Settings"): Select how time slots are displayed to Customers and set limits on your available time.
* [Booking form and redirect](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-forms-redirect/introduction-to-booking-form-and-redirect/ "Introduction to the Booking form and redirect section"): Select the settings of the form that Customers will fill out when they make a booking with you. If you would prefer for this section to be related to the Booking page, you can change its location. [See below for more details](#event-type-sections)
* [Customer notifications](https://help.oncehub.com/scheduleonce/event-types-booking-pages/customer-notifications/introduction-to-customer-notifications/ "The Customer notifications section"): Select which notifications you want to send to Customers and the timing of reminder and follow-up notifications. If you prefer this section to be related to the Booking page, you can change its location. [See below for more details](#event-type-sections)
* [Payment and cancel/reschedule policy](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/payment-and-rescheduling/ "Event type: Payment and cancel/reschedule policy section"): Set the payment and pricing settings and the time frame in which your Customers can cancel or reschedule bookings. When using [Payment integration](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/payment-integration-throughout-booking-lifecycle/ "Payment integration throughout the booking lifecycle"), you can collect payment via OnceHub and process [refunds via OnceHub](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/customizing-refund-settings/ "Customizing refund settings").
* [Public content](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/public-content/ "Event types: Public content section"): Manage all the information that is available to your Customers when they book an appointment.

## Booking form and Customer notifications sections

[Section titled “Booking form and Customer notifications sections”](#booking-form-and-customer-notifications-sections)

When you work with Event types, you have the option to define whether the Booking form and Customer notifications sections will be related to the Event type or the Booking page.

The [location of the Booking form and redirect section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/booking-form-and-customer-notifications/ "Location of the Booking form and the Customer notifications sections") depends on whether or not your [Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages") has any [Event types](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/introduction-to-event-types/ "Introduction to Event types") associated with it.

* For [Booking pages associated with Event types](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/adding-event-types-to-booking-pages/ "Adding Event types to Booking pages"), go to **Booking pages →** select the relevant **Event type → Booking form and redirect** section.
* For Booking pages **not associated** with Event types, go to **Booking pages →** select the relevant **Booking page →** **Booking form and redirect** section.

You can change the location of the **Booking form and redirect** section and **Customer notification** section to be located on the Booking page or the Event type. To set the location, go to **Booking pages →** **Event types** pane → action menu (three dots) → **Event type sections**. [Learn more about Event type sections](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/booking-form-and-customer-notifications/ "Location of the Booking form and the Customer notifications sections")

Managing these settings by the Event type ensures that all Customers booking a specific Event type will be asked to provide the same information and receive the same notifications, no matter which Booking page the appointment is related to. If you prefer these settings to be related to the Booking page, each Booking page owner can determine the Booking form and notifications that Customers booking on that page will encounter, regardless of the Event type booked.

It’s important to decide where you want the Booking form and Customer notifications sections to be located prior to creating Event types. To decide which setup is right for you, consider your scenario and how you want to collect information.

[Learn more about the location of the Booking form and Customer notifications sections](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/booking-form-and-customer-notifications/ "Event type sections") and the impact it has on your scheduling scenario.

## Availability and location

[Section titled “Availability and location”](#availability-and-location)

When you’re thinking about your scheduling scenario, it is important to keep in mind that the [Recurring availability](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-pages-recurring-availability/ "Booking Page: Recurring Availability section"), [Date-specific availability](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-pages-date-specific-availability/ "Booking Page: Date-specific availability section"), and [**Conferencing / Location**](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-pages-location-settings/ "Booking page: Conferencing / Location section") sections are always located on the [Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages") and not on Event types.

If you want to offer meetings in different locations or some meetings at a particular time, you will need to offer them on different Booking pages. These Booking pages can be combined into a [Master page](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/introduction-to-master-pages/ "Introduction to Master Pages") to provide a single point-of-access for your Customers. [Learn more about using Booking pages for multiple meeting types](https://help.oncehub.com/scheduleonce/recommended-configuration/single-user-scenarios/using-booking-pages-for-multiple-meeting-types/ "Multiple meeting types – Using Booking pages")

Event types and Booking pages can also be combined to offer your Customers range of meeting types at several locations and times to create the right scenario for your organization. [Learn more about using both Event types and Booking pages for multiple meeting types](https://help.oncehub.com/scheduleonce/recommended-configuration/single-user-scenarios/supporting-different-locations-or-times/ "Multiple meeting types – Using both Event types and Booking pages")

# Payment and rescheduling

> OnceHub enables you to specify when your Customers can cancel or reschedule a booking. The cancel/reschedule policy only affects your Customers.

OnceHub enables you to specify when your Customers can cancel or reschedule a booking. The cancel/reschedule policy only affects your Customers. They can cancel or reschedule on the [Customer Cancel/reschedule page](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/customer-cancelreschedule-page/ "The Customer Cancel/Reschedule page"). Users are not subject to the Cancel/reschedule policy and they can cancel or reschedule at any time from the [Activity stream](https://help.oncehub.com/scheduleonce/managing-bookings/analytics/activity-stream-viewing-activities/ "Introduction to the Activity Stream").

When you use [Payment integration](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/oncehub-connector-for-paypal/ "The ScheduleOnce connector for PayPal"), you can charge a reschedule fee or automatically process refunds when Customers reschedule or cancel bookings. The policy settings will vary based on the payment option that you choose.

## Location of the Payment and cancel/reschedule policy section

[Section titled “Location of the Payment and cancel/reschedule policy section”](#location-of-the-payment-and-cancelreschedule-policy-section)

To edit the Payment and cancel/reschedule policy for your Event type, go to **Booking pages →** select the relevant Event type → **Payment and cancel/reschedule policy** (Figure 1).

![](https://help.oncehub.com/_astro/payments-and-reschedule.CUqwehmv_Z4CO5k.webp)Figure 1: Payment and cancel/reschedule policy section

## Payment collection options

[Section titled “Payment collection options”](#payment-collection-options)

### Do not display a price

[Section titled “Do not display a price”](#do-not-display-a-price)

When you choose not to display a price, you define the timeframe during which Customers are permitted to cancel or reschedule a booking. You can also customize the policy description visible to Customers on the Cancel/reschedule page. [Learn more about the Cancel/reschedule policy when not displaying a price](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/payment-and-rescheduling-price-is-not-displayed/ "Event type: Payment and cancel/reschedule policy when a price is not displayed")

### Display a price but do not collect payment via OnceHub

[Section titled “Display a price but do not collect payment via OnceHub”](#display-a-price-but-do-not-collect-payment-via-oncehub)

When you choose to display a price but do not collect payment via OnceHub, you set the price for your Event type but collect payment and process refunds manually (not via OnceHub).

You can customize the policy description to include the refund amount your Customers will receive if they cancel, or the reschedule fee they’ll be charged if they reschedule. All payment transactions will be handled manually and not via OnceHub. [Learn more about displaying a price and not collecting payment via OnceHub](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/payment-and-rescheduling-price-is-displayed/ "Event type: Payment and cancel/reschedule policy when a price is displayed")

### Display a price and collect payment via OnceHub

[Section titled “Display a price and collect payment via OnceHub”](#display-a-price-and-collect-payment-via-oncehub)

In order to display a price and collect payment via OnceHub, your OnceHub account must be [connected to PayPal](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/payment-integration-throughout-booking-lifecycle/ "Payment integration throughout the booking lifecycle"). When you choose this option, payments are collected automatically when Customers schedule or reschedule a booking.

Depending on your [Refund settings](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/customizing-refund-settings/ "Customizing refund settings"), you can also enable OnceHub to automatically process refunds when Customers cancel a booking. This allows you to streamline your payment and refund processes and provide a seamless customer experience. [Learn more about displaying a price and collecting payment via OnceHub](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/payment-and-rescheduling-payment-is-collected/ "Event type: Payment and cancel/reschedule policy when payment is collected via OnceHub")

# Payment and rescheduling: payment is collected

> When you display a price for your Event type and collect payment via OnceHub, your OnceHub app is connected to PayPal and payments are collected automaticall...

When you display a price for your [Event type](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/introduction-to-event-types/ "Introduction to Event types") and [collect payment via OnceHub](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/oncehub-connector-for-paypal/ "The ScheduleOnce connector for PayPal"), your OnceHub app is [connected to PayPal](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/connecting-oncehub-to-paypal/ "Connecting ScheduleOnce to PayPal") and payments are collected automatically when Customers schedule or reschedule a booking.

Depending on your [Refund settings](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/customizing-refund-settings/ "Customizing refund settings"), you can also enable OnceHub to automatically process refunds when Customers cancel a booking. This allows you to streamline your payment and refund processes and provide a seamless Customer experience.

In the **Payment and cancel/reschedule policy** section, you can automate the payment and refund processes that occur on the Customer Cancel/reschedule page. You can define the price the Customer pays for a booking and the refund amount that the Customer will receive if they cancel. You can also define the reschedule fee they will be charged if they reschedule.

In this article, you’ll learn how to configure the Customer Cancel/reschedule policy when you display a price for your Event types and collect payment via OnceHub.

## Customer Cancel/reschedule policy rules

[Section titled “Customer Cancel/reschedule policy rules”](#customer-cancelreschedule-policy-rules)

The following rules apply to the Customer Cancel/reschedule policy:

* The Cancel/reschedule policy only affects your Customers. Users are not subject to the policy and they can cancel or reschedule at any time from the [Activity stream](https://help.oncehub.com/scheduleonce/managing-bookings/analytics/activity-stream-viewing-activities/ "Introduction to the Activity Stream").
* The Customer can always access the Customer cancel/reschedule link in [Default email and calendar invite templates](https://help.oncehub.com/scheduleonce/customization-branding/notification-templates-editor/should-i-use-default-or-custom-template/ "Should I use a Default or Custom Template?"), regardless of the Cancel/reschedule policy. The policy will be reflected on the [Customer Cancel/reschedule page](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/customer-cancelreschedule-page/ "The Customer Cancel/Reschedule page") that the Customer accesses via the Cancel/reschedule link. The policy will always reflect the settings that were saved at the time of the initial booking.
* When you use [Payment integration](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/oncehub-connector-for-paypal/ "The ScheduleOnce connector for PayPal"), [Booking with approval](https://help.oncehub.com/scheduleonce/event-types-booking-pages/scheduling-options/automatic-booking-or-booking-with-approval/ "Automatic booking or Booking with approval") mode is not possible. You must work in [Automatic booking mode](https://help.oncehub.com/scheduleonce/event-types-booking-pages/scheduling-options/automatic-booking-or-booking-with-approval/ "Automatic booking or Booking with approval")[. Learn more about conflicting settings when using Payment integration](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/conflicting-settings/ "Conflicting settings when using Payment integration")

## Requirements

[Section titled “Requirements”](#requirements)

To configure the Customer Cancel/reschedule policy for your Event types, you must:

* Be a OnceHub Administrator.
* Have [an active connection to your PayPal account](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/connecting-oncehub-to-paypal/ "Connecting ScheduleOnce to PayPal").
* Work in [Automatic booking mode](https://help.oncehub.com/scheduleonce/event-types-booking-pages/scheduling-options/automatic-booking-or-booking-with-approval/ "Automatic booking or Booking with approval").

## Configuring the Customer Cancellation and Reschedule policy

[Section titled “Configuring the Customer Cancellation and Reschedule policy”](#configuring-the-customer-cancellation-and-reschedule-policy)

Note

When you work with [Session packages](https://help.oncehub.com/scheduleonce/event-types-booking-pages/scheduling-options/session-packages/ "Session packages"), Customers can cancel each session independently and each session is subject to the Cancellation policy. In the **Payment and cancel/reschedule policy** section, you set the package price and the refund amount that Customers will receive if they cancel each session independently.

1. Go to **Booking pages** in the bar on the left.

2. In the **Event types** section, click on the Event type you want to edit.

3. Click the **Payment and cancel/reschedule policy** section (Figure 1). ![Figure 1: Payment and cancel/reschedule policy](https://help.oncehub.com/_astro/screen-shot-2020-02-07-at-24328-pm.B4tHhnFZ_R7zB0.webp)

   Figure 1: Payment and cancel/reschedule policy

4. In the **Payment and pricing** step, select **Display a price and collect payment via OnceHub** (Figure 2). ![](https://help.oncehub.com/_astro/1552664683685.Biudf6WO_Z2aHkvO.webp)

   Figure 2: Payment and pricing step

5. In the **Cancellation policy** step (Figure 3), select your preferred option using the drop-down menu. ![](https://help.oncehub.com/_astro/1552665027350.DK6BAN9P_qMx8c.webp)Figure 2: Cancellation policy

   * **Any time before the meeting**: This means that Customers can cancel right before the scheduled meeting time. This can be a matter of minutes before the meeting. You can set the refund amount that the Customer will receive if they cancel the booking. Note that you can process refunds automatically via OnceHub if you set your [Refund settings](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/customizing-refund-settings/ "Customizing refund settings") to **Automatic Enable manual and automatic processing of refunds via OnceHub**.
   * **Up to a certain time before the meeting**: In this case, you can select how long before the scheduled meeting time that the Customer can cancel. The possible values range from 15 minutes to 14 days. You can set the refund amount that the Customer will receive if they cancel the booking before and after the milestone. Note that you can process refunds automatically via OnceHub if you set your [Refund settings](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/customizing-refund-settings/ "Customizing refund settings") to **Automatic Enable manual and automatic processing of refunds via OnceHub**.
   * **Never**: In this case, the Customer will never be able to cancel the booking.

6. In the **Cancellation policy** step, you can also define the **Policy description** that is visible to Customers on the [Customer Cancel/reschedule page](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/customer-cancelreschedule-page/ "The Customer Cancel/Reschedule page"). By default, OnceHub generates an automatic text based on your selection. You can decide to use your own custom text instead if you want to customize the cancellation policy description.

7. Finally, in the **Cancellation policy** step you can also choose to ask your Customers to give you a **cancellation reason** (see Figure 4). This question will be displayed on the [Customer Cancel/reschedule page](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/customer-cancelreschedule-page/ "The Customer Cancel/Reschedule page"). You can choose to make the cancellation reason **Mandatory**, **Optional**, or choose not to display the field at all by selecting **Don’t ask**. ![](https://help.oncehub.com/_astro/1552662242699.DG5bW4Xa_Z8C7eH.webp)Figure 4: Customer cancellation reason

8. In the **Reschedule policy** step (Figure 5), you can select the following options using the drop-down menu. ![](https://help.oncehub.com/_astro/1552665492068.BnzU5KDS_Z1XADB0.webp)Figure 5: Reschedule policy

   * **Any time before the meeting**: This means that Customers can reschedule right before the scheduled meeting time. This can be a matter of minutes before the meeting. You can set the Reschedule fee that you will collect automatically if the Customer reschedules the booking.

   * **Up to a certain time before the meeting**: In this case, you can select how long before the scheduled meeting time the Customer can reschedule. Values range from 15 minutes to 14 days. You can set the Reschedule fee that you will collect automatically if the Customer reschedules the booking before or after the milestone.

   * **Never**: In this case, the Customer will never be able to reschedule the booking.

     Note

     **Note**When you work with [Session packages](https://help.oncehub.com/scheduleonce/event-types-booking-pages/scheduling-options/session-packages/ "Session packages"), Customers can reschedule each session independently and each session is subject to the Reschedule policy. In the **Payment and cancel/reschedule policy** section, you set the package price and the reschedule fee that Customers will be required to pay if they reschedule each session independently.

9. In the **Reschedule policy** step, you can also define the **Reschedule policy description** that is visible to Customers on the [Customer Cancel/reschedule page](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/customer-cancelreschedule-page/ "The Customer Cancel/Reschedule page"). By default, OnceHub generates an automatic text based on your selection. You can decide to use your own custom text instead if you want to customize the Customer reschedule policy description.

10. Finally, in the **Reschedule policy** step (Figure 6) you can also choose to ask your Customers to give you a **reschedule reason**. This question will be displayed on the [Customer Cancel/reschedule page](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/customer-cancelreschedule-page/ "The Customer Cancel/Reschedule page"). You can choose to make the cancellation reason **Mandatory**, **Optional**, or choose not to display the field at all by selecting **Don’t ask**. ![](https://help.oncehub.com/_astro/1552662424672.CrqZzzCq_Zw2Owf.webp)

    Figure 6: Customer reschedule reason

Congratulations! You’ve now set the Customer cancellation and Reschedule policy that is displayed on the Cancel/reschedule page for your Event type when you display a price and collect payment via OnceHub.

# Payment and rescheduling: price is displayed

> Booking pages enables you to specify when your Customers can cancel or reschedule a booking.

Booking pages enables you to specify when your Customers can cancel or reschedule a booking.

In this article, you’ll learn how to configure the Customer Cancellation policy and Reschedule policy when you display a price for your Event type, but do not collect payment via OnceHub .

## Displaying a price but not collecting payment via OnceHub

[Section titled “Displaying a price but not collecting payment via OnceHub”](#displaying-a-price-but-not-collecting-payment-via-oncehub)

When you display a price for your Event type but do not collect payment via OnceHub, you set the price for your Event type, but collect payment and process refunds manually (not via OnceHub).

You can also customize the cancellation and reschedule policy description displayed to Customers to include the refund amount they will receive if they cancel, or the reschedule fee they will be charged if they reschedule.

Customers should be informed that all payment transactions will be handled manually and not via OnceHub.

Note

You have the option to collect payment via OnceHub and automate your cancellation and reschedule policy. [Learn more about collecting payment via OnceHub](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/payment-and-rescheduling-payment-is-collected/ "Event type: Payment and cancel/reschedule policy when payment is collected via ScheduleOnce")

## Customer Cancel/reschedule policy rules

[Section titled “Customer Cancel/reschedule policy rules”](#customer-cancelreschedule-policy-rules)

The following rules apply to the Customer Cancel/reschedule policy:

* The Cancellation and Reschedule policy only affects your Customers. Users are not subject to the policy and can cancel or reschedule at any time from the [Activity stream](https://help.oncehub.com/scheduleonce/managing-bookings/analytics/activity-stream-viewing-activities/ "Introduction to the Activity Stream").
* Your Customers can always access the Customer cancel/reschedule link in [default email and calendar invite templates](https://help.oncehub.com/scheduleonce/customization-branding/notification-templates-editor/should-i-use-default-or-custom-template/ "Should I use a Default or Custom Template?"), regardless of the Cancel/reschedule policy. Your customized policy will be reflected on the [Customer Cancel/reschedule page](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/customer-cancelreschedule-page/ "The Customer Cancel/Reschedule page") that the Customer accesses via the cancel/reschedule link. The policy will always reflect the settings that were saved at the time of the initial booking.
* If you are working in [Booking with approval mode](https://help.oncehub.com/scheduleonce/event-types-booking-pages/scheduling-options/automatic-booking-or-booking-with-approval/ "Automatic booking or Booking with approval"), the Customer Cancel/reschedule policy does not apply to booking requests. However, it will apply to scheduled or rescheduled bookings.

## Configuring the Customer Cancellation and Reschedule policy

[Section titled “Configuring the Customer Cancellation and Reschedule policy”](#configuring-the-customer-cancellation-and-reschedule-policy)

1. Go to **Setup** -> **OnceHub** **setup** in the top navigation bar.

2. In the **Event types** section, click on the Event type you want to edit.

3. Click the **Payment and cancel/reschedule policy** section (Figure 1). ![Figure 1: Payment and cancel/reschedule policy](https://help.oncehub.com/_astro/screen-shot-2020-02-07-at-24328-pm.B4tHhnFZ_R7zB0.webp)

   Figure 1: Payment and cancel/reschedule policy

4. In the **Payment and pricing** step, select **Display a price but do not collect payment via** **OnceHub** (Figure 2).![](https://help.oncehub.com/_astro/1552661196268.BLUFQ7tI_Z1vUblD.webp)

   Figure 2: Payment and pricing

5. In the **Cancellation policy** step (Figure 3), select your preferred option.![](https://help.oncehub.com/_astro/1552661549944.yIMzvy4T_ZN1KnR.webp)

   Figure 3: Cancellation policy

   * **Any time before the meeting**: This means that Customers can cancel at any time before the scheduled meeting time. This can be a matter of minutes before the meeting. You can inform Customers of the refund amount they will receive if they cancel the booking. Note that refunds will not be processed automatically via OnceHub.

   * **Up until a certain time before the meeting**: In this case, you can select how long before the scheduled meeting time the Customer can cancel. The possible values range from 15 minutes to 14 days. You can inform Customers of the refund amount they will receive if they cancel the booking before and after the milestone. Note that refunds will not be processed automatically via OnceHub.

   * **Never**: In this case, the Customer will never be able to cancel the booking.

     Note

     **Note** When you work with [Session packages](https://help.oncehub.com/scheduleonce/event-types-booking-pages/scheduling-options/session-packages/ "Session packages"), Customers can cancel each session independently and each session is subject to the Cancellation policy. In the **Payment and cancel/reschedule policy** section, you set the package price and the refund amount that Customers will receive if they cancel each session independently.

6. In the **Cancellation policy** step, you can define the **Policy description** that is visible to Customers on the Customer Cancel/reschedule page. By default, OnceHub generates an automatic text based on your selection. You can decide to use a custom text instead if you want to customize the Customer cancellation policy description.

7. Finally, in the **Cancellation policy** step you can also choose to ask your Customers to give you a **cancellation reason** (see Figure 4). This question will be displayed on the [Customer Cancel/reschedule page](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/customer-cancelreschedule-page/ "The Customer Cancel/Reschedule page"). You can choose to make the cancellation reason **Mandatory**, **Optional**, or choose not to display the field at all by selecting **Don’t ask**.![](https://help.oncehub.com/_astro/1552662092549.Dg8_w1jd_1q6lDE.webp)Figure 4: Customer cancellation reason

8. In the **Reschedule policy** step (Figure 5), you can select the following options. ![](https://help.oncehub.com/_astro/1552661779301.BDbTlcgy_Z1gkw6s.webp)Figure 5: Reschedule policy

   * **Any time before the meeting**: This means that Customers can reschedule any time before the scheduled meeting time. This can be a matter of minutes before the meeting. You can inform Customers that they will be charged a reschedule fee if they reschedule the booking. Note that payments are not collected automatically via OnceHub.

   * **Up until a certain time before the meeting**: In this case, you can select how long before the scheduled meeting time the Customer can reschedule. The possible values range from 15 minutes to 14 days. You can inform Customers that they will be charged a reschedule fee if they reschedule the booking before or after the milestone. Note that payments are not collected automatically via OnceHub.

   * **Never**: In this case, the Customer will never be able to reschedule the booking.

     Note

     **Note**When you work with [Session packages](https://help.oncehub.com/scheduleonce/event-types-booking-pages/scheduling-options/session-packages/ "Session packages"), Customers can reschedule each session independently and each session is subject to the Reschedule policy. In the **Payment and cancel/reschedule policy** section, you set the package price and the reschedule fee that Customers will be required to pay offline if they reschedule each session independently.

9. Define the **Reschedule policy description** that is visible to Customers on the [Customer Cancel/reschedule page](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/customer-cancelreschedule-page/ "The Customer Cancel/Reschedule page"). By default, OnceHub generates an automatic text based on your selection. You use a custom text instead if you want to customize the Customer reschedule policy description.

10. Finally, in the **Reschedule policy** step you can also choose to ask your Customers to give you a reschedule reason. This question will be displayed on the [Customer Cancel/reschedule page](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/customer-cancelreschedule-page/ "The Customer Cancel/Reschedule page"). You can choose to make the cancellation reason **Mandatory**, **Optional**, or choose not to display the field at all by selecting **Don’t ask**.![](https://help.oncehub.com/_astro/1552662424672.CrqZzzCq_Zw2Owf.webp)

    Figure 6: Customer reschedule reason

Congratulations! You’ve now set the Customer Cancel/reschedule policy that is displayed on the Cancel/reschedule page for your Event type.

# Payment and rescheduling: price is not displayed

> You can specify when your Customers can cancel or reschedule a booking.

You can specify when your Customers can cancel or reschedule a booking.

In this article, you’ll learn how to configure the Customer Cancellation policy and Reschedule policy when you do not display a price for your Event type.

## Customer Cancel/reschedule policy rules

[Section titled “Customer Cancel/reschedule policy rules”](#customer-cancelreschedule-policy-rules)

The following rules apply to the Customer Cancel/reschedule policy:

* The Cancellation and Reschedule policy only affects your Customers. Users are not subject to the policy and they can cancel or reschedule at any time from the [Activity stream](https://help.oncehub.com/scheduleonce/managing-bookings/analytics/activity-stream-viewing-activities/ "Introduction to the Activity Stream").
* The Customer can always access the Customer cancel/reschedule link in [Default email and calendar invite templates](https://help.oncehub.com/scheduleonce/customization-branding/notification-templates-editor/should-i-use-default-or-custom-template/ "Should I use a Default or Custom Template?"), regardless of the Cancel/reschedule policy. The policy will be reflected on the [Customer Cancel/reschedule page](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/customer-cancelreschedule-page/ "The Customer Cancel/Reschedule page") that the Customer accesses via the Cancel/reschedule link. The policy will always reflect the settings that were saved at the time of the initial booking.
* If you’re working in [Booking with approval](https://help.oncehub.com/scheduleonce/event-types-booking-pages/scheduling-options/automatic-booking-or-booking-with-approval/ "Automatic booking or Booking with approval") mode, the Customer Cancel/reschedule policy does not apply to booking requests. However, it will apply to scheduled or rescheduled bookings.

## Configuring the Customer Cancel/reschedule policy

[Section titled “Configuring the Customer Cancel/reschedule policy”](#configuring-the-customer-cancelreschedule-policy)

1. Go to **Booking pages** in the bar on the left. .

2. In the **Event types** section, click on the Event type you want to edit.

3. Click the **Payment and cancel/reschedule policy** section (Figure 1). ![Figure 1: Payment and cancel/reschedule policy](https://help.oncehub.com/_astro/screenshot-2022-10-10-161631.ChgjvSgc_VXFYP.webp)

   Figure 1: Payment and cancel/reschedule policy

4. In the **Payment and pricing** step, select **Do not display a price** (Figure 2). ![](https://help.oncehub.com/_astro/1552661314671.DKY3UVAu_I8Jzj.webp)

   Figure 2: Payment and pricing step

5. In the **Cancellation policy** step (Figure 3), select your preferred option. ![](https://help.oncehub.com/_astro/1552661493781._MUyIMLJ_Z1FXHgz.webp)Figure 3: Cancellation policy

   * **Any time before the meeting**: This means that Customers can cancel right before the scheduled meeting time. This can be a matter of minutes before the meeting.

   * **Up to a certain time before the meeting**: In this case, you can select how long before the scheduled meeting time that the Customer can cancel. The possible values range from 15 minutes to 14 days.

   * **Never**: In this case, the Customer will never be able to cancel the booking.

     Note

     **Note**When you work with [Session packages](https://help.oncehub.com/scheduleonce/event-types-booking-pages/scheduling-options/session-packages/ "Session packages"), Customers can cancel each session independently and each session is subject to the Cancellation policy.

6. In the **Cancellation policy** step, you can also define the **Policy description** that is visible to Customers on the [Customer Cancel/reschedule page](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/customer-cancelreschedule-page/ "The Customer Cancel/Reschedule page"). By default, OnceHub generates an automatic text based on your selection. You can decide to use your own custom text instead if you want to customize the cancellation policy description.

7. Finally, in the **Cancellation policy** step you can also choose to ask your Customers to give you a **cancellation reason** (see Figure 4). This question will be displayed on the [Customer Cancel/reschedule page](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/customer-cancelreschedule-page/ "The Customer Cancel/Reschedule page"). You can choose to make the cancellation reason **Mandatory**, **Optional**, or choose not to display the field at all by selecting **Don’t ask**. ![](https://help.oncehub.com/_astro/1552662242699.DG5bW4Xa_Z8C7eH.webp)Figure 4: Customer cancellation reason

8. In the **Reschedule policy** step (Figure 5), you can select the following options. ![](https://help.oncehub.com/_astro/1552661826566.B_4o0rdx_Z2n3i4I.webp)Figure 5: Reschedule policy

   * **Any time before the meeting**: This means that Customers can reschedule right before the scheduled meeting time. This can be a matter of minutes before the meeting.

   * **Up to a certain time before the meeting**: In this case, you can select how long before the scheduled meeting time that the Customer can reschedule. The possible values range from 15 minutes to 14 days.

   * **Never**: In this case, the Customer will never be able to reschedule the booking.

     Note

     **Note**When working with [Session packages](https://help.oncehub.com/scheduleonce/event-types-booking-pages/scheduling-options/session-packages/ "Session packages"), Customers can reschedule each session independently and each session is subject to the Reschedule policy.

9. In the **Reschedule policy** step, you can also define the **Reschedule policy description** that is visible to Customers on the [Customer Cancel/reschedule page](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/customer-cancelreschedule-page/ "The Customer Cancel/Reschedule page"). By default, OnceHub generates an automatic text based on your selection. You can decide to use a custom text instead if you want to customize the Customer reschedule policy description.

10. Finally, in the **Reschedule policy** step (Figure 6) you can also choose to ask your Customers to give you a **reschedule reason**. This question will be displayed on the [Customer Cancel/reschedule page](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/customer-cancelreschedule-page/ "The Customer Cancel/Reschedule page"). You can choose to make the cancellation reason **Mandatory**, **Optional**, or choose not to display the field at all by selecting **Don’t ask**. ![](https://help.oncehub.com/_astro/1552662424672.CrqZzzCq_Zw2Owf.webp)Figure 6: Customer reschedule reason

Congratulations! You’ve now set the Customer Cancel/reschedule policy that is displayed on the Cancel/reschedule page for your Event type.

# Public content

> The Public content section includes all the information that is available to your Customers when they book with you online.

The Public content section includes all the information that is available to your Customers when they book with you online.

## Location of the Public content section

[Section titled “Location of the Public content section”](#location-of-the-public-content-section)

![Figure 1: The Public content section](https://help.oncehub.com/_astro/1548074317217.Bg2lgY6E_Z19ASpi.webp)Figure 1: Public content section

## Event type image

[Section titled “Event type image”](#event-type-image)

Upload an image in JPG, PNG or GIF format (max 200KB). It will be cropped or scaled to a 200 x 200 pixels rectangle as part of the upload process.

## Event type name

[Section titled “Event type name”](#event-type-name)

You can use up to 75 characters, including spaces.

## Event type description

[Section titled “Event type description”](#event-type-description)

You can enter up to 2,000 characters, including spaces.

The Event type description allows you to include HTML links.

For instance, adding this code in the Public content session:

![](https://help.oncehub.com/_astro/screen-shot-2020-06-18-at-115137-am.DIXV4T7Y_Z48V9T.webp)Figure 2: HTML link in the Event type description

Note

Do not create a line break after **\<a** at the start of the code. In the above graphic, it wraps to the next line automatically due to spacing. However, your entry should not have any extra line breaks.

…results in this link shown on the customer end:

![](https://help.oncehub.com/_astro/screen-shot-2020-06-18-at-115440-am.BCb327Ye_WF6cB.webp)Figure 3: Event type description including HTML link

# Scheduling Options

> Scheduling Options documentation and guides.

[Introduction to the Scheduling options](https://help.oncehub.com/scheduleonce/event-types-booking-pages/scheduling-options/introduction-to-scheduling-options)

[Location of the Scheduling options](https://help.oncehub.com/scheduleonce/event-types-booking-pages/scheduling-options/location-of-scheduling-options)

[One-on-one or Group sessions](https://help.oncehub.com/scheduleonce/event-types-booking-pages/scheduling-options/one-on-one-or-group-sessions)

[Conflicting settings when using Group sessions](https://help.oncehub.com/scheduleonce/event-types-booking-pages/scheduling-options/conflicting-settings-when-using-group-sessions)

[Session packages](https://help.oncehub.com/scheduleonce/event-types-booking-pages/scheduling-options/session-packages)

[Conflicting settings when using Session packages](https://help.oncehub.com/scheduleonce/event-types-booking-pages/scheduling-options/conflicting-settings-when-using-session-packages)

[Automatic booking or Booking with approval](https://help.oncehub.com/scheduleonce/event-types-booking-pages/scheduling-options/automatic-booking-or-booking-with-approval)

# Automatic booking or Booking with approval

> When you work in Automatic booking mode, the Customer makes a booking and it's automatically created in your calendar with no further action required.

When you work in Automatic booking mode, the Customer makes a booking and it’s automatically created in your calendar with no further action required. [See a demo](https://go.oncehub.com/dana)

In Booking with approval mode, you get to review and approve each booking request before it’s scheduled. [See a demo](https://go.oncehub.com/kyle)

In this article, you’ll learn about the two different modes and when to use them.

## Automatic Booking Mode

[Section titled “Automatic Booking Mode”](#automatic-booking-mode)

### When should I use Automatic booking?

[Section titled “When should I use Automatic booking?”](#when-should-i-use-automatic-booking)

It’s good to use Automatic booking mode when you’re scheduling the same type of appointments, such as customer appointments, advisory sessions, or interviews. Automatic booking saves you a great deal of time, as everything happens automatically and your calendar just fills up with appointments.

Note

When you’re you haven’t connected a calendar and a Customer makes a booking, it’s automatically created in the [Activity stream](https://help.oncehub.com/scheduleonce/managing-bookings/analytics/activity-stream-viewing-activities/ "Introduction to the Activity Stream") and a [scheduling confirmation](https://help.oncehub.com/scheduleonce/event-types-booking-pages/customer-notifications/introduction-to-customer-notifications/ "The Customer Notifications section") is sent to all relevant Users. You can manually add the event to your calendar directly from the confirmation email.

### Working with single sessions or session packages

[Section titled “Working with single sessions or session packages”](#working-with-single-sessions-or-session-packages)

The booking can be for a single session or for [multiple sessions](https://help.oncehub.com/scheduleonce/event-types-booking-pages/scheduling-options/session-packages/ "Session packages"). You can select the exact number of sessions by going to **Booking pages** in the bar on the left **→** click relevant Booking page → [**Scheduling options**](https://help.oncehub.com/scheduleonce/event-types-booking-pages/scheduling-options/introduction-to-scheduling-options/ "Introduction to the Scheduling options section") section and using the **Single or multiple sessions** option. For example, if the Customer must book 10 sessions, they will not be able to submit 9 or 11 sessions. [Learn more about Session packages](https://help.oncehub.com/scheduleonce/event-types-booking-pages/scheduling-options/session-packages/ "Session packages")

Note

If your Booking page is associated with Event types (recommended), the **Scheduling options** section will be located under each Event type.

### ****Meeting duration and meeting increments

[Section titled “ Meeting duration and meeting increments”](#-meeting-duration-and-meeting-increments)

When you work in Automatic booking mode, all time settings are in 5-minute increments. This means an appointment can be as short as 5 minutes. In contrast, when using Booking with approval, you are limited to 15-minute increments.

## Booking with approval mode

[Section titled “Booking with approval mode”](#booking-with-approval-mode)

To set Booking with approval mode, go to **Booking pages** in the bar on the left **→** click your Booking page → [Scheduling options](https://help.oncehub.com/scheduleonce/event-types-booking-pages/scheduling-options/introduction-to-scheduling-options/ "Introduction to the Scheduling options section") section.

Note

If your Booking page is associated with Event types, the **Scheduling options** section will be set at the Event type level. [Learn more](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/introduction-to-event-types/)

When you select Booking with approval mode, you set the number of times your Customers must suggest. The more times you ask your Customers to suggest, the more flexibility you’ll have when you pick the final time. Once a Customer submits their booking, you’ll be notified to review the suggested times and [approve the booking request](https://help.oncehub.com/scheduleonce/managing-bookings/responding-to-booking-requests/responding-to-booking-requests/scheduling-and-responding-to-booking-requests/ "Scheduling and Responding to Booking Requests"). Booking with approval mode works in 15-minute increments. If you need shorter increments, Automatic booking works in 5-minute increments.

Booking with approval mode is available in all plans. It differs from Automatic booking mode, where scheduling happens automatically.

Note

When a Customer selects a few times on your Booking page, these requested times will not block your availability yet, since they have not been scheduled. When you approve the final time, it will become busy time and block your availability during that time slot.

When there’s a high degree of variability in your schedule, Booking with approval mode gives you the control over the time that you select for the booking. It’s good to use this mode in the following cases:

* When you want to approve each request before it’s scheduled.
* When you don’t have many meeting requests.
* When you have a high degree of variability in the types of your meeting requests.

# Conflicting settings when using Group sessions

> Group sessions can cause settings conflicts if your booking page is set up to create bookings in more than one calendar and retrieve busy time from the same ...

Group sessions can cause settings conflicts if your booking page is set up to create bookings in more than one calendar and retrieve busy time from the same calendars.

In the following scenarios, it is impossible to use the [Group sessions setting](https://help.oncehub.com/scheduleonce/recommended-configuration/multiple-attendee-scenarios/using-group-sessions-with-connected-calendar/ "Group sessions (number of bookings per slot)").

* [Booking conditional on a single resource](https://help.oncehub.com/scheduleonce/recommended-configuration/multi-user-scenarios/booking-conditional-on-availability-of-single-resource/ "Booking conditional on the availability of a single resource")**:** The booking page retrieves busy time from the Owner’s calendar and the resource’s calendar, and automatically adds the Calendar event to the Owner’s calendar and the resource’s calendar.
* [Booking conditional on multiple resources](https://help.oncehub.com/scheduleonce/recommended-configuration/multi-user-scenarios/booking-conditional-on-availability-of-one-of-several-resources/ "Booking conditional on the availability of one of several resources")**:** The Booking page retrieves busy time from the Owner’s calendar and one of the resources’ calendars, and automatically adds the Calendar event to the Owner’s calendar and the assigned resource’s calendar.
* [Buffer time](https://help.oncehub.com/scheduleonce/event-types-booking-pages/timeslot-settings/introduction-to-time-slot-settings/ "Introduction to Time slot settings"): When scheduling a group session, the buffer time setting for all events on the connected calendar will not be taken into account.

So, what should you do if you need to use Group sessions with the above scenarios?

1. If possible, select to not retrieve busy time from the additional booking calendars.
2. Use your group session Event types with a Booking page which retrieves busy time from your main booking calendar only so that the limitation will not apply.
3. Use a Booking page without Event types and set it to retrieve busy time from your main booking calendar only so that the limitation will not apply.

## Group sessions and the number of bookings per day or per week

[Section titled “Group sessions and the number of bookings per day or per week”](#group-sessions-and-the-number-of-bookings-per-day-or-per-week)

Group sessions cannot be used with the setting that limits the [number of bookings per day or the number of bookings per week](https://help.oncehub.com/scheduleonce/event-types-booking-pages/timeslot-settings/limiting-number-of-bookings/ "Limiting the number of bookings per day or per week") defined in the [Time slot settings](https://help.oncehub.com/scheduleonce/event-types-booking-pages/timeslot-settings/introduction-to-time-slot-settings/ "Introduction to Time slot settings") of the relevant Booking page or Event type. The limitation on the number of bookings per day or the number of bookings per week can cause slots to be partly filled and introduces a high level of complexity which can cause unnecessary confusion.

# Conflicting settings when using Session packages

> Session packages are not compatible with the following configuration settings and vice versa:

Session packages are not compatible with the following configuration settings and vice versa:

## Limitation on the number of bookings per day or per week

[Section titled “Limitation on the number of bookings per day or per week ”](#limitation-on-the-number-of-bookings-per-day-or-per-week-)

If you have defined any limitation on the number of bookings per day or week in the [Time slot settings](https://help.oncehub.com/scheduleonce/event-types-booking-pages/timeslot-settings/introduction-to-time-slot-settings/ "Introduction to Time slot settings") of the Booking page, you cannot offer session packages through that Booking page. This is due to the fact that the limitation on the number of bookings per day or week takes into account booked appointments.

Any limitations on the manner in which Session packages can be made must be done when you set up the Session package, before any bookings are submitted.

[Learn more about limiting on the number of bookings per day or per week](https://help.oncehub.com/scheduleonce/event-types-booking-pages/timeslot-settings/limiting-number-of-bookings/ "Limiting the number of bookings per day or per week")

## Rule-based assignment Master pages

[Section titled “Rule-based assignment Master pages”](#rule-based-assignment-master-pages)

Session packages cannot be used with Master pages with Rule-based assignment. This is because Rule-based assignment bookings are distributed to Team members via [Round robin](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/round-robin-distribution-method/ "Resource pool distribution method: Round robin"), [Pooled availability](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/pooled-availability-distribution-method/ "Distribution method - Pooled availability"), or [Pooled availability with priority](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/pooled-availability-with-priority/ "Distribution method - Pooled availability with priority"). If Session packages were enabled, the bookings might be split across multiple Team members. For this reason, it is not allowed.

[Learn more about Master pages with Rule-based assignment](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-page-scenario-team-or-panel-page/ "Master page scenario: Rule-based assignment")

# Introduction to the Scheduling options

> In the Scheduling options section, you can define the booking mode, the number of sessions your Customers can book at once, and how many Customers can join t...

In the Scheduling options section, you can define the booking mode, the number of sessions your Customers can book at once, and how many Customers can join the session.

## Location of the Scheduling options section

[Section titled “Location of the Scheduling options section”](#location-of-the-scheduling-options-section)

When you [associate Event types with your booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/adding-event-types-to-booking-pages/ "Adding Event types to Booking pages"), the Scheduling options section is located on the Event type. This allows you to standardize the Scheduling options for your scheduling scenarios. [Learn more about the location of the Scheduling options section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/scheduling-options/location-of-scheduling-options/ "Location of the Scheduling options section")

* For Booking pages **associated** with Event types (recommended), go to **Booking pages** in the bar on the left; select the relevant **Event type**; go to the **Scheduling options** section.
* For Booking pages **not associated** with Event types, go to **Booking pages** in the bar on the left; select the relevant **Booking page**; go to the **Scheduling options** section.

## Automatic booking or Booking with approval?

[Section titled “Automatic booking or Booking with approval?”](#automatic-booking-or-booking-with-approval)

**Automatic booking:** Use this mode when you want scheduling to happen automatically. [Learn more about Automatic booking](https://help.oncehub.com/scheduleonce/event-types-booking-pages/scheduling-options/automatic-booking-or-booking-with-approval/ "Automatic Booking or Booking with Approval")

**Booking with approval:** Use this mode when you want to approve each booking and select the final time. [Learn more about Booking with approval](https://help.oncehub.com/scheduleonce/event-types-booking-pages/scheduling-options/automatic-booking-or-booking-with-approval/ "Automatic Booking or Booking with Approval")

## Single or multiple sessions?

[Section titled “Single or multiple sessions?”](#single-or-multiple-sessions)

**Single session:** Use this mode when you want Customers to book one session at a time.

**Session package:** Use this mode when you want Customers to book more than one session at a time. [Learn more about Session packages](https://help.oncehub.com/scheduleonce/event-types-booking-pages/scheduling-options/session-packages/ "Session packages")

## One-on-one or Group session?

[Section titled “One-on-one or Group session?”](#one-on-one-or-group-session)

**One-on-one session:** Use this mode when you want to meet with Customers individually.

**Group session:** Use this mode when you want to meet with more than one Customer at a time. [Learn more about Group sessions](https://help.oncehub.com/scheduleonce/recommended-configuration/multiple-attendee-scenarios/using-group-sessions-with-connected-calendar/ "Group sessions (number of bookings per slot)")

# Location of the Scheduling options

> Scheduling options are located on the Booking page by default. If you associate Event types with your Booking page, the Scheduling options section is located...

Scheduling options are located on the [Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages") by default. If you associate [Event types](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/introduction-to-event-types/ "Introduction to Event types") with your Booking page, the **Scheduling options** section is located on the Event type. This allows you to standardize the settings for your scheduling scenarios. [Learn more about associating Event types with Booking pages](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/adding-event-types-to-booking-pages/ "Adding Event types to Booking pages")

## Booking pages associated with Event types

[Section titled “Booking pages associated with Event types”](#booking-pages-associated-with-event-types)

For Booking pages **associated** with Event types (recommended), go to **Booking pages** in the bar on the left, select the relevant **Event type**, and go to the **Scheduling options** section (Figure 1).

![](https://help.oncehub.com/_astro/1555069269029.c7DvuTEv_S2wjr.webp)Figure 2: Scheduling options section when your Booking page is not associated with Event types

## Booking pages not associated with Event types

[Section titled “Booking pages not associated with Event types”](#booking-pages-not-associated-with-event-types)

For Booking pages **not associated** with Event types, go to **Booking pages** in the bar on the left, select the relevant **Booking page**, and go to the **Scheduling options** section (Figure 2).

![](https://help.oncehub.com/_astro/1555069160978.DYBqBpl-_Z150CMc.webp)Figure 1: Scheduling options section when your Booking page has associated Event types

# One-on-one or Group sessions

> OnceHub gives you three options to control the number of bookings per time slot. You can allow for only a single booking per time slot, multiple bookings per...

[One-on-one or Group sessions](https://www.youtube-nocookie.com/embed/_mJKgtGTRnI?wmode=opaque)

OnceHub gives you three options to control the number of bookings per time slot. You can allow for only a single booking per time slot, multiple bookings per time slot, or unlimited bookings per time slot.

In this article, you’ll learn how to set up One-on-one or Group sessions and how the rules that apply depending on whether or not you have a connected calendar.

## Location of the One-on-one or Group session setting

[Section titled “Location of the One-on-one or Group session setting”](#location-of-the-one-on-one-or-group-session-setting)

To set up One-on-one or Group sessions, navigate to the [Scheduling options](https://help.oncehub.com/scheduleonce/event-types-booking-pages/scheduling-options/introduction-to-scheduling-options/ "Introduction to the Scheduling options section") section of the [Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages") or [Event type](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/introduction-to-event-types/ "Introduction to Event types") (Figure 1). The location of the **Scheduling options section** depends on whether or not your Booking page has any Event types associated with it. [Learn more about the location of the Time slot setting section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/timeslot-settings/location-of-time-slot-settings/ "Location of the Time slot settings section")

* If your Booking page is not linked to an Event type, the Scheduling options will be on the Booking page.
* If you have linked your Booking page to at least one Event type, the Scheduling options will be on the Event type.

![](https://help.oncehub.com/_astro/1554468807710.B0QdXMWx_16PjWH.webp)Figure 1: Scheduling options section

## One-on-one session

[Section titled “One-on-one session”](#one-on-one-session)

With One-on-one sessions, time slots becomes unavailable as soon as a single booking is made. This is the default setting.

The following rules apply for One-on-one sessions.

### When using OnceHub with a connected calendar

[Section titled “When using OnceHub with a connected calendar”](#when-using-oncehub-with-a-connected-calendar)

* Busy time from any selected calendar closes the slot, regardless of whether it was added via the Booking page or directly to the calendar.
* Calendar events with a status of “Free” or “Available” will not block the slot.
* Each booking can be [canceled or rescheduled](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/introduction-to-canceling-and-rescheduling/ "Cancel or Reschedule") by the Customer or the Owner. This will automatically free up the slot so that a new booking can be made.

### When using OnceHub without a connected calendar

[Section titled “When using OnceHub without a connected calendar”](#when-using-oncehub-without-a-connected-calendar)

* Only bookings made directly on the Booking page will close the slot.
* Each booking can be [canceled or rescheduled](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/introduction-to-canceling-and-rescheduling/ "Cancel or Reschedule") by the Customer or the Owner. This will free up the slot so that a new booking can be made. If the event is in the User’s calendar, they should remember to remove it manually.

## Group session - multiple bookings per slot

[Section titled “Group session - multiple bookings per slot”](#group-session---multiple-bookings-per-slot)

With Group sessions you can specify the number of bookings that can be made before the slot becomes unavailable. This mode is used to accept bookings for activities or events where more than one Customer signs up for the same time. Examples of this type of booking are classes, tours, and lectures.

The following rules apply for Group sessions with multiple bookings per slot.

### When using OnceHub with a connected calendar

[Section titled “When using OnceHub with a connected calendar”](#when-using-oncehub-with-a-connected-calendar-1)

* Multiple bookings per slot applies to the main booking calendar only. Any busy time that is retrieved from additional calendars will block the slot regardless of the slot’s capacity.
* Each busy time in the main booking calendar will be counted as one booking towards the capacity defined in the Booking page or Event type regardless of whether it was added via the Booking page or directly to the calendar. For example, if a Booking page is set to accept two bookings per slot, the slot would close if one booking was created via the Booking page and another booking was created directly in the main booking calendar.
* **All-day** busy time events in the main booking calendar will always block out the day’s slots regardless of their capacity.
* Calendar events that have a status of “Free” or “Available” will not be counted towards the defined capacity.
* Each booking creates its own calendar event in the main booking calendar. For example, if there are three bookings per slot, the calendar events will be created next to each other on the calendar grid.
* Each booking can be [canceled or rescheduled](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/introduction-to-canceling-and-rescheduling/ "Cancel or Reschedule") by the Customer or the Owner. This will automatically free up the slot so that a new booking can be made.

### When using OnceHub without a connected calendar

[Section titled “When using OnceHub without a connected calendar”](#when-using-oncehub-without-a-connected-calendar-1)

* Only bookings made directly on the Booking page will close the slot.
* Each booking will be counted as one booking towards the capacity defined in the Booking page or Event type. For example, if a Booking page is set to accept two bookings per slot, both bookings must be created via the Booking page to block availability.
* A scheduling confirmation email is sent for each booking. The User can manually add each booking to the calendar by clicking the calendar event in the scheduling confirmation email.
* Each booking can be [canceled or rescheduled](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/introduction-to-canceling-and-rescheduling/ "Cancel or Reschedule") by the Customer or the User. This will free up the slot so that a new booking can be made. If the event is in the User’s calendar, he should remember to remove it manually.

## Group session - unlimited bookings per slot

[Section titled “Group session - unlimited bookings per slot”](#group-session---unlimited-bookings-per-slot)

In this mode, there is no limit on the number of bookings per slot. This mode will never block availability. Unlimited bookings per slot is [used for webinars](https://help.oncehub.com/scheduleonce/recommended-configuration/multiple-attendee-scenarios/using-oncehub-to-schedule-bookings-for-webinars/ "Using ScheduleOnce to schedule bookings for webinars") and online classes where there is no physical limitation on capacity.

The following rules apply for Group sessions with unlimited bookings per slot.

### When using OnceHub with a connected calendar

[Section titled “When using OnceHub with a connected calendar”](#when-using-oncehub-with-a-connected-calendar-2)

* Unlimited bookings per slot applies to the main booking calendar only. Busy time that is taken from additional calendars will close the slot, regardless of its unlimited capacity.
* **All-day** busy time events in the main booking calendar will always block out the day’s slots.
* Each booking creates its own calendar event in the main booking calendar. For example, if there are three bookings per slot, the calendar events will be created next to each other on the calendar grid.
* Each booking can be [canceled or rescheduled](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/introduction-to-canceling-and-rescheduling/ "Cancel or Reschedule") by the Customer or the User. This will not affect the slot’s capacity, as it is unlimited.

### When using OnceHub without a connected calendar

[Section titled “When using OnceHub without a connected calendar”](#when-using-oncehub-without-a-connected-calendar-2)

* Unlimited bookings per slot will not block availability on your Booking page.
* A scheduling confirmation email is sent for each booking. The User can manually add each booking to the calendar by clicking the calendar event in the scheduling confirmation email.
* Each booking can be [canceled or rescheduled](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/introduction-to-canceling-and-rescheduling/ "Cancel or Reschedule") by the Customer or the Owner. This will not affect the slot’s capacity, as it is unlimited. If the event is in the User’s calendar, they should remember to remove it manually.

# Session packages

> OnceHub provides two options for controlling the number of sessions submitted per booking:

[Session packages](https://www.youtube-nocookie.com/embed/Q5X2YsRGLZ8?wmode=opaque)

OnceHub provides two options for controlling the number of sessions submitted per booking:

* **Single session:** The Customer books a single session when making a booking. This is the default mode.
* **Session package:** The Customer must book an exact number of sessions in one booking. You can choose from one to twenty sessions per booking.

In this article, you’ll learn about using Sessions packages.

## Session packages

[Section titled “Session packages”](#session-packages)

Session packages allow you to offer your Customers the opportunity to schedule multiple sessions at once. This is a great way to entice your customers to make a longer term commitment to your Event types. When they schedule with you, your Customers will pick a number of different time slots that suit them and will only be required to provide their details once.

The setting that controls Session packages is the **Single or multiple sessions** option in the [Scheduling options](https://help.oncehub.com/scheduleonce/event-types-booking-pages/scheduling-options/introduction-to-scheduling-options/ "Introduction to the Scheduling options section") section. The location of this section depends on whether you are working with or without Event types.

After submission, multiple sessions are automatically created and the Customer and the Owner receives one consolidated notification with all sessions made via the single booking process.

## Canceling or rescheduling Session packages

[Section titled “Canceling or rescheduling Session packages”](#canceling-or-rescheduling-session-packages)

Customers can easily cancel or reschedule one or more sessions in the Session package, subject to the [Customer cancellation and reschedule policies](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/customer-cancelreschedule-policy/ "The Customer Cancel/Reschedule policy"), without affecting the other scheduled sessions. This feature is very useful when you want to allow Customers to book multiple sessions at once, quickly and easily.

The Booking page Administrator can cancel/reschedule a single session within a Session package at any point. This action is done from the [Activity stream](https://help.oncehub.com/scheduleonce/managing-bookings/analytics/activity-stream-viewing-activities/ "Introduction to the Activity Stream") where each session is listed individually.

## Rules for Session packages

[Section titled “Rules for Session packages”](#rules-for-session-packages)

1. Session packages are only available if you’re using the [Automatic booking mode](https://help.oncehub.com/scheduleonce/event-types-booking-pages/scheduling-options/automatic-booking-or-booking-with-approval/ "Automatic booking or Booking with approval").

2. All sessions booked in a Session package must be made for one specific Event type or Booking page. Splitting sessions between Booking pages and Event types is not possible. When you’re using multiple Event types or Booking pages, you need to define the Session package setting for each Event type and Booking page.

3. Session packages won’t work with [Pooled availability](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/introduction-to-pooled-availability/ "Introduction to Pooled availability").

4. Session packages won’t work with any limitation on the number of bookings per day or the number of bookings per week. It can only work with unlimited bookings per day or week and vice versa. [Learn more about conflicting settings when using Session packages](https://help.oncehub.com/scheduleonce/event-types-booking-pages/scheduling-options/conflicting-settings-when-using-session-packages/ "Conflicting settings when using Session packages")

5. When the Customer opens and saves an ICS file, it creates a series of calendar events for their personal calendar. Each calendar event is independent and has a single time and Cancel/Reschedule link.

6. If you’re using Zoom, GoToMeeting, or Webex Meetings for web conferencing, each session includes its unique web conferencing details:

   * All Customer emails, including confirmation, cancellation, and reschedule emails, include a Conferencing info link next to each selected time. When the Customer clicks on the link, the scheduling confirmation page opens as if a single booking was made, displaying the full booking details including web conferencing information.
   * Every email [reminder](https://help.oncehub.com/scheduleonce/event-types-booking-pages/customer-notifications/introduction-to-customer-notifications/ "The Customer notifications section") that the Customer receives will include the full booking details, including the web conferencing information, as if a single session was booked.
   * All calendar events for the Owner and Customer include the complete web conferencing information for each session.

## Session packages when working without Event types

[Section titled “Session packages when working without Event types”](#session-packages-when-working-without-event-types)

When you work without Event types, the setting that controls Session packages is the **Single or multiple sessions** option in the **Scheduling options** section under **Booking pages** in the bar on the left → Select your **Booking page →** [Scheduling options](https://help.oncehub.com/scheduleonce/event-types-booking-pages/scheduling-options/introduction-to-scheduling-options/ "Introduction to the Scheduling options section").

## Session packages when working with Event types

[Section titled “Session packages when working with Event types”](#session-packages-when-working-with-event-types)

When you work with Event types, the setting that controls Session packages is the **Single or multiple sessions?** option in the **Scheduling options** section under **ooking pages** in the bar on the left → Select your **Event type → [Scheduling options](https://help.oncehub.com/scheduleonce/event-types-booking-pages/scheduling-options/introduction-to-scheduling-options/ "Introduction to the Scheduling options section")**.

When you work with Event types, payment settings can be defined for the specific Event type configured to use Session packages. In the [Payment and Cancel/Reschedule section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/payment-and-rescheduling/ "Event type: Payment and cancel/reschedule policy section") you can set up an Event type price for the whole package.

## Session packages with Payment integration

[Section titled “Session packages with Payment integration”](#session-packages-with-payment-integration)

If your Session packages are linked to Event types, you can make use of our comprehensive [Payment integration](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/payment-integration-throughout-booking-lifecycle/ "Payment integration throughout the booking lifecycle"). Session packages with Payment integration is a very powerful combination because it allows you to entice Customers to commit to and pay upfront for a number of sessions at the same time.

Therefore, in addition to creating and building Customer commitment, Session packages with Payment integration also allow you to generate an additional revenue stream. This also gives you the opportunity to offer your Customers discounted prices.

### Example 1

[Section titled “Example 1”](#example-1)

Say you’re charging $100 for a single consultation session. With Session packages, you can offer Customers 10 sessions for the price of $800. This means that rather than paying $100 for each session, Customers pay $80 for each session for a discount of $20 per session (or $200 overall).

With Payment integration, you can **automatically** collect payment from Customers for all sessions in one go. Payment is collected for the entire package rather than collecting payment per session. With our Payment integration, you can also configure the Customer cancellation/reschedule policies to **automatically** handle rescheduling fees and refunds. Rescheduling fees and refunds are set at the session level.

Finally, with Payment integration you can also choose to **manually** refund Customers who paid for a Session package at any point in time. This action is done from the [Activity stream](https://help.oncehub.com/scheduleonce/managing-bookings/analytics/activity-stream-viewing-activities/ "Introduction to the ScheduleOnce Activity stream"). [Learn more about refund settings](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/customizing-refund-settings/ "Customizing refund settings")

### Example 2

[Section titled “Example 2”](#example-2)

You configure a Session package of 3 sessions to have a price of $150 (i.e. a relative cost of $50 for each session).

When defining your rescheduling policy, you decide to specify that Customers should pay a reschedule fee which equates to 10% of the relative cost of each session whenever they reschedule. This means that if a Customer reschedules one session, they will be required to pay $5 (10% of the relative cost of one session). If a Customer reschedules three sessions, they will be required to pay $15 (10% of the relative cost of three sessions).

Similarly, when you define your cancellation policy, you decide to specify that Customer will receive a refund which equates to 50% of the relative cost of each session whenever they cancel. This means that if a Customer cancels one session, they will be refunded $25 (50% of the relative cost of one session). If a Customer cancels three sessions, they will be refunded $75 (50% of the relative cost of three sessions).

If at any point throughout the booking lifecycle you decide that a refund is necessary, you can decide to issue the Customer a manual refund. The amount of refund is completely up to you and does not have to be relative to the cost of a single session.

# SMS Notifications

> SMS Notifications documentation and guides.

[Opting in and out of SMS Notifications](https://help.oncehub.com/scheduleonce/event-types-booking-pages/sms-notifications/opting-in-and-out-of-sms-notifications)

[Sending SMS notifications to Customers](https://help.oncehub.com/scheduleonce/event-types-booking-pages/sms-notifications/sending-sms-notifications-to-customers)

[Sending SMS notifications to Users](https://help.oncehub.com/scheduleonce/event-types-booking-pages/sms-notifications/sending-sms-notifications-to-users)

# Opting in and out of SMS Notifications

> Mobile phone numbers provided by your Customers and Team members are held in strict confidence and will only be used for sending scheduling notifications, ba...

Mobile phone numbers provided by your Customers and Team members are held in strict confidence and will only be used for sending scheduling notifications, based on settings that you define. However, sometimes Customers or Users will want to stop receiving SMS notifications.

OnceHub maintains an SMS opt-out list. This is a list of mobile numbers that have opted out of receiving SMS notifications from the OnceHub system. The opt-out list is maintained to ensure OnceHub Users comply with applicable laws and regulations.

You do not need an assigned product license to subscribe to booking notifications.

## User action: Opt in

[Section titled “User action: Opt in”](#user-action-opt-in)

To opt in, go to **My profile** (your profile image or initials in the top right corner) → **Profile settings →** [**SMS Notifications**](https://help.oncehub.com/scheduleonce/insights-operations/profile-management/managing-your-profile-in-oncehub/#notifications "Profile: SMS notifications section") section. Enter your mobile phone number and toggle the **Receive User notifications via SMS** option to **ON**. [Learn more about sending SMS notifications to Users](https://help.oncehub.com/scheduleonce/event-types-booking-pages/sms-notifications/sending-sms-notifications-to-users/ "Sending SMS notifications to Users")

![](https://help.oncehub.com/_astro/1556884023202.BhMK-bXq_Y5Lf0.webp)Figure 1: SMS notifications section

## User action: Opt out

[Section titled “User action: Opt out”](#user-action-opt-out)

To opt out from receiving scheduling notifications via SMS, go to **My profile** (your profile image or initials in the top right corner) → **Profile settings →** [**SMS Notifications**](https://help.oncehub.com/scheduleonce/insights-operations/profile-management/managing-your-profile-in-oncehub/#notifications "Profile: SMS notifications section") section. Toggle the **Receive User notifications via SMS** option to **OFF**.

If you have a US phone number, you can also opt out by replying to any SMS you receive with STOP, END, QUIT, CANCEL or UNSUBSCRIBE.

## Customer action: Opt in

[Section titled “Customer action: Opt in”](#customer-action-opt-in)

To opt in, Customers must provide their mobile phone number on the Booking form and check the box that enables sending of SMS booking notifications (Figure 2). [Learn more about sending SMS notifications to Customers](https://help.oncehub.com/scheduleonce/event-types-booking-pages/sms-notifications/sending-sms-notifications-to-customers/ "Sending SMS notifications to Customers")

![](https://help.oncehub.com/_astro/1556884244104.baRVRQVr_Z21qYwC.webp)Figure 2: Booking form

## Customer action: Opt out

[Section titled “Customer action: Opt out”](#customer-action-opt-out)

To opt out from receiving scheduling notifications via SMS, Customers with a US phone number can reply to any SMS they receive with STOP, END, QUIT, CANCEL, UNSUBSCRIBE. Customers with a non-US phone number should [contact us](https://help.oncehub.com/contact-us/) to opt out.

If a Customer opts out and changes their mind, they may reply to any SMS they receive with UNSTOP. This will allow them to receive any future planned notifications.

# Sending SMS notifications to Customers

> You can send SMS notifications to your Customers to keep them up-to-date about bookings they've made with you.

You can send [SMS notifications](https://help.oncehub.com/scheduleonce/insights-operations/profile-management/introduction-to-sms-notifications/ "Introduction to SMS notifications") to your Customers to keep them up-to-date about bookings they’ve made with you. Sending SMS notifications in addition to email notifications provides an extra notification channel. This makes it more likely that your Customers will attend their meetings with you.

In this article, you’ll learn about sending SMS notifications to Customers.

## Activating Customer SMS notifications

[Section titled “Activating Customer SMS notifications”](#activating-customer-sms-notifications)

To activate Customer SMS notifications, complete the following steps.

1. Make sure the[ Mobile phone field](https://help.oncehub.com/scheduleonce/customization-branding/booking-forms-editor/fields-library/ "The Fields library") is in your [Booking form](https://help.oncehub.com/scheduleonce/customization-branding/booking-forms-editor/introduction-to-booking-forms-editor/ "Introduction to the Booking forms editor") to collect the Customer’s mobile number.
2. Select the Booking form in the [Booking page settings](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-forms-redirect/introduction-to-booking-form-and-redirect/ "Introduction to the Booking form and redirect section").
3. Select SMS notifications in the [Customer notifications section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/customer-notifications/introduction-to-customer-notifications/ "Introduction to the Customer notifications section").
4. Make sure you have [SMS credits](https://help.oncehub.com/scheduleonce/insights-operations/billing-subscription-management/introduction-to-billing/ "SMS pricing") available.

## Collecting the Customer’s mobile number in the Booking form

[Section titled “Collecting the Customer’s mobile number in the Booking form”](#collecting-the-customers-mobile-number-in-the-booking-form)

In order to send a Customer an SMS notification, you’ll need to get their mobile number. When your Customers make a booking with you, they fill out a Booking form with their information.

By default, Customers will be asked to provide their mobile phone number on the Booking form. This means it will appear in the Booking form, but the Customer can choose whether or not to leave a mobile number. To ensure that you collect the Customer’s mobile number, you can make it mandatory for your Customers to provide their mobile phone number. You can enable this setting in the [Booking forms editor](https://help.oncehub.com/scheduleonce/customization-branding/booking-forms-editor/introduction-to-booking-forms-editor/ "Introduction to the Booking Forms Editor").

1. To customize your Booking form, **Booking pages** in the bar on the left.

2. Select **Booking forms editor** on the left.

3. Make sure that the **Mobile phone** field is included in the form. If the **Mobile phone** field is not included, add it by selecting it from the **System fields** pane on the right.

4. Check the **Enable** **SMS** checkbox to enable SMS notifications.![](https://help.oncehub.com/_astro/sms-notifications.C5rhJyOy_Z11HvYs.webp)

   Figure 1: Enable SMS in the Booking forms editor

5. Check the **Mandatory field** checkbox to make the **Mobile phone** field mandatory. This means that the Customer must enter text in this field in order to make the booking.

6. Click the **Save** button. Note the name of the Booking form as you will need it for the next step.

When SMS notifications are enabled, an opt-in/opt-out checkbox will be included in the Booking form. This allows Customers to decide whether or not they would like to receive booking notifications via SMS.

Note

If the [Booking form is skipped](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-forms-redirect/prepopulated-booking-forms/ "Prepopulated Booking forms"), the checkbox will be displayed when the Customer chooses a time for the booking. Booking form skipping can be used with [Personalized links](https://help.oncehub.com/scheduleonce/sharing-publishing/personalized-links/using-personalized-links/ "Using Personalized links"), [web form integration](https://help.oncehub.com/scheduleonce/sharing-publishing/web-form-integration/introduction-to-web-form-integration/ "Introduction to Web form Integration") and [login integration](https://help.oncehub.com/scheduleonce/sharing-publishing/publishing-on-websites/login-integration-for-customer-onboarding/ "Login Integration").

## Selecting the Booking form in the Booking page settings

[Section titled “Selecting the Booking form in the Booking page settings”](#selecting-the-booking-form-in-the-booking-page-settings)

Once you’ve added the **Mobile phone** field to the Booking form you want to use, you’ll need to make sure that this Booking form is the one selected in your Booking page. This can be done in the [**Booking form and redirect**](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-forms-redirect/introduction-to-booking-form-and-redirect/ "Introduction to the Booking form and redirect section") section of your Booking page.

By default, the location of the Booking form section depends on whether or not your [Booking page is associated with any Event types](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/adding-event-types-to-booking-pages/ "Adding Event types to Booking pages").

* Booking pages **with Event types**: Each Event type has its own Booking form, set in the **Event types’s** Booking form section.
* Booking pages **without Event types**: The Booking form is selected in the **Booking page’s** Booking form section.

Note

If your Booking page is associated with any Event types, you can [customize the location of the Booking form section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/booking-form-and-customer-notifications/ "Location of the Booking form and the Customer notifications sections")[](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/booking-form-and-customer-notifications/ "Location of the Booking form and the Customer notifications sections").

In the **Booking form and redirect** section, select the correct Booking form from the **Booking form** drop-down menu (Figure 2).

![](https://help.oncehub.com/_astro/1557328736160.QtLoNndv_Z1hDbnm.webp)Figure 3: Select a Booking form

You can see a preview of the Booking form below the drop-down menu. The preview includes all the fields in the Booking form in the exact order in which they will appear to your Customers. If you want to edit the Booking form, click **Edit form**.

## Selecting SMS notifications in the Customer notifications section

[Section titled “Selecting SMS notifications in the Customer notifications section”](#selecting-sms-notifications-in-the-customer-notifications-section)

You can select which [Customer notification scenarios](https://help.oncehub.com/scheduleonce/event-types-booking-pages/customer-notifications/customer-notification-scenarios/ "Customer notification scenarios") you wish to send SMSes for in the [Customer notifications section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/customer-notifications/introduction-to-customer-notifications/ "Introduction to the Customer notifications section"). By default, the location of the Customer notification section depends on whether or not your [Booking page is associated with any Event types](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/adding-event-types-to-booking-pages/ "Adding Event types to Booking pages").

* Booking page **with Event types**: The Customer notifications section is located on the **Event type**.
* Booking Page **without Event types:** The Customer notifications section is located on the **Booking page**[](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/introduction-to-event-types/ "Introduction to Event types").

Note

If your Booking page is associated with any Event types, you can [customize the location of the Customer notifications section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/booking-form-and-customer-notifications/ "Location of the Booking form and the Customer notifications sections").

In the Customer notifications section, select the Notification scenarios you wish to send SMSes for by checking the SMS checkbox next to the relevant scenario (Figure 3). Click the **Save** button at the bottom when you’re finished.

![](https://help.oncehub.com/_astro/customer-notifications.D5HM5f8l_ZtvPwy.webp)Figure 3: Customer notification scenarios

## Making sure you have SMS credits available

[Section titled “Making sure you have SMS credits available”](#making-sure-you-have-sms-credits-available)

You need to have [SMS credits](https://help.oncehub.com/scheduleonce/insights-operations/billing-subscription-management/introduction-to-billing/ "SMS pricing") available to send SMS notifications. To view the SMS credits available in your account, click go to your **OnceHub Account → [Billing](https://help.oncehub.com/scheduleonce/insights-operations/billing-subscription-management/introduction-to-billing/ "Introduction to Billing") → Products**.

# Sending SMS notifications to Users

> SMS notifications are a quick and reliable way to keep on top of booking activity for yourself and other Users.

SMS notifications are a quick and reliable way to keep on top of booking activity for yourself and other Users. Any OnceHub User can receive [SMS notifications](https://help.oncehub.com/scheduleonce/insights-operations/profile-management/introduction-to-sms-notifications/ "Introduction to SMS notifications") related to Booking activity in their organization’s account. You do not need an assigned product license to be an Editor on a Booking page and subscribe to booking notifications.

In this article, you’ll learn about sending SMS notifications to Users.

To receive SMS notifications on Booking activity for a specific [Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages"), complete the following steps:

1. Enable User notifications and add your mobile number to your profile.
2. Make sure you are the [Owner or Editor](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-page-access-permissions/ "Booking page access permissions") of the Booking page.
3. Subscribe to User SMS notifications in the **User notifications** section of the Booking page.
4. Make sure you have SMS credits available.

## Adding your mobile number to your Profile

[Section titled “Adding your mobile number to your Profile”](#adding-your-mobile-number-to-your-profile)

To receive SMS notifications, you must first add your mobile number to your Profile.

1. Sign in to your OnceHub Account.

2. Go to **My profile** (your profile image or initials in the top right corner) → **Profile settings → [SMS notifications](https://help.oncehub.com/scheduleonce/insights-operations/profile-management/managing-your-profile-in-oncehub/#notifications "Profile: SMS notifications section")** (Figure 1).![](https://help.oncehub.com/_astro/1556876165061.CUXEMCek_21Ktrm.webp)

   Figure 1: SMS Notifications

3. Toggle the **Receive User notifications via SMS** field to **ON**.

4. Select your **Country code** and enter your **Mobile number**, including the area code.

5. Click **Save.**

## Making sure you are the Booking page Owner or Editor

[Section titled “Making sure you are the Booking page Owner or Editor”](#making-sure-you-are-the-booking-page-owner-or-editor)

Booking notifications are unique for every [Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages"). To receive Booking notifications for a Booking page, you must be either [the Owner or an Editor](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-page-ownership/ "Booking page ownership") of the Booking page. Booking page Owners automatically receive email notifications. Booking page Editors can receive notifications and make changes to the page.

To see if you are an Owner or Editor of a Booking page, go to **Booking pages** in the bar on the left → check the relevant Booking page in the **Booking pages** section (Figure 2). You should see **Owned by you** or **You are an Editor** on the relevant Booking page.

![Figure 2: An Admin’s ScheduleOnce setup page](https://help.oncehub.com/_astro/1550491311793.DF2I1bar_1PlaCi.webp)Figure 2: An Admin’s setup page

If you are not a Booking page Owner or Editor, a OnceHub Administrator must grant you Editor permissions to that page. This can be done in two ways:

1. Go to **Booking pages** in the bar on the left → **Booking pages → action menu (three dots) → Booking page access**. In this section, you can determine which Booking pages the specific User can access.
2. Go to **Booking pages** in the bar on the left → select the relevant Booking page \***\*→&#x20;**[Overview section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-pages-overview/ "Booking page: Overview section").\*\* Here you can edit the Booking page’s Owner and Editor. This method is only possible if the Administrator is able to edit that specific Booking page.

[Learn more about Booking page access permissions](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-page-access-permissions/ "Booking page access permissions")

## Subscribing to User SMS notifications

[Section titled “Subscribing to User SMS notifications”](#subscribing-to-user-sms-notifications)

If you are the Owner or an Editor of a Booking page, you can subscribe to SMS notifications for booking activity related to that page in the User notifications section.

1. Go to **Booking pages** in the bar on the left → select the relevant Booking page → **User notifications** on the left.

2. In the column labeled with your name, select the Notification scenarios you’d like to receive SMS notifications for by checking the relevant checkboxes (Figure 3).![](https://help.oncehub.com/_astro/1556876459509.DXRATC42_bKmgM.webp)

   Figure 3: Selecting User notifications

3. Click the **Save** button at the bottom when you’re finished.

If your name does not appear in the Notification scenarios list, you’ll need to be added as a Booking page editor (see above).

## Ensuring you have SMS credits available

[Section titled “Ensuring you have SMS credits available”](#ensuring-you-have-sms-credits-available)

You need to have [SMS credits](https://help.oncehub.com/scheduleonce/insights-operations/billing-subscription-management/introduction-to-billing/ "SMS pricing") available to send SMS notifications. To view the SMS credits available in your account, click go to **Settings** (gear icon) in the top right corner **→ [Billing](https://help.oncehub.com/scheduleonce/insights-operations/billing-subscription-management/introduction-to-billing/ "Introduction to Billing")** on the left **→ Licenses**.

![](https://help.oncehub.com/_astro/screenshot-2022-10-12-114321.D8Y7SrsJ_Z1eCwh9.webp)

# Timeslot Settings

> Timeslot Settings documentation and guides.

[Introduction to Time slot settings](https://help.oncehub.com/scheduleonce/event-types-booking-pages/timeslot-settings/introduction-to-time-slot-settings)

[Location of the Time slot settings](https://help.oncehub.com/scheduleonce/event-types-booking-pages/timeslot-settings/location-of-time-slot-settings)

[Time slot display](https://help.oncehub.com/scheduleonce/event-types-booking-pages/timeslot-settings/time-slot-display)

[Workload rules](https://help.oncehub.com/scheduleonce/event-types-booking-pages/timeslot-settings/workload-rules)

[Timeframe rules](https://help.oncehub.com/scheduleonce/event-types-booking-pages/timeslot-settings/timeframe-rules)

[Time zone conversion](https://help.oncehub.com/scheduleonce/event-types-booking-pages/timeslot-settings/time-zone-conversion)

[Number of time slots offered per day](https://help.oncehub.com/scheduleonce/event-types-booking-pages/timeslot-settings/number-of-time-slots-offered-per-day)

[Limiting the number of bookings](https://help.oncehub.com/scheduleonce/event-types-booking-pages/timeslot-settings/limiting-number-of-bookings)

# Introduction to Time slot settings

> In the Time slots settings section, you can set up the duration, Time slot display, Workload rules, Timeframe rules, and other settings related to time slots.

In the **Time slots settings** section, you can set up the duration, [Time slot display](https://help.oncehub.com/scheduleonce/event-types-booking-pages/timeslot-settings/time-slot-display/ "Time slot display"), [Workload rules](https://help.oncehub.com/scheduleonce/event-types-booking-pages/timeslot-settings/workload-rules/ "Workload Rules"), [Timeframe rules](https://help.oncehub.com/scheduleonce/event-types-booking-pages/timeslot-settings/timeframe-rules/ "Timeframe rules"), and other settings related to time slots.

## Location of the Time slot settings section

[Section titled “Location of the Time slot settings section”](#location-of-the-time-slot-settings-section)

Time slot settings are located on the [Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages") by default. If you [associate Event types](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/adding-event-types-to-booking-pages/ "Adding Event types to Booking pages") with your Booking page, the **Time slots settings** section is located on the Event type. This allows you to standardize the settings for your scheduling scenarios. [Learn more about the location of the Time slot settings section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/timeslot-settings/location-of-time-slot-settings/ "Location of the Time slot settings section")

* For Booking pages **associated** with Event types (recommended), go to **Booking pages** in the bar on the left → select the relevant **Event type →** **Time slot settings**.
* For Booking pages **not associated** with Event types, go to **Booking pages** in the bar on the left → select the relevant **Booking page →** **Time slot settings.**

## Settings

[Section titled “Settings”](#settings)

The following settings can be managed in the **Time slots settings** section.

### Time slot display

[Section titled “Time slot display ”](#time-slot-display-)

This is where you control time slot duration, starting times and time slot spacing. [Learn more about customizing the Time slot display](https://help.oncehub.com/scheduleonce/event-types-booking-pages/timeslot-settings/time-slot-display/ "Time slot display")

### Workload rules

[Section titled “Workload rules”](#workload-rules)

This section allows you to put limits on your available time. You can insert a buffer between bookings and cap the number of appointments you will accept in any given day or week. [Learn more about customizing Workload rules](https://help.oncehub.com/scheduleonce/event-types-booking-pages/timeslot-settings/workload-rules/ "Workload Rules")

### Timeframe rules

[Section titled “Timeframe rules”](#timeframe-rules)

This is where you control how much lead time Customers must give you before bookings, and how far in advance they can book. [Learn more about customizing Timeframe rules](https://help.oncehub.com/scheduleonce/event-types-booking-pages/timeslot-settings/timeframe-rules/ "Timeframe rules")

### Time zone conversion

[Section titled “Time zone conversion”](#time-zone-conversion)

This setting allows you to control how time slots are converted to the Customer’s time zone. You can also disable time zone conversion. [Learn more about customizing Time zone conversion](https://help.oncehub.com/scheduleonce/event-types-booking-pages/timeslot-settings/time-zone-conversion/ "Time Zone conversion")

### Time slots offered per day

[Section titled “Time slots offered per day”](#time-slots-offered-per-day)

This setting allows you to limit the maximum number of displayed time slots per day, and distributes them as evenly as possible. You can use this setting if you want to look busier than you really are or if you want to prevent Customers from selecting adjacent time slots in Booking with approval mode. [Learn more about customizing Time slots offered per day](https://help.oncehub.com/scheduleonce/event-types-booking-pages/timeslot-settings/number-of-time-slots-offered-per-day/ "Number of time Slots offered per day")

# Limiting the number of bookings

> In the Workload rules section of the Time slot settings, you can set a cap on the number of bookings that can be made in a given day or week.

[Limiting the number of bookings](https://www.youtube-nocookie.com/embed/5gLs-6cFpz4?wmode=opaque)

In the [Workload rules](https://help.oncehub.com/scheduleonce/event-types-booking-pages/timeslot-settings/workload-rules/ "Workload rules") section of the [Time slot settings](https://help.oncehub.com/scheduleonce/event-types-booking-pages/timeslot-settings/introduction-to-time-slot-settings/ "Introduction to Time slot settings"), you can set a cap on the number of bookings that can be made in a given day or week.

* **When you set a cap on the number of bookings per day:** the entire day will become unavailable when the cap is reached and no more bookings will be accepted.
* **When you set a cap on the number of bookings per week:** the entire week will become unavailable when the cap is reached and no more bookings will be accepted.
* **When you use both settings together:** the setting with the strongest restriction overrides the other setting. For example, if the number of bookings per day is set to 1 and the number of bookings per week is set to 3, the entire week will be blocked after 3 single-day bookings.

This is straightforward when working with [Booking pages](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages") only. In this case, the **Time slot settings** are located on the Booking page and the cap applies to all bookings. But how do these settings work when the Booking page is linked to [Event types](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/introduction-to-event-types/ "Introduction to Event types")?

## Using Booking pages associated with Event types

[Section titled “Using Booking pages associated with Event types”](#using-booking-pages-associated-with-event-types)

When you [associate an Event type with a Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/adding-event-types-to-booking-pages/ "Adding Event types to Booking pages"), all the **Time slot settings** are moved to the [Event type](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/introduction-to-event-types/ "Introduction to Event types"). This means that the number of bookings per day and number of bookings per week are defined by Event type.

However, when multiple Event types are associated with a Booking page, the overall count on the number of bookings remains according to the Booking page.

See below some possible scenarios when a single Booking page is linked to two Event types.

### Example 1: Setting the cap on the number of bookings per day

[Section titled “Example 1: Setting the cap on the number of bookings per day”](#example-1-setting-the-cap-on-the-number-of-bookings-per-day)

When you set the maximum number of bookings per day to three on **each** Event type, the maximum bookings per day **is equal to the highest limit** and not the sum of both limits.

So in this case, it is possible to create 1 booking from Event type A and 2 bookings from Event type B, or any other combination that results in a total of 3 bookings overall. The maximum number of bookings per day will always be 3, not 6.

Note

If you would like to allow 3 bookings per day from each Event type (for a total of 6 bookings per day), you should associate each Event type with a different Booking page.

### Example 2: Setting the cap on the number of bookings per week

[Section titled “Example 2: Setting the cap on the number of bookings per week”](#example-2-setting-the-cap-on-the-number-of-bookings-per-week)

When you sets the maximum number of bookings per week to three on **each** Event type, the maximum bookings per week **is equal to the highest limit** and not the sum of both limits.

So in this case, it can be possible to create one booking from Event type A and two bookings from Event type B, or any other combination that results in a total of 3 bookings overall. The maximum number of bookings per week will always be 3, not 6.

Note

If you would like to allow three bookings per week from each Event type (for a total of 6 bookings per day), you should associate each Event type with a different Booking page.

### Example 3: Setting the cap on the number of bookings per day and per week, using multiple Event types with same settings

[Section titled “Example 3: Setting the cap on the number of bookings per day and per week, using multiple Event types with same settings”](#example-3-setting-the-cap-on-the-number-of-bookings-per-day-and-per-week-using-multiple-event-types-with-same-settings)

Say you have a Booking page that is linked to two Event types. Both Event types set a maximum number of three bookings per week and one booking per day. This means that the maximum bookings for each Event type is equal to three per week (the setting with the strongest restriction).

So in this case, it is possible to create only three single-day bookings per week from Event type A or Event type B. The maximum number of bookings per week will always be 3, not 6.

### Example 4: Setting the cap on the number of bookings per day and week, multiple Event types with different settings

[Section titled “Example 4: Setting the cap on the number of bookings per day and week, multiple Event types with different settings”](#example-4-setting-the-cap-on-the-number-of-bookings-per-day-and-week-multiple-event-types-with-different-settings)

In the example above, let’s consider a situation where Event type A and Event type B have different settings.

* Event type A can accept a maximum of three bookings per week and two bookings per day, which means that the maximum bookings for Event type A is equal to three (the setting with the strongest restriction).
* Event type B can accept a maximum of two bookings per week and one booking per day. It means that the maximum bookings for Event type B is equal to two (the setting with the strongest restriction).

In this case, the maximum number of bookings is equal to the **highest limit of both Event types**, not the sum of both limits. So in this case, it can be possible to create one booking from Event type A and two bookings from Event type B, resulting in a total of three bookings. The maximum number of bookings per day is 2 (two bookings from Event type A, or one from Event type A and one booking from Event type B) . The maximum number of bookings per week will always be 3, not 5.

# Location of the Time slot settings

> Time slot settings are located on the Booking page by default. If you associate Event types with your Booking page, the Time slots settings section is locate...

Time slot settings are located on the [Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages") by default. If you associate [Event types](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/introduction-to-event-types/ "Introduction to Event types") with your Booking page, the **Time slots settings** section is located on the Event type. This allows you to standardize the settings for your scheduling scenarios. [Learn more about associating Event types with Booking pages](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/adding-event-types-to-booking-pages/ "Adding Event types to Booking pages")

## Booking pages associated with Event types

[Section titled “Booking pages associated with Event types”](#booking-pages-associated-with-event-types)

For Booking pages **associated** with Event types (recommended), go to **Booking pages** in the bar on the left → select the relevant **Event type →** **Time slot settings** (Figure 1).

![](https://help.oncehub.com/_astro/1555059737073.BSimJpEE_ZiCP5h.webp)Figure 1: Time slot settings when your Booking page has associated Event types

## Booking pages not associated with Event types

[Section titled “Booking pages not associated with Event types”](#booking-pages-not-associated-with-event-types)

For Booking pages **not associated** with Event types, go to **Booking pages** in the bar on the left → select the relevant **Booking page →** **Time slot settings** (Figure 2).

![](https://help.oncehub.com/_astro/1555060982933.D6fZuaYH_1oVx72.webp)Figure 2: Time slot settings when your Booking page is not associated with Event types

# Number of time slots offered per day

> You have the option to limit the number of slots you offer per day. There are a number of reasons to limit the maximum time slots offered per day, including:

You have the option to limit the number of slots you offer per day. There are a number of reasons to limit the maximum time slots offered per day, including:

* Looking busier than you really are.
* Making an effort not to overwhelm Customers with too many choices.
* Preventing Customers from selecting adjacent time slots in [Booking with approval](https://help.oncehub.com/scheduleonce/event-types-booking-pages/scheduling-options/automatic-booking-or-booking-with-approval/ "Automatic booking or Booking with approval") mode.

If you want to limit the maximum number of available time slots per day, you can do so using the **Number of time slots offered per day** setting under under **Time slot settings** (Figure 1).

![](https://help.oncehub.com/_astro/1555054868667.B99mDPlY_Z14Atsx.webp)Figure 1: Number of time slots offered per day

The location of the **Time slot settings** depends on whether or not your Booking page has any Event types associated with it. [Learn more about the location of the Time slot settings section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/timeslot-settings/location-of-time-slot-settings/ "Location of the Time slot settings section")

* For Booking pages **associated** with Event types (recommended), go to **Booking pages** in the bar on the left → select the relevant **Event type →** **Time slot settings**.
* For Booking pages **not associated** with Event types, go to **Booking pages** in the bar on the left → select the relevant **Booking page →** **Time slot settings**.

## Limiting the number of time slots

[Section titled “Limiting the number of time slots”](#limiting-the-number-of-time-slots)

When you limit the number of time slots available per day, OnceHub distributes these time slots as evenly as possible across the availability set for that Booking page.

For example, say you have availability from 9 AM to 5 PM. You want to limit the number of time slots offered to 3 time slots per day. Time slots will be offered at 9 AM, 12 PM, and 3 PM. If someone books the 9 AM time slot, this time slot disappears and a new time slot will be offered to the next Customer at 9:30 AM.

If you don’t want this setting to affect you, simply keep it at its maximum: **All** time slots.

Caution

This setting **does not** limit the amount of appointments that can be booked on any given day. Rather, it affects the amount of time slots which a Customer may choose from when they select a time for their booking. If you want to put an absolute limit on the number of bookings per day, this is available through the [Workload rules settings](https://help.oncehub.com/scheduleonce/event-types-booking-pages/timeslot-settings/workload-rules/ "Workload Rules").

# Time slot display

> The time settings available in the Time slot display section allow you to model a wide range of meeting scenarios.

The time settings available in the **Time slot display** section allow you to model a wide range of meeting scenarios. In this article, you’ll learn how to set the duration of bookings and how to control when time slots are offered to Customers.

## Location of the Time slot display section

[Section titled “Location of the Time slot display section”](#location-of-the-time-slot-display-section)

You can find the **Time slot display** under **Time slot settings**. The location of the **Time slot settings** depends on whether or not your Booking page has any Event types associated with it. [Learn more about the location of the Time slot setting section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/timeslot-settings/location-of-time-slot-settings/ "Location of the Time slot settings section")

* For Booking pages **associated** with Event types (recommended), go to **Booking pages** in the bar on the left → select the relevant **Event type →** **Time slot settings**.
* For Booking pages **not associated** with Event types, go to **Booking pages** in the bar on the left → select the relevant **Booking page →** **Time slot settings.**

## Time slot duration

[Section titled “Time slot duration”](#time-slot-duration)

You can set a fixed time slot duration or you can allow the Customer to select a duration within a range set by you.

If you want to allow Customers to select the meeting duration, simply define the selection range and set the default value that you want to use.

![](https://help.oncehub.com/_astro/1554984494307.jeVeYx-M_138abA.webp)Figure 1: Time slot duration

Caution

Variable duration (when the Customer chooses the meeting duration) is not available when your Event type is associated with a Booking page.

## Starting times

[Section titled “Starting times”](#starting-times)

You can control the time at which time slots can start. For example, on the hour (0), on the half hour (30), or any other time in 5 minute increments.

![](https://help.oncehub.com/_astro/1554984097990.W4KHLKxU_Z20Vchb.webp)Figure 2: Starting times

## Time slot spacing

[Section titled “Time slot spacing”](#time-slot-spacing)

You can use the drop-down to set the minimum gap between time slot starting times. For example, time slot starting times must be at least 15 minutes/ 45 minutes/ 2 hours apart.

![](https://help.oncehub.com/_astro/1554984133623.D_gsl-yH_2c6ivj.webp)Figure 3: Time slot spacing

# Time zone conversion

> If you're offering bookings to Customers in multiple time zones, you can use Time zone conversion settings when they book with you.

If you’re offering bookings to Customers in multiple time zones, you can use Time zone conversion settings when they book with you.

![](https://help.oncehub.com/_astro/1555050743859.BDy8sNx3_2afRal.webp)Figure 1: Time zone conversion

In this article, you’ll learn about using the Time zone conversion settings.

## Location of the Time zone conversion section

[Section titled “Location of the Time zone conversion section”](#location-of-the-time-zone-conversion-section)

You can find **Time zone conversion** settings under **Time slot settings**. The location of the **Time slot settings** depends on whether or not your Booking page has any Event types associated with it. [Learn more about the location of the Time slot settings section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/timeslot-settings/location-of-time-slot-settings/ "Location of the Time slot settings section")

* For Booking pages **associated** with Event types (recommended), go to **Booking pages** in the bar on the left → select the relevant **Event type →** **Time slot settings**.
* For Booking pages **not associated** with Event types, go to **Booking pages** in the bar on the left → select the relevant **Booking page →** **Time slot settings**.

## Time zone conversion: ON

[Section titled “Time zone conversion: ON”](#time-zone-conversion-on)

This is the default setting for time zone conversion. When you select this option, the Customer’s time zone is automatically detected according to their IP address.

When the Customer accesses your Booking page, they will see a confirmation pop-up asking them to verify that the detected time zone is correct (Figure 2). As a result, all time slots will be displayed to the Customer in their local time zone.

![](https://help.oncehub.com/_astro/1555062629538.D5A7n83z_Z1nln2M.webp)Figure 2: Time zone confirmation pop-up

When **ON** is selected, there are two additional options:

### Prompt Customers to confirm their auto-detected time zone

[Section titled “Prompt Customers to confirm their auto-detected time zone”](#prompt-customers-to-confirm-their-auto-detected-time-zone)

* When **checked** - Customers must always confirm their time zone.
* When **unchecked** - Customers confirm their time zone only if auto-detection fails.

### Only display slots during the Customer’s local working hours

[Section titled “Only display slots during the Customer’s local working hours”](#only-display-slots-during-the-customers-local-working-hours)

This option is recommended if you’re working with clients and prospects whose time zone is multiple hours apart from yours. When you select this option, the Customer will only see time slots that fall within the Customer’s local working hours that you have defined.

For example, say you’re in the US Eastern time zone and have availability from 9am - 5pm. Some of your Customers are in the UK with a 5-hour time difference.

* Without the working hours restriction, your UK Customers will see 2pm - 10pm availability in their local time zone.
* With the working hours restricted to 9am - 5pm, they will only see 2pm - 5pm, which are the times that make more sense for their local working hours.

## Time zone conversion: OFF

[Section titled “Time zone conversion: OFF”](#time-zone-conversion-off)

Select this option if your Customers are all local and you’re sure that no one will schedule from a time zone that is different from the one that you are in. In this case, the Customer will not be asked to verify a time zone and no time zone will be displayed to the customer. As a result, all time slots will be displayed in your chosen time zone.

You should also choose this option if your Booking page is offering appointments for a conference or other event. For instance, attendees might come from all over the world to a conference in New York. They might book the appointment ahead of time, from their home in another state or country. However, they need to book the appointment in Eastern Time only. Turning time zone conversion off will ensure they select only times relevant to the conference location.

[Learn more about scheduling for conferences](https://help.oncehub.com/scheduleonce/recommended-configuration/multi-user-scenarios/configuring-your-booking-page-for-scheduling-conferences-trade-shows-and-other-events/ "Using ScheduleOnce to schedule for conferences, trade shows and other events")

Note

You cannot disable the time zone conversion when using dynamic rules or resource pools. If you would like to turn off the time zone conversion for a booking using dynamic rules or pooled availability, use the automatic time zone conversion feature and leave a note in the Master page instructing Customers to select the correct time zone manually.

# Timeframe rules

> Timeframe rules allow you to limit the timeframe for accepting bookings Before an event and Into the future.

**Timeframe rules** allow you to limit the timeframe for accepting bookings **Before an event** and **Into the future**.

![](https://help.oncehub.com/_astro/1554994397552.CT-c1cpr_Z1Rr0aV.webp)Figure 1: Timeframe rules section

In this article, you’ll learn about using Timeframe rules.

## Location of the Timeframe rules section

[Section titled “Location of the Timeframe rules section”](#location-of-the-timeframe-rules-section)

You can find **Timeframe rules** under **Time slot settings**. The location of the **Time slot settings** depends on whether or not your Booking page has any Event types associated with it. [Learn more about the location of the Time zone settings section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/timeslot-settings/location-of-time-slot-settings/ "Location of the Time slot settings section")

* For Booking pages **associated** with Event types (recommended), go to **Booking pages** in the bar on the left → select the relevant **Event type → Time slot settings**.
* For Booking pages **not associated** with Event types, go to go to **Booking pages** in the bar on the left → select the relevant **Booking page → Time slot settings**.

## Before the event

[Section titled “Before the event”](#before-the-event)

![](https://help.oncehub.com/_astro/1554994769161.Dct0uxUk_Z5uCiX.webp)Figure 4: Before the event drop-down This setting determines how much lead time you will have from the time a booking is made until the meeting time. For example, let’s say you create a lead time of three hours. A Customer who is on your Booking page at 1 PM will not be offered time slots before 4 PM. This setting provides for a lot of flexibility, ranging from a few minutes to a few days or weeks.

## Into the future

[Section titled “Into the future”](#into-the-future)

![](https://help.oncehub.com/_astro/1554995039878.Bbu-pa-8_ZVpu6q.webp)Figure 5: Into the future options

This setting determines how far in advance Customers can make bookings with you. You can limit Customers’ choice to book into the future in one of two ways:

1. **Count nominal time:** This time is counted independent of whether any slots are available or not in the specified period.
2. **Only count days with available time slots:** This is based on your availability settings, minus blocked busy times and any previously scheduled meetings.

Use the radio buttons to select between the two methods.

### Nominal time method

[Section titled “Nominal time method”](#nominal-time-method)

Generally, this method is more useful for **longer periods like weeks and months.** The default for this setting is 18 months, and you can set it for as short as 12 hours.

For example, when your **Into the future** setting is set to four weeks, we show your Customer the next four weeks regardless of whether you have any available slots during this period or not. Days where you do not have any availability on your calendar still count towards the total number of days shown. In this example, your Customer may see anything from 28 days to 0 days to choose from, depending on how much availability is on your calendar inside the specified time frame.

### Available time slots method

[Section titled “Available time slots method”](#available-time-slots-method)

Generally, this method is more useful for **shorter periods of several days.** Typical use cases where the availability-based method comes in handy include:

1. **Business days:** Set the number of days your Customer can schedule in a way that skips weekends and holidays. Any blocked days in your calendar, or days with no availability, will not be counted towards the set number of days to display.
2. **Allow your Customer to schedule in the next few days:** Limit your Customer’s options to an exact number of days to choose from. Elegantly battle Customers’ tendency to procrastinate!
3. **Maximize your time utilization:** One of the ways to maximize time utilization is to fill up one day at a time, before opening another day for booking. Set the number of days to one to achieve this.

### How does it work?

[Section titled “How does it work?”](#how-does-it-work)

We take the availability you specified in the [Recurring availability](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-pages-recurring-availability/ "Booking page: Recurring availability section") and [Date-specific availability](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-pages-date-specific-availability/ "Booking page: Date-specific availability section") sections of your Booking page, and deduct all your busy time (from your connected calendar or from events scheduled via OnceHub), all subject to your time slot rules. The result is that your Customer will see a specified number of days into the future that currently have available time slots. Any days with no open slots will **not** be counted: days with no availability, fully-booked days and days blocked due to time slots rules. Selection options are between 12 hours and 30 days.

Consider the following example:

Your availability is set to Monday to Friday. On the upcoming Thursday, you have an all-day meeting in your connected calendar. The upcoming Friday is fully booked by OnceHub meetings.

Your **Into the future** setting is set to two days of actual availability. A Customer that opens your Booking page on Wednesday will be able to choose between Wednesday and the following Monday.

Let’s see why:

* Wednesday is shown because it has available slots.
* Thursday is skipped because it is blocked by the all-day event in the connected calendar.
* Friday is skipped because it is blocked by OnceHub events.
* Saturday and Sunday are skipped because you did not specify availability on these days.
* Monday is shown because it is the next day with available slots.

Setting actual availability ensures that your Customer is always offered the predefined number of available days to choose from.

# Workload rules

> In this article, you'll learn about using Workload rules to control your daily and weekly workload.

In this article, you’ll learn about using Workload rules to control your daily and weekly workload.

## Location of the Workload rules section

[Section titled “Location of the Workload rules section”](#location-of-the-workload-rules-section)

You can find **Workload rules** under **Time slot settings**. The location of the **Time slot settings** depends on whether or not your Booking page has any Event types associated with it. [Learn more about the location of the Time slot settings section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/timeslot-settings/location-of-time-slot-settings/ "Location of the Time slot settings section")

* For Booking pages **associated** with Event types (recommended), go to **Booking pages** in the bar on the left → select the relevant **Event type →** **Time slot settings**.
* For Booking pages **not associated** with Event types, go to go to **Booking pages** in the bar on the left → select the relevant **Booking page →** **Time slot settings.**

## Buffer before and after the meeting

[Section titled “Buffer before and after the meeting”](#buffer-before-and-after-the-meeting)

The booking buffer automatically creates gaps between time slots and busy time on your calendar. These gaps can be used to account for travel time, cleanup time, rest time and more. If you don’t want the buffer to affect you, simply leave it on its default, at zero.

![](https://help.oncehub.com/_astro/1554984638862.CEGc2qv7_Z2jepas.webp)Figure 1: Buffer before and after the meeting

The buffer only creates gaps between busy time in your calendar. It does not create gaps between the available time slots that you have on your booking calendar. If you want to control the gaps between your available time slots, you can use the **[Time slot spacing](https://help.oncehub.com/scheduleonce/event-types-booking-pages/timeslot-settings/time-slot-display/ "Time slot display")** setting or create custom gaps in the [Recurring availability section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-pages-recurring-availability/ "Booking page: Recurring availability section") or [Date-specific availability section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-pages-date-specific-availability/ "Booking page: Date-specific availability section").

## Number of bookings per day

[Section titled “Number of bookings per day”](#number-of-bookings-per-day)

This setting allows you to set a cap on the number of bookings that can be scheduled per day. When the cap is reached, the entire day will become unavailable and no more bookings will be accepted. [Learn more about limiting the number of bookings per day](https://help.oncehub.com/scheduleonce/event-types-booking-pages/timeslot-settings/limiting-number-of-bookings/ "Limiting the number of bookings per day or per week")

![](https://help.oncehub.com/_astro/1554984885867.udXkCcy0_Z2w3Us5.webp)Figure 2: Number of bookings per day

## Number of bookings per week

[Section titled “Number of bookings per week”](#number-of-bookings-per-week)

This setting allows you to set a cap on the number of bookings that can be scheduled per week. When the cap is reached, the entire week will become unavailable and no more bookings will be accepted. [Learn more about limiting the number of bookings per week](https://help.oncehub.com/scheduleonce/event-types-booking-pages/timeslot-settings/limiting-number-of-bookings/ "Limiting the number of bookings per day or per week")

![](https://help.oncehub.com/_astro/1554984860729.CFmKHaRT_W4090.webp)Figure 3: Number of bookings per week

Caution

Both the **number of bookings per day** and **number of bookings per week** settings can be used concurrently. In this case, the setting with the strongest restriction overrides the other setting. For example, if the **number of bookings per day** is set to 1 and the **number of bookings per week** is set to 3, the entire week will be blocked after 3 bookings are made at any time during the week.

# User Notifications

> User Notifications documentation and guides.

[Introduction to User notifications](https://help.oncehub.com/scheduleonce/event-types-booking-pages/user-notifications/introduction-to-user-notifications)

[Communicating with Users and stakeholders](https://help.oncehub.com/scheduleonce/event-types-booking-pages/user-notifications/communicating-with-users-and-stakeholders)

[Subscribing to Booking notifications](https://help.oncehub.com/scheduleonce/event-types-booking-pages/user-notifications/subscribing-to-booking-notifications)

[User notification scenarios](https://help.oncehub.com/scheduleonce/event-types-booking-pages/user-notifications/user-notification-scenarios)

[Troubleshooting](https://help.oncehub.com/scheduleonce/event-types-booking-pages/user-notifications/troubleshooting/)

# Communicating with Users and stakeholders

> When scheduling bookings, there are many instances where you might wish to send an email or SMS notification to yourself or others in your organization.

When scheduling bookings, there are many instances where you might wish to send an email or SMS notification to yourself or others in your organization. For example, you might want to send your boss an email when a booking is confirmed and an SMS to yourself the day prior.

You can pick and choose who receives which [User notifications](https://help.oncehub.com/scheduleonce/event-types-booking-pages/user-notifications/user-notification-scenarios/ "User notification scenarios") related to booking activity. In addition, the [User notification settings](https://help.oncehub.com/scheduleonce/event-types-booking-pages/user-notifications/introduction-to-user-notifications/ "Introduction to User notifications section") can be different for every Booking page.

In this article, you’ll learn about setting up User notifications.

You do not need an assigned product license to configure User notification templates, though you do need to be an Administrator.

## Templates

[Section titled “Templates”](#templates)

You can use our Default templates or create your own. The Default email and SMS templates use text created by OnceHub which provides Users with all the important meeting information such as meeting time and location. Any User who receives a notification using a Default template will receive all the relevant information related to the booking.

If you want to customize the text or the appearance of your email and SMS messages to Users, you can create your own templates via the [Notification templates editor](https://help.oncehub.com/scheduleonce/customization-branding/notification-templates-editor/introduction-to-notification-templates-editor/ "Introduction to the Notification Templates Editor"). You can access the editor by going to **Booking pages** in the bar on the left and opening **Notification templates editor** on the left.

[Learn more about the differences between Default and Custom templates](https://help.oncehub.com/scheduleonce/customization-branding/notification-templates-editor/should-i-use-default-or-custom-template/ "Should I use a Default or Custom Template?") [Learn more about creating Custom templates](https://help.oncehub.com/scheduleonce/customization-branding/notification-templates-editor/how-to-create-custom-email-or-sms-template/ "How to create a Custom email or SMS template")

## Notification scenarios and delivery methods

[Section titled “Notification scenarios and delivery methods”](#notification-scenarios-and-delivery-methods)

You can choose the notifications scenarios and delivery methods that suit your needs. The [User notifications section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/user-notifications/introduction-to-user-notifications/ "Introduction to User notifications section") lists all of the possible notification scenarios that can take place in a booking. Here are the options that you can select:

* **Scenarios:** Events that can occur during a booking lifecycle.
* **Delivery method:** Email, SMS, or both.
* **Template:** You can choose the Default template or a custom one you created.

The User notifications section is located on your Booking page. Go to **Booking pages** in the bar on the left → **Booking page → User Notifications**.

Note

In order for a User to subscribe to notifications on a Booking page, they must be an Editor of that Booking page. [Learn more about Booking page access permissions](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-page-access-permissions/ "Booking page access permissions")

## Adding a Mobile number for the User

[Section titled “Adding a Mobile number for the User”](#adding-a-mobile-number-for-the-user)

In order for a User to receive SMS notifications about booking events, a mobile phone number must be added to the User’s [Profile](https://help.oncehub.com/scheduleonce/insights-operations/profile-management/managing-your-profile-in-oncehub/ "Profile: ScheduleOnce SMS notifications section").

[Learn more about sending SMS notifications to Users](https://help.oncehub.com/scheduleonce/event-types-booking-pages/sms-notifications/sending-sms-notifications-to-users/ "Sending SMS notifications to Users")

# Introduction to User notifications

> The User notifications section is where you set which notification scenarios will trigger email notifications and SMS notifications to be sent to you or to o...

The User notifications section is where you set which notification scenarios will trigger email notifications and [SMS notifications](https://help.oncehub.com/scheduleonce/insights-operations/profile-management/introduction-to-sms-notifications/ "Introduction to SMS notifications") to be sent to you or to other Users. Examples of [notification scenarios](https://help.oncehub.com/scheduleonce/event-types-booking-pages/user-notifications/user-notification-scenarios/ "User notification scenarios") include: scheduling confirmations, event reminders, event follow-ups, [cancellations](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/introduction-to-canceling-and-rescheduling/ "Introduction to canceling and rescheduling"), and [rescheduled bookings](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/introduction-to-canceling-and-rescheduling/ "Introduction to canceling and rescheduling"). This section is also where you can customize the text of the notifications sent to Users.

You do not need an assigned product license to subscribe to booking notifications.

## Location of the User notifications section

[Section titled “Location of the User notifications section”](#location-of-the-user-notifications-section)

The User notifications section is located if you go to **Booking pages** in the bar on the left → select your Booking page **→ User notifications**.

![](https://help.oncehub.com/_astro/1556292975564.DMEGSVfx_1f4Owj.webp)Figure 1: User notifications section

Email and SMS notifications to Users are independent of the [notifications sent to your Customers](https://help.oncehub.com/scheduleonce/event-types-booking-pages/customer-notifications/introduction-to-customer-notifications/ "Introduction to the Customer notifications section"). This means that you can send notifications to Customers that contain different content and have different timing than your own notifications.

## Configuring notifications

[Section titled “Configuring notifications”](#configuring-notifications)

Notification scenarios are booking events that will trigger an email or SMS notification to be sent to the User. [Learn more about the different User notification scenarios and when they apply](https://help.oncehub.com/scheduleonce/event-types-booking-pages/user-notifications/user-notification-scenarios/ "User notification scenarios")

Note

Not all scenarios apply for every situation. For example, the scenario **Booking request made by Customer** triggers a notification when the Customer makes a Booking request. However, this scenario only takes place on Booking pages that use [Booking with approval mode](https://help.oncehub.com/scheduleonce/event-types-booking-pages/scheduling-options/automatic-booking-or-booking-with-approval/ "Automatic booking or Booking with approval").

## Selecting a delivery method: Email or SMS

[Section titled “Selecting a delivery method: Email or SMS”](#selecting-a-delivery-method-email-or-sms)

You can send an email or [SMS notification](https://help.oncehub.com/scheduleonce/insights-operations/profile-management/introduction-to-sms-notifications/ "Introduction to SMS notifications") for each Notification scenario, such as the **Automatic booking** scenario (Figure 2).

![](https://help.oncehub.com/_astro/1556293533298.D4wrVwvB_Fep5j.webp)Figure 2: Automatic booking scenario

The exception is the [Calendar event](https://help.oncehub.com/scheduleonce/event-types-booking-pages/customer-notifications/customer-calendar-event-options/ "Customer Calendar Event options") scenario, which has no SMS notification option (Figure 4).

![](https://help.oncehub.com/_astro/1556293635591.DkVb8mi-_Z29HXFr.webp)Figure 3: Calendar event scenario

## Reminders and follow-ups

[Section titled “Reminders and follow-ups”](#reminders-and-follow-ups)

You can send up to three User reminders before a meeting and a follow-up message after the meeting. You can choose to send a reminder from between 5 minutes to 30 days before the meeting time (Figure 5). You can choose to send a follow-up message from between 5 minutes to 30 days after a booking.

By default, email and SMS notifications are unchecked for all three User reminders (Figure 4). No notifications will be sent unless you select them.

![](https://help.oncehub.com/_astro/1556293919623.DgXQ9gh7_Z1rBHfI.webp)Figure 4: Reminder and Follow-up message scenarios

For other subscribed Users, all notification alerts are unchecked by default.

Note

We recommend sending SMS notifications in addition to email notifications. SMS messages are usually short, whereas the notification emails contain all of the important booking information that a User will need.

You can create [Custom SMS templates](https://help.oncehub.com/scheduleonce/event-types-booking-pages/sms-notifications/sending-sms-notifications-to-users/ "Sending SMS notifications to Users") that include more information, but the messages will be longer. [Learn more about sending SMS notifications to Users](https://help.oncehub.com/scheduleonce/event-types-booking-pages/sms-notifications/sending-sms-notifications-to-users/ "Sending SMS notifications to Users")

## Customizing your notifications further

[Section titled “Customizing your notifications further”](#customizing-your-notifications-further)

If you need further customization of your email notifications and SMS notifications, you can create Custom templates in the [Notification templates editor](https://help.oncehub.com/scheduleonce/customization-branding/notification-templates-editor/introduction-to-notification-templates-editor/ "Introduction to the Notification Templates Editor"). Custom templates give you the utmost flexibility over the content, allowing you to insert images, use any text you wish, and add hyperlinks.

The templates you create are available as choices in each scenario (Figure 5).

![](https://help.oncehub.com/_astro/1548405152171.t2WjA-Vt_Z19MdrK.webp)Figure 5: Notification templates drop-down

## Setting the time for reminder and follow-up notifications

[Section titled “Setting the time for reminder and follow-up notifications”](#setting-the-time-for-reminder-and-follow-up-notifications)

You can send up to three reminders prior to a meeting and a follow-up message after the meeting is over. Reminders can be sent up to 30 days in advance and the follow-up message can be sent up to 30 days after your meeting is over. You can choose the timing of the reminders and follow-ups by using the drop-down menus (Figure 6).

![](https://help.oncehub.com/_astro/1548405152396.DcpuUem7_ZhGFzX.webp)Figure 6: Timing option menus

It’s important to think about your schedule and when and how you would like yourself and other subscribed Users to receive reminders. Keep in mind that the User reminders are independent from [Customer reminders](https://help.oncehub.com/scheduleonce/event-types-booking-pages/customer-notifications/introduction-to-customer-notifications/ "Introduction to the Customer notifications section") and can be sent at different times and use different templates than the Customer reminders.

# Subscribing to Booking notifications

> Any User can subscribe to User notifications for specific Booking pages in their organization’s OnceHub app. User notifications can be sent via email or SMS.

Any User can [subscribe to User notifications](https://help.oncehub.com/scheduleonce/event-types-booking-pages/user-notifications/introduction-to-user-notifications/ "Introduction to User notifications section") for specific [Booking pages](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages") in their organization’s OnceHub app. User notifications can be sent via email or SMS.

In order to receive User notifications for a Booking page, the User must have an [Editor access role](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-page-access-permissions/ "Booking page access permissions") on that Booking page. This can be assigned by a OnceHub Administrator. You can customize further notification settings for that User in the relevant Booking page’s [User notifications](https://help.oncehub.com/scheduleonce/event-types-booking-pages/user-notifications/introduction-to-user-notifications/ "Introduction to User notifications section") section.

If the User has not been created in the system, they can be added by clicking on your profile image or initials in the top right corner, selecting **Users** from the drop-down menu and clicking the **Add User** button (Figure 1).

You do not need an assigned product license to be an Editor on a Booking page and subscribe to booking notifications.

![](https://help.oncehub.com/_astro/1550144463907.DMD-cWBS_Z1Ndk8u.webp)Figure 1: Users lobby

The User will receive [an invitation to sign up for a OnceHub account](https://help.oncehub.com/getting-started/introduction-oncehub/joining-your-organizations-oncehub-account/ "Joining your organization's OnceHub account"). If the User only needs to receive notifications, they don’t need to complete the sign up process—their email address is already in the system. As long as they have an Editor role on the relevant Booking page(s), they can receive notifications.

There is no limit to the number of Users who can subscribe to User notifications on a Booking page.

Note

If you change the Owner of a Booking page, any [User notifications](https://help.oncehub.com/scheduleonce/event-types-booking-pages/user-notifications/introduction-to-user-notifications/ "Introduction to User notifications section") settings you have previously customized for the Owner will be returned to the default settings for the new Booking page Owner.

# Troubleshooting

> Troubleshooting documentation and guides.

[A User is not receiving email notifications](https://help.oncehub.com/scheduleonce/event-types-booking-pages/user-notifications/troubleshooting/user-is-not-receiving-email-notifications)

# A User is not receiving email notifications

> There can be a number of reasons why a User is not receiving Email notifications. This article is relevant to Users who have never received User email notifi...

There can be a number of reasons why a User is not receiving [Email notifications](https://help.oncehub.com/profile-management/managing-your-profile-in-oncehub/#notifications "Profile: Email notifications section"). This article is relevant to Users who have never received User email notifications and to Users who were receiving them but are not anymore.

## Check your junk mail folder

[Section titled “Check your junk mail folder”](#check-your-junk-mail-folder)

We recommend that you check your junk mail to see if the notifications are there. Whether or not an email lands in junk mail depends on your own email client’s filter. If you find it there, you can tell your email client that this notification is not spam.

## Check your User notification Settings

[Section titled “Check your User notification Settings”](#check-your-user-notification-settings)

In order to receive notifications about bookings made on a specific [Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages"), the User must be either the Owner or an Editor of the Booking page. [Learn more about adding Editors to a Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-page-access-permissions/ "Booking page access permissions")

1. Hover over the lefthand menu and go to the Booking pages icon → Booking pages → your Booking page → [User notifications](https://help.oncehub.com/scheduleonce/event-types-booking-pages/user-notifications/introduction-to-user-notifications/ "Introduction to User notifications section").
2. Ensure that email notifications are enabled for the [Notification scenarios](https://help.oncehub.com/scheduleonce/event-types-booking-pages/user-notifications/user-notification-scenarios/ "User notification scenarios") each User should receive email notifications for (Figure 1). ![](https://help.oncehub.com/_astro/trouble1.B7TXFgnE_Z18OWez.webp)Figure 1: User notifications section

[Learn more about the User notifications section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/user-notifications/introduction-to-user-notifications/ "Introduction to User notifications section")

## Verify that you are sending User email notifications to the correct email address

[Section titled “Verify that you are sending User email notifications to the correct email address”](#verify-that-you-are-sending-user-email-notifications-to-the-correct-email-address)

Ensure that the email address you are checking for notifications matches the email address used as your sign-in ID.

1. Select your profile picture or initials in the top right-hand corner → Profile settings → **Email notifications**.
2. If the email in the **Emails sent to** field is not the email address you want to use, click **Change your email ID** (Figure 2). **![](https://help.oncehub.com/_astro/trouble1.B7TXFgnE_Z18OWez.webp)Figure 2: Email notifications section**

## Test your email address

[Section titled “Test your email address”](#test-your-email-address)

If the sign-in ID/Receiving email address matches the email address you’ve been checking, you can test the system using a different email address:

1. Change the email address in the **Emails sent to** field to a different email address temporarily. We recommend using an email address with a different domain than the one you were previously using.
2. Go to the relevant Booking page [Overview section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-pages-overview/ "Booking page: Overview section").
3. In the **Share & Publish** section, use the Public link to make a test booking.
4. Check the Inbox of the temporary email address and see if you received a confirmation email.

If you received a confirmation email to the temporary email address but not the original, it’s possible that your email was placed on a suppression list by Amazon SES, our email service provider. This is usually because interaction with your email resulted in a hard bounce for an Amazon SES customer in the recent past. OnceHub can request for your email address to be removed from the Amazon SES suppression list.

# User notification scenarios

> This table defines the User notification scenarios used in the User notification section of a Booking page.

This table defines the User notification scenarios used in the [User notification section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/user-notifications/introduction-to-user-notifications/ "Introduction to User notifications section") of a [Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages"). These scenarios are the booking events that can take place during a booking lifecycle. You can choose which scenarios will trigger notifications and if the notifications are sent via email, SMS, or both.

The User notifications section can be found by going to **Booking pages** in the bar on the left → **Booking page → User notifications**.

| **Notification Scenario**                                                                                                                                                                                                                                       | **Description**                                                                                              |
| --------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | ------------------------------------------------------------------------------------------------------------ |
| [**Automatic Booking**](https://help.oncehub.com/scheduleonce/event-types-booking-pages/scheduling-options/automatic-booking-or-booking-with-approval/ "Automatic booking or Booking with approval")                                                            |                                                                                                              |
| Booking made by Customer                                                                                                                                                                                                                                        | Sent to subscribed Users when the Customer makes a booking.                                                  |
| [**Booking with approval**](https://help.oncehub.com/scheduleonce/event-types-booking-pages/scheduling-options/automatic-booking-or-booking-with-approval/ "Automatic booking or Booking with approval")                                                        |                                                                                                              |
| Booking request made by Customer                                                                                                                                                                                                                                | Sent to subscribed Users when the Customer submits a booking request.                                        |
| Booking request approved by User                                                                                                                                                                                                                                | Sent to subscribed Users when a User approves the Customer’s booking request.                                |
| [**Calendar event**](https://help.oncehub.com/scheduleonce/event-types-booking-pages/customer-notifications/customer-calendar-event-options/ "Customer Calendar Event options")                                                                                 |                                                                                                              |
| Calendar event                                                                                                                                                                                                                                                  | The calendar event can include any booking details and can be added to the Owner’s and Customer’s calendars. |
| [**Reminders and follow-ups**](https://help.oncehub.com/scheduleonce/event-types-booking-pages/user-notifications/communicating-with-users-and-stakeholders/ "Communicating with Users and stakeholders")                                                       |                                                                                                              |
| First User reminder                                                                                                                                                                                                                                             | Sent to subscribed Users at a predefined time prior to the meeting.                                          |
| Second User reminder                                                                                                                                                                                                                                            | Sent to subscribed Users at a predefined time prior to the meeting.                                          |
| Third User reminder                                                                                                                                                                                                                                             | Sent to subscribed Users at a predefined time prior to the meeting.                                          |
| Follow-up message                                                                                                                                                                                                                                               | Sent to subscribed Users when a follow-up message is sent to the Customer.                                   |
| [**Booking cancellation**](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/effects-of-cancellation/ "Effect of cancellation")                                                                                                         |                                                                                                              |
| [Booking canceled by Customer](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/customer-cancelreschedule-page/ "The Customer Cancel/Reschedule page")                                                                                 | Sent to subscribed Users when the Customer cancels a booking.                                                |
| [Booking canceled by User](https://help.oncehub.com/scheduleonce/managing-bookings/responding-to-booking-requests/responding-to-booking-requests/user-action-cancelling-booking-request/ "User action: Cancel a booking request and request new times")         | Sent to subscribed Users when a User cancels a booking.                                                      |
| [**Booking reschedule**](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/effects-of-rescheduling/ "Effect of rescheduling")                                                                                                           |                                                                                                              |
| [Booking rescheduled by Customer](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/customer-cancelreschedule-page/ "The Customer Cancel/Reschedule page")                                                                              | Sent to subscribed Users when the Customer reschedules a booking.                                            |
| [Reschedule requested by User](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/user-action-cancelreschedule-for-booking-pages-with-event-types/ "User action: Cancel/request to reschedule with event types")                         | Sent to subscribed Users when a User sends a reschedule request to the Customer.                             |
| [**Booking reassignment**](https://help.oncehub.com/scheduleonce/managing-bookings/reassign/introduction-to-booking-reassignment/ "Introduction to Booking reassignment")                                                                                       |                                                                                                              |
| [Booking reassigned (original Owner)](https://help.oncehub.com/scheduleonce/managing-bookings/reassign/user-action-reassign-booking/ "User Action: Reassign a booking")                                                                                         | Sent to subscribed Users of the previous Booking page when a booking is reassigned from the page.            |
| [Booking reassigned (new Owner)](https://help.oncehub.com/scheduleonce/managing-bookings/reassign/user-action-reassign-booking/ "User Action: Reassign a booking")                                                                                              | Sent to subscribed Users of the new Booking page when a booking is reassigned to the page.                   |
| [**Booking request cancellation**](https://help.oncehub.com/scheduleonce/managing-bookings/responding-to-booking-requests/responding-to-booking-requests/user-action-cancelling-booking-request/ "User action: Cancel a booking request and request new times") |                                                                                                              |
| Booking request canceled by Customer                                                                                                                                                                                                                            | Sent to subscribed Users when the Customer cancels a booking request.                                        |
| Booking request canceled by User                                                                                                                                                                                                                                | Sent to subscribed Users when a User cancels a booking request.                                              |
| [**Booking request resubmission**](https://help.oncehub.com/scheduleonce/managing-bookings/responding-to-booking-requests/responding-to-booking-requests/customer-action-resubmit-booking-request/ "Customer Action: Resubmit a Booking request")               |                                                                                                              |
| Booking request resubmitted by Customer                                                                                                                                                                                                                         | Sent to subscribed Users when the Customer resubmits a booking request.                                      |
| Booking request resubmission requested by User                                                                                                                                                                                                                  | Sent to subscribed Users when a User asks the Customer to resubmit a booking request.                        |
| **Other notifications**                                                                                                                                                                                                                                         |                                                                                                              |
| [Manual refund issued by User](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/manual-refunds-via-oncehub/ "Manual refund via ScheduleOnce")                                                                               | Sent to the User when a manual refund is issued via OnceHub.                                                 |

# Insights & Operations

> Insights Operations documentation and guides.

[Profile Management](https://help.oncehub.com/scheduleonce/insights-operations/profile-management/)

[User Management](https://help.oncehub.com/scheduleonce/insights-operations/user-management/)

[Reporting Analytics](https://help.oncehub.com/scheduleonce/insights-operations/reporting-analytics/)

[Billing & Subscription Management](https://help.oncehub.com/scheduleonce/insights-operations/billing-subscription-management/)

# Billing & Subscription Management

> Billing Subscription Management documentation and guides.

[Introduction to Billing](https://help.oncehub.com/scheduleonce/insights-operations/billing-subscription-management/introduction-to-billing)

[Payment and Billing](https://help.oncehub.com/scheduleonce/insights-operations/billing-subscription-management/payment-and-billing)

[Accessing and Exporting Your Centralized SMS Logs](https://help.oncehub.com/scheduleonce/insights-operations/billing-subscription-management/accessing-and-exporting-your-centralized-sms-logs)

[Troubleshooting](https://help.oncehub.com/scheduleonce/insights-operations/billing-subscription-management/troubleshooting/)

# Accessing and Exporting Your Centralized SMS Logs

> The SMS Logs screen provides a centralized record of all SMS notifications sent from your OnceHub account.

[Accessing and Exporting Your Centralized SMS Logs](https://www.youtube-nocookie.com/embed/TgJ-yB74HYo?wmode=opaque)

The **SMS Logs** screen provides a centralized record of all SMS notifications sent from your OnceHub account.

## How To View SMS Logs

[Section titled “How To View SMS Logs”](#how-to-view-sms-logs)

You can access your consolidated SMS transaction logs using the following steps:

1. Click the **gear icon** in the top-right corner.
2. Select **Billing/ Subscription** from the menu.
3. In the SMS section, click the **View SMS log** link.
4. The SMS log screen displays all transactions, defaulting to the **last 7 days**.
5. Use the **Display SMS notifications from** date selectors and/ or **Filter by phone number** field to filter transactions for a specific guest.

## How To Export SMS Logs

[Section titled “How To Export SMS Logs”](#how-to-export-sms-logs)

Full SMS message content is **not displayed** in the SMS Logs view. To view the complete message text, you must export the SMS logs using the following steps:-

1. Click the **Excel** button in the top-right corner to download the filtered results as an Excel file.

While the on-screen log provides a quick summary, the exported Excel file contains a comprehensive record for auditing and compliance. Every export includes:

* **Timeline & Status:** Date, time and delivery status.
* **Sender Information:** Specific Booking Page associated with the message and the unique Activity ID for the transaction.
* **Recipient Information:** Recipient’s full name, phone number, and unique Contact ID.
* **Message Details:** Notification template, full SMS content, total characters count and SMS credits used.

# Introduction to Billing

> OnceHub seats can be purchased with a monthly or annual subscription, which is always billed in advance.

OnceHub seats can be purchased with a monthly or annual subscription, which is always billed in advance.

Seats are used to grant users access to varying functions within OnceHub. You can purchase seats for scheduled meetings or live engagements.

Read on to learn more about how billing for your OnceHub seats work.

## Adding and managing seats

[Section titled “Adding and managing seats”](#adding-and-managing-seats)

### Accessing the Billing section

[Section titled “Accessing the Billing section”](#accessing-the-billing-section)

In the top navigation menu, select the gear icon → **Billing**. You must be an administrator to initiate any OnceHub transactions.

OnceHub seats can be purchased with a monthly or annual subscription. When you purchase a seat for the first time, you are immediately billed in advance for the first billing cycle.

* **Monthly subscription:** On each monthly billing date, you’ll be charged for the upcoming month’s subscription, based on the exact number of user seats in your account.
* **Annual subscription:** On each annual billing date, you’ll be charged for the upcoming year’s subscription, based on the exact number of user seats in your account.

### Adding seats

[Section titled “Adding seats”](#adding-seats)

You can add seats for scheduled meetings or live engagements (live chat, instant calls) at any time. When you add seats, you can determine which users should be assigned seats in your account.

When you add seats during your billing cycle, you’ll pay a prorated adjustment for them.

### Adding seats to a Monthly subscription

[Section titled “Adding seats to a Monthly subscription”](#adding-seats-to-a-monthly-subscription)

When you add seats to a monthly subscription, you’ll only pay for them on your next billing date.

On your next billing date, you’ll pay:

* A prorated adjustment for the seats added during the current billing cycle.
* The full amount for the total number of seats in your account for the upcoming month.

### Adding seats to an annual subscription

[Section titled “Adding seats to an annual subscription”](#adding-seats-to-an-annual-subscription)

When you add seats to an annual subscription, you’ll immediately pay a prorated adjustment for them. On the next billing date, you’ll pay:

* The full amount for the total number of seats in your account for the upcoming year.

### Removing seats and pausing your subscription

[Section titled “Removing seats and pausing your subscription”](#removing-seats-and-pausing-your-subscription)

You can remove seats at any time. When you remove seats, they are still available for use in the application until the end of your current billing cycle. This is because you’ve already paid for all of your seats in advance at the beginning of the current billing cycle.

If you remove all of your seats, you will pause your subscription. This will limit your access to OnceHub functionality. You can resume your subscription and access at any times by adding seats.

## Purchasing your first OnceHub product

[Section titled “Purchasing your first OnceHub product”](#purchasing-your-first-oncehub-product)

OnceHub seats can be purchased with a monthly or annual subscription.

To purchase a OnceHub seat, you must be a OnceHub Administrator.

#### Purchasing a monthly or annual subscription

[Section titled “Purchasing a monthly or annual subscription”](#purchasing-a-monthly-or-annual-subscription)

You can purchase OnceHub seats in your OnceHub account by selecting the gear icon in the top navigation menu → **Billing** → **Seats**.

When you purchase seats for the first time, you are immediately billed in advance for the first billing cycle and an invoice is sent to you. All future recurring payments are charged to your primary payment method.

If your primary payment method doesn’t work on your billing date, your secondary payment method will be charged instead. We recommend always having a secondary payment method, to prevent loss of account functionality.

Monthly billing will be selected as the **default subscription**. You can change to an **annual subscription** if you prefer.

### Monthly subscription

[Section titled “Monthly subscription”](#monthly-subscription)

* On each monthly billing date, you’ll be billed in advance for the upcoming month.
* You can add or remove seats at any time.
* When you add seats, you’ll pay a prorated adjustment for them on the next billing date.

### Annual subscription

[Section titled “Annual subscription”](#annual-subscription)

* On each annual billing date, you’ll be billed in advance for the upcoming year.
* You can add or remove seats at any time.
* When you add seats, you’ll immediately be charged a prorated adjustment for them.

Note

The billing date and time for your recurring payment cycle is the exact date and time that you purchase your subscription on. All billing dates and times are based on UTC (Coordinated Universal Time).

For example, if you purchase a monthly subscription at 10:00 am UTC on September 2, your first payment will be made that same day. After that, your monthly recurring payments will be billed on the 2nd day of every month at 10:00 am UTC.

#### How to purchase a OnceHub seats for the first time

[Section titled “How to purchase a OnceHub seats for the first time”](#how-to-purchase-a-oncehub-seats-for-the-first-time)

1\. Click the **Purchase now** button next to the product you’d like to purchase.

2\. In the **Secure checkout** page, add as many seats as your organization requires.

3\. The **Order summary** will be updated based on the number of user seats you purchase.

4\. The default billing cycle is **Monthly**. If you want to use an annual billing cycle, in the **Order summary** section click **Switch to annual** (Figure 4).

5\. Click **Proceed to** [**payment**](https://help.oncehub.com/scheduleonce/insights-operations/billing-subscription-management/payment-and-billing/).

6\. On the **Secure payment** page, select your **Payment method**. You can pay using a credit card or a PayPal account.

* [**Credit card**](https://help.oncehub.com/scheduleonce/insights-operations/billing-subscription-management/payment-and-billing/)**:** Enter your payment details and click **Submit payment** to complete the purchase.
* [**PayPal**](https://help.oncehub.com/scheduleonce/insights-operations/billing-subscription-management/payment-and-billing/)**:** Click the **Pay with PayPal** button. You’ll be prompted to log in to your PayPal account and choose a way to pay. Click **Agree & Continue** to create a Billing Agreement and complete the purchase.

Once your purchase is complete:

* You’ll immediately be able to assign the seats you have just purchased.
* You’ll receive an Order confirmation email with your invoice attached.
* The date and time of your purchase will be the billing date and time for your recurring billing cycle.
* The transaction will be recorded in the **Billing →** **Transactions** tab.
* The payment method you used to make the purchase will be stored as your primary payment method. This payment method will be used for all future recurring payments. You can change the primary payment method at any time.
* We always recommend you add a secondary payment method, which is charged automatically if your primary payment method doesn’t work on your billing date. This ensures your account stays active, without a pause in services.

In order for a user to enjoy full functionality of OnceHub, they must be assigned a seat. For instance, a seat is required to receive scheduled meetings.

Please note they can still use all other functionality in OnceHub and within all products without a seat.

You can add seats or remove seats during your billing cycle on an as-needed basis.

#### Tax-exempt status

[Section titled “Tax-exempt status”](#tax-exempt-status)

If your organization is tax-exempt, please reach out to us at **<tax@oncehub.com>**, including:

1. The email associated with your OnceHub account
2. Your tax-exempt certificate

#### Buyer details on invoice

[Section titled “Buyer details on invoice”](#buyer-details-on-invoice)

You can edit the buyer details that will appear on invoices before you make your first purchase. To edit the buyer details on invoices, in the left navigation bar select **Billing → Transactions**. Then, click the action menu (three dots) next to the **Transactions** heading. Then, select **Buyer details on invoice**.

## How to change your billing cycle

[Section titled “How to change your billing cycle”](#how-to-change-your-billing-cycle)

All OnceHub payments are recurring.

Your account can be billed on a monthly basis or annually. When you purchase OnceHub for the first time, you will choose your preferred billing cycle. When the annual billing cycle is selected, you get a 10% discount.

#### How to change your billing cycle

[Section titled “How to change your billing cycle”](#how-to-change-your-billing-cycle-1)

1. Select the gear icon in the top navigation menu → **Billing**.
2. On the right hand side, next to your billing cycle, select to switch your cycle.
3. You will see a popup. Follow the directions to apply the changes to your account. ![](https://help.oncehub.com/_astro/1687527748046.DlPeD9kk_ZkrqYJ.webp)*Figure 1: Change billing cycle popup - This example changes the cycle from monthly to annual*

#### How does it work?

[Section titled “How does it work?”](#how-does-it-work)

### 1. Changing monthly to annual billing

[Section titled “1. Changing monthly to annual billing”](#1-changing-monthly-to-annual-billing)

* When you change to an annual billing cycle, the annual cycle will start only when the current monthly cycle ends and will renew on a yearly basis thereafter. Your account will be charged for the next annual cycle on your next scheduled billing date.
* For example, let’s assume that you currently pay $36 for three seats on a monthly basis. You pay on the 1st of each month and your next scheduled billing date is October 1. Today is September 15 and you decide to change your billing cycle to annual billing. You can change your billing cycle to annual billing today in your account and you are not charged. On October 1, your next scheduled billing date, you will be charged $324 for three seats on an annual basis (10% off for annual commitment). Subsequently, you will be charged $324 on October 1 of each year.
* You can revert back to the original billing cycle any time before the new billing cycle is processed on your next scheduled billing date (in the above example, any time between September 15 - October 1).
* If you add seats to your subscription **after** changing your billing cycle but **before**your next scheduled billing date:
  * The prorated cost, based on your **current billing cycle,** will be added to your next invoice and charged on the scheduled billing date (in the above example, on October 1).

### 2. Changing annual to monthly billing

[Section titled “2. Changing annual to monthly billing”](#2-changing-annual-to-monthly-billing)

* When you change to a monthly billing cycle, the monthly cycle will start only when the current annual cycle ends and will renew on a monthly basis thereafter. Your account will be charged for the next monthly cycle on your next scheduled billing date.
* For example, let’s assume that you currently pay $324 for three seats on an annual basis (twelve months plus 10% off for annual commitment). You pay on December 1 of each year. Today is September 15 and you decide to change your billing cycle to monthly billing. You change your billing cycle to monthly billing today in your account and you are not charged. On December 1, your next scheduled billing date, you will be charged $36 for three seats on a monthly basis. Subsequently, you will be charged $36 on the 1st of each month.
* You can revert back to the original billing cycle any time before the new billing cycle is processed on your next scheduled billing date (in the above example, any time between September 15 - December 1).
* If you add seats to your subscription **after** changing your billing cycle but **before**your next scheduled billing date:
  * The prorated cost will be charged on the day you add the seats (in the above example, on September 15). The charge is based on the **current** **annual** **billing** **cycle**, and **not** the monthly billing cycle starting on your next scheduled billing date.

## Purchasing and managing SMS credits

[Section titled “Purchasing and managing SMS credits”](#purchasing-and-managing-sms-credits)

SMS notifications are purchased in packages of credits. You can purchase SMS credits in your OnceHub Account in the **Billing**→ **Seats** section. Once you’ve purchased SMS credits, they are immediately available for use by every user with a user seat. SMS credits are deducted per SMS notification sent.

#### How do SMS credits work?

[Section titled “How do SMS credits work?”](#how-do-sms-credits-work)

* SMS credits can be purchased at any time. You pay for SMS credits as you purchase them.
* Once you’ve purchased SMS credits, they are immediately available for use by every user with a user seat.
* SMS credits are deducted per SMS notification sent.
* SMS pricing is the same for every mobile number globally. We do not charge different prices or deduct more credits based on the destination.
* When you start a OnceHub account, you’ll receive 25 free SMS credits to test out this feature. If you run out of credits, you can purchase additional SMS credits in the **Billing**→ **Seats** section..

#### SMS Pricing

[Section titled “SMS Pricing”](#sms-pricing)

SMS credits are purchased in packages. Every standard SMS sent requires one SMS credit. A standard SMS is one that is 160 characters or less in length.

| **SMS credits** | **Cost**  | **Cost per SMS credit** |
| --------------- | --------- | ----------------------- |
| 100             | USD 15.00 | USD 0.15                |
| 200             | USD 25.00 | USD 0.125               |
| 500             | USD 50.00 | USD 0.10                |
| 1000            | USD 90.00 | USD 0.09                |
| 2000 or more    | TBD       | USD 0.08                |

#### Purchasing SMS credits

[Section titled “Purchasing SMS credits”](#purchasing-sms-credits)

1. Select the gear icon in the top navigation menu → **Billing**→ **Seats**.

2. Click the **Add credits** button (Figure 1).![](https://help.oncehub.com/_astro/1687527760353.BHNvG9qS_LlP2c.webp)*Figure 1: Add SMS credits*

3. In the **Secure checkout** page, select the quantity of SMS credits you would like to purchase.

4. Click **Proceed to payment**.

5. Select a payment method. You can choose from payment methods that are already on file [](https://help.oncehub.com/billing/managing-payment-methods/ "Managing payment methods")or click **use a new payment method** to add and pay with a new payment method. By default, the payment is charged to your primary payment method.

6. Click **Submit payment**.

   * Your SMS credits are immediately available for use by any user in your account with a user seat.
   * The transaction is recorded in the **Billing →** **Transactions** tab.
   * You will receive an Order confirmation email with your invoice attached.

#### Understanding the SMS balance

[Section titled “Understanding the SMS balance”](#understanding-the-sms-balance)

To view your SMS balance, select the gear icon in the top navigation menu → **Billing**→ **Seats**. Your SMS balance is displayed in the SMS box (Figure 2).

![](https://help.oncehub.com/_astro/1687527760252.DyY06sZk_kXMo.webp)*Figure 2: SMS credits remaining*

* Every standard SMS sent deducts one SMS credit from the SMS balance. A standard SMS is one that is 160 characters or less in length. SMS notifications that are longer require additional SMS credits.
* SMS credits are charged per SMS notifications sent, not delivered. OnceHub uses a robust stable network with a very high delivery success rate.
* OnceHub Administrators will receive an alert via the Notification center and via email when the SMS balance reaches 25% of the last SMS credits purchase and when the balance reaches zero.

For more information on how to monitor your account’s SMS usage, see our SMS log data article.

#### Tracking SMS usage

[Section titled “Tracking SMS usage”](#tracking-sms-usage)

The **SMS log** section is where you track SMS notifications sent through your account. Data is recorded for all SMS notifications sent in the following scenarios:

* Customer notifications
* User notifications

You can filter the records by date range or phone number. You can also export them to a spreadsheet.

#### Accessing your SMS log

[Section titled “Accessing your SMS log”](#accessing-your-sms-log)

1. Select the gear icon in the top navigation menu → **Billing**→ **Seats** .
2. Then, click **View SMS log** (Figure 1). ![](https://help.oncehub.com/_astro/1687527778928.Dit0ATeG_t1MWK.webp)Figure 1: View SMS log

#### SMS log

[Section titled “SMS log”](#sms-log)

The records in the SMS log contain the following information:

**Date:** The day the SMS was sent.

**Booking page:** The [Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages") associated with the SMS. Test SMS notifications do not have Booking pages associated with them.

**To:** The number that the SMS was sent to.

**Recipient:** The name of the Customer or User that the SMS was sent to.

**Template:** The name of the template that was used to send the SMS.

**Characters:** The number of characters used in the SMS, including spaces.

**SMS credits:** The number of SMS credits used.

**Status:** One of the following delivery statuses will be displayed.

* **Delivered**: The SMS was sent and arrival was confirmed via delivery receipt.
* **Sent:** SMS was sent but a delivery receipt was not received.
* **Rejected:** The phone number was found to be invalid prior to sending.
* **Failed:** The SMS failed to send.

# Payment and Billing

> The Billing section stores your primary payment method and secondary payment methods.

The Billing section stores your primary payment method and secondary payment methods.

* OnceHub supports debit cards, credit cards, and PayPal.
* The primary payment method is automatically used for all your transactions.
* You can also store secondary payment methods in your account. These are used if your primary payment method fails. Storing secondary payment methods allows you to conveniently switch payment methods when you make a purchase. It also ensure that your account stays active when there’s an issue with your primary payment method by automatically charging the secondary method.

## Managing payment methods

[Section titled “Managing payment methods”](#managing-payment-methods)

Primary payment methods and secondary payment methods are stored in your OnceHub Account in the **Billing** → **Payment methods** section. You can add or remove payment methods at any time. You can also change the primary payment method as needed.

Read on to learn about managing payment methods in your OnceHub Account.

### Requirements

[Section titled “Requirements”](#requirements)

To manage payment methods, you must be a OnceHub Administrator.

OnceHub supports all major credit cards and debit cards. Supported cards include Visa, Mastercard, American Express, Discover, and JCB. OnceHub also supports PayPal.

#### Primary payment method

[Section titled “Primary payment method”](#primary-payment-method)

When you purchase a product for the first time, the payment method you use is stored as the primary payment method in the **Billing** → **Payment methods** section of your OnceHub Account. You can only have one primary payment method at a time.

You can also add an additional payment method and then set it as your primary payment method in the **Billing** → **Payment methods** section.

#### Secondary payment methods

[Section titled “Secondary payment methods”](#secondary-payment-methods)

Secondary payment methods are stored in your OnceHub Account and are only used automatically as a backup method when your primary payment method doesn’t work.

Storing secondary payment methods allows you to switch payment methods when making one-off purchases, resume payment after a failed recurring payment, or change the payment method used for recurring payments. You can store as many additional payment methods in your OnceHub Account as you need.

## Adding a payment method in the Payment methods section

[Section titled “Adding a payment method in the Payment methods section”](#adding-a-payment-method-in-the-payment-methods-section)

If you’ve already purchased a OnceHub product subscription, you can add a payment method at any time.

1. Sign in to your OnceHub Account.
2. Select the gear icon in the top navigation menu → **Billing** → **Payment methods**.![](https://help.oncehub.com/_astro/1687527868558.U2gJJs2T_ZLArIo.webp)*Figure 1: Payment methods section*
3. Click the **Add payment method** button.
4. The **Add payment method** pop-up will appear.

You can now decide if you want to add a credit card or a PayPal account.

## Adding a credit card

[Section titled “Adding a credit card”](#adding-a-credit-card)

#### Supported cards

[Section titled “Supported cards”](#supported-cards)

OnceHub supports all major credit cards and debit cards. Supported cards include Visa, Mastercard, American Express, Discover, and JCB.

Primary payment methods and additional payment methods are stored in your OnceHub Account in the **Billing** → **Payment methods** section. You can add or remove payment methods at any time. You can also change the primary payment method as needed.

You can only add a credit card as a payment method after your first purchase. In the case of a credit card nearing its expiration date, simply add your new card as the primary payment method. Learn how to add a credit card in **Billing** → **Payment methods**.

#### Compliance

[Section titled “Compliance”](#compliance)

OnceHub is a PCI DSS level 1 service provider. Our payment security is paramount, and has achieved certified compliance against all PCI DSS version 3.2 requirements. OnceHub strictly adheres to these standards to safeguard your payment data before, during and after purchase. Our ongoing commitment to payment protection includes regular validation by an independent PCI Qualified Security Assessor (QSA). You can rest assured, your organization’s payment information is protected by the global standard in payment card security.

For more information, visit our Trust Center.

1\. In the **Payment method** section, select **Credit card** (Figure 2). ![](https://help.oncehub.com/_astro/1687527868621.C7PKHb6P_5wTY5.webp) *Figure 2: Selecting credit card as the payment method*

2\. Enter your card information.

3\. Click **Add payment method**.

The credit card is added to your OnceHub Account as an additional payment method.

## Adding a PayPal Account

[Section titled “Adding a PayPal Account”](#adding-a-paypal-account)

The Billing Agreement is an agreement between you and OnceHub which allows OnceHub to automatically charge your PayPal account for purchases made in your OnceHub Account. The Billing Agreement is handled entirely by PayPal.

1\. In the **Payment method** section, select **PayPal** (Figure 3). ![](https://help.oncehub.com/_astro/1687527868348.BUA3NKIg_1IYXX3.webp) *Figure 3: Selecting PayPal as the payment method*

2\. Click the **PayPal** button (Figure 2).

3\. On the PayPal login page, enter your PayPal login details and click **Log In**.

4\. Select the card you want to use or add a new card.

5. Click **Continue**.
6. Click **Agree & Continue** to authorize the creation of a Billing agreement between OnceHub and your PayPal account. If authorization is successful, the Billing agreement with PayPal is created and added as a payment method.
7. Click **Close** to return to the **Payment methods** section.

The PayPal payment method is added to your OnceHub Account as an additional payment method.

Note

To remove a payment method, click the action button (three dots) in the row of the specific payment method you want to remove. Then, click **Remove**.

## Setting an additional payment method as the primary payment method

[Section titled “Setting an additional payment method as the primary payment method”](#setting-an-additional-payment-method-as-the-primary-payment-method)

1. ## In your OnceHub Account, go to the **Billing** → **Payment methods** section.
   [Section titled “In your OnceHub Account, go to the Billing → Payment methods section.”](#in-your-oncehub-account-go-to-the-billing--payment-methods-section)
2. Click on the action menu (three dots) in the row of the card that you want to set as your primary payment method.
3. Select **Make primary** from the drop-down menu. ![](https://help.oncehub.com/_astro/1687527868482.BZNrosmw_Z1aL3VN.webp)*Figure 4: Payment methods action menu*

Note

The previous primary payment method will become an additional payment method.

## Changing payment methods

[Section titled “Changing payment methods”](#changing-payment-methods)

### Changing the payment method used for recurring payments

[Section titled “Changing the payment method used for recurring payments”](#changing-the-payment-method-used-for-recurring-payments)

Recurring monthly or annual subscription payments are automatically charged to the primary payment method.

We will select the previously-selected payment method as the default payment method. To use a different payment method for recurring payments, you’ll need to add it as an additional payment method and then set it as the primary payment method.

### Using a payment method on file to make a one-off purchase

[Section titled “Using a payment method on file to make a one-off purchase”](#using-a-payment-method-on-file-to-make-a-one-off-purchase)

When you make a one-off purchase on your OnceHub Account, such as purchasing SMS credits, you can choose to pay with a payment method you have already added or pay with a new payment method (Figure 4).

* If you choose to pay using an existing additional payment method, the additional payment method automatically becomes your primary payment method. The previous primary payment method will become an additional payment method.
* If you choose to **use a new payment method**, the new payment method will be stored in the **Payment methods** section and become your primary payment method. The previous primary payment method will become an additional payment method.

![](https://help.oncehub.com/_astro/1687527868795.CMpHQtRZ_1QX95r.webp)*Figure 5: Selecting a payment method when making a one-off purchase*

## Recovering from a failed recurring payment

[Section titled “Recovering from a failed recurring payment”](#recovering-from-a-failed-recurring-payment)

If we are unable to process your payment at the start of your billing cycle, you will be prompted to establish a new recurring payment method to settle the outstanding payment and resume your subscription.

The new payment method will be stored in the **Payment methods** section and become your primary payment method. The previous primary payment method will become an additional payment method.

You are charged a recurring monthly or yearly fee for your OnceHub seat subscription(s), always billed in advance. If we are unable to process your payment at the start of your billing cycle, you will immediately receive an email notification. You can define who receives this notification in your billing notification settings.

#### What happens when my payment cannot be processed?

[Section titled “What happens when my payment cannot be processed?”](#what-happens-when-my-payment-cannot-be-processed)

When your payment cannot be processed, your secondary payment method will be charged automatically. If neither can be charged, or you don’t have a secondary payment method, you will have a 7-day grace period to update your payment details. During this time, you can continue to use the application as normal. Customers can still make bookings and chat live with you.

If you do not renew your payment after 7 days, your account will move to account suspension status. This means you will not be able to access your configuration or utilize any features, including scheduling, live chat, or instant calls. You will be able to update your payment information when you sign in.

If you fail to update your payment method within 14 days, your account’s seats will be suspended permanently.

All your account’s booking pages will be saved. If you would like to resume your account in future, you can repurchase your subscription and reconfigure assignment for live engagements and scheduled meetings.

We’ll send you email notifications when your payment cannot be processed, when the account goes into account suspension status, and again once your seats are suspended permanently.

#### How can I resume payment?

[Section titled “How can I resume payment?”](#how-can-i-resume-payment)

1. Sign in to your OnceHub Account as an Administrator.
2. In the banner below the top navigation bar, click the Resume **payment** link (Figure 1).Figure 1: Payment failure notice
3. You will be prompted to establish a new recurring payment method for your account. Enter your payment details and click **Submit payment**.

Once your payment has been processed successfully, you’ll receive your regular recurring payment email notification, as per your billing notification settings.

Note

Your billing date doesn’t change when you resume payment for your subscription. For example, let’s say you purchased a monthly subscription and are billed on the 10th of each month. If you resume payment on the 15th of the month, your next billing date will still be the 10th of the following month.

## Billing notifications

[Section titled “Billing notifications”](#billing-notifications)

OnceHub provides billing notifications that alert Users to events throughout the billing lifecycle. Billing notifications are managed in your OnceHub Account in the **Billing** → **Notifications** section. You have complete control over which billing notifications are sent and who receives them.

In this article, you’ll learn about the different types of billing notifications and how to control which notifications are sent to each User.

#### Who receives billing notifications?

[Section titled “Who receives billing notifications?”](#who-receives-billing-notifications)

Any User in your OnceHub Account can receive billing notifications. They do not need an assigned product seats.

OnceHub Administrators can select which Users in the account should receive billing notifications and decide which billing notifications each User will receive. By default, the OnceHub Administrator who made the first purchase on the account will receive all billing notifications.

Caution

At least one User must receive payment failure notifications.

#### Types of billing notifications

[Section titled “Types of billing notifications”](#types-of-billing-notifications)

OnceHub provides billing notifications that cover key events throughout the billing lifecycle:

* **Advance billing notice**: Sent 7 days before a recurring subscription payment is due.

* **Payment and invoicing**: Sent when a subscription payment has been completed successfully or when an invoice has been issued.

* **Payment failure notice:**&#x53;ent when a recurring subscription payment cannot be processed.

  * The first payment failure notice is sent when your card cannot be processed.
  * The second notice is sent 7 days after your payment could not be processed.
  * The third and final notice is sent 3 days before your account is deleted.

* **Card expiration notice:** Sent 21 days, 11 days, and 1 day before the card used to pay for your OnceHub subscription expires.

#### Requirements for managing billing notifications

[Section titled “Requirements for managing billing notifications”](#requirements-for-managing-billing-notifications)

You must be a OnceHub Administrator to manage billing notifications.

#### Managing billing notifications

[Section titled “Managing billing notifications”](#managing-billing-notifications)

1. Sign in to your OnceHub Account.
2. In the top navigation menu, select the gear icon **→ Billing → Notifications** (Figure 1).Figure 1: Billing Notifications section
3. To select Users who should receive billing notifications, click the **Select Users** drop-down.
4. You can decide which billing notifications each User will receive. To opt out of receiving a notification, simply toggle the specific notification **OFF**. To opt in, toggle the notification **ON**.
5. Click **Save**.

## Transactions and invoicing

[Section titled “Transactions and invoicing”](#transactions-and-invoicing)

OnceHub provides full access to all of your account’s transactions and invoices. You can generate invoices and view your account’s paid and pending transactions in your OnceHub Account in the **Transactions** section.

You do not need an assigned product seat to access billing, though you do need to be an Administrator.

To access the **transactions** section, sign in to your OnceHub Account. In the top navigation menu, select the gear icon → **Billing** → **Transactions**.

### Transactions

[Section titled “Transactions”](#transactions)

Each transaction listed includes the following information:

* The date.
* The amount charged on your card.
* The type of the transaction.
* A link to the invoice.

All invoices can be downloaded in PDF. To download an invoice in PDF, click the download icon in the row of the invoice you’d like to download.

Caution

All billing dates and times for transactions and invoices are shown in Coordinated Universal Time (UTC).

There are three types of transaction that generate invoices:

1. **Transactions initiated by a User:** These transactions include first-time product purchases, and SMS credit purchases. These transactions are paid for immediately and are therefore displayed in the transaction history. When you make a first time product purchase or SMS credit purchase, you’ll receive an email with an invoice right away.
2. **Recurring transactions initiated by the system:** These are automatic renewal transactions that occur in monthly cycles. These transactions will be displayed both in the **Next payment** box (future recurring transactions yet to be completed) and in the transaction history (past recurring transactions that have already been completed).
3. **OnceHub payment integration transaction fees:** These transactions are only applicable if you are using our Payment integration via OnceHub. OnceHub charges a 1% transaction fee for each payment made via OnceHub, in addition to the fees charged by PayPal. Transaction fees are charged instantly when you collect a payment from your Customers via OnceHub.

### Buyer details on invoice

[Section titled “Buyer details on invoice”](#buyer-details-on-invoice)

To edit the buyer details on invoices, click the action menu (three dots) next to the Transactions heading. Then, select **Buyer details on invoice.**

Here, you can customize the buyer’s details on the invoice. For example, you can add your company name, company address, tax number, or other data. The changes you make will be dynamically added to all future invoices.

Note

This field is limited to 200 characters.

## OnceHub Payment integration transaction fee invoice

[Section titled “OnceHub Payment integration transaction fee invoice”](#oncehub-payment-integration-transaction-fee-invoice)

Note

The information in this article only applies if you are using payment integration with OnceHub.

The Payment integration and transaction fee invoice includes all Payment integration transaction fees incurred by your OnceHub Account for one month. As per the terms agreed, OnceHub charges your PayPal account a 1% transaction fee for accepting payments through OnceHub.

By default, all OnceHub Administrators receive the OnceHub Payment integration transactions fee invoice. You can add additional billing contacts who will be copied on to this invoice. For example, you may wish to add your company’s accountant or bookkeeper as an additional billing contact.

#### When is this invoice issued?

[Section titled “When is this invoice issued?”](#when-is-this-invoice-issued)

If you received payments via OnceHub during the prior month, the transactions fee invoice will be issued on the first day of the following month. This will include all transaction fees paid for in the previous month. Please note that the Payment integration transaction fee invoice is not related to the monthly or yearly cycle of your Account.

Transaction fees are charged instantly when a payment is collected via OnceHub. The invoice therefore provides a summary of retrospective charges and will always appear in your Transaction history.

If you delete your OnceHub account, an email with the transaction fee invoice attached will be sent to you immediately upon deletion, instead of on the first day of the following month.

#### What’s included in this invoice?

[Section titled “What’s included in this invoice?”](#whats-included-in-this-invoice)

Transaction items are classified by the Event type name and are grouped by the amount paid. The amount paid can either be the Event type price or the reschedule fee. The transactions table consists of four columns (see Figure 1):

1. **Description:** This column provides information about the Event type name and the type of transaction. There are two transaction types: transactions related to scheduling a booking (collection of service fee) and transactions related to rescheduling a booking (collection of reschedule fee).
2. **Transaction fee:** This column specifies the value of the 1% transaction fee for the specific transaction item. For example, if the transaction item is a consultation with a service price of $100, the transaction fee specified will be $1.
3. **Transactions:** This column specifies the number of transaction items comprised per itemized transaction row.
4. **Total:** This column presents the sum of transaction fees paid for each transaction item (the transaction fee multiplied by the number of transactions). For example, for 500 scheduling transactions with a service price of $100, the transaction fee will be $500 (500\*($100\*1%).

Note

If you are receiving payments via OnceHub in multiple currencies, there will be a separate transaction table for each currency. All transactions tables will be displayed one under the other in the monthly invoice.

## Refund policy

[Section titled “Refund policy”](#refund-policy)

We aim to give you ample notice for managing your subscription:

* We will send an advance billing notification one week before your next scheduled payment, allowing you the opportunity to end your subscription before the next billing cycle begins.
* You can cancel your subscription at any time.
* If you miss the advance notification and wish to end your recently renewed subscription, please [contact us](https://www.oncehub.com/contact) immediately to request a refund.

For the full details concerning our refund policies, including specific refund windows and eligibility criteria, please refer to our [Master Services Agreement (MSA)](https://www.oncehub.com/trustcenter/legal/msa).

## Your business contact details in OnceHub

[Section titled “Your business contact details in OnceHub”](#your-business-contact-details-in-oncehub)

When you pay for your account, OnceHub asks for the following business contact details:

* **Business name**
* **Country**
* **Street address**
* **City**
* **State**
* **ZIP/Postal code**

Depending on your address, you may be charged a sales tax according to regional law.

Note

Is your organization tax-exempt? [Submit your certificate](https://help.oncehub.com/scheduleonce/insights-operations/billing-subscription-management/introduction-to-billing/)

#### Updating your business contact details

[Section titled “Updating your business contact details”](#updating-your-business-contact-details)

If you change your residing address, you can update this for accuracy.

In your OnceHub account, go to **Billing** → **Transactions**. Above the listed invoices, you can see your current business contact details. Select **Edit** to update your account with new contact details.

## Payment FAQs

[Section titled “Payment FAQs”](#payment-faqs)

**When is a Billing Agreement created?**

**A:** A Billing Agreement is created between OnceHub and PayPal in the following scenarios:

* When you use PayPal to purchase your first OnceHub product.
* When you make a one-off purchase using a new PayPal payment method (for example, when purchasing SMS credits).
* When you add a new PayPal payment method to your account.
* When your account goes into payment hold and you use a new PayPal payment method to settle the outstanding payment.

Once the Billing Agreement is created, the PayPal account is added as a payment method. To manage your payment methods, go to **Billing** → **Payment methods.**

**Do I need to add my credit card details to PayPal?**

**A:** In order to have an active billing agreement with OnceHub, PayPal requires that you have a valid debit or credit card in your PayPal account. If your PayPal account has a balance available, it will be charged first. If your PayPal balance is insufficient, the balance will be deducted from your active payment card.

**How can I cancel a PayPal Billing Agreement with OnceHub?**

**A:** When you remove a PayPal payment method from your OnceHub Account, the Billing Agreement is automatically canceled.

You can also cancel a Billing Agreement at any time in your PayPal account. However, if you cancel a Billing Agreement, OnceHub will no longer be able to charge this payment method.

Note

When you cancel a Billing Agreement, OnceHub will no longer be able to charge this payment method. To avoid issues with your recurring payments, we recommend changing your primary payment method before canceling the Billing Agreement.

# Troubleshooting

> Troubleshooting documentation and guides.

[A Customer is not receiving SMS notifications](https://help.oncehub.com/scheduleonce/insights-operations/billing-subscription-management/troubleshooting/customer-is-not-receiving-sms-notifications)

[A User is not receiving SMS notifications](https://help.oncehub.com/scheduleonce/insights-operations/billing-subscription-management/troubleshooting/user-is-not-receiving-sms-notifications)

# A Customer is not receiving SMS notifications

> There can be a number of reasons why your Customer is not receiving SMS notifications. We recommend reviewing the following settings in your account to ensur...

There can be a number of reasons why your Customer is not receiving [SMS notifications](https://help.oncehub.com/scheduleonce/event-types-booking-pages/sms-notifications/sending-sms-notifications-to-customers/ "Sending SMS notifications to Customers"). We recommend reviewing the following settings in your account to ensure Customers receive SMS notifications.

## Check the SMS log

[Section titled “Check the SMS log”](#check-the-sms-log)

1. In the top navigation menu, select the gear icon → **Billing** → **Licenses** → **SMS** → **View SMS log**. [Learn more about SMS delivery statuses](https://help.oncehub.com/billing/sms-delivery-statuses-troubleshooting-and-regional-guidelines/ "Understanding SMS delivery statuses")

2. Check the status of the SMS.

   * If the SMS shows a status of **Delivered** but the User did not receive it, [check that the User’s mobile number is correct](#make-sure-that-the-customers-mobile-number-is-correct).
   * If the SMS was not delivered or not sent, review the settings below.

[Learn more about the SMS log](https://help.oncehub.com/scheduleonce/insights-operations/billing-subscription-management/introduction-to-billing/ "Tracking SMS usage")

## Make sure your account has SMS credits available

[Section titled “Make sure your account has SMS credits available”](#make-sure-your-account-has-sms-credits-available)

1. Go to your OnceHub Account.
2. In the top navigation menu, select the gear icon → **Billing** → **Licenses**. You can see the number of remaining SMS credits in the **SMS** box (Figure 1).![Figure 1: SMS Credits](https://help.oncehub.com/_astro/screen-shot-2020-02-21-at-44335-am.CsPXK1Jq_Z2p717K.webp)Figure 1: SMS Credits

If your SMS credit balance is zero, click the **Add credits** button to purchase more SMS credits.

[Learn more about SMS pricing and purchasing SMS credits](https://help.oncehub.com/scheduleonce/insights-operations/billing-subscription-management/introduction-to-billing/ "SMS pricing and purchasing SMS credits")

## Check the Customer notification settings

[Section titled “Check the Customer notification settings”](#check-the-customer-notification-settings)

You need to enable SMS notifications for each [Notification scenario](https://help.oncehub.com/scheduleonce/event-types-booking-pages/customer-notifications/customer-notification-scenarios/ "Customer notification scenarios") that the Customer should receive SMS notifications for.

1. Hover over the lefthand menu and go to the Booking pages icon → Event types → your Event type → [Customer notifications](https://help.oncehub.com/scheduleonce/event-types-booking-pages/customer-notifications/introduction-to-customer-notifications/ "Introduction to the Customer notifications section")**.** If your [Booking pages are associated with Event types](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/adding-event-types-to-booking-pages/ "Adding Event types to Booking pages"), Customer notifications will be related to the Event type. Go to the relevant Event type → **Customer notifications**.
2. Enable SMS notifications for each [Notification scenario](https://help.oncehub.com/scheduleonce/event-types-booking-pages/customer-notifications/customer-notification-scenarios/ "Customer notification scenarios") you want to send SMS notifications to Customers for (Figure 2). ![](https://help.oncehub.com/_astro/customer-note.C_E0F7cl_Z2vMJJq.webp)Figure 2: Customer notifications section

[Learn more about the Customer notifications section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/customer-notifications/introduction-to-customer-notifications/ "Introduction to the Customer notifications section")

## Make sure your Booking form includes the mobile phone field with SMS enabled

[Section titled “Make sure your Booking form includes the mobile phone field with SMS enabled”](#make-sure-your-booking-form-includes-the-mobile-phone-field-with-sms-enabled)

1. Hover over the lefthand menu and go to the Booking pages icon → hover over the left sidebar → **Tools →** [Booking forms editor](https://help.oncehub.com/scheduleonce/customization-branding/booking-forms-editor/introduction-to-booking-forms-editor/ "Introduction to the Booking forms editor").

2. Ensure that the Booking form you are using includes the field **Your mobile phone** field. You will need to check this whether you’re using default Booking form or a Custom Booking form that you have modified.

3. On the right side of the **Your mobile phone** field, ensure the **Enable SMS** checkbox is checked (Figure 3).![](https://help.oncehub.com/_astro/customer-note.C_E0F7cl_Z2vMJJq.webp)Figure 3: Booking forms editor

   Note

   **Note**You can also make the **Your** **mobile phone** field mandatory.

[Learn more about the Booking forms editor](https://help.oncehub.com/scheduleonce/customization-branding/booking-forms-editor/introduction-to-booking-forms-editor/ "Introduction to the Booking forms editor")

## Make sure that the Customer’s mobile number is correct

[Section titled “Make sure that the Customer’s mobile number is correct”](#make-sure-that-the-customers-mobile-number-is-correct)

1. Ask the Customer for the meeting’s Booking ID or Package ID. This can be found in the booking confirmation email that the Customer received.
2. Look up the meeting in the [Activity stream](https://help.oncehub.com/scheduleonce/managing-bookings/analytics/activity-stream-viewing-activities/ "Introduction to the ScheduleOnce Activity stream") using the Tracking ID.
3. The Customer’s details as they were entered in the Booking form will be there. [Learn more about filtering the Activity stream](https://help.oncehub.com/scheduleonce/managing-bookings/analytics/activity-stream-viewing-activities/ "Filtering the Activity stream")
4. Check that phone number is correct. You should also make sure that it is **not** a landline number.

The Customer’s phone number can also be checked via the confirmation email you received when the Customer made the booking.

Note

If you have gone through the above steps and have not resolved your issue, please [contact us](https://help.oncehub.com/contact-us/).

# A User is not receiving SMS notifications

> There can be a number of reasons why a User is not receiving SMS notifications. This article is relevant to Users who have never received User SMS notificati...

There can be a number of reasons why a User is not receiving [SMS notifications](https://help.oncehub.com/scheduleonce/insights-operations/profile-management/introduction-to-sms-notifications/ "Introduction to SMS notifications"). This article is relevant to Users who have never received User SMS notifications and to Users who were receiving them but suddenly are no longer receiving them.

## Check that SMS notifications are enabled and that your mobile number is correct in your profile

[Section titled “Check that SMS notifications are enabled and that your mobile number is correct in your profile”](#check-that-sms-notifications-are-enabled-and-that-your-mobile-number-is-correct-in-your-profile)

1. Select your profile picture or initials in the top right-hand corner → Profile settings → **SMS notifications**.
2. Ensure that **Receive User notifications via SMS** is toggled **ON**. ![](https://help.oncehub.com/_astro/1565604450204.Cp_kkoqm_1iNUYa.webp)Figure 3: SMS notifications section
3. Ensure that the number entered in the **Mobile numbe**r field is correct. Additionally, ensure that the number entered is a mobile number and not a landline number.

[Learn more about the SMS notifications section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/sms-notifications/sending-sms-notifications-to-users/ "Profile: SMS notifications section")

## Check the User notification settings

[Section titled “Check the User notification settings”](#check-the-user-notification-settings)

In order to receive notifications about bookings made on a specific Booking page, the User must either be the Owner or an Editor of the Booking page. [Learn more about adding Editors to a Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-page-access-permissions/ "Booking page access permissions")

1. Hover over the lefthand menu and go to the Booking pages icon → Booking pages → your Booking page → [**User notifications**](https://help.oncehub.com/scheduleonce/event-types-booking-pages/user-notifications/introduction-to-user-notifications/ "Introduction to User notifications section").
2. Ensure that SMS notifications are enabled for the [Notification scenarios](https://help.oncehub.com/scheduleonce/event-types-booking-pages/user-notifications/user-notification-scenarios/ "User notification scenarios") each User should receive SMS notifications for. ![](https://help.oncehub.com/_astro/trouble1.B7TXFgnE_Z18OWez.webp)Figure 2: User notifications section

[Learn more about the User notifications section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/user-notifications/introduction-to-user-notifications/ "Introduction to User notifications section")

## Make sure you have SMS credits available

[Section titled “Make sure you have SMS credits available”](#make-sure-you-have-sms-credits-available)

1. Select your profile picture or initials in the top right-hand corner → **Profile settings** → **Billing → Licenses**. You can see the number of remaining SMS credits in the **SMS** box (Figure 1).![](https://help.oncehub.com/_astro/sms-credits.CQ2aVxMM_Z1gquFk.webp)Figure 1: SMS credits

If your SMS credit balance is zero, click the **Add credits** button to purchase more SMS credits.

[Learn more about SMS pricing and purchasing SMS credits](https://help.oncehub.com/scheduleonce/insights-operations/billing-subscription-management/introduction-to-billing/ "SMS pricing and purchasing SMS credits")

## Check the SMS log

[Section titled “Check the SMS log”](#check-the-sms-log)

1. Go to your OnceHub Account.
2. Select your profile picture or initials in the top right-hand corner → **Profile settings** → **Billing → Licenses → SMS → [View SMS log](https://help.oncehub.com/scheduleonce/insights-operations/billing-subscription-management/introduction-to-billing/ "SMS log data")**.
3. Check the status of the SMS. [Learn more about SMS delivery statuses](https://help.oncehub.com/billing/sms-delivery-statuses-troubleshooting-and-regional-guidelines/ "Understanding SMS delivery statuses")
4. If the SMS shows a status of Delivered but the User did not receive it, [check that the User’s mobile number is correct](#check-that-sms-notifications-are-enabled-and-that-your-mobile-number-is-correct-in-your-profile).

[Learn more about the SMS log](https://help.oncehub.com/scheduleonce/insights-operations/billing-subscription-management/introduction-to-billing/ "Tracking SMS usage")

## Send yourself a test SMS to see if it is received

[Section titled “Send yourself a test SMS to see if it is received”](#send-yourself-a-test-sms-to-see-if-it-is-received)

1. Go to the relevant Booking page [Overview section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-pages-overview/ "Booking page: Overview section").
2. In the **Share & Publish** section, use the Public link to make a test booking.
3. Open the SMS log and check the status of the SMS.

If the SMS shows a status of Delivered but the User did not receive it, [check that the User’s mobile number is correct](#check-that-sms-notifications-are-enabled-and-that-your-mobile-number-is-correct-in-your-profile).

If the SMS is not Delivered, or an SMS is not sent, you can:

* Check that [SMS notifications are enabled in your Profile](#check-that-sms-notifications-are-enabled-and-that-your-mobile-number-is-correct-in-your-profile).
* Check the[ User notification settings](#check-the-user-notification-settings).
* Make sure that you have [SMS credits available](#make-sure-you-have-sms-credits-available).

# Profile Management

> Profile Management documentation and guides.

[Introduction to SMS Notifications](https://help.oncehub.com/scheduleonce/insights-operations/profile-management/introduction-to-sms-notifications)

[Managing Your Profile in OnceHub](https://help.oncehub.com/scheduleonce/insights-operations/profile-management/managing-your-profile-in-oncehub)

# Introduction to SMS Notifications

> Any notification related to OnceHub booking activity can be sent via SMS. You can send SMS notifications to your Customers and Team Members anywhere in the w...

Any notification related to OnceHub booking activity can be sent via SMS. You can send SMS notifications to your Customers and Team Members anywhere in the world.

We recommend using SMS notifications as a backup for email notifications. Emails are sometimes delayed due to slow Internet connections or other reasons. SMS notifications are several times more reliable and have a higher delivery rate and open rate than email. They are also useful if you want to provide a quick reminder about a booking to Customers or Team Members.

We use a reliable network that will always deliver and confirm receipt of your messages quickly, no matter what length the message is or where the receiver is located.

[Learn more about setting up SMS notifications for your Customers](https://help.oncehub.com/scheduleonce/event-types-booking-pages/sms-notifications/sending-sms-notifications-to-customers/ "Sending SMS notifications to Customers")[](https://help.oncehub.com/scheduleonce/event-types-booking-pages/sms-notifications/sending-sms-notifications-to-users/ "Sending SMS notifications to Users")

[Learn more about setting up SMS notifications for your Users](https://help.oncehub.com/scheduleonce/event-types-booking-pages/sms-notifications/sending-sms-notifications-to-users/ "Sending SMS notifications to Users")

## Worldwide reach

[Section titled “Worldwide reach”](#worldwide-reach)

Because your Customers can be anywhere, we use a network that can reach any mobile number globally. OnceHub uses a global telecommunications network that services 235 countries and territories.

## Enterprise-grade reliability

[Section titled “Enterprise-grade reliability”](#enterprise-grade-reliability)

Your SMS notifications will arrive promptly. Our network uses lines that ensure direct number-to-carrier connectivity, reducing the time it takes for your SMS to arrive. No messages are lost to network outages because we use Adaptive Routing technology that chooses the best path for your SMS notifications.

All SMS notifications are sent through our private dedicated short code, 75732. The short code lets carriers know that OnceHub is a whitelisted service, ensuring that your SMS notifications are never labeled as SPAM.

Our SMS throughput is 100 messages per second, ensuring your SMS notifications will be timely and will never get stuck in a queue. In addition, all SMS notifications sent through OnceHub get a delivery receipt directly from the receiver’s carrier, which confirms with 100% certainty that your message arrived.

## Complete visibility into SMS activity

[Section titled “Complete visibility into SMS activity”](#complete-visibility-into-sms-activity)

We provide complete visibility into the SMS activity in your account. In **SMS log data** section, you can see every SMS sent through your account. The SMS log data will instantly tell you who sent the SMS, who received it, how many credits were used and other important information. [Learn more about the SMS log data](https://help.oncehub.com/scheduleonce/insights-operations/billing-subscription-management/introduction-to-billing/ "SMS log data")

## SMS Opt-out list

[Section titled “SMS Opt-out list”](#sms-opt-out-list)

OnceHub maintains an SMS Opt-out list that complies with all relevant regulations. [Learn more about the SMS Opt-out list](https://help.oncehub.com/scheduleonce/event-types-booking-pages/sms-notifications/opting-in-and-out-of-sms-notifications/ "Opting in and out of SMS Notifications")

## SMS pricing

[Section titled “SMS pricing”](#sms-pricing)

Every standard SMS message sent requires one SMS credit. Each OnceHub account comes with 25 free SMS credits. [Learn more about SMS pricing](https://help.oncehub.com/scheduleonce/insights-operations/billing-subscription-management/introduction-to-billing/ "SMS Pricing")

# Managing Your Profile in OnceHub

> Your OnceHub profile serves as the central hub for customizing settings, updating personal information, and managing preferences to optimize your user experi...

Your OnceHub profile serves as the central hub for customizing settings, updating personal information, and managing preferences to optimize your user experience. This guide provides detailed instructions for navigating and updating various aspects of your profile.

***

## Accessing Your User Profile

[Section titled “Accessing Your User Profile”](#accessing-your-user-profile)

1. Click the profile icon located in the top-right corner of your screen.
2. Select **Profile Overview** from the dropdown menu.

***

## Understanding Your Profile Overview

[Section titled “Understanding Your Profile Overview”](#understanding-your-profile-overview)

The Profile Overview section provides a concise summary of your OnceHub account, including:

* Your current OnceHub subscription plan.
* Your assigned role within OnceHub.
* All Booking links associated with your profile.
* A list of connected calendars and integrations.
* Your basic personal account information.

### Updating Personal Account Information

[Section titled “Updating Personal Account Information”](#updating-personal-account-information)

1. Click the three dots (…) to the right of your name.

2. Choose from the following options:

   * Change your name and profile picture.
   * Edit your email ID.
   * Choose whether to receive product announcements.

**Note:** Administrators can edit another user’s email ID but must enter their own password to confirm the changes.

***

## Managing Your Availability in OnceHub

[Section titled “Managing Your Availability in OnceHub”](#managing-your-availability-in-oncehub)

Effectively managing your availability is essential for maximizing client engagement.

OnceHub offers various interaction methods, but configuring availability settings is important for both Live Engagements and Scheduled Meetings interactions, ensuring a superior client experience. Each option allows you to control your availability for different interaction types.

### Scheduled Meeting Availability

[Section titled “Scheduled Meeting Availability”](#scheduled-meeting-availability)

Control when clients can book meetings by setting recurring availability or date-specific overrides. This ensures bookings occur only during your specified working hours.

You will set your availability within your profile settings, while meeting locations are configured within each individual Booking Page.

### Live Engagements

[Section titled “Live Engagements”](#live-engagements)

Enable real-time interactions, such as instant chats or calls, by toggling your live engagement availability on or off manually or setting automatic availability based on your working hours.

***

## User Integrations

[Section titled “User Integrations”](#user-integrations)

Enhance scheduling workflows by connecting to productivity suites and third-party apps, such as calendars and video conferencing tools.

### View or Update Integrations

[Section titled “View or Update Integrations”](#view-or-update-integrations)

The **User Integrations** section displays all third-party services linked to your profile. You can disconnect or reconnect integrations by clicking on the integration tile.

***

## Notifications

[Section titled “Notifications”](#notifications)

You will configure your personal booking notification preferences within the **User Notifications** section of each individual Booking page.

To receive SMS booking notifications:

1. Add your mobile number to the **SMS Notifications** section of your Profile.
2. Enable SMS notifications within the **User Notifications** section of the applicable Booking Page.

***

## Customizing Your Date and Time Settings

[Section titled “Customizing Your Date and Time Settings”](#customizing-your-date-and-time-settings)

Personalize how dates and times appear within your account:

* Set the Default Time Zone to be used alongside your availability settings.
* Select your preferred date format.
* Choose between a 24-hour or 12-hour clock.
* Define the start day of the calendar week.

***

## Changing your Password

[Section titled “Changing your Password”](#changing-your-password)

Update your OnceHub **password** in the Password section. Passwords must be at least six characters long and include lowercase letters and numbers.

[**Learn more about OnceHub password policies**](https://help.oncehub.com/security-compliance/security/password-policies/)

***

## Enabling Two-Factor authentication

[Section titled “Enabling Two-Factor authentication”](#enabling-two-factor-authentication)

Two-factor authentication (2FA) adds a vital security layer to your OnceHub account. You can select your preferred verification method by toggling it on or off within the Two-Factor Authentication section.

With 2FA enabled, logging in requires two steps:

1. Your OnceHub account password.

2. A unique verification code which will be sent to your chosen method:

   * **Email:** Receive codes via email.
   * **SMS:** Receive codes via text message.
   * **Authenticator App:** Use an app like Google Authenticator for codes.

***

## Defining Permissions

[Section titled “Defining Permissions”](#defining-permissions)

Under Permissions the Account owner and Administrators can choose if Member users are allowed to edit their own availability.

# Reporting Analytics

> Reporting Analytics documentation and guides.

[Where Are My Guests Booking From](https://help.oncehub.com/scheduleonce/insights-operations/reporting-analytics/where-are-my-guests-booking-from)

[Lead Acquisition](https://help.oncehub.com/scheduleonce/insights-operations/reporting-analytics/lead-acquisition)

# Lead Acquisition

> Your Lead acquisition page is the hub where you can view all of the key metrics relating to your success with OnceHub.

Your Lead acquisition page is the hub where you can view all of the key metrics relating to your success with OnceHub. You can use it to view how many meetings have been created through your **Booking Pages**, how long it takes for you to engage with your leads, and much more.

Read on to learn about understanding and using the metrics displayed on the page.

## Reviewing your analytics

[Section titled “Reviewing your analytics”](#reviewing-your-analytics)

OnceHub analytics are designed to help you accelerate your lead capture, qualification, and engagement.

You don’t need to do anything special to get started with your analytics. Just use **Booking Pages** to capture, qualify, and engage with leads, and the data will refresh every few minutes.

### Lead engagement rate

[Section titled “Lead engagement rate”](#lead-engagement-rate)

Your lead engagement rate shows the number of leads engaged as a percentage of leads captured. (Lead engagements include live chat conversations, instant meetings, and scheduled meetings.)

For example:

* Your **Booking Pages** captured 453 leads.
* You had 274 lead engagements using live chat conversations, instant meetings, or scheduled meetings.
* Your lead conversion rate was 274 ÷ 453 = 60.5%.

Learn more about [accelerating your lead conversion rate](https://www.oncehub.com/blog/accelerate-your-lead-conversion-rate-with-the-oncehub-dashboard).

### Time to engagement

[Section titled “Time to engagement”](#time-to-engagement)

Your time to engagement metrics show the average time from initial lead capture to initial lead engagement.

For example, live chat conversations can happen within a few minutes of capturing a new lead, while scheduled meetings can take several days.

Learn more about [accelerating your time to lead engagement](https://www.oncehub.com/blog/accelerate-your-time-to-lead-engagement-with-the-oncehub-dashboard).

### Visitors seen

[Section titled “Visitors seen”](#visitors-seen)

Your visitors seen metric shows how many visitors were seen by your booking pages.

* A visitor may have been seen by your **Booking Pages**, but that doesn’t mean they interacted with them.

### New leads captured

[Section titled “New leads captured”](#new-leads-captured)

Your new leads captured show how many new leads were captured by your booking pages.

* A high lead capture rate indicates that you have good quality visitors coming to your website and that your **Booking Pages** are well optimized.
* A low lead capture rate indicates that you have poor quality visitors coming to your website or that you need to optimize your **Booking Pages**.

Learn more about [accelerating your lead capture rate](https://www.oncehub.com/blog/accelerate-your-lead-capture-rate-with-the-oncehub-dashboard).

### New leads engaged

[Section titled “New leads engaged”](#new-leads-engaged)

Your new leads engaged shows the number of leads engaged and the number of live chat conversations, instant meetings, or scheduled meetings.

* A high lead engagement rate can indicate that you and your team have good availability for engaging with qualified leads.
* A low lead engagement rate can indicate that you and your team have poor time availability for engaging with qualified leads.

Learn more about [accelerating your lead engagement rate](https://www.oncehub.com/blog/accelerate-your-lead-engagement-rate-with-the-oncehub-dashboard).

### Contact status

[Section titled “Contact status”](#contact-status)

The current contact status of captured leads show the qualification status of leads who were captured during the selected date range.

* A high lead qualification rate indicates that you have good quality visitors coming to your website and that your qualification questions are well-optimized.
* A low lead qualification rate indicates that you have poor quality visitors coming to your website or that you need to optimize your qualification questions.

## Filtering

[Section titled “Filtering”](#filtering)

OnceHub analytics are designed to help you accelerate your lead capture, qualification, and engagement. Adding filters will help you to focus on the performance of your booking pages, campaigns, or teams.

### Filtering by tools

[Section titled “Filtering by tools”](#filtering-by-tools)

The default view will show data for **Booking Pages**.

### Filtering by contact status

[Section titled “Filtering by contact status”](#filtering-by-contact-status)

All contacts in OnceHub are assigned one of the following qualification statuses:

* Qualified
* Marketing qualified
* Sales qualified
* Disqualified
* No status (default)

Adding a contact status filter allows you to focus on leads with a specific qualification status. For example, you might want to analyze marketing qualified leads and sales qualified leads separately.

### Filtering by contact owner

[Section titled “Filtering by contact owner”](#filtering-by-contact-owner)

Adding a contact owner filter allows you to track the progress of leads based on the contact owner. For example, you might want to track lead conversion or lead engagement performance for individuals or teams.

### Filtering by date

[Section titled “Filtering by date”](#filtering-by-date)

The default view will show data for the last 3 weeks. However, it’s easy to add a date filter if you want to see data for a longer or shorter period of time.

## Best practices

[Section titled “Best practices”](#best-practices)

To make sure that you’re getting valuable insights, here are some best practices to consider.

### Schedule a regular time to review your analytics

[Section titled “Schedule a regular time to review your analytics”](#schedule-a-regular-time-to-review-your-analytics)

If you really want to get the most from your analytics, you need to schedule a regular time each week to review it for 30 minutes or more.

Checking analytics quickly every day is a great idea but sometimes you need to take a wider view to see how metrics are trending from week to week, or even month to month.

Schedule a weekly recurring meeting in your calendar and invite some colleagues to join you. It’s a great way to brainstorm ideas for improving your lead metrics.

### Use filters to understand your analytics better

[Section titled “Use filters to understand your analytics better”](#use-filters-to-understand-your-analytics-better)

Adding filters is quick, easy, and very revealing. You can soon find out what’s working well and what could be improved. You can use filters to measure the performance of individual booking pages.

### Use our guides to understand the metrics better

[Section titled “Use our guides to understand the metrics better”](#use-our-guides-to-understand-the-metrics-better)

It’s easy to get a little bit overwhelmed with a page full of metrics, so we’ve created guides to help you really understand each one:

* [Accelerate your lead conversion rate](https://www.oncehub.com/blog/accelerate-your-lead-conversion-rate-with-the-oncehub-dashboard)
* [Accelerate your time to lead engagement](https://www.oncehub.com/blog/accelerate-your-time-to-lead-engagement-with-the-oncehub-dashboard)
* [Accelerate your lead capture rate](https://www.oncehub.com/blog/accelerate-your-lead-capture-rate-with-the-oncehub-dashboard)
* [Accelerate your lead qualification rate](https://www.oncehub.com/blog/accelerate-your-lead-qualification-rate-with-the-oncehub-dashboard)
* [Accelerate your lead engagement rate](https://www.oncehub.com/blog/accelerate-your-lead-engagement-rate-with-the-oncehub-dashboard)

Each guide also includes ideas for optimizing your booking forms.

## Frequently asked questions

[Section titled “Frequently asked questions”](#frequently-asked-questions)

#### How do my analytics calculate time to engagement?

[Section titled “How do my analytics calculate time to engagement?”](#how-do-my-analytics-calculate-time-to-engagement)

Your analytics calculate time to engagement as follows:

**Live chat:** The time from initial lead capture to the start of a live chat conversation.

**Scheduled meeting:** The time from initial lead capture to the start time for a scheduled meeting.

Note that the time to engagement for a scheduled meeting is based on when the meeting is due to happen, rather than when it was confirmed. It does not include scheduled meetings that have been canceled or marked as no-shows.

#### How do my analytics calculate visitors seen?

[Section titled “How do my analytics calculate visitors seen?”](#how-do-my-analytics-calculate-visitors-seen)

Your analytics calculate visitors seen as follows:

The total number of visitors to pages to your standalone pages or embedded calendars.

Note that a visitor may have been seen by your booking pages, but that doesn’t mean they interacted with them.

#### How do my analytics calculate new leads captured?

[Section titled “How do my analytics calculate new leads captured?”](#how-do-my-analytics-calculate-new-leads-captured)

Your analytics calculate new leads captured as follows:

The total number of new leads who scheduled a meeting through a booking calendar.

Note that new leads captured will not include leads who have previously entered their email or phone number in a booking page.

#### How do I update the qualification status of my contacts?

[Section titled “How do I update the qualification status of my contacts?”](#how-do-i-update-the-qualification-status-of-my-contacts)

All contacts in OnceHub are assigned one of the following qualification statuses:

* Qualified
* Marketing qualified
* Sales qualified
* Disqualified
* No status (default)

Booking pages do not include qualification questions so they cannot update the qualification status for a contact.

### Manually updating the qualification status for a contact

[Section titled “Manually updating the qualification status for a contact”](#manually-updating-the-qualification-status-for-a-contact)

You can manually update the qualification status for a contact in your activity screen. For example, you might change the qualification status of a contact after conducting an initial discovery call or live chat conversation.

# Where Are My Guests Booking From

> To get the most out of your marketing, it's important to know where your bookings originate.

To get the most out of your marketing, it’s important to know where your bookings originate.

Using OnceHub’s **Booking Analytics** feature combined with **UTM parameters**, you can better understand your booking traffic, identify visitor sources, and make data-driven decisions.

***

## Booking Analytics

[Section titled “Booking Analytics”](#booking-analytics)

The Booking Analytics feature, found in the left-hand menu of your OnceHub account, provides detailed insights into your booking traffic and visitor sources. Using filters, you can analyze data and identify trends.

### Using UTM Parameters with Booking Analytics

[Section titled “Using UTM Parameters with Booking Analytics”](#using-utm-parameters-with-booking-analytics)

Combine Booking Analytics with UTM parameters for even more powerful tracking.

UTM parameters are tags added to your booking URLs that track the source, medium, and campaign of each visitor. This allows you to pinpoint the exact origin of each booking.

### Benefits of Using UTM Parameters:

[Section titled “Benefits of Using UTM Parameters:”](#benefits-of-using-utm-parameters)

* Gain insights into which campaigns and platforms drive the most bookings.
* Evaluate the success of your marketing efforts.
* Make data-driven decisions to optimize your strategies.

***

## Tracking Bookings with External Redirects

[Section titled “Tracking Bookings with External Redirects”](#tracking-bookings-with-external-redirects)

You can also track booking sources using external tools. Redirect guests to an external URL after they book, such as a “Thank You” page on your website.

OnceHub automatically adds any captured UTM parameters to this URL, allowing you to use your own analytics tools to track booking sources.

***

## Tracking Bookings with Duplicate Booking Objects

[Section titled “Tracking Bookings with Duplicate Booking Objects”](#tracking-bookings-with-duplicate-booking-objects)

If you have a simple setup using one or two Booking Pages and prefer not to use UTM parameters for tracking, duplicating Booking Pages can be an effective alternative.

### Duplicate Your Booking Page:

[Section titled “Duplicate Your Booking Page:”](#duplicate-your-booking-page)

1. Go to the **Booking Page Scheduling Setup** via the left-hand menu.
2. Locate the booking page to duplicate, click on the three dots (…), and select **Duplicate**.

### Assign Descriptive Names:

[Section titled “Assign Descriptive Names:”](#assign-descriptive-names)

* Assign names to duplicated pages that reflect their tracking purpose. For example, “John’s Booking Page – Email Campaign” or “Website Booking Page” will allow clear tracking.

### Share Your Booking Pages:

[Section titled “Share Your Booking Pages:”](#share-your-booking-pages)

1. **As a standalone page:** Click on the desired booking page in your account and copy its URL from the **Overview** section.

2. **As an embedded page:**

   1. Open the **Share & Publish** section from the left-hand menu.
   2. Choose your preferred sharing method (e.g., embed code or iframe).
   3. Use the **Select a Booking Page** dropdown to select the page to share.
   4. Click **Copy Code** to get the embed code.

Once you’ve shared your duplicated Booking Pages and have started receiving bookings, you can use Booking Analytics to monitor performance. Navigate to Booking Analytics in your account and filter by the names you assigned to your pages to see booking insights for each object.

# User Management

> User Management documentation and guides.

[User Roles and their Permissions](https://help.oncehub.com/scheduleonce/insights-operations/user-management/user-roles-and-their-permissions)

# User Roles and their Permissions

> This guide clarifies the permissions granted to each user role within OnceHub: Account Owner, Administrator, Team Manager, and Member.

This guide clarifies the permissions granted to each user role within OnceHub: Account Owner, Administrator, Team Manager, and Member. Each section details specific functionalities, summarized in easy to understand tables.

***

## The Account Owner: Ultimate Control

[Section titled “The Account Owner: Ultimate Control”](#the-account-owner-ultimate-control)

The Account Owner holds the highest level of access and permissions in OnceHub. While possessing all Administrator capabilities, they also have exclusive rights:

* **Account Deletion:** Only the Account Owner can permanently delete the OnceHub account.
* **Ownership Transfer:** The Account Owner can transfer their role to another user within the account. Upon transfer, the previous Account Owner becomes an Administrator.
* **Non-Transferable Role:** No other user can transfer account ownership, ensuring the Account Owner maintains control until a formal transfer.

These privileges allow the Account Owner to maintain overall authority while delegating responsibilities for operational efficiency.

***

## Subscription Management

[Section titled “Subscription Management”](#subscription-management)

Administrators have full access to manage and alter subscription plans, purchase seats, and add SMS credits, while Team Managers and Members can not make any changes.

| **Role**          | **Manage Subscriptions** | **Purchase Seats** | **Purchase SMS Credits** |
| ----------------- | ------------------------ | ------------------ | ------------------------ |
| **Administrator** | Yes                      | Yes                | Yes                      |
| **Team Manager**  | No                       | No                 | No                       |
| **Member**        | No                       | No                 | No                       |

***

## Seats Management

[Section titled “Seats Management”](#seats-management)

Seat management permissions control the allocation and removal of seats within the platform.

| **Role**          | **Assign Seats** | **Unassign Seats** | **Purchase Additional Seats** |
| ----------------- | ---------------- | ------------------ | ----------------------------- |
| **Administrator** | Yes              | Yes                | Yes                           |
| **Team Manager**  | Yes (team only)  | Yes (team only)    | No                            |
| **Member**        | No               | No                 | No                            |

**Key Notes:** Team Managers can manage seats for their team members only. Members cannot assign or manage seats.

***

## User Management Permissions

[Section titled “User Management Permissions”](#user-management-permissions)

User management permissions encompass editing roles, assigning team managers, and transferring ownership, as detailed below.

| **Role**          | **View All Users** | **Edit User Roles** | **Assign Team Manager Role** | **Delete Users** |
| ----------------- | ------------------ | ------------------- | ---------------------------- | ---------------- |
| **Administrator** | Yes                | Yes                 | Yes                          | Yes              |
| **Team Manager**  | Only team members  | No                  | No                           | No               |
| **Member**        | No                 | No                  | No                           | No               |

**Key Notes:** Administrators manage roles, Team Managers handle teams, and Members have no user management permissions.

***

## Integrations

[Section titled “Integrations”](#integrations)

Users can connect and manage integrations, but with varying levels of access based on their role.

| **Role**          | **Connect Integrations**           | **Manage Settings** | **Disconnect Integrations**        |
| ----------------- | ---------------------------------- | ------------------- | ---------------------------------- |
| **Administrator** | Yes (own and account integrations) | Yes                 | Yes (own and account integrations) |
| **Team Manager**  | Yes (own only)                     | Yes (team only)     | Yes (own only)                     |
| **Member**        | Yes (own only)                     | Yes (own only)      | Yes (own only)                     |

Key Notes: Members can manage their personal integrations but cannot alter settings or disconnect integrations for others.

***

## Booking Pages Permissions

[Section titled “Booking Pages Permissions”](#booking-pages-permissions)

Booking page permissions define user capabilities for creating, editing, deleting, and managing ownership of booking pages, as outlined below.

| **Role**          | **Manage Event types** | **Manage Booking pages** | **Manage Master pages** |
| ----------------- | ---------------------- | ------------------------ | ----------------------- |
| **Administrator** | Yes                    | Yes                      | Yes                     |
| **Team Manager**  | Yes (team only)        | Yes (team only)          | No                      |
| **Member**        | No                     | Only own                 | No                      |

**Key Notes:** Only administrators can create or delete Event types. Team Managers can only assign them to Booking pages owned by their team.

***

## Final Notes

[Section titled “Final Notes”](#final-notes)

* **Tiered Permissions:** This guide reflects general permissions for platform features. However, [specific permissions for Booking Pages](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-page-access-permissions/) may be configured further by Administrators.
* **Role-specific Functionality:** Always consider team-specific roles when granting permissions. Team Managers control their teams, but cannot access areas outside of their scope.
* **Support:** For any adjustments or unique setup needs, reach out to your account administrator or technical support.

# Introduction to Booking Pages

> Introduction To Booking Pages documentation and guides.

[Feature Comparison: Booking Calendars Vs. Booking Pages](https://help.oncehub.com/scheduleonce/introduction-to-booking-pages/feature-comparison-booking-calendars-vs-booking-pages)

[Getting started with Booking pages](https://help.oncehub.com/scheduleonce/introduction-to-booking-pages/getting-started-with-booking-pages)

[Using Profile-level Availability with Booking Pages](https://help.oncehub.com/scheduleonce/introduction-to-booking-pages/using-profile-level-availability-with-booking-pages)

[Working With vs. Without a Connected Calendar](https://help.oncehub.com/scheduleonce/introduction-to-booking-pages/working-with-vs-without-connected-calendar)

[Using Booking pages with your video conferencing app](https://help.oncehub.com/scheduleonce/introduction-to-booking-pages/using-booking-pages-with-your-video-conferencing-app)

[Zoom: Dynamic or static passcodes](https://help.oncehub.com/scheduleonce/introduction-to-booking-pages/zoom-dynamic-or-static-passcodes)

# Feature Comparison: Booking Calendars Vs. Booking Pages

> This guide provides a comprehensive feature comparison between Booking Calendars and Booking Pages. Use these comparison tables to understand the functional ...

This guide provides a comprehensive **feature comparison between Booking Calendars and Booking Pages**. Use these comparison tables to understand the functional differences, unique advantages and configuration options available in Booking Calendars and Booking Pages.

## 1. The Core Transformation

[Section titled “1. The Core Transformation”](#1-the-core-transformation)

This section compares the fundamental structural differences between the Booking Calendars and Booking Pages, focusing on how Booking Calendars consolidate configuration into a single, standalone object compared to the Booking Pages. It also highlights exclusive, high impact features such as centralized template control and AI driven Phone Booking that are available exclusively in Booking Calendars.

### Objects:

[Section titled “Objects:”](#objects)

| **Feature Name**      | **Booking Calendars** | **Bookings Pages** | **Additional Information**                                                                                                                                                      |
| --------------------- | --------------------- | ------------------ | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| Standalone Scheduling | Yes                   | No                 | **Booking Calendars:** Are standalone objects that configure all aspects (attendees, availability, forms) in one place. **Booking Pages:** Require separate Event Type objects. |

### Account Level Settings

[Section titled “Account Level Settings”](#account-level-settings)

| **Feature Name** | **Booking Calendars** | **Bookings Pages** | **Additional Information** |
| ---------------- | --------------------- | ------------------ | -------------------------- |
| Alert Center     | Yes                   | Yes                |                            |

### Booking Calendars Exclusive Features

[Section titled “Booking Calendars Exclusive Features”](#booking-calendars-exclusive-features)

These features are optimized in the Booking Calendars and are not available in Booking Pages.

| **Feature Name**                                                                                                    | **Booking Calendars** | **Bookings Pages** | **Additional Information**                                                                                                                 |
| ------------------------------------------------------------------------------------------------------------------- | --------------------- | ------------------ | ------------------------------------------------------------------------------------------------------------------------------------------ |
| Phone Screening (Answer questions on routing forms)                                                                 | Yes                   | No                 | **Booking Calendars:** Integrated screening via routing forms before a meeting is booked.                                                  |
| Video Backgrounds (Elevate brand throughout scheduling)                                                             | Yes                   | No                 | **Booking Calendars:** Support for immersive video backgrounds on the booking interface.                                                   |
| Meeting Reassignment (Assign a scheduled meeting to a different host)                                               | Yes                   | No                 | **Booking Calendars:** Move existing meetings to different hosts or locations seamlessly.                                                  |
| Room & Resource Sync (Native organizational room directory)                                                         | Yes                   | No                 | **Booking Calendars:** Automatically reserves physical rooms from your directory for every booking.                                        |
| Reschedule on Behalf ( Guest rescheduling)                                                                          | Yes                   | No                 | **Booking Calendars:** Admins can reschedule meetings during a live conversation with a guest.                                             |
| Meeting Overlap (Mark yourself available after a booking, allowing overlapping meetings to maximize your schedule)  | Yes                   | No                 | **Booking Calendars:** Option to ignore specific scheduled meetings to allow new bookings at the same time.                                |
| Additional Guest Data (Capture info for extra guests)                                                               | Yes                   | No                 | **Booking Calendars:** Collect name, email, and relationship status for all additional attendees.                                          |
| Unlimited Busy Times (Sync all secondary calendars)                                                                 | Yes                   | No                 | **Booking Calendars:** Retrieve availability from an unlimited number of secondary calendars.                                              |
| Template Enforcement (Require that all new booking calendars to be created from templates)                          | Yes                   | No                 | **Booking Calendars:** Admins can mandate that all new Booking Calendars follow a strict brand template.                                   |
| Centralized Control (Lock key settings in templates and automatically push changes to all linked Booking Calendars) | Yes                   | No                 | **Booking Calendars:** Updating a template automatically updates all linked Booking Calendars.                                             |
| Concurrent Sessions (Automatically allow multiple bookings per host per time slot, each as a separate meeting)      | Yes                   | No                 | **Booking Calendars:** Allow multiple independent bookings (e.g., 3 separate guests) for the exact same time slot on one Booking Calendar. |
| Selection-based Location (Guest chooses the meeting address)                                                        | Yes                   | No                 | **Booking Calendars:** Allows the guest to choose between multiple physical addresses for a single time slot.                              |
| Optional Co-hosts (Add team members without restriction)                                                            | Yes                   | No                 | **Booking Calendars:** Allows co-hosts to be included in a meeting link without their availability being mandatory for the slot to appear. |
| Ad-hoc Co-hosts (Create a one-off multi-host meeting by adding co-host emails to the URL)                           | Yes                   | No                 | **Booking Calendars:** Enables the addition of co-hosts dynamically by appending parameters to the booking URL.                            |
| Booking without Email                                                                                               | Yes                   | No                 | **Booking Calendars:** Enables bookings using only a phone number.                                                                         |
| Phone Booking (Guests can book appointments using natural, everyday language)                                       | Yes                   | No                 | **Booking Calendars:** Exclusive AI-driven assistant that handles voice-to-booking conversations.                                          |
| Capacity Report (Plan staffing level with insights on future capacity, current usage, and past trends)              | Yes                   | No                 | **Booking Calendars:** Provides data on host utilization and seat availability for Group or Concurrent sessions.                           |
| Modern UI/ UX                                                                                                       | Yes                   | No                 | **Booking Calendars:** Interface is fully responsive and uses a newer design.                                                              |
| Modern Tech Stack (Blazing fast booking experience)                                                                 | Yes                   | No                 | **Booking Calendars:** Built on a modern infrastructure for significantly faster load times.                                               |

## 2. The Guest Experience (Front-end Settings)

[Section titled “2. The Guest Experience (Front-end Settings)”](#2-the-guest-experience-front-end-settings)

This section explains how each one of them shapes the customer’s booking journey. This section covers the front-end configurations including location options, time slot settings, localization and the visual branding feature used to customize the guest interface.

### Location:

[Section titled “Location:”](#location)

| **Feature Name**                                                    | **Booking Calendars** | **Bookings Pages** | **Additional Information**                                                                                                                                                             |
| ------------------------------------------------------------------- | --------------------- | ------------------ | -------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| Virtual                                                             | Yes                   | Yes                | **Booking Calendars:** Can support multiple options for the guest to choose from, such as Native Zoom, Teams, Google Meet integration.                                                 |
| Physical/ In-person location (Multiple physical addresses per slot) | Yes                   | Yes                | **Booking Calendars:** Allows multiple physical addresses per slot. Hybrid support at calendar and profile level. **Booking Pages:** Use **Event Types** to offer different locations. |
| Phone                                                               | Yes                   | No                 | **Booking Pages:** Have indirect options for Phone location. Booking Calendars: Guest phone only (no host phone option).                                                               |
| Other                                                               | No                    | Yes                | **Booking Calendars:** Doesn’t support other locations directly at the moment but physical location can be used for the same.                                                          |

### Time Slot Settings

[Section titled “Time Slot Settings”](#time-slot-settings)

| **Feature Name**                                                                                                  | **Booking Calendars** | **Bookings Pages** | **Additional Information**                                                                                                                                                                                                                                              |
| ----------------------------------------------------------------------------------------------------------------- | --------------------- | ------------------ | ----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| Duration (Fixed)                                                                                                  | Yes                   | Yes                |                                                                                                                                                                                                                                                                         |
| Multiple Durations (Offer different meeting length options)                                                       | Yes                   | Yes                | **Booking Calendars:** Allows up to 4 pre-defined durations in one calendar. **Booking Pages:** Uses multiple **Event Types / Booking Pages** to offer multiple duration options to the user.                                                                           |
| Starting Times                                                                                                    | Yes                   | Yes                | **Booking Calendars:** Available in 15 min resolution.                                                                                                                                                                                                                  |
| Time slot spacing (Define gaps between available slots)                                                           | Yes                   | Yes                |                                                                                                                                                                                                                                                                         |
| Buffer Time (Add time for preparation and cleanup before and after meetings)                                      | Yes                   | Yes                |                                                                                                                                                                                                                                                                         |
| Time Frame Rules (Set lead time booking limits)                                                                   | Yes                   | Yes                | **Booking Calendars:** Lead time (Avoid surprises with lead time set by minutes, hours or days) and Time frame limit.                                                                                                                                                   |
| Time Zone Conversion (Time slots convert to your guest’s local time, seamlessly established through conversation) | Yes                   | Yes                | **Booking Calendars:** Uses time zone conversion without prompt.                                                                                                                                                                                                        |
| Time Zone Locking (Disable guest time zone change)                                                                | No                    | Yes                | **Booking Pages:** Allow admins to lock the timezone to the host’s location                                                                                                                                                                                             |
| Workload Rules (Limits total daily meetings allowed)                                                              | Yes                   | Yes                | **Booking Calendars:** Workload Rules can be defined at the Booking Calendar level for the hosts. **Booking Pages:** Implemented via Event Types.                                                                                                                       |
| No. of time slots offered per day                                                                                 | No                    | Yes                | **Booking Calendars:** Doesn’t support this at the moment, but setting up [**time slot spacing**](https://help.oncehub.com/product/booking-calendars/booking-settings/booking-calendar-timeframe-and-timeslot-preferences/) can achieve the same outcome in most cases. |
| Show slot only during guest working hours                                                                         | Yes                   | Yes                | **Booking Calendars:** Show night-time indications on the guest front.                                                                                                                                                                                                  |

### Sharing

[Section titled “Sharing”](#sharing)

| **Feature Name**                                                | **Booking Calendars** | **Bookings Pages** | **Additional Information**                                                                                                |
| --------------------------------------------------------------- | --------------------- | ------------------ | ------------------------------------------------------------------------------------------------------------------------- |
| Personalize Link                                                | Yes                   | Yes                | **Booking Calendars:** Have personalized link via URL parameters. **Booking Pages:** Have a personalized link via UI.     |
| One Time Links (Link expires after scheduling a single meeting) | Yes                   | Yes                | **Booking Calendars:** Supported natively. (**Note:** Not compatible with Hubs) **Booking Pages:** Only via Master Pages. |
| Share and publish                                               | Yes                   | Yes                | **Booking Calendars:** We share a page.                                                                                   |
| Chrome extension                                                | Yes                   | Yes                |                                                                                                                           |
| Website Embedding (Embed the booking action in your website)    | Yes                   | Yes                |                                                                                                                           |

### Localization

[Section titled “Localization”](#localization)

| **Feature Name**           | **Booking Calendars** | **Bookings Pages** | **Additional Information** |
| -------------------------- | --------------------- | ------------------ | -------------------------- |
| 24 hr format support       | Yes                   | Yes                |                            |
| Automatic Language support | No                    | No                 |                            |
| Custom language support    | Yes                   | Yes                |                            |

### Categories

[Section titled “Categories”](#categories)

| **Feature Name** | **Booking Calendars** | **Bookings Pages** | **Additional Information**                                                                                                                                                   |
| ---------------- | --------------------- | ------------------ | ---------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| Categories       | Yes                   | Yes                | **Booking Calendars:** External categories can be presented to guests within the Booking Hub. Whereas, internal categories (folders) for organizing links are not available. |

### Theme Designer

[Section titled “Theme Designer”](#theme-designer)

| **Feature Name** | **Booking Calendars** | **Bookings Pages** | **Additional Information**                                                                                                                                                                                                                                                                                                       |
| ---------------- | --------------------- | ------------------ | -------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| Theme Designer   | Yes                   | Yes                | **Booking Calendars:** Features a real-time **WYSIWYG** (What You See is What You Get editor for desktop and mobile) editor for instant custom branding previews. Using **Booking Calendar Templates** allows you to centrally control the design. **Booking Pages:** Configuration is available centrally at the account level. |

## 3. Meeting Logistics & Rules

[Section titled “3. Meeting Logistics & Rules”](#3-meeting-logistics--rules)

This section helps you explore the logic and rules that govern your scheduling workflows. This section elaborates how both the platforms handle availability, user level settings, meeting lifecycle management (like rescheduling and cancellations), and advanced scheduling options such as group sessions.

### Availability

[Section titled “Availability”](#availability)

| **Feature Name**                          | **Booking Calendars** | **Bookings Pages** | **Additional Information**                                                                                                            |
| ----------------------------------------- | --------------------- | ------------------ | ------------------------------------------------------------------------------------------------------------------------------------- |
| Recurring Availability with Date Specific | Yes                   | Yes                | **Booking Calendars:** Recurring is referred to as Weekly Working Hours and Date Specific Overrides (change hours for specific days). |

### User Level Settings

[Section titled “User Level Settings”](#user-level-settings)

| **Feature Name**               | **Booking Calendars** | **Bookings Pages** | **Additional Information**                                                                     |
| ------------------------------ | --------------------- | ------------------ | ---------------------------------------------------------------------------------------------- |
| Scheduled meeting availability | Yes                   | Yes                | **Booking Calendars:** Scheduled meeting availability and **location** can both be configured. |
| User Integrations              | Yes                   | Yes                |                                                                                                |

### Scheduling Options

[Section titled “Scheduling Options”](#scheduling-options)

| **Feature Name**                                                              | **Booking Calendars** | **Bookings Pages** | **Additional Information**                                                                                                                           |
| ----------------------------------------------------------------------------- | --------------------- | ------------------ | ---------------------------------------------------------------------------------------------------------------------------------------------------- |
| Booking with Approval                                                         | Yes                   | Yes                | **Booking Calendars:** In some instances, using a Routing Form or Chatbot with screening or qualification questions can be an effective alternative. |
| Session Packages                                                              | No                    | Yes                | **Booking Calendars:** You may use Routing Forms or a redirect to guide a user through a flow where they book a series of calls sequentially.        |
| Group Sessions (Multiple guests book independently but join the same meeting) | Yes                   | Yes                |                                                                                                                                                      |

### Meeting Lifecycle

[Section titled “Meeting Lifecycle”](#meeting-lifecycle)

| **Feature Name**    | **Booking Calendars** | **Bookings Pages** | **Additional Information**                                                                                                                                                           |
| ------------------- | --------------------- | ------------------ | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------ |
| Request reschedule  | Yes                   | Yes                | **Booking Calendars:** Users can also reschedule on behalf of the guest from within the platform.                                                                                    |
| Reassign            | Yes                   | Yes                | **Booking Pages:** Reassignment is limited to Google Calendar only.                                                                                                                  |
| Cancel              | Yes                   | Yes                |                                                                                                                                                                                      |
| Meeting owner/ Host | Yes                   | Yes                | **Booking Calendars:** Host settings define the meeting location, while the system **synchronizes** host and co-host schedules to show only common availability on the booking link. |
| Double Booking      | Yes                   | Yes                | **Booking Calendars:** Double booking happens through meeting overlap and Concurrent sessions.                                                                                       |

### Cancel/Reschedule Policy

[Section titled “Cancel/Reschedule Policy”](#cancelreschedule-policy)

| **Feature Name**                          | **Booking Calendars** | **Bookings Pages** | **Additional Information**                                                                                                                                                                                  |
| ----------------------------------------- | --------------------- | ------------------ | ----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| Cancel/Reschedule Policy                  | No                    | Yes                | **Booking Calendars:** There is no dedicated policy field. However, information can be added to the **footer** or **welcome message**.                                                                      |
| Payment Linked Cancel/Reschedule Policies | No                    | Yes                | **Booking Calendars:** These must be communicated via custom text. For example, there is no direct way to refund money from Stripe integration. **Booking Pages:** Allow for policies coupled with payment. |
| Host Side Rescheduling                    | Yes                   | Yes                | **Booking Pages:** Hosts cannot conveniently reschedule on behalf of a guest.                                                                                                                               |

## 4. Team & Multi-User Management

[Section titled “4. Team & Multi-User Management”](#4-team--multi-user-management)

This section helps you learn how to manage your team and collaborative scheduling scenarios. It focuses on multi-host panel meetings, automated distribution methods like Round Robin and Resource Pools and the administrative permissions required for different user roles.

### Panel Meetings

[Section titled “Panel Meetings”](#panel-meetings)

| **Feature Name**                                                                | **Booking Calendars** | **Bookings Pages** | **Additional Information**                                                                                                                         |
| ------------------------------------------------------------------------------- | --------------------- | ------------------ | -------------------------------------------------------------------------------------------------------------------------------------------------- |
| Multi-host support (Specific individuals assigned upfront as host and co-hosts) | Yes                   | Yes                | **Booking Calendars:** Use multi-host settings to include co-hosts in one link. **Booking Pages:** Require a master page setup for panel meetings. |

### Resource Pool

[Section titled “Resource Pool”](#resource-pool)

| **Feature Name**                                                                      | **Booking Calendars** | **Bookings Pages** | **Additional Information**                                                                               |
| ------------------------------------------------------------------------------------- | --------------------- | ------------------ | -------------------------------------------------------------------------------------------------------- |
| Round Robin Distribution (Evenly distributes meetings across all members of the team) | Yes                   | Yes                | **Booking Calendars:** Offer a more simplified setup within the calendar itself.                         |
| Pooled Availability (Combined team schedule views)                                    | Yes                   | Yes                | **Booking Calendars:** Managed via **Teams** feature. **Booking Pages:** Managed via **Resource Pools**. |
| Any Available Team Member(with priority)                                              | Yes                   | Yes                |                                                                                                          |

### Access and Permissions

[Section titled “Access and Permissions”](#access-and-permissions)

| **Feature Name** | **Booking Calendars** | **Bookings Pages** | **Additional Information**                                                                                                           |
| ---------------- | --------------------- | ------------------ | ------------------------------------------------------------------------------------------------------------------------------------ |
| Account owner    | Yes                   | Yes                |                                                                                                                                      |
| Admin            | Yes                   | Yes                | **Booking Calendars:** There is no such concept of Editor.                                                                           |
| Team Manager     | Yes                   | Yes                |                                                                                                                                      |
| Member           | Yes                   | Yes                | **Booking Calendars:** Member and Team Manager will be a viewer to the Booking Calendar of which they are part of but not as a host. |

## 5. Communications & Automation

[Section titled “5. Communications & Automation”](#5-communications--automation)

This section helps you to compare how both Booking Calendars and Booking Pages handle data collection and messaging. It also helps you understand booking form behaviors, the use of tags for data filtering and the customization options for host and guest’s email and SMS notifications. It also reviews payment gateway support for Stripe and PayPal.

### Booking Form Behavior

[Section titled “Booking Form Behavior”](#booking-form-behavior)

| **Feature Name**                                                          | **Booking Calendars** | **Bookings Pages** | **Additional Information**                                                                                                                           |
| ------------------------------------------------------------------------- | --------------------- | ------------------ | ---------------------------------------------------------------------------------------------------------------------------------------------------- |
| Automatic Redirect (Redirect to different web pages after booking action) | Yes                   | Yes                | **Booking Calendars:** Redirection occurs immediately **after booking** is completed.                                                                |
| Form Prefill (Auto populates guest data)                                  | Yes                   | Yes                | Both systems support pre-filling guest data via URL parameters to speed up the booking process.                                                      |
| Skip Booking Form                                                         | No                    | Yes                | **Booking Calendars:** To ensure data consistency and high-quality CRM integration, skipping the form is not supported in the Booking Calendar flow. |

### Tags:

[Section titled “Tags:”](#tags)

| **Feature Name** | **Booking Calendars** | **Bookings Pages** | **Additional Information**                                                                                                                                          |
| ---------------- | --------------------- | ------------------ | ------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| Tags             | Yes                   | Yes                | **Booking Calendars:** Booking Hubs can be filtered using user attributes (Assign attributes to users based on characteristics such as language, skills, location). |

### User Notifications

[Section titled “User Notifications”](#user-notifications)

| **Feature Name**                                        | **Booking Calendars** | **Bookings Pages** | **Additional Information**                                                                                                                                        |
| ------------------------------------------------------- | --------------------- | ------------------ | ----------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| Customized user notifications (Edit email and SMS text) | No                    | Yes                | **Booking Calendars:** Allow on/ off toggles for notifications. User notifications content is not customizable. **Booking Pages:** Allow full text customization. |

### Guest Notifications

[Section titled “Guest Notifications”](#guest-notifications)

| **Feature Name**       | **Booking Calendars** | **Bookings Pages** | **Additional Information**                                       |
| ---------------------- | --------------------- | ------------------ | ---------------------------------------------------------------- |
| Custom Email Templates | Yes                   | Yes                | **Booking Calendars:** Customizing SMS content is not supported. |

### Payment and Pricing

[Section titled “Payment and Pricing”](#payment-and-pricing)

| **Feature Name**                                      | **Booking Calendars** | **Bookings Pages** | **Additional Information**                                                                                                                                                                                                                                                         |
| ----------------------------------------------------- | --------------------- | ------------------ | ---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| Collect payment via PayPal & Direct Refund Capability | No                    | Yes                | **Booking Pages:** Supports secure payment collection via credit/ debit card or PayPal account during the booking flow. **Refund Policy:** Support direct or automatic refunds via the OnceHub interface.                                                                          |
| Collect payment via Stripe                            | Yes                   | No                 | **Booking Calendars:** Supports secure payment collection via credit/debit card or Stripe account during the booking flow. **Refund Policy:** Do not currently support direct or automatic refunds via the OnceHub interface; these must be handled manually via Stripe dashboard. |

## 6. Integration & Administration (Back-end)

[Section titled “6. Integration & Administration (Back-end)”](#6-integration--administration-back-end)

This section helps you review the technical and administrative settings like calendar sync rules for busy-time retrieval, CRM integrations with platforms like Salesforce and Infusionsoft, developer tools (API, Zapier, Webhooks) and reporting capabilities.

### Associated Calendars

[Section titled “Associated Calendars”](#associated-calendars)

| **Feature Name**                                    | **Booking Calendars** | **Bookings Pages** | **Additional Information**                                                                                     |
| --------------------------------------------------- | --------------------- | ------------------ | -------------------------------------------------------------------------------------------------------------- |
| Main Booking Calendar can be Changed                | Yes                   | Yes                | **Booking Calendars:** Supported at the profile level.                                                         |
| Busy Time Retrieval (Checks for calendar conflicts) | Yes                   | Yes                | **Booking Calendars:** Supported at the profile level. Checks for conflicts across multiple Booking Calendars. |

### CRM Integrations

[Section titled “CRM Integrations”](#crm-integrations)

| **Feature Name**                   | **Booking Calendars** | **Bookings Pages** | **Additional Information**                                 |
| ---------------------------------- | --------------------- | ------------------ | ---------------------------------------------------------- |
| Salesforce lead and contact update | Yes                   | Yes                | **Booking Calendars:** Have basic support.                 |
| Salesforce case                    | Yes                   | Yes                | **Booking Calendars:** Have basic support.                 |
| Salesforce links                   | Yes                   | Yes                | **Booking Calendars:** Have Name and Email personalization |
| Infusionsoft                       | No                    | Yes                |                                                            |

### Developer Tools

[Section titled “Developer Tools”](#developer-tools)

| **Feature Name**                         | **Booking Calendars** | **Bookings Pages** | **Additional Information**                                                                                                                                                                                                                                    |
| ---------------------------------------- | --------------------- | ------------------ | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| API Payloads (Sync booking data via API) | Yes                   | Yes                | **Booking Calendars:** Has only endpoint changes for public API. **Note:** Many technical differences are there between the two. Please refer to our [**developer center**](https://help.oncehub.com/developers/overview/introduction/) for more information. |
| Zapier                                   | Yes                   | Yes                |                                                                                                                                                                                                                                                               |
| Webhooks                                 | Yes                   | Yes                |                                                                                                                                                                                                                                                               |

### Reports

[Section titled “Reports”](#reports)

| **Feature Name**       | **Booking Calendars** | **Bookings Pages** | **Additional Information**                                            |
| ---------------------- | --------------------- | ------------------ | --------------------------------------------------------------------- |
| Analytics              | Yes                   | Yes                |                                                                       |
| Meeting details export | Yes                   | Yes                | **Booking Calendars:** Export is available via the Activities export. |

# Getting started with Booking pages

> Booking pages can be customized in many different ways. However, you only need to follow a few basic steps to start receiving bookings:

Booking pages can be customized in many different ways. However, you only need to follow a few basic steps to start receiving bookings:

1. Set up your meetings
2. Customize your branding
3. Share your link

## Step 1. Set up your meetings

[Section titled “Step 1. Set up your meetings”](#step-1-set-up-your-meetings)

### Set your availability

[Section titled “Set your availability”](#set-your-availability)

You may have already configured your availability in the onboarding wizard. If you’re satisfied with the rules you set for your availability, you can skip this.

Every User can set their own availability, which OnceHub applies to all the Booking pages they own. You can update your User availability in your profile by selecting your profile picture or initials in the top right-hand corner → **Profile settings** → **Availability** → **Scheduled meetings**.

[](/videos/availability-scheduled-meetings.mp4)

Figure 1: Update your availability

[Learn more about your availability](https://help.oncehub.com/scheduleonce/insights-operations/profile-management/managing-your-profile-in-oncehub/)

### Connect your calendar

[Section titled “Connect your calendar”](#connect-your-calendar)

With a connected calendar, OnceHub knows not to offer times you’re busy to people booking with you. It also adds all booked appointments to your calendar automatically.

If you didn’t already connect your calendar in the onboarding wizard, you can update your OnceHub profile and integrate. In the top right-hand corner, select your profile picture or initials → **Profile settings** → **Availability** → **Calendar connection**.

[](/videos/profile-calendar-connection.mp4)

Figure 2: Connect your calendar

By default, OnceHub reads busy time from your main calendar. If your connected account has multiple calendars—for instance, one for work and another for personal events—you can opt to have OnceHub read busy time from them as well.

[](/videos/booking-pages-associated-calendars.mp4)

Figure 3: Associated calendars retrieving busy time

### Connect your video conferencing

[Section titled “Connect your video conferencing”](#connect-your-video-conferencing)

Booking Pages seamlessly integrates your booking activities with Zoom, Google Meet, Microsoft Teams, GoToMeeting, or Webex Meetings through all phases of the booking lifecycle. When a booking is made, video conferencing session details are integrated with all Booking Pages notifications and a video conferencing session will be created automatically.

Your customer will receive all connection details in the scheduling confirmation email and calendar invite.

[](/videos/video-conferencing.mp4)

Figure 4: Connect to video conferencing

If you’re taking video meetings, you’ll need to update your Booking page to reflect this.

**[](/videos/video-location-bp.mp4) Figure 5: Add video conferencing to your Booking page location**

### Adjust Event types

[Section titled “Adjust Event types”](#adjust-event-types)

You can offer one or more Event types to the people booking with you. With your new account, you have three Event types ready-made:

* 15-minute meeting
* 30-minute meeting
* 60-minute meeting

If you only want one or two, you can remove the extra from your Booking page. Hover over the left-hand menu and go to the Booking pages icon **→** **Booking pages** → your Booking page → **Event types**.

[](/videos/adjust-event-types.mp4)

Figure 6: Adjust your Event types

If you’d like, you can adjust the Event types’ names, time duration, and more by clicking Edit while you’re adjusting the associated Event types at **Event types** → relevant Event type.

To update the name, click on the three horizontal dots next to the Event type’s name and select **Primary settings**.

To update the time duration, go to **Time slot settings** → **Event type duration**.

[](/videos/update-ets.mp4)

Figure 7: Update your Event type settings

[Learn more about Event types](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/introduction-to-event-types/)

## Step 2. Customize your branding

[Section titled “Step 2. Customize your branding”](#step-2-customize-your-branding)

### Add customer-facing details

[Section titled “Add customer-facing details”](#add-customer-facing-details)

You can include a headshot, welcome message, and more by updating the Public content section at **Booking pages** → your Booking page → **Public content**.

[](/videos/update-public-content.mp4)

Figure 8: Add customer-facing details

## Step 3. Share your link

[Section titled “Step 3. Share your link”](#step-3-share-your-link)

You can grab your link to share it by clicking the quick share icon in the top menu.

[](/videos/quick-share-icon.mp4)

Figure 9: Share your link

**That’s it!** **You’re all set to receive bookings.**

## Want to learn more?

[Section titled “Want to learn more?”](#want-to-learn-more)

* [Offer multiple locations or conferencing options from a single link](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/introduction-to-master-pages/)
* [Make date-specific exceptions to your availability](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-pages-date-specific-availability/)
* [Manage your bookings](https://help.oncehub.com/scheduleonce/managing-bookings/)

# Using Booking pages with your video conferencing app

> In this article, you will learn how to configure your booking pages for use with your video conferencing app.

In this article, you will learn how to configure your booking pages for use with your video conferencing app.

Our integration with video conferencing apps automatically creates meetings in your third-party app. Customers receive a single OnceHub confirmation, including all meeting details in their local time zone. You can configure your [Booking pages](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages") to use the video call app by editing the [**Conferencing / Location**](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-pages-location-settings/ "Booking page: Conferencing / Location section") section of the Booking page.

Connect OnceHub to your third-party video conferencing app first, and then follow these steps:

1. Hover over the left hand menu and go to the Booking pages icon → Booking pages → relevant Booking page → [**Conferencing / Location**](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-pages-location-settings/ "Booking page: Conferencing / Location section") (Figure 1). ![](https://help.oncehub.com/_astro/1682063146133.BRzor5fA_Z1nbLQM.webp)Figure 1: Conferencing / Location section
2. In the **Meeting channel** step, select **Virtual meeting: Video conferencing or phone call**.
3. For **Who provides conferencing information?** step, select **Conferencing information is provided by the Host (you)**.
4. To **Edit conferencing information** step, select the third-party video conferencing app you wish to use. (Figure 2). ![](https://help.oncehub.com/_astro/1682063145824.CkOO41Jy_Z1aYNc9.webp)Figure 2: Available video conferencing apps with Microsoft Teams video conferencing selected.
5. Click **Save**.

### Using Session packages with video conferencing

[Section titled “Using Session packages with video conferencing”](#using-session-packages-with-video-conferencing)

When you use [Session packages](https://help.oncehub.com/scheduleonce/event-types-booking-pages/scheduling-options/session-packages/ "Session packages"), each session includes its unique video conferencing details.

* Schedule and reschedule notification emails that are sent to a Customer include a Conferencing info link next to each selected time.
* When the Customer clicks on the link, the scheduling confirmation page opens as if a single booking was made, displaying the full booking details including the video conferencing information for the session.
* Every reminder that the Customer receives includes the full booking details including the video conferencing information, as if a single booking was made.
* All calendar events for the Host and Customer include the complete video conferencing information for each session.

Note

OnceHub recommends working with a connected calendar.

## Setting the number of participants for a video conferencing session

[Section titled “Setting the number of participants for a video conferencing session”](#setting-the-number-of-participants-for-a-video-conferencing-session)

1. Connect OnceHub to your video conferencing app.

2. Select your video conferencing app in the [**Conferencing / Location**](https://help.oncehub.com/scheduleonce/introduction-to-booking-pages/using-booking-pages-with-your-video-conferencing-app/ "Configuring your Booking pages to use Zoom") section for your [Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages").

3. Go to the [Scheduling options](https://help.oncehub.com/scheduleonce/event-types-booking-pages/scheduling-options/introduction-to-scheduling-options/ "Introduction to the Scheduling options section") settings of your Booking page or [Event type](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/introduction-to-event-types/ "Introduction to Event types").

   * If you have [associated your Booking page with at least one Event type](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-pages-associated-calendars/ "Booking page: Associated calendars section"), the Scheduling options are found by going to the relevant **Event type → Scheduling options.**
   * If you have **not** associated your Booking page with at least one Event type, the Scheduling options are found by going to the relevant **Booking page → Scheduling options.**

4. In the **One-on-one** **or** **Group session?** field, select [Group session](https://help.oncehub.com/scheduleonce/recommended-configuration/multiple-attendee-scenarios/using-group-sessions-with-connected-calendar/ "Group sessions (number of bookings per slot)").

5. Use the drop-down menu to select the number of Customers you want to allow to attend.

6. Click **Save**.

Note

The number of bookings per time slot set in OnceHub should not exceed your video conferencing app plan’s meeting capacity.

You’re all set! When a booking is made, the session details for your selected video conferencing app are integrated with all OnceHub notifications and the appropriate session will be automatically created. A video call will be automatically created based on the settings you selected. When multiple Customers sign up for the same session, such as a webinar, each booking receives the same video call details.

[Learn more about using OnceHub to schedule webinars and classes](https://help.oncehub.com/scheduleonce/recommended-configuration/multiple-attendee-scenarios/using-oncehub-to-schedule-bookings-for-webinars/ "Using ScheduleOnce to schedule bookings for webinars & classes")

# Using Profile-level Availability with Booking Pages

> To simplify scheduling across multiple Booking Pages with various meeting locations (e.g., Zoom, in-person), you can define your availability at the profile ...

To simplify scheduling across multiple Booking Pages with various meeting locations (e.g., Zoom, in-person), you can define your availability at the profile level. This ensures all Booking Pages share the same settings, eliminating the need for individual configurations.

## Types of Availability Settings

[Section titled “Types of Availability Settings”](#types-of-availability-settings)

Profile availability is set using two methods:

* **Weekly Working Hours:** Define your standard, default recurring availability for each week.
* **Date-Specific Override:** Adjust your availability for particular dates by adding or removing time slots.

***

### How to Use Profile-Level Availability for Booking Pages:

[Section titled “How to Use Profile-Level Availability for Booking Pages:”](#how-to-use-profile-level-availability-for-booking-pages)

To use profile availability for Booking Pages, you will need to:

1. Set up your availability directly within your profile settings.
2. Configure each Booking Page to use your profile’s availability instead of using their own.

***

### Step 1: Set up your availability directly within your profile settings.

[Section titled “Step 1: Set up your availability directly within your profile settings.”](#step-1-set-up-your-availability-directly-within-your-profile-settings)

## Accessing Your Profile Settings

[Section titled “Accessing Your Profile Settings”](#accessing-your-profile-settings)

1. Click on the profile icon located in the top-right corner.
2. Select **Scheduled Meeting Availability** from the dropdown.

## Setting Your Weekly Working Hours

[Section titled “Setting Your Weekly Working Hours”](#setting-your-weekly-working-hours)

1. Define your default, recurring availability for each week on the left.

## Adding Date-Specific Overrides (optional)

[Section titled “Adding Date-Specific Overrides (optional)”](#adding-date-specific-overrides-optional)

1. Modify your availability for specific dates by adding or removing time slots on the right.

## Saving Your Settings

[Section titled “Saving Your Settings”](#saving-your-settings)

1. Click **Save** to apply your changes.

***

### Step 2: Configuring Booking Pages to use your profile’s availability instead of using their own.

[Section titled “Step 2: Configuring Booking Pages to use your profile’s availability instead of using their own.”](#step-2-configuring-booking-pages-to-use-your-profiles-availability-instead-of-using-their-own)

After defining your profile-level availability, you can enable Booking Pages to adopt these settings automatically.

## Accessing Booking Page Configuration

[Section titled “Accessing Booking Page Configuration”](#accessing-booking-page-configuration)

1. Open the **Booking Page** scheduling setup from the left-hand menu.
2. Select the specific Booking Page you want to configure.

## Using Weekly Working Hours

[Section titled “Using Weekly Working Hours”](#using-weekly-working-hours)

1. Click on **Recurring availability** in the left-hand menu.
2. Select **Use recurring availability from \[Your Name] profile**.

## Using Date-Specific Overrides (optional)

[Section titled “Using Date-Specific Overrides (optional)”](#using-date-specific-overrides-optional)

1. Click on **Date-specific availability** from the left-hand menu.
2. Select **Use date-specific overrides from \[Your Name] profile**.

If you would prefer to set availability for each Booking Page individually, please see our [**Booking pages: Recurring availability article**](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-pages-recurring-availability/).

# Working With vs. Without a Connected Calendar

> When using OnceHub, you have the option to operate with or without connecting your personal calendar. While it’s possible to accept bookings without a connec...

When using OnceHub, you have the option to operate with or without connecting your personal calendar. While it’s possible to accept bookings without a connected calendar, integrating your calendar is strongly recommended to improve the efficiency and accuracy of your scheduling process.

***

## Recommendation

[Section titled “Recommendation”](#recommendation)

Using OnceHub without connecting a calendar may be suitable for simple use cases or one-off scenarios where you don’t need to integrate with a personal schedule. However, for a more automated and convenient booking experience, we strongly recommend adding a connected calendar. This ensures accurate, real-time availability management and reduces the risk of scheduling conflicts.

To make an informed decision, it’s important to understand how working with a connected calendar compares to working without one. Here’s what happens in both scenarios.

***

## Working With a Connected Calendar

[Section titled “Working With a Connected Calendar”](#working-with-a-connected-calendar)

When you connect a personal calendar to OnceHub, you enjoy several benefits that make managing your bookings more efficient:

### Automated User Calendar Events

[Section titled “Automated User Calendar Events”](#automated-user-calendar-events)

OnceHub automatically adds new bookings as events to your connected calendar. This saves you time and ensures your calendar always reflects your updated schedule.

### Automated Guest Calendar Events

[Section titled “Automated Guest Calendar Events”](#automated-guest-calendar-events)

Oncehub automatically adds the guest to the user’s calendar event. This helps keep the guest up to date and reduces the risk of no-shows.

### Shared Busy Time Across Booking Pages

[Section titled “Shared Busy Time Across Booking Pages”](#shared-busy-time-across-booking-pages)

Busy time from your calendar blocks availability across your Booking Pages, preventing double bookings or scheduling conflicts.

### Advanced Integration Features

[Section titled “Advanced Integration Features”](#advanced-integration-features)

With a connected calendar, you can reschedule OnceHub bookings directly by adjusting the relevant event in your calendar. The changes are automatically updated in OnceHub.

**Note:** This feature is not supported for iCloud calendars.

***

## Working Without a Connected Calendar

[Section titled “Working Without a Connected Calendar”](#working-without-a-connected-calendar)

You can still use OnceHub without connecting a personal calendar, but there are some important limitations to consider:

### Independent Busy Times on Booking Pages

[Section titled “Independent Busy Times on Booking Pages”](#independent-busy-times-on-booking-pages)

Each Booking Page operates in isolation, meaning bookings made on one page will not block availability on others. If you manage multiple Booking Pages, you must manually monitor and avoid overlapping bookings.

### Manual Calendar Updates

[Section titled “Manual Calendar Updates”](#manual-calendar-updates)

OnceHub provides ICS file links in scheduled meeting emails. These files allow you to create calendar events manually for each booking. While functional, this requires extra effort to keep your schedule synchronized.

# Zoom: Dynamic or static passcodes

> It's important always to use a passcode for your video meetings, in order to prevent unwanted guests from joining.

It’s important always to use a passcode for your video meetings, in order to prevent unwanted guests from joining. Our Zoom integration provides two options for this: a dynamic passcode or a static passcode.

## Dynamic passcodes

[Section titled “Dynamic passcodes”](#dynamic-passcodes)

If you’re using dynamic passcodes, OnceHub assigns every Zoom meeting scheduled with a unique passcode, just for that meeting. Dynamic passcodes are highly preferred over static passcodes because they are much more secure. Anyone who’s booked with you in the past or merely seen your conferencing information could have the static passcode. They may try to use it again and unexpectedly joining another session.

Once you switch to dynamic passcodes, OnceHub generates a unique passcode with maximum complexity for every single Zoom meeting, never used before and never repeated again. This is one of the most significant steps you can take to reduce Zoom security risk.

## Static passcodes

[Section titled “Static passcodes”](#static-passcodes)

Although dynamic passcodes are more secure and highly recommended, some may wish to use a static passcode instead. A static passcode uses the same passcode for all Zoom meetings scheduled.

The meeting ID will still be unique for each meeting but the passcode providing an extra step of security will remain the same from meeting to meeting.

# Managing Bookings

> Managing Bookings documentation and guides.

[Cancel Reschedule](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/)

[Reassign](https://help.oncehub.com/scheduleonce/managing-bookings/reassign/)

[Analytics](https://help.oncehub.com/scheduleonce/managing-bookings/analytics/)

[Troubleshooting](https://help.oncehub.com/scheduleonce/managing-bookings/troubleshooting/)

[Responding to Booking Requests](https://help.oncehub.com/scheduleonce/managing-bookings/responding-to-booking-requests/)

# Analytics

> Analytics documentation and guides.

[The Activity stream: Managing activities](https://help.oncehub.com/scheduleonce/managing-bookings/analytics/activity-stream-managing-activities)

[The Activity stream: Viewing activities](https://help.oncehub.com/scheduleonce/managing-bookings/analytics/activity-stream-viewing-activities)

[Introduction to Analytics and Source tracking](https://help.oncehub.com/scheduleonce/managing-bookings/analytics/introduction-to-analytics-and-source-tracking)

[Using booking pages with web analytics](https://help.oncehub.com/scheduleonce/managing-bookings/analytics/using-booking-pages-with-web-analytics)

[Using OnceHub with UTM tracking](https://help.oncehub.com/scheduleonce/managing-bookings/analytics/using-oncehub-with-utm-tracking)

# The Activity stream: Managing activities

> The activity stream is the central hub where you can manage all of your booking and payment activity. The activity stream provides advanced filtering options...

The activity stream is the central hub where you can manage all of your booking and payment activity. The activity stream provides advanced filtering options to give you quick access to the information you require. When you view a specific activity, you’ll be able to view related activities, such as payments, rescheduled bookings, and cancellations.

You can access the activity stream by clicking on the icon in the left-hand-side toolbar (Figure 1).

![](https://help.oncehub.com/_astro/1707756666296.CbPCfgW-_L7N8z.webp)Figure 1: The activity stream icon

Read on to learn about the activity stream.

## How can I view related activities?

[Section titled “How can I view related activities?”](#how-can-i-view-related-activities)

To view related activities, select an activity from the Activity stream. Then, in the **Details** pane for that activity, select **View related activities** from the action menu (Figure 1).

![](https://help.oncehub.com/_astro/1687524202719.CtA65cER_29eqrQ.webp)*Figure 1: View related activities*

### What related activities can I see?

[Section titled “What related activities can I see?”](#what-related-activities-can-i-see)

When a booking is made, it can be related to a session package, a transaction, or another booking. Related activities are relevant in the following scenarios.

#### Booking request: New times requested by user

[Section titled “Booking request: New times requested by user”](#booking-request-new-times-requested-by-user)

A booking request is made and the user cancels and requests new times. When the booking request is resubmitted by the customer, both the canceled booking request and resubmitted booking request are related.

#### Booking rescheduled by user

[Section titled “Booking rescheduled by user”](#booking-rescheduled-by-user)

The booking is canceled by the user and a request to reschedule is sent. When the booking is rescheduled by the customer, the canceled booking and rescheduled booking will be related.

#### Booking rescheduled on different booking page by customer

[Section titled “Booking rescheduled on different booking page by customer”](#booking-rescheduled-on-different-booking-page-by-customer)

The booking is rescheduled by the customer with a different booking page. Both the canceled booking and rescheduled booking will be related.

#### Session package scheduled

[Section titled “Session package scheduled”](#session-package-scheduled)

When a Session package is scheduled. Sessions that are part of the package and the Session package itself are related.

#### Payment integration used

[Section titled “Payment integration used”](#payment-integration-used)

When payment integration is used, all paid and refunded transactions are related to the booking or Session package.

## Understanding scheduling activity statuses

[Section titled “Understanding scheduling activity statuses”](#understanding-scheduling-activity-statuses)

All bookings follow a lifecycle. Depending on which phase of the lifecycle a booking is in, its scheduling status changes, as do the scheduling actions available to you.

In the Activity stream, bookings are given a status. In the **Details** pane for a given activity, you’ll see a **Detailed status** which provides additional information about the activity.

### Booking status and Detailed status

[Section titled “Booking status and Detailed status”](#booking-status-and-detailed-status)

The table below shows the different lifecycle phases, their associated statuses, and the respective actions that are available in the Activity stream.

| **Scenario**                              | **Status**        | **Detailed status**                                                 | **Menu actions**                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                    |
| ----------------------------------------- | ----------------- | ------------------------------------------------------------------- | --------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| Customer schedules a booking              | Scheduled         | Scheduled (By customer)                                             | [Cancel/request reschedule](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/user-action-cancelreschedule-for-booking-pages-with-event-types/ "User action: Cancel/request to reschedule with event types")[Reassign booking](https://help.oncehub.com/scheduleonce/managing-bookings/reassign/user-action-reassign-booking/ "User Action: Reassign a booking") [Set to No-show](https://help.oncehub.com/scheduleonce/managing-bookings/analytics/activity-stream-managing-activities/ "Tracking and Reporting No-Shows") |
| Customer submits a booking request        | Requested         | Requested (By customer)                                             | [Schedule booking request](https://help.oncehub.com/scheduleonce/managing-bookings/responding-to-booking-requests/responding-to-booking-requests/scheduling-and-responding-to-booking-requests/ "Scheduling and Responding to Booking Requests")[Cancel/request new times](https://help.oncehub.com/scheduleonce/managing-bookings/responding-to-booking-requests/responding-to-booking-requests/user-action-cancelling-booking-request/ "User action: Cancel a booking request and request new times")                                             |
| Customer cancels and submits new requests | CanceledRequested | Canceled (By customer)Requested (By customer)                       | [Schedule booking request](https://help.oncehub.com/scheduleonce/managing-bookings/responding-to-booking-requests/responding-to-booking-requests/scheduling-and-responding-to-booking-requests/ "Scheduling and Responding to Booking Requests")[Cancel/request new times](https://help.oncehub.com/scheduleonce/managing-bookings/responding-to-booking-requests/responding-to-booking-requests/user-action-cancelling-booking-request/ "User action: Cancel a booking request and request new times")                                             |
| User cancels and requests new times       | CanceledRequested | Canceled (New times requested by user)Requested (Initiated by user) | [Schedule booking request](https://help.oncehub.com/scheduleonce/managing-bookings/responding-to-booking-requests/responding-to-booking-requests/scheduling-and-responding-to-booking-requests/ "Scheduling and Responding to Booking Requests")[Cancel/request new times](https://help.oncehub.com/scheduleonce/managing-bookings/responding-to-booking-requests/responding-to-booking-requests/user-action-cancelling-booking-request/ "User action: Cancel a booking request and request new times")                                             |
| Customer reschedules a booking.           | Rescheduled       | Rescheduled (By customer)                                           | [Cancel/request reschedule](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/user-action-cancelreschedule-for-booking-pages-with-event-types/ "User action: Cancel/request to reschedule with event types")[Reassign booking](https://help.oncehub.com/scheduleonce/managing-bookings/reassign/user-action-reassign-booking/ "User Action: Reassign a booking") [Set to No-show](https://help.oncehub.com/scheduleonce/managing-bookings/analytics/activity-stream-managing-activities/ "Tracking and Reporting No-Shows") |
| Customer cancels a booking                | Canceled          | Canceled (By customer)                                              |                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                     |
| User cancels a booking or booking request | Canceled          | Canceled (By user)                                                  |                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                     |
| User sets the booking to No-show          | No-show           | No-show (Set by user)                                               | [Cancel/request reschedule](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/user-action-cancelreschedule-for-booking-pages-with-event-types/ "User action: Cancel/request to reschedule with event types")                                                                                                                                                                                                                                                                                                                |
| Booking is complete                       | Completed         | Completed (Set by System)                                           | [Cancel/request reschedule](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/user-action-cancelreschedule-for-booking-pages-with-event-types/ "User action: Cancel/request to reschedule with event types")[Set to No-show](https://help.oncehub.com/scheduleonce/managing-bookings/analytics/activity-stream-managing-activities/ "Tracking and Reporting No-Shows")                                                                                                                                                      |
| User reassigns a scheduled booking        | Scheduled         | Scheduled (Reassigned by user)                                      | [Cancel/request reschedule](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/user-action-cancelreschedule-for-booking-pages-with-event-types/ "User action: Cancel/request to reschedule with event types")[Reassign booking](https://help.oncehub.com/scheduleonce/managing-bookings/reassign/user-action-reassign-booking/ "User Action: Reassign a booking")[Set to No-show](https://help.oncehub.com/scheduleonce/managing-bookings/analytics/activity-stream-managing-activities/ "Tracking and Reporting No-Shows")  |
| User reassigns a rescheduled booking      | Rescheduled       | Rescheduled (Reassigned by user)                                    | [Cancel/request reschedule](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/user-action-cancelreschedule-for-booking-pages-with-event-types/ "User action: Cancel/request to reschedule with event types")[Reassign booking](https://help.oncehub.com/scheduleonce/managing-bookings/reassign/user-action-reassign-booking/ "User Action: Reassign a booking")[Set to No-show](https://help.oncehub.com/scheduleonce/managing-bookings/analytics/activity-stream-managing-activities/ "Tracking and Reporting No-Shows")  |

## Managing bookings from the Activity stream

[Section titled “Managing bookings from the Activity stream”](#managing-bookings-from-the-activity-stream)

The Activity stream is the central hub where you can manage all of your booking and payment activities. The Activity stream provides advanced filtering options to give you quick access to the information you require. When you view a specific activity, you’ll be able to view related activities, such as payments, rescheduled bookings, and cancellations. You can also perform actions such as reassigning a booking or requesting to reschedule.

You do not need an assigned product license to access the Activity stream.

Read on to learn about the actions that you can perform from the Activity stream.

### Actions on your bookings from the Activity stream

[Section titled “Actions on your bookings from the Activity stream”](#actions-on-your-bookings-from-the-activity-stream)

All bookings follow a lifecycle. Depending on which phase of the lifecycle a booking is in, its scheduling status changes, as do the scheduling actions available to you.

In the following sections, the different action options that are available will be discussed.

### Canceling a booking

[Section titled “Canceling a booking”](#canceling-a-booking)

You can choose to cancel a booking if the booking has a status of **Scheduled**, **Rescheduled**, **Completed**, **No-show**, or **Canceled**.

To cancel a booking, follow these steps:

1. Select the activity in the Activity stream.
2. In the **Details** pane, select **Cancel** (Figure 3). ![](https://help.oncehub.com/_astro/1707756538575.KpmwGGqK_Z1gJeau.webp)*Figure 3: Cancel/request new times button*
3. The **Cancel/request reschedule** pop-up will appear.

### Reschedule a booking

[Section titled “Reschedule a booking”](#reschedule-a-booking)

If you or your customer is unable to make the original booking time, you can reschedule the booking yourself on your customer’s behalf. This can be done even if the original meeting time has already passed.

To reschedule a meeting, follow these steps:

1. Find the booking in question in the activity stream.

2. Click **Reschedule**

3. A pop-up will appear, allowing you to choose between rescheduling the meeting yourself, or asking your customer to reschedule. Both of these options cancel the original meeting.

4. On selecting either option, you will be prompted to provide a reason for the rescheduling which will be shared with your customer.

   1. Selecting **Reschedule on behalf of the customer** will direct you to the relevant calendar, and display availability for rescheduling the meeting.
   2. Selecting **Ask the customer** will provide them with the relevant calendar, and allow them to choose a new time for the meeting.

5. Once you have selected a new time, click **Reschedule.** The confirmation will be shared with your customer.

Note

You can only reschedule a meeting if you are the host or owner of the meeting, or if you are an admin.

## Payment transaction types and statuses

[Section titled “Payment transaction types and statuses”](#payment-transaction-types-and-statuses)

OnceHub has partnered with PayPal to offer payment integration through all phases of the booking lifecycle. From the initial booking through to rescheduling and cancellations, you can increase sales, generate additional revenue streams, and reduce administrative overheads.

If you’ve set up [Payment integration](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/payment-integration-throughout-booking-lifecycle/ "Payment integration throughout the booking lifecycle"), transactions made via OnceHub will appear in the Activity stream with the relevant status and type (Figure 1). Transaction data is also available in the Revenue reports.

![](https://help.oncehub.com/_astro/1687524352756.CcpgciA0_kumkQ.webp)*Figure 1: Transactions in the Activity stream*

Below is the mapping of the scenarios, Transaction statuses, and Transaction types which are displayed in the Activity stream.

| **Scenario**                                                                                                                                                                                           | **Status**                              | **Transaction type** | **Menu actions**                                                                                                                                                                       |
| ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------ | --------------------------------------- | -------------------- | -------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| Customer schedules a booking and purchases the service                                                                                                                                                 | PAYMENT (SCHEDULE)                      | Paid                 | [Process a refund](https://help.oncehub.com/scheduleonce/managing-bookings/analytics/activity-stream-viewing-activities/ "Managing bookings from the Activity stream")Download invoice |
| Customer reschedules the booking and pays the reschedule fee.                                                                                                                                          | PAYMENT (RESCHEDULE)                    | Paid                 | [Process a refund](https://help.oncehub.com/scheduleonce/managing-bookings/analytics/activity-stream-viewing-activities/ "Managing bookings from the Activity stream")Download invoice |
| Customer schedules a booking and purchases the service. The transaction is in a Pending status in PayPal.                                                                                              | PAYMENT PENDING (SCHEDULE)              | Pending              | Download invoice                                                                                                                                                                       |
| Customer cancels the booking and automatically receives the refund for the service.                                                                                                                    | AUTOMATIC REFUND (CANCELLATION)         | Refunded             | Download invoice                                                                                                                                                                       |
| Customer cancels the booking and automatically receives the refund for the service. The transaction is in a Pending status in PayPal.                                                                  | AUTOMATIC REFUND PENDING (CANCELLATION) | Refund pending       | Download invoice                                                                                                                                                                       |
| The user processed a refund [directly via OnceHub](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/manual-refunds-via-oncehub/ "Manual refund via ScheduleOnce"). | MANUAL REFUND VIA ONCEHUB               | Refunded             | Download invoice                                                                                                                                                                       |
| The user refunded the customer via PayPal. The transaction is reflected in the Activity stream.                                                                                                        | MANUAL REFUND VIA PAYPAL                | Refunded             |                                                                                                                                                                                        |

## Activity IDs

[Section titled “Activity IDs”](#activity-ids)

Activity IDs are unique codes generated for each booking.

They are an invaluable tool for organizing and identifying individual activities. For example, say a customer calls you and wants to know specific information about their meeting or payment. Using the Activity ID, you can immediately pull up the information in the Activity stream and address your customer’s request.

### Using Activity IDs

[Section titled “Using Activity IDs”](#using-activity-ids)

To find the Activity ID for an associated booking, panel booking, session package, or transaction, follow these steps:

1. Select the activity in the Activity stream.
2. In the **Details** pane, scroll all the way down to the bottom.
3. The Activity ID is listed in the footer, next to the **Created** and **Updated** dates (Figure 1). ![](https://help.oncehub.com/_astro/1687524370545.CI4xOUbN_Z1oOigd.webp) *Figure 1: Activity ID*
4. To search for a specific activity, enter the Activity ID in the Free text filter above the Activity stream (Figure 2).![](https://help.oncehub.com/_astro/1687524371102.mUh03ZxH_FpWOp.webp)*Figure 2: Free text filter with an Activity ID*
5. To search for more than one ID, you can use the search operators available with the Free text filter.

### Booking ID

[Section titled “Booking ID”](#booking-id)

All individual sessions booked via OnceHub have a Booking ID, a unique ID code that identifies every booked session; for example, Booking ID: BKNG-5XFL23BQ674G.

The Booking ID of individual bookings appears in a number of locations:

* On each activity’s **Details** pane in the Activity stream.
* On the Scheduling confirmation page.
* On calendar events.
* In all email notifications that use Default templates.

The Booking ID is also available as a dynamic field which can be added to OnceHub Detail reports, as well as to our custom notification templates.

Booking page users also have two additional Activity IDs:

* Session package ID
* Transaction ID

### Session package ID

[Section titled “Session package ID”](#session-package-id)

Session packages have a unique Package ID. Unlike Booking IDs, which are used as unique identifiers of individual sessions, Session package IDs identify the entire package. Session package IDs can be differentiated from Booking IDs by the inclusion of the prefix “PKG” before every code rather than BKNG; for example, Session package ID: PKG-UTKFVR26JN

The Session package ID appears in a number of locations:

* In the footer of the **Details** pane in the Activity stream.
* On the Scheduling confirmation page.
* In all email notifications that use the Default templates.

The Session package ID is also available as a dynamic field which can be added to OnceHub detail reports as well as to our custom notification templates.

### Transaction ID

[Section titled “Transaction ID”](#transaction-id)

Transactions are identified by a unique Transaction ID with the TXN prefix; for example, Transaction ID: TXN-1234DF56

The Transaction ID can be found in the footer of the **Details** pane in the Activity stream. It’s also available as a dynamic field that can be added to custom notification templates.

## Tracking and reporting No-shows

[Section titled “Tracking and reporting No-shows”](#tracking-and-reporting-no-shows)

If your customer didn’t show up to a meeting, you may want to keep track of this. This can be done by changing the booking status to **No-show**. Regardless of whether the booking status is **Scheduled**, **Rescheduled**, or **Completed**, you can change it to **No-show**.

The **No-show** status is included in all reports and is part of the activity lifecycle process.

### How to change the status to No-show

[Section titled “How to change the status to No-show”](#how-to-change-the-status-to-no-show)

1. Select the activity in the Activity stream.
2. In the **Details** pane, select **Set to No-show** (Figure 1). ![](https://help.oncehub.com/_astro/1687524383282.Clvwm_5S_Z2kE0hr.webp)Figure 1: Set to No-show
3. The **No-show status** pop-up will appear.
4. Click **Yes** to set the status to **No-show**.

Note

You cannot change the status back to **Completed**, so please be sure you want to mark it as **No-show** for your reports.

### Where do you track the No-show status?

[Section titled “Where do you track the No-show status?”](#where-do-you-track-the-no-show-status)

You can track the **No-show** status of an activity in all OnceHub reports. The status is added to the summary and detail reports, making it possible to see the number of No-shows and their details according to all reporting dimensions.

### What happens when an activity status is set to No-show?

[Section titled “What happens when an activity status is set to No-show?”](#what-happens-when-an-activity-status-is-set-to-no-show)

When you set up OnceHub to send a follow-up email to customers, you can define when they will receive the email notification. If you changed the status of the activity to **No-show** before the follow-up email event is triggered, the follow-up email will not be sent.

## Deleting activities from the Activity stream

[Section titled “Deleting activities from the Activity stream”](#deleting-activities-from-the-activity-stream)

Stay compliant with data privacy law by managing data deletion requests from your customers. When you delete selected activities in the Activity stream and move these activities to the Trash, they will be deleted permanently after 30 days.

You do not need an assigned product license to access the Activity stream and move activities to the Trash, but you do need to be an administrator. Learn more

Read on to learn about moving activities to Trash, restoring activities, deleting them permanently, and other related changes to your account after deleting activities.

Note

Deleting activities is a new feature being rolled out gradually. If you do not see this option in your Activity stream and it’s necessary for your account management, please [contact us](https://www.oncehub.com/live-chat-support) and we’d be happy to turn it on for you.

### Move activities to Trash

[Section titled “Move activities to Trash”](#move-activities-to-trash)

If you’d like to move an activity to the Trash, select the relevant activity in the Activity stream. You will see a menu of three dots. Click on this and select **Move to Trash**. In the pop-up, confirm you want to move it to the Trash.

![](https://help.oncehub.com/_astro/1687524430747.B97Tqx9T_Z1pqgxm.webp)*Figure 1: Move to Trash*

You will no longer see this activity in your Activity stream, either from default or custom filters. You can only access this activity from the Trash filter, for the next 30 days after moving it to the Trash.

Users **will not** be notified when their activities are deleted.

Note

Moving activities to the Trash for permanent deletion is a feature intended for data deletion, to comply with privacy laws.

It is **not intended** for booking cancellation. Deleting an activity does not cancel a future booking. If you move an activity to Trash and permanently delete it, **this does not update any related calendar event in your connected calendar, nor will that time be free for other meetings**.

If you’d like to cancel the meeting, you can do this through the standard cancellation process, which will both cancel the meeting and free that time slot for other meetings.

### Bulk deleting activities

[Section titled “Bulk deleting activities”](#bulk-deleting-activities)

You can delete up to 50 activities at one time by selecting each in the activity stream. Click on the Trash icon and you’ll be able to delete them all at once, after confirming you want to delete that number of activities.

![](https://help.oncehub.com/_astro/1687524429682.CYnQTkI4_Z1YkyC9.webp) *Figure 2: Select multiple activities for moving to trash*

### The Trash

[Section titled “The Trash”](#the-trash)

The Trash holds all deleted activities from the last 30 days.

Only admins can see the Trash. Member users will not be able to see the activities in the Trash.

#### Restoring activities from Trash

[Section titled “Restoring activities from Trash”](#restoring-activities-from-trash)

If you sent an activity to the Trash in error, you can restore this activity within 30 days of moving it to the Trash. Find and select that activity in the Trash. Hover over the menu of three dots and select **Restore activity**. The activity will now appear in your active Activity stream filters and will not be deleted permanently.

![](https://help.oncehub.com/_astro/1687524430888.Do36nR55_ZH2xXG.webp)*Figure 3: Restore activity*

#### Deleting activities permanently

[Section titled “Deleting activities permanently”](#deleting-activities-permanently)

All activities sent to the Trash delete permanently and automatically after 30 days.

If you wish to delete the activity permanently before 30 days, go to the menu of three dots and select Delete permanently.

![](https://help.oncehub.com/_astro/1687524429987.DcR3IJo5_Z1Mcckb.webp)*Figure 4: Delete permanently*

The permanently deleted data will also be removed from OnceHub’s servers within 24 hours of permanent deletion in your account.

If you move something to the Trash on January 1 and don’t choose to delete it permanently yourself from the Trash, it will be deleted permanently from your account on January 31. At this time, it will be flagged for deletion from the OnceHub database, which can take up to 24 hours. This data will be completely removed from OnceHub’s servers by end of day on February 1. If you choose to delete it permanently from the Trash before 30 days are complete, it will be removed within 24 hours. This means if you move something to the Trash on January 1 and choose to delete it permanently on January 1, this data will be completely removed from OnceHub’s servers by end of day on January 2.

If you’d like to delete all activities permanently, you can select **Empty trash now** in the banner at the top of Trash. This will permanently delete all activities in the Trash.

![](https://help.oncehub.com/_astro/1687524430147.BlHufWK4_2cOpvi.webp)*Figure 5: Empty trash now to remove all items in the Trash*

Permanently deleted activities **cannot** be restored by any account admin, nor by OnceHub database engineers. This keeps deleted activities compliant with privacy laws.

### Deleted activities in reports

[Section titled “Deleted activities in reports”](#deleted-activities-in-reports)

Activities in the Trash remain active and will be included in reports until deleted. They will display as being **(In Trash)**.

![](https://help.oncehub.com/_astro/1687524430329.D1Ek0HDQ_1DIDgq.webp) *Figure 6: Status displays that the activity is in the Trash*

After they are permanently deleted, any fields related to this deleted activity will not show up in reports.

For permanently deleted payment activities, the payment will still be listed as an item on your revenue reports but will not include any personal identifying information for that payment.

### Session packages

[Section titled “Session packages”](#session-packages)

If you delete a single session in a session package, this deletes only that single session. The session package is otherwise not affected. The reverse is also true: If you delete a session package, the individual sessions in that package will remain active.

If you’d like all sessions in a session package to be deleted, you must delete each individually. We recommend using the bulk select and delete option (see above, **Bulk deleting activities**).

### Payment integration

[Section titled “Payment integration”](#payment-integration)

When you delete a payment activity, the following will be removed from its related activity/activities in the Activity stream:

* Option to **Process a refund**
* Option to **Download invoice**
* The relevant booking page
* Ability to **View Cancel/reschedule policy** in the menu with three dots

![](https://help.oncehub.com/_astro/1687524430954.DLmPxjYV_2o3jcv.webp) *Figure 7: Removed fields with deleted payment activity*

The payment will still be listed as an item on your revenue reports but will not include any personal identifying information for that payment.

### Third-party integrations

[Section titled “Third-party integrations”](#third-party-integrations)

It’s important to understand that data from the deleted activities will **only** be removed from OnceHub. Users will need to follow similar deletion protocols in each integrated application that may be connected to OnceHub. When you delete an activity, OnceHub will not remove data related to that deleted activity from your calendar, CRM, video conferencing app, or any other integrated system.

# The Activity stream: Viewing activities

> The Activity stream is the central hub where you can manage all of your chat, booking, and payment activities.

The Activity stream is the central hub where you can manage all of your chat, booking, and payment activities. The Activity stream provides advanced filtering options to give you quick access to the information you require.

You do not need an assigned product license to access this section.

## Introduction to the Activity stream

[Section titled “Introduction to the Activity stream”](#introduction-to-the-activity-stream)

When you view a specific activity, you’ll be able to view related activities, such rescheduled bookings, and cancellations. You can also perform actions such as cancelling a booking or requesting to reschedule. You will have full insight into your organization’s bookings and be able to manage all activities easily in one place.

### Activity stream features

[Section titled “Activity stream features”](#activity-stream-features)

By default, the Activity stream shows your upcoming activities. The list of activities is organized based on your profile’s time zone. You can adjust the filter to view all activities or search by another method.

The Activity stream lists all the activities that you have access to. You’ll see all the Bookings for which you are the Booking owner, reassigned Booking owner, Editor, or Viewer.

The Details pane of each activity allows you to access additional information about the activity. You can also perform specific actions, such as Cancel/request reschedule.

### Filter options in the Activity stream

[Section titled “Filter options in the Activity stream”](#filter-options-in-the-activity-stream)

To find information in your Activity stream, you have four main options: Default filters, the Free text filter, Advanced filter options, and Custom filters.

#### Default filters

[Section titled “Default filters”](#default-filters)

OnceHub provides Default filters for **My upcoming meetings**, **My booking requests**, **My activity**, and **All activity**. These filters can be found in the left sidebar of the **Activity** page.

#### The Free text filter

[Section titled “The Free text filter”](#the-free-text-filter)

The Free text filter allows you to find activities by typing in any information included in the activity details. For example, you could search by a Customer’s name, a Customer’s email address, or an Activity ID.

#### Advanced filter options

[Section titled “Advanced filter options”](#advanced-filter-options)

Advanced filter options allow you to filter according to specific parameters. The list of parameters appears when you click the drop-down arrow next to the Free text filter box.

#### Custom filters

[Section titled “Custom filters”](#custom-filters)

Custom filters allow you to create and save a selection of filters for quick and convenient access.

#### Exporting reports from the Activity stream

[Section titled “Exporting reports from the Activity stream”](#exporting-reports-from-the-activity-stream)

You can export the activities you’re viewing by clicking on **Export** and selecting to export a CSV or Excel file.

## Booking pages with and without Event types

[Section titled “Booking pages with and without Event types”](#booking-pages-with-and-without-event-types)

#### Booking pages **with** Event types

[Section titled “Booking pages with Event types”](#booking-pages-with-event-types)

If the Booking page is linked to Event types, you have the following options:

* Cancel the booking and send a reschedule request for the ***same*** Event type.
* Cancel the booking and send a reschedule request for ***any*** Event type.
* Cancel the booking.

#### Booking pages **without** Event types

[Section titled “Booking pages without Event types”](#booking-pages-without-event-types)

If the Booking page is not linked to any Event types, you have the following options:

* Cancel the booking and request reschedule.
* Cancel the booking

## Issuing a refund

[Section titled “Issuing a refund”](#issuing-a-refund)

And you’re using our payment integration, you can choose to issue a manual refund when you cancel a booking or request a reschedule for any bookings made using an Event type. You can issue manual refunds directly from the Activity stream.

To issue a refund via OnceHub, you must meet the following requirements:

* Be the Owner or the Editor of the activity.
* Have the permission to refund via OnceHub.
* Enable the manual processing of refunds via OnceHub.

To issue a refund, follow these steps:

1. Click on the Transaction from your Activity stream.
2. In the **Details** pane, click **Process a refund**.
3. Then, enter the amount to refund and click **Refund**.

## Reassigning a booking

[Section titled “Reassigning a booking”](#reassigning-a-booking)

Booking reassignment lets you reassign bookings from one Team member to another. This is useful if a Team member is sick, or if a different Team member is better able to serve a specific customer.

Booking reassignment from one User to another is available to Users who are both connected to Google Calendar, or Users who are both not connected to any calendar.

Note

You can only reassign bookings between Users with **similar calendar configurations**. For example, you can reassign a booking from a User connected to Google Calendar to another User who is also connected to Google Calendar.

You cannot reassign a booking from a User who is **not connected** to any calendar to a User who **is connected** to Google Calendar, and vice versa.

To reassign a booking, follow the steps below.

1. Select the activity in the Activity stream.
2. In the **Details** pane, select **Reassign the booking.**
3. The **Reassign the booking** pop-up will appear.
4. Select the Booking link to which you’d like to reassign the booking.

## Tracking and reporting of No-shows

[Section titled “Tracking and reporting of No-shows”](#tracking-and-reporting-of-no-shows)

When an activity has passed its scheduled time, the status of the activity is automatically set to **Completed**. If your Customer did not attend the meeting, you can change the **Completed** status to **No-show**.

To change the status to **No-show**, follow the steps below.

1. Select the activity in the Activity stream.
2. In the **Details** pane, select **Set to No-show.**
3. The **No-show status** pop-up will appear.
4. Click **Yes** to set the status to **No-show**.

Note

You cannot change the status back to **Completed**, so please be sure before you mark a booking as **No-show**.

## Filtering the Activity stream

[Section titled “Filtering the Activity stream”](#filtering-the-activity-stream)

Your Activity stream is a central hub where you can view and manage all your activities, sorted by the last updated date. There are four ways to filter the Activity stream: Default filters, Advanced filter options, the Free text filter, or Custom filters which you create.

### Default filters

[Section titled “Default filters”](#default-filters-1)

You can quickly filter your stream using OnceHub’s out-the-box Default filters to show **My upcoming meetings**, **My booking requests**, **My activity**, and **All activity**.

To use a Default filter, open the left sidebar and select it from the list. After you’ve selected your choice, the Activity stream will automatically update to show only relevant activities.

### Advanced filter options

[Section titled “Advanced filter options”](#advanced-filter-options-1)

Advanced filter options allow you to filter activities according to specific parameters. To view the list of parameters, click the filter box at the top of the Activity stream. You’ll be presented with a list of available filters to choose from, including **My activity**, **Unread activities**, **Creation date**, **Last updated**, and **Activity type**. You can also access additional filter options by selecting **Bookings**, **Session packages**, or **Transactions**.

After you’ve selected a filter, you can further refine the results by selecting additional filters, or by using the Free text filter.

### The Free text filter

[Section titled “The Free text filter”](#the-free-text-filter-1)

The Free text filter allows you to find activities by typing in any information included in the activity details. For example, you could filter by using the name of a Booking Owner, a Customer’s name, a Customer’s email address, or an Activity ID.

Operators such as AND/OR can be used to refine your search. For example, you might want to look for two different activities based on Booking IDs, or retrieve the bookings scheduled by two Customers.[](https://help.oncehub.com/scheduleonce/managing-bookings/analytics/activity-stream-viewing-activities/)

There is no limit to the number of Free text filters you can use to filter the Activity stream.

### Custom filters

[Section titled “Custom filters”](#custom-filters-1)

You can also choose to save Custom filters that show specific activities that you may need to access often. There are a number of ways to create a Custom filter.

* Filter the Activity stream using the Free text filter, a collection of selected Advanced filter options, or both. Then, click **Save as**.
* Select a Default filter, then add additional Free text filters or Advanced filter options. Then, click **Save As** to create a new Custom filter.
* Edit an existing Custom filter by adding or removing filters, then click **Save**.

### Default filters

[Section titled “Default filters”](#default-filters-2)

You can filter your Meetings inbox with a single click using our out-the-box Default filters. The Default filters available are **My upcoming meetings**, **My meetings**, **My booking requests**, and **All meetings**.

Note

Only one Default filter can be applied at a time.

### Applying Default filters

[Section titled “Applying Default filters”](#applying-default-filters)

1. In the **Meetings** inbox, select a filter.
2. After you select your choice, the inbox will automatically update to show only relevant activities.

### Types of Default filters

[Section titled “Types of Default filters”](#types-of-default-filters)

You can select from three different Default filters. Default filters cannot be renamed, deleted, or modified.

* **My upcoming meetings**: This filter displays only scheduled, rescheduled, and canceled meetings with a date and time in the future, sorted by the meeting date. This allows you to focus on meetings that are coming up which you may need to prepare for, rather than meetings that have already happened. The current date is based on your time zone.
* **My meetings**: This filter displays all meetings booked on a Booking link for which you are the Owner, Editor, or Additional team member.
* **My booking requests**: This filter only shows you booking requests that you need to approve. This filter lets you see which actions require responses on your part, all in the same place.
* **All meetings**: This filter displays all meetings within the OnceHub account for which you have the relevant permissions. Members see bookings from all links where they are Owner, Editor, or an Additional team member in a panel. Admins see all bookings throughout the account.

If you want to filter the activities in your Meetings inbox by other characteristics, you can select a filter from the predefined list of [Advanced filter options](https://help.oncehub.com/scheduleonce/managing-bookings/analytics/activity-stream-viewing-activities/ "List of Advanced filter options"), or use [the Free text filter](https://help.oncehub.com/scheduleonce/managing-bookings/analytics/activity-stream-viewing-activities/ "Using the Free text filter").

Tip

If you often make use of a particular default filter with a specific combination of free text filters and advanced filters, you can save the entire combination as a custom filter. [Learn more about creating custom filters](https://help.oncehub.com/scheduleonce/managing-bookings/analytics/activity-stream-viewing-activities/ "Creating custom filters")

### Using the Free text filter

[Section titled “Using the Free text filter”](#using-the-free-text-filter)

The Free text filter allows you to find specific activities in your [Activity stream](https://help.oncehub.com/scheduleonce/managing-bookings/analytics/activity-stream-viewing-activities/ "Introduction to the Activity Stream"). To use the Free text filter, type in any information that appears in the details of an activity, such as the name of a [Booking owner](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-page-access-permissions/ "Booking page access permissions"), a Customer’s name, a Customer’s email address, or an [Activity ID](https://help.oncehub.com/scheduleonce/managing-bookings/analytics/activity-stream-managing-activities/ "Activity IDs").

In this article, you’ll learn about using the Free text filter.

### Using operators

[Section titled “Using operators”](#using-operators)

To make your Free text filter more precise, you can use specific search operators. Below is the list of search operators that you can use with the Free text filter.

#### “ “ Phrase search operator

[Section titled ““ “ Phrase search operator”](#--phrase-search-operator)

Put multiple keywords or a phrase inside quotes “ “. For example, “John Smith” filters all Activities that include exactly the full name John Smith. This is useful if you are looking for a specific company name or guest name.

#### \* Suffix operator

[Section titled “\* Suffix operator”](#-suffix-operator)

Put an asterisk at the end of your word. For example, dan\* returns all activities that have a term that starts with “dan”, ignoring case.

#### OR operator

[Section titled “OR operator”](#or-operator)

Put “OR” between each item of your filter. For example, <John@example.com> OR <Bob@example.com> searches for activities containing either <John@example.com> or <Bob@example.com>, or both of them.

#### AND operator

[Section titled “AND operator”](#and-operator)

Put “AND” between each filter. For example, Scheduled AND Reassigned returns activities that are both scheduled and reassigned.

## Creating Custom filters

[Section titled “Creating Custom filters”](#creating-custom-filters)

If you often use a specific combination of filters to view activities in your [Activity stream](https://help.oncehub.com/scheduleonce/managing-bookings/analytics/activity-stream-viewing-activities/ "Introduction to the ScheduleOnce Activity stream"), you can save the entire combination as a Custom filter for quick and convenient access.

Custom filters that you have created and saved will only show up in your account. They are not shared with other team members. When an activity is updated or a new activity is created, it will automatically be reflected in Custom filters if relevant.

In this article, you’ll learn how to create Custom filters from the Activity stream.

### Possible filter combinations

[Section titled “Possible filter combinations”](#possible-filter-combinations)

Custom filters can be made up of any combination of [Advanced filter options](https://help.oncehub.com/scheduleonce/managing-bookings/analytics/activity-stream-viewing-activities/ "List of Advanced filter options"), [Free text filters](https://help.oncehub.com/scheduleonce/managing-bookings/analytics/activity-stream-viewing-activities/ "Using the Free text filter"), and a [Default filter](https://help.oncehub.com/scheduleonce/managing-bookings/analytics/activity-stream-viewing-activities/ "Default filters"). Or, you can choose to save a single unique Free text filter as a Custom filter.

Using Custom filters enables you to have custom predefined views in your Activity stream. For example, you might want to quickly access all bookings created by a top prospect, or view all reassigned bookings.

Note

Only one Default filter can be applied at a time, and only one Default filter can be saved as part of a Custom filter.

### Saving filters as a Custom filter

[Section titled “Saving filters as a Custom filter”](#saving-filters-as-a-custom-filter)

1. In the **Activity stream**, apply the [specific combination of filters](https://help.oncehub.com/scheduleonce/managing-bookings/analytics/activity-stream-viewing-activities/ "Filtering the Activity stream") you require.
2. Then, click **Save as**.
3. The **Save filter** pop-up appears. Enter a name for your Custom filter and click **Save new filter**.

### Accessing Custom filters

[Section titled “Accessing Custom filters”](#accessing-custom-filters)

To access a saved Custom filter, open the left sidebar and select the saved filter from the **Custom filters** list.

### Editing existing Custom filters

[Section titled “Editing existing Custom filters”](#editing-existing-custom-filters)

You can edit any existing Custom filter by following the steps below.

1. In **Custom filters** in the left sidebar, select the Custom filter you want to edit.
2. Then, add or remove the filters you require.
3. Click **Save**.
4. If you want to save your adjusted filter as a new Custom filter, click the arrow next to **Save** and select **Save as**.
5. The **Save filter** pop-up appears. Enter a name for your Custom filter and click **Save new filter.**

You can also rename or delete any Custom filter. To do this, click action menu (three dots) next to the Custom filter name and select the relevant option from the menu.

## Using Advanced filter options

[Section titled “Using Advanced filter options”](#using-advanced-filter-options)

Advanced filter options allow you to filter activities according to specific parameters. In this article, you’ll learn about using Advanced filter options.

To view the list of parameters, click the filter box at the top of the Activity stream.

You’ll be presented with a list of available filters to choose from including **My activity**, **Unread activities**, **Creation date**, **Last updated**, and **Activity type**. You can also access additional filter options by selecting **Bookings**, **Session packages**, or **Transactions**. Once you have selected a parameter to filter by, you can refine your results by selecting additional filters.You can also save a combination of filters if you want to reuse it. This can be useful when only certain activities are relevant to you.[](https://help.oncehub.com/scheduleonce/managing-bookings/analytics/activity-stream-viewing-activities/ "Creating custom filters")

Tip

You can share filters between members of your organization.

## How to share a filtered view of the Activity stream with another team member

[Section titled “How to share a filtered view of the Activity stream with another team member”](#how-to-share-a-filtered-view-of-the-activity-stream-with-another-team-member)

Your Activity stream is where you can view and manage all your activities. The Activity stream shows all Booking, Session package, and Transaction activities that have been created in your account, sorted by last updated date. You can use filters to display only relevant activities in the stream.

In some cases, you may want to send a filtered view of the Activity stream to another team member. For example, you might need to ask another OnceHub Administrator to reassign a list of bookings appropriately.

When you add filters to the Activity stream, parameters are added to the page URL. To share this filtered view, copy the page URL and send it to another team member via email.

When the team member clicks the link, the Activity stream will open and display the filters applied in the URL. The team member can then create a Custom filter from this filtered view for easy access in the future.

# Introduction to Analytics and Source tracking

> After setting up your Booking pages or Master pages, you'll need to share them with your prospects and Customers.

After setting up your [Booking pages](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages") or [Master pages](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/introduction-to-master-pages/ "Introduction to Master pages"), you’ll need to share them with your prospects and Customers. In this section, you will learn how to Personalize links with dynamic parameters.

## Using OnceHub with source tracking (UTM tags)

[Section titled “Using OnceHub with source tracking (UTM tags)”](#using-oncehub-with-source-tracking-utm-tags)

Source tracking helps you understand your audience better by tracking the various sources of your bookings. By adding tags to the specific URLs that you share in different places online, you can analyze which marketing campaign or outreach effort results in more bookings.

[Learn more about using OnceHub with source tracking (UTM tags)](https://help.oncehub.com/scheduleonce/managing-bookings/analytics/using-oncehub-with-utm-tracking/ "Using ScheduleOnce with source tracking (UTM tags)")

## Using OnceHub with web analytics

[Section titled “Using OnceHub with web analytics”](#using-oncehub-with-web-analytics)

Leads can be driven to your OnceHub [Booking pages](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages") from multiple online sources. For example, you might receive OnceHub bookings from mass emails, social media, and pay per click (PPC) advertising. Tracking which campaign has generated the most bookings can help you focus on the campaigns that matter.

[Learn more about using OnceHub with web analytics](https://help.oncehub.com/scheduleonce/managing-bookings/analytics/using-booking-pages-with-web-analytics/)

# Using booking pages with web analytics

> Leads can be driven to your Booking pages from multiple online sources. For example, you might receive bookings from mass emails, social media, and pay per c...

Leads can be driven to your [Booking pages](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages") from multiple online sources. For example, you might receive bookings from mass emails, social media, and pay per click (PPC) advertising. Tracking which campaign has generated the most bookings can help you focus on the campaigns that matter.

In this case, it is recommended that you use tracking technologies to identify the source of the booking. There are many third-party tracking technologies, such as [Google Analytics](https://analytics.google.com/). These technologies typically require you to place a snippet of HTML code on the page that you’re tracking.

The simplest way to do this is to add [source tracking](https://help.oncehub.com/scheduleonce/managing-bookings/analytics/using-oncehub-with-utm-tracking/ "Using ScheduleOnce with source tracking (UTM tags)") tags to [personalized Booking page links](https://help.oncehub.com/scheduleonce/sharing-publishing/personalized-links/personalizing-with-dynamic-url-parameters/ "Creating a Personalized link using URL parameters") with different [UTM tags](https://help.oncehub.com/scheduleonce/managing-bookings/analytics/using-oncehub-with-utm-tracking/ "Using ScheduleOnce with source tracking (UTM tags)") for each of the campaigns that you want to track and [redirect](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-forms-redirect/automatic-redirect/ "Automatic redirect") Customers to a custom landing page set up with your tracking code.

You can also embed your Booking page into a custom landing page on either end of the booking process. This gives you two reference points for tracking: the number of people that opened the Booking page and the number that completed the booking.

## Tracking leads who opened the Booking page

[Section titled “Tracking leads who opened the Booking page”](#tracking-leads-who-opened-the-booking-page)

1. **Booking pages** in the bar on the left → **Booking page → Share & Publish**.
2. Select the **Website embed** tab (Figure 1). ![](https://help.oncehub.com/_astro/screenshot-2022-10-12-203527.DMyfK1OE_Z228FUf.webp)Figure 1: Website button tab
3. Select the [Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/creating-booking-page/ "Creating a Booking page") or [Master page](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/introduction-to-master-pages/ "Introduction to Master pages") you want to embed on your website.
4. Customize **Width** and border **Color**.
5. In the **Customer data** step, select to have Customers fill out the Booking form, or select a [web form integration](https://help.oncehub.com/scheduleonce/sharing-publishing/web-form-integration/introduction-to-web-form-integration/ "Introduction to web form integration") option. If you select a web form integration option, you can select to **Skip the Booking form** or **Prepopulate the Booking form**.
6. Click the **Copy** button to the copy the code to your clipboard.
7. Embed the Booking page on a custom landing page or website.
8. Add tracking code to the same custom page (for example, you can use [Google Analytics](https://support.google.com/analytics/answer/1032385?hl=en)).
9. Use the URL for your custom page as the call to action from your email, PPC, and social media campaigns.

## Tracking completed bookings

[Section titled “Tracking completed bookings”](#tracking-completed-bookings)

1. Create a custom Thank you page.

2. Add the tracking code to the Thank you page.

3. Go to Booking pages and select the relevant Booking page.

4. In the [Booking form and redirect](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-forms-redirect/introduction-to-booking-form-and-redirect/ "Introduction to the Booking form and redirect section") section, turn Automatic redirect **ON.**

   Note

   **Note** For Booking pages which are [associated with Event types](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/adding-event-types-to-booking-pages/ "Adding Event types to Booking pages"), the **Booking form and redirect section** is on the [Event type](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/introduction-to-event-types/ "Introduction to Event types"). [Learn more about the location of the Booking form and redirect section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/booking-form-and-customer-notifications/ "Location of the Booking form and the Customer notifications sections")

5. Enter the URL you have configured for the Thank you page with tracking code. You can add UTM tags to your Booking page links manually, or use a URL-building tool.

6. Check the box to **Pass source tracking tags to redirect page**.

7. Click **Save**.

Your Booking page is now configured to track bookings. Every booking that is completed will automatically load your custom Thank you page and trigger the embedded tracking code.

# Using OnceHub with UTM tracking

> Source tracking helps you understand your audience better by tracking the various sources of your bookings.

Source tracking helps you understand your audience better by tracking the various sources of your bookings. By adding [UTM tags](https://en.wikipedia.org/wiki/UTM_parameters) (sometimes called UTM parameters or UTM code) to the specific URLs that you share in different places online, you can analyze which marketing campaign or outreach effort results in more bookings.

For example, you might add a source tracking tag to the URL that you share with Customers via email marketing campaigns, but add a different source tracking tag to the URL that you publish on banner ads. By adding different UTM tags to URLs that you use in different contexts, you can track how many bookings are generated from each source, allowing you to focus your marketing resources on the most effective strategies for your business. OnceHub enables you to use source tracking in combination with Google Analytics or another third-party analytics tool.

If you’re using a chatbot installed on your website or providing a [general link](https://help.oncehub.com/scheduleonce/sharing-publishing/general-one-time-links/using-general-links/) for booking pages (<https://go.oncehub.com/YourLink>), OnceHub stores the data for UTM tags used to access this page. You can access this data in the **Details** pane of your Activity stream (see below for details).

If you’d prefer to integrate booking pages into your own website and share a link to your website rather than a general link, you can still use UTM tags for this by [redirecting](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-forms-redirect/automatic-redirect/ "Automatic redirect") to your own landing page or custom confirmation page. OnceHub allows source tracking for any of our [Sharing](https://help.oncehub.com/scheduleonce/sharing-publishing/personalized-links/sharing-your-booking-links-in-emails-and-other-apps/ "How to share links in emails and other apps") and [Publishing](https://help.oncehub.com/scheduleonce/sharing-publishing/publishing-on-websites/website-embed/ "How to publish Booking pages on websites") options. However, OnceHub does not store the data internally for those UTM tags.

In this article, you’ll learn about UTM tags and how to enable source tracking.

## UTM tags

[Section titled “UTM tags”](#utm-tags)

UTMs (Urchin Tracking Modules) were originally created by Urchin Software (acquired by Google in 2005) as a tagging system for URLs. They have become one of the most widely used source tracking conventions for marketing analytics and are a powerful tool to incorporate in any data-driven marketing strategy.

The five standard UTM tags are:

* utm\_source: used for identifying the traffic source.
* utm\_medium: used for identifying the delivery method.
* utm\_campaign: used for keeping track of different campaigns.
* utm\_term: used for identifying keywords.
* utm\_content: used for split testing or separating two ads that go to the same URL.

[Learn more about UTM tags](https://support.google.com/analytics/answer/1033863#zippy=%2Cin-this-article)

Note

The five standard UTM tag names are reserved terms in OnceHub, and cannot be used as [Custom field names](https://help.oncehub.com/scheduleonce/customization-branding/booking-forms-editor/creating-and-editing-custom-fields/ "Creating and editing Custom fields").

## UTM structure

[Section titled “UTM structure”](#utm-structure)

UTM tags are added to the end of the URL, with the following syntax:

1. Add “?” to the end of the URL.
2. Add “=” followed by the value of each tag as defined according to your marketing analytics strategy.
3. Add “&” to separate each parameter.

For example, here’s an example booking page link with some UTM tags added: [https://go.oncehub.com/EXAMPLEBOOKINGPAG\&#x45;\*\*?utm\\\_source=\*\*\&#x6E;ewsletter\&#x31;\*\*\&utm\\\_medium=\*\*\&#x65;mai\&#x6C;\*\*\\\&utm\\\_campaign=\*\*\&#x63;onference](https://go.oncehub.com/EXAMPLEBOOKINGPAG\&#x45;**?utm%5C_source=**\&#x6E;ewsletter\&#x31;**\&utm%5C_medium=**\&#x65;mai\&#x6C;**%5C\&utm%5C_campaign=**\&#x63;onference)

## View UTM tag activity through the Activity stream

[Section titled “View UTM tag activity through the Activity stream”](#view-utm-tag-activity-through-the-activity-stream)

If you’re using a chatbot installed on your website or sending your customer a [general link](https://help.oncehub.com/scheduleonce/sharing-publishing/general-one-time-links/using-general-links/) ( <https://go.oncehub.com/YourLink> ), OnceHub tracks UTM tags added to the URL automatically. You don’t need to update your configuration within OnceHub; just add the UTM parameter(s) to the URL you provide to people scheduling with you.

For example, if you have installed a chatbot on your website, the link you use in a Google Ad may be: [https://www\\.yourwebsite.com?\*\*utm\_source=\*\*\&#x67;oogl\&#x65;\*\*\&utm\_medium=\*\*\&#x63;p\&#x63;\*\*\\\&utm\_campaign=\*\*\&#x73;ummer\_sale](https://www%5C.yourwebsite.com?**utm_source=**\&#x67;oogl\&#x65;**\&utm_medium=**\&#x63;p\&#x63;**%5C\&utm_campaign=**\&#x73;ummer_sale)

You can view UTM tag activity within the Details pane of your Activity stream.

### Monitor effectiveness of campaigns with custom filters

[Section titled “Monitor effectiveness of campaigns with custom filters”](#monitor-effectiveness-of-campaigns-with-custom-filters)

To monitor the effectiveness of a campaign over time, you can save a [custom filter](https://help.oncehub.com/scheduleonce/managing-bookings/analytics/activity-stream-viewing-activities/) for a specific campaign. With a custom filter, you can access the data quickly and easily.

Either view the activity within OnceHub’s Activity stream, [share the custom filter with a colleague](https://help.oncehub.com/scheduleonce/managing-bookings/analytics/activity-stream-viewing-activities/), or export the filter’s activity to analyze the data on your end.

## Enabling source tracking for your private website

[Section titled “Enabling source tracking for your private website”](#enabling-source-tracking-for-your-private-website)

### 1. Enable Automatic redirect

[Section titled “1. Enable Automatic redirect”](#1-enable-automatic-redirect)

In order to turn on source tracking for bookings made through your private website, you must enable [Automatic redirect](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-forms-redirect/automatic-redirect/ "Automatic redirect"). OnceHub does not store source tracking information internally, and only facilitates the passing of your UTM tags to a third-party page.

You must set up your own landing page or custom confirmation page that is configured for use with [web analytics](https://help.oncehub.com/scheduleonce/managing-bookings/analytics/using-booking-pages-with-web-analytics/ "Using ScheduleOnce with web analytics").

### 2. Enable source tracking for the Event type

[Section titled “2. Enable source tracking for the Event type”](#2-enable-source-tracking-for-the-event-type)

1. For Booking pages **associated** with Event types, go to **Booking pages** in the bar on the left **→** select the relevant **Event type → Booking form and redirect** section. For Booking pages **not associated** with Event types, go to **Booking pages** in the bar on the left **→** select the relevant **Booking page →** **Booking form and redirect** section.

2. In the **Booking form and redirect section**, turn Automatic redirect **ON** (Figure 1).![](https://help.oncehub.com/_astro/are.A_EcEcUw_Z1qslIJ.webp)

   Figure 1: Booking form and redirect section

3. Enter the URL that you’ve configured for web analytics. You can add UTM tags to your Booking page links manually, or use a URL-building tool.

4. Check the box to **Pass source tracking tags to redirect page**.

5. Click **Save**.

6. If you use [Website integration](https://help.oncehub.com/scheduleonce/sharing-publishing/publishing-on-websites/website-embed/ "Introduction to publishing options"), go to the **Schedule button** in the top navigation menu and select **Publish on your website**. Select your publishing option. In the **Customer data** step, select **Customer data is passed via URL parameters.**

Source tracking is now enabled and you can now analyze the source tracking data for your bookings.

Note

Source tracking is only passed to the redirect URL when a booking is scheduled. Source tracking is not passed to the redirect URL when a booking is canceled or rescheduled.

# Cancel Reschedule

> Cancel Reschedule documentation and guides.

[Introduction to canceling and rescheduling](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/introduction-to-canceling-and-rescheduling)

[Effects of cancellation](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/effects-of-cancellation)

[Customer action: Cancel a Panel meeting](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/customer-action-cancel-panel-meeting)

[Customer action: Cancel a single booking](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/customer-action-cancel-single-booking)

[Customer action: Cancel sessions in a package](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/customer-action-cancel-sessions-in-package)

[Effects of rescheduling](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/effects-of-rescheduling)

[Reschedule on the Same Booking Page](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/reschedule-on-same-booking-page)

[Customer action: Reschedule a Panel meeting](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/customer-action-reschedule-panel-meeting)

[Customer action: Reschedule a single booking](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/customer-action-reschedule-single-booking)

[Customer action: Reschedule sessions in a package](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/customer-action-reschedule-sessions-in-package)

[The Customer cancel/reschedule page](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/customer-cancelreschedule-page)

[The Customer cancel/reschedule policy](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/customer-cancelreschedule-policy)

[User action: Cancel a Panel meeting](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/user-action-cancel-panel-meeting)

[User action: Cancel/reschedule for Booking pages with Event types](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/user-action-cancelreschedule-for-booking-pages-with-event-types)

[User action: Cancel/reschedule for Booking pages without Event types](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/user-action-cancelreschedule-for-booking-pages-without-event-types)

[User action: Cancel/reschedule in Exchange/Outlook Calendar](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/user-action-cancelreschedule-in-exchangeoutlook-calendar)

[User action: Cancel/reschedule in Google Calendar](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/user-action-cancelreschedule-in-google-calendar)

[User action: Cancel/reschedule in Office 365 Calendar](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/user-action-cancelreschedule-in-office-365-calendar)

[User action: Reschedule a Panel meeting](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/user-action-reschedule-panel-meeting)

# Customer action: Cancel a Panel meeting

> Whether or not a Customer can cancel a Panel meeting is subject to the Cancel/reschedule policy you've set on your Booking page or Event type.

Whether or not a Customer can cancel a [Panel meeting](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/panel-meetings/introduction-to-panel-meetings/ "Introduction to Panel meetings") is subject to the [Cancel/reschedule policy](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/customer-cancelreschedule-policy/ "The Customer Cancel/reschedule policy") you’ve set on your [Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages") or [Event type](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/introduction-to-event-types/ "Introduction to Event types"). The Cancellation policy only applies to scheduled bookings.

In this article, you’ll learn about the steps that a Customer takes to reschedule a Panel meeting.

## How Customers cancel Panel meetings

[Section titled “How Customers cancel Panel meetings”](#how-customers-cancel-panel-meetings)

1. The Customer clicks the **Cancel/reschedule** link in the scheduling email notification (Figure 1) or in the [calendar event](https://help.oncehub.com/scheduleonce/event-types-booking-pages/customer-notifications/customer-calendar-event-options/ "Customer calendar event options"). ![](https://help.oncehub.com/_astro/1561625026093.BYO3ZGuh_Zqn17R.webp)Figure 1: Booking confirmation email

2. The [Cancel/reschedule page](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/customer-cancelreschedule-page/ "The Customer Cancel/Reschedule page") will open.

3. In the **Cancel** tab, the Customer clicks the **Cancel the booking** button (Figure 2). Depending on your [Cancel/reschedule policy](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/customer-cancelreschedule-policy/ "The Customer Cancel/Reschedule policy"), the Customer can be asked to provide a reason for canceling.![](https://help.oncehub.com/_astro/1561625305140.D1jbp9SB_2sslNN.webp)Figure 2: Cancel tab

4. When a Customer cancels a Panel meeting, the following actions take place:

   * The Customer receives a cancellation [email notification](https://help.oncehub.com/scheduleonce/event-types-booking-pages/customer-notifications/customer-notification-scenarios/ "Customer notification scenarios").
   * The [Primary team member](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/panel-meetings/booking-owners/ "Primary team members") receives a cancellation email notification and all [Additional team members](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/panel-meetings/additional-team-members/ "Additional team members") are cc’d in this email.
   * If the Primary team member is connected to a calendar, the event is automatically cancelled.
   * All panelists see the cancelled [activity status](https://help.oncehub.com/scheduleonce/managing-bookings/analytics/activity-stream-managing-activities/ "Understanding ScheduleOnce activity statuses") and details for the activity in their [Activity stream](https://help.oncehub.com/scheduleonce/managing-bookings/analytics/activity-stream-viewing-activities/ "Introduction to the ScheduleOnce Activity stream").

Note

When you use [Payment integration](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/oncehub-connector-for-paypal/ "The ScheduleOnce connector for PayPal"), you can enable [automatic refunds](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/automatic-refunds-via-oncehub/ "Automatic refund via ScheduleOnce") when Customers cancel a Panel meeting. [Learn more about enabling automatic refunds](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/automatic-refunds-via-oncehub/ "Automatic refund via ScheduleOnce")

# Customer action: Cancel sessions in a package

> Whether or not a Customer can cancel sessions in a package is subject to the cancellation policy you've set on your Booking page or Event type.

Whether or not a Customer can cancel sessions in a package is subject to the [cancellation policy](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/customer-cancelreschedule-policy/ "The Customer Cancel/reschedule policy") you’ve set on your [Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages") or [Event type](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/introduction-to-event-types/ "Introduction to Event types"). The cancellation policy only applies to scheduled bookings.

In this article, you’ll learn about the steps that a Customer takes to cancel sessions in a package.

## How Customers cancel sessions in a package

[Section titled “How Customers cancel sessions in a package”](#how-customers-cancel-sessions-in-a-package)

1. The Customer clicks the **Cancel/reschedule** link in the scheduling confirmation email (Figure 1) or the [calendar event](https://help.oncehub.com/scheduleonce/event-types-booking-pages/customer-notifications/customer-calendar-event-options/ "Customer calendar event options"). ![](https://help.oncehub.com/_astro/1561621740390.CbPFaM_K_Z1bKNYi.webp)Figure 1: Booking confirmation email
2. The [Cancel/reschedule page](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/customer-cancelreschedule-page/ "The Customer Cancel/Reschedule page") will open.
3. In the **Cancel** tab, the Customer selects the sessions that they want to cancel (Figure 2). Depending on your [Cancel/reschedule policy](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/customer-cancelreschedule-policy/ "The Customer Cancel/Reschedule policy"), the Customer can be asked to provide a reason for canceling. ![](https://help.oncehub.com/_astro/1561622033952.D5c17X4B_985oC.webp)Figure 2: Cancel tab
4. Once the sessions have been cancelled, a cancellation email notification is sent to the Customer, the Booking owner, and any [additional stakeholders](https://help.oncehub.com/scheduleonce/event-types-booking-pages/user-notifications/subscribing-to-booking-notifications/ "Access permissions for subscribing to Booking notifications").
5. If the Customer added these events to their calendar, they will have to remove them manually.

[Learn more about the effects of cancellation](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/effects-of-cancellation/ "Effect of cancellation")

Note

If you use [Payment integration](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/oncehub-connector-for-paypal/ "The ScheduleOnce connector for PayPal"), you can enable [automatic refunds](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/automatic-refunds-via-oncehub/ "Automatic refund via ScheduleOnce") when Customers cancel one or more sessions in a package. [Learn more about enabling automatic refunds](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/automatic-refunds-via-oncehub/ "Automatic refund via ScheduleOnce")

# Customer action: Cancel a single booking

> Whether or not a Customer can cancel a booking is subject to the cancellation policy you've set on your Booking page or Event type.

Whether or not a Customer can cancel a booking is subject to the [cancellation policy](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/customer-cancelreschedule-policy/ "The Customer Cancel/reschedule policy") you’ve set on your [Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages") or [Event type](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/introduction-to-event-types/ "Introduction to Event types"). The cancellation policy only applies to scheduled bookings.

In this article, you’ll learn about the steps a Customer takes to cancel a single booking.

## How Customers cancel a single booking

[Section titled “How Customers cancel a single booking”](#how-customers-cancel-a-single-booking)

1. The Customer clicks the **Cancel/reschedule** link in the scheduling confirmation email (Figure 1) or in the [calendar event](https://help.oncehub.com/scheduleonce/event-types-booking-pages/customer-notifications/customer-calendar-event-options/ "Customer calendar event options"). ![](https://help.oncehub.com/_astro/1561621813415.DfVzh0f-_ZfAHCS.webp)Figure 1: Booking confirmation email

2. The [Cancel/reschedule page](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/customer-cancelreschedule-page/ "The Customer Cancel/Reschedule page") will open.

3. In the **Keep** tab, the Customer can review the details of the booking.

4. In the **Cancel** tab, the Customer can click **Cancel the booking** to cancel the booking (Figure 2). Depending on your [Cancel/reschedule policy](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/customer-cancelreschedule-policy/ "The Customer Cancel/Reschedule policy"), the Customer can be asked to provide a reason for canceling. ![](https://help.oncehub.com/_astro/1561617142107.D-TeXPoQ_2faS2y.webp)Figure 2: Canceling a booking

   Note

   **Note**When using [Payment integration](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/oncehub-connector-for-paypal/ "The ScheduleOnce connector for PayPal"), you can enable [automatic refunds](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/automatic-refunds-via-oncehub/ "Automatic refund via ScheduleOnce") when Customers cancel a booking or one or more sessions in a package. This enables you to build trust and increase customer satisfaction. [Learn more about enabling automatic refunds](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/automatic-refunds-via-oncehub/ "Automatic refund via ScheduleOnce")

5. Once the booking has been canceled, the Customer will receive a cancellation email notification, along with the Booking page Owner and [any additional stakeholders](https://help.oncehub.com/scheduleonce/event-types-booking-pages/user-notifications/subscribing-to-booking-notifications/ "Subscribing to Booking notifications").

[Learn more about the effects of cancellation](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/effects-of-cancellation/ "Effect of cancellation")

Note

If you use [Payment integration](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/oncehub-connector-for-paypal/ "The ScheduleOnce connector for PayPal"), you can enable [automatic refunds](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/automatic-refunds-via-oncehub/ "Automatic refund via ScheduleOnce") when Customers cancel a booking. [Learn more about enabling automatic refunds](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/automatic-refunds-via-oncehub/ "Automatic refund via ScheduleOnce")

# Customer action: Reschedule a Panel meeting

> Whether or not a Customer can reschedule a Panel meeting is subject to the Cancel/reschedule policy you've set on your Booking page or Event type.

Whether or not a Customer can reschedule a [Panel meeting](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/panel-meetings/introduction-to-panel-meetings/ "Introduction to Panel meetings") is subject to the [Cancel/reschedule policy](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/customer-cancelreschedule-policy/ "The Customer Cancel/reschedule policy") you’ve set on your [Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages") or [Event type](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/introduction-to-event-types/ "Introduction to Event types"). The Reschedule policy only applies to scheduled bookings and rescheduled Panel meetings are always made with the original panelists and Event type.

In this article, you’ll learn about the steps that a Customer takes to reschedule a Panel meeting.

## How Customers reschedule Panel meetings

[Section titled “How Customers reschedule Panel meetings”](#how-customers-reschedule-panel-meetings)

1. The Customer clicks the **Cancel/Reschedule** link in the scheduling email notification (Figure 1) or in the [calendar event](https://help.oncehub.com/scheduleonce/event-types-booking-pages/customer-notifications/customer-calendar-event-options/ "Customer calendar event options"). ![](https://help.oncehub.com/_astro/1561625026093.BYO3ZGuh_Zqn17R.webp)Figure 1: Booking confirmation email

2. The [Cancel/reschedule page](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/customer-cancelreschedule-page/ "The Customer Cancel/Reschedule page") will open.

3. In the **Reschedule** tab[](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/customer-cancelreschedule-page/ "The Customer Cancel/Reschedule page"), the Customer clicks the **See available times** button (Figure 2). ![](https://help.oncehub.com/_astro/1561618649557.ucjQTTWZ_1gKTIB.webp)Figure 2: Reschedule tab

4. The Customer then selects a new date and time.

5. If your [Cancel/reschedule policy](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/customer-cancelreschedule-policy/ "The Customer Cancel/Reschedule policy") asks for a reschedule reason, the Customer will be prompted to provide one.

6. The [Booking form](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-forms-redirect/introduction-to-booking-form-and-redirect/ "Introduction to the Booking form and redirect section") step is skipped since all the required information was already provided by the Customer when they made the booking.

7. When a Customer reschedules a Panel meeting, the following actions take place:

   * The Customer receives an [email notification](https://help.oncehub.com/scheduleonce/event-types-booking-pages/customer-notifications/customer-notification-scenarios/ "Customer notification scenarios") with details about their rescheduled Panel meeting.
   * The [Primary team member](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/panel-meetings/booking-owners/ "Primary team members") receives an [email notification](https://help.oncehub.com/scheduleonce/event-types-booking-pages/user-notifications/user-notification-scenarios/ "User notification scenarios") with details about the rescheduled booking details. All [Additional team members](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/panel-meetings/additional-team-members/ "Additional team members") are cc’d in this email.
   * If the Primary team member is connected to a calendar, the calendar event will be automatically updated to reflect the new times.
   * All panelists see the updated [activity status](https://help.oncehub.com/scheduleonce/managing-bookings/analytics/activity-stream-managing-activities/ "Understanding ScheduleOnce activity statuses") and details in their [Activity stream](https://help.oncehub.com/scheduleonce/managing-bookings/analytics/activity-stream-viewing-activities/ "Introduction to the ScheduleOnce Activity stream").

Note

If you use [Payment integration](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/oncehub-connector-for-paypal/ "The ScheduleOnce connector for PayPal"), you can charge Customers a reschedule fee when they reschedule a booking. This enables you to generate an additional revenue stream and reduces unnecessary rescheduling activity.

# Customer action: Reschedule sessions in a package

> Whether or not a Customer can reschedule sessions in a package is subject to the Cancel/reschedule policy you've set on your Booking page or Event type.

Whether or not a Customer can reschedule sessions in a package is subject to the [Cancel/reschedule policy](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/customer-cancelreschedule-policy/ "The Customer Cancel/reschedule policy") you’ve set on your [Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages") or [Event type](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/payment-and-rescheduling/ "Event type: Payment and cancel/reschedule policy section"). The Reschedule policy only applies to scheduled bookings.

In this article, you’ll learn about the steps that a Customer takes to reschedule sessions in a package.

## How Customers reschedule sessions in a package

[Section titled “How Customers reschedule sessions in a package”](#how-customers-reschedule-sessions-in-a-package)

1. The Customer clicks the **Cancel/Reschedule** link in the scheduling confirmation email (Figure 1) or in the [calendar event](https://help.oncehub.com/scheduleonce/event-types-booking-pages/customer-notifications/customer-calendar-event-options/ "Customer calendar event options"). ![](https://help.oncehub.com/_astro/1561621740390.CbPFaM_K_Z1bKNYi.webp)Figure 1: Booking confirmation email
2. The [Cancel/reschedule page](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/customer-cancelreschedule-page/ "The Customer Cancel/Reschedule page") will open.
3. In the **Reschedule** tab, the Customer selects the sessions to be rescheduled (Figure 2). ![](https://help.oncehub.com/_astro/1561616583918.D-j_6Ape_Z25WdqV.webp)Figure 2: Rescheduling sessions in a package
4. The Customer clicks **See available times** and then selects new dates and times.
5. Depending on your [Cancel/reschedule policy](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/customer-cancelreschedule-policy/ "The Customer Cancel/Reschedule policy"), the Customer can be asked to provide a reason for rescheduling.
6. The [Booking form](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-forms-redirect/introduction-to-booking-form-and-redirect/ "Introduction to the Booking form and redirect section") step is skipped since all the required information was already provided by the Customer when they made the booking.
7. Once the sessions have been rescheduled, an email notification is sent to the Customer, the [Booking page Owner](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-page-access-permissions/ "Booking page access permissions"), and [any additional stakeholders](https://help.oncehub.com/scheduleonce/event-types-booking-pages/user-notifications/subscribing-to-booking-notifications/ "Access permissions for subscribing to Booking notifications").

[Learn more about the effect of rescheduling](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/effects-of-rescheduling/ "Effect of rescheduling")

Note

When using [Payment integration](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/oncehub-connector-for-paypal/ "The ScheduleOnce connector for PayPal"), you can charge Customers a reschedule fee when they reschedule one or more sessions in a package. This enables you to generate an additional revenue stream and reduces unnecessary rescheduling activity. The Reschedule fee amount is always relative to the number of sessions included in the Session package.

# Customer action: Reschedule a single booking

> Whether or not a Customer can reschedule a booking is subject to the Cancel/reschedule policy that you've set on your Booking page or Event type.

Whether or not a Customer can reschedule a booking is subject to the [Cancel/reschedule policy](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/customer-cancelreschedule-policy/ "The Customer Cancel/reschedule policy") that you’ve set on your [Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages") or [Event type](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/payment-and-rescheduling/ "Event type: Payment and cancel/reschedule policy section"). The Reschedule policy only applies to scheduled bookings.

In this article, you’ll learn about the steps that a Customer takes to reschedule a single booking.

## How Customers reschedule a single booking

[Section titled “How Customers reschedule a single booking”](#how-customers-reschedule-a-single-booking)

1. The Customer clicks the **Cancel/Reschedule** link in the scheduling confirmation email (Figure 1) or in the [calendar event](https://help.oncehub.com/scheduleonce/event-types-booking-pages/customer-notifications/customer-calendar-event-options/ "Customer calendar event options"). ![](https://help.oncehub.com/_astro/1561621813415.DfVzh0f-_ZfAHCS.webp)Figure 1: Booking confirmation email
2. The [Cancel/reschedule page](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/customer-cancelreschedule-page/ "The Customer Cancel/Reschedule page") will open. In the **Reschedule** tab, the Customer clicks **See available times** (Figure 2) and then selects a new date and time. ![](https://help.oncehub.com/_astro/1561618649557.ucjQTTWZ_1gKTIB.webp)Figure 2: Reschedule tab
3. If your [Cancel/reschedule policy](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/customer-cancelreschedule-policy/ "The Customer Cancel/Reschedule policy") asks for a reason for rescheduling, the Customer will be prompted to provide one.
4. The [Booking form step](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-forms-redirect/collecting-customer-data-with-booking-forms/ "Collecting Customer data with Booking forms") is skipped, since all the required information was already provided by the Customer when they made the booking.
5. Once the booking has been rescheduled, an email notification is sent to the Customer, the Booking owner, and [any additional stakeholders](https://help.oncehub.com/scheduleonce/event-types-booking-pages/user-notifications/subscribing-to-booking-notifications/ "Subscribing to Booking notifications").

[Learn more about the effect of rescheduling](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/effects-of-rescheduling/ "Effect of rescheduling")

Note

If you use [Payment integration](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/oncehub-connector-for-paypal/ "The ScheduleOnce connector for PayPal"), you can charge Customers a reschedule fee when they reschedule a booking. This enables you to generate an additional revenue stream and reduces unnecessary rescheduling activity.

# The Customer cancel/reschedule page

> The Cancel/reschedule page allows Customers to cancel and reschedule bookings subject to the Cancel/reschedule policy you set on your Booking page or Event t...

The Cancel/reschedule page allows Customers to cancel and reschedule bookings subject to the [Cancel/reschedule policy](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/customer-cancelreschedule-policy/ "The Customer Cancel/reschedule policy") you set on your [Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages") or [Event type](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/introduction-to-event-types/ "Introduction to Event types"). Customers access the Cancel/reschedule page by clicking the **Cancel/reschedule** link in the [scheduling confirmation email](https://help.oncehub.com/scheduleonce/event-types-booking-pages/customer-notifications/introduction-to-customer-notifications/ "Introduction to the Customer notifications section") or the [calendar event](https://help.oncehub.com/scheduleonce/event-types-booking-pages/customer-notifications/customer-calendar-event-options/ "Customer calendar event options") for the booking.

## Customer action: Cancel or reschedule a booking

[Section titled “Customer action: Cancel or reschedule a booking”](#customer-action-cancel-or-reschedule-a-booking)

To [cancel a booking](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/customer-action-cancel-single-booking/ "Customer Action: Cancel a single booking") or [reschedule a booking](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/customer-action-reschedule-single-booking/ "Customer Action: Reschedule a single booking"), the Customer can click the **Cancel/Reschedule** link in the scheduling confirmation email or calendar event. This will take them to the same Booking page or [Master page](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/introduction-to-master-pages/ "Introduction to Master pages") where the Booking was previously made.

On the Cancel/reschedule page (Figure 1), the Customer has the option to keep the original time, reschedule the booking, cancel a single booking, or cancel one or more [sessions in a package](https://help.oncehub.com/scheduleonce/event-types-booking-pages/scheduling-options/session-packages/ "Session packages"). If the Customer clicks **See available times**, they will be prompted to select a new time and reschedule the meeting.

![](https://help.oncehub.com/_astro/1561617142107.D-TeXPoQ_2faS2y.webp)Figure 1: Canceling a booking

Note

If you’re using [Payment integration](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/payment-integration-throughout-booking-lifecycle/ "Payment integration throughout the booking lifecycle"), you can charge the Customer a reschedule fee or automatically send refunds when they reschedule or cancel bookings. The policy settings will vary based on the [Payment and cancel/reschedule policy](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/payment-and-rescheduling/ "Event type: Payment and cancel/reschedule policy section") options that you choose.

## Customer action: Cancel or reschedule sessions in a package

[Section titled “Customer action: Cancel or reschedule sessions in a package”](#customer-action-cancel-or-reschedule-sessions-in-a-package)

To [cancel sessions](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/customer-action-cancel-sessions-in-package/ "Customer Action: Cancel sessions in a package") or [reschedule sessions](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/customer-action-reschedule-sessions-in-package/ "Customer Action: Reschedule sessions in a package") in a package, the Customer selects one or more sessions on the Cancel/Reschedule page and then cancels or reschedules the selected sessions (Figure 2).

![](https://help.oncehub.com/_astro/1561616583918.D-j_6Ape_Z25WdqV.webp)Figure 2: Rescheduling sessions in a package

Note

If you are using [Payment integration](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/payment-integration-throughout-booking-lifecycle/ "Payment integration throughout the booking lifecycle"), you can charge the Customer a reschedule fee or automatically send refunds when they reschedule or cancel bookings. The reschedule fee or refund amount is always relative to the number of sessions included in the Session package.

## Customer action: Cancel/reschedule a booking request

[Section titled “Customer action: Cancel/reschedule a booking request”](#customer-action-cancelreschedule-a-booking-request)

[Booking requests](https://help.oncehub.com/scheduleonce/managing-bookings/responding-to-booking-requests/responding-to-booking-requests/scheduling-and-responding-to-booking-requests/ "Scheduling and responding to booking requests") that are not yet scheduled are not subject to the Customer Cancel/reschedule policy. The Customer can cancel or reschedule a booking request any time before it is approved.

To [cancel a booking request](https://help.oncehub.com/scheduleonce/managing-bookings/responding-to-booking-requests/responding-to-booking-requests/customer-action-cancelling-booking-request/ "Customer action: Cancel a booking request"), the Customer can click **Cancel the booking request** on the **Cancel** tab (Figure 3). To [request new times](https://help.oncehub.com/scheduleonce/managing-bookings/responding-to-booking-requests/responding-to-booking-requests/customer-action-resubmit-booking-request/ "Customer action: Resubmit a Booking request"), the Customer can click **See available times** on the **Reschedule** tab.

![](https://help.oncehub.com/_astro/1561617706451.CZePRwGi_Z1AjVqj.webp)Figure 3: Cancel a booking request

[](https://help.oncehub.com/scheduleonce/managing-bookings/responding-to-booking-requests/responding-to-booking-requests/customer-action-resubmit-booking-request/ "Customer action: Resubmit a Booking request")

# The Customer cancel/reschedule policy

> OnceHub allows you to set up independent cancellation and reschedule policies that are fully configurable.

OnceHub allows you to set up independent cancellation and reschedule policies that are fully configurable. The policies allow you to specify the exact rules for when Customers are allowed to [cancel](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/customer-action-cancel-single-booking/ "Customer Action: Cancel a single booking") or [reschedule](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/customer-action-reschedule-single-booking/ "Customer Action: Reschedule a single booking").

## Defining your cancellation and reschedule policy

[Section titled “Defining your cancellation and reschedule policy”](#defining-your-cancellation-and-reschedule-policy)

On the [Cancel/reschedule policy page](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/customer-cancelreschedule-page/ "The Customer Cancel/reschedule page"), you can customize the policy description presented to your Customers and choose whether or not Customers will be requested to provide a reason when they cancel or reschedule. You can choose to make providing the reason **Mandatory**, **Optional**, or choose not to display the field at all by selecting **Don’t ask**.

You can define different policies for different scheduling scenarios. The policies you define are displayed on the Customer Cancel/reschedule section. This allows your Customers to make an informed decision before they proceed with the cancel/reschedule action.

The three timeframe options available for when cancellations and reschedules can be made by your Customers are:

* **Any time before the meeting:** This means that Customers can cancel right before the scheduled meeting time. This can be a matter of minutes before the meeting.
* **Up to a certain time before the meeting:** In this case, you can select how long before the scheduled meeting time that the Customer can cancel. The possible values range from 15 minutes to 14 days.
* **Never:** In this case, the Customer will never be able to cancel the booking.

## Location of the Cancel/reschedule policy page

[Section titled “Location of the Cancel/reschedule policy page”](#location-of-the-cancelreschedule-policy-page)

Depending on whether or not your [Booking pages are associated with Event types](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/adding-event-types-to-booking-pages/ "Adding Event types to Booking pages"), the location of the Cancel/reschedule policy page and the options available to you change.

## Booking pages not associated with Event types

[Section titled “Booking pages not associated with Event types”](#booking-pages-not-associated-with-event-types)

When you use [Booking pages](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages") without [Event types](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/introduction-to-event-types/ "Introduction to Event types"), the cancellation and reschedule policies are set at the Booking page level under the **Cancel/reschedule policy** section (Figure 1). [Learn more about the Cancel/reschedule policy section](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/introduction-to-canceling-and-rescheduling/ "Introduction to canceling and rescheduling")

![](https://help.oncehub.com/_astro/1561468756062.C6tHW0EA_Z10qfSw.webp)Figure 1: Cancel/reschedule policy on a Booking page not associated with Event types

## Booking pages associated with Event types

[Section titled “Booking pages associated with Event types”](#booking-pages-associated-with-event-types)

If you have [associated your Booking page with at least one Event type](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/adding-event-types-to-booking-pages/ "Adding Event types to Booking pages"), the cancellation and reschedule policies are set at the Event type level under the **Payment and Cancel/reschedule policy** section (Figure 2).

[Learn more about the payment and cancel/reschedule policy section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/payment-and-rescheduling/ "Event type: Payment and cancel/reschedule policy section")

![](https://help.oncehub.com/_astro/1561469507380.C2GapG3X_Z1GuLCV.webp)Figure 2: Payment and cancel/reschedule policy section

The cancellation/reschedule policies in Event types are configured together with payments. In addition to specifying the timeframe for canceling or rescheduling, you can also define the monetary penalties that Customers will face if they cancel or reschedule.

Depending on which **Payment and pricing** option you pick, the ability to set up policies with monetary penalties and automatically handle refunds and rescheduling fees changes.

### Do not display a price

[Section titled “Do not display a price”](#do-not-display-a-price)

This option only allows you to set the timeframe during which Customers can cancel or reschedule. This option does not allow you to set up monetary penalties within your cancellation and reschedule policies.

[Learn more about the cancel/reschedule policy when a price is not displayed](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/payment-and-rescheduling-price-is-not-displayed/ "Event type: Payment and cancel/reschedule policy when a price is not displayed")

### Display a price but do not collect payment via OnceHub

[Section titled “Display a price but do not collect payment via OnceHub”](#display-a-price-but-do-not-collect-payment-via-oncehub)

This option allows you to set the timeframe during which Customers can cancel or reschedule, as well as define the monetary penalties that Customers will face when cancelling or rescheduling.

However, because you are only displaying a price and are not collecting payments via OnceHub, refunds and rescheduling fees can only be defined in text in the description policy. These policies cannot be enforced in OnceHub. In other words, you remain in charge of processing the rescheduling fees and refunds.

[Learn more about the cancel/reschedule policy when a price is displayed](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/payment-and-rescheduling-price-is-displayed/ "Event type: Payment and cancel/reschedule policy when a price is displayed")

### Display a price and collect payment via OnceHub

[Section titled “Display a price and collect payment via OnceHub”](#display-a-price-and-collect-payment-via-oncehub)

This options allows you to set the timeframe during which Customers can cancel or reschedule, as well as define and enforce the monetary penalties that Customers will face when cancelling or rescheduling.

Since your OnceHub account is [connected to PayPal](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/oncehub-connector-for-paypal/ "The ScheduleOnce connector for PayPal") with this option, the handling of refunds and rescheduling fees can be completely automated. This allows you to streamline your payments throughout the booking lifecycle. If you prefer, you can still choose to [manually process refunds](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/manual-refunds-via-oncehub/ "Manual refund via ScheduleOnce").

[Learn more about the cancel/reschedule policy when collecting payment via OnceHub](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/payment-and-rescheduling-payment-is-collected/ "Event type: Payment and cancel/reschedule policy when payment is collected via OnceHub")

# Effects of cancellation

> In this article, you'll learn about the effects of cancellation in different phases of the booking lifecycle. Learn more about the different activity statuses

In this article, you’ll learn about the effects of cancellation in different phases of the booking lifecycle. [Learn more about the different activity statuses](https://help.oncehub.com/scheduleonce/managing-bookings/analytics/activity-stream-managing-activities/ "Understanding ScheduleOnce activity statuses")

## Cancellation initiated by Customer

[Section titled “Cancellation initiated by Customer”](#cancellation-initiated-by-customer)

When a Customer cancels a booking, the following actions take place.

* An email notification is sent to the Customer, the User who the Customer made the booking with and [any additional stakeholders](https://help.oncehub.com/scheduleonce/event-types-booking-pages/user-notifications/subscribing-to-booking-notifications/ "Subscribing to Booking notifications") to notify them of the cancellation.
* In the [Activity stream](https://help.oncehub.com/scheduleonce/managing-bookings/analytics/activity-stream-viewing-activities/ "Introduction to the ScheduleOnce Activity stream"), the activity is updated with a status of **Canceled (By Customer).**
* The previously-booked time slot becomes available.

### When using OnceHub with a connected calendar

[Section titled “When using OnceHub with a connected calendar”](#when-using-oncehub-with-a-connected-calendar)

* If the [Customer is added to the calendar event](https://help.oncehub.com/scheduleonce/event-types-booking-pages/customer-notifications/customer-calendar-event-options/ "Customer calendar event options"), the Customer will receive an updated calendar invite email with **CANCELED** in the title. The status of the calendar event will be automatically changed to “Free.”
* The booking owner’s calendar event includes **CANCELED** in the title, so that it is easy to spot that this booking was canceled. However, the calendar event is not deleted.
* The original User’s calendar event changes its status to “Free”. This frees up the slot to accept new bookings.

### When using Payment integration

[Section titled “When using Payment integration”](#when-using-payment-integration)

If you use [Payment integration](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/oncehub-connector-for-paypal/ "The ScheduleOnce connector for PayPal"), refunds can be processed manually or automatically via OnceHub.

* If the Customer cancels the booking and refunds are processed automatically via OnceHub, an **AUTOMATIC REFUND (CANCELLATION)** refund transaction is added to the Activity stream.
* If the Customer cancels the booking and you manually process a refund via OnceHub, a **MANUAL REFUND VIA ONCEHUB** transaction is added to the Activity stream.

[Learn more about processing refunds via OnceHub](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/customizing-refund-settings/ "Customizing refund settings")

## Cancellation initiated by User

[Section titled “Cancellation initiated by User”](#cancellation-initiated-by-user)

When a User cancels a booking, the following actions take place.

* An email notification is sent to the Customer, the User who the Customer made the booking with and [any additional stakeholders](https://help.oncehub.com/scheduleonce/event-types-booking-pages/user-notifications/subscribing-to-booking-notifications/ "Access permissions for subscribing to Booking notifications") to notify them of the cancellation.
* In the [Activity stream](https://help.oncehub.com/scheduleonce/managing-bookings/analytics/activity-stream-viewing-activities/ "Introduction to the ScheduleOnce Activity stream"), the original activity is updated with a status of **Canceled (By User).**
* The previously-booked time slot becomes available.

### When using OnceHub with a connected calendar

[Section titled “When using OnceHub with a connected calendar”](#when-using-oncehub-with-a-connected-calendar-1)

* If the [Customer is added to the calendar event](https://help.oncehub.com/scheduleonce/event-types-booking-pages/customer-notifications/customer-calendar-event-options/ "Customer calendar event options"), the Customer will receive an updated calendar invite email with **CANCELED** in the title. The status of the calendar event will be automatically changed to “Free.”
* The Booking owner’s calendar event includes **CANCELED** in the title, so that it is easy to spot that this booking was canceled. However, the calendar event is not deleted.
* The Owner’s calendar event changes its status to “Free”. This frees up the slot to accept new bookings.

### When using Payment integration

[Section titled “When using Payment integration”](#when-using-payment-integration-1)

If you use [Payment integration](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/oncehub-connector-for-paypal/ "The ScheduleOnce connector for PayPal"), refunds can be processed manually or automatically via OnceHub.

If the User cancels the booking and refunds are processed manually via OnceHub, a **MANUAL REFUND VIA ONCEHUB** transaction is added to the Activity stream.

[Learn more about processing refunds via OnceHub](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/customizing-refund-settings/ "Customizing refund settings")

## Canceling a booking request in Requested status

[Section titled “Canceling a booking request in Requested status”](#canceling-a-booking-request-in-requested-status)

When a booking request in Requested status is canceled by a User or Customer, the following actions take place.

* An email notification is sent to the Customer, the User who the Customer made the booking with and [any additional stakeholders](https://help.oncehub.com/scheduleonce/event-types-booking-pages/user-notifications/subscribing-to-booking-notifications/ "Access permissions for subscribing to Booking notifications") to notify them of the cancellation.
* In the Activity stream, the canceled activity changes its status to **Canceled** and moves to the top of the list.

# Effects of rescheduling

> In this article, you'll learn about the effects of rescheduling in different phases of the booking lifecycle. Learn more about the different activity statuses

In this article, you’ll learn about the effects of rescheduling in different phases of the booking lifecycle. [Learn more about the different activity statuses](https://help.oncehub.com/scheduleonce/managing-bookings/analytics/activity-stream-managing-activities/ "Understanding activity statuses")

## Reschedule initiated by Customer

[Section titled “Reschedule initiated by Customer”](#reschedule-initiated-by-customer)

When a Customer submits a request to [reschedule a booking](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/customer-action-reschedule-single-booking/ "Customer action: Reschedule a single booking"), the following actions take place.

* **If the Customer reschedules using the same Booking page:** In the [Activity stream](https://help.oncehub.com/scheduleonce/managing-bookings/analytics/activity-stream-viewing-activities/ "Introduction to the ScheduleOnce Activity stream"), the original event is updated with the new time and a status of **Rescheduled (By Customer)**. In the calendar, the event is moved to the new date and time. There is no canceled activity and one calendar event is used for the entire booking lifecycle.

  Note

  **Note**This does not apply to Booking pages in [Group session](https://help.oncehub.com/scheduleonce/event-types-booking-pages/scheduling-options/one-on-one-or-group-sessions/ "One-on-One or Group session") mode integrated with [Zoom](https://help.oncehub.com/user-integrations/basics-user-integrations/connect-your-video-conferencing-app/ "How to connect ScheduleOnce to Zoom"), [Google Meet](https://help.oncehub.com/user-integrations/basics-user-integrations/connect-your-video-conferencing-app/), [Microsoft Teams](https://help.oncehub.com/user-integrations/basics-user-integrations/connect-your-video-conferencing-app/), [GoToMeeting](https://help.oncehub.com/user-integrations/basics-user-integrations/connect-your-video-conferencing-app/ "The ScheduleOnce connector for GoToMeeting"), or [Webex Meetings](https://help.oncehub.com/user-integrations/basics-user-integrations/connect-your-video-conferencing-app/ "The ScheduleOnce connector for Webex Meetings"). In this case, the original activity is updated with a status of **Canceled (By Customer)** and a new **Rescheduled** Activity is created.

* **If the Customer reschedules using a different Booking page:** In the [Activity stream](https://help.oncehub.com/scheduleonce/managing-bookings/analytics/activity-stream-viewing-activities/ "Introduction to the ScheduleOnce Activity stream"), the original activity is updated with a status of **Canceled (By Customer)**, a new **Rescheduled** Activity is created, and the **Stream** activity counter is incremented (Figure 1). ![Figure 1: Stream activity counter](https://help.oncehub.com/_astro/screen-shot-2020-02-19-at-112939-am.B1-QkUBX_2bUamQ.webp)Figure 1: Stream activity counter

* An email notification with the new booking details is sent to the Customer, the User who the Customer made the booking with, and [any additional stakeholders](https://help.oncehub.com/scheduleonce/event-types-booking-pages/user-notifications/subscribing-to-booking-notifications/ "Subscribing to Booking notifications").

* The original User and [any additional stakeholders](https://help.oncehub.com/scheduleonce/event-types-booking-pages/user-notifications/subscribing-to-booking-notifications/ "Subscribing to Booking notifications") are notified of the canceled booking and are informed of who the Customer reschedules with.

* The previously booked time slot is made available.

### When using OnceHub with a connected calendar

[Section titled “When using OnceHub with a connected calendar”](#when-using-oncehub-with-a-connected-calendar)

* If the [Customer is added to the original calendar event](https://help.oncehub.com/scheduleonce/event-types-booking-pages/customer-notifications/customer-calendar-event-options/ "Customer Calendar Event options"), the Customer will receive an updated calendar invite email with **CANCELED** in the title. The status of the calendar event will be automatically changed to “Free”.
* The original User’s calendar event changes its status to “Free”. This frees up the slot to accept new bookings.
* The original calendar event includes **CANCELED** in the title, so that it’s easy to spot that this booking was canceled. However, the calendar event is not deleted.

### When using Payment integration

[Section titled “When using Payment integration”](#when-using-payment-integration)

If you use [Payment integration](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/oncehub-connector-for-paypal/ "The ScheduleOnce connector for PayPal"), payment can be collected automatically via OnceHub and the Customer can be charged a reschedule fee when rescheduling the booking. In this case, a **PAYMENT (RESCHEDULE)** Transaction is added to the Activity stream.

## Reschedule initiated by User

[Section titled “Reschedule initiated by User”](#reschedule-initiated-by-user)

A User can reschedule a booking using either of the following methods.

1. Send the Customer a reschedule request asking them to reschedule the booking themselves.
2. Reschedule on behalf of the Customer directly in your connected [Google Calendar](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/user-action-cancelreschedule-in-google-calendar/ "User action: Cancel or reschedule in Google Calendar") or [Exchange/Outlook Calendar](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/user-action-cancelreschedule-in-exchangeoutlook-calendar/ "User action: Cancel or reschedule in Exchange Calendar").

When a reschedule request is sent by the User to the Customer, the following actions take place.

* The previously booked time slot becomes available.
* The User, [any additional stakeholders](https://help.oncehub.com/scheduleonce/event-types-booking-pages/user-notifications/subscribing-to-booking-notifications/ "Subscribing to Booking notifications"), and the Customer receive an email notification with the reschedule request details.
* For [Booking pages associated with Event types](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/adding-event-types-to-booking-pages/ "Adding Event types to Booking pages"), the Customer will make a new booking for [the same Event type or any Event type](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/user-action-cancelreschedule-for-booking-pages-with-event-types/ "User action: Cancel/request to reschedule for Booking pages with Event types"), depending on what the User specified in the **Cancel/request reschedule** pop-up.
* In the Activity stream, the original activity is updated with a **Canceled (Reschedule requested by User)** status.

### When using OnceHub with a connected calendar

[Section titled “When using OnceHub with a connected calendar”](#when-using-oncehub-with-a-connected-calendar-1)

* The original calendar event includes **CANCELED** in the title, so that it’s easy to spot that this booking was canceled. However, the calendar event is not deleted.
* The User’s calendar event changes its status to “Free”. This frees up the slot to accept new bookings.
* If the [Customer was added to the original calendar event](https://help.oncehub.com/scheduleonce/event-types-booking-pages/customer-notifications/customer-calendar-event-options/ "Customer Calendar Event options"), the Customer will receive an updated calendar invite email with **CANCELED** in the title. The status of the calendar event will be automatically changed to “Free”.

### When using Payment integration

[Section titled “When using Payment integration”](#when-using-payment-integration-1)

* When the User reschedules with the *same* Event type, the Customer will not be asked to pay a reschedule fee when rescheduling the booking.
* When the User reschedules with *any* Event type, payment can be collected automatically via OnceHub and the Customer can be charged for a reschedule fee when rescheduling the booking. In this case, a **PAYMENT (RESCHEDULE)** Transaction is added to the Activity stream.

# Introduction to canceling and rescheduling

> Both Users and Customers can cancel and reschedule booking made via OnceHub. You can set the Customer cancellation and reschedule policies that apply to book...

Both Users and Customers can cancel and reschedule booking made via OnceHub. You can set the [Customer cancellation and reschedule policies](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/customer-cancelreschedule-policy/ "The Customer Cancel/reschedule policy") that apply to bookings with an [activity status](https://help.oncehub.com/scheduleonce/managing-bookings/analytics/activity-stream-managing-activities/ "Understanding ScheduleOnce activity statuses") of **Scheduled** and **Rescheduled**.

## The Customer Cancel/reschedule policy

[Section titled “The Customer Cancel/reschedule policy”](#the-customer-cancelreschedule-policy)

OnceHub allows you to set up independent cancellation and reschedule policies that are fully configurable. The policies allow you to specify the exact rules for when Customers are allowed to [cancel](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/customer-action-cancel-single-booking/ "Customer Action: Cancel a single booking") or [reschedule](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/customer-action-reschedule-single-booking/ "Customer Action: Reschedule a single booking"). Customers are always subject to [the Customer Cancel/reschedule policy](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/customer-cancelreschedule-policy/ "The Customer Cancel/reschedule policy"), with the exception canceling or rescheduling [booking requests](https://help.oncehub.com/scheduleonce/managing-bookings/responding-to-booking-requests/responding-to-booking-requests/scheduling-and-responding-to-booking-requests/) which have not yet been approved.

Users are not subject to the Customer cancellation and reschedule policy and can always cancel, request reschedule, or request new times directly from the [Activity stream](https://help.oncehub.com/scheduleonce/managing-bookings/analytics/activity-stream-viewing-activities/ "Introduction to the Activity Stream").

Note

You can cancel or reschedule directly from your calendar if you OnceHub account is connected to [Google Calendar](https://help.oncehub.com/scheduleonce/user-integrations/google-calendar-connection/managing-your-oncehub-integration-with-google-workspace/ "User action: Cancel or reschedule in Google Calendar") and [Exchange/Outlook Calendar](https://help.oncehub.com/scheduleonce/user-integrations/exchange-outlook-calendar-connection/managing-your-oncehub-integration-with-microsoft-exchange-calendar/ "User action: Cancel or reschedule in Exchange Calendar").

## Customer actions

[Section titled “Customer actions”](#customer-actions)

When a Customer cancels or reschedules a booking, OnceHub tracks the changes in the [Activity stream](https://help.oncehub.com/scheduleonce/managing-bookings/analytics/activity-stream-viewing-activities/ "Introduction to the ScheduleOnce Activity stream"). The Customer, [Booking page Owner](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-page-access-permissions/ "Booking page access permissions"), and [any additional stakeholders](https://help.oncehub.com/scheduleonce/event-types-booking-pages/user-notifications/subscribing-to-booking-notifications/ "Access permissions for subscribing to Booking notifications") are all immediately notified.

To cancel or reschedule, Customers click the **Cancel/reschedule** link in the scheduling confirmation email or [calendar event.](https://help.oncehub.com/scheduleonce/event-types-booking-pages/customer-notifications/customer-calendar-event-options/ "Customer calendar event options") This will take them to the same [Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages") or [Master page](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/introduction-to-master-pages/ "Introduction to Master pages") where the booking was originally made.

On the [Customer Cancel/reschedule page](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/customer-cancelreschedule-page/ "The Customer Cancel/Reschedule page"), the Customer can cancel or resubmit a booking request, cancel or reschedule a single booking, or cancel or reschedule one or more sessions in a [Session package](https://help.oncehub.com/scheduleonce/event-types-booking-pages/scheduling-options/session-packages/ "Session packages").

### Customer action: Cancel/reschedule a single booking

[Section titled “Customer action: Cancel/reschedule a single booking”](#customer-action-cancelreschedule-a-single-booking)

To cancel a single booking or reschedule a single booking, the Customer uses the **Cancel** tab or **Reschedule** tab on the Cancel/reschedule page.

[Learn more about how a Customer cancels a booking](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/customer-action-cancel-single-booking/ "Customer Action: Cancel a single booking")

[Learn more about how a Customer reschedules a booking](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/customer-action-reschedule-single-booking/ "Customer Action: Reschedule a single booking")

Note

If you use [Payment integration](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/payment-integration-throughout-booking-lifecycle/ "Payment integration throughout the booking lifecycle"), you can enable [automatic refunds](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/automatic-refunds-via-oncehub/ "Automatic refunds via ScheduleOnce") when Customers cancel a booking.

### Customer action: Cancel/reschedule a Panel meeting

[Section titled “Customer action: Cancel/reschedule a Panel meeting”](#customer-action-cancelreschedule-a-panel-meeting)

To cancel or reschedule a Panel meeting, the Customer uses the **Cancel** tab or **Reschedule** tab on the Cancel/reschedule page.

[Learn more about how a Customer cancels a Panel meeting](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/customer-action-cancel-panel-meeting/ "Customer Action: Cancel a Panel meeting")

[Learn more about how a Customer reschedules a Panel meeting](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/customer-action-reschedule-panel-meeting/ "Customer Action: Reschedule a Panel meeting")

### Customer action: Cancel/reschedule sessions in a package

[Section titled “Customer action: Cancel/reschedule sessions in a package”](#customer-action-cancelreschedule-sessions-in-a-package)

To cancel or reschedule sessions in a package, the Customer selects one or more sessions on the Cancel/reschedule page and then cancels or reschedules the selected sessions.

[Learn more about how a Customer cancel sessions in a package](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/customer-action-cancel-sessions-in-package/ "Customer Action: Cancel sessions in a package")

[Learn more about how a Customer reschedules sessions in a package](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/customer-action-reschedule-sessions-in-package/ "Customer Action: Reschedule sessions in a package")

Note

When you use [Payment integration](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/payment-integration-throughout-booking-lifecycle/ "Payment integration throughout the booking lifecycle"), you can charge Customers a reschedule fee when they reschedule one or more sessions in a package. This enables you to generate an additional revenue stream and reduces unnecessary rescheduling activity. The Reschedule fee amount is always relative to the number of sessions included in the Session package.

### Customer action: Cancel/resubmit a Booking request

[Section titled “Customer action: Cancel/resubmit a Booking request”](#customer-action-cancelresubmit-a-booking-request)

Booking requests that are not yet scheduled are not subject to the Customer cancel/reschedule policy. The Customer can cancel or reschedule a booking request any time before it is approved.

To cancel or request new times, the Customer simply clicks **Cancel the booking request** or **Reschedule the booking request** on the Cancel/reschedule page.

[Learn more about how a Customer cancels a booking request](https://help.oncehub.com/scheduleonce/managing-bookings/responding-to-booking-requests/responding-to-booking-requests/customer-action-cancelling-booking-request/ "Customer Action: Cancel a Booking request")

[Learn more about how a Customer reschedules a booking request](https://help.oncehub.com/scheduleonce/managing-bookings/responding-to-booking-requests/responding-to-booking-requests/customer-action-resubmit-booking-request/ "Customer Action: Resubmit a Booking request")

## User actions

[Section titled “User actions”](#user-actions)

As a User, you can always cancel a booking, request to reschedule a booking, cancel a booking request, or cancel a booking request and request new times directly from your [Activity stream](https://help.oncehub.com/scheduleonce/managing-bookings/analytics/activity-stream-viewing-activities/ "Introduction to the Activity Stream"). When the [activity status](https://help.oncehub.com/scheduleonce/managing-bookings/analytics/activity-stream-managing-activities/ "Understanding ScheduleOnce activity statuses") of a booking is **Scheduled**, **Rescheduled**, **No-show**, or **Completed**, you can request to cancel or reschedule a booking directly from the [Activity stream](https://help.oncehub.com/scheduleonce/managing-bookings/analytics/activity-stream-viewing-activities/ "Introduction to the ScheduleOnce Activity stream").

When you request to reschedule a meeting, the booking is canceled and a reschedule request email notification is sent to you and the Customer. To reschedule, the Customer clicks the **Reschedule now** button directly from the email notification or Calendar event. [Learn more about the effects of rescheduling](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/effects-of-rescheduling/ "Effect of rescheduling")

When you cancel a booking, a cancellation email notification is sent to both you and the Customer. [Learn more about the effects of cancellation](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/effects-of-cancellation/ "Effect of cancellation")

### User action: Cancel/request to reschedule for Booking pages with Event types

[Section titled “User action: Cancel/request to reschedule for Booking pages with Event types”](#user-action-cancelrequest-to-reschedule-for-booking-pages-with-event-types)

To cancel or request reschedule of a booking with [Event types](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/introduction-to-event-types/ "Introduction to Event types"), select the activity in the [Activity stream](https://help.oncehub.com/scheduleonce/managing-bookings/analytics/activity-stream-viewing-activities/ "Introduction to the ScheduleOnce Activity stream"). Then, in the **Details** pane, click the **Cancel/request reschedule** button.

In the **Cancel/request reschedule** pop-up, you can choose to request to reschedule with the same Event type, request to reschedule with any Event type, or cancel the booking. [Learn more about cancel/request reschedule by User with Event types](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/user-action-cancelreschedule-for-booking-pages-with-event-types/ "User action: Cancel/request to reschedule with event types")

Note

When you use [Payment integration](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/payment-integration-throughout-booking-lifecycle/ "Payment integration throughout the booking lifecycle"), if you request a reschedule for the *same* Event type, the Customer will not be asked to pay a Reschedule fee for rescheduling. The payment data will be reassigned from the canceled booking to the rescheduled booking in the **Activity stream** upon rescheduling.

If you request a reschedule with *any* Event type, the original booking is canceled and refunded. The Customer will be asked to pay the full Event type price when rescheduling with the new Event type, as if it was a new booking.

If you cancel a booking, refunds can be processed manually via OnceHub. In this case, manual refunds can be processed directly from the **Cancel/request reschedule** pop-up in the **Refund** step.

### User action: Cancel/request to reschedule for Booking pages without Event types

[Section titled “User action: Cancel/request to reschedule for Booking pages without Event types”](#user-action-cancelrequest-to-reschedule-for-booking-pages-without-event-types)

Tip

We recommend using [Event types](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/introduction-to-event-types/ "Introduction to Event types") with your [Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages")[](https://help.oncehub.com/scheduleonce/recommended-configuration/multi-user-scenarios/team-scheduling-with-event-types-with-team-or-panel-pages/ "Multiple team members accepting appointments with Event types using Rule-based assignment")[.](https://help.oncehub.com/scheduleonce/recommended-configuration/multi-user-scenarios/team-scheduling-with-event-types-with-team-or-panel-pages/ "Multiple team members accepting appointments with Event types using Rule-based assignment") Event types allow you to offer several meeting types with different durations, price, and other properties.

To cancel or request to reschedule a booking made on a Booking page without Event types, select the activity in the Activity stream. Then, in the **Details** pane, click the **Cancel/request reschedule** button.

In the **Cancel/request reschedule** pop-up, you can choose to request to reschedule or cancel the booking and follow the step-by-step instructions to complete the action. [Learn more about cancel/request reschedule by User without Event types](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/user-action-cancelreschedule-for-booking-pages-without-event-types/ "User action: Cancel/request to reschedule without event types")

### User action: Cancel a Booking request and request new times

[Section titled “User action: Cancel a Booking request and request new times”](#user-action-cancel-a-booking-request-and-request-new-times)

To cancel a booking request or request new times when working in Booking with approval, select the activity in the Activity stream. Then, in the **Details** pane, click the **Cancel/request new times** button.

In the **Cancel/request new times** pop-up, you can choose to request new times or cancel the booking request and follow the step-by-step instructions to complete the action. [Learn more about cancel/request new times by User](https://help.oncehub.com/scheduleonce/managing-bookings/responding-to-booking-requests/responding-to-booking-requests/user-action-cancelling-booking-request/ "User action: Cancel a booking request and request new times")

# Reschedule on the Same Booking Page

> If your Master page includes multiple Booking pages and associated Event types, you can define how bookings will be assigned during the scheduling process.

If your Master page includes multiple Booking pages and associated Event types, you can define how bookings will be assigned during the scheduling process. You can decide whether or not a rescheduled booking is assigned to the same Team member originally assigned to it.

If you enable this option, the same Team member is responsible for the service provided to the Customer during the entire booking lifecycle, resulting in a smooth Customer experience.

In this article, you will learn how to ensure that Customers reschedule with the same Booking page.

## Requirements

[Section titled “Requirements”](#requirements)

To enable this rescheduling option:

* You must be a OnceHub Administrator
* You must be working with [Event types](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/introduction-to-event-types/ "Introduction to Event types")
* The [Master page scenario](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-page-scenarios/ "Master page scenarios") must be [Event types first](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/event-types-first-booking-pages-second/ "Event types first (Booking pages second)"), [Booking pages first](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/booking-pages-first-event-types-second/ "Booking pages first (Event types second)"), or [Booking pages only](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/booking-pages-only-without-event-types/ "Rule-Based Assignment: Static Rules")

## How to enable restricted rescheduling

[Section titled “How to enable restricted rescheduling”](#how-to-enable-restricted-rescheduling)

During the rescheduling process, you have the option to limit rescheduling to the same Booking page that the Customer made the original booking with. To enable this restricted rescheduling option, use the following steps:

1. Go to **Booking pages** in the bar on the left.

2. Select the relevant Master page.

3. Select the **Assignment** section.

4. If your Master pages uses Rule based assignment with Static rules: in the **Distribution method** section, check the box marked **Rescheduling is only possible on the page on which the booking was made** (Figure 1). ![](https://help.oncehub.com/_astro/1554479831102.Dj923Vig_2oIIvm.webp)

   Figure 1: Limiting rescheduling on a Master page which uses Static rules

   Note

   **Note**

   If a Master page is using Dynamic rules or Resource pools, then a Customer can only reschedule with the original Booking page.

5. If your Master pages uses [Event types first](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/event-types-first-booking-pages-second/ "Event types first (Booking pages second)") or [Booking pages first](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/booking-pages-first-event-types-second/ "Booking pages first (Event types second)"): in **Assignment upon reschedule** section, check the box marked **Reschedule is only possible on the page on which the booking was made** (Figure 2). ![](https://help.oncehub.com/_astro/1554479895720.VV-fMKH1_2b6YJ7.webp)

   Figure 2: Limiting rescheduling on a Master page using Event types first or Booking pages first

6. Click **Save**.

## Scheduling scenarios

[Section titled “Scheduling scenarios”](#scheduling-scenarios)

When the Customer reschedules a booking while restricted rescheduling is enabled, they will be presented with the same Booking page that the original booking was made on. The reschedule option is available whether you work with [Automatic mode or Booking with approval](https://help.oncehub.com/scheduleonce/event-types-booking-pages/scheduling-options/automatic-booking-or-booking-with-approval/ "Automatic booking or Booking with approval").

Note

If the Booking page ownership has been changed, the Customer will see the updated Booking page, rather than the original one.

The reschedule option is applied to the following scheduling scenarios:

### Customer reschedules a booking

[Section titled “Customer reschedules a booking”](#customer-reschedules-a-booking)

The Customer clicks the Cancel/reschedule link from the booking confirmation notification and reschedules the booking.

* **If the Booking owner and Booking page owner are the same:** In the Activity stream, the original event is simply updated with the new time and moved in the calendar as a Rescheduled activity. There is no canceled activity and one calendar event is used for the entire booking lifecycle, keeping your records more consistent and efficient.
* **If the Booking owner and Booking page owner are different:** In the Activity stream, the original activity is canceled and a new activity is created. [Learn more about Booking reassignment](https://help.oncehub.com/scheduleonce/managing-bookings/reassign/introduction-to-booking-reassignment/ "Introduction to Booking reassignment")

[Learn more about rescheduling by a Customer](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/customer-action-reschedule-single-booking/ "Customer Action: Reschedule a single booking")

### User sends a request to reschedule for the same Event type

[Section titled “User sends a request to reschedule for the same Event type”](#user-sends-a-request-to-reschedule-for-the-same-event-type)

In this case, the Customer clicks the **Reschedule now** button in the reschedule request email notification (Figure 3) and reschedules the booking. In the Activity stream, the original activity is canceled and a new activity is created when the Customer reschedules. [Learn more about rescheduling by User with Event types](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/effects-of-rescheduling/ "Effect of rescheduling")

![](https://help.oncehub.com/_astro/1562063178658.B_JGdg4y_myhuK.webp)Figure 3: Reschedule request email notification to Customer

Caution

If the Booking page cannot accept bookings, the Customer will not be able to reschedule.

# User action: Cancel a Panel meeting

> When the activity status of a Panel meeting is Scheduled, Rescheduled, No-show, or Completed, the User can cancel the Panel meeting directly from the Activit...

When the [activity status](https://help.oncehub.com/scheduleonce/managing-bookings/analytics/activity-stream-managing-activities/ "Understanding ScheduleOnce activity statuses") of a [Panel meeting](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/panel-meetings/introduction-to-panel-meetings/ "Introduction to Panel meetings") is **Scheduled**, **Rescheduled**, **No-show**, or **Completed**, the User can cancel the Panel meeting directly from the [Activity stream](https://help.oncehub.com/scheduleonce/managing-bookings/analytics/activity-stream-viewing-activities/ "Introduction to the ScheduleOnce Activity stream").

When you cancel a Panel meeting, it affects all panelists and the Customer.

## Requirements

[Section titled “Requirements”](#requirements)

Any User who can see a Panel meeting activity in theirtheir Activity stream can cancel a Panel meeting.

## Canceling a Panel meeting

[Section titled “Canceling a Panel meeting”](#canceling-a-panel-meeting)

1. Select the Panel meeting activity in the Activity stream.

2. In the **Details** pane, click the **Cancel/request reschedule** button (Figure 1).![Figure 1: Cancel/request reschedule button](https://help.oncehub.com/_astro/screen-shot-2020-02-14-at-93725-am.CdyIP80N_Zp3QsR.webp)Figure 1: Cancel/request reschedule button

3. The **Cancel/request reschedule** pop-up will appear (Figure 2). Select **Cancel the booking.**

4. Click **Next**.

5. In the **Notification** step, you can add a cancellation reason that will be provided to the Customer.

6. Click **Next**.

7. In the **Review** step (Figure 3), you can confirm the details of the Panel meeting that you’re about to cancel.![](https://help.oncehub.com/_astro/1561645954020.DuEqI3b6_1bxGo7.webp)Figure 3: Cancel/request reschedule pop-up—Review step

8. By default, a cancellation email is always sent to your Customer. If you do not want to send a cancellation email to the Customer, check the **Don’t send a OnceHub cancellation email** box.

9. Click **Cancel booking**. When a User cancels a Panel meeting, everyone involved is affected:

   * By default, the Customer receives a cancellation [email notification](https://help.oncehub.com/scheduleonce/event-types-booking-pages/customer-notifications/customer-notification-scenarios/ "Customer notification scenarios").
   * The [Primary team member](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/panel-meetings/booking-owners/ "Primary team members") receives a cancellation email notification and all [Additional team members](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/panel-meetings/additional-team-members/ "Additional team members") are cc’d in this email.
   * The [activity status](https://help.oncehub.com/scheduleonce/managing-bookings/analytics/activity-stream-managing-activities/ "Understanding ScheduleOnce activity statuses") is updated to Cancelled in the Activity stream for all panelists.
   * If the Primary team member is connected to a calendar, the calendar event will automatically be cancelled.

Note

You can cancel or reschedule directly from your calendar if the Primary team member’s OnceHub account is connected to [Google Calendar](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/user-action-cancelreschedule-in-google-calendar/ "User action: Cancel or reschedule in Google Calendar") or [Exchange Calendar](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/user-action-cancelreschedule-in-exchangeoutlook-calendar/ "User action: Cancel or reschedule in Exchange Calendar").

# User action: Cancel/reschedule for Booking pages with Event types

> When the activity status of a booking is Scheduled, Rescheduled, No-show, or Completed, the User can request to cancel or reschedule a booking directly from ...

When the [activity status](https://help.oncehub.com/scheduleonce/managing-bookings/analytics/activity-stream-managing-activities/ "Understanding ScheduleOnce activity statuses") of a booking is **Scheduled**, **Rescheduled**, **No-show**, or **Completed**, the User can request to cancel or reschedule a booking directly from the [Activity stream](https://help.oncehub.com/scheduleonce/managing-bookings/analytics/activity-stream-viewing-activities/ "Introduction to the Activity Stream").

Note

You can cancel or reschedule directly from your calendar if you have connected your OnceHub Account to [Google Calendar](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/user-action-cancelreschedule-in-google-calendar/ "User action: Cancel or reschedule in Google Calendar") or [Exchange/Outlook Calendar](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/user-action-cancelreschedule-in-exchangeoutlook-calendar/ "User action: Cancel or reschedule in Exchange Calendar").

In this article, you’ll learn how to cancel or request reschedule directly from the Activity stream when you use [Booking pages associated with Event types](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/adding-event-types-to-booking-pages/ "Adding Event types to Booking pages").

## Effects of canceling or rescheduling

[Section titled “Effects of canceling or rescheduling”](#effects-of-canceling-or-rescheduling)

When you request to reschedule from the Activity stream, the booking is canceled and a reschedule request email notification is sent to both the User and the Customer. To reschedule, the Customer clicks the **Reschedule now** button directly from the email notification, or the **Customer’s cancel/reschedule link** in the [calendar event](https://help.oncehub.com/scheduleonce/event-types-booking-pages/customer-notifications/customer-calendar-event-options/ "Customer calendar event options"). [Learn more about the effects of rescheduling](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/effects-of-rescheduling/ "Effect of rescheduling")

When you cancel a booking from the Activity stream, a cancellation email notification is sent to both the User and the Customer.

[Learn more about the effects of cancellation](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/effects-of-cancellation/ "Effect of cancellation")

## Requirements

[Section titled “Requirements”](#requirements)

To cancel a booking or request to reschedule from the Activity stream, you must be [the Owner, an Editor, or Viewer](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-page-access-permissions/ "Booking page access permissions") of the [Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages") that the booking was made on.

## Rescheduling a booking made on a Booking page with Event types

[Section titled “Rescheduling a booking made on a Booking page with Event types”](#rescheduling-a-booking-made-on-a-booking-page-with-event-types)

1. Select the activity in the Activity stream.

2. In the **Details** pane, click the **Cancel/request reschedule** link (Figure 1). ![](https://help.oncehub.com/_astro/screen-shot-2020-02-06-at-32712-am.CUMgHKAu_Z1PKad2.webp)Figure 1: Cancel/request reschedule button

3. The **Cancel/request reschedule** pop-up will appear (Figure 2). ![](https://help.oncehub.com/_astro/1561635909862.tV3Zpjgn_ZoYPvm.webp)Figure 2: Cancel/request reschedule pop-up—Selection step

4. Select whether you want send a reschedule request for the same Event type, or a reschedule request for any Event type.

   * **Cancel the booking and request reschedule for the *same* Event type:** The Customer will only be able to reschedule with the same Event type that they originally booked on your Booking page or [Master page](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/introduction-to-master-pages/ "Introduction to Master pages"). If you use [Payment integration](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/oncehub-connector-for-paypal/ "The ScheduleOnce connector for PayPal"), the Customer will not be asked to pay any [reschedule fee](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/customer-cancelreschedule-policy/ "The Customer Cancel/reschedule policy"). The payment data will be reassigned from the cancelled booking to the rescheduled booking in the Activity stream after the Customer reschedules.
   * **Cancel the booking and request reschedule for *any* Event type:** The Customer will be able to reschedule with any Event type on your Booking page or Master page. If you use [Payment integration](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/oncehub-connector-for-paypal/ "The ScheduleOnce connector for PayPal"), the original booking is canceled and refunded. The Customer will be asked to pay the full Event type price when rescheduling, as if it was a new booking.

5. Click **Next**.

6. In the **Notification** step, you can add a reschedule reason that will be provided to the Customer.

7. Click **Next**.

8. In the **Review** step (Figure 3), you can confirm the details of the booking that you’re about to cancel and request that the Customer reschedules. ![](https://help.oncehub.com/_astro/1561637975395.DntU717D_Z1RtBNJ.webp)Figure 3: Cancel/request reschedule pop-up—Review step

9. Click **Request reschedule**.

10. The original booking will be canceled and the Customer will receive an email notification to reschedule. The [Booking page Owner](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-page-access-permissions/ "Booking page access permissions") and [any additional stakeholders](https://help.oncehub.com/scheduleonce/event-types-booking-pages/user-notifications/subscribing-to-booking-notifications/ "Subscribing to Booking notifications") with also receive an email notification. [Learn more about notification scenarios](https://help.oncehub.com/scheduleonce/customization-branding/notification-templates-editor/notification-scenarios/ "Notification scenarios")

Note

You can always decide to change your selection by clicking **Back** at any step of the Cancel/request new times process.

To confirm the action, you must click the **Request reschedule** in the last step of the pop-up.

## Canceling a booking made on a Booking page with Event types

[Section titled “Canceling a booking made on a Booking page with Event types”](#canceling-a-booking-made-on-a-booking-page-with-event-types)

1. Select the activity in the Activity stream.

2. In the **Details** pane, click the **Cancel/request reschedule** link (Figure 4). ![](https://help.oncehub.com/_astro/screen-shot-2020-02-06-at-32712-am.CUMgHKAu_Z1PKad2.webp)Figure 4: Cancel/request reschedule button

3. The **Cancel/request reschedule** pop-up will appear.

4. Select **Cancel the booking** (Figure 5). ![](https://help.oncehub.com/_astro/1561638134308.CSsY3bzv_Z2aA91n.webp)Figure 5: Cancel/request reschedule pop-up—Selection step

5. Click **Next**.

6. In the **Notification** step, you can add a cancellation reason that will be provided to the Customer.

7. Click **Next**.

8. In the **Review** step, you can confirm the details of the booking that you’re about to cancel.

9. Click **Cancel booking**.

   Note

   **Note**When using [Payment integration](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/oncehub-connector-for-paypal/ "The ScheduleOnce connector for PayPal"), refunds can be processed manually via OnceHub. In this case, manual refunds can be processed directly from the **Cancel/request reschedule** pop-up in the **Refund** step.

10. The original booking will be canceled and the Customer will receive an email notification, along with the [Booking page Owner](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-page-access-permissions/ "Booking page access permissions") and [any additional stakeholders](https://help.oncehub.com/scheduleonce/event-types-booking-pages/user-notifications/subscribing-to-booking-notifications/ "Subscribing to Booking notifications"). [Learn more about notification scenarios](https://help.oncehub.com/scheduleonce/customization-branding/notification-templates-editor/notification-scenarios/ "Notification scenarios")

Note

You can always decide to change your selection by clicking **Back** at any step of the Cancel/request new times process.

To confirm the action, you must click the **Cancel booking** in the last step of the pop-up.

# User action: Cancel/reschedule for Booking pages without Event types

> We recommend using Event types with your Booking pages. Event types allow you to offer several meeting types with different durations, price, and other prope...

Tip

We recommend using [Event types](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/introduction-to-event-types/ "Introduction to Event types") with your [Booking pages](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages"). Event types allow you to offer several meeting types with different durations, price, and other properties.

When the [activity status](https://help.oncehub.com/scheduleonce/managing-bookings/analytics/activity-stream-managing-activities/ "Understanding ScheduleOnce activity statuses") of a booking is **Scheduled**, **Rescheduled**, **No-show**, or **Completed**, the User can request to cancel or reschedule a booking directly from the [Activity stream](https://help.oncehub.com/scheduleonce/managing-bookings/analytics/activity-stream-viewing-activities/ "Introduction to the Activity Stream").

Note

You can cancel or reschedule directly from your calendar if you have connected your OnceHub Account to [Google Calendar](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/user-action-cancelreschedule-in-google-calendar/ "User action: Cancel or reschedule in Google Calendar") or [Exchange/Outlook Calendar](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/user-action-cancelreschedule-in-exchangeoutlook-calendar/ "User action: Cancel or reschedule in Exchange Calendar").

In this article, you’ll learn how to cancel or request reschedule directly from the Activity stream when you use Booking pages which are not [associated with Event types](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/adding-event-types-to-booking-pages/ "Adding Event types to Booking pages").

## Effects of canceling or rescheduling

[Section titled “Effects of canceling or rescheduling”](#effects-of-canceling-or-rescheduling)

When you request to reschedule from the Activity stream, the booking is canceled and a reschedule request email notification is sent to both the User and the Customer. To reschedule, the Customer clicks the **Reschedule now** button directly from the email notification, or the **Customer’s cancel/reschedule link** in the [calendar event](https://help.oncehub.com/scheduleonce/event-types-booking-pages/customer-notifications/customer-calendar-event-options/ "Customer calendar event options"). [Learn more about the effects of rescheduling](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/effects-of-rescheduling/ "Effect of rescheduling")

When you cancel a booking from the Activity stream, a cancellation email notification is sent to both the User and the Customer.

[Learn more about the effects of cancellation](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/effects-of-cancellation/ "Effect of cancellation")

## Requirements

[Section titled “Requirements”](#requirements)

To cancel a booking or request to reschedule from the Activity stream, you must be [the Owner, an Editor, or Viewer](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-page-access-permissions/ "Booking page access permissions") of the [Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages") that the booking was made on.

## Rescheduling a booking made on a Booking page without Event types

[Section titled “Rescheduling a booking made on a Booking page without Event types”](#rescheduling-a-booking-made-on-a-booking-page-without-event-types)

1. Select the activity in the Activity stream.
2. In the **Details** pane, select **Cancel/request reschedule**. (Figure 1). ![](https://help.oncehub.com/_astro/screen-shot-2020-02-06-at-32712-am.CUMgHKAu_Z1PKad2.webp)Figure 1: Cancel/request reschedule button
3. The **Cancel/request reschedule** pop-up will appear (Figure 2). ![](https://help.oncehub.com/_astro/1561639530160.KlfVTtOj_ZfFPgc.webp)Figure 2: Cancel/request new times pop-up
4. Select **Cancel the booking and request reschedule**.
5. Click **Next**.
6. In the **Notification** step, you can add a reschedule reason that will be provided to the Customer.
7. Click **Next**.
8. In the **Review** step (Figure 3), you can confirm the details of the booking that you’re about to cancel and request that the Customer reschedules. ![](https://help.oncehub.com/_astro/1561640043918.BnbY2wJw_Z2adDXB.webp)Figure 3: Cancel/request reschedule pop-up—Review step
9. Click **Request reschedule**.
10. The original booking will be canceled and the Customer will receive an email notification to reschedule. The [Booking page Owner](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-page-access-permissions/ "Booking page access permissions") and [any additional stakeholders](https://help.oncehub.com/scheduleonce/event-types-booking-pages/user-notifications/subscribing-to-booking-notifications/ "Subscribing to Booking notifications") with also receive an email notification. [Learn more about notification scenarios](https://help.oncehub.com/scheduleonce/customization-branding/notification-templates-editor/notification-scenarios/ "Notification scenarios")

Note

You can always decide to change your selection by clicking **Back** at any step of the Cancel/request new times process.

To confirm the action, you must click the **Request reschedule** in the last step of the pop-up.

## Canceling a booking made on a Booking page without Event types

[Section titled “Canceling a booking made on a Booking page without Event types”](#canceling-a-booking-made-on-a-booking-page-without-event-types)

1. Select the activity in the Activity stream.
2. In the **Details** pane, click the **Cancel/request reschedule** button (Figure 4). ![](https://help.oncehub.com/_astro/screen-shot-2020-02-06-at-32712-am.CUMgHKAu_Z1PKad2.webp)Figure 4: Cancel/request new times button
3. The **Cancel/request reschedule** pop-up will appear.
4. From the **Cancel/request reschedule** pop-up, select **Cancel the booking** (Figure 5). ![](https://help.oncehub.com/_astro/1561640164334.BHBK2PrT_ZPysAn.webp)Figure 5: Cancel/request reschedule pop-up
5. Click **Next**.
6. In the **Notification** step, you can add a cancellation reason that will be provided to the Customer.
7. Click **Next**.
8. In the **Review** step, you can confirm the details of the booking that you’re about to cancel.
9. Click **Cancel booking**.
10. The original booking will be canceled and the Customer will receive an email notification, along with the [Booking page Owner](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-page-access-permissions/ "Booking page access permissions") and [any additional stakeholders](https://help.oncehub.com/scheduleonce/event-types-booking-pages/user-notifications/subscribing-to-booking-notifications/ "Subscribing to Booking notifications"). [Learn more about notification scenarios](https://help.oncehub.com/scheduleonce/customization-branding/notification-templates-editor/notification-scenarios/ "Notification scenarios")

Note

You can always decide to change your selection by clicking **Back** at any step of the Cancel/request new times process.

To confirm the action, you must click the **Cancel Booking** in the last step of the pop-up.

# User action: Cancel/reschedule in Exchange/Outlook Calendar

> OnceHub communicates with your Exchange/Outlook Calendar using the Exchange Web Services (EWS) API, a well-established official Microsoft protocol.

OnceHub communicates with your Exchange/Outlook Calendar using the Exchange Web Services (EWS) API, a well-established official Microsoft protocol. All credentials and data traffic are fully encrypted. [Learn more about how your sign-in credentials are stored and protected by OnceHub](https://help.oncehub.com/security-compliance/security/storing-and-protecting-your-sign-in-credentials/ "How your sign-in credentials are stored and protected by OnceHub")

Once you have [connected to your Exchange/Outlook Calendar](https://help.oncehub.com/scheduleonce/user-integrations/exchange-outlook-calendar-connection/managing-your-oncehub-integration-with-microsoft-exchange-calendar/ "Connecting to your personal Exchange Calendar"), you can select whether changes made in your connected calendar are reflected in the OnceHub User app or not.

Note

This article applies to calendar actions done by Users while connected to Exchange/Outlook Calendar. It does not apply to other calendar integrations, or to any calendar action done by the Customer.

In this article, you’ll learn about cancelling and rescheduling from your Exchange/Outlook calendar.

## Adjusting OnceHub advanced integration settings

[Section titled “Adjusting OnceHub advanced integration settings”](#adjusting-oncehub-advanced-integration-settings)

Open OnceHub and click on your profile image or initials in the top right corner and select **Calendar connection**.

Under the **OnceHub** **advanced integration settings** heading, you will see two toggles (Figure 1). These control how the Exchange/Outlook Calendar two-way sync will function. By default, both toggles are set to **OFF**.

![](https://help.oncehub.com/_astro/1567690807248.DYbeEvEJ_I0DbI.webp)Figure 1: Calendar connection—OnceHub advanced integration settings

## Canceling an event in your connected Exchange/Outlook Calendar

[Section titled “Canceling an event in your connected Exchange/Outlook Calendar”](#canceling-an-event-in-your-connected-exchangeoutlook-calendar)

If you delete a calendar event created by a OnceHub booking while the **Deleting an event in Exchange/Outlook Calendar cancels the booking in OnceHub** toggle i set to **ON**, the booking will be automatically canceled in OnceHub . The following actions are performed, as if you (the User) canceled the booking in OnceHub:

* Your Customer receives a [cancellation notification](https://help.oncehub.com/scheduleonce/event-types-booking-pages/customer-notifications/notifications-to-customers/ "Notifications to Customers").
* The event is deleted from your calendar, and the time is set to available.
* If you’re using any other integrations (like CRM, video conferencing, or [Zapier](https://help.oncehub.com/scheduleonce/account-integrations/automation/zapier/connect-zapier-to-oncehub/ "The ScheduleOnce connector for Zapier")), they are updated with the cancellation.
* If you’re using [Payment integration](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/oncehub-connector-for-paypal/ "The ScheduleOnce connector for PayPal"), no refund is issued. If your Customer is entitled to a refund, you can [refund them manually via OnceHub ](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/manual-refunds-via-oncehub/ "Manual refund via ScheduleOnce")or via PayPal.

Note

In cases of [Panel meetings](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/panel-meetings/introduction-to-panel-meetings/ "Introduction to Panel Meetings"), if the [Primary team member](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/panel-meetings/booking-owners/ "Primary Team Members") deletes the calendar event, the booking is automatically canceled in OnceHub for all Panel members. That means for both the Primary team member and all [Additional team members](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/panel-meetings/additional-team-members/ "Additional Team members").

If you delete a calendar event created by a OnceHub booking while the first toggle is set to **OFF** in the Exchange/Outlook Calendar integration settings above, the booking remains unchanged in OnceHub , no email notifications are sent, and no integrations are updated.

## Rescheduling an event in your connected Exchange/Outlook Calendar

[Section titled “Rescheduling an event in your connected Exchange/Outlook Calendar”](#rescheduling-an-event-in-your-connected-exchangeoutlook-calendar)

The **Changing the time in Exchange/Outlook Calendar updates the booking in OnceHub** option determines how OnceHub is updated with the new time of the event. When you move a booking in your connected calendar, you’re actually rescheduling on behalf of your Customer. Therefore, the time change must be coordinated with your Customer. No email notifications are sent to you or your Customer.

Note

The reschedule functionality will only work when events are modified in the same calendar. Modifications in [Additional booking calendars](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-pages-associated-calendars/ "Booking page: Associated calendars section") are disregarded.

When you move an event in your calendar while the second toggle is set to **ON**, the following actions are performed:

* The OnceHub booking time is updated immediately.
* All [reminders](https://help.oncehub.com/scheduleonce/event-types-booking-pages/customer-notifications/notifications-to-customers/ "Notifications to Customers") are sent on schedule.
* All integrations (CRM, video conferencing, Zapier, and payment) are updated as well.
* The [status](https://help.oncehub.com/scheduleonce/managing-bookings/analytics/activity-stream-managing-activities/ "Understanding activity statuses") of future events is changed to “Rescheduled”.

If the second toggle is set to **OFF**, the OnceHub booking time is only updated when the next reminder is due, subsequent reminders are sent on schedule and integrations are not updated.

Note

In cases of [Panel meetings](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/panel-meetings/introduction-to-panel-meetings/ "Introduction to Panel Meetings"), if the [Primary team member](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/panel-meetings/booking-owners/ "Primary Team Members") moves a booking in their connected calendar, the booking is automatically rescheduled for all Panel members. That means for both the Primary team member and all [Additional team members](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/panel-meetings/additional-team-members/ "Additional team members").

# User action: Cancel/reschedule in Google Calendar

> When you're connected to a Google Calendar, you can select whether changes made in your connected calendar are reflected in OnceHub .

[User action: Cancel/reschedule in Google Calendar](https://www.youtube-nocookie.com/embed/N-dyqUCI-Qk?wmode=opaque)

When you’re [connected to a Google Calendar](https://help.oncehub.com/scheduleonce/user-integrations/google-calendar-connection/managing-your-oncehub-integration-with-google-workspace/ "Introduction to Google Calendar connection"), you can select whether changes made in your connected calendar are reflected in OnceHub .

In this article, you’ll learn about canceling and rescheduling from your Google Calendar.

## Adjusting OnceHub advanced integration settings

[Section titled “Adjusting OnceHub advanced integration settings”](#adjusting-oncehub-advanced-integration-settings)

Open OnceHub and click on your profile image or initials in the top right corner and select **Calendar connection**.

Under the **OnceHub** **advanced integration settings** heading, you’ll see two toggles (Figure 1). These control how your Google Calendar two-way sync will function. By default, both toggles are set to **OFF**.

![](https://help.oncehub.com/_astro/screen-shot-2020-05-27-at-122943-pm.DsvRAOXF_2iGkO.webp)Figure 1: Calendar connection—OnceHub advanced integration settings

## Canceling an event in your connected Google Calendar

[Section titled “Canceling an event in your connected Google Calendar”](#canceling-an-event-in-your-connected-google-calendar)

If you delete a calendar event created by a OnceHub booking while the **Deleting an event in Google Calendar cancels the booking in OnceHub** toggle is set to **ON**, the booking will be automatically canceled in OnceHub. The following actions are performed, as if you (the User) canceled the booking in OnceHub:

* Your Customer receives a [cancellation notification](https://help.oncehub.com/scheduleonce/event-types-booking-pages/customer-notifications/notifications-to-customers/ "Notifications to Customers").
* The event is deleted from your calendar, and the time is set to available.
* If you are using any other integrations (like CRM, video conferencing or [Zapier](https://help.oncehub.com/scheduleonce/account-integrations/automation/zapier/connect-zapier-to-oncehub/ "The ScheduleOnce connector for Zapier")) – they are updated with the cancellation.
* If you are using [Payment integration](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/payment-integration-throughout-booking-lifecycle/ "Payment integration throughout the booking lifecycle"), no refund is issued. If your Customer is entitled to a refund, you can [refund them manually via OnceHub ](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/manual-refunds-via-oncehub/ "Manual refund via ScheduleOnce")or via PayPal.

If you delete a calendar event created by a OnceHub booking while the first toggle is set to **OFF**, the booking remains unchanged in OnceHub, no email notifications are sent, and no integrations are updated.

Note

In cases of [Panel meetings](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/panel-meetings/introduction-to-panel-meetings/ "Introduction to Panel meetings"), if the [Primary team member](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/panel-meetings/booking-owners/ "Primary team members") deletes the calendar event, the booking is automatically canceled in OnceHub for all Panel members. That means for both the Primary team member and all [Additional team members](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/panel-meetings/additional-team-members/ "Additional team members").

## Rescheduling an event in your connected Google Calendar

[Section titled “Rescheduling an event in your connected Google Calendar”](#rescheduling-an-event-in-your-connected-google-calendar)

The **Changing the time in Google Calendar updates the booking in OnceHub** option determines how OnceHub is updated with the new time of the event. When you move a booking in your connected calendar, you’re actually rescheduling on behalf of your Customer. Therefore, the time change must be coordinated with your Customer. No email notifications are sent to you or your Customer.

Note

The reschedule functionality will only work when events are modified in the same calendar. Modifications in [Additional booking calendars](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-pages-associated-calendars/ "Booking page: Associated calendars section") are disregarded.

When you move an event in your calendar while the second toggle is set to **ON**, the following actions are performed:

* The OnceHub booking time is updated immediately.
* All [reminders](https://help.oncehub.com/scheduleonce/event-types-booking-pages/customer-notifications/customer-notification-scenarios/ "Customer notification scenarios") are sent on schedule.
* All integrations (CRM, video conferencing, Zapier, and payment) are updated as well.
* The [status](https://help.oncehub.com/scheduleonce/managing-bookings/analytics/activity-stream-managing-activities/ "Understanding ScheduleOnce activity statuses") of future events is changed to “Rescheduled”.

If the second toggle is set to **OFF**, the OnceHub booking time is only updated when the next reminder is due, subsequent reminders are sent on schedule and Integrations are not updated.

Note

In cases of a [Panel meeting](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/panel-meetings/introduction-to-panel-meetings/ "Introduction to Panel Meetings"), if the [Primary team member](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/panel-meetings/booking-owners/ "Primary Team Members") moves or delete a booking in their connected calendar, the booking is automatically rescheduled or canceled for all panel members. That means for both the Primary team member and all [Additional team members](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/panel-meetings/additional-team-members/ "Additional team members").

## The Customer calendar event

[Section titled “The Customer calendar event”](#the-customer-calendar-event)

Whether your Customer’s calendar will be updated or not depends on your choice in Google’s **Would you like to send update emails to existing Google Calendar guests** pop-up. Make sure to click the **Send** button, so that your Customer’s calendar is updated. [Learn more about the Customer’s calendar event](https://help.oncehub.com/scheduleonce/event-types-booking-pages/customer-notifications/customer-calendar-event-options/ "Customer Calendar Event options")

![](https://help.oncehub.com/_astro/1557122561329.DXffyZhi_Zu9vei.webp)Figure 2: Send updates to Calendar guests

# User action: Cancel/reschedule in Office 365 Calendar

> OnceHub communicates with your Office 365 Calendar using secure methods. All credentials and data traffic are fully encrypted.

OnceHub communicates with your Office 365 Calendar using secure methods. All credentials and data traffic are fully encrypted. [Learn more about how your sign-in credentials are stored and protected by OnceHub](https://help.oncehub.com/security-compliance/security/storing-and-protecting-your-sign-in-credentials/ "How your sign-in credentials are stored and protected by OnceHub")

In this article, you’ll learn about canceling and rescheduling from your Office 365 Calendar.

## Adjusting OnceHub advanced integration settings

[Section titled “Adjusting OnceHub advanced integration settings”](#adjusting-oncehub-advanced-integration-settings)

Open OnceHub and click on your profile image or initials in the top right corner and select **Calendar connection**.

Under the **OnceHub** **advanced integration settings** heading, you will see two toggles (Figure 1). These control how the Office 365 Calendar two-way sync will function. By default, both toggles are set to **OFF**.

![](https://help.oncehub.com/_astro/1554812186408.BqcYMgs__Z1skyk2.webp)Figure 1: Calendar connection—OnceHub advanced integration settings

## Canceling an event in your connected Office 365 Calendar

[Section titled “Canceling an event in your connected Office 365 Calendar”](#canceling-an-event-in-your-connected-office-365-calendar)

If you delete a calendar event created by a OnceHub booking while the **Deleting an event in Office 365 Calendar cancels the booking in OnceHub** toggle is set to **ON**, the booking will be automatically canceled in OnceHub. The following actions are performed, as if you (the User) canceled the booking in OnceHub:

1. Your Customer receives a [cancellation notification](https://help.oncehub.com/scheduleonce/event-types-booking-pages/customer-notifications/notifications-to-customers/ "Notifications to Customers").
2. The event is deleted from your calendar, and the time is set to available.
3. If you’re using any other integrations (like CRM, video conferencing, or [Zapier](https://help.oncehub.com/scheduleonce/account-integrations/automation/zapier/connect-zapier-to-oncehub/ "The ScheduleOnce connector for Zapier")), they are updated with the cancellation.
4. If you’re using [Payment integration](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/oncehub-connector-for-paypal/ "The ScheduleOnce connector for PayPal"), no refund is issued. If your Customer is entitled to a refund, you can [refund them manually via OnceHub ](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/manual-refunds-via-oncehub/ "Manual refund via ScheduleOnce")or via PayPal.

Note

In cases of [Panel meetings](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/panel-meetings/introduction-to-panel-meetings/ "Introduction to Panel meetings"), if the [Primary team member](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/panel-meetings/booking-owners/ "Primary team members") deletes the calendar event, the booking is automatically canceled in OnceHub for all Panel members. That means for both the Primary team member and all [Additional team members](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/panel-meetings/additional-team-members/ "Additional team members").

If you delete a calendar event created by a OnceHub booking while the first toggle is set to **OFF** in the Office 365 Calendar integration settings above, the booking remains unchanged in OnceHub, no email notifications are sent, and no integrations are updated.

## Reschedule in your connected Office 365 Calendar

[Section titled “Reschedule in your connected Office 365 Calendar”](#reschedule-in-your-connected-office-365-calendar)

The **Changing the time in Office 365 Calendar updates the booking in OnceHub** option determines how OnceHub is updated with the new time of the event. When you move a booking in your connected calendar, you’re actually rescheduling on behalf of your Customer. Therefore, the time change must be coordinated with your Customer. No email notifications are sent to you or your Customer.

Note

The reschedule functionality will only work when events are modified in the same calendar. Modifications in [Additional booking calendars](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-pages-associated-calendars/ "Booking page: Associated calendars section") are disregarded.

When you move an event in your calendar while the second toggle is set to **ON**, the following actions are performed:

* The OnceHub booking time is updated immediately.
* All [reminders ](https://help.oncehub.com/scheduleonce/event-types-booking-pages/customer-notifications/notifications-to-customers/ "Notifications to Customers")are sent on schedule.
* All integrations (CRM, web conferencing, Zapier, and payment) are updated as well.
* The [status](https://help.oncehub.com/scheduleonce/managing-bookings/analytics/activity-stream-managing-activities/ "Understanding ScheduleOnce activity statuses") of future events is changed to “Rescheduled”.

If the second toggle is set to **OFF**, the OnceHub booking time is only updated when the next reminder is due, subsequent reminders are sent on schedule and integrations are not updated.

Note

In cases of [Panel meetings](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/panel-meetings/introduction-to-panel-meetings/ "Introduction to Panel meetings"), if the [Primary team member](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/panel-meetings/booking-owners/ "Primary team members") moves a booking in their connected calendar, the booking is automatically rescheduled for all Panel members. That means for both the Primary team member and all [Additional team members](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/panel-meetings/additional-team-members/ "Additional team members").

# User action: Reschedule a Panel meeting

> When the activity status of a Panel meeting is Scheduled, Rescheduled, No-show, or Completed, the User can request to reschedule the Panel meeting directly f...

When the activity status of a [Panel meeting](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/panel-meetings/introduction-to-panel-meetings/ "Introduction to Panel meetings") is **Scheduled**, **Rescheduled**, **No-show**, or **Completed**, the User can request to reschedule the Panel meeting directly from the [Activity stream](https://help.oncehub.com/scheduleonce/managing-bookings/analytics/activity-stream-viewing-activities/ "Introduction to the ScheduleOnce Activity stream").

When you request a reschedule, the original Panel meeting is canceled for all panelists and a request to reschedule for a new time is sent to the Customer. If the Customer reschedules, the rescheduled meeting is always with the original panelists and [Event type](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/introduction-to-event-types/ "Introduction to Event types").

In this article, you’ll learn how to request to reschedule a Panel meeting directly from the Activity stream.

## Requirements

[Section titled “Requirements”](#requirements)

Any User who can see a Panel meeting activity in their Activity stream can request that a Customer reschedules.

## Requesting to reschedule a Panel meeting

[Section titled “Requesting to reschedule a Panel meeting”](#requesting-to-reschedule-a-panel-meeting)

1. Select the Panel meeting activity in the Activity stream.

2. In the **Details** pane, click the **Cancel/request reschedule** button (Figure 1).![](https://help.oncehub.com/_astro/screen-shot-2020-02-14-at-20424-pm.9Qn0Q1gp_Z2sl2nQ.webp)Figure 1: Cancel/request new times button

3. The Cancel/request reschedule pop-up appears (Figure 2). Select **Cancel the booking and send a reschedule request for the same Event type.** ![](https://help.oncehub.com/_astro/cancelreschedule-popup.D6_oKXOu_ZK0JIW.webp)Figure 2: Cancel/request reschedule pop-up—Selection step

4. Click **Next**.

5. In the **Notification** step, you can add a reschedule reason that will be provided to the Customer.

6. Click **Next**.

7. In the **Review** step (Figure 3), you can confirm the details of the booking that you’re about to cancel and request that the Customer reschedules.![](https://help.oncehub.com/_astro/cancelreschedule-popup.D6_oKXOu_ZK0JIW.webp)Figure 3: Cancel/request reschedule pop-up—Review step

8. Click **Request reschedule**.

9. When a User requests to reschedule a Panel meeting, the following occurs:

   * The original booking is canceled and the Customer will receive an [email notification](https://help.oncehub.com/scheduleonce/event-types-booking-pages/customer-notifications/customer-notification-scenarios/ "Customer notification scenarios") asking them to reschedule.
   * The [Primary team member](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/panel-meetings/booking-owners/ "Primary team members") receives an email notifying them of the reschedule request and all [Additional team members](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/panel-meetings/additional-team-members/ "Additional team members") are cc’d in this email.
   * If the Primary team member is connected to a calendar, the event will be automatically cancelled.
   * In the Activity stream, the [activity status](https://help.oncehub.com/scheduleonce/managing-bookings/analytics/activity-stream-managing-activities/ "Understanding ScheduleOnce activity statuses") is changed to Canceled (Reschedule requested by User) for all panelists.

Note

When using [Payment integration](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/payment-integration-throughout-booking-lifecycle/ "Payment integration throughout the booking lifecycle") and the User requests a reschedule for any Event type, the original booking is canceled and refunded. The Customer will not be asked to pay a Reschedule fee for rescheduling. The Customer will be asked to pay the full Event type price when rescheduling, as if it was a new Booking.

# Reassign

> Reassign documentation and guides.

[Introduction to Booking reassignment](https://help.oncehub.com/scheduleonce/managing-bookings/reassign/introduction-to-booking-reassignment)

[Effects of Booking reassignment](https://help.oncehub.com/scheduleonce/managing-bookings/reassign/effects-of-booking-reassignment)

[User action: Reassign a booking](https://help.oncehub.com/scheduleonce/managing-bookings/reassign/user-action-reassign-booking)

[Booking reassignment FAQs](https://help.oncehub.com/scheduleonce/managing-bookings/reassign/booking-reassignment-faqs)

[Eligibility for booking reassignment FAQs](https://help.oncehub.com/scheduleonce/managing-bookings/reassign/eligibility-for-booking-reassignment-faqs)

# Booking reassignment FAQs

> Booking reassignment allows you to reassign bookings in your Activity stream from one Team member to another.

[Booking reassignment](https://help.oncehub.com/scheduleonce/managing-bookings/reassign/introduction-to-booking-reassignment/ "Introduction to Booking reassignment") allows you to reassign bookings in your [Activity stream](https://help.oncehub.com/scheduleonce/managing-bookings/analytics/activity-stream-viewing-activities/ "Introduction to the ScheduleOnce Activity stream") from one Team member to another. This is useful in situations such as when a Team member is unavailable, or when a different Team member is better able to serve a specific Customer.

In this article, you’ll find answers to some of the most common questions related to Booking reassignment.

## How do I reassign a booking?

[Section titled “How do I reassign a booking?”](#how-do-i-reassign-a-booking)

To reassign a booking, select the booking activity in your [Activity stream](https://help.oncehub.com/scheduleonce/managing-bookings/analytics/activity-stream-viewing-activities/ "Introduction to the ScheduleOnce Activity stream"). Then, in the **Details** pane, select **Reassign the booking** (Figure 1).

Follow the steps in the **Reassign the booking** pop-up to reassign the booking from one Team member to another.

![Figure 1: Reassign the booking](https://help.oncehub.com/_astro/screen-shot-2020-02-19-at-113906-am.BuQkHs23_bfzVM.webp)Figure 1: Reassign the booking

[Learn more how to reassign bookings from the Activity stream](https://help.oncehub.com/scheduleonce/managing-bookings/reassign/user-action-reassign-booking/ "User Action: Reassign a booking")

## Why don’t I see the ‘Reassign the booking’ option?

[Section titled “Why don’t I see the ‘Reassign the booking’ option?”](#why-dont-i-see-the-reassign-the-booking-option)

If you don’t see the **Reassign the booking** option in the **Details** pane of a particular activity, this means the booking activity is not eligible for reassignment. There are a number of reasons why the booking may not be eligible for reassignment.

* Only OnceHub Administrators can reassign booking.
* Additionally, you must be [the Owner, an Editor, or a Viewer](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-page-access-permissions/ "Booking page access permissions") of the [Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages") that the booking was made on.
* A booking must be a [one-on-one meeting](https://help.oncehub.com/scheduleonce/event-types-booking-pages/scheduling-options/one-on-one-or-group-sessions/ "One-on-one or Group session") to be eligible for reassignment.

## Can I reassign a booking to a Booking page that already has a booking at the same time?

[Section titled “Can I reassign a booking to a Booking page that already has a booking at the same time?”](#can-i-reassign-a-booking-to-a-booking-page-that-already-has-a-booking-at-the-same-time)

Yes, you can. In the **Reassign the booking** pop-up, Booking pages that are [eligible for reassignment](https://help.oncehub.com/scheduleonce/managing-bookings/reassign/eligibility-for-booking-reassignment-faqs/ "Eligibility for Booking reassignment FAQs") but not available during that specific time slot are marked in the **Available** column as **No** (Figure 2).

You can still reassign bookings to these Booking pages, but this will create a double-booking. To resolve this, you’ll need to [reschedule, cancel](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/introduction-to-canceling-and-rescheduling/ "Introduction to canceling and rescheduling"), or [reassign](https://help.oncehub.com/scheduleonce/managing-bookings/reassign/introduction-to-booking-reassignment/ "Introduction to Booking reassignment") one of the bookings.

![](https://help.oncehub.com/_astro/1562333416373.B3ZSzqBA_ZJspmC.webp)Figure 2: Reassign the booking pop-up

## Can I reassign a booking to a Booking page that has no availability at the meeting time?

[Section titled “Can I reassign a booking to a Booking page that has no availability at the meeting time?”](#can-i-reassign-a-booking-to-a-booking-page-that-has-no-availability-at-the-meeting-time)

Yes, you can. In the **Reassign the booking** pop-up, Booking pages that are [eligible for reassignment](https://help.oncehub.com/scheduleonce/managing-bookings/reassign/eligibility-for-booking-reassignment-faqs/ "Eligibility for Booking reassignment FAQs") but not available during that specific time slot are marked in the **Available** column as **No** (Figure 3).

However, the booking might be scheduled outside of the Booking page’s [recurring](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-pages-recurring-availability/ "Booking page: Recurring availability section") or [date-specific availability](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-pages-date-specific-availability/ "Booking page: Date-specific availability section").

![](https://help.oncehub.com/_astro/1562333416373.B3ZSzqBA_ZJspmC.webp)Figure 3: Reassign the booking pop-up

## Can I reassign a booking to a new Booking page when the location of the original booking page is not the same as the location of the new Booking page?

[Section titled “Can I reassign a booking to a new Booking page when the location of the original booking page is not the same as the location of the new Booking page?”](#can-i-reassign-a-booking-to-a-new-booking-page-when-the-location-of-the-original-booking-page-is-not-the-same-as-the-location-of-the-new-booking-page)

Yes, you can. However, you’ll need to update the [location details](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-pages-location-settings/ "Booking page: Location settings section") for the booking manually. The location details will not appear in future [User notifications](https://help.oncehub.com/scheduleonce/event-types-booking-pages/user-notifications/introduction-to-user-notifications/ "Introduction to User notifications section") or [Customer notifications](https://help.oncehub.com/scheduleonce/event-types-booking-pages/customer-notifications/introduction-to-customer-notifications/ "Introduction to the Customer notifications section"), calendar events, or the [Activity stream](https://help.oncehub.com/scheduleonce/managing-bookings/analytics/activity-stream-viewing-activities/ "Introduction to the ScheduleOnce Activity stream") for the reassigned booking.

## Why can’t I see all the Booking pages in my account in the Reassign the booking pop-up?

[Section titled “Why can’t I see all the Booking pages in my account in the Reassign the booking pop-up?”](#why-cant-i-see-all-the-booking-pages-in-my-account-in-the-reassign-the-booking-pop-up)

Only Booking pages that are [eligible for reassignment](https://help.oncehub.com/scheduleonce/managing-bookings/reassign/eligibility-for-booking-reassignment-faqs/ "Eligibility for Booking reassignment FAQs") appear in the **Reassign the booking** pop-up.

For example, a Booking page that only offers [Group sessions](https://help.oncehub.com/scheduleonce/event-types-booking-pages/scheduling-options/one-on-one-or-group-sessions/ "One-on-One or Group session") will not be eligible for reassignment.

## Why does the Reassign the booking pop-up say there is an Error with a certain Booking page?

[Section titled “Why does the Reassign the booking pop-up say there is an Error with a certain Booking page?”](#why-does-the-reassign-the-booking-pop-up-say-there-is-an-error-with-a-certain-booking-page)

A Booking page may be marked as **Error** if the page cannot accept bookings due to a system error. This can happen because the target Booking page is disabled, or there may be a calendar connection error with the Booking page.

## Does the Customer know that reassignment is taking place?

[Section titled “Does the Customer know that reassignment is taking place?”](#does-the-customer-know-that-reassignment-is-taking-place)

No. When a booking is reassigned, the experience is invisible to Customers. From your Customer’s perspective, the event remains as originally scheduled. The Customer will receive notifications for the event as originally planned.

If required, you can provide the Customer with a **Booking reassignment reason** in the **Notification** step of the **Reassign the booking** pop-up (Figure 4).

![](https://help.oncehub.com/_astro/1562334471163.BRIVLhTc_Z2lOn7k.webp)Figure 4: Reassign the booking pop-up—Notification step

[Learn more about the effects of Booking reassignment](https://help.oncehub.com/scheduleonce/managing-bookings/reassign/effects-of-booking-reassignment/ "Effects of Booking reassignment")

## Who is notified when I reassign a booking?

[Section titled “Who is notified when I reassign a booking?”](#who-is-notified-when-i-reassign-a-booking)

The original Booking owner and Reassigned Booking owner, and associated [Booking page Editors](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-page-access-permissions/ "Booking page access permissions") are notified of the reassignment via email and, if selected, [SMS notification](https://help.oncehub.com/scheduleonce/insights-operations/profile-management/introduction-to-sms-notifications/ "Introduction to SMS notifications").

Can I reassign a booking multiple times?

Yes. You can reassign a booking as many times as you need to. Each time you reassign a booking, the original Booking owner, the Reassigned Booking owner and associated Editors are notified of the Booking reassignment.

If you reassign a booking more than once, the original Booking owner is always notified, along with the new Reassigned booking owner. However, any previous Reassigned Booking owners are not notified.

## If I am the original Booking owner or Editor of a booking, do I get reminder notifications and follow-up notifications after it has been reassigned?

[Section titled “If I am the original Booking owner or Editor of a booking, do I get reminder notifications and follow-up notifications after it has been reassigned?”](#if-i-am-the-original-booking-owner-or-editor-of-a-booking-do-i-get-reminder-notifications-and-follow-up-notifications-after-it-has-been-reassigned)

No. All reminder and follow-up notifications are sent to the Reassigned Booking owner and associated Editors, based on the [User notification](https://help.oncehub.com/scheduleonce/event-types-booking-pages/user-notifications/introduction-to-user-notifications/ "Introduction to User notifications section") settings of the reassigned Booking page.

## What happens when a request to reschedule is sent or the booking is rescheduled after reassignment?

[Section titled “What happens when a request to reschedule is sent or the booking is rescheduled after reassignment?”](#what-happens-when-a-request-to-reschedule-is-sent-or-the-booking-is-rescheduled-after-reassignment)

The rescheduling process is always based on the original [Booking page settings](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/customer-cancelreschedule-policy/ "The Customer Cancel/reschedule policy"). Notifications are sent to the original Booking owner, the Reassigned booking owner and associated Editors based on the original Booking page’s [User notifications](https://help.oncehub.com/scheduleonce/event-types-booking-pages/user-notifications/introduction-to-user-notifications/ "Introduction to User notifications section") setting.

## What happens when the booking is canceled after reassignment?

[Section titled “What happens when the booking is canceled after reassignment?”](#what-happens-when-the-booking-is-canceled-after-reassignment)

If the booking is canceled, the Reassigned Booking owner and Editors may be notified based on the reassigned Booking page’s [User notifications](https://help.oncehub.com/scheduleonce/event-types-booking-pages/user-notifications/introduction-to-user-notifications/ "Introduction to User notifications section") setting.

The original Booking owner and associated Editors will not receive any notifications.

## Who has access to the reassigned booking in the Activity stream?

[Section titled “Who has access to the reassigned booking in the Activity stream?”](#who-has-access-to-the-reassigned-booking-in-the-activity-stream)

The Reassigned Booking owner, Editors, and Viewers can access the booking in the [Activity stream](https://help.oncehub.com/scheduleonce/managing-bookings/analytics/activity-stream-viewing-activities/ "Introduction to the ScheduleOnce Activity stream"). If the booking is reassigned multiple times, previous Reassigned Booking owners, Editors, and Viewers will not have access to the booking in the Activity stream.

## Which calendars support Booking reassignment?

[Section titled “Which calendars support Booking reassignment?”](#which-calendars-support-booking-reassignment)

Booking reassignment is available between Users who are both connected to [Google Calendar](https://help.oncehub.com/scheduleonce/user-integrations/google-calendar-connection/managing-your-oncehub-integration-with-google-workspace/ "Introduction to Google Calendar connection"), or between Users who are both **not connected** to any calendar. [Learn more about Booking reassignment eligibility](https://help.oncehub.com/scheduleonce/managing-bookings/reassign/eligibility-for-booking-reassignment-faqs/ "Eligibility for Booking reassignment FAQs")

Note

Reassignment when connected to Zoom is only supported when both parties have a Professional-level Zoom account.

# Effects of Booking reassignment

> In this article, you'll learn about the effects of reassigning a booking for Customers, the Booking owner, the Reassigned Booking owner, Editors, and Viewers.

In this article, you’ll learn about the effects of reassigning a booking for Customers, the Booking owner, the Reassigned Booking owner, [Editors](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-page-access-permissions/ "Booking page access permissions"), and [Viewers](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-page-access-permissions/ "Booking page access permissions").

## Effects for the Customer

[Section titled “Effects for the Customer”](#effects-for-the-customer)

* By default, the Customer is not notified that the booking has been reassigned.
* If required, you can choose to notify the Customer by adding a **Booking reassignment reason** in the **Notification** step of the **Reassign the booking** pop-up. [Learn more about reassigning a booking](https://help.oncehub.com/scheduleonce/managing-bookings/reassign/user-action-reassign-booking/ "User action: Reassign a booking")
* The Customer receives future notifications based on the [Customer notification settings](https://help.oncehub.com/scheduleonce/event-types-booking-pages/customer-notifications/introduction-to-customer-notifications/ "Introduction to the Customer notifications section") set for the original Booking page.

## Effects for original Booking owner, Editors, and Viewers

[Section titled “Effects for original Booking owner, Editors, and Viewers”](#effects-for-original-booking-owner-editors-and-viewers)

* The original Booking owner and Editors are notified of the Booking reassignment based on the original Booking page [User notification settings](https://help.oncehub.com/scheduleonce/event-types-booking-pages/user-notifications/introduction-to-user-notifications/ "Introduction to User notifications section").
* After reassignment, they will not receive reminders and follow-up notifications for the booking.
* If a request to reschedule is sent or the booking is rescheduled, the Booking owner and Editors may be notified based on the original Booking page [User notification settings](https://help.oncehub.com/scheduleonce/event-types-booking-pages/user-notifications/introduction-to-user-notifications/ "Introduction to User notifications section").
* The time slot becomes available for the original Booking owner.
* The original Booking owner, Editors, and Viewers always have access to the booking in the [Activity stream](https://help.oncehub.com/scheduleonce/managing-bookings/analytics/activity-stream-viewing-activities/ "Introduction to the ScheduleOnce Activity stream").

Note

When a booking is rescheduled, the original Booking page settings are applied. This means that the booking may be rescheduled with a different Booking owner than the original Booking owner. The booking will appear in the new Booking owner’s Activity stream.

## Effects for the Reassigned Booking owner and Editors

[Section titled “Effects for the Reassigned Booking owner and Editors”](#effects-for-the-reassigned-booking-owner-and-editors)

* The Reassigned Booking owner and Editors are notified of the Booking reassignment based on the reassigned Booking page [User notification settings](https://help.oncehub.com/scheduleonce/event-types-booking-pages/user-notifications/introduction-to-user-notifications/ "Introduction to User notifications section").
* After reassignment, the Reassigned Booking owner and Editors may receive reminders and follow-up notifications based on the Booking page User notification settings.
* The time slot becomes unavailable for the Reassigned booking owner.
* If the booking is canceled, the Reassigned Booking owner and Editors may be notified based on the Booking page User notification settings.
* The Reassigned Booking owner, Editors, and Viewers can access the booking in the [Activity stream](https://help.oncehub.com/scheduleonce/managing-bookings/analytics/activity-stream-viewing-activities/ "Introduction to the ScheduleOnce Activity stream"). If the booking is reassigned multiple times, previous Reassigned Booking owners, Editors, and Viewers will not have access to the booking in the Activity stream.

# Eligibility for booking reassignment FAQs

> Booking reassignment allows you to reassign bookings from one Team member to another from your Activity stream.

Booking reassignment allows you to [reassign bookings](https://help.oncehub.com/scheduleonce/managing-bookings/reassign/user-action-reassign-booking/ "User action: Reassign a booking") from one Team member to another from your [Activity stream](https://help.oncehub.com/scheduleonce/managing-bookings/analytics/activity-stream-viewing-activities/ "Introduction to the ScheduleOnce Activity stream").

In this article, you’ll learn about the rules and requirements for booking reassignment.

## Who can reassign a booking?

[Section titled “Who can reassign a booking?”](#who-can-reassign-a-booking)

To reassign a booking, you must be a OnceHub Administrator.

Additionally, you must be [the Owner, an Editor, or a Viewer](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-page-access-permissions/ "Booking page access permissions") of the [Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages") that the booking was made on.

## Which bookings can be reassigned?

[Section titled “Which bookings can be reassigned?”](#which-bookings-can-be-reassigned)

Booking reassignment is only available between Users who are both connected to [Google Calendar](https://help.oncehub.com/user-integrations/basics-user-integrations/connect-your-video-conferencing-app/ "Introduction to Google Calendar connection"), or Users who are both **not connected** to any calendar. Booking reassignment is not available for Users connected to other calendars.

The meeting type must be a [one-on-one meeting](https://help.oncehub.com/scheduleonce/event-types-booking-pages/scheduling-options/one-on-one-or-group-sessions/ "One-on-One or Group session").

Note

You cannot reassign a booking from a User who is **not connected** to a calendar to a User who **is connected** to Google Calendar, and vice versa.

You can only reassign bookings between Users with similar calendar configurations. For example, you can reassign a booking from a User connected to Google Calendar to another User who is also connected to Google Calendar.

In specific booking scenarios, you won’t be able to see the **Reassign the booking** option in the **Details** pane of the activity. The following scenarios are not supported by booking reassignment:

* The scheduling status is **No-show**, **Canceled**, **Completed**, or **Requested**.
* The Booking page Owner is connected to [Exchange/Outlook Calendar](https://help.oncehub.com/user-integrations/exchange-outlook-calendar-connection/connect-oncehub-to-your-exchangeoutlook-calendar/ "Introduction to Exchange Calendar connection"), [Office 365 Calendar](https://help.oncehub.com/user-integrations/ms-office365-calendar-connection/connect-oncehub-to-your-microsoft-office-365/ "Introduction to Office 365 Calendar connection"), or [iCloud Calendar](https://help.oncehub.com/user-integrations/icloud-calendar-connection/connect-oncehub-to-your-icloud-calendar/ "Introduction to iCloud Calendar connection").
* The booking is a [Group session](https://help.oncehub.com/scheduleonce/event-types-booking-pages/scheduling-options/one-on-one-or-group-sessions/ "One-on-One or Group session"), [Session package](https://help.oncehub.com/scheduleonce/event-types-booking-pages/scheduling-options/session-packages/ "Session packages"), or a single session that is part of a Session package.

## Which Booking pages can receive a reassigned booking?

[Section titled “Which Booking pages can receive a reassigned booking?”](#which-booking-pages-can-receive-a-reassigned-booking)

When you reassign a booking, you’ll [select the Booking page](https://help.oncehub.com/scheduleonce/managing-bookings/reassign/user-action-reassign-booking/ "User action: Reassign a booking") which you would like to reassign the booking to. The Booking pages available for reassignment follow the rules below:

* The Booking page Owner is connected to [Google Calendar](https://help.oncehub.com/user-integrations/basics-user-integrations/connect-your-video-conferencing-app/ "Introduction to Google Calendar connection"), or is not connected to any calendar.
* The Scheduling options are set to [one-on-one meetings](https://help.oncehub.com/scheduleonce/event-types-booking-pages/scheduling-options/one-on-one-or-group-sessions/ "One-on-One or Group session").
* The Booking page has no Booking with approval Event types associated with it.

Note

To help you make an informed decision during the booking reassignment process, you can see the availability of each eligible Booking page at the designated booking time in the **Reassign the booking** pop-up.

You can reassign a booking to a Booking page that is available or busy at the meeting time. [Learn more about reassigning a booking](https://help.oncehub.com/scheduleonce/managing-bookings/reassign/user-action-reassign-booking/ "User action: Reassign a booking")

## How does booking reassignment work with video conferencing integration?

[Section titled “How does booking reassignment work with video conferencing integration?”](#how-does-booking-reassignment-work-with-video-conferencing-integration)

Booking reassignment is supported for GoToMeeting and Zoom integrations.

When a booking is reassigned from one Booking page to another and both are **connected to the** **same video conferencing solution**, the event ownership is updated automatically in the video conferencing app. All future [User notifications](https://help.oncehub.com/scheduleonce/event-types-booking-pages/user-notifications/introduction-to-user-notifications/ "Introduction to User notifications section") and [Customer notifications](https://help.oncehub.com/scheduleonce/event-types-booking-pages/customer-notifications/introduction-to-customer-notifications/ "Introduction to the Customer notifications section") will include the updated video conferencing details.

Note

Reassignment when connected to Zoom is only supported when both parties have a Professional-level Zoom account.

If the original Booking page and target Booking pages are **not connected to the same video conferencing solution**, the video conferencing solution will not be updated automatically and you will need to inform your Customer regarding the future location details. In this case, future Customer notifications will not include location details.

Note

Booking reassignment is not supported for [Webex Meetings integration](https://help.oncehub.com/user-integrations/basics-user-integrations/connect-your-video-conferencing-app/ "The ScheduleOnce connector for Webex Meetings").

## How does booking reassignment work with other meeting locations?

[Section titled “How does booking reassignment work with other meeting locations?”](#how-does-booking-reassignment-work-with-other-meeting-locations)

When the Booking page **Meeting location** is set to **This is a face-to-face meeting**, or the virtual location is set to **Video conferencing: Other**, the booking can be reassigned but the location will not be updated for the reassigned booking.

You will need to inform your Customer regarding the future location details. In this case, subsequent [Customer notifications](https://help.oncehub.com/scheduleonce/event-types-booking-pages/customer-notifications/introduction-to-customer-notifications/ "Introduction to the Customer notifications section") will not include location details.

## How does booking reassignment work with CRM integration?

[Section titled “How does booking reassignment work with CRM integration?”](#how-does-booking-reassignment-work-with-crm-integration)

Booking reassignment is supported for [Salesforce](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/salesforce-integration/ "The ScheduleOnce connector for Salesforce") and [Infusionsoft](https://help.oncehub.com/scheduleonce/account-integrations/crm/infusionsoft/infusionsoft-integration/ "The ScheduleOnce connector for Infusionsoft") integrations. When a booking is reassigned from one Booking page to another and both **are connected to the same CRM solution**, the event ownership is updated automatically in the CRM integration app.

* In [Salesforce](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/salesforce-integration/ "The ScheduleOnce connector for Salesforce"), the Event status field will be updated to either **Scheduled (Reassigned by User)** or **Rescheduled (Reassigned by User)**, depending on the booking lifecycle.
* In [Infusionsoft](https://help.oncehub.com/scheduleonce/account-integrations/crm/infusionsoft/infusionsoft-integration/ "The ScheduleOnce connector for Infusionsoft"), specific [booking lifecycle tags](https://help.oncehub.com/scheduleonce/account-integrations/crm/infusionsoft/tagging-infusionsoft-contact-records-with-lifecycle-tags/ "Tagging Infusionsoft Contact records with Lifecycle tags") will be automatically added to Contact records and will indicate if a booking has been reassigned.

If the original and target Booking pages **are not connected to the same CRM solution**, the CRM integration app will not be updated automatically and you will need to update the app manually.

# Introduction to Booking reassignment

> Booking reassignment allows you to reassign bookings in your Activity stream from one Team member to another.

Booking reassignment allows you to reassign bookings in your [Activity stream](https://help.oncehub.com/scheduleonce/managing-bookings/analytics/activity-stream-viewing-activities/ "Introduction to the ScheduleOnce Activity stream") from one Team member to another. This is useful in situations such as when a Team member is unavailable, or when a different Team member is better able to serve a specific Customer.

## Calendar requirements

[Section titled “Calendar requirements”](#calendar-requirements)

Booking reassignment is only available between Users who are both connected to [Google Calendar](https://help.oncehub.com/scheduleonce/user-integrations/google-calendar-connection/managing-your-oncehub-integration-with-google-workspace/ "Introduction to Google Calendar connection"), or Users who are both not connected to any calendar. Booking reassignment is not available for Users connected to other calendars.

Note

You cannot reassign a booking from a User who is **not connected** to a calendar to a User who **is connected** to Google Calendar, and vice versa.

You can only reassign bookings between Users with similar calendar configurations. For example, you can reassign a booking from a User connected to Google Calendar to another User who is also connected to Google Calendar.

## How to reassign a booking

[Section titled “How to reassign a booking”](#how-to-reassign-a-booking)

To reassign a booking, select the activity you would like to reassign in the [Activity stream](https://help.oncehub.com/scheduleonce/managing-bookings/analytics/activity-stream-viewing-activities/ "Introduction to the Activity Stream"). Then, in the **Details** pane, select **Reassign the booking** (Figure 1).

[Learn more about reassigning a booking](https://help.oncehub.com/scheduleonce/managing-bookings/reassign/user-action-reassign-booking/ "User Action: Reassign a booking")

![](https://help.oncehub.com/_astro/screen-shot-2020-02-19-at-113906-am.BuQkHs23_bfzVM.webp)Figure 1: Reassign the booking

## How does Booking reassignment work?

[Section titled “How does Booking reassignment work?”](#how-does-booking-reassignment-work)

When a booking is reassigned, the experience is invisible to Customers. From your Customer’s perspective, the event remains as originally scheduled. The Customer will receive notifications for the event as originally planned.

The original Booking owner, new Booking owner, and [Booking page Editors](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-page-access-permissions/ "Booking page access permissions") will receive notifications regarding the reassignment. They will also have full permission to view and edit the booking from the Activity stream.

[Learn more about the effects of Booking reassignment](https://help.oncehub.com/scheduleonce/managing-bookings/reassign/effects-of-booking-reassignment/ "Effects of Booking reassignment")

## Reassignment eligibility

[Section titled “Reassignment eligibility”](#reassignment-eligibility)

A booking must be a [one-on-one meeting](https://help.oncehub.com/scheduleonce/event-types-booking-pages/scheduling-options/one-on-one-or-group-sessions/ "One-on-One or Group session") to be eligible for reassignment. Only [OnceHub Administrators](https://help.oncehub.com/account-administration/user-management/user-roles-overview/ "Differences between Administrator and Member") can reassign bookings.

[Learn more about the rules of Booking reassignment](https://help.oncehub.com/scheduleonce/managing-bookings/reassign/eligibility-for-booking-reassignment-faqs/ "Eligibility for Booking reassignment")

## Booking pages available for assignment

[Section titled “Booking pages available for assignment”](#booking-pages-available-for-assignment)

If a booking is eligible for reassignment, you can reassign it to any Booking page in the system that has one-on-one meetings. The Booking reassignment wizard will show you the Booking pages that are [available for assignment](https://help.oncehub.com/scheduleonce/managing-bookings/reassign/eligibility-for-booking-reassignment-faqs/ "Eligibility for booking reassignment").

## Reassignment FAQ

[Section titled “Reassignment FAQ”](#reassignment-faq)

You can find answers to the most commonly asked questions about Booking reassignment in our [Booking reassignment FAQ](https://help.oncehub.com/scheduleonce/managing-bookings/reassign/booking-reassignment-faqs/ "When can bookings be reassigned?").

# User action: Reassign a booking

> Booking reassignment allows you reassign bookings in your Activity stream from one Team member to another.

Booking reassignment allows you to reassign bookings in your [Activity stream](https://help.oncehub.com/scheduleonce/managing-bookings/analytics/activity-stream-viewing-activities/ "Introduction to the ScheduleOnce Activity stream") from one Team member to another. In this article, you’ll learn how to reassign a booking.

## Requirements

[Section titled “Requirements”](#requirements)

* You must be a OnceHub Administrator.
* Additionally, you must be [the Owner, an Editor, or a Viewer](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-page-access-permissions/ "Booking page access permissions") of the [Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages") that the booking was made on.
* Booking reassignment is only available between Users who are both connected to [Google Calendar](https://help.oncehub.com/scheduleonce/user-integrations/google-calendar-connection/managing-your-oncehub-integration-with-google-workspace/ "Introduction to Google Calendar connection"), or Users who are both **not connected** to any calendar.
* The meeting type must be a [one-on-one meeting](https://help.oncehub.com/scheduleonce/event-types-booking-pages/scheduling-options/one-on-one-or-group-sessions/ "One-on-One or Group session"). Panel or team-hosted meetings cannot be reassigned

## Reassigning a booking

[Section titled “Reassigning a booking”](#reassigning-a-booking)

1. Select the booking that you want to reassign in the [Activity stream](https://help.oncehub.com/scheduleonce/managing-bookings/analytics/activity-stream-viewing-activities/ "Introduction to the ScheduleOnce Activity stream").

2. In the **Details** pane, select **Reassign the booking** (Figure 1). ![Figure 1: Reassign the booking  ](https://help.oncehub.com/_astro/screen-shot-2020-02-19-at-113906-am.BuQkHs23_bfzVM.webp)

   Figure 1: Reassign the booking

   Note

   **Note** If the **Reassign booking** action is not available for the booking, it means that the booking is not eligible for reassignment. [Learn more about the eligibility for Booking reassignment](https://help.oncehub.com/scheduleonce/managing-bookings/reassign/eligibility-for-booking-reassignment-faqs/ "Eligibility for booking reassignment")

3. The **Reassign the booking** pop-up will open.

4. Select the Booking page which you would like to reassign the booking to (Figure 2). You can filter by **Booking page Owner** or by **Booking pages with available time** using the left drop-down menu. ![](https://help.oncehub.com/_astro/1562081021586.BHX0UEkn_2j4uk2.webp)

   Figure 2: Reassign the booking pop-up

5. You can reassign a booking to a Booking page labeled **Yes** or **No** under the **Available** column.

   * **Yes:** The Booking page is available at the designated time.
   * **No:** The Booking page is either busy at the designated time, or the designated time is outside of the User’s [recurring](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-pages-recurring-availability/ "Booking page: Recurring availability section") or [date-specific availability](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-pages-date-specific-availability/ "Booking page: Date-specific availability section"). You can still reassign the booking to a Booking page that is not available.
   * **Error:** The page cannot accept bookings due to a system error. The Booking page may be disabled, or there may be a calendar connection error. It can also mean that the Booking page is [not eligible for reassignment](https://help.oncehub.com/scheduleonce/managing-bookings/reassign/eligibility-for-booking-reassignment-faqs/ "Eligibility for booking reassignment").

6. Click **Next**.

7. In the **Notification** step, you can add a **Booking reassignment reason** that will be provided to the Customer. This step is optional. The **Booking reassignment reason** is shown in the **Details** pane of the Activity stream for a reassigned booking. It is also included in the email notifications sent to the original Booking owner, the new Booking owner, and [any additional stakeholders](https://help.oncehub.com/scheduleonce/event-types-booking-pages/user-notifications/subscribing-to-booking-notifications/ "Access permissions for subscribing to Booking notifications"). This allows you to communicate the reason for reassigning a booking to relevant Users.

8. Click **Next**.

9. In the **Review** step, confirm the details of the booking that you’re about to reassign.

10. Click **Reassign booking**.

11. In the **Confirmation** step, you’ll receive confirmation that the booking has been successfully reassigned.

# Responding to Booking Requests

> Responding to Booking Requests documentation and guides.

[Responding to Booking Requests](https://help.oncehub.com/scheduleonce/managing-bookings/responding-to-booking-requests/responding-to-booking-requests/)

# Responding to Booking Requests

> Responding To Booking Requests documentation and guides.

[Scheduling and responding to booking requests](https://help.oncehub.com/scheduleonce/managing-bookings/responding-to-booking-requests/responding-to-booking-requests/scheduling-and-responding-to-booking-requests)

[User action: Cancelling a booking request](https://help.oncehub.com/scheduleonce/managing-bookings/responding-to-booking-requests/responding-to-booking-requests/user-action-cancelling-booking-request)

[Booking on Behalf of a Guest with Booking Pages](https://help.oncehub.com/scheduleonce/managing-bookings/responding-to-booking-requests/responding-to-booking-requests/booking-on-behalf-of-guest-with-booking-pages)

[Customer action: Cancelling a booking request](https://help.oncehub.com/scheduleonce/managing-bookings/responding-to-booking-requests/responding-to-booking-requests/customer-action-cancelling-booking-request)

[Customer action: Resubmit a booking request](https://help.oncehub.com/scheduleonce/managing-bookings/responding-to-booking-requests/responding-to-booking-requests/customer-action-resubmit-booking-request)

# Booking on Behalf of a Guest with Booking Pages

> To book on behalf of a guest you need to schedule a booking on your Booking/Master Page's link as if you are the guest and fill in their information.

To book on behalf of a guest you need to schedule a booking on your Booking/Master Page’s link as if you are the guest and fill in their information.

## Opening the Booking/Master Page

[Section titled “Opening the Booking/Master Page”](#opening-the-bookingmaster-page)

1. Click on **Booking Pages** in the left-hand navigation menu.
2. Click on **Share** at the top-right.
3. Select the Booking/Master page you want to use.
4. Click on **Copy & close**.
5. Paste the link in a new tab in your browser.

## Making the Booking

[Section titled “Making the Booking”](#making-the-booking)

Go through all the steps in the Booking/Master page and fill in all of the guest’s details in the booking form.

# Customer action: Cancelling a booking request

> A Customer can cancel a booking request at any time. Booking requests that have not been approved are not subject to the cancellation policy set by the meeti...

A Customer can cancel a booking request at any time. Booking requests that have not been approved are not subject to the [cancellation policy](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/customer-cancelreschedule-policy/ "The Customer Cancel/reschedule policy") set by the meeting organizer. The Cancellation policy applies only to scheduled or rescheduled bookings.

In this article, you’ll learn about the steps that a Customer takes to cancel a booking request.

## How Customers cancel a booking request

[Section titled “How Customers cancel a booking request”](#how-customers-cancel-a-booking-request)

1. To cancel a booking request, the Customer clicks the **Cancel/reschedule** link in the scheduling confirmation email (Figure 1). ![](https://help.oncehub.com/_astro/1561461221306.CLsZbH5M_Z2gJS5J.webp)Figure 1: Booking request confirmation email
2. The [Cancel/reschedule page](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/customer-cancelreschedule-page/ "The Customer Cancel/Reschedule page") will open.
3. The Customer can review the booking request details on the **Keep** tab.
4. In the **Cancel** tab, the Customer clicks the **Cancel the booking request** button to cancel the booking request (Figure 2). The Customer also provides a reason for requesting new times if it is required by your [Cancel/reschedule policy](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/customer-cancelreschedule-policy/ "The Customer Cancel/reschedule policy"). ![](https://help.oncehub.com/_astro/1561461829801.CnsXyiGn_ZjiCQF.webp)Figure 2: Cancel tab
5. After cancellation, the Customer will receive a cancellation email notification, along with the [Booking page Owner](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-page-access-permissions/ "Booking page access permissions") and [any additional stakeholders](https://help.oncehub.com/scheduleonce/event-types-booking-pages/user-notifications/subscribing-to-booking-notifications/ "Subscribing to Booking notifications").

[Learn more about the effects of cancellation](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/effects-of-cancellation/ "Effect of cancellation")

# Customer action: Resubmit a booking request

> A Customer can resubmit a booking request as many times as they like. Booking requests are not subject to the Reschedule policy set by the meeting organizer.

A Customer can resubmit a booking request as many times as they like. Booking requests are not subject to the [Reschedule policy](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/customer-cancelreschedule-policy/ "The Customer Cancel/reschedule policy") set by the meeting organizer. The Reschedule policy applies only to scheduled or rescheduled bookings.

## How Customers resubmit a booking request

[Section titled “How Customers resubmit a booking request”](#how-customers-resubmit-a-booking-request)

1. To resubmit a booking request, the Customer clicks the **Cancel/Reschedule** link in the scheduling confirmation email (Figure 1). ![](https://help.oncehub.com/_astro/1561461221306.CLsZbH5M_Z2gJS5J.webp)Figure 1: Booking request confirmation email
2. The [Cancel/reschedule page](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/customer-cancelreschedule-page/ "The Customer Cancel/Reschedule page") will open.
3. On the **Reschedule** tab, the Customer clicks the **See available times** button (Figure 2). ![](https://help.oncehub.com/_astro/1561465048535.C8lgyNrO_oeAWM.webp)Figure 2: Reschedule tab
4. The Customer selects new dates and times and provides a reason for requesting new times if it is required by your [Cancel/reschedule policy](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/customer-cancelreschedule-policy/ "The Customer Cancel/reschedule policy").
5. The [Booking form step](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-forms-redirect/collecting-customer-data-with-booking-forms/ "Collecting Customer data with Booking forms") is skipped because all the required information was already provided by the Customer when they made the booking.
6. After rescheduling, the Customer will receive a reschedule email notification, along with the [Booking page Owner](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-page-access-permissions/ "Booking page access permissions") and [any additional stakeholders](https://help.oncehub.com/scheduleonce/event-types-booking-pages/user-notifications/subscribing-to-booking-notifications/ "Subscribing to Booking notifications").

[Learn more about the effect of rescheduling](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/effects-of-rescheduling/ "Effect of rescheduling")

# Scheduling and responding to booking requests

> When you work in Booking with approval mode and a Customer submits a booking request, you'll receive an email with the suggested meeting times that the Custo...

When you work in [Booking with approval mode](https://help.oncehub.com/scheduleonce/event-types-booking-pages/scheduling-options/automatic-booking-or-booking-with-approval/ "Automatic booking or Booking with approval") and a Customer submits a booking request, you’ll receive an email with the suggested meeting times that the Customer selected. You can also access the suggested times directly from the activity in the [Activity stream](https://help.oncehub.com/scheduleonce/managing-bookings/analytics/activity-stream-viewing-activities/ "Introduction to the ScheduleOnce Activity stream")

In this article, you’ll learn about responding to booking requests from Customers.

## Requirements

[Section titled “Requirements”](#requirements)

To respond to a booking request, you must be [the Owner, an Editor, or a Viewer](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-page-ownership/ "Booking page ownership") of the [Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages") that the booking was made on.

## Scheduling a booking request

[Section titled “Scheduling a booking request”](#scheduling-a-booking-request)

When you use Booking with approval mode, you can set the number of times your Customers must suggest. The more times you ask your Customers to suggest, the more flexibility you’ll have when you pick the final time. Once a Customer submits their booking, you’ll receive an email notification to review the suggested times and approve the booking request (Figure 1). The booking request will also be visible in your [Activity stream](https://help.oncehub.com/scheduleonce/managing-bookings/analytics/activity-stream-viewing-activities/ "Introduction to the ScheduleOnce Activity stream").

![](https://help.oncehub.com/_astro/1561451475422.tNWG2Tqx_2ezNRC.webp)Figure 1: Booking request notification email

## Approving a booking request

[Section titled “Approving a booking request”](#approving-a-booking-request)

To schedule the booking request, click the **Approve the request** button in the email notification. This will open the **Find a time and schedule** page.

You can also schedule the booking request in your Activity stream. In the **Details** pane for the activity, select Approve the booking request (Figure 2). This will take you to the **Find a time and schedule** page.

![](https://help.oncehub.com/_astro/screen-shot-2020-02-06-at-32200-am.CU1rfpWq_9KbVy.webp)Figure 2: Schedule a booking button

## The Find a time and schedule page

[Section titled “The Find a time and schedule page”](#the-find-a-time-and-schedule-page)

The **Find a time and schedule** page presents all the times selected by the Customer who submitted the booking request. The relevant days are highlighted with green in the Month row above the table.

To select a time, you can click on the green days directly, or use the arrow buttons (Figure 3).

![](https://help.oncehub.com/_astro/1561366695604.DHy7fZNd_1O5qsH.webp)Figure 3: Find a time and schedule

When you click the **Schedule** button, the meeting is created in your [selected calendar](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-pages-associated-calendars/ "Booking page: Associated calendars section") and a [calendar invite can be sent to your Customers](https://help.oncehub.com/scheduleonce/event-types-booking-pages/customer-notifications/customer-calendar-event-options/ "Customer Calendar Event options"), depending on your Customer notification settings. In addition, OnceHub sends email confirmations with all the meeting details to your Customers based on your [Customer notification settings](https://help.oncehub.com/scheduleonce/event-types-booking-pages/customer-notifications/introduction-to-customer-notifications/ "The Customer Notifications section").

## Canceling a booking request or requesting new times

[Section titled “Canceling a booking request or requesting new times”](#canceling-a-booking-request-or-requesting-new-times)

If none of the times work for you, you can click the **Request new times** link on the **Find a time and schedule** page.

You can also request new times or cancel the booking request in your Activity stream. In the **Details** pane for the activity, select **Cancel/request new times** (Figure 4). [Learn more about managing bookings from the Activity stream](https://help.oncehub.com/scheduleonce/managing-bookings/analytics/activity-stream-viewing-activities/ "Managing bookings from the Activity stream")

![](https://help.oncehub.com/_astro/screen-shot-2020-02-06-at-20351-am.DTpAT0RP_2835DS.webp)Figure 4: Cancel/request new times button

[Learn more about canceling a booking request and requesting new times](https://help.oncehub.com/scheduleonce/managing-bookings/responding-to-booking-requests/responding-to-booking-requests/user-action-cancelling-booking-request/ "User action: Cancel a booking request and request new times")

# User action: Cancelling a booking request

> When you work in Booking with approval mode and a Customer submits a booking request, you'll receive an email with the suggested meeting times that the Custo...

When you work in [Booking with approval mode](https://help.oncehub.com/scheduleonce/event-types-booking-pages/scheduling-options/automatic-booking-or-booking-with-approval/ "Automatic Booking or Booking with Approval") and a Customer submits a booking request, you’ll receive an email with the suggested meeting times that the Customer selected. You can also access the suggested times directly from the activity in the [Activity stream.](https://help.oncehub.com/scheduleonce/managing-bookings/analytics/activity-stream-viewing-activities/ "Introduction to the Activity Stream")

If the times suggested by the Customer don’t work for you, you can cancel the request or request new times. In both cases, email notifications will be sent to both the User and Customer. [Learn more about the Customer notifications scenarios](https://help.oncehub.com/scheduleonce/event-types-booking-pages/customer-notifications/introduction-to-customer-notifications/ "The Customer Notifications section")

In this article, you’ll learn how to cancel a booking request and request new times or cancel a booking request.

## Requirements

[Section titled “Requirements”](#requirements)

To cancel a booking request or request new times, you must be [the Owner, an Editor, or a Viewer](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-page-ownership/ "Booking page ownership") of the [Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages") that the booking was made on.

## Canceling a booking request and requesting new times

[Section titled “Canceling a booking request and requesting new times”](#canceling-a-booking-request-and-requesting-new-times)

1. Select the activity in the Activity stream.

2. In the **Details** pane, select **Cancel/request new times** (Figure 1). ![](https://help.oncehub.com/_astro/screen-shot-2020-02-06-at-20351-am.DTpAT0RP_2835DS.webp)

   Figure 1: Cancel/request new times button

3. The **Cancel/request new times** pop-up will appear.

4. Select **Cancel the booking request and request new times** (Figure 2). ![](https://help.oncehub.com/_astro/1561458463746.B_TEbOSQ_O1QL2.webp)

   Figure 2: Cancel/request new times pop-up—selection step

5. Click **Next**.

6. In the **Notification** step, you can add a reschedule reason that will be provided to the Customer.

7. Click **Next**.

8. In the **Review** step, you can confirm the details of the booking request that you’re about to cancel and request new times for.

9. Click the **Request new times** button to cancel the booking request and request new times.

10. In the **Confirmation** step, you’ll see confirmation that your request for new times has been sent and that the former booking request has been canceled.

11. Both the User and the Customer will receive the **Booking request resubmission requested by User** email notification. [Learn more about notification scenarios](https://help.oncehub.com/scheduleonce/customization-branding/notification-templates-editor/notification-scenarios/ "Notification scenarios")

Note

You can always decide to change your selection by clicking **Back** at any step of the Cancel/request new times wizard.

To confirm the action, you must click the **Request new times** button in the last step of the wizard.

## Canceling a booking request

[Section titled “Canceling a booking request”](#canceling-a-booking-request)

1. Select the activity in the Activity stream.

2. In the **Details** pane, click the **Cancel/request new times** button (Figure 3). ![](https://help.oncehub.com/_astro/screen-shot-2020-02-06-at-20351-am.DTpAT0RP_2835DS.webp)

   Figure 3: Cancel/request new times button

3. The **Cancel/request new times** pop-up will appear.

4. Select **Cancel the booking request** (Figure 4). ![](https://help.oncehub.com/_astro/1561459894200.sV04p1dH_Z1bp3A5.webp)Figure 4: Cancel/request new times pop-up—selection step

5. Click **Next**.

6. In the **Notification** step, you can add a reschedule reason that will be provided to the Customer.

7. Click **Next**.

8. In the **Review** step, you can confirm the details of the booking request that you’re about to cancel or request new times for.

9. Click **Cancel the booking request** to cancel the request.

10. In the **Confirmation** step, you’ll see confirmation that the activity has been canceled and all attendees have been notified.

11. Both the User and Customer will receive the **Booking request canceled by User** email notification. [Learn more about notification scenarios](https://help.oncehub.com/scheduleonce/customization-branding/notification-templates-editor/notification-scenarios/ "Notification scenarios")

Note

You can always decide to change your selection by clicking **Back** at any step of the Cancel/request new times process.

To confirm the action, you must click the **Cancel the Booking request** in the last step of the wizard.

# Troubleshooting

> Troubleshooting documentation and guides.

[No Times Available' Troubleshooting](https://help.oncehub.com/scheduleonce/managing-bookings/troubleshooting/no-times-available-troubleshooting)

# No Times Available' Troubleshooting

> There are a number of reasons why your Booking page or Master Page might display the message: "No times are currently available.

There are a number of reasons why your [Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages") or [Master Page](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/introduction-to-master-pages/ "Introduction to Master pages") might display the message: “No times are currently available. Please contact the person you would like to schedule with.”

In this article, you’ll learn about some of the most common issues and how to resolve them.

## Your Booking page or Master page is disabled

[Section titled “Your Booking page or Master page is disabled”](#your-booking-page-or-master-page-is-disabled)

You may have [disabled your Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/disabling-your-booking-page/ "Disabling your Booking page") or [disabled your Master page](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/disabling-your-master-page/ "Disabling your Master page"). To enable your Booking page or Master page follow the steps below:

1. Hover over the lefthand menu and go to the Booking pages icon → Booking pages → your Booking page or Master page.
2. In the **Overview** section, ensure that the **Accept bookings** field is toggled **ON** (Figure 1).![Booking Page - No times are currently available](https://help.oncehub.com/_astro/turn-on.WBR-APvg_Z18kff5.webp)Figure 1: Booking page Overview section

## OnceHub was unable to process your payment

[Section titled “OnceHub was unable to process your payment”](#oncehub-was-unable-to-process-your-payment)

If OnceHub was [unable to process your payment](https://help.oncehub.com/scheduleonce/insights-operations/billing-subscription-management/payment-and-billing/ "Payment hold"), you will have a 7-day grace period to update your payment method. During this time, you can continue to use OnceHub as normal and Customers can still make bookings with you.

If you do not renew your payment after 7 days, your account will move to payment failure status. This means you will not have access to OnceHub and Customers will not be able to make bookings. However, your scheduling configuration is kept intact and you can still sign in to your OnceHub Account and access the billing section to update your payment method.

To resume payment, follow the steps below:

1. Sign in to your OnceHub Account.
2. In the banner below the top navigation bar, click the **Proceed to payment** link (Figure 2).![](https://help.oncehub.com/_astro/1565690452284.prZcWSoZ_Z1cvgDz.webp)Figure 2: Payment failure notice
3. You will be prompted to establish a new recurring payment method for your account.
4. Enter your payment details and click **Submit payment**.

[Learn more about recovering from a failed recurring payment](https://help.oncehub.com/scheduleonce/insights-operations/billing-subscription-management/payment-and-billing/ "Recovering from a failed recurring payment")

## “No times are currently available” when connected to Google calendar

[Section titled ““No times are currently available” when connected to Google calendar”](#no-times-are-currently-available-when-connected-to-google-calendar)

If you are [connected to Google Calendar](https://help.oncehub.com/scheduleonce/user-integrations/google-calendar-connection/managing-your-oncehub-integration-with-google-workspace/ "Introduction to Google Calendar connection"), the “No times are currently available” might be caused by the following:

* You have revoked the Google permissions for OnceHub. To renew your OnceHub connection to your Google Calendar, select your profile picture or initials in the top right-hand corner → **Profile settings** → **Calendar connection**. Then click the **Reconnect your Google Calendar** button.
* If you have been receiving a large quantity of bookings in a short window of time, you might have reached the [Google Calendar quota](https://help.oncehub.com/scheduleonce/user-integrations/google-calendar-connection/how-to-workaround-google-calendar-quota/ "Google Calendar Quota"), administered by Google.

## Settings configuration issues

[Section titled “Settings configuration issues”](#settings-configuration-issues)

The “No times are currently available” might be caused by one of the following configuration error in your settings.

### Availability is not defined or is shorter than time slot duration

[Section titled “Availability is not defined or is shorter than time slot duration”](#availability-is-not-defined-or-is-shorter-than-time-slot-duration)

To fix this, define your availability, increase your availability, or reduce the time slot duration.

* To define availability, select your profile picture or initials in the top right-hand corner → **Profile settings** → **Availability** → **Scheduled meetings**. Then, add or remove availability.
* If you define your availability on individual Booking pages instead of in your User profile settings, hover over the lefthand menu and go to the Booking pages icon → Booking pages → your Booking page → **Recurring availability** or **Date-specific availability**.

### Busy time from your calendar is completely blocking out your availability

[Section titled “Busy time from your calendar is completely blocking out your availability”](#busy-time-from-your-calendar-is-completely-blocking-out-your-availability)

To check if busy time from your calendar is completely blocking out your availability, compare your connected calendar’s events to your defined availability in OnceHub. You may need to create more availability, remove an event on your calendar, or change the status of your events in your calendar from Busy to Free status.

### Starting times at a time in which you have no availability

[Section titled “Starting times at a time in which you have no availability”](#starting-times-at-a-time-in-which-you-have-no-availability)

The **Starting times** setting in the [Time slot display](https://help.oncehub.com/scheduleonce/event-types-booking-pages/timeslot-settings/time-slot-display/ "Time slot display") is set to start at a start time for which you have no availability. For example, your availability is for 30 minutes and starts on the hour and the “Starting times” setting starts at 45 minutes only.

[Learn more about setting Starting times in the Time slot display settings](https://help.oncehub.com/scheduleonce/event-types-booking-pages/timeslot-settings/time-slot-display/ "Time slot display")

### Timeframe rules are hiding your availability

[Section titled “Timeframe rules are hiding your availability”](#timeframe-rules-are-hiding-your-availability)

The **Before the event** and **Into the future** settings under the [Timeframe rules](https://help.oncehub.com/scheduleonce/event-types-booking-pages/timeslot-settings/timeframe-rules/ "Timeframe rules") in the Time slot settings are hiding your availability.

[Learn more about Timeframe rules](https://help.oncehub.com/scheduleonce/event-types-booking-pages/timeslot-settings/timeframe-rules/ "Timeframe rules")

### The buffer between OnceHub bookings and busy time is too big

[Section titled “The buffer between OnceHub bookings and busy time is too big”](#the-buffer-between-oncehub-bookings-and-busy-time-is-too-big)

The **Buffer before and after the meeting** setting in the [Workload rules](https://help.oncehub.com/scheduleonce/event-types-booking-pages/timeslot-settings/workload-rules/ "Workload rules") section of the [Time slot settings](https://help.oncehub.com/scheduleonce/event-types-booking-pages/timeslot-settings/introduction-to-time-slot-settings/ "Introduction to Time slot settings") is too big.

[Learn more about Workload rules](https://help.oncehub.com/scheduleonce/event-types-booking-pages/timeslot-settings/workload-rules/ "Workload rules")

### No Booking pages have been included in your Master page

[Section titled “No Booking pages have been included in your Master page”](#no-booking-pages-have-been-included-in-your-master-page)

You have not included any Booking pages in the Master page. To include a Booking page in your Master page, select the relevant Master page → **Assignment.** Then, add Booking pages.

Caution

If any of the Booking pages that have been added to your Master page are affected by one of the configuration issues described above, the “No times are currently available” message will be displayed.

# Master Pages Resource Pools

> Master Pages Resource Pools documentation and guides.

[Resource Pools](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/)

[Panel Meetings](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/panel-meetings/)

[Master Pages](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/)

# Master Pages

> Master Pages documentation and guides.

[Master pages: Overview](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-pages-overview)

[Introduction to Master pages](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/introduction-to-master-pages)

[Creating a Master page](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/creating-master-page)

[Assignment with team or panel pages](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/assignment-with-team-or-panel-pages)

[Conflicting settings when using team or panel pages](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/conflicting-settings-when-using-team-or-panel-pages)

[Master pages: Event types and assignment](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-pages-event-types-and-assignment)

[Master pages: Labels and instructions](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-pages-labels-and-instructions)

[Master pages: Public content](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-pages-public-content)

[Using Booking page tags in Master pages](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/using-booking-page-tags-in-master-pages)

[Master page scenarios](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-page-scenarios)

[Master page scenario: Team or panel page](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-page-scenario-team-or-panel-page)

[Booking pages first (Event types second)](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/booking-pages-first-event-types-second)

[Booking pages only (without Event types)](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/booking-pages-only-without-event-types)

[Event types first (Booking pages second)](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/event-types-first-booking-pages-second)

[Disabling your Master page](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/disabling-your-master-page)

# Assignment with team or panel pages

> With OnceHub, you can automatically distribute bookings to Team members according to rules you define.

With OnceHub, you can automatically distribute bookings to Team members according to rules you define. Rules can be defined for [Master pages](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/introduction-to-master-pages/ "Introduction to Master Pages") using [team or panel pages](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-page-scenario-team-or-panel-page/ "Master page scenario: Team or panel pages").

[Assignment with team or panel pages](https://www.youtube-nocookie.com/embed/Ssnc5V_bDns?wmode=opaque)

Tip

When you use a Master page with team or panel pages, you can also [generate one-time links](https://help.oncehub.com/scheduleonce/sharing-publishing/general-one-time-links/using-one-time-links/ "Using One-time links with your Master page") which are good for one booking only, eliminating any chance of unwanted repeat bookings. A Customer who receives the link will only be able to use it for the intended booking and will not have access to your underlying [Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages"). One-time links [can be personalized](https://help.oncehub.com/scheduleonce/sharing-publishing/personalized-links/using-personalized-links/ "Using Personalized links"), allowing the Customer to pick a time and schedule without having to fill out the [Booking form](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-forms-redirect/collecting-customer-data-with-booking-forms/ "Collecting Customer data with Booking forms").

In this article, you’ll learn about using Master pages with the team or panel page scenario.

## Requirements

[Section titled “Requirements”](#requirements)

To set up a Master page with team or panel pages, you must be a OnceHub Administrator.

## Setting up a Master page with a team or panel page scenario

[Section titled “Setting up a Master page with a team or panel page scenario”](#setting-up-a-master-page-with-a-team-or-panel-page-scenario)

1. [Create a Master page](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/creating-master-page/ "Creating a Master Page") by clicking the Plus button ![](https://help.oncehub.com/_astro/1549027629360.B4BKlJvK_2wtq95.webp) in the **Master pages** pane.

2. In the [Scenario](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-page-scenarios/ "Master page scenarios") field of the **New Master page** pop-up, select the [Team or panel page](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-page-scenario-team-or-panel-page/ "Master page scenario: Team or panel pages") scenario (Figure 1). ![](https://help.oncehub.com/_astro/screen-shot-2021-01-26-at-23937-pm.DB_dFY0-_Z2gLhPM.webp)Figure 1: New Master page pop-up

3. Populate the pop-up with a **Public name**, **Internal label**, **Public link**, and an image if you choose. Then, click **Save & Edit**. You’ll be redirected to the [Master page Overview section](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-pages-overview/ "Master page: Overview section") to continue editing your settings.

4. Go to the [Event types and assignment section](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-pages-event-types-and-assignment/ "Master Page: Event types and assignment section") of the Master page.

5. Click **Add Event type**. ![](https://help.oncehub.com/_astro/screen-shot-2021-01-27-at-45924-am.BCkOGWgu_ZfRF8a.webp)Figure 2: Add Event type to a Master page

6. Select which Event types will be offered on your Master page (Figure 3). Master pages with team or panel pages can only include Event types configured to [Automatic booking](https://help.oncehub.com/scheduleonce/event-types-booking-pages/scheduling-options/automatic-booking-or-booking-with-approval/ "Automatic booking or Booking with approval") and Single sessions. [Learn more about conflicting settings when using team or panel pages](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/conflicting-settings-when-using-team-or-panel-pages/ "Conflicting settings when using team or panel pages")

7. Next, use the [Booking assignment](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/panel-meetings/booking-owners/ "Booking assignment") drop-down to select who will provide your Event types. The Booking assignment can be a specific Booking page or a Resource pool.

8. If your Event type requires multiple team members from your organization, use the [Additional team members](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/panel-meetings/additional-team-members/ "Additional Team Members") drop-down to add them.

   Note

   **Note**The same Resource pool cannot be selected as the Booking assignment and as the Additional team member in a single rule. [Learn more about conflicting settings when using team or panel pages](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/conflicting-settings-when-using-team-or-panel-pages/ "Conflicting settings when using team or panel pages").

9. Reorder the Event types to make sure they appear on your Master page in the order that you want. You can move a row up or down by clicking on the left side of the row and dragging to the position you want (Figure 4). ![](https://help.oncehub.com/_astro/screen-shot-2021-01-26-at-25904-pm.Bf7KRGre_UuuCo.webp)Figure 3: Click and drag a row to reorder

10. Click **Save**.

## Scenarios with team or panel pages

[Section titled “Scenarios with team or panel pages”](#scenarios-with-team-or-panel-pages)

There are a wide variety of scenarios that team or panel pages allow you to create. Here are some of the most common.

### One-on-one meetings with prospects and Customers

[Section titled “One-on-one meetings with prospects and Customers”](#one-on-one-meetings-with-prospects-and-customers)

When you conduct one-on-one meetings with prospects and Customers, you may have multiple team members who are capable of conducting the meetings. For example, your Account Executives might conduct product demos, or your Customer Success Managers might conduct onboarding sessions.

Using team or panel pages, bookings can be automatically assigned to team members in a [Resource pool](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/introduction-to-resource-pools/ "Introduction to ScheduleOnce Resource pools"). Bookings will be assigned according to the distribution method you choose for the pool, whether via [Round robin](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/round-robin-distribution-method/ "Resource pool distribution method: Round robin"), [Pooled availability](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/pooled-availability-distribution-method/ "Resource pool distribution method: Pooled availability"), or [Pooled availability with priority](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/resource-pool-distribution-method-pooled-availability-with-priority/ "Resource pool distribution method: Pooled availability with priority").

### Meetings with multiple team members simultaneously

[Section titled “Meetings with multiple team members simultaneously”](#meetings-with-multiple-team-members-simultaneously)

You may offer meetings that need the participation of multiple team members from your organization. For example, a consulting firm might need a team of consultants to attend a meeting, or a university conducting admissions interviews might need multiple faculty members and professors to attend the interview.

With team or panel pages, you can create [Panel meetings](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/panel-meetings/introduction-to-panel-meetings/ "Introduction to Panel meetings") with multiple team members. Each Panel meeting has a [Booking assignment](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/panel-meetings/booking-owners/ "Booking assignment") that determines the owner of the meeting. You can select any number of [Additional team members](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/panel-meetings/additional-team-members/ "Additional Team Members") to participate in the meeting. You can select specific Booking pages to participate in your meetings, or [Resource pools](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/resource-pools-overview/) to automatically assign a team member. When Customers visit your Master page, they will only see availability for the possible panel combinations.

### Scheduling one-off meetings using one-time links

[Section titled “Scheduling one-off meetings using one-time links”](#scheduling-one-off-meetings-using-one-time-links)

When you use a Master page with team or panel pages, you can [generate one-time links](https://help.oncehub.com/scheduleonce/sharing-publishing/general-one-time-links/using-one-time-links/ "Using One-time links with your Master page") which you can send to your Customers to schedule bookings with you.[](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-page-scenario-team-or-panel-page/ "Master page scenario: Rule-based assignment")[](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/assignment-with-team-or-panel-pages/ "Rule-based assignment: Dynamic rules") One-time links are good for one booking only, eliminating any chance of unwanted repeat bookings. A Customer who receives the link will only be able to use it for the intended booking and will not have access to your underlying [Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages").

For example, you may have a Customer who wants to schedule a Support meeting to resolve a specific issue. However, you want to restrict access to your Support team because their time is limited. You can send this Customer a one-time link to schedule a booking for this specific issue.

After the Customer schedules the booking, they won’t be able to use that one-time link to schedule bookings for any other issues.

# Booking pages first (Event types second)

> Master pages with Booking pages first (Event types second) allow Customers to first select which Booking page they prefer.

[Booking pages first (Event types second)](https://www.youtube-nocookie.com/embed/lA0FCpzqWcc?wmode=opaque)

[Master pages](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/introduction-to-master-pages/ "Introduction to Master pages") with Booking pages first (Event types second) allow Customers to first select which [Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages") they prefer. They can then choose an [Event type](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/creating-an-event-type/ "Creating an Event type") from the ones that are associated with that Booking page. Finally, the Customer schedules the meeting. The [preexisting associations between Booking pages and Event types](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/adding-event-types-to-booking-pages/ "Adding Event types to Booking pages") determine which Event types are offered on your Master page.

Tip

If you would like to [generate one-time links](https://help.oncehub.com/scheduleonce/sharing-publishing/general-one-time-links/using-one-time-links/ "Using one-time links with your Master page") which are good for one booking only, you should use a Master page using [Rule-based assignment](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-page-scenario-team-or-panel-page/ "Master page scenario: Rule-based assignment") with [Dynamic rules](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/assignment-with-team-or-panel-pages/ "Rule-based assignment: Dynamic rules").

One-time links eliminate any chance of unwanted repeat bookings. A Customer who receives the link will only be able to use it for the intended booking and will not have access to your underlying [Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages"). One-time links [can be personalized](https://help.oncehub.com/scheduleonce/sharing-publishing/personalized-links/using-personalized-links/ "Using Personalized links"), allowing the Customer to pick a time and schedule without having to fill out the [Booking form](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-forms-redirect/collecting-customer-data-with-booking-forms/ "Collecting Customer data with Booking forms"). [Learn more about one-time links](https://help.oncehub.com/scheduleonce/sharing-publishing/general-one-time-links/using-one-time-links/ "Using one-time links with your Master page")

In this article, you’ll learn about Master pages with Booking pages first.

## The Customer flow

[Section titled “The Customer flow”](#the-customer-flow)

![](https://help.oncehub.com/_astro/tool-tip-2-1.C5UG3DZ__Z11hOYT.webp)Figure 1: Customer flow for Booking pages first. With Booking pages types first, the Customer first selects the Booking page they prefer and then chooses from the Event types offered by that Booking page.

After selecting an Event type, the Customer is presented with the availability of the Booking page they selected. They can choose a date and time and schedule the meeting.

Note

If there is only one Booking page included in the Master page, the Customer skips the Booking page selection step. They move directly to choosing an Event type.

If the selected [Booking page offers only one Event type](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/adding-event-types-to-booking-pages/ "Adding Event types to Booking pages"), the Customer skips the Event type selection step and moves directly to choosing a time slot.

## Requirements

[Section titled “Requirements”](#requirements)

To create a Master page with a Booking pages first scenario, you must be a OnceHub Administrator.

## Setting up a Master page with Booking pages first

[Section titled “Setting up a Master page with Booking pages first”](#setting-up-a-master-page-with-booking-pages-first)

1. [Create a Master page](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/creating-master-page/ "Creating a Master page") by clicking the Plus button ![](https://help.oncehub.com/_astro/1549027629360.B4BKlJvK_2wtq95.webp) in the **Master pages** pane.
2. In the [Scenario](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-page-scenarios/ "Master page scenarios") field of the **New Master page** pop-up (Figure 2), select **Booking pages first (Event types second)**. ![](https://help.oncehub.com/_astro/1564149827644.DU-n-3_h_bmGs6.webp)Figure 2: New Master page pop-up
3. Populate the pop-up with a **Public name**, **Internal label**, **Public link**, and an image if you choose. Then click **Save & Edit**. You’ll be redirected to the [Master page Overview section](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-pages-overview/ "Master page: Overview section") to continue editing your settings.
4. Go to the [Assignment section](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-pages-event-types-and-assignment/ "Master page: Assignment section") of the Master page.
5. Use the drop-down menu to select the Booking pages that you want to include in the Master page (Figure 3). Only [Booking pages associated with Event types](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/adding-event-types-to-booking-pages/ "Adding Event types to Booking pages") can be included in this Master page.![](https://help.oncehub.com/_astro/masterpageeventtypessecond-add.BDvJbI8P_ZLGDGU.webp)Figure 3: Add Booking pages
6. In the **Assignment upon reschedule** section (Figure 4), you can choose to assign a rescheduled booking to the same Booking page it was originally assigned to it. To enable this, check the box marked **Reschedule is only possible on the page on which the booking was made**. ![](https://help.oncehub.com/_astro/1558447644226.t-32gfzG_1eURN4.webp)Figure 4: Assignment upon reschedule enabled
7. Click **Save**.

# Booking pages only (without Event types)

> Master pages with Booking pages only (without Event types) allow Customers to only select which Booking page they prefer.

[Booking pages only (without Event types)](https://www.youtube-nocookie.com/embed/ToeaPtEKRqQ?wmode=opaque)

[Master pages](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/introduction-to-master-pages/ "Introduction to Master pages") with Booking pages only (without Event types) allow Customers to only select which [Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages") they prefer. Bookings are assigned according to the Customer’s selection. This option is useful if you don’t use [Event types](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/introduction-to-event-types/ "Introduction to Event types") and there are no shared settings between your Booking pages.

Tip

If you would like to [generate one-time links](https://help.oncehub.com/scheduleonce/sharing-publishing/general-one-time-links/using-one-time-links/ "Using one-time links with your Master page") which are good for one booking only, you should use a Master page using [Rule-based assignment](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-page-scenario-team-or-panel-page/ "Master page scenario: Rule-based assignment") with [Dynamic rules](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/assignment-with-team-or-panel-pages/ "Rule-based assignment: Dynamic rules").

One-time links eliminate any chance of unwanted repeat bookings. A Customer who receives the link will only be able to use it for the intended booking and will not have access to your underlying [Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages"). One-time links [can be personalized](https://help.oncehub.com/scheduleonce/sharing-publishing/personalized-links/using-personalized-links/ "Using Personalized links"), allowing the Customer to pick a time and schedule without having to fill out the [Booking form](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-forms-redirect/collecting-customer-data-with-booking-forms/ "Collecting Customer data with Booking forms"). [Learn more about one-time links](https://help.oncehub.com/scheduleonce/sharing-publishing/general-one-time-links/using-one-time-links/ "Using one-time links with your Master page")

In this article, you’ll learn about Master pages with Booking pages only.

## The Customer flow

[Section titled “The Customer flow”](#the-customer-flow)

![](https://help.oncehub.com/_astro/tool-tip-4-1.ry6u5H8c_2qKiI8.webp)Figure 1: Customer flow for Booking pages only With Booking pages only, the Customer selects a Booking page and is presented with the Booking page’s availability. The Customer then selects a date and time and schedules the meeting.

## Requirements

[Section titled “Requirements”](#requirements)

To create a Master page with a Booking pages only scenario, you must be a OnceHub Administrator.

## Setting up a Master page with Booking pages only

[Section titled “Setting up a Master page with Booking pages only”](#setting-up-a-master-page-with-booking-pages-only)

1. [Create a Master page](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/creating-master-page/ "Creating a Master Page") by clicking the Plus button ![](https://help.oncehub.com/_astro/1549027629360.B4BKlJvK_2wtq95.webp) in the **Master pages** pane.
2. In the [Scenario](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-page-scenarios/ "Master page scenarios") field of the **New Master page** pop-up (Figure 2), select **Booking pages only (without Event types)**. ![](https://help.oncehub.com/_astro/1564150053038.DJE0UvMV_1IJAOT.webp)Figure 2: New Master page pop-up
3. Populate the pop-up with a **Public name**, **Internal label**, **Public link**, and an image if you choose. Then click **Save & Edit**. You’ll be redirected to the [Master page Overview section](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-pages-overview/ "Master page: Overview section") to continue editing your settings.
4. Go to the [Assignment](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-pages-event-types-and-assignment/ "Master Page: Assignment section") section of the Master page.
5. Use the drop-down menu to select the Booking pages that you want to include in the Master page (Figure 3). Only Booking pages that are not associated with any Event types can be included in this Master page.![](https://help.oncehub.com/_astro/masterpageass3.CrvazNFe_Z1gvULU.webp)Figure 3: Add Booking pages to your Master page
6. Click **Save**.

# Conflicting settings when using team or panel pages

> Team or panel pages are not compatible with the following configuration settings and vice versa:

[Team or panel pages](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/assignment-with-team-or-panel-pages/ "Rule-Based Assignment: Team or panel pages") are not compatible with the following configuration settings and vice versa:

* [Booking with approval](https://help.oncehub.com/scheduleonce/event-types-booking-pages/scheduling-options/automatic-booking-or-booking-with-approval/ "Automatic booking or Booking with approval"): Team or panel pages do not work with Booking with approval mode. Team or panel pages can only work when your [Event type](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/introduction-to-event-types/ "Introduction to Event types") is set to Automatic booking mode.
* [Session packages](https://help.oncehub.com/scheduleonce/event-types-booking-pages/scheduling-options/session-packages/ "Session packages"): Team or panel pages do not work with Session packages. Team or panel pages can only work when your Event type is set to Single session.

Additionally, when setting up team or panel pages, please note the following restrictions:

* **An Event type can be used once per Master page**: Each Event type can only be selected once per [Master page](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/introduction-to-master-pages/ "Introduction to Master pages"). This means that each rule on a given Master page must have a different Event type.
* **A Resource pool can be used once per Event type**: Each [Resource pool](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/introduction-to-resource-pools/ "Introduction to Resource pools") can only be selected once per Event type. That means that Event types cannot have multiple Team members from the same Resource pool. If you are using [Panel meetings](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/panel-meetings/introduction-to-panel-meetings/ "Introduction to Panel Meetings"), you cannot select the same Resource pool for your [Booking assignment team member](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/panel-meetings/booking-owners/ "Booking assignment team member") and for your [Additional team members](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/panel-meetings/additional-team-members/ "Additional Team Members").
* **A Booking page can be used once per Event type:** Each [Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages") can only be selected once per Event type. That means that if you are using [Panel meetings](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/panel-meetings/introduction-to-panel-meetings/ "Introduction to Panel Meetings"), you cannot select the same Booking page for your Booking assignment team member and for your Additional team members.

# Creating a Master page

> Master pages allow you to combine multiple Booking pages and Event types into one point of access for your Customers, providing support for a wide range of s...

[Master pages](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/introduction-to-master-pages/ "Introduction to Master pages") allow you to combine multiple [Booking pages](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages") and [Event types](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/introduction-to-event-types/ "Introduction to Event types") into one point of access for your Customers, providing support for a wide range of scheduling scenarios.

When you create a Master page, you can it set up so that Customers can select the Team member they want to book with, or set it up so that bookings are [automatically assigned to Team members](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-page-scenario-team-or-panel-page/ "Master page scenario: Rule-based assignment") according to rules you create. Alternatively, you can create a Master page that combines Booking pages representing different locations or channels. You can create as many Master pages as you need to meet your organization’s requirements.

![](https://help.oncehub.com/_astro/1561557346454.DK3WrYw5_mXjFc.webp)Figure 1: Master page Overview

In this article, you’ll learn how to create a Master page.

Tip

If you would like to [generate one-time links](https://help.oncehub.com/scheduleonce/sharing-publishing/general-one-time-links/using-one-time-links/ "Using one-time links with your Master page") which are good for one booking only, you should use a Master page using [Rule-based assignment](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-page-scenario-team-or-panel-page/ "Master page scenario: Rule-based assignment") with [Dynamic rules](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/assignment-with-team-or-panel-pages/ "Rule-based assignment: Dynamic rules").

One-time links eliminate any chance of unwanted repeat bookings. A Customer who receives the link will only be able to use it for the intended booking and will not have access to your underlying [Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages"). One-time links [can be personalized](https://help.oncehub.com/scheduleonce/sharing-publishing/personalized-links/using-personalized-links/ "Using Personalized links"), allowing the Customer to pick a time and schedule without having to fill out the [Booking form](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-forms-redirect/collecting-customer-data-with-booking-forms/ "Collecting Customer data with Booking forms").

## Requirements

[Section titled “Requirements”](#requirements)

To create a Master page, you must be a OnceHub Administrator.

## Creating a Master page

[Section titled “Creating a Master page”](#creating-a-master-page)

1. **Booking pages** on the left.

2. Click the Plus button ![](https://help.oncehub.com/_astro/1553063063610.CloOhurK_ZhgFyL.webp) in the **Master pages** pane.

3. The **New Master page** pop-up will appear (Figure 2). ![](https://help.oncehub.com/_astro/1564148931491.BogE045E_TRrbg.webp)Figure 2: New Master page pop-up

4. Define the properties for your Master page.

   * **Public name:** The Public name is visible to Customers as the page title. It can be changed at any time in the [Public content section](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-pages-public-content/ "Master Page: Public Content section").
   * **Internal label:** The Internal label is only visible internally, and not visible to your Customers. A recognizable label is recommended because the Master page will be identified with this label throughout your OnceHub app. It can be changed at any time in the Master Page [Overview section](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-pages-overview/ "Master Page: Overview section").
   * **Public link:** The Public link is the link used by Customers to access the page. It must be unique and include at least four characters. It can be changed at any time in the Overview section. [Learn more about Public links](https://help.oncehub.com/scheduleonce/sharing-publishing/general-one-time-links/using-general-links/ "Using General links")

5. Select your [Master page scenario](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-page-scenarios/ "Master page scenarios"). This determines your Master page’s scheduling flow. Master pages can have one of four different flows.

   * [**Team or panel page**](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-page-scenario-team-or-panel-page/ "Team or panel page"): Customers select a time and bookings are automatically assigned to Team members according to the rules that you define in the Master page [Assignment section](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-pages-event-types-and-assignment/ "Master page: Assignment section").

   * [**Event types first**](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/event-types-first-booking-pages-second/ "Event types first (Booking pages second)"): Customers first select an Event type, then they are presented with the Booking pages that provide that Event type. Once they select a Booking page, they will be presented with time slots based on that Booking page’s availability.

   * [**Booking pages first**](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/booking-pages-first-event-types-second/ "Booking pages first (Event types second)"): Customers first select a Booking page, then they are presented with the Event types offered by that Booking page. Once they select an Event type, they are presented with the availability of the Booking page they selected.

   * [**Booking pages only**](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/booking-pages-only-without-event-types/ "Booking pages only (without Event types)")**:** Customers select a Booking page. Then, they are presented with the Booking page’s availability. This option is useful if you don’t use Event types and there are no shared settings between your Booking pages.

     Note

     **Note**The scenario cannot be changed after you create a Master page.

6. Add an **Image or photo** to your page. This will be visible to Customers. It can be changed at any time in the [Public content section](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-pages-public-content/ "Master Page: Public Content section").

7. Click **Save & Edit**.

You’re all set! You’ll be redirected to the [Master page Overview section](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-pages-overview/ "Master Page: Overview section") to continue editing your settings.

# Disabling your Master page

> If you don't want to accept bookings on your Master page but don't want to delete it, you can disable it instead.

If you don’t want to accept bookings on your [Master page](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/introduction-to-master-pages/ "Introduction to Master pages") but don’t want to delete it, you can disable it instead. When you disable your Master page, your settings remain intact and you can enable it again at any time.

In this article, you’ll learn how to disable your Master page.

## Disabling your Master page

[Section titled “Disabling your Master page”](#disabling-your-master-page)

1. Go to **Booking pages** on the left.
2. Select the specific Master page that would like to disable.
3. In the Master page [Overview section](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-pages-overview/ "Master Page: Overview section"), set the **Accept bookings** toggle to OFF (Figure 1). ![](https://help.oncehub.com/_astro/1561716974006.001s-L_s_u2kDW.webp)Figure 1: Accept bookings toggle set to OFF

Note

If you want to completely delete your Master page, go to **Booking pages** on the left, click the action menu (three dots) of the relevant Master page, and select **Delete**.

When you delete your Master page, all the settings associated with the page are permanently deleted too.

## Effects of disabling your Master page

[Section titled “Effects of disabling your Master page”](#effects-of-disabling-your-master-page)

When your Master page is disabled, Customers are not able to make new bookings or to reschedule or cancel existing bookings.

* The [Public content section](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-pages-public-content/ "Master Page: Public Content section") is still visible to your Customers whether your page is enabled or disabled. This means that you may need to consider changing your personal message.
* An alert message is shown on the Master page Overview section with a link to re-enable the page.
* The status of the Master page is indicated as **\[Disabled]** in the Master page list (Figure 2). ![](https://help.oncehub.com/_astro/1561556917910.7RxWQ7uM_LOaIE.webp)Figure 2: Master page list
* The following message is shown to Customers when they try to scheduling a booking using the Master page (Figure 3). ![](https://help.oncehub.com/_astro/1561557062817.CUaI2RFO_1lgP7G.webp)Figure 3: No times are currently available message

# Event types first (Booking pages second)

> Master pages with Event types first (Booking pages second) allow Customers to first select which Event type they prefer.

[Event types first (Booking pages second)](https://www.youtube-nocookie.com/embed/iOUAFhU9xFY?wmode=opaque)

[Master pages](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/introduction-to-master-pages/ "Introduction to Master pages") with Event types first (Booking pages second) allow Customers to first select which [Event type](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/introduction-to-event-types/ "Introduction to Event types") they prefer. They can then choose a [Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages") from the ones that are [associated with that Event type](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/adding-event-types-to-booking-pages/ "Adding Event types to Booking pages"). Finally, the Customer schedules the meeting. The [pre-existing associations between Booking pages and Event types](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/adding-event-types-to-booking-pages/ "Adding Event types to Booking pages") determine which Event types are offered on your Master page.

Tip

If you would like to [generate one-time links](https://help.oncehub.com/scheduleonce/sharing-publishing/general-one-time-links/using-one-time-links/ "Using one-time links with your Master page") which are good for one booking only, you should use a Master page using [team or panel pages](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-page-scenario-team-or-panel-page/ "Master page scenario: Team or panel pages").

One-time links eliminate any chance of unwanted repeat bookings. A Customer who receives the link will only be able to use it for the intended booking and will not have access to your underlying [Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages"). One-time links [can be personalized](https://help.oncehub.com/scheduleonce/sharing-publishing/personalized-links/using-personalized-links/ "Using Personalized links"), allowing the Customer to pick a time and schedule without having to fill out the [Booking form](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-forms-redirect/collecting-customer-data-with-booking-forms/ "Collecting Customer data with Booking forms"). [Learn more about one-time links](https://help.oncehub.com/scheduleonce/sharing-publishing/general-one-time-links/using-one-time-links/ "Using one-time links with your Master page")

In this article, you’ll learn about Master pages with Event types first.

## The Customer flow

[Section titled “The Customer flow”](#the-customer-flow)

![](https://help.oncehub.com/_astro/1558102301809.CywQUu7y_Z1ypQFR.webp)Figure 1: Customer flow for Event types first

With Event types first, the Customer first selects the Event type they prefer and then chooses from the Booking pages that provide that Event type.

After selecting a Booking page, the Customer is presented with the availability of the Booking page they selected. They can choose a date and slot and schedule the meeting.

Note

If there is only one Event type included in the Master page, the Customer skips selecting an Event type, moving directly to choosing a Booking page.

If only one Booking page provides the selected Event type, the Customer skips selecting a Booking page, moving directly to choosing a time slot.

## Requirements

[Section titled “Requirements”](#requirements)

To create a Master page with an Event types first scenario, you must be a OnceHub Administrator.

## Setting up the Master page with Event types first

[Section titled “Setting up the Master page with Event types first”](#setting-up-the-master-page-with-event-types-first)

1. [Create a Master page](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/creating-master-page/ "Creating a Master Page") by clicking the Plus button ![](https://help.oncehub.com/_astro/1549027629360.B4BKlJvK_2wtq95.webp) in the **Master pages** pane.
2. In the [Scenario](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-page-scenarios/ "Master page scenarios") field of the **New Master page** pop-up (Figure 2), select **Event types first**. ![](https://help.oncehub.com/_astro/screen-shot-2021-01-28-at-22947-am.DikG435e_2nzOSv.webp)Figure 2: New Master page pop-up
3. Populate the pop-up with a **Public name**, **Internal label**, **Public link**, and an image if you choose. Then click **Save & Edit**. You’ll be redirected to the [Master page **Overview** section](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-pages-overview/ "Master page: Overview section") to continue editing your settings.
4. Go to the [**Event types and assignment**](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-pages-event-types-and-assignment/ "Master Page: Assignment section") section of the Master page.
5. Use the drop-down menu to select the Booking pages that you want to include in the Master page (Figure 3). Only [Booking pages associated with Event types](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/adding-event-types-to-booking-pages/ "Adding Event types to Booking pages") can be included in this Master page. ![](https://help.oncehub.com/_astro/1558515406508.DkVC8T0U_Z1I6So.webp)Figure 3: Add Booking pages to your Master page
6. In the **Assignment upon reschedule** section (Figure 4), you can choose to assign a rescheduled booking to the same Booking page it was originally assigned to it. To enable this, check the box marked **Reschedule is only possible on the page on which the booking was made**. ![](https://help.oncehub.com/_astro/1558447644226.t-32gfzG_1eURN4.webp)Figure 4: Assignment upon reschedule enabled
7. Click **Save**.

# Introduction to Master pages

> Master pages allow you to combine multiple Booking pages and Event types into one point of access for your Customers, providing support for a wide range of s...

Master pages allow you to combine multiple [Booking pages](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages") and [Event types](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/introduction-to-event-types/ "Introduction to Event types") into one point of access for your Customers, providing support for a wide range of scheduling scenarios. You can set up your Master page so that Customers can select the Team member they want to book with, or set it up so that bookings are [automatically assigned to Team members](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-page-scenario-team-or-panel-page/ "Master page scenario: Rule-based assignment") according to rules you create.

You can use Master pages for:

* Scheduling scenarios for organizations with multiple Team members and meeting types.
* Scheduling scenarios for individuals with multiple appointments types, locations, or channels.
* [One-time links](https://help.oncehub.com/scheduleonce/sharing-publishing/general-one-time-links/using-one-time-links/ "Using one-time links with your Master page") that are good for one booking only.
* Multiple [Master page scenarios](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-page-scenarios/ "Master page scenarios") such as [Event types first](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/event-types-first-booking-pages-second/ "Event types first (Booking pages second)") or [Booking pages first](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/booking-pages-first-event-types-second/ "Booking pages first (Event types second)").

## Master page sections

[Section titled “Master page sections”](#master-page-sections)

### Overview

[Section titled “Overview”](#overview)

The [Overview section](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-pages-overview/ "Master Page: Overview section") shows the main properties of the Master page. In the Overview section, you can find:

* The main settings for your Master page.
* Information about sharing and publishing your Master page.
* Which Booking pages and Event types are included on your Master page.

### Assignment

[Section titled “Assignment”](#assignment)

This is where you define the way that bookings will be assigned to Booking pages in your Master page. This section is different depending on which [scenario](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-page-scenarios/ "Master page scenarios") you selected for your Master page.

| **Scenario**                                 | **How bookings are assigned**                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                    |
| -------------------------------------------- | ---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| **Team or panel pages**                      | If your Master page scenario is [Team or panel page](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-page-scenario-team-or-panel-page/ "Team or panel pages"), the Event types and assignment section is where you create rules for how bookings will be assigned to Booking pages. Booking assignment is defined per Event type that you offer on your Master page. This allows for flexible setup that can be different for each Master page. You can also [generate one-time links](https://help.oncehub.com/scheduleonce/sharing-publishing/general-one-time-links/using-one-time-links/ "Using one-time links with your Master page") which are good for one booking only, eliminating any chance of unwanted repeat bookings.                                                                                        |
| **Booking pages first or Event types first** | If your Master page scenario is [Booking pages first](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/booking-pages-first-event-types-second/ "Booking pages first (Event types second)") or [Event types first](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/event-types-first-booking-pages-second/ "Event types first (Booking pages second)"), the Event types and assignment section is where you use the drop-down menu to select which Booking pages are included in your Master page. The drop-down only lists Booking pages that **are associated** with Event types. [Learn more about adding Event types to Booking pages](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/adding-event-types-to-booking-pages/ "Adding Event types to Booking pages") |
| **Booking pages only**                       | If your Master page scenario is [Booking pages only](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/booking-pages-only-without-event-types/ "Booking pages only (without Event types)"), the Event types and assignment section is where you use the drop-down menu to select which Booking pages will be included in your Master page. The drop-down will only list Booking pages that **are not associated** with Event types.                                                                                                                                                                                                                                                                                                                                                                                                 |

### Labels and instructions

[Section titled “Labels and instructions”](#labels-and-instructions)

This is where you define the public labels for the different entities in your Master page. You can also customize instructions that will help your Customers make the right selections during the scheduling process. [Learn more about Labels and Instructions](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-pages-labels-and-instructions/ "Master Page: Labels and Instructions section")

### Public content

[Section titled “Public content”](#public-content)

Here you can name your Master page and provide the details that your Customers see when they book with you. You can upload an image, edit the logo and design, and provide your contact details. [Learn more about Public content](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-pages-public-content/ "Master Page: Public Content section")

## One-time links

[Section titled “One-time links”](#one-time-links)

When you use a Master page using [team or panel pages](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-page-scenario-team-or-panel-page/ "Master page scenario: Team or panel pages"), you can [generate one-time links](https://help.oncehub.com/scheduleonce/sharing-publishing/general-one-time-links/using-one-time-links/ "Using one-time links with your Master page") which you can send to your Customers to book with you. One-time links are good for one booking only, eliminating any chance of unwanted repeat bookings.

A Customer who receives the link will only be able to use it for the intended booking and will not have access to your underlying [Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages"). When you create a one-time link, it’s automatically copied to your clipboard with one click, allowing you to quickly generate multiple one-time links that can be sent to different Customers. One-time links [can be personalized](https://help.oncehub.com/scheduleonce/sharing-publishing/personalized-links/using-personalized-links/ "Using Personalized links"), allowing the Customer to pick a time and schedule without having to fill out the [Booking form](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-forms-redirect/collecting-customer-data-with-booking-forms/ "Collecting Customer data with Booking forms").

[Learn more about using one-time links](https://help.oncehub.com/scheduleonce/sharing-publishing/general-one-time-links/using-one-time-links/ "Using one-time links with your Master page")

# Master page scenario: Team or panel page

> When your Master page uses team or panel pages, you can set up specific rules to define which Team member is assigned to a booking.

When your Master page uses team or panel pages, you can set up specific rules to define which Team member is assigned to a booking.

## Team or panel pages

[Section titled “Team or panel pages”](#team-or-panel-pages)

Booking assignment is defined per Event type offered on your Master page. Each Event type can be provided by a specific Booking page, or a member of a [Resource pool](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/introduction-to-resource-pools/ "Introduction to ScheduleOnce Resource pools"), allowing you to dynamically assign bookings to your team. This allows for flexible setup that can be different for each Master page.

You can also [generate one-time links](https://help.oncehub.com/scheduleonce/sharing-publishing/general-one-time-links/using-one-time-links/ "Using One-time links with your Master page") which are good for one booking only, eliminating any chance of unwanted repeat bookings. A Customer who receives the link will only be able to use it for the intended booking and will not have access to your underlying [Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages"). One-time links [can be personalized](https://help.oncehub.com/scheduleonce/sharing-publishing/personalized-links/using-personalized-links/ "Using Personalized links"), allowing the Customer to pick a time and schedule without having to fill out the [Booking form](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-forms-redirect/collecting-customer-data-with-booking-forms/ "Collecting Customer data with Booking forms"). [Learn more about using one-time links](https://help.oncehub.com/scheduleonce/sharing-publishing/general-one-time-links/using-one-time-links/ "Using one-time links with your Master page")

Note

Master pages using the Team or panel page scenario do not work with Event types that have [Booking with approval](https://help.oncehub.com/scheduleonce/event-types-booking-pages/scheduling-options/automatic-booking-or-booking-with-approval/ "Automatic booking or Booking with approval") or [Session packages](https://help.oncehub.com/scheduleonce/event-types-booking-pages/scheduling-options/session-packages/ "Session packages") enabled.

## The Customer scheduling flow

[Section titled “The Customer scheduling flow”](#the-customer-scheduling-flow)

![](https://help.oncehub.com/_astro/1558102180068.BHXhA_Wq_1UxgO2.webp)Figure 1: Team or panel pages

First, Customers select an Event type. Then, they are presented with all available times. Once they select a date and time, the booking is automatically assigned to a Team member or members according to the rules you defined.

[](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/assignment-with-team-or-panel-pages/ "Rule-based assignment: Dynamic rules")

[Learn more about team or panel pages](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/assignment-with-team-or-panel-pages/ "Rule-based assignment: Team or panel pages")

Note

If there is only one Event type included in the Master page, the Customer skips selecting an [Event type](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/introduction-to-event-types/ "Introduction to Event types") and moves directly to choosing a time slot.

# Master page scenarios

> Master pages are a flexible tool that you can use to unite your Booking pages into a single point of access for your Customers.

[Master pages](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/introduction-to-master-pages/ "Introduction to Master pages") are a flexible tool that you can use to unite your [Booking pages](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages") into a single point of access for your Customers. OnceHub offers four different Master page scenarios, providing support for a wide range of scheduling scenarios. The Master page scenario determines the way in which bookings are assigned to Booking pages in your Master page.

## Master page scenario options

[Section titled “Master page scenario options”](#master-page-scenario-options)

The four scenarios you can choose from are:

* [Rule-based assignment](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-page-scenario-team-or-panel-page/ "Master page scenario: Rule-based assignment")
* [Booking pages first](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/booking-pages-first-event-types-second/ "Booking pages first (Event types second)")
* [Event types first](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/event-types-first-booking-pages-second/ "Event types first (Booking pages second)")
* [Booking pages only](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/booking-pages-only-without-event-types/ "Booking pages only (without Event types)")

When you create a new Master page, you choose which scenario you would like to use. This setting cannot be edited after the page is created, so it is important that you choose the right scenario for your needs.

Tip

If you would like to [generate one-time links](https://help.oncehub.com/scheduleonce/sharing-publishing/general-one-time-links/using-one-time-links/ "Using one-time links with your Master page") which are good for one booking only, you should use a Master page using [Rule-based assignment](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-page-scenario-team-or-panel-page/ "Master page scenario: Rule-based assignment") with [Dynamic rules](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/assignment-with-team-or-panel-pages/ "Rule-based assignment: Dynamic rules").

One-time links eliminate any chance of unwanted repeat bookings. A Customer who receives the link will only be able to use it for the intended booking and will not have access to your underlying [Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages"). One-time links [can be personalized](https://help.oncehub.com/scheduleonce/sharing-publishing/personalized-links/using-personalized-links/ "Using Personalized links"), allowing the Customer to pick a time and schedule without having to fill out the [Booking form](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-forms-redirect/collecting-customer-data-with-booking-forms/ "Collecting Customer data with Booking forms"). [Learn more about one-time links](https://help.oncehub.com/scheduleonce/sharing-publishing/general-one-time-links/using-one-time-links/ "Using one-time links with your Master page")

## Master page scenario: Rule-based assignment

[Section titled “Master page scenario: Rule-based assignment”](#master-page-scenario-rule-based-assignment)

![](https://help.oncehub.com/_astro/1558102180068.BHXhA_Wq_1UxgO2.webp)Figure 1: Rule-based assignment

With this scenario, Customers first select an [Event type](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/introduction-to-event-types/ "Introduction to Event types") and a meeting time. Bookings are then automatically assigned to Team members according to the rules that you define.

* With Dynamic rules, booking assignment is defined per event type that you offer on your Master page. This allows for flexible setup that can be different per Master page. You can also [generate one-time links](https://help.oncehub.com/scheduleonce/sharing-publishing/general-one-time-links/using-one-time-links/ "Using one-time links with your Master page") which are good for one booking only, eliminating any chance of unwanted repeat bookings.
* With Static rules, bookings are assigned according to global settings. In this case, meeting providers are determined by the [associations you create between Event types and Booking pages](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/adding-event-types-to-booking-pages/ "Adding Event types to Booking pages"). This means that you can only offer Event types that are associated with the Booking pages included on your Master page.

[Learn more about Rule-based assignment](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-page-scenario-team-or-panel-page/ "Rule-Based Assignment")

## Master page scenario: Event types first

[Section titled “Master page scenario: Event types first”](#master-page-scenario-event-types-first)

![](https://help.oncehub.com/_astro/1558102301809.CywQUu7y_Z1ypQFR.webp)Figure 2: Event types first

With this scenario, the Customer first selects which Event type they prefer. They are then presented with the Booking pages that provide that Event type. Once the Customer selects a Booking page, they are presented with the Booking page’s availability and can select a time.

[Learn more about Event types first](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/event-types-first-booking-pages-second/ "Event types first (Booking pages second)")

## Master page scenario: Booking pages first

[Section titled “Master page scenario: Booking pages first”](#master-page-scenario-booking-pages-first)

![](https://help.oncehub.com/_astro/1558102323328.CBcMyuBH_ZsiLJB.webp)Figure 3: Booking pages first

With this scenario, the Customer first selects the Booking page they prefer. They are presented with the Event types offered by that Booking page. Once they select an Event type, they are presented with the availability of the Booking page they selected and can choose a time.

[Learn more about Booking pages first](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/booking-pages-first-event-types-second/ "Booking pages first (Event types second)")

## Master page scenario: Booking pages only

[Section titled “Master page scenario: Booking pages only”](#master-page-scenario-booking-pages-only)

![](https://help.oncehub.com/_astro/1558102332422.DjbwF0mX_Rexv6.webp)Figure 4: Booking pages only

With this scenario, Customers select a Booking page and are presented with the Booking page’s availability. This option is useful if you do not use Event types and there are no shared settings between your Booking pages.

[Learn more about Booking pages only](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/booking-pages-only-without-event-types/ "Booking pages only (without Event types)")

# Master pages: Event types and assignment

> The Event types and assignment section of a Master page is where you determine how the bookings made on the Master page will be assigned to your Team members.

The **Event types and assignment** section of a [Master page](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/introduction-to-master-pages/ "Introduction to Master pages") is where you determine how the bookings made on the Master page will be assigned to your Team members. This section is different depending on [which scenario](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-page-scenarios/ "Master page scenarios") you selected for your Master page.

The four scenarios you can choose from are:

* [Team or panel page](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-page-scenario-team-or-panel-page/ "Master page scenario: Team or panel pages")
* [Booking pages first](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/booking-pages-first-event-types-second/ "Booking pages first (Event types second)")
* [Event types first](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/event-types-first-booking-pages-second/ "Event types first (Booking pages second)")
* [Booking pages only](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/booking-pages-only-without-event-types/ "Booking pages only (without Event types)")

Tip

If you would like to [generate one-time links](https://help.oncehub.com/scheduleonce/sharing-publishing/general-one-time-links/using-one-time-links/ "Using one-time links with your Master page") which are good for one booking only, you should use a Master page using a [Team or panel page](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-page-scenario-team-or-panel-page/ "Master page scenario: Team or panel pages").

One-time links eliminate any chance of unwanted repeat bookings. A Customer who receives the link will only be able to use it for the intended booking and will not have access to your underlying [Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages"). One-time links [can be personalized](https://help.oncehub.com/scheduleonce/sharing-publishing/personalized-links/using-personalized-links/ "Using Personalized links"), allowing the Customer to pick a time and schedule without having to fill out the [Booking form](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-forms-redirect/collecting-customer-data-with-booking-forms/ "Collecting Customer data with Booking forms"). [Learn more about one-time links](https://help.oncehub.com/scheduleonce/sharing-publishing/general-one-time-links/using-one-time-links/ "Using one-time links with your Master page")

## Requirements

[Section titled “Requirements”](#requirements)

To define the **Event types and assignment** section of a Master page, you must be a OnceHub Administrator.

## Building a team or panel page

[Section titled “Building a team or panel page”](#building-a-team-or-panel-page)

The associations between Event types and Meeting providers are created on the Master page, allowing for a flexible setup that can be different for each Master page.

1. Go to the **Event types and assignment** section

2. Click **Add Event type**. ![](https://help.oncehub.com/_astro/screen-shot-2021-01-26-at-25904-pm.Bf7KRGre_UuuCo.webp)Figure 1: Add an Event-based rule

3. Select which [Event types](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/introduction-to-event-types/ "Introduction to Event types") will be offered in your Master page (Figure 1). Master pages with team or panel pages can only include Event types configured to [Automatic booking](https://help.oncehub.com/scheduleonce/event-types-booking-pages/scheduling-options/automatic-booking-or-booking-with-approval/ "Automatic booking or Booking with approval") and Single session. [Learn more about conflicting settings when using team or panel pages](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/conflicting-settings-when-using-team-or-panel-pages/ "Conflicting settings when using team or panel pages")

4. Next, use the [Booking assignment](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/panel-meetings/booking-owners/ "Booking assignment") drop-down to select who will provide your Event types. You can select a specific Booking page or a Resource pool.

5. If your Event type requires multiple team members from your organization, use the [Additional team members](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/panel-meetings/additional-team-members/ "Additional Team Members") drop-down to add them. These team members can be defined by selecting specific Booking pages or by selecting [Resource pools](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/introduction-to-resource-pools/ "Introduction to ScheduleOnce Resource pools").

   Note

   **Note** The same Resource pool cannot be selected as the Booking assignment and as the Additional team member in a single rule. [Learn more about conflicting settings when using team or panel pages](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/conflicting-settings-when-using-team-or-panel-pages/ "Conflicting settings when using team or panel pages")

6. Reorder the Event types to ensure they appear on your Master page in the order that you want. You can move a row up or down by clicking on the left side of the row and dragging to the position you want (Figure 2). ![](https://help.oncehub.com/_astro/screen-shot-2021-01-26-at-25904-pm.Bf7KRGre_UuuCo.webp)Figure 2: Click and drag a row to reorder

7. Click **Save**.

## Master pages with Event types first or Booking pages first

[Section titled “Master pages with Event types first or Booking pages first”](#master-pages-with-event-types-first-or-booking-pages-first)

1. Go to **Booking pages** on the left and select the relevant Master page.
2. Click on the **Event types and assignment** section of the Master page.
3. Use the drop-down menu to select the Booking pages that you want to include in the Master page (Figure 3). Only Booking pages that [are associated with Event types](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/adding-event-types-to-booking-pages/ "Adding Event types to Booking pages") can be selected. ![](https://help.oncehub.com/_astro/1558515406508.DkVC8T0U_Z1I6So.webp)Figure 3: Adding Booking pages to your Master page
4. In the **Assignment upon reschedule** section, you can choose to assign a rescheduled booking to the same Booking page it was originally assigned to it. To enable this, check the box marked **Reschedule is only possible on the page on which the booking was made**.
5. Click **Save**.

## Master pages with Booking pages only

[Section titled “Master pages with Booking pages only”](#master-pages-with-booking-pages-only)

1. Go to **Booking pages** on the left and select the relevant Master page.
2. Click on the **Event types and assignment** section of the Master page.
3. Use the drop-down menu to select the Booking pages that you want to include in the Master page (Figure 4). Only Booking pages that are not associated with any Event types can be included in this Master page. ![](https://help.oncehub.com/_astro/1559319807162.D3Hh7VpR_Z29mgp6.webp)Figure 4: Adding Booking pages to your Master page
4. Click **Save**.

# Master pages: Labels and instructions

> In the Master page Labels and instructions section, you can define the public labels for the different entities in your Master page.

In the Master page **Labels and instructions** section, you can define the public labels for the different entities in your [Master page](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/introduction-to-master-pages/ "Introduction to Master pages"). You can also customize instructions that will help your Customers make the right selections during the scheduling process.

You can access this section by going to to **Booking pages** on the left and select the relevant Master page **→** **Labels and instructions**.

Note

The settings vary based on the [Master page scenario](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-page-scenarios/ "Master page scenarios"), and whether you have public [categories](https://help.oncehub.com/scheduleonce/event-types-booking-pages/categories/introduction-to-categories/ "Introduction to Categories") in your account.

## Public label

[Section titled “Public label”](#public-label)

Public labels are Customer-facing and are displayed during the scheduling process as the Customer makes selections. They are also used in scheduling confirmation pages and emails. If you have public categories in your account, you can set their labels here as Customers will see them.

For example, if the [Event types](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/introduction-to-event-types/ "Introduction to Event types") in your Master page represent a product (Figure 1), then it will be listed as such in the confirmation page (Figure 2).

![](https://help.oncehub.com/_astro/labels-and-instructions-backend.DuBxU3jB_2rPU5f.webp)Figure 1: Adding a public label to an Event type

![](https://help.oncehub.com/_astro/labels-and-instructions-backend.DuBxU3jB_2rPU5f.webp)Figure 2: Booking confirmation page

## Selection instructions

[Section titled “Selection instructions”](#selection-instructions)

In this section, you tell Customers what they should select. This section and its contents are different depending on the [scenario](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-page-scenarios/ "Master page scenarios") you chose for your Master page. Only relevant fields will be displayed.

Specify the instructions to help your Customers understand what they are choosing. These instructions appear in the appropriate steps in the booking process.

For example, if you make the **Selection instructions for Event types** “Select a product” (Figure 3), then the title of the Event type selection step in the Customer scheduling flow will be “Select a product” (Figure 4).

![](https://help.oncehub.com/_astro/labels-and-instructions-backend.DuBxU3jB_2rPU5f.webp)Figure 3: Selection instructions section

![](https://help.oncehub.com/_astro/labels-and-instructions-backend.DuBxU3jB_2rPU5f.webp)Figure 4: Event type selection

# Master pages: Overview

> The Master page Overview section summarizes the main properties of the specific Master page. It includes the Master page's main settings, the Booking pages a...

The Master page **Overview** section summarizes the main properties of the specific [Master page](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/introduction-to-master-pages/ "Introduction to Master pages"). It includes the Master page’s main settings, the [Booking pages](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages") and [Event types](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/introduction-to-event-types/ "Introduction to Event types") associated with it, and [Share & Publish](https://help.oncehub.com/scheduleonce/sharing-publishing/general-one-time-links/introduction-to-general-and-one-time-links/) options.

Your Master page is enabled to accept bookings by default. You can [disable your Master page](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/disabling-your-master-page/ "Disabling your Master page") to stop accepting bookings by clicking the **Accept bookings** toggle in the top right.

![](https://help.oncehub.com/_astro/1561557346454.DK3WrYw5_mXjFc.webp)Figure 1: Master page Overview section

To switch between the Overview sections of different Master pages without returning to **Booking pages scheduling** **setup**, use the shortcut drop-down in the top right corner of the Overview.

Below you can find out more about the different parts of the Master page Overview section.

## Main settings

[Section titled “Main settings”](#main-settings)

![](https://help.oncehub.com/_astro/1558525998527.oMu93ZVF_Z2jcrjs.webp)Figure 2: Main settings section

* **Scenario**: The selected [Master page scenario](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-page-scenarios/ "Master page scenarios") will be listed here. The scenario determines the scheduling flow. Master pages can have one of four different flows: [Rule-based assignment](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-page-scenario-team-or-panel-page/ "Master page scenario: Rule-based assignment"), [Event types first (Booking pages second)](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/event-types-first-booking-pages-second/ "Event types first (Booking pages second)"), [Booking pages first (Event types second)](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/booking-pages-first-event-types-second/ "Booking pages first (Event types second)"), or [Booking pages only](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/booking-pages-only-without-event-types/ "Booking pages only (without Event types)").
* **Locale:** The selected locale determines the date, date format, and language of the page. The Master page locale overrides the locale of any included Booking pages. [Learn more about the Localization editor](https://help.oncehub.com/scheduleonce/customization-branding/localization-customer-text/localization-editor/ "The Localization editor")
* **Theme:** To ensure visual consistency, the Master page [theme](https://help.oncehub.com/scheduleonce/customization-branding/theme-designer/system-themes/ "System themes") overrides the theme applied to each Booking page included in the Master page. The theme applied to the Master page determines the logo, design, and branding.

## Share & Publish

[Section titled “Share & Publish”](#share--publish)

![](https://help.oncehub.com/_astro/1561557670159.CJfR_qb8_Z3L6vn.webp)Figure 3: Share & Publish section

* **Public link:** This is your Master page link that your Customers can use to schedule bookings with you. [Learn more about General links](https://help.oncehub.com/scheduleonce/sharing-publishing/general-one-time-links/using-general-links/ "Using General Links")
* **Generate a one-time link:** When you use a Master page using [Rule-based assignment](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-page-scenario-team-or-panel-page/ "Master page scenario: Rule-based assignment") with [Dynamic rules](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/assignment-with-team-or-panel-pages/ "Rule-based assignment: Dynamic rules"), you can generate [one-time links](https://help.oncehub.com/scheduleonce/sharing-publishing/general-one-time-links/using-one-time-links/ "Using one-time links with your Master page") which are good for one booking only. A Customer who receives the link will only be able to use it for the intended booking and will not have access to your underlying [Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages"). One-time links [can be personalized](https://help.oncehub.com/scheduleonce/sharing-publishing/personalized-links/using-personalized-links/ "Using Personalized links"), allowing the Customer to pick a time and schedule without having to fill out the [Booking form](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-forms-redirect/collecting-customer-data-with-booking-forms/ "Collecting Customer data with Booking forms"). [Learn more about one-time links](https://help.oncehub.com/scheduleonce/sharing-publishing/general-one-time-links/using-one-time-links/ "Using One-time links with your Master page")
* **Personalize for a specific Customer:** Create a static link for a specific Customer. With this link, your Customer will be able to book without having to fill out their name and email. You create this type of link for each Customer individually. [Learn more about Personalized links for a specific Customer](https://help.oncehub.com/scheduleonce/sharing-publishing/personalized-links/using-personalized-links/ "Using Personalized links")
* **Share dynamic links:** Create a dynamic link which you can share via your CRM or mass email campaign tool.
* **Publish on your website:** Generate code that you can add into your website code so that you can [integrate scheduling into your website](https://help.oncehub.com/scheduleonce/sharing-publishing/publishing-on-websites/website-embed/).

## Included team members

[Section titled “Included team members”](#included-team-members)

![](https://help.oncehub.com/_astro/1558526066080.nWenRUxM_1lmk0r.webp)Figure 4: Included team members

Each [Master page](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/introduction-to-master-pages/ "Introduction to Master Pages") provides a single point of access to multiple Booking pages.

* If the Master page scenario is [Event types first](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/event-types-first-booking-pages-second/ "Event types first (Booking pages second)"), [Booking pages first](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/booking-pages-first-event-types-second/ "Booking pages first (Event types second)"), or [Booking pages only](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/booking-pages-only-without-event-types/ "Booking pages only (without Event types)"), then your Customers will manually select the provider on your Master page.
* If the Master page scenario is [Rules-based assignment](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-page-scenario-team-or-panel-page/ "Master page scenario: Rule-based assignment"), bookings will be automatically assigned to the relevant provider based on the Assignment rules you define.

## Event types offered by the Master page

[Section titled “Event types offered by the Master page”](#event-types-offered-by-the-master-page)

![](https://help.oncehub.com/_astro/1558526164676.DJa8TyIr_5GnAg.webp)Figure 5: Event types offered by the Master page

If you offer Event types on your Master page, your Customers can select the type of meeting they require before selecting the date and time. Depending on your [Master page scenario](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-page-scenarios/ "Master page scenarios"), Event types are added to Master pages either directly in the [Assignment section](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-pages-event-types-and-assignment/ "Master page: Assignment section"), or indirectly through the [Booking pages they are associated with](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/adding-event-types-to-booking-pages/ "Adding Event types to Booking pages").

# Master pages: Public content

> In the Public content section, you can define information that will help your Customers understand what your Master page is for.

In the Public content section, you can define information that will help your Customers understand what your Master page is for. You can include basic information about yourself, your organization, your meeting type, location or your staff member and write a welcome message to the Customers who schedule time with you.

The Public content is used when your page is in **Enabled** status as well as in **Disabled** status. When you [disable your Master page](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/disabling-your-master-page/ "Disabling your Master page"), you can keep the Public content section as is, or change it to display a different message.

## Location of the Public content section

[Section titled “Location of the Public content section”](#location-of-the-public-content-section)

You can access this section by going to **Booking pages** on the left and select the relevant Master page **→** **Public content** (Figure 1).

![](https://help.oncehub.com/_astro/1559322411342.Ckttco11_2tdEHW.webp)Figure 1: Master page Public content section

## Public content features

[Section titled “Public content features”](#public-content-features)

### Add a Master page image

[Section titled “Add a Master page image ”](#add-a-master-page-image-)

Upload a photo or any other image in JPG, PNG or GIF format (max 200KB). It will be cropped or scaled to a 200 x 200 pixels rectangle as part of the upload process.

### Add a Master page name

[Section titled “Add a Master page name”](#add-a-master-page-name)

Enter the name of your page. It can be your name, your organization’s name, or the type of meeting your Customers are booking. You can use up to 75 characters, including spaces.

### Add Titles

[Section titled “Add Titles”](#add-titles)

Enter subheadings to the name of your page.

### Add a Welcome message

[Section titled “Add a Welcome message”](#add-a-welcome-message)

You can enter up to 2,000 characters with spaces.

The welcome message can include hyperlinks (clickable URLs). The Welcome message also allows you to include HTML links.

For instance, adding this code in the Public content session:

![](https://help.oncehub.com/_astro/screen-shot-2020-06-18-at-115349-am.DUJ9h0ji_2f1KUW.webp)Figure 2: HTML link in the Event type description

Note

Do not create a line break after **\<a** at the start of the code. In the above graphic, it wraps to the next line automatically due to spacing. However, your entry should not have any extra line breaks.

…results in this link shown on the customer end:

![](https://help.oncehub.com/_astro/screen-shot-2020-06-18-at-115414-am.9UWHaOPS_ZqqCw2.webp)Figure 3: Event type description including HTML link

### Add Phone and Email

[Section titled “Add Phone and Email”](#add-phone-and-email)

Enter a phone number and email address for your Customers to contact you.

### Add a Website link

[Section titled “Add a Website link”](#add-a-website-link)

Enter a URL to reference your organization’s website or another relevant site you want to provide to people booking with you. The link entered will also automatically make the header logo at the top clickable, directing to the same URL.

### Social media links

[Section titled “Social media links”](#social-media-links)

#### Add a link to Twitter

[Section titled “Add a link to Twitter”](#add-a-link-to-twitter)

Copy and paste your full Twitter URL. It can be a personal or company handle, and must start with <https://twitter.com/>

#### Add a link to LinkedIn

[Section titled “Add a link to LinkedIn”](#add-a-link-to-linkedin)

Copy and paste your full LinkedIn URL. It can be a personal or company profile, and must start with [https://www\\.linkedin.com/](https://www%5C.linkedin.com/)

#### Add a link to Facebook

[Section titled “Add a link to Facebook”](#add-a-link-to-facebook)

Copy and paste your full Facebook URL. It can be a personal or company page, and must start with <https://www.facebook.com/>

Note

By default, the customer-facing interface also includes OnceHub branding in the left pane of your Master page; for instance, “Powered by OnceHub.” You can adjust this according to your preference in your OnceHub account **Settings** page.

# Using Booking page tags in Master pages

> Tags are specific keywords added to your Booking pages. Tags enable customers to filter Booking pages by keywords and find the person with whom they need to ...

[Tags](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-pages-public-content/ "Booking page: Public content section") are specific keywords added to your [Booking pages](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages"). Tags enable customers to filter Booking pages by keywords and find the person with whom they need to book in a fast and efficient manner.

Tags can be used on their own in a [Master page](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/introduction-to-master-pages/ "Introduction to Master pages") that lists [Booking pages only](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/booking-pages-only-without-event-types/ "Booking pages only (without Event types)"), or they can be used together with [Event types](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/introduction-to-event-types/ "Introduction to Event types") and categories, adding an additional filtering dimension.

## Using Booking pages with tags only

[Section titled “Using Booking pages with tags only”](#using-booking-pages-with-tags-only)

The simplest scenario when using tags is to [add the tags](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-pages-public-content/ "Booking page: Public content section") to individual Booking pages and group them under a Master page. In this scenario, tags are the only way to filter Booking pages.

For example, you can group multiple Booking pages into a Master page and use tags to enable Customers to filter by role.

[See a live example of a scheduling scenario that uses tags](https://go.oncehub.com/teams)

## Using Booking pages with categories and tags

[Section titled “Using Booking pages with categories and tags”](#using-booking-pages-with-categories-and-tags)

Booking page categories and tags can complement each other. Categories provide a way to create a hierarchical tree structure, while tags provide non-hierarchical keyword filtering capability.

For example, you have several Team members who need to accept Customer appointments in a show. Each Team member is assigned different tags according to their areas of expertise. When all the Team members are grouped under one Master page, Customers are able to use tags to filter the Team member list and see only the Team members who match their tag selection.

[See a live example of a scheduling scenario that uses categories and tags](https://go.oncehub.com/show)

## Using Booking pages with Event types and tags

[Section titled “Using Booking pages with Event types and tags”](#using-booking-pages-with-event-types-and-tags)

Booking page tags can add an additional filtering dimension to Booking pages that have already been filtered by Event type. For example, Event types allow the Customer to select a duration for room reservation and once a time is selected, available rooms can be filtered by room property.

[See a live example of a scheduling scenario that uses tags after selecting a service, date, and time](https://go.oncehub.com/rooms)

## Tag behavior on the Customer interface

[Section titled “Tag behavior on the Customer interface”](#tag-behavior-on-the-customer-interface)

1. Tags are listed in the order that the Booking pages are listed on the Master page. If a Booking page has multiple tags, they are listed in the order that they were added.
2. By default, “All” is selected and all Booking pages are displayed.
3. The Customer selects one or more tags from the list, which filters the Booking pages accordingly.
4. Finally, the Customer selects a Booking page from the filtered results and makes a booking.

Note

Customers can view and filter by tags on the Master page if you have checked at least one tag for a specific Booking page. You should ensure that all Booking pages included on the Master page have tags, so your Booking pages can offer your Customers a fully functional tag filtering experience.

# Panel Meetings

> Panel Meetings documentation and guides.

[Introduction to Panel meetings](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/panel-meetings/introduction-to-panel-meetings)

[Creating Panel meetings](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/panel-meetings/creating-panel-meetings)

[Booking owners](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/panel-meetings/booking-owners)

[Additional team members](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/panel-meetings/additional-team-members)

# Additional team members

> Additional team members are members of your organization who participate in Panel meetings. Panel meetings allow you to offer meetings where Customers can me...

Additional team members are members of your organization who participate in [Panel meetings](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/panel-meetings/introduction-to-panel-meetings/ "Introduction to Panel meetings"). Panel meetings allow you to offer meetings where Customers can meet with multiple members of your organization simultaneously.

Panel meetings have a [Booking owner](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/panel-meetings/booking-owners/ "Booking owner"), who is the Booking assignment team member, and Additional team members who participate as panelists in the meeting. Panel meetings can be set up in [Master pages using a team or panel page](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-page-scenario-team-or-panel-page/ "Master page scenario: Team or panel pages").

When you create a Panel meeting, you can include any number of Additional team members. Additional team members can be a specific [Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages") or a [Resource pool](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/introduction-to-resource-pools/ "Introduction to ScheduleOnce Resource pools"). If you choose Resource pools, a Team member from each pool will be assigned according to the pool’s distribution method. You can choose from [Round robin](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/round-robin-distribution-method/ "Resource pool distribution method: Round robin"), [Pooled availability](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/pooled-availability-distribution-method/ "Resource pool distribution method: Pooled availability"), or [Pooled availability with priority](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/resource-pool-distribution-method-pooled-availability-with-priority/ "Resource pool distribution method: Pooled availability with priority").

When Customers visit your [Master page](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/introduction-to-master-pages/ "Introduction to Master pages"), they will only see availability for possible panel combinations. This means that they will only see time slots when all panelists are available, whether the panelists are specific Booking pages or a relevant member of a Resource pool.

## How are Additional team members added to a booking?

[Section titled “How are Additional team members added to a booking?”](#how-are-additional-team-members-added-to-a-booking)

If the Booking owner has a calendar connected to OnceHub, Additional team members are added as guests/attendees to the Booking owner’s calendar event.

If the Booking owner is not connected to a calendar and the Additional team members are, OnceHub will create a ‘dummy’ event in the Additional team members’ calendars to ensure that they don’t get double booked.

Note

When determining busy time for an Additional team member, the system uses the Main calendar specified on their assigned Booking Page. However, any calendar event created during the booking process is saved to their default connected calendar. To ensure consistency, we recommend setting the default connected calendar as the Main calendar on their Booking Page whenever they are assigned as an Additional team member.

## How are the Additional team members updated throughout the booking lifecycle?

[Section titled “How are the Additional team members updated throughout the booking lifecycle?”](#how-are-the-additional-team-members-updated-throughout-the-booking-lifecycle)

The Panel meeting is added as a single shared activity to each Additional team member’s [Activity stream](https://help.oncehub.com/scheduleonce/managing-bookings/analytics/activity-stream-viewing-activities/ "Introduction to the ScheduleOnce Activity stream"), with the Booking owner and Additional team members listed. This means that if there are status changes, they will be updated.

Additional team members are also cc’d on all [notifications](https://help.oncehub.com/scheduleonce/event-types-booking-pages/user-notifications/introduction-to-user-notifications/ "Introduction to User notifications section") sent to the Booking owner, including the initial confirmation, reminders, and updates about schedule changes. This ensures that all Panel members have the meeting details and are updated throughout the booking lifecycle.

## Can Additional team members perform the same actions as the Booking owner?

[Section titled “Can Additional team members perform the same actions as the Booking owner?”](#can-additional-team-members-perform-the-same-actions-as-the-booking-owner)

Yes. Any User who can see a Panel meeting activity in their Activity stream [can cancel it or request to reschedule](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/user-action-cancelreschedule-for-booking-pages-with-event-types/ "User action: Cancel/request to reschedule with Event types"). If a User cancels or requests to reschedule, all Panelists will be affected.

## Requirements

[Section titled “Requirements”](#requirements)

To create a Master page and add Additional team members, you must be a OnceHub Administrator.

## How to add Additional team members to meetings

[Section titled “How to add Additional team members to meetings”](#how-to-add-additional-team-members-to-meetings)

1. Click **Setup → Booking Page setup** in the top navigation bar.

2. Click the Plus button ![](https://help.oncehub.com/_astro/1553063063610.CloOhurK_ZhgFyL.webp) in the **Master pages** pane.

3. The **New Master page** pop-up appears (Figure 1). ![](https://help.oncehub.com/_astro/screen-shot-2021-01-26-at-23937-pm.DB_dFY0-_Z2gLhPM.webp)Figure 1: New Master page pop-up

4. In the [Scenario](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-page-scenarios/ "Master page scenarios") field of the **New Master page** pop-up, select the [Team or panel page](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-page-scenario-team-or-panel-page/ "Master page scenario: Team or panel pages") scenario (Figure 1).

5. Populate the pop-up with a **Public name**, **Internal label**, **Public link** and an image if you choose. Then, click **Save & Edit**. You’ll be redirected to the [Master page Overview section](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-pages-overview/ "Master page: Overview section") to continue editing your settings.

6. Go to the [Event types and assignment section](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-pages-event-types-and-assignment/ "Master Page: Assignment section") of the Master page.

   Note

   **Tip**When you use a Master page with team or panel pages, you can also [generate one-time links](https://help.oncehub.com/scheduleonce/sharing-publishing/general-one-time-links/using-one-time-links/ "Using One-time links with your Master page") which are good for one booking only, eliminating any chance of unwanted repeat bookings. A Customer who receives the link will only be able to use it for the intended booking and will not have access to your underlying [Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages"). One-time links [can be personalized](https://help.oncehub.com/scheduleonce/sharing-publishing/personalized-links/using-personalized-links/ "Using Personalized links"), allowing the Customer to pick a time and schedule without having to fill out the [Booking form](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-forms-redirect/collecting-customer-data-with-booking-forms/ "Collecting Customer data with Booking forms").

7. In the **Event-based rules** section, click **Add Event type**.

8. Select which Event types will be offered in your Master page (Figure 3). For each Event type you want to add, you’ll need to add a new rule. Master pages with Dynamic rules can only include Event types configured to [Automatic booking](https://help.oncehub.com/scheduleonce/event-types-booking-pages/scheduling-options/automatic-booking-or-booking-with-approval/ "Automatic booking or Booking with approval") and Single session. [Learn more about conflicting settings when using team or panel pages](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/conflicting-settings-when-using-team-or-panel-pages/ "Conflicting settings when using team or panel pages") ![](https://help.oncehub.com/_astro/screen-shot-2021-01-26-at-25904-pm.Fpvx1I9-_ZcBtrt.webp)Figure 2: Add Event types

9. Under [Booking assignment](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/panel-meetings/booking-owners/ "Booking owner"), choose a Booking page or Resource pool from which the Booking owner will be assigned.

10. Under **Additional team members**, select additional Booking pages and Resource pools to participate in the meeting. You can select an unlimited number of Additional team members.

11. Click **Save.**

Note

The [existing associations between Booking pages and Event types](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/adding-event-types-to-booking-pages/ "Adding Event types to Booking pages") do not affect choosing an Additional team member. Any Booking page can be selected as an Additional team member to participate in your Panel meeting.

# Booking owners

> Each Dynamic rule you create in a Rule-based assignment Master page must have a Booking owner. The Booking owner is the member who receives the booking.

Each Dynamic rule you create in a [Rule-based assignment](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-page-scenario-team-or-panel-page/ "Master page scenario: Rule-based assignment") Master page must have a Booking owner. The Booking owner is the member who receives the booking.

You can define a Booking owner either by specifying a [Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages") or by specifying a [Resource pool](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/introduction-to-resource-pools/ "Introduction to ScheduleOnce Resource pools"). If you choose a Resource pool as the Booking owner, bookings will be assigned to a Booking page within the Resource pool according to the pool’s distribution method. You can choose from [Round robin](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/round-robin-distribution-method/ "Resource pool distribution method: Round robin"), [Pooled availability](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/pooled-availability-distribution-method/ "Resource pool distribution method: Pooled availability"), or [Pooled availability with priority](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/resource-pool-distribution-method-pooled-availability-with-priority/ "Resource pool distribution method: Pooled availability with priority").

If your Dynamic rule also includes [Additional team members](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/panel-meetings/additional-team-members/ "Additional Team members"), the meeting then becomes a [Panel meeting](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/panel-meetings/introduction-to-panel-meetings/ "Introduction to Panel meetings"). In the case of a Panel meeting, the Booking owner owns the calendar event and determines settings including the [location](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-pages-location-settings/ "Booking page: Location settings section"), the [booking form](https://help.oncehub.com/scheduleonce/customization-branding/booking-forms-editor/creating-and-editing-booking-form/ "Creating a Booking form"), the post-scheduling flow, [notifications](https://help.oncehub.com/scheduleonce/event-types-booking-pages/user-notifications/introduction-to-user-notifications/ "Introduction to User notifications section"), and [third-party integrations](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/salesforce-integration/ "Salesforce integration").

## Requirements

[Section titled “Requirements”](#requirements)

To create a Master page and add a Booking owner, you must be a OnceHub Administrator.

## How to select a Booking owner

[Section titled “How to select a Booking owner”](#how-to-select-a-booking-owner)

1. Click **Setup → Booking Page setup** in the top navigation bar.

2. Click the Plus button ![](https://help.oncehub.com/_astro/1553063063610.CloOhurK_ZhgFyL.webp) in the **Master pages** pane.

3. In the [Scenario](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-page-scenarios/ "Master page scenarios") field of the **New Master page** pop-up, select the [Rule-based assignment](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-page-scenario-team-or-panel-page/ "Master page scenario: Rule-based assignment") scenario (Figure 1). ![Figure 1: New Master page pop-up](https://help.oncehub.com/_astro/1564148806751.D5qvU4dE_Z2buLnU.webp)Figure 1: New Master page pop-up

4. Populate the pop-up with a **Public name**, **Internal label**, **Public link** and an image if you choose. Then, click **Save & Edit**. You’ll be redirected to the [Master page Overview section](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-pages-overview/ "Master page: Overview section") to continue editing your settings.

5. Go to the [Assignment section](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-pages-event-types-and-assignment/ "Master Page: Assignment section") of the Master page.

6. In the **Rule types** section, select **Dynamic** (Figure 2). ![Figure 2: Select Dynamic as the Rule type](https://help.oncehub.com/_astro/1564413926993.BBAcLPex_Zu2h3G.webp)Figure 2: Select Dynamic as the Rule type

   Tip

   **Tip**

   When you use a Master page using Rule-based assignment with Dynamic rules, you can also [generate one-time links](https://help.oncehub.com/scheduleonce/sharing-publishing/general-one-time-links/using-one-time-links/ "Using One-time links with your Master page") which are good for one booking only, eliminating any chance of unwanted repeat bookings. A Customer who receives the link will only be able to use it for the intended booking and will not have access to your underlying [Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages"). One-time links [can be personalized](https://help.oncehub.com/scheduleonce/sharing-publishing/personalized-links/using-personalized-links/ "Using Personalized links"), allowing the Customer to pick a time and schedule without having to fill out the [Booking form](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-forms-redirect/collecting-customer-data-with-booking-forms/ "Collecting Customer data with Booking forms").

7. In the **Event-based rules** section, click **Add rule**.

8. Select which Event types will be offered in your Master page (Figure 3). For each Event type you want to add, you’ll need to add a new rule. Master pages with Dynamic rules can only include Event types configured to [Automatic booking](https://help.oncehub.com/scheduleonce/event-types-booking-pages/scheduling-options/automatic-booking-or-booking-with-approval/ "Automatic booking or Booking with approval") and Single session. [Learn more about conflicting settings when using Dynamic rules](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/conflicting-settings-when-using-team-or-panel-pages/ "Conflicting settings when using Dynamic rules") ![Figure 3: Add an event-based rule](https://help.oncehub.com/_astro/screen-shot-2020-02-05-at-110903-am.b5K6cXq6_1sK0Ar.webp)Figure 3: Add an event-based rule

9. Under **Booking owner**, choose a Booking page or Resource pool from the dropdown. You can only select one Booking owner.

10. Click **Save**.

You’re all set! The Event type in your Master page now has a Booking owner. If your Master page includes multiple Event types, you can select a different Booking owner for each one. You can also [add Additional team members](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/panel-meetings/additional-team-members/ "Additional team members") if required.

Note

The [existing associations between Booking pages and Event types](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/adding-event-types-to-booking-pages/ "Adding Event types to Booking pages") do not affect choosing a Booking owner. Any Booking page can be selected as a Booking owner to provide any Event type.

# Creating Panel meetings

> Panel meetings allow your Customers to book a time to meet with multiple team members simultaneously. When a Customer visits your Master page, they will see ...

[Panel meetings](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/panel-meetings/introduction-to-panel-meetings/ "Introduction to Panel meetings") allow your Customers to book a time to meet with multiple team members simultaneously. When a Customer visits your [Master page](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/introduction-to-master-pages/ "Introduction to Master pages"), they will see availability based on the specific panel combination. You can create panels with specific team members, or dynamic panels that use [Resource pools](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/introduction-to-resource-pools/ "Introduction to ScheduleOnce Resource pools") to assign the relevant team member.

In this article, you’ll learn how to create a Panel meeting.

## Requirements

[Section titled “Requirements”](#requirements)

To create a Panel meeting, you must be a OnceHub Administrator.

## Creating a Panel meeting

[Section titled “Creating a Panel meeting”](#creating-a-panel-meeting)

1. Go to **Booking pages** in the bar on the left and click the plus ![](https://help.oncehub.com/_astro/1549027629360.B4BKlJvK_2wtq95.webp) button in the **Master pages** pane.

2. The **New Master page** pop-up appears (Figure 1). ![](https://help.oncehub.com/_astro/screen-shot-2021-01-26-at-23937-pm.DB_dFY0-_Z2gLhPM.webp)Figure 1: New Master page pop-up

3. Select [Team or panel page](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-page-scenario-team-or-panel-page/ "Master page scenario: Team or panel pages") as the [Master page scenario](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-page-scenarios/ "Master page scenarios").

4. Populate the pop-up with a **Public name**, **Internal label**, **Public link** and an image if you choose. Then, click **Save & Edit**. You’ll be redirected to the [Master page Overview section](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-pages-overview/ "Master page: Overview section") to continue editing your settings.

5. Go to the [Event types and assignment](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-pages-event-types-and-assignment/ "Master page: Event types and assignment section") section of the Master page.

   Note

   **Tip**When you use a Master page with a team or panel page, you can also [generate one-time links](https://help.oncehub.com/scheduleonce/sharing-publishing/general-one-time-links/using-one-time-links/ "Using One-time links with your Master page") which are good for one booking only, eliminating any chance of unwanted repeat bookings. A Customer who receives the link will only be able to use it for the intended booking and will not have access to your underlying [Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages"). One-time links [can be personalized](https://help.oncehub.com/scheduleonce/sharing-publishing/personalized-links/using-personalized-links/ "Using Personalized links"), allowing the Customer to pick a time and schedule without having to fill out the [Booking form](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-forms-redirect/collecting-customer-data-with-booking-forms/ "Collecting Customer data with Booking forms").

6. Click **Add Event type** (Figure 3). ![](https://help.oncehub.com/_astro/screen-shot-2021-01-26-at-25904-pm.Fpvx1I9-_ZcBtrt.webp)Figure 3: Event-based rules step

7. Use the **Event types** drop-down to select which Event types will be offered on your Master page.

   * Master pages with team or panel pages can only include Event types configured to [Automatic booking](https://help.oncehub.com/scheduleonce/event-types-booking-pages/scheduling-options/automatic-booking-or-booking-with-approval/ "Automatic booking or Booking with approval") and Single session. [Learn more about conflicting settings when using team or panel pages](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/conflicting-settings-when-using-team-or-panel-pages/ "Conflicting settings when using team or panel pages")

8. Use the [Booking assignment](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/panel-meetings/booking-owners/ "Booking assignment") drop-down to choose a [Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages") or [Resource pool](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/introduction-to-resource-pools/ "Introduction to ScheduleOnce Resource pools").

   * The Booking assignment determines who owns the calendar event and the settings of the meeting, including the location, the [Booking form](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-forms-redirect/introduction-to-booking-form-and-redirect/ "Introduction to the Booking form and redirect section"), the post-scheduling flow, [notifications](https://help.oncehub.com/scheduleonce/event-types-booking-pages/user-notifications/introduction-to-user-notifications/ "Introduction to User notifications section") and [third-party integrations](https://help.oncehub.com/scheduleonce/user-integrations/).
   * If you select a Resource pool as your Booking assignment, bookings will be assigned to Team members according to the pool’s [distribution method](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/introduction-to-resource-pools/ "Introduction to ScheduleOnce Resource pools").
   * You can only select one Booking assignment.

9. Use the [Additional team members](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/panel-meetings/additional-team-members/ "Additional team members") drop-down to select additional Booking pages and/or Resource pools to participate in the meeting.

   * Additional team members are added as guests/attendees to the Booking owner’s calendar event and are CC’d on all notifications sent to the Booking owner assigned.
   * You can select an unlimited number of Additional team members.

10. Click **Save.**

11. Next, go to the [Labels and instructions](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-pages-labels-and-instructions/ "Master page: Labels and instructions section") section and define the Public labels that your Customers will see. Here, you can also define selection instructions for your Customers. You should define what a Panel member represents, such as a consultant, interviewer, advisor, or Team member.

12. Move on to the [Public content](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-pages-public-content/ "Master page: Public Content section") section and define the information that Customers will see when they visit your Master page.

You’re all set! When Customers visit your Master page, they will be able to book a time to meet with multiple team members simultaneously. You can test the page by clicking the Customer link in the **Share & Publish** section of the the Master page’s [Overview section](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-pages-overview/ "Master Page: Overview section").

Note

Any Booking page can be selected to participate in your Panel meeting, regardless of any existing [associations between Booking pages and Event types](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/adding-event-types-to-booking-pages/ "Adding Event types to Booking pages").

# Introduction to Panel meetings

> OnceHub allows you to create Panel meetings that enable Customers to book a time to meet with multiple Team members simultaneously.

OnceHub allows you to [create Panel meetings](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/panel-meetings/creating-panel-meetings/ "Creating Panel meetings") that enable Customers to book a time to meet with multiple Team members simultaneously. You can create panels with specific Team members, or dynamic panels that use [Resource pools](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/introduction-to-resource-pools/ "Introduction to ScheduleOnce Resource pools") to assign the relevant Team member. When a Customer visits your [Master page](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/introduction-to-master-pages/ "Introduction to Master pages"), they will see availability based on the specific panel combination.

To create a Panel meeting, use a Master page with [team and panel pages](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/assignment-with-team-or-panel-pages/ "Rule-based assignment: Team and panel pages").

## When to use Panel meetings

[Section titled “When to use Panel meetings”](#when-to-use-panel-meetings)

Panel meetings are useful for many different scheduling scenarios. Here are some examples:

* During a sales cycle, a technology company may want to allow Customers to meet with a Sales Development Representative and an Account Executive simultaneously.
* Consulting firms may want to allow Customers to schedule a meeting with multiple subject matter experts.
* Universities conducting graduate admissions interviews may also use Panel meetings to allow applicants to schedule an interview with multiple faculty members and professors.

## Configuring your Panel meetings

[Section titled “Configuring your Panel meetings”](#configuring-your-panel-meetings)

When you [create a Panel meeting](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/panel-meetings/creating-panel-meetings/ "Creating Panel meetings"), you can either include specific [Booking pages](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages") or [Resource pools](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/introduction-to-resource-pools/ "Introduction to ScheduleOnce Resource pools"). When you use Resource pools, OnceHub will automatically assign bookings to Team members in your Resource pool according to the distribution method you choose. You can choose from [Round robin](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/round-robin-distribution-method/ "Resource pool distribution method: Round robin"), [Pooled availability](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/pooled-availability-distribution-method/ "Resource pool distribution method: Pooled availability"), or [Pooled availability with priority](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/resource-pool-distribution-method-pooled-availability-with-priority/ "Resource pool distribution method: Pooled availability with priority").

For example, let’s say you are a consulting firm that allows Customers to schedule a meeting with multiple subject matter experts. Your meeting must include a specific consultant who has been directly working with your Customer. The meeting must also include a consultant who specializes in marketing strategy, and another consultant specializing in cost reduction.

For this meeting, your [Booking owner](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/panel-meetings/booking-owners/ "Booking owner") would be the specific consultant who has been working directly with the Customer. Your [Additional team members](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/panel-meetings/additional-team-members/ "Additional Team members") would include two Resource pools: one pool with all consultants specializing in marketing strategy, and a second pool with all consultants specializing in cost reduction.

When your Customer schedules their meeting, one consultant from each Resource pool will be automatically assigned, according to the respective Resource pool’s distribution method.

## Panel meeting notifications

[Section titled “Panel meeting notifications”](#panel-meeting-notifications)

With Panel meetings, the Customer and all panelists are updated throughout the booking lifecycle. When the meeting is scheduled, everyone is notified, a calendar event is created, and a single shared activity is added to each Team member’s [Activity stream](https://help.oncehub.com/scheduleonce/managing-bookings/analytics/activity-stream-viewing-activities/ "Introduction to the ScheduleOnce Activity stream"), with the Booking owner and Additional team members listed.

Any Team member who sees the Panel meeting in their Activity stream can cancel the booking or request the Customer to reschedule. If the Customer reschedules or cancels the meeting, the calendar event is updated and notifications are sent accordingly.

# Resource Pools

> Resource Pools documentation and guides.

[Resource pools: Overview](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/resource-pools-overview)

[Introduction to Resource pools](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/introduction-to-resource-pools)

[Creating a Resource pool](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/creating-resource-pool)

[Round robin distribution method](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/round-robin-distribution-method)

[Pooled availability distribution method](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/pooled-availability-distribution-method)

[Resource pool distribution method: Pooled availability with priority](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/resource-pool-distribution-method-pooled-availability-with-priority)

[Introduction to Pooled availability](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/introduction-to-pooled-availability)

[Pooled availability with priority](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/pooled-availability-with-priority)

[Pooled availability algorithm: Longest idle time](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/pooled-availability-algorithm-longest-idle-time)

[Adding Resource pools to Master pages](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/adding-resource-pools-to-master-pages)

[Resource pools: Resources](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/resource-pools-resources)

[Resource pools: Assignment priority](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/resource-pools-assignment-priority)

[Resource pools: Automatic correction](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/resource-pools-automatic-correction)

[Resource pools: Reporting cycle](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/resource-pools-reporting-cycle)

[Resource pool statistics: Bookings received](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/resource-pool-statistics-bookings-received)

[Resource pool statistics: Bookings removed](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/resource-pool-statistics-bookings-removed)

# Adding Resource pools to Master pages

> Resource pools allow you to dynamically distribute bookings among a group of Team members in the same department, location, or with any other shared characte...

[Adding Resource pools to Master pages](https://www.youtube-nocookie.com/embed/3gOt6oWNtWk?wmode=opaque)

[Resource pools](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/introduction-to-resource-pools/ "Introduction to ScheduleOnce Resource pools") allow you to dynamically distribute bookings among a group of Team members in the same department, location, or with any other shared characteristic. After you’ve [created a Resource pool](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/creating-resource-pool/ "Creating a Resource pool in ScheduleOnce") and added all the relevant [Booking pages](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages") to it, you’ll need to add the Resource pool to a Master page to start distributing bookings to your pool members.

In this article, you’ll learn how to add a Resource pool to a Master page.

## Requirements

[Section titled “Requirements”](#requirements)

* To create or edit a Master page, you must be a OnceHub Administrator.
* Resource pools can ONLY be added to Master pages using team or panel pages.

## Adding Resource pools to Master pages

[Section titled “Adding Resource pools to Master pages”](#adding-resource-pools-to-master-pages)

1. Go to **Booking pages** in the bar on the left.

2. Click the Plus button ![](https://help.oncehub.com/_astro/1553063063610.CloOhurK_ZhgFyL.webp) in the **Master pages** pane to [create a new Master page](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/creating-master-page/ "Creating a Master page").

3. The **New Master page** pop-up appears (Figure 1). ![](https://help.oncehub.com/_astro/screen-shot-2021-01-26-at-23937-pm.DB_dFY0-_Z2gLhPM.webp)Figure 1: New Master page pop-up

4. After defining the Master page’s Public name, Internal label and Public link, select **Team or panel page** as the [Scenario](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-page-scenarios/ "Master page scenarios").

   Note

   **Tip**When you use a Master page with team or panel pages, you can also [generate one-time links](https://help.oncehub.com/scheduleonce/sharing-publishing/general-one-time-links/using-one-time-links/ "Using One-time links with your Master page") which are good for one booking only, eliminating any chance of unwanted repeat bookings. A Customer who receives the link will only be able to use it for the intended booking and will not have access to your underlying [Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages"). One-time links [can be personalized](https://help.oncehub.com/scheduleonce/sharing-publishing/personalized-links/using-personalized-links/ "Using Personalized links"), allowing the Customer to pick a time and schedule without having to fill out the [Booking form](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-forms-redirect/collecting-customer-data-with-booking-forms/ "Collecting Customer data with Booking forms").

5. Click **Save & Edit**. You’ll be redirected to the Master page [Overview section](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-pages-overview/ "Master Page: Overview section") to continue editing your settings.

6. Go to the [Event types and assignment section](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-pages-event-types-and-assignment/ "Master page: Event types and assignment section") of the Master page.

7. Click **Add Event type**.

8. Select which [Event types](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/introduction-to-event-types/ "Introduction to Event types") will be offered in your Master page (Figure 3). Master pages with Dynamic rules can only include Event types configured to [Automatic booking](https://help.oncehub.com/scheduleonce/event-types-booking-pages/scheduling-options/automatic-booking-or-booking-with-approval/ "Automatic booking or Booking with approval") and Single session. [Learn more about conflicting settings when using team and panel pages](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/conflicting-settings-when-using-team-or-panel-pages/ "Conflicting settings when using team and panel pages") ![](https://help.oncehub.com/_astro/screen-shot-2021-01-26-at-25426-pm.lLumCxjJ_Z23CK5M.webp)Figure 3: Add Event types and assignment

9. Next, use the [Booking assignment](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/panel-meetings/booking-owners/ "Booking assignment") drop-down to select which [Resource pool](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/introduction-to-resource-pools/ "Introduction to ScheduleOnce Resource pools") should provide that Event type.

10. Finally, if your Event type requires participation from multiple Team members simultaneously, you can create Panel meetings by adding any number of [Additional team members](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/panel-meetings/additional-team-members/ "Additional Team Members"). These Team members can be defined by selecting specific Booking pages or by selecting Resource pools.

    Note

    **Note**The same Resource pool cannot be selected as the Booking assignment and as the Additional team member in a single rule. [Learn more about conflicting settings when using team or panel pages](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/conflicting-settings-when-using-team-or-panel-pages/ "Conflicting settings when using team or panel pages")

11. You can use the same Resource pool across multiple rules, and you can use multiple Resource pools per rule and across rules. This ultimately allows you to have multiple distribution methods on a single Master page.

12. Reorder the Event types to ensure they appear on your Master page in the order that you want. You can move a row up or down by clicking on the left side of the row and dragging to the position you want (Figure 4). ![](https://help.oncehub.com/_astro/screen-shot-2021-01-26-at-25904-pm.DqRZ4WKY_Z2dJfF0.webp)Figure 4: Click and drag a row to reorder

13. Click **Save**.

Your Master page with Resource pools is now ready to go! When a Customer schedules using this Master page, bookings will be assigned to pool members according to the pool’s distribution method. Once your pool starts to receive bookings, you’ll have real-time visibility of [how many bookings each Team member received](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/resource-pool-statistics-bookings-received/ "ScheduleOnce Resource pool statistics: Bookings received") and [how many bookings were removed](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/resource-pool-statistics-bookings-removed/ "ScheduleOnce Resource pool statistics: Bookings removed").

# Creating a Resource pool

> Resource pools allow you to dynamically distribute bookings among a group of Team members in the same department, location, or with any other shared characte...

Resource pools allow you to dynamically distribute bookings among a group of Team members in the same department, location, or with any other shared characteristic.

Each Resource pool can have its own method for distributing bookings. As bookings come in, you’ll be able to monitor how many bookings each Team member receives and ensure an optimal distribution of bookings at any point in time. You can create as many Resource pools as you need to meet your organization’s requirements.

In this article, you’ll learn how to create a Resource pool.

## Requirements

[Section titled “Requirements”](#requirements)

To create Resource pools, you must be a OnceHub Administrator.

## How to create a new Resource pool

[Section titled “How to create a new Resource pool”](#how-to-create-a-new-resource-pool)

1. Goto **Booking pages** in the bar on the left.

2. Select **Resource pools** (Figure 1) on the left. ![](https://help.oncehub.com/_astro/screenshot-2022-10-12-113426.DO3qsuAP_Z2cv5OQ.webp)

   Figure 1: Resource pools in the Tools section

3. Click the **Add a Resource pool** button on the right.

4. The **New Resource pool** pop-up appears (Figure 2). ![](https://help.oncehub.com/_astro/screen-shot-2021-11-29-at-102102-am.C2TXb8c9_2pePu6.webp)

   Figure 2: New Resource pool pop-up

   Next, you’ll need to define the properties for your Resource pool.

   Note

   **Note**These properties cannot be changed once the Resource pool has been created.

5. Add a name for your Resource pool. It’s useful to give it a name related to what it represents. For example, if the pool will group together Team members in your Sales department, name the pool **Sales team\***.\*

6. Select a method for distributing bookings among the Team members in the pool. The best method to choose depends on each team’s requirements.

   * [Pooled availability with priority](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/resource-pool-distribution-method-pooled-availability-with-priority/ "Resource pool distribution method: Pooled availability with priority"): This is a hybrid method which provides Customers with the maximum amount of time slots while also giving priority to specific Team members. When scheduling, Customers see the combined availability of all team members in one booking calendar. When the Customer selects a time, the booking is assigned to the Team member with the highest priority ranking.
   * [Pooled availability](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/pooled-availability-distribution-method/ "Resource pool distribution method: Pooled availability"): This method is Customer-focused and should be used if you want to provide Customers with the maximum number of time slots. When scheduling, Customers see the combined availability of all Team members in one booking calendar. When the Customer selects a time, the booking is assigned to the Team member with the longest idle time.
   * [Round robin](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/round-robin-distribution-method/ "Resource pool distribution method: Round robin"): This method is organization-focused and should be used if you want to ensure a fair and equal distribution among your Team members. When scheduling, Customers will only be presented with the availability of the next Team member in line.

7. Choose the [reporting cycle](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/resource-pools-reporting-cycle/ "ScheduleOnce Resource pool: Reporting cycle") for your Resource pool. This determines how often the statistics for your pool will be reset. The reporting cycle can be monthly, quarterly, or go on continuously. Select the reporting cycle you use in your organization to ensure your scheduling stats are fully aligned with your business metrics.

   Note

   **Note**If the Reporting cycle of the Resource pool is **Every calendar month** or **Every calendar quarter**, you’ll be required to define the time zone that will be used every Reporting cycle to reset the statistics for your pool. [Learn more about Resource pool Reporting cycles](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/resource-pools-reporting-cycle/ "ScheduleOnce Resource pools: Reporting cycle")

8. Click **Save & Edit**.

You’ll be redirected to the [Resource pool Overview section](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/resource-pools-overview/ "ScheduleOnce Resource pools: Overview section"). This section gives you a summary of your Resource pool’s main properties. Here, you will also see real-time booking metrics once your pool starts receiving bookings. The next step is to add the Booking pages of your Team members to your Resource pool.

## Adding Booking pages to your Resource pool

[Section titled “Adding Booking pages to your Resource pool”](#adding-booking-pages-to-your-resource-pool)

1. Go to the **Resources** section of your new Resource pool (Figure 3). ![](https://help.oncehub.com/_astro/1560175604197.yLL1U8L9_Z1cbFRr.webp)Figure 3: Resource pool Resources section
2. Select the [Booking pages](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages") you want to add from the drop-down menu.
3. You can add as many Booking pages as you like. All types of Booking pages can be added to the pool, regardless of any existing [associations between Booking pages and Event types](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/adding-event-types-to-booking-pages/ "Adding Event types to Booking pages").

Your Resource pool is ready! To start distributing bookings to your pool members, you need to [add it to a Master page](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/adding-resource-pools-to-master-pages/ "Adding Resource pools to Master pages") using [team or panel pages](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-page-scenario-team-or-panel-page/ "Master page scenario: Team or panel page"). Once your pool starts receiving bookings, you will have visibility in how many bookings each Team member received and how many were removed.

Note

If your Resource pool’s distribution method is [Pooled availability with priority](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/resource-pool-distribution-method-pooled-availability-with-priority/ "Resource pool distribution method: Pooled availability with priority"), you will be able to [set a priority](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/resource-pools-assignment-priority/ "ScheduleOnce Resource pools: Assignment priority") for each booking page. Bookings will be assigned to the Booking page with the highest priority which is available at the selected time.

# Introduction to Pooled availability

> Pooled availability combines the availability of multiple Team members and displays this to Customers as a single booking calendar.

Pooled availability combines the availability of multiple Team members and displays this to Customers as a single booking calendar. When Customers select a time, the booking is automatically assigned to a Team member. Pooled availability is a Customer-focused distribution method that you should use if your top priority is providing Customers with the maximum number of time slots. Pooled availability can be used in [multi-user scenarios](https://help.oncehub.com/scheduleonce/recommended-configuration/multi-user-scenarios/introduction-to-multi-user-scenarios/ "Introduction to multi-user scenarios"), [single-user scenarios](https://help.oncehub.com/scheduleonce/recommended-configuration/single-user-scenarios/introduction-to-single-user-scenarios/ "Introduction to single-user scenarios"), and in resource and location scheduling. You can set up Pooled availability in a [Master page](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/introduction-to-master-pages/ "Introduction to Master Pages") using a [Resource pool](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/introduction-to-resource-pools/ "Introduction to Resource pools").

OnceHub offers two types of Pooled availability.

## Standard Pooled availability

[Section titled “Standard Pooled availability”](#standard-pooled-availability)

This distribution method provides Customers with the maximum amount of time slots while assuming that all Team members are equally qualified to receive the booking.

With Pooled availability, booking assignment is based on the [longest idle time](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/pooled-availability-algorithm-longest-idle-time/ "The Pooled availability algorithm - Longest idle time") concept. When a Customer selects a time on your Master page, OnceHub first checks which Booking pages are available at the time selected by the Customer. Then, the booking is assigned to the Booking page with the longest idle time, meaning the Booking page that has not received a booking for the longest amount of time.

[Learn more about Pooled availability](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/pooled-availability-distribution-method/ "Distribution method: Pooled availability")

## Pooled availability with priority

[Section titled “Pooled availability with priority”](#pooled-availability-with-priority)

This is a hybrid distribution method which provides Customers with the maximum amount of time slots while also giving priority to specific Team members.

With Pooled availability with priority, booking assignment is based on Team members’ Assignment priority. When a Customer selects a time on your Master page, OnceHub first checks which Booking pages are available at the time selected by the Customer. Then, out of the available Booking pages, the booking is assigned to the Booking page with the highest priority.

If there are multiple Booking pages with the same Assignment priority, the booking is assigned to the Booking page with the longest idle time. This is the Booking page which has not received a booking for the longest amount of time.

[Learn more about Pooled availability with priority](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/pooled-availability-with-priority/ "Distribution method: Pooled availability with priority")

# Introduction to Resource pools

> Resource pools allow you to dynamically distribute bookings among a group of Team members in the same department, location, or with any other shared characte...

Resource pools allow you to dynamically distribute bookings among a group of Team members in the same department, location, or with any other shared characteristic.

Each Resource pool has its own method for distributing bookings. As bookings come in, you’ll be able to monitor how many bookings each Team member receives and ensure an optimal distribution of bookings at any point in time.

## Distribution methods

[Section titled “Distribution methods”](#distribution-methods)

Each Resource pool has its own method for distributing bookings among Team members. Which distribution method is right for you depends on your scheduling scenario.

### Round robin

[Section titled “Round robin”](#round-robin)

With [Round robin assignment](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/round-robin-distribution-method/ "Resource pool distribution method: Round robin"), bookings will be assigned to the next Team member in line. When Customers visit your page, they will only see the availability of the designated Team member. This ensures an equal and fair distribution among the members of your pool.

For example, Round robin is useful when you want to distribute demos or initial consultations to Account Executives. Each Account Executive will have an equal opportunity to achieve their sales goals.

[Learn more about Round robin](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/round-robin-distribution-method/ "Resource pool distribution method: Round robin")

### Pooled availability****

[Section titled “Pooled availability ”](#pooled-availability-)

With [Pooled availability](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/pooled-availability-distribution-method/ "Resource pool distribution method: Pooled availability"), your entire team’s availability will be combined into a single booking calendar. When a Customer selects a time, the booking is automatically assigned to the Team member with the longest idle time, meaning the Team member who has not received a booking in the longest time. Pooled availability allows you to provide maximum availability to Customers.

For example, Pooled availability could be useful for a Customer Success team who may be conducting onboarding sessions or support sessions.

[Learn more about Pooled availability](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/pooled-availability-distribution-method/ "Resource pool distribution method: Pooled availability")

### Pooled availability with priority

[Section titled “Pooled availability with priority”](#pooled-availability-with-priority)

With [Pooled availability with priority](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/pooled-availability-with-priority/ "Resource pool distribution method: Pooled availability with priority"), your entire team’s availability will be combined into a single booking calendar. When Customers select a time, the booking is automatically assigned to the available Team member with the highest priority.

Pooled availability with priority allows you to provide maximum availability to customers, while ensuring the most qualified Team member conduct your meetings.

[Learn more about Pooled availability with priority](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/pooled-availability-with-priority/ "Resource pool distribution method: Pooled availability with priority")

## Resource pool sections

[Section titled “Resource pool sections”](#resource-pool-sections)

### Overview

[Section titled “Overview”](#overview)

This section gives you a summary of your Resource pool’s main properties:

* Distribution method
* [Reporting cycle](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/resource-pools-reporting-cycle/ "ScheduleOnce Resource pool: Reporting cycle")
* Time zone
* Included Booking pages
* [Which Master pages it is included in](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/adding-resource-pools-to-master-pages/ "Adding Resource pools to Master pages")

You will also see real-time booking metrics including the number of bookings distributed in your pool, the average number of bookings per [Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages"), and the most and least booked Booking pages.

[Learn more about the Overview section](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/resource-pools-overview/ "ScheduleOnce Resource pools: Overview section")

### Resources

[Section titled “Resources”](#resources)

This section is where you determine which Booking pages are included in your Resource pool. For each Booking page you include, you’ll be able to see the following information:

* The date joined.
* Whether the page is actively participating and receiving bookings.
* The number of [bookings each Booking page received](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/resource-pool-statistics-bookings-received/ "ScheduleOnce Resource pool statistics: Bookings received").
* The [number of bookings removed](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/resource-pool-statistics-bookings-removed/ "ScheduleOnce Resource pool statistics: Bookings removed").

If you’re using [Pooled availability with priority](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/pooled-availability-with-priority/ "Resource pool distribution method: Pooled availability with priority") as your distribution method, you’ll also be able to assign each Booking page a priority. If you are using the [Round robin](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/round-robin-distribution-method/ "Resource pool distribution method: Round robin") distribution method, you’ll be able to toggle on [Automatic correction](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/resource-pools-automatic-correction/ "Resource pools: Autocorrecting distribution algorithm"), to compensate for bookings that are removed.

[Learn more about the Resources section](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/resource-pools-resources/ "ScheduleOnce Resource Pools: Resources Section")

# Pooled availability algorithm: Longest idle time

> OnceHub's Pooled availability algorithm is based on the longest idle time concept. This refers to the amount of time that has passed since a booking was last...

OnceHub’s Pooled availability algorithm is based on the longest idle time concept. This refers to the amount of time that has passed since a booking was last created for each [Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages").

Note

The meeting time does not have an effect on the longest idle time.

## How the Pooled availability algorithm works

[Section titled “How the Pooled availability algorithm works”](#how-the-pooled-availability-algorithm-works)

The Pooled availability algorithm assigns the next booking to the Booking page with the longest idle time. This is the Booking page for which the the longest time has passed since a booking was last made. If there are a number of Booking pages with the same idle time, then the algorithm picks one at random.

## Rules

[Section titled “Rules”](#rules)

* The idle time is tracked per [Master page](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/introduction-to-master-pages/ "Introduction to Master pages") AND per [Event type](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/introduction-to-event-types/ "Introduction to Event types") combination. This means that if a User receives bookings from more than one Master page, each Master page will have separate idle times. Also, if a User receives bookings from more than one Event type in a single Master page, they will have two separate counts.
* The idle time is not considered if a Booking page has been deleted, disabled, or has connection errors.
* When a new Booking page is added to a Master page, this Booking page is considered to have the longest idle time. This means that the new Booking page will be highest priority for new bookings.

Note

If you’re using [Pooled availability with priority](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/pooled-availability-with-priority/ "Distribution method: Pooled availability with priority") and multiple Booking pages have been assigned the same Assignment priority, then longest idle time will be used to choose between them.

# Pooled availability distribution method

> Resource pools allow you to dynamically distribute bookings among a group of Team members in the same department, location, or with any other shared characte...

[Resource pools](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/introduction-to-resource-pools/ "Introduction to ScheduleOnce Resource Pools") allow you to dynamically distribute bookings among a group of Team members in the same department, location, or with any other shared characteristic. Each Resource pool has its own method for distributing bookings, such as [Round robin](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/round-robin-distribution-method/ "Resource pool distribution method: Round robin"), Pooled availability, or Pooled availability with priority.

In this article, you’ll learn about the Pooled availability distribution method and how to set up a Resource pool with Pooled availability.

## When should I use Pooled availability?

[Section titled “When should I use Pooled availability?”](#when-should-i-use-pooled-availability)

Pooled availability is a Customer-focused distribution method. You should use Pooled availability if your top priority is providing Customers with the maximum number of time slots. For example, you might choose to use Pooled availability to distribute onboarding or support sessions to your Customer Success team.

## How are bookings assigned with Pooled availability?

[Section titled “How are bookings assigned with Pooled availability?”](#how-are-bookings-assigned-with-pooled-availability)

To distribute bookings among Team members in your pool, you must [add the Resource pool](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/adding-resource-pools-to-master-pages/ "Adding Resource pools to Master pages") to a [Master page](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/introduction-to-master-pages/ "Introduction to Master pages").

When a Customer visits your Master page, they will see your entire team’s combined availability. Once they select a time, the booking is automatically assigned to the available Team member with the longest idle time, meaning the Team member who has not received a booking in the longest time.

## How do I create a Resource pool that uses Pooled availability?

[Section titled “How do I create a Resource pool that uses Pooled availability?”](#how-do-i-create-a-resource-pool-that-uses-pooled-availability)

1. Go to **Booking pages** in the bar on the left.
2. Select **Resource pools** on the left (Figure 1). ![](https://help.oncehub.com/_astro/screenshot-2022-10-12-113426.DO3qsuAP_Z2cv5OQ.webp)Figure 1: Resource pools
3. Click the **Add a Resource pool** button to [create a new Resource pool](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/creating-resource-pool/ "Creating a Resource pool in ScheduleOnce").
4. The **New Resource pool** pop-up appears (Figure 2). ![](https://help.oncehub.com/_astro/1560234959020.B70QBrqA_1Dl56X.webp)Figure 2: New Resource pool pop-up
5. Name your Resource pool.
6. In the **Distribution method** section, select **Pooled availability**.
7. Select a [Reporting cycle](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/resource-pools-reporting-cycle/ "ScheduleOnce Resource pool: Reporting cycle").
8. Click **Save & Edit**. You’ll be redirected to the [Resource pool Overview section](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/resource-pools-overview/ "ScheduleOnce Resource pools: Overview section").
9. Go to the [Resources section](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/resource-pools-resources/ "ScheduleOnce Resource pools: Resources section") and select which Booking pages to include in the drop-down.
10. Make sure to [add your Resource pool to a Master page](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/adding-resource-pools-to-master-pages/ "Adding Resource pools to Master pages"). Bookings will not be distributed to pool members until the Resource pool is included in a Master page.

# Pooled availability with priority

> Pooled availability with priority combines the availability of multiple Team members and displays it to Customers as a single booking calendar.

Pooled availability with priority combines the availability of multiple Team members and displays it to Customers as a single booking calendar. When a Customer selects a time, the booking is automatically assigned to the Team member with the highest Assignment priority. Pooled availability with priority is a hybrid distribution method which provides Customers with the maximum number of time slots while also giving priority to specific Team members. You can set up Pooled availability with priority in a [Rule-based assignment Master page](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-page-scenario-team-or-panel-page/ "Master page scenario: Rule-based assignment") using Static rules.

## How are bookings assigned with Pooled availability with priority?

[Section titled “How are bookings assigned with Pooled availability with priority?”](#how-are-bookings-assigned-with-pooled-availability-with-priority)

When a Customer selects a time on your Master page, OnceHub first checks which Team members are available at the time selected by the Customer. Then, out of the available Booking pages, the booking is assigned to the Team member with the highest Assignment priority.

If there are multiple Team members with the same priority ranking, the booking is assigned to the Team member with [the longest idle time](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/pooled-availability-algorithm-longest-idle-time/ "The Pooled availability algorithm: Longest idle time"). This is the Team member who has not received a booking for the longest amount of time.

## Using Pooled availability with priority with Static rules:

[Section titled “Using Pooled availability with priority with Static rules:”](#using-pooled-availability-with-priority-with-static-rules)

1. [Create a Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/creating-booking-page/ "Creating a Booking page") for each member, resource, or any other entity that you would like to automatically assign. Don’t configure any Booking page settings yet.

2. To use Pooled availability with priority, you must use at least one [Event type](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/introduction-to-event-types/ "Introduction to Event types"). You can use multiple Event types or a single Event type if you only have one meeting type. If you use one Event type, it will be automatically selected for your Customers.

   Note

   **Note** All Event types used in Pooled availability with priority must use [Automatic booking mode](https://help.oncehub.com/scheduleonce/event-types-booking-pages/scheduling-options/automatic-booking-or-booking-with-approval/ "Automatic booking or Booking with approval"). Pooled availability with priority is not possible in Booking with approval mode.

3. [Associate your Event types with your Booking pages](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/adding-event-types-to-booking-pages/ "Adding Event types to Booking pages") in the **Event types** section of the Booking page (Figure 1). If you’ve created just one Event type, all the Booking pages that are used with Pooled availability with priority should be linked to this Event type. ![](https://help.oncehub.com/_astro/1560778270862.Cul0YGld_dhIco.webp)Figure 1: Event types section

4. You can now configure the rest of the settings on the Booking pages and the Event types.

   Note

   **Note**If you have Booking pages with different time zones, the **Time zone conversion** setting for displaying time slots in your Customer’s local time must be enabled in the [Time slots section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/timeslot-settings/introduction-to-time-slot-settings/ "Introduction to Time slot settings").

5. Go back to **OnceHub** **setup** and [create a new Master page](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/creating-master-page/ "Creating a Master Page").

6. Select [Rule-based assignment](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-page-scenario-team-or-panel-page/ "Master page scenario: Rule-based assignment") as the [Master page scenario](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-page-scenarios/ "Master page scenarios").

7. In your newly created Master page go to the **Assignment** section and follow these steps:

   * In the **Rule types** section, select **Static**.
   * In the **Distribution method** section, select **Pooled availability with priority**.
   * Finally, in the **Included Booking pages** section, select the Booking pages whose availability you would like to combine into one single booking calendar.

8. Each Booking page you include has an **Assignment priority** that you can set (Figure 2). By default, this is set to **Medium - 5**. To assign specific Team members a higher or lower priority, use the drop-down menu to select a priority from **Low - 1** (lowest) to **High - 10** (highest). ![](https://help.oncehub.com/_astro/1560781652141.DMYHb71W_2e8kEd.webp)Figure 2: Assignment priority drop-down menu

9. Next, go to the [Labels and instructions](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-pages-labels-and-instructions/ "Master page: Labels and instructions section") section and define the Public labels that your Customers will see. Here, you can also define selection instructions for your Customers.

You’re all set! You can test the page by clicking the Customer link in the **Share & Publish** section of the the Master page’s [Overview section](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-pages-overview/ "Master Page: Overview section").

Note

You can also use Pooled availability with priority with Resource pools. [Learn more about Resource pools with Pooled availability with priority distribution](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/resource-pool-distribution-method-pooled-availability-with-priority/ "Resource pool distribution method: Pooled availability with priority")

# Resource pool distribution method: Pooled availability with priority

> Resource pools allow you to dynamically distribute bookings among a group of Team members in the same department, location, or with any other shared characte...

Resource pools allow you to dynamically distribute bookings among a group of Team members in the same department, location, or with any other shared characteristic. Each Resource pool has its own method for distributing bookings, such as [Round robin](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/round-robin-distribution-method/ "Resource pool distribution method: Round robin"), [Pooled availability](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/pooled-availability-distribution-method/ "Distribution method - Pooled availability"), or Pooled availability with priority.

In this article, you’ll learn about the Pooled availability with priority distribution method and how to set up a Resource pool with Pooled availability with priority.

## When should I use Pooled availability with priority?

[Section titled “When should I use Pooled availability with priority?”](#when-should-i-use-pooled-availability-with-priority)

Pooled availability with priority is a hybrid distribution method. It provides Customers with the maximum amount of time slots while also giving priority to specific Team members.

For example, you might choose to use Pooled availability with priority to distribute bookings to your tier-two support representatives. You want to provide maximum availability to Customers in need of tier-two support, while also ensuring that your most qualified support representatives conduct the meetings.

## How are bookings assigned with Pooled availability with priority?

[Section titled “How are bookings assigned with Pooled availability with priority?”](#how-are-bookings-assigned-with-pooled-availability-with-priority)

To distribute bookings among Team members in your pool using Pooled availability with priority, you must [add the Resource pool](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/adding-resource-pools-to-master-pages/ "Adding Resource pools to Master pages") to a [Master page](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/introduction-to-master-pages/ "Introduction to Master pages"). When a Customer visits your Master page, they will see your entire team’s combined availability. Once they select a time, the booking is automatically assigned to the available Team member with the highest priority.

If there are multiple Team members with the same priority ranking, the booking is assigned to the Team member with the longest idle time. This is the Team member who has not received a booking for the longest amount of time.

## How do I create a Resource pool that uses Pooled availability with priority?

[Section titled “How do I create a Resource pool that uses Pooled availability with priority?”](#how-do-i-create-a-resource-pool-that-uses-pooled-availability-with-priority)

1. Go to **Booking pages** in the bar on the left.
2. Select **Resource pools** on the left (Figure 1). ![](https://help.oncehub.com/_astro/screenshot-2022-10-12-113426.DO3qsuAP_Z2cv5OQ.webp)Figure 1: Resource pools
3. Click the **Add a Resource pool** button to [create a new Resource pool](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/creating-resource-pool/ "Creating a Resource pool in ScheduleOnce").
4. The **New Resource pool** pop-up appears (Figure 2). ![](https://help.oncehub.com/_astro/1560234959020.B70QBrqA_1Dl56X.webp)Figure 2: New Resource pool pop-up
5. Name your Resource pool.
6. In the **Distribution method** section, select **Pooled availability with priority**.
7. Select a [Reporting cycle](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/resource-pools-reporting-cycle/ "ScheduleOnce Resource pool: Reporting cycle").
8. Click **Save & Edit**. You’ll be redirected to the Resource pool Overview section.
9. Go to the Resources section and select which Booking pages to include in the drop-down. Assign a priority to each Booking page in your pool (Figure 3). *![](https://help.oncehub.com/_astro/1548080398307.Cygjlbt0_ZLUGyb.webp)Figure 3: Resource section*
10. Make sure to [add your Resource pool to a Master page](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/adding-resource-pools-to-master-pages/ "Adding Resource pools to Master pages"). Bookings will not be distributed to pool members until the Resource pool is included in a Master page.

# Resource pool statistics: Bookings received

> Resource pools allow you to dynamically distribute bookings among a group of Team members in the same department, location, or with any other shared characte...

[Resource pools](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/introduction-to-resource-pools/ "Introduction to ScheduleOnce Resource pools") allow you to dynamically distribute bookings among a group of Team members in the same department, location, or with any other shared characteristic.

**Bookings received** is a metric provided for each Booking page you’ve included in a [Resource pool](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/introduction-to-resource-pools/ "Introduction to ScheduleOnce Resource pools"). **Bookings received** is the number of bookings that a specific [Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages") has received to date, within the [Reporting cycle](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/resource-pools-reporting-cycle/ "ScheduleOnce Resource pool: Reporting cycle").

In this article, you’ll learn about viewing and understanding the Bookings received metric.

## Requirements

[Section titled “Requirements”](#requirements)

To view the **Bookings received** metric, you must be a OnceHub Administrator.

## Viewing the Bookings received metric

[Section titled “Viewing the Bookings received metric”](#viewing-the-bookings-received-metric)

1. Go to **Booking pages** in the bar on the left.

2. Select **Resource pools** on the left (Figure 1). ![](https://help.oncehub.com/_astro/screenshot-2022-10-12-113426.DO3qsuAP_Z2cv5OQ.webp)

   Figure 2: Resource pools

3. Select the specific Resource pool you would like to view **Bookings received** for.

4. Go to the **Resources** section of the Resource pool (Figure 2). ![](https://help.oncehub.com/_astro/product-team-rp-booking-rec.9K_dHnvA_Z1JrU5E.webp)

   Figure 2: Bookings received

## Understanding the Bookings received metric

[Section titled “Understanding the Bookings received metric”](#understanding-the-bookings-received-metric)

If the specific [Resource pool is included in multiple Master pages](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/adding-resource-pools-to-master-pages/ "Adding Resource pools to Master pages"), the **Bookings received** metric for each Booking page is the total number of bookings received by that Booking page across all Master pages.

Bookings can be received via direct scheduling, rescheduling, or reassignment.

* **Bookings received via direct scheduling:** This happens when a Customer schedules on a Master page that includes the specific Resource pool, and the booking is assigned to the specific Booking page.
* **Bookings received via rescheduling:** This happens when a Customer reschedules a booking and the booking is assigned to a different Booking page from the original Booking page that was assigned. In this case, the **Bookings received** counter will go up by one for the new Booking page that the Customer rescheduled with. The [Bookings removed](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/resource-pool-statistics-bookings-removed/ "ScheduleOnce Resource pool statistics: Bookings removed") counter will go up by one for the original Booking page that the booking was rescheduled from.
* **Bookings received via reassignment:** This happens when a User reassigns a booking from one Booking page to another. In this case, the **Bookings received** counter will go up by one for the new Booking page the User reassigned the booking to. The **Bookings removed** counter will go up by one for the original Booking page that the booking was reassigned from.

# Resource pool statistics: Bookings removed

> Resource pools allow you to dynamically distribute bookings among a group of Team members in the same department, location, or with any other shared characte...

[Resource pools](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/introduction-to-resource-pools/ "Introduction to ScheduleOnce Resource pools") allow you to dynamically distribute bookings among a group of Team members in the same department, location, or with any other shared characteristic.

**Bookings removed** is a metric provided for each [Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages") you’ve included in a Resource pool. **Bookings removed** is the number of bookings that were taken away from a specific Booking page to date, within the existing [Reporting cycle](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/resource-pools-reporting-cycle/ "ScheduleOnce Resource pool: Reporting cycle").

In this article, you’ll learn about viewing and understanding the Bookings removed metric.

## Requirements

[Section titled “Requirements”](#requirements)

To view the **Bookings removed** metric, you must be a OnceHub Administrator.

## Viewing the Bookings removed metric

[Section titled “Viewing the Bookings removed metric”](#viewing-the-bookings-removed-metric)

1. Go to **Booking pages** in the bar on the left.

2. Select **Resource pools** on the left (Figure 1).![](https://help.oncehub.com/_astro/screenshot-2022-10-12-113426.DO3qsuAP_Z2cv5OQ.webp)

   Figure 1: Resource pools

3. Select the specific Resource pool you would like to view **Bookings removed** for.

4. Go to the **Resources** section of the Resource pool (Figure 2).![](https://help.oncehub.com/_astro/product-team-rp-booking-rem.CY1JYBRa_Z15doWG.webp)Figure 2: Bookings removed in the Resource pool’s Resources section

## Understanding the Bookings removed metric

[Section titled “Understanding the Bookings removed metric”](#understanding-the-bookings-removed-metric)

If the specific [Resource pool is included in multiple Master pages](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/adding-resource-pools-to-master-pages/ "Adding Resource pools to Master pages"), the **Bookings removed** metric shown for each Booking page is the total number of bookings taken away from that Booking page across all Master pages.

Bookings can be removed from a Booking page due to cancellations, rescheduling, reassignments, or no-shows.

* **Bookings removed due to cancellations:** This happens when a Customer cancels a booking that was originally scheduled on the Master page that included the specific Resource pool, or when a User cancels a booking or requests the booking to be rescheduled.
* **Bookings removed due to rescheduling:** This happens when a Customer reschedules a booking and the booking is assigned to a different Booking page from the original Booking page that was assigned. In this case, the **Bookings removed** counter will go up by one for the original Booking page that the Customer scheduled with. The [Bookings received](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/resource-pool-statistics-bookings-received/ "ScheduleOnce Resource pool statistics: Bookings received") counter will go up by one for the new Booking page that the Customer rescheduled with.
* **Bookings removed due to reassignment:** This happens when a User reassigns a booking from one Booking page to another. In this case, the **Bookings removed** counter will go up by one for the original Booking page that the booking was reassigned from. The **Bookings received** counter will go up by one for the new Booking page that the User reassigned the booking to.
* **Bookings removed due to no-shows:** This happens when a User marks a booking as a no-show. The booking marked as no-show needs to have been originally scheduled on the Master page that included the specific Resource pool.

# Resource pools: Assignment priority

> You can assign an Assignment priority to Booking pages within a Resource pool that uses Pooled availability with priority as the distribution method.

You can assign an Assignment priority to [Booking pages](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages") within a [Resource pool](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/introduction-to-resource-pools/ "VIDEO: Introduction to Resource pools") that uses [Pooled availability with priority](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/pooled-availability-with-priority/ "Distribution method - Pooled availability with priority") as the distribution method. The Assignment priority determines which Booking page will receive a booking when multiple Booking pages are available at the time selected by the Customer.

![](https://help.oncehub.com/_astro/ass-pri.C0N4xqsl_Z125bYo.webp)Figure 1: Resource pool Assignment priority

In this article, you’ll learn about using Assignment priority.

## How Assignment priority works

[Section titled “How Assignment priority works”](#how-assignment-priority-works)

When a Customer selects a time to schedule a meeting, OnceHub first checks which Booking pages are available. Then, the booking is assigned to the available Booking page with the highest Assignment priority.

If there are multiple Booking pages with the same Assignment priority, the booking is assigned to the Booking page with the longest idle time. This is the Booking page which has not received a booking for the longest amount of time.

## Requirements

[Section titled “Requirements”](#requirements)

To edit the Assignment priority of Booking pages in a Resource pool, you must be a OnceHub Administrator.

## Defining Assignment priority for Booking pages in a Resource pool

[Section titled “Defining Assignment priority for Booking pages in a Resource pool”](#defining-assignment-priority-for-booking-pages-in-a-resource-pool)

1. Go to **Booking pages** in the bar on the left.

2. Select **Resource pools** on the left (Figure 1).

3. ![](https://help.oncehub.com/_astro/screenshot-2022-10-12-113426.DO3qsuAP_Z2cv5OQ.webp)

   Figure 1: Resource pools

4. Select the specific Resource pool you’d like to define **Assignment priority** for.

   Note

   **Note**Assignment priority is only relevant for Resource pools using Pooled availability with priority as the distribution method.

5. In the **Resources** section, use the **Assignment priority** drop-down menu next to each Booking page to change its priority. By default all pages have an Assignment priority of **Medium - 5**.

# Resource pools: Automatic correction

> OnceHub uses a smart Automatic correction distribution algorithm to ensure that Resource pools that use Round robin distribution achieve an equal booking dis...

OnceHub uses a smart Automatic correction distribution algorithm to ensure that [Resource pools](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/introduction-to-resource-pools/ "Introduction to ScheduleOnce Resource pools") that use [Round robin](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/round-robin-distribution-method/ "Resource pool distribution method: Round robin") distribution achieve an equal booking distribution across your Team members at all times.

![](https://help.oncehub.com/_astro/1560503395543.DFKlX7Vk_1zAyU7.webp)Figure 1: Round robin Resource pool with Automatic correction

In this article, you’ll learn about using Automatic correction with your Round robin Resource pool.

## Why use Automatic correction?

[Section titled “Why use Automatic correction?”](#why-use-automatic-correction)

With [Round robin](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/round-robin-distribution-method/ "Resource pool distribution method: Round robin") distribution, each new booking is assigned to the next Team member in line. This ensures that the number of bookings received per [Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages") is equal. However, if schedule changes such as cancellations by customers are not taken into consideration, the distribution may become uneven.

The Automatic correction algorithm ensure that any bookings that are removed are compensated for, meaning that any Team member who falls behind will be automatically moved to the front of the line until they have caught up. The Automatic correction distribution algorithm is turned **ON** by default for all new Resource pools that use Round robin distribution. If for any reason you would like to stop compensating for bookings that were removed, follow the steps below to turn Automatic correction off.

## Requirements

[Section titled “Requirements”](#requirements)

To edit a Resource pool, you must be a OnceHub Administrator.

## Using the Automatic correction algorithm in a Resource pool

[Section titled “Using the Automatic correction algorithm in a Resource pool”](#using-the-automatic-correction-algorithm-in-a-resource-pool)

1. Go to **Booking pages** in the bar on the left.

2. Select **Resource pools** on the left (Figure 2).![](https://help.oncehub.com/_astro/screenshot-2022-10-12-113426.DO3qsuAP_Z2cv5OQ.webp)

   Figure 2: Resource pools

3. Select the specific Resource pool you would like to turn Automatic correction off for.

   Note

   **Note**The Automatic correction algorithm is only available for Resource pools using Round robin as the distribution method.

4. Once you select the relevant Resource pool, you’ll be redirected to the Resource pool [Overview section](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/resource-pools-overview/ "ScheduleOnce Resource pools: Overview section").

5. Go to the **Resources** section of the Resource pool.

6. Set the **Automatic correction** toggle to **OFF** (Figure 3). From this point onwards, bookings that are removed will not be compensated for. ![](https://help.oncehub.com/_astro/1560504744858.B4ubMxSG_1kTNbY.webp)

   Figure 3: Set Automatic correction to OFF

# Resource pools: Overview

> Resource pools allow you to dynamically distribute bookings among a group of Team members in the same department, location, or with any other shared characte...

[Resource pools: Overview](https://www.youtube-nocookie.com/embed/OgiXNojqhxo?wmode=opaque)

[Resource pools](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/introduction-to-resource-pools/ "Introduction to ScheduleOnce Resource pools") allow you to dynamically distribute bookings among a group of Team members in the same department, location, or with any other shared characteristic.

The Resource pool **Overview** section summarizes the main properties of the selected Resource pool and provides real-time visibility into booking metrics of the Resource pool.

![](https://help.oncehub.com/_astro/1560429761805.DaFt20Gr_oeI3A.webp)Figure 1: Resource Pool Overview section

## Booking metrics

[Section titled “Booking metrics”](#booking-metrics)

![](https://help.oncehub.com/_astro/booking-metrics.BRONl3is_dfHaX.webp)Figure 2: Booking metrics

The **Booking metrics** section (Figure 2) gives you quick access to the pool’s statistics. All metrics are real-time and show the state of the pool within the current [Reporting cycle](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/resource-pools-reporting-cycle/ "ScheduleOnce Resource pool: Reporting cycle").

* **Total bookings:** The total number of bookings that Team members [](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages")in the Resource pool have received to date, within the Reporting cycle period.
* **Average bookings:** The average number of bookings that each Team member in the Resource pool has received to date, within the existing Reporting cycle.
* **Most booked:** The Team member in the Resource pool who has received the highest number of bookings to date, within the existing Reporting cycle.
* **Least booked:** The Team member in the Resource pool who has received the least number of bookings to date, within the existing Reporting cycle.

## Main settings

[Section titled “Main settings”](#main-settings)

![](https://help.oncehub.com/_astro/1560430515955.CLxFlNSB_Z23zKyQ.webp)Figure 3: Resource pool main settings

The **Main settings** section (Figure 3) shows the following:****

* **Distribution method:** The selected Distribution method is listed here. The Distribution method determines how bookings are assigned across Team members within the Resource pool. Resource pools can use [Round robin](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/round-robin-distribution-method/ "Resource pool distribution method: Round robin"), [Pooled availability](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/pooled-availability-distribution-method/ "Resource pool distribution method: Pooled availability"), or [Pooled availability with priority](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/resource-pool-distribution-method-pooled-availability-with-priority/ "Resource pool distribution method: Pooled availability with priority").
* [**Reporting cycle**](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/resource-pools-reporting-cycle/ "ScheduleOnce Resource pool: Reporting cycle"): The selected Reporting cycle is listed here. The Reporting cycle determines how often the statistics for your Resource pool will be reset.
* **Time zone**: If the Reporting cycle of the Resource pool is set to Monthly or Quarterly, the Time zone that determines when the statistics for your pool are reset is listed here.

## Included Booking pages

[Section titled “Included Booking pages”](#included-booking-pages)

![](https://help.oncehub.com/_astro/1560430604774.BzHMep5m_PrXWT.webp)Figure 4: Booking pages included in the Resource pool

Each Resource pool groups Booking pages together according to characteristics you define. Here, you will see a list of all the Booking pages that are included in the specific Resource pool.

## Included in Master pages

[Section titled “Included in Master pages”](#included-in-master-pages)

![](https://help.oncehub.com/_astro/1560430756775.Ji0LlkEn_Z3Qf0o.webp)Figure 5: Master pages that the Resource pool is included in

Resource pools are only active once you [add them to Master pages using team or panel pages](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/adding-resource-pools-to-master-pages/ "Adding Resource pools to Master pages"). When Customers schedule on Master pages that include a Resource pool, the booking will be assigned to a pool member according to the Resource pool’s Distribution method. A single Resource pool can be included across multiple rules within a single Master page and can be included across multiple Master pages.

# Resource pools: Reporting cycle

> The Reporting cycle of a Resource pool determines how often the statistics for the pool will be reset.

The Reporting cycle of a [Resource pool](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/introduction-to-resource-pools/ "Introduction to ScheduleOnce Resource pools") determines how often the statistics for the pool will be reset. You define the Reporting cycle when you [create a new Resource pool](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/creating-resource-pool/ "Creating a Resource pool in ScheduleOnce").

The reporting cycle can be monthly, quarterly, or go on continuously. Select the reporting cycle you use in your organization to ensure your scheduling stats are fully aligned with your business metrics.

Note

Once you have defined a Reporting cycle for a new Resource pool, it cannot be changed.

## Requirements

[Section titled “Requirements”](#requirements)

To define the Reporting cycle of a new Resource pool, you must be a OnceHub Administrator.

## How to set the Reporting cycle for a new Resource pool:

[Section titled “How to set the Reporting cycle for a new Resource pool:”](#how-to-set-the-reporting-cycle-for-a-new-resource-pool)

1. Go to **Booking pages** in the bar on the left.
2. Select **Resource pools** on the left (Figure 1).![](https://help.oncehub.com/_astro/screenshot-2022-10-12-113426.DO3qsuAP_Z2cv5OQ.webp)Figure 1: Resource pools
3. Click the **Add a Resource pool** button to [create a new Resource pool](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/creating-resource-pool/ "Creating a Resource pool in ScheduleOnce").
4. The **New Resource pool** pop-up appears (Figure 2). ![](https://help.oncehub.com/_astro/1560234959020.B70QBrqA_1Dl56X.webp)Figure 2: New Resource pool pop-up
5. After defining the Resource pool’s **Name** and **Distribution method**, choose the **Reporting cycle** for your Resource pool. If the Reporting cycle of the Resource pool is **Every calendar month** or **Every calendar quarter**, you’ll be required to define the time zone that will be used every Reporting cycle to reset the statistics for your pool.
6. Once you have defined the Resource pool’s properties, click **Save & Edit**. You will be redirected to the [Resource pool Overview](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/resource-pools-overview/ "ScheduleOnce Resource pools: Overview section") section where you will be able to continue the setup.

# Resource pools: Resources

> Resource pools allow you to dynamically distribute bookings among a group of Team members in the same department, location, or with any other shared characte...

[Resource pools](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/introduction-to-resource-pools/ "Introduction to ScheduleOnce Resource pools") allow you to dynamically distribute bookings among a group of Team members in the same department, location, or with any other shared characteristic.

The **Resources** section of the Resource pool is where you determine which Team member’s [Booking pages](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages") are included in the pool. These are the Team members that will receive bookings. How bookings are assigned across these Team members is determined by the Resource pool’s distribution method.

![](https://help.oncehub.com/_astro/resources-section.GSduswlo_ZeSsTH.webp)Figure 1: Resource pool Resources section

In this article, you’ll learn about using the Resources section.

## Requirements

[Section titled “Requirements”](#requirements)

To define the **Resources** section in a Resource pool, you must be a OnceHub Administrator.

## Defining Resources in a Resource pool

[Section titled “Defining Resources in a Resource pool”](#defining-resources-in-a-resource-pool)

1. Go to **Booking pages** in the bar on the left.

2. Select **Resource pools** on the left (Figure 1). ![](https://help.oncehub.com/_astro/screenshot-2022-10-12-113426.DO3qsuAP_Z2cv5OQ.webp)

   Figure 1: Resource pools

3. Select the Resource pool that you’d like to add [Booking pages](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages") to.

4. Go to the **Resources** section.

5. Using the **Add Booking pages** drop-down menu, select the Booking pages you would like to be part of this Resource pool. You can add as many Booking pages as you like. All types of Booking pages can be added to the pool, regardless of [any existing associations between Booking pages and Event types](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/adding-event-types-to-booking-pages/ "Adding Event types to Booking pages").

6. To start distributing bookings to your pool members, you need to [add the Resource pool](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/adding-resource-pools-to-master-pages/ "Adding Resource pools to Master pages") to a [Master page](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/introduction-to-master-pages/ "Introduction to Master pages") using [team or panel pages](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-page-scenario-team-or-panel-page/ "Master page scenario: Team or panel pages").

## Using Assignment priority

[Section titled “Using Assignment priority”](#using-assignment-priority)

If you’re using [Pooled availability with priority](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/resource-pool-distribution-method-pooled-availability-with-priority/ "Resource pool distribution method: Pooled availability with priority") as your distribution method, you can set a priority for each Booking page after you’ve added them. Bookings will be assigned to the Booking page with the highest priority available at the selected time. [Learn more about Pooled availability with priority](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/resource-pool-distribution-method-pooled-availability-with-priority/ "Resource pool distribution method: Pooled availability with priority")

![](https://help.oncehub.com/_astro/resources-section-priority.DXbuv4Le_39pL7.webp)Figure 2: Set the Assignment priority for each Booking page

## Using Automatic correction

[Section titled “Using Automatic correction”](#using-automatic-correction)

If you’re using [Round robin](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/round-robin-distribution-method/ "Resource pool distribution method: Round robin") as your distribution method, you can decide whether you would like [removed bookings](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/resource-pool-statistics-bookings-removed/ "ScheduleOnce Resource pool statistics: Bookings removed") to be compensated for. By default, [Automatic correction](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/resource-pools-automatic-correction/ "Resource pools: Autocorrecting distribution algorithm") is toggled **ON** to make sure that any Team member who falls behind due to cancellations is automatically moved to the front of the line until they have caught up. If for any reason you want to turn this off, you can at any time. [Learn more about Automatic correction](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/resource-pools-automatic-correction/ "Resource pools: Automatic correction")

![](https://help.oncehub.com/_astro/1560503395543.DFKlX7Vk_1zAyU7.webp)Figure 3: Automatic correction

# Round robin distribution method

> Resource pools allow you to dynamically distribute bookings among a group of Team members in the same department, location, or with any other shared characte...

[Resource pools](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/introduction-to-resource-pools/ "Introduction to ScheduleOnce Resource pools") allow you to dynamically distribute bookings among a group of Team members in the same department, location, or with any other shared characteristic. Each Resource pool has its own method for distributing bookings, such as Round robin, [Pooled availability](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/pooled-availability-distribution-method/ "Resource pool distribution method: Pooled availability"), or [Pooled availability with priority](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/resource-pool-distribution-method-pooled-availability-with-priority/ "Resource pool distribution method: Pooled availability with priority").

In this article, you’ll learn about the Round robin distribution method and how to set up a Resource pool with Round robin distribution.

## When should I use Round robin?

[Section titled “When should I use Round robin?”](#when-should-i-use-round-robin)

Round robin is an organization-focused distribution method. You should use Round robin if your top priority is achieving an equal booking distribution among your Team members. For example, you might choose to use Round robin to distribute demos or initial consultations to Account Executives. Each Account Executive will have an equal opportunity to achieve their sales goals.

When you use Round robin assignment, you can ensure that cancellations, reassignments, and no-shows do not affect booking distribution equality. By enabling [Automatic correction](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/resource-pools-automatic-correction/ "Resource pools: Autocorrecting distribution algorithm"), any Team member who falls behind will be automatically moved to the front of the line until they have caught up.

## How are bookings assigned with Round robin?

[Section titled “How are bookings assigned with Round robin?”](#how-are-bookings-assigned-with-round-robin)

To distribute bookings among Team members in your pool using Round robin, you must [add the Resource pool](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/adding-resource-pools-to-master-pages/ "Adding Resource pools to Master pages") to a [Master page](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/introduction-to-master-pages/ "Introduction to Master pages"). When a Customer visits your Master page, they will only see the availability of the next Team member in line to receive a booking.

## How do I create a Resource pool that uses Round robin?

[Section titled “How do I create a Resource pool that uses Round robin?”](#how-do-i-create-a-resource-pool-that-uses-round-robin)

1. Go to **Booking pages** in the bar on the left.

2. Select **Resource pools** on the left (Figure 1). ![](https://help.oncehub.com/_astro/screenshot-2022-10-12-113426.DO3qsuAP_Z2cv5OQ.webp)Figure 1: Resource pools in the Tools section

3. Click the **Add a Resource pool** button to [create a new Resource pool](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/creating-resource-pool/ "Creating a Resource pool in ScheduleOnce").

4. The **New Resource pool** pop-up appears (Figure 2). ![](https://help.oncehub.com/_astro/1560234959020.B70QBrqA_1Dl56X.webp)Figure 2: New Resource pool pop-up

5. Name your Resource pool.

6. In the **Distribution method** section, select **Round robin**.

7. Select a [Reporting cycle](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/resource-pools-reporting-cycle/ "ScheduleOnce Resource pool: Reporting cycle").

8. Click **Save & Edit**. You’ll be redirected to the Resource pool [Overview section](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/resource-pools-overview/ "ScheduleOnce Resource Pools: Overview Section").

9. Navigate to the [Resources section](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/resource-pools-resources/ "ScheduleOnce Resource Pools: Resources Section") and select which Booking pages to include using the drop-down.

10. By default, the [Automatic correction](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/resource-pools-automatic-correction/ "Resource pools: Automatic correction") toggle will be turned on to ensure that the booking distribution remains equal at all times (Figure 3). If for any reason you don’t want removed bookings to be compensated for, you can set this toggle to **OFF**. ![](https://help.oncehub.com/_astro/1548079530412.CyvSHKV-_1aApMx.webp)

    Figure 3: Automatic correction

11. Make sure to [add your Resource pool to a Master page](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/adding-resource-pools-to-master-pages/ "Adding Resource pools to Master pages"). Bookings will not be distributed to pool members until the Resource pool is included in a Master page.

# Recommended Configuration

> Recommended Configuration documentation and guides.

[Single User Scenarios](https://help.oncehub.com/scheduleonce/recommended-configuration/single-user-scenarios/)

[Multi User Scenarios](https://help.oncehub.com/scheduleonce/recommended-configuration/multi-user-scenarios/)

[Multiple Attendee Scenarios](https://help.oncehub.com/scheduleonce/recommended-configuration/multiple-attendee-scenarios/)

# Multi User Scenarios

> Multi User Scenarios documentation and guides.

[Introduction to multi-user scenarios](https://help.oncehub.com/scheduleonce/recommended-configuration/multi-user-scenarios/introduction-to-multi-user-scenarios)

[Scheduling one-off meetings using one-time links](https://help.oncehub.com/scheduleonce/recommended-configuration/multi-user-scenarios/scheduling-one-off-meetings-using-one-time-links)

[Configuring your booking page for scheduling conferences, trade shows and other events](https://help.oncehub.com/scheduleonce/recommended-configuration/multi-user-scenarios/configuring-your-booking-page-for-scheduling-conferences-trade-shows-and-other-events)

[Booking conditional on the availability of a single resource](https://help.oncehub.com/scheduleonce/recommended-configuration/multi-user-scenarios/booking-conditional-on-availability-of-single-resource)

[Booking conditional on the availability of one of several resources](https://help.oncehub.com/scheduleonce/recommended-configuration/multi-user-scenarios/booking-conditional-on-availability-of-one-of-several-resources)

[Room and resource scheduling with team or panel pages](https://help.oncehub.com/scheduleonce/recommended-configuration/multi-user-scenarios/room-and-resource-scheduling-with-team-or-panel-pages)

[Room and resource scheduling without rule-based assignment](https://help.oncehub.com/scheduleonce/recommended-configuration/multi-user-scenarios/room-and-resource-scheduling-without-rule-based-assignment)

[Team Scheduling with Event Types: With Team or Panel Pages](https://help.oncehub.com/scheduleonce/recommended-configuration/multi-user-scenarios/team-scheduling-with-event-types-with-team-or-panel-pages)

[Team Scheduling with Event Types: Without Team or Panel Pages](https://help.oncehub.com/scheduleonce/recommended-configuration/multi-user-scenarios/team-scheduling-with-event-types-without-team-or-panel-pages)

[Team Scheduling without Event Types](https://help.oncehub.com/scheduleonce/recommended-configuration/multi-user-scenarios/team-scheduling-without-event-types)

# Booking conditional on the availability of one of several resources

> There are many situations where booking should be conditional on the availability of multiple resources, such as when you have multiple conference rooms avai...

There are many situations where booking should be conditional on the availability of multiple resources, such as when you have multiple conference rooms available in your office and need an available room automatically assigned when someone books a meeting. [See the Meeting resources page](https://oncehub.com/scheduleonce/feature/meeting-resources)

In this case, you can create [Panel meetings](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/panel-meetings/introduction-to-panel-meetings/ "Introduction to Panel Meetings") to allow Customers to book a time with both the User and a resource. Time slots will only be offered when both the User and a resource are available.

## How to set up

[Section titled “How to set up”](#how-to-set-up)

1. [Create an Event type](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/creating-an-event-type/ "Creating an Event type") for your meeting. You will need to use at least one Event type to ensure common settings between the User and resource. If you only have once Event type, name it the subject of your meeting.
2. [Create Booking pages](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/creating-booking-page/ "Creating a Booking page") for your User and for each of the resources. For example, if you have four conference rooms, create a Booking page for each.
3. In the left sidebar, click on **Resource pools** under the **Tools** section.
4. Click **Add a Resource pool** to create a new Resource pool.
5. Name your Resource pool.
6. In the **Distribution method** section, select [Pooled availability](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/pooled-availability-distribution-method/ "Resource pool distribution method: Pooled availability").
7. Select a [Reporting cycle](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/resource-pools-reporting-cycle/ "ScheduleOnce Resource pool: Reporting cycle").
8. Click **Save & Edit**. You’ll be redirected to the [Resource pool Overview section](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/resource-pools-overview/ "ScheduleOnce Resource pools: Overview section").
9. Click on your new Resource pool and navigate to the [**Resources**](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/resource-pools-resources/ "ScheduleOnce Resource pools: Resources section") section. Use the drop-down menu to select the Booking pages you created for each of your resources.
10. Create a Master page.
11. Select [Team or panel page](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-page-scenario-team-or-panel-page/ "Master page scenario: Team or panel pages") as the [Master page scenario](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-page-scenarios/ "Master page scenarios").
12. Go to the [Event types and assignment ](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-pages-event-types-and-assignment/ "Master Page: Assignment section")section of the Master page.
13. Click **Add Event type**.
14. Select the Event types that you want to offer in your Master page.
15. Under [Booking assignment](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/panel-meetings/booking-owners/ "Booking assignment team member"), choose the User’s [Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages"). The Booking assignment determines who owns the calendar event and the settings of the meeting, including the location, the booking form, the post-scheduling flow, notifications and third-party integrations.
16. Under [Additional team members](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/panel-meetings/additional-team-members/ "Additional team members"), select the Resource pool you previously created.
17. Click **Save.**
18. Go to the [Label and instructions](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-pages-labels-and-instructions/ "Master Page: Labels and Instructions section") section of your Master page. Here you can define the **Public labels** and **Selection instructions** for your Master page. You should define what a Panel member represents.
19. Click **Save**.
20. Go to the [Public content](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-pages-public-content/ "Master Page: Public Content section") section of your Master page and define the information that Customers will see when they visit your Master page.

You are all set! When Customers visit your Master page, they will only see time slots when the User and at least one of the resources are available. Once the Customer selects a time, the booking will be automatically assigned to a resource.

Tip

When you use a Master page using [team or panel pages](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-page-scenario-team-or-panel-page/ "Master page scenario: Team or panel pages"), you can [generate one-time links](https://help.oncehub.com/scheduleonce/sharing-publishing/general-one-time-links/using-one-time-links/ "Using One-time links with your Master page") which are good for one booking only.

One-time links eliminate any chance of unwanted repeat bookings. A Customer who receives the link will only be able to use it for the intended booking and will not have access to your underlying [Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages"). One-time links [can be personalized](https://help.oncehub.com/scheduleonce/sharing-publishing/personalized-links/using-personalized-links/ "Using Personalized links"), allowing the Customer to pick a time and schedule without having to fill out the [Booking form](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-forms-redirect/collecting-customer-data-with-booking-forms/ "Collecting Customer data with Booking forms").

[Learn more about using one-time links](https://help.oncehub.com/scheduleonce/sharing-publishing/general-one-time-links/using-one-time-links/ "Using one-time links with your Master page")

# Booking conditional on the availability of a single resource

> This article explains the setup for booking conditional on the availability of a single resource. If you need to book appointments conditional on the availab...

This article explains the setup for booking conditional on the availability of a single resource. If you need to book appointments conditional on the availability of multiple resources, see the [Booking conditional on the availability of multiple resources article](https://help.oncehub.com/scheduleonce/recommended-configuration/multi-user-scenarios/booking-conditional-on-availability-of-one-of-several-resources/ "Booking conditional on the availability of one of several resources").

There are many situations where bookings should be conditional on the availability of a single resource, like a specific conference room. In this case, you can create [Panel meetings](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/panel-meetings/introduction-to-panel-meetings/ "Introduction to Panel Meetings") to allow Customers to book a time with both the User and the resource. Time slots will only be offered when both the User and the resource are available.

## How to set up

[Section titled “How to set up”](#how-to-set-up)

1. [Create an Event type](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/creating-an-event-type/ "Creating an Event type") for your meeting. You will need to use at least one Event type to ensure common settings between the User and resource. If you only have one Event type, name it with the subject of your meeting.
2. [Create two Booking pages](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/creating-booking-page/ "Creating a Booking page"): one for the User and a second one for the resource.
3. [Create a Master page](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/creating-master-page/ "Creating a Master page").
4. Select [Team or panel page](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-page-scenario-team-or-panel-page/ "Master page scenario: Team or panel pages") as the [Master page scenario](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-page-scenarios/ "Master page scenarios").
5. Go to the [**Event types and assignment** section](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-pages-event-types-and-assignment/ "Master Page: Assignment section") of the Master page.
6. Click **Add Event type**.
7. Select the Event types that you want to offer in your Master page.
8. Under [Booking assignment](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/panel-meetings/booking-owners/ "Booking assignment"), choose the User’s [Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages"). The Primary team member owns the calendar event and determines the settings of the meeting, including the location, the booking form, the post-scheduling flow, notifications, and third-party integrations.
9. Under [Additional team members](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/panel-meetings/additional-team-members/ "Additional team members"), select the Booking page you created for your resource. If the Primary team member is connected to a calendar, the resource will be added as a guest to the calendar event and be cc’ed on all notifications.
10. Click **Save.**
11. Go to the [Label and instructions](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-pages-labels-and-instructions/ "Master Page: Labels and Instructions section") section of the Master page. Here you can define the **Public labels** and **Selection instructions** for your Master page. You should define what a Panel member represents here.
12. Click **Save**.
13. Go to the [Public content](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-pages-public-content/ "Master Page: Public Content section") section of the Master page and define the information that Customers will see when they visit your Master page.

You’re all set! When Customers visit your Master page, they will only see time slots when the User and resource are available.

Tip

When you use a Master page using [Team or panel pages](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-page-scenario-team-or-panel-page/ "Master page scenario: Team or panel pages"), you can [generate one-time links](https://help.oncehub.com/scheduleonce/sharing-publishing/general-one-time-links/using-one-time-links/ "Using One-time links with your Master page") which are good for one booking only.

One-time links eliminate any chance of unwanted repeat bookings. A Customer who receives the link will only be able to use it for the intended booking and will not have access to your underlying [Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages"). One-time links [can be personalized](https://help.oncehub.com/scheduleonce/sharing-publishing/personalized-links/using-personalized-links/ "Using Personalized links"), allowing the Customer to pick a time and schedule without having to fill out the [Booking form](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-forms-redirect/collecting-customer-data-with-booking-forms/ "Collecting Customer data with Booking forms").

[Learn more about using one-time links](https://help.oncehub.com/scheduleonce/sharing-publishing/general-one-time-links/using-one-time-links/ "Using one-time links with your Master page")

# Configuring your booking page for scheduling conferences, trade shows and other events

> ScheduleOnce is used by many event organizers to facilitate meetings between hosts and attendees at conferences, trade shows and many other events.

ScheduleOnce is used by many event organizers to facilitate meetings between hosts and attendees at conferences, trade shows and many other events.

The solution described here is managed by the event organizer only—hosts or attendees do not need to be involved. The event organizer creates the scheduling pages and attendees use these pages to schedule their meetings. When scheduling is completed, the event organizer can hand the schedules to each participant so they know when and with whom they will be meeting. [See a live demo](https://go.oncehub.com/show)

In this scenario, it is recommended that you use ScheduleOnce without a connected calendar because there is no need to factor in busy time from other events that are not related to the scheduled conference or trade show.

Tip

If you have more complex scheduling requirements, such as the need to automatically reserve a room for each meeting, we recommend that you **work with a connected calendar**. This will provide greater flexibility and additional features. For example, [learn about making booking conditional on the availability of a single resource](https://help.oncehub.com/scheduleonce/recommended-configuration/multi-user-scenarios/booking-conditional-on-availability-of-single-resource/ "Booking conditional on the availability of a single resource")**.**

## How to set up the scheduling page

[Section titled “How to set up the scheduling page”](#how-to-set-up-the-scheduling-page)

1. [Create a Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/creating-booking-page/ "Creating a Booking page") for each host.
2. In the [**Scheduling options**](https://help.oncehub.com/scheduleonce/event-types-booking-pages/scheduling-options/introduction-to-scheduling-options/ "Introduction to the Scheduling options section") section of each Booking page, set it to [Automatic booking mode](https://help.oncehub.com/scheduleonce/event-types-booking-pages/scheduling-options/automatic-booking-or-booking-with-approval/ "Automatic booking or Booking with approval") (recommended). You can also work in [Booking with approval mode](https://help.oncehub.com/scheduleonce/event-types-booking-pages/scheduling-options/automatic-booking-or-booking-with-approval/ "Automatic booking or Booking with approval"), in which case you will have to approve each appointment before it is created in the Activity stream (this is not recommended if you have many meetings).
3. In the [**Recurring availability**](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-pages-recurring-availability/ "Booking page: Recurring availability section") section, you should erase all Recurring availability and click **save**. Then go into the [**Date-specific availability**](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-pages-date-specific-availability/ "Booking page: Date-specific availability section") section and only highlight the days and times for the event.
4. If you want to notify hosts on each individual booking, the email address of each host should be added to their Booking page so that they get scheduling confirmation emails.
5. In the Booking page [**Public content**](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-pages-public-content/ "Booking page: Public content section") section, you may add [**tags**](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/using-booking-page-tags-in-master-pages/ "Using Booking page tags in Master Pages") for each host. Attendees will be able to filter hosts by using tags on the Booking page. This additional filter enables attendees to find the host with whom they need to book time in a fast and efficient manner.
6. Complete the rest of the Booking page settings.
7. [Create a Master page](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/creating-master-page/ "Creating a Master page").
8. Select the Booking pages to include on the Master page in the **Assignment** section.
9. In the [**Labels and instructions**](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-pages-labels-and-instructions/ "Master Page: Labels and Instructions section") section of the Master page, customize the selection of text and labels. If you added tags to Booking pages, the tags added to each Booking page will be displayed. Note that you should ensure that all Booking pages included on the Master page have tags, so your Booking page can offer your Customers a fully functional tag filtering experience.
10. Add details to your Master page in the [**Public content**](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-pages-public-content/ "Master Page: Public Content section") section. These will be the details of your event, as this page will represent your event and list all hosts that can accept bookings.
11. Test your Master page by clicking on the live link in the [Overview section](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-pages-overview/ "Master Page: Overview section") of the Master page. This is the link that you will share with attendees. Alternatively, you can [publish the Master page](https://help.oncehub.com/scheduleonce/sharing-publishing/publishing-on-websites/website-embed/ "Introduction to Publishing options") on your event website.
12. When the booking is completed, all appointments will be in your ScheduleOnce [Activity stream](https://help.oncehub.com/scheduleonce/managing-bookings/analytics/activity-stream-viewing-activities/ "Introduction to the ScheduleOnce Activity stream"). Using [ScheduleOnce Reports](https://help.oncehub.com/scheduleonce/reporting/introduction-to-reports/ "Introduction to ScheduleOnce reports"), you can generate a schedule for the conference for each host, as well as a meeting schedule for each attendee. Each host should receive their corresponding Booking page report, listing the times and details of meetings with each attendee. Each attendee can be given a Customer report, listing the times of meetings with their selected hosts.

The reports can be created in an Excel spreadsheet, a CSV file or as a PDF. Your [custom report header](https://help.oncehub.com/scheduleonce/reporting/report-header/ "Report header") can be added to PDF reports only. To upload your own branded report header, follow the steps below.

1. Click on **Reports** and select any report type.

2. Click the action menu (three dots) on the right, as shown in Figure 1 below.![](https://help.oncehub.com/_astro/1550761166279.A1Mm3Nqo_LPJfM.webp)

   Figure 1: Reports page

3. Click **Customize PDF report header**.

4. In the **Report header** pop-up, click **Choose File** to upload your own header (See Figure 2).

5. When you’ve finished, click **Save**.![](https://help.oncehub.com/_astro/1550762601841.CKY2RLJ7_1YvzJ3.webp)

   Figure 2: Report header pop-up

Note

The recommended dimensions for a Report header are 840 pixels wide and 70 pixels high.

# Introduction to multi-user scenarios

> OnceHub offers robust solutions for many different multi-user scheduling scenarios. Our flexible modeling approach includes a number of unique features: Reso...

OnceHub offers robust solutions for many different multi-user scheduling scenarios. Our flexible modeling approach includes a number of unique features: Resource pools, Master pages, multiple Distribution methods, Panel meetings, and Booking reassignment. By using these features, you can set up a wide range of scheduling scenarios for your team.

## Resource pools

[Section titled “Resource pools”](#resource-pools)

[Resource pools](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/introduction-to-resource-pools/ "Introduction to ScheduleOnce Resource pools") allow you to dynamically distribute bookings among a group of Team members in the same department, location, or with any other shared characteristic. Each Resource pool has its own method for distributing bookings. As bookings come in, you will be able to monitor how many bookings each Team member receives and ensure an optimal distribution of bookings at any point in time.

## Master pages

[Section titled “Master pages”](#master-pages)

[Master pages](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/introduction-to-master-pages/ "Introduction to Master Pages") allow you to combine multiple [Event types](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/introduction-to-event-types/ "Introduction to Event types"), [Booking pages](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages"), and Resource pools into one page that you can share with your Customers. Master pages can be used to provide a single point of access to different Team members in your organization, or to multiple meeting locations or channels. Bookings made on a Master page can be either automatically assigned to Team members [according to rules you define](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-page-scenario-team-or-panel-page/ "Master page scenario: Rule-based assignment") or assigned based on the customer’s selection. When you want to automatically assign bookings to Team members, you can create your own rules.

## Multiple Distribution methods

[Section titled “Multiple Distribution methods”](#multiple-distribution-methods)

OnceHub offers multiple methods for automatically distributing bookings among Team members. Each method offers different advantages. If achieving an equal distribution among Team members is your top priority, you can add a [Resource pool](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/introduction-to-resource-pools/ "Introduction to ScheduleOnce Resource pools") with [Round robin](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/round-robin-distribution-method/ "Resource pool distribution method: Round robin") distribution to your Master page.

Alternatively, if providing maximum availability to customers is your main goal, [Pooled availability](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/pooled-availability-distribution-method/ "Resource pool distribution method: Pooled availability") or [Pooled availability with priority](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/resource-pool-distribution-method-pooled-availability-with-priority/ "Resource pool distribution method: Pooled availability with priority") can be used. Based on the method you choose, bookings made on your Master page will be automatically distributed among your Team members.

## Panel meetings

[Section titled “Panel meetings”](#panel-meetings)

OnceHub allows you to create [Panel meetings](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/panel-meetings/introduction-to-panel-meetings/ "Introduction to Panel Meetings") that enable Customers to book a time to meet with multiple Team members simultaneously. You can [create panels](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/panel-meetings/creating-panel-meetings/ "Creating Panel Meetings") with specific Team members, or dynamic panels that use Resource pools to assign the relevant Team member. When a Customer visits your Master page, they will only see availability for possible panel combinations.

## Booking reassignment

[Section titled “Booking reassignment”](#booking-reassignment)

OnceHub allows you to [reassign bookings](https://help.oncehub.com/scheduleonce/managing-bookings/reassign/introduction-to-booking-reassignment/ "Introduction to Booking reassignment") from one Team member to another. This is useful if a Team member is sick or if a different Team member is better able to serve a specific Customer. When a booking is reassigned, the relevant Team members are updated. From your Customer’s perspective, the event remains as originally scheduled. Customers show up to bookings as planned, and the experience remains intact.

# Room and resource scheduling with team or panel pages

> In this article, you'll learn about the recommended setup for booking resources such as rooms directly, where the resource is the entity that is being booked.

In this article, you’ll learn about the recommended setup for booking resources such as rooms directly, where the resource is the entity that is being booked.

If you need to accept appointments and also reserve a resource, see the following articles:

* [Booking conditional on the availability of a single resource](https://help.oncehub.com/scheduleonce/recommended-configuration/multi-user-scenarios/booking-conditional-on-availability-of-single-resource/ "Booking conditional on the availability of a single resource")
* [Booking conditional on the availability of multiple resources](https://help.oncehub.com/scheduleonce/recommended-configuration/multi-user-scenarios/booking-conditional-on-availability-of-one-of-several-resources/ "Booking conditional on the availability of one of several resources")

## Steps to set up scheduling for rooms and resources:

[Section titled “Steps to set up scheduling for rooms and resources:”](#steps-to-set-up-scheduling-for-rooms-and-resources)

1. If you are not using organizational resource calendars, create a calendar for each resource. All resource calendars can be created in your calendar as sub calendars.

2. In Booking pages, go to **Setup** and create a [Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages") for each resource.

3. In the [Associated calendars section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-pages-associated-calendars/ "Booking page: Associated calendars section") of each Booking page, select the resource’s calendar as the calendar in which bookings are created and as the calendar that busy time is retrieved from.

4. In the Booking page [Public content](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-pages-public-content/ "Booking page: Public content section") section, you can add [tags](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/using-booking-page-tags-in-master-pages/ "Using Booking page tags in Master Pages") for each resource. This will allow Customers to filter the resource list by tag properties. This additional filter enables Customers to quickly and efficiently find the appropriate resource and make a booking.

5. At this point, you need to decide between two approaches: you can either use Booking pages only, or you can use Booking pages and Event types. Event types can be used to specify the booking duration, and enable you to use [Payment integration](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/payment-integration-throughout-booking-lifecycle/ "Payment integration throughout the booking lifecycle"), which you can use to collect payment every time the resource is booked. A different price can be set for each Event type specifying the different booking durations. [Learn more about using multiple Event types](https://help.oncehub.com/scheduleonce/recommended-configuration/single-user-scenarios/introduction-to-single-user-scenarios/ "Multiple meeting types - Use Event types, Booking pages or both?")

   * If you choose to use Booking pages only, all settings are on the Booking page. If you choose to use Event types for duration, the [Scheduling options](https://help.oncehub.com/scheduleonce/event-types-booking-pages/scheduling-options/introduction-to-scheduling-options/ "Introduction to the Scheduling options section"), [Time slot settings](https://help.oncehub.com/scheduleonce/event-types-booking-pages/timeslot-settings/introduction-to-time-slot-settings/ "Introduction to Time slot settings"), [Customer notifications](https://help.oncehub.com/scheduleonce/event-types-booking-pages/customer-notifications/introduction-to-customer-notifications/ "The Customer notifications section"), [Booking form and redirect](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-forms-redirect/introduction-to-booking-form-and-redirect/ "Introduction to the Booking form and redirect section") and [Payment and cancel/reschedule policy](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/payment-and-rescheduling/ "Event type: Payment and cancel/reschedule policy section") sections will be on each Event type. [Learn more about Event types](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/introduction-to-event-types/ "Introduction to Event types")
   * If you want to work in [Automatic booking mode](https://help.oncehub.com/scheduleonce/event-types-booking-pages/scheduling-options/automatic-booking-or-booking-with-approval/ "Automatic booking or Booking with approval"), people will select a single time and the reservation will be made. You can also work in [Booking with approval mode](https://help.oncehub.com/scheduleonce/event-types-booking-pages/scheduling-options/automatic-booking-or-booking-with-approval/ "Automatic booking or Booking with approval"), in which case you will have to approve each reservation before it’s created.

6. Once you’re done with the settings, create a [Master page](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/introduction-to-master-pages/ "Introduction to Master Pages"). If you want resources to be automatically assigned to bookings, select [Team or panel page](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-page-scenario-team-or-panel-page/ "Master page scenario: Team or panel pages") in the **New Master page** pop-up (Figure 1). ![](https://help.oncehub.com/_astro/screen-shot-2021-01-26-at-23937-pm.DB_dFY0-_Z2gLhPM.webp)Figure 1: New Master page pop-up

7. Go to the [Event types and assignment section](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-pages-event-types-and-assignment/ "Master Page: Assignment section").

   Tip

   **Tip**

   When you use a team or panel page, you can [generate one-time links](https://help.oncehub.com/scheduleonce/sharing-publishing/general-one-time-links/using-one-time-links/ "Using One-time links with your Master page") which are good for one booking only.

   One-time links eliminate any chance of unwanted repeat bookings. A Customer who receives the link will only be able to use it for the intended booking and will not have access to your underlying [Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages"). One-time links [can be personalized](https://help.oncehub.com/scheduleonce/sharing-publishing/personalized-links/using-personalized-links/ "Using Personalized links"), allowing the Customer to pick a time and schedule without having to fill out the [Booking form](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-forms-redirect/collecting-customer-data-with-booking-forms/ "Collecting Customer data with Booking forms").

8. Add one or more Event types.

9. Select the Event types that you want to offer in your Master page.

10. Select Booking pages or [Resource pools](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/introduction-to-resource-pools/ "Introduction to ScheduleOnce Resource pools") to provide your Event types.

11. In the [Labels and instructions section](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-pages-labels-and-instructions/ "Master Page: Labels and Instructions section"), define the Public labels. In the [Public content section](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-pages-public-content/ "Master Page: Public Content section"), provide details which your Customers see when they book with you.

You’re all set! To test your Master page, go to the [Master page Overview](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-pages-overview/ "Master page: Overview section") and make a test booking by using the public link in the **Share & Publish** section.

# Room and resource scheduling without rule-based assignment

> In this article, you'll learn about the setup for booking resources such as a room directly, where the resource is the entity that is being booked.

In this article, you’ll learn about the setup for booking resources such as a room directly, where the resource is the entity that is being booked.

If you need to accept appointments and also reserve a resource, please see the [Booking conditional on the availability of a single resource](https://help.oncehub.com/scheduleonce/recommended-configuration/multi-user-scenarios/booking-conditional-on-availability-of-single-resource/ "Booking conditional on the availability of a single resource") article and the [Booking conditional on the availability of multiple resources](https://help.oncehub.com/scheduleonce/recommended-configuration/multi-user-scenarios/booking-conditional-on-availability-of-one-of-several-resources/ "Booking conditional on the availability of one of several resources") article.

## Setting up scheduling for rooms and resources without Rule-based assignment

[Section titled “Setting up scheduling for rooms and resources without Rule-based assignment”](#setting-up-scheduling-for-rooms-and-resources-without-rule-based-assignment)

Caution

Resource scheduling can be done in your connected calendar with regular Outlook Calendar or Google Calendar, or with organizational resource calendars.

1. If you’re not using organizational resource calendars, create a calendar for each resource. All resource calendars can be created in your calendar as sub calendars.
2. Hover over the lefthand menu, select the Booking pages icon, and [create a Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/creating-booking-page/ "Creating a Booking page") for each resource.
3. In the [Associated calendars section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-pages-associated-calendars/ "Booking page: Associated calendars section") of each Booking page, select the resource’s calendar as the calendar that bookings are created in, and also as the calendar that busy time is retrieved from.
4. In the Booking page [Public content](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-pages-public-content/ "Booking page: Public content section") section, you can add [tags](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/using-booking-page-tags-in-master-pages/ "Using Booking page tags in Master Pages") for each resource. This will allow Customers to filter the resource list by tag properties, enabling the Customer to quickly find the appropriate resource and make a booking.
5. At this point, you need to decide between two approaches: you can either use [Booking pages only](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/booking-pages-only-without-event-types/ "Booking pages only (without Event types)"), or you can use Booking pages and Event types. Event types can be used to specify the booking duration, and enable use of [Payment integration](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/payment-integration-throughout-booking-lifecycle/ "Payment integration throughout the booking lifecycle"), which you can use to collect payment every time the resource is booked. A different price can be set for each Event type specifying the different booking durations. [Learn more about using multiple Event types](https://help.oncehub.com/scheduleonce/recommended-configuration/single-user-scenarios/using-booking-pages-for-multiple-meeting-types/ "Multiple meeting types – Using Booking pages")
6. If you choose to use Booking pages only, all settings are on the Booking page.
7. If you choose to use Event types for duration, the [Scheduling options](https://help.oncehub.com/scheduleonce/event-types-booking-pages/scheduling-options/introduction-to-scheduling-options/ "Introduction to the Scheduling options section"), [Time slot settings](https://help.oncehub.com/scheduleonce/event-types-booking-pages/timeslot-settings/introduction-to-time-slot-settings/ "Introduction to Time slot settings"), [Customer notifications](https://help.oncehub.com/scheduleonce/event-types-booking-pages/customer-notifications/introduction-to-customer-notifications/ "The Customer notifications section"), [Booking form and redirect](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-forms-redirect/introduction-to-booking-form-and-redirect/ "Introduction to the Booking form and redirect section") and [Payment and cancel/reschedule policy](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/payment-and-rescheduling/ "Event type: Payment and cancel/reschedule policy section") sections will be on each Event type. [Learn more about Event types](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/introduction-to-event-types/ "Introduction to Event types")
8. If you want to work in [Automatic booking mode](https://help.oncehub.com/scheduleonce/event-types-booking-pages/scheduling-options/automatic-booking-or-booking-with-approval/ "Automatic booking or Booking with approval"), people will select a single time and the reservation will be made. You can also work in [Booking with approval mode](https://help.oncehub.com/scheduleonce/event-types-booking-pages/scheduling-options/automatic-booking-or-booking-with-approval/ "Automatic booking or Booking with approval") and then you will have to approve each reservation before it is created.
9. Once you’re done with the settings, [create a Master page](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/creating-master-page/ "Creating a Master page").
10. If you **do not** want to use team or panel pages to automatically assign to bookings and want Customers to select the resource they need, select [one of the other three options](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-page-scenarios/ "Master page scenarios") in the **New Master page** pop-up (Figure 1). These are [Event types first](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/event-types-first-booking-pages-second/ "Event types first (Booking pages second)"), [Booking pages first](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/booking-pages-first-event-types-second/ "Booking pages first (Event types second)"), or [Booking pages only](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/booking-pages-only-without-event-types/ "Booking pages only (without Event types)"). ![](https://help.oncehub.com/_astro/screen-shot-2021-01-28-at-22947-am.Gs94NAAX_Zn3OvT.webp)Figure 1: New Master page popup
11. Go to the [Event types and assignment section](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-pages-event-types-and-assignment/ "Master Page: Event types and assignment section") and select which Booking pages you want to include from the drop-down.
12. In the [Labels and instructions section](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-pages-labels-and-instructions/ "Master Page: Labels and Instructions section"), define the Public labels.
13. In the [Public content section](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-pages-public-content/ "Master Page: Public Content section"), provide details which your Customers see when they book with you.

You’re all set! To test your Master page, go to the [Master page Overview](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-pages-overview/ "Master page: Overview section") and make a test booking by using the public link in the **Share & Publish** section.

# Scheduling one-off meetings using one-time links

> One-time links are only available for Master pages using team or panel pages.

Note

One-time links are only available for [Master pages](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/introduction-to-master-pages/ "Introduction to Master pages") using [team or panel pages](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-page-scenario-team-or-panel-page/ "Master page scenario: Team or panel pages").

Master pages allow you to combine multiple [Booking pages](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages") and [Event types](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/introduction-to-event-types/ "Introduction to Event types") into one point of access for your Customers, providing support for a wide range of scheduling scenarios.

With OnceHub, you can [generate one-time links](https://help.oncehub.com/scheduleonce/sharing-publishing/general-one-time-links/using-one-time-links/ "Using one-time links with your Master page"), which are good for one booking only, eliminating any chance of unwanted repeat bookings. A Customer who receives the link will only be able to use it for the intended booking and will not have access to your underlying [Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages"). One-time links [can be personalized](https://help.oncehub.com/scheduleonce/sharing-publishing/personalized-links/using-personalized-links/ "Using Personalized links"), allowing the Customer to pick a time and schedule without having to fill out the [Booking form](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-forms-redirect/collecting-customer-data-with-booking-forms/ "Collecting Customer data with Booking forms").

For example, you may have a Customer who wants to schedule a Support meeting to resolve a specific issue. However, you want to restrict access to your Support team because their time is limited. You can send this Customer a one-time link to schedule a booking for this specific issue.

After the Customer schedules the booking, they won’t be able to use that one-time link to schedule bookings for any other issues.

## Requirements

[Section titled “Requirements”](#requirements)

To create a Master page with a team or panel page scenario, you must be a [OnceHub Administrator](https://help.oncehub.com/account-administration/user-management/user-roles-overview/ "Differences between Administrator and Member").

## Generating a one-time link

[Section titled “Generating a one-time link”](#generating-a-one-time-link)

To generate a one-time link:

1\. In the top navigation menu, click the quick share icon (Figure 1).

![](https://help.oncehub.com/_astro/screen-shot-2022-10-13-at-33236-pm.Cyv3Y1LA_Z2norft.webp)Figure 1: Quick share icon

2\. Toggle the **One-time link** option to ON (Figure 2).

![One-time link toggle button](https://help.oncehub.com/_astro/screen-shot-2020-02-06-at-85923-am.mV1j6oxm_23BaAS.webp)Figure 2: One-time link toggle ON/OFF

You can also generate a one-time link in the **Overview** section of the relevant Master page:

1. Go to **Setup** in the top navigation bar.

2. Select the relevant Master page that you would like to generate a one-time link for.

3. In the [Master page Overview](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-pages-overview/ "Master page: Overview section") section, click **Generate a one-time link** in the **Share & Publish** section (Figure 3). ![](https://help.oncehub.com/_astro/1563963218929.DHj17vjz_1vfHTg.webp)Figure 3: Generating a one-time link in the Master page Share & Publish section

4. The **One-time link** pop-up will open (Figure 4). ![](https://help.oncehub.com/_astro/1564150748686.D1pUSeOV_1Vixcc.webp)Figure 4: One-time link pop-up

5. Toggle **Personalize link** to ON if you would like to personalize the one-time link for a Customer (Figure 3). Enter a **Customer name** and **Customer email**.

   Note

   **Note**When you personalize a one-time link, the [Booking form](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-forms-redirect/collecting-customer-data-with-booking-forms/ "Collecting Customer data with Booking forms") step will be skipped. Skipping the Booking form step allows for a quicker booking process for your Customers. You can choose to show the Booking form by changing the **Skip** URL parameter to “\&skip=0”. [Learn more about using URL parameters](https://help.oncehub.com/scheduleonce/sharing-publishing/personalized-links/url-parameters-syntax-and-processing-rules/ "URL parameters and processing rules")

6. Click **Copy & close** to copy the one-time link to your clipboard and close the pop-up. You can then paste the one-time link into an email or instant message and send it to your Customer.

## Generating a one-time link for an individual Booking page

[Section titled “Generating a one-time link for an individual Booking page”](#generating-a-one-time-link-for-an-individual-booking-page)

You can use the following workaround if you need to generate a one-time link for an individual Booking page.

1. [Create a new Master page](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/creating-master-page/ "Creating a Master page") with the team or panel page scenario.
2. Go to the [**Event types and assignment** section](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-pages-event-types-and-assignment/ "Master page: Assignment section") of the Master page.
3. Click **Add Event type** (Figure 5). ![](https://help.oncehub.com/_astro/screen-shot-2021-01-27-at-45924-am.BCkOGWgu_ZfRF8a.webp)Figure 5: Add Event type
4. Select which Event types will be offered on your Master page. Master pages with team or panel pages can only include Event types configured to [Automatic booking](https://help.oncehub.com/scheduleonce/event-types-booking-pages/scheduling-options/automatic-booking-or-booking-with-approval/ "Automatic booking or Booking with approval") and Single sessions. [Learn more about conflicting settings when using team or panel pages](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/conflicting-settings-when-using-team-or-panel-pages/ "Conflicting settings when using team or panel pages")
5. Next, use the [Booking assignment](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/panel-meetings/booking-owners/ "Booking assignment") drop-down to select the specific Booking page that you would like to create a one-time link for. Select this Booking page for each Event-based rule you have created.
6. Click **Save**.
7. Access the quick share icon or go back to the Master page **Overview** section and generate a one-time link.

# Team Scheduling with Event Types: With Team or Panel Pages

> You can accept bookings for multiple Team members with multiple Event types. Team members can be accessed via one Master page, or independently through their...

You can accept bookings for multiple Team members with [multiple Event types](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/introduction-to-event-types/ "Introduction to Event types"). Team members can be accessed via one [Master page](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/introduction-to-master-pages/ "Introduction to Master Pages"), or independently through their individual Booking pages. [Learn more about User management](https://help.oncehub.com/account-administration/user-management/user-management-and-seats/ "Introduction to User Management")

Bookings made on a Master page can be either automatically assigned to Team members according to rules you define, or assigned based on the Customer’s selection. In this article, we will talk about [team and panel pages](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-page-scenario-team-or-panel-page/ "Master page scenario: Team or panel pages").

## Requirements

[Section titled “Requirements”](#requirements)

You must be a [OnceHub Administrator](https://help.oncehub.com/account-administration/user-management/user-roles-overview/ "Differences between Administrator and Member") to set up this scenario.

## How to set up

[Section titled “How to set up”](#how-to-set-up)

1. [Create the Event types](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/creating-an-event-type/ "Creating an Event type") you require. If you want to work in [Automatic booking mode](https://help.oncehub.com/scheduleonce/event-types-booking-pages/scheduling-options/automatic-booking-or-booking-with-approval/ "Automatic booking or Booking with approval"), make sure to select it in the Scheduling options section of each Event type. You can also work in [Booking with approval mode](https://help.oncehub.com/scheduleonce/event-types-booking-pages/scheduling-options/automatic-booking-or-booking-with-approval/ "Automatic booking or Booking with approval").

   Note

   **Note:**&#x49;f you want to automatically assign bookings, you must use Automatic booking mode.

2. Click on your profile image or initials in the top right corner, select **Profile settings**, and go to the **Users** page.

3. [Create a User account](https://help.oncehub.com/account-administration/user-management/user-management-and-seats/ "Adding Users") for each Team member.

4. You can [create a Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/creating-booking-page/ "Creating a Booking page") for each Team member and [make the Team member the Owner of the page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-page-ownership/ "Booking page ownership"). Alternatively, you can leave it to the Team members to create their own Booking pages.

5. Once you’re done with the settings, [create a Master page](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/creating-master-page/ "Creating a Master page"). Select [Team or panel page](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-page-scenario-team-or-panel-page/ "Master page scenario: Team or panel pages") in the **New Master page** pop-up (Figure 1). ![](https://help.oncehub.com/_astro/screen-shot-2021-01-26-at-23937-pm.DB_dFY0-_Z2gLhPM.webp)Figure 1: New Master page pop-up

6. Click **Save & Edit**.

7. You’ll be redirected to the Master page [Overview section](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-pages-overview/ "Master Page: Overview section"). This section gives you a summary of your Master page’s main properties. Here you can edit the Master page’s **Theme** and **Locale**, as well as access its **Share & Publish** options.

8. Go to the [Event types and assignment](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-pages-event-types-and-assignment/ "Master Page: Event types and assignment section") section. This is where you create rules to determine how bookings will be assigned to Booking pages.

9. Customize the page’s [Labels and instructions](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-pages-labels-and-instructions/ "Master Page: Labels and Instructions section") and [Public content](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-pages-public-content/ "Master Page: Public Content section").

You’re all set! To test your Master page, go to the [Master page Overview](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-pages-overview/ "Master page: Overview section") and make a test booking by using the public link in the **Share & Publish** section.

Tip

When you use a Master page using [team or panel pages](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-page-scenario-team-or-panel-page/ "Master page scenario: Team or panel pages"), you can [generate one-time links](https://help.oncehub.com/scheduleonce/sharing-publishing/general-one-time-links/using-one-time-links/ "Using One-time links with your Master page") which are good for one booking only.

One-time links eliminate any chance of unwanted repeat bookings. A Customer who receives the link will only be able to use it for the intended booking and will not have access to your underlying [Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages"). One-time links [can be personalized](https://help.oncehub.com/scheduleonce/sharing-publishing/personalized-links/using-personalized-links/ "Using Personalized links"), allowing the Customer to pick a time and schedule without having to fill out the [Booking form](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-forms-redirect/collecting-customer-data-with-booking-forms/ "Collecting Customer data with Booking forms").

[Learn more about using one-time links](https://help.oncehub.com/scheduleonce/sharing-publishing/general-one-time-links/using-one-time-links/ "Using one-time links with your Master page")

# Team Scheduling with Event Types: Without Team or Panel Pages

> You can use OnceHub to accept bookings for multiple Team members with multiple Event types. Team members can be accessed via one Master page or independently...

You can use OnceHub to accept bookings for multiple Team members with [multiple Event types](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/introduction-to-event-types/ "Introduction to Event types"). Team members can be accessed via one [Master page](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/introduction-to-master-pages/ "Introduction to Master Pages") or independently via their individual Booking pages. [Learn more about User management](https://help.oncehub.com/account-administration/user-management/user-management-and-seats/ "Introduction to User Management")

Bookings made on a Master page can be either automatically assigned to team members according to rules you define or assigned based on the customer’s selection. In this article, we will talk about assignment based on the customer’s selection.

## Requirements

[Section titled “Requirements”](#requirements)

You must be a [OnceHub Administrator](https://help.oncehub.com/account-administration/user-management/user-roles-overview/ "Differences between Administrator and Member") to set up this scenario.

## How to set up

[Section titled “How to set up”](#how-to-set-up)

1. [Create the Event types](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/creating-an-event-type/ "Creating an Event type"). If you want to work in [Automatic booking mode](https://help.oncehub.com/scheduleonce/event-types-booking-pages/scheduling-options/automatic-booking-or-booking-with-approval/ "Automatic booking or Booking with approval"), make sure to select it in the Scheduling options section of each Event type. You can also work in [Booking with approval mode](https://help.oncehub.com/scheduleonce/event-types-booking-pages/scheduling-options/automatic-booking-or-booking-with-approval/ "Automatic booking or Booking with approval").

   Note

   **Note:**&#x49;f you want to automatically assign bookings, you must use Automatic booking mode.

2. Select your profile picture or initials in the top right-hand corner → Profile settings → **Users**.

3. [Create a User account for each Team member](https://help.oncehub.com/account-administration/user-management/user-management-and-seats/ "Adding Users").

4. You can [create a Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/creating-booking-page/ "Creating a Booking page") for each Team member and make the Team member[ the Owner of the page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-page-ownership/ "Booking page ownership"). Alternatively, you can let Team members create their own Booking pages. [Learn more about Booking pages](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages")

5. Once all Event types are created and all Booking pages are created you can go to the [Event types section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/adding-event-types-to-booking-pages/ "Adding Event types to Booking pages") in each Booking page to add Event types to the page. Alternatively, you can ask each user to add Event types to her/his Booking page.

6. [Create a Master page](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/creating-master-page/ "Creating a Master page"). If you **do not** want to use team or panel pages to automatically assign to bookings and want Customers to select the resource they need, select one of the other three options in the **New Master page** pop-up (Figure 1). These are [Event types first](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/event-types-first-booking-pages-second/ "Event types first (Booking pages second)"), [Booking pages first](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/booking-pages-first-event-types-second/ "Booking pages first (Event types second)"), or [Booking pages only](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/booking-pages-only-without-event-types/ "Booking pages only (without Event types)"). ![](https://help.oncehub.com/_astro/screen-shot-2021-01-28-at-22947-am.Gs94NAAX_Zn3OvT.webp)

   Figure 1: New Master page popup

7. Click **Save & Edit**.

8. You will be redirected to the [Overview section](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-pages-overview/ "Master Page: Overview section") of the Master page. This section gives you a summary of your Master page’s main properties. Here you can edit the Master page’s **Theme** and **Locale**, as well as access its **Share & Publish** options.

9. In the Event types and assignment section, select the Booking pages to add to the Master page.

10. Customize the page’s [Labels and instructions](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-pages-labels-and-instructions/ "Master Page: Labels and Instructions section") and [Public content](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-pages-public-content/ "Master Page: Public Content section").

11. If you have a lot of Team members, you might want to add [Tags](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/using-booking-page-tags-in-master-pages/ "Using Booking page tags in Master pages") to your Booking pages so that Customers can find the person they want to book time with in a fast and efficient manner. Tags enable Customers to filter Booking pages by keywords. [Learn more about Tags](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/using-booking-page-tags-in-master-pages/ "Using Booking page tags in Master Pages")

12. In addition, you can use Categories to organize your Booking pages or Event types. Categories enable you to better model your scheduling scenarios. This results in a booking process that is faster, easier to navigate, and creates a better overall scheduling experience for your Customers. [Learn more about Categories](https://help.oncehub.com/scheduleonce/event-types-booking-pages/categories/introduction-to-categories/ "Introduction to Categories")

You’re all set! To test your Master page, go to the [Master page Overview](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-pages-overview/ "Master page: Overview section") and make a test booking by using the public link in the **Share & Publish** section.

# Team Scheduling without Event Types

> OnceHub recommends using Event types for multiple Team members accepting appointments. Event types allow you to offer several meeting types with different du...

Tip

OnceHub recommends using [Event types](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/introduction-to-event-types/ "Introduction to Event types") for [multiple Team members accepting appointments](https://help.oncehub.com/scheduleonce/recommended-configuration/multi-user-scenarios/team-scheduling-with-event-types-with-team-or-panel-pages/ "Multiple team members accepting appointments with Event types using Rule-based assignment")[.](https://help.oncehub.com/scheduleonce/recommended-configuration/multi-user-scenarios/team-scheduling-with-event-types-with-team-or-panel-pages/ "Multiple team members accepting appointments with Event types using Rule-based assignment") Event types allow you to offer several meeting types with different durations, price, and other properties on one [Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages") or [Master page](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/introduction-to-master-pages/ "Introduction to Master Pages").

You can use OnceHub to accept bookings for multiple Team members. Team members can be accessed via one [Master page](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/introduction-to-master-pages/ "Introduction to Master Pages") or independently via their individual Booking pages. [Learn more about User management](https://help.oncehub.com/account-administration/user-management/user-management-and-seats/ "Introduction to User Management")

## Requirements

[Section titled “Requirements”](#requirements)

You must be a [OnceHub Administrator](https://help.oncehub.com/account-administration/user-management/user-roles-overview/ "Differences between Administrator and Member") to set up this scenario.

## How to set up

[Section titled “How to set up”](#how-to-set-up)

1. Select your profile picture or initials in the top right-hand corner → Profile settings → **Users**.
2. [Create a User account ](https://help.oncehub.com/account-administration/user-management/user-management-and-seats/ "Adding Users")for each Team member.
3. You can [create a Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/creating-booking-page/ "Creating a Booking page") for each Team member and make the Team member[ the Owner of the page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-page-ownership/ "Booking page ownership"). Alternatively, you can let the Team members create their own Booking pages. [Learn more about Booking pages](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages")
4. If you want to group the Booking pages under one page, you can [create a Master page](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/creating-master-page/ "Creating a Master page"). Make sure you select [Booking pages only (without Event types)](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/booking-pages-only-without-event-types/ "Booking pages only (without Event types)") as your [Master page scenario](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-page-scenarios/ "Master page scenarios").
5. In the [Assignment section](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-pages-event-types-and-assignment/ "Master Page: Assignment section"), select the Booking pages you want to add to the Master page.
6. If you have a lot of Team members, you might want to add [Tags](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/using-booking-page-tags-in-master-pages/ "Using Booking page tags in Master pages") to your Booking pages so that Customers can find the person they want to book with in a fast and efficient manner. Tags enable Customers to filter Booking pages by keywords. [Learn more about Tags](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/using-booking-page-tags-in-master-pages/ "Using Booking page tags in Master Pages")
7. In addition, you can use [categories](https://help.oncehub.com/scheduleonce/event-types-booking-pages/categories/introduction-to-categories/ "Introduction to categories") to organize your Booking pages. Categories enable you to better model your scheduling scenarios. This results in a booking process that is faster, easier to navigate, and creates a better overall scheduling experience for your Customers. [Learn more about categories](https://help.oncehub.com/scheduleonce/event-types-booking-pages/categories/introduction-to-categories/ "Introduction to Categories")

You’re all set! To test your Master page, go to the [Master page Overview](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-pages-overview/ "Master page: Overview section") and make a test booking by using the public link in the **Share & Publish** section.

# Multiple Attendee Scenarios

> Multiple Attendee Scenarios documentation and guides.

[Introduction to multiple attendee scenarios](https://help.oncehub.com/scheduleonce/recommended-configuration/multiple-attendee-scenarios/introduction-to-multiple-attendee-scenarios)

[Can Customers invite Guests to a booking?](https://help.oncehub.com/scheduleonce/recommended-configuration/multiple-attendee-scenarios/can-customers-invite-guests-to-booking)

[Using group sessions with a connected calendar](https://help.oncehub.com/scheduleonce/recommended-configuration/multiple-attendee-scenarios/using-group-sessions-with-connected-calendar)

[Using group sessions without a connected calendar](https://help.oncehub.com/scheduleonce/recommended-configuration/multiple-attendee-scenarios/using-group-sessions-without-connected-calendar)

[Using OnceHub to accept bookings for classes](https://help.oncehub.com/scheduleonce/recommended-configuration/multiple-attendee-scenarios/using-oncehub-to-accept-bookings-for-classes)

[Using OnceHub to schedule bookings for webinars](https://help.oncehub.com/scheduleonce/recommended-configuration/multiple-attendee-scenarios/using-oncehub-to-schedule-bookings-for-webinars)

# Can Customers invite Guests to a booking?

> You can allow your Customers to invite additional attendees to their meetings. When Customers fill out your booking form, they can invite up to 10 attendees ...

You can allow your Customers to invite additional attendees to their meetings. When Customers fill out your booking form, they can invite up to 10 attendees to their meeting. Additional attendees will receive all OnceHub Customer notifications and a calendar invite for the meeting.

Use the Customer guests feature when you’d like to meet several colleagues on your Customer’s side, or with a couple for a coaching or advising session. In either case, the single Customer that makes the booking will invite their guests as well. Booking pages also supports several other methods for multiple Customers to attend each meeting, like Group sessions and Group scheduling. [Learn more about multiple attendee meetings](https://help.oncehub.com/scheduleonce/recommended-configuration/multiple-attendee-scenarios/introduction-to-multiple-attendee-scenarios/ "Multiple attendee scenarios")

## Typical use cases

[Section titled “Typical use cases”](#typical-use-cases)

* When scheduling sales meetings or demos, you’d like to allow your Customer to invite additional colleagues, team members or stakeholders. The whole team attending the same meeting facilitates an efficient use of everybody’s time.
* When providing support, you’d like the Customer to invite additional technical staff that are needed for a swift solution.
* You’d like your Customer to invite their partner to a financial advising session, annual reviews or coaching services.
* Some types of meetings require both partners to attend, such as legal meetings or marriage counseling.

Add the Customer guests field to your Booking form so the field will show in the Booking form step during the Customer’s scheduling flow. The Customer will be allowed to invite additional guests at her own discretion. Her partner or colleagues will be invited to the meeting and receive all notifications, as if they made the booking themselves. The main Customer and her invitees will appear as guests on the calendar event, and get all updates as well (unless your calendar does not update attendees).

## Customer guests lifecycle

[Section titled “Customer guests lifecycle”](#customer-guests-lifecycle)

1. Add the **Customer guests** field to the [Booking form](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-forms-redirect/collecting-customer-data-with-booking-forms/ "Introduction to Booking forms") in the **Booking form editor**. It can be found in the **Systems fields** in the **Fields library** on the right sidebar. The title and subtitle can be edited, and the field can be marked as optional or mandatory.
2. Make sure the correct Booking form is selected on the [Booking form and redirect section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-forms-redirect/introduction-to-booking-form-and-redirect/ "Introduction to the Booking form and redirect section") of the relevant Booking page or Event type.
3. The field is made available to the Customer as part of the **Booking form step**, and they can type up to 10 email addresses into the field. The emails can be separated by commas, semicolons, spaces or Enter keys.
4. The confirmation page messages indicate that additional guests were invited by the Customer.
5. The main Customer and all the guests they invited are added as guests to the **calendar event**. All will be updated with any subsequent changes to the calendar event, like rescheduling or cancellation (unless your calendar does not update attendees).
6. The main Customer receives **Customer notifications** as set in the [Customer notification section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/customer-notifications/introduction-to-customer-notifications/ "The Customer notifications section"). All Customer guests are CCed to these notifications, so they also receive them.
7. The list of Customer guest emails is **added to all notifications** by default, and appears in both User and Customer notifications, unless removed using the [Notification templates editor](https://help.oncehub.com/scheduleonce/customization-branding/notification-templates-editor/introduction-to-notification-templates-editor/ "Introduction to the Notification Templates Editor"). The default label of the field is **Additional guests** in the Customer notifications and **Customer guests** in the User notifications.
8. When the **Cancel/reschedule** link is used, a special message on the [cancel/reschedule page](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/customer-cancelreschedule-page/ "The Customer Cancel/Reschedule page") notifies the Customer that any change they make will impact all participants invited to the meeting.
9. On the User side, the list of Customer guest emails is added to the **Activity stream** and may be added into **Reports** as an optional column.

# Introduction to multiple attendee scenarios

> In addition to the default one-on-one format, OnceHub supports several multiple attendee meeting formats.

In addition to the default one-on-one format, OnceHub supports several multiple attendee meeting formats. For meetings with multiple attendees, invites can be sent to [several Team members](https://help.oncehub.com/scheduleonce/recommended-configuration/multi-user-scenarios/introduction-to-multi-user-scenarios/ "Introduction to multi-user scenarios") on your side (the organization), several Customers, or both.

## Meetings with multiple Customers

[Section titled “Meetings with multiple Customers”](#meetings-with-multiple-customers)

You can invite multiple Customers to a specific meeting via a few distinct features, depending on your business scenario:

* **Customer guests** - Only one Customer makes the booking for each time slot, and is allowed to invite additional guests. This is useful when meeting with several colleagues on your Customer’s side, or with a couple for a coaching, counseling or advising session. In all cases, the single Customer that makes the booking will invite the guests as well. [Learn more about Customer guests](https://help.oncehub.com/scheduleonce/recommended-configuration/multiple-attendee-scenarios/can-customers-invite-guests-to-booking/ "Can Customers Invite Guests to a Booking?")
* **Group session** - A number of unrelated Customers can book the same time slot. The number of Customers can be specified, for [a class or a workshop](https://help.oncehub.com/scheduleonce/recommended-configuration/multiple-attendee-scenarios/using-oncehub-to-accept-bookings-for-classes/ "Using ScheduleOnce to accept bookings for classes"), or unlimited for a [webinar signup](https://help.oncehub.com/scheduleonce/recommended-configuration/multiple-attendee-scenarios/using-oncehub-to-schedule-bookings-for-webinars/ "Using ScheduleOnce to schedule bookings for webinars"). [Learn more about Group sessions](https://help.oncehub.com/scheduleonce/recommended-configuration/multiple-attendee-scenarios/using-group-sessions-with-connected-calendar/ "Group sessions (number of bookings per slot)")

### Meetings with multiple Team members

[Section titled “Meetings with multiple Team members”](#meetings-with-multiple-team-members)

Meetings can be scheduled [with multiple Users](https://help.oncehub.com/scheduleonce/recommended-configuration/multi-user-scenarios/introduction-to-multi-user-scenarios/ "Introduction to multi-user scenarios") via the following features, depending on your business scenario:

* **Team Booking pages (Panel meetings)** - This is useful when multiple Team members must attend from your side, and booking is conditional on their simultaneous availability. Use Panel meetings when each of the specified Team members is required for the meeting. [Learn more about team Booking pages (Panel meetings)](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/panel-meetings/introduction-to-panel-meetings/ "Introduction to Panel Meetings")
* **Optional attendees** - This is useful when additional Users on your team should be informed about bookings, but not added as required attendees. The additional Users should [subscribe to meeting notifications](https://help.oncehub.com/scheduleonce/event-types-booking-pages/user-notifications/subscribing-to-booking-notifications/ "Subscribing to Booking notifications"), or have the meetings added to their calendars as an [additional booking calendar](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-pages-associated-calendars/ "Booking page: Associated calendars section"), without taking their busy time. Using either method, the optional attendees will be made aware of each booking, without the booking being conditional on their availability.

# Using group sessions with a connected calendar

> OnceHub recommends working with a connected calendar.

Caution

OnceHub recommends working with a connected calendar.

Group sessions allow you to offer the same time slot to multiple Customers, with a set quota for how many are allowed to book that exact time slot. You can use Group sessions for lectures, webinars, or other events where more than one Customer signs up for the same time. [See a demo](https://go.oncehub.com/groupsessions)

**One-on-one or Group session** options are set up in the [**Scheduling options**](https://help.oncehub.com/scheduleonce/event-types-booking-pages/scheduling-options/introduction-to-scheduling-options/ "Introduction to the Scheduling options section") section of the [Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages").

Note

If you have linked your Booking page to at least one [Event type](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/introduction-to-event-types/ "Introduction to Event types"), the Scheduling options will be on the Event type and not on the Booking page.

Booking Pages provides three options to control the number of bookings per time slot:

**One-on-one session:** In this mode, the slot becomes unavailable as soon as a booking is made. This is the default setting.

**Group session - multiple bookings per slot:** You can specify the number of bookings that can be made before the slot becomes unavailable. This mode is used to accept bookings for activities that serve more than one Customer at a time like classes, tours and many types of group sessions.

**Group session - unlimited bookings per slot:** In this mode, there is no limit on the number of bookings per slot. This mode will never block availability. Unlimited bookings per slot is [used for webinars](https://help.oncehub.com/scheduleonce/recommended-configuration/multiple-attendee-scenarios/using-oncehub-to-schedule-bookings-for-webinars/ "Using ScheduleOnce to schedule bookings for webinars") and online classes where there is no physical limitation on capacity.

When using OnceHub **with** a connected calendar, the following rules apply.

## Rules for One-on-one sessions

[Section titled “Rules for One-on-one sessions”](#rules-for-one-on-one-sessions)

1. Busy time from any selected calendar closes the slot, regardless of whether it was added via the Booking page or directly to the calendar.
2. Calendar events with a status of ‘Free’ or ‘Available’ will not block the slot.
3. Each booking can be [canceled or rescheduled](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/introduction-to-canceling-and-rescheduling/ "Introduction to canceling and rescheduling") by the Customer or the Owner. This will automatically free up the slot so that a new booking can be made.

## Rules for Group sessions - multiple bookings per slot

[Section titled “Rules for Group sessions - multiple bookings per slot”](#rules-for-group-sessions---multiple-bookings-per-slot)

1. Multiple bookings per slot applies to the [main booking calendar](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-pages-associated-calendars/ "Booking page: Associated calendars section") only. Any busy time that is retrieved from additional calendars will block the slot regardless of the slot’s capacity.
2. Each busy time in the main booking calendar will be counted as one booking towards the capacity defined in the Booking page or Event type regardless if it was added via the Booking page or directly to the calendar. For example, if a Booking page is set to accept two bookings per slot, one booking can be created via the Booking page and another booking can be created directly in the main booking calendar and will close the slot.
3. Calendar events that have a status of ‘Free’ or ‘Available’ will not be counted towards the defined capacity.
4. Each booking creates its own calendar event in the main booking calendar. For example, if there are three bookings per slot, the calendar events will be created next to each other on the calendar grid.
5. Each booking can be [canceled or rescheduled](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/introduction-to-canceling-and-rescheduling/) by the Customer or the Owner. This will automatically free up the slot so that a new booking can be made.

## Rules for Group sessions - unlimited bookings per slot

[Section titled “Rules for Group sessions - unlimited bookings per slot”](#rules-for-group-sessions---unlimited-bookings-per-slot)

1. Unlimited bookings per slot applies to the main booking calendar only. Busy time that is taken from additional calendars will close the slot, regardless of its unlimited capacity.
2. Each booking creates its own calendar event in the main booking calendar. For example, if there are three bookings per slot, the calendar events will be created next to each other on the calendar grid.
3. Each booking can be [canceled or rescheduled](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/introduction-to-canceling-and-rescheduling/) by the Customer or the User. This will not affect the slot’s capacity, as it is unlimited.

# Using group sessions without a connected calendar

> OnceHub recommends using Group sessions with a connected calendar.

Tip

OnceHub recommends [using Group sessions with a connected calendar](https://help.oncehub.com/scheduleonce/recommended-configuration/multiple-attendee-scenarios/using-group-sessions-with-connected-calendar/ "Using Group sessions (number of bookings per slot) with a connected calendar").

Group sessions allow you to offer the same time slot to multiple Customers, with a set quota for how many are allowed to book that exact time slot. You can use Group sessions for lectures, webinars, or other events where more than one Customer signs up for the same time. [**See a demo**](https://go.oncehub.com/groupsessions)

On-on-one sessions and Group sessions options are set up in the [Scheduling options](https://help.oncehub.com/scheduleonce/event-types-booking-pages/scheduling-options/introduction-to-scheduling-options/ "Introduction to the Scheduling options section") section of the Booking page.

Note

If you have linked your Booking page to at least one Event type, the Scheduling options will be on the [Event type](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/introduction-to-event-types/ "Introduction to Event types") and not on the [Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages").

Booking Pages provides three options to control the number of bookings per time slot:

**One-on-one session:** In this mode, the slot becomes unavailable as soon as a booking is made. This is the default setting.

**Group session - multiple bookings per slot:** You can specify the number of bookings that can be made before the slot becomes unavailable. This mode is used to accept bookings for activities that serve more than one Customer at a time like classes, tours and many types of group sessions.

**Group session - unlimited bookings per slot:** In this mode, there is no limit on the number of bookings per slot. This mode will never block availability. Unlimited bookings per slot is [used for webinars](https://help.oncehub.com/scheduleonce/recommended-configuration/multiple-attendee-scenarios/using-oncehub-to-schedule-bookings-for-webinars/ "Using ScheduleOnce to schedule bookings for webinars") and online classes where there is no physical limitation on capacity.

When using OnceHub **without** a connected calendar, the following rules apply.

## Rules for One-on-one sessions

[Section titled “Rules for One-on-one sessions”](#rules-for-one-on-one-sessions)

1. Only bookings made directly on the Booking page will close the slot.
2. Each booking can be [canceled or rescheduled](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/introduction-to-canceling-and-rescheduling/ "Introduction to canceling and rescheduling") by the Customer or the Owner. This will free up the slot so that a new booking can be made. If the event is in the User’s calendar, he should remember to remove it manually.

## Rules for Group sessions - multiple bookings per slot

[Section titled “Rules for Group sessions - multiple bookings per slot”](#rules-for-group-sessions---multiple-bookings-per-slot)

1. Only bookings made directly on the Booking page will close the slot.
2. Each booking will be counted as one booking towards the capacity defined in the Booking page or Event type. For example, if a Booking page is set to accept two bookings per slot, both bookings must be created via the Booking page to block availability.
3. A scheduling confirmation email is sent for each booking and the User can manually add each booking to the calendar by clicking the calendar event in the scheduling confirmation email.
4. Each booking can be [canceled or rescheduled](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/introduction-to-canceling-and-rescheduling/ "Introduction to canceling and rescheduling") by the Customer or the User. This will free up the slot so that a new booking can be made. If the event is in the User’s calendar, he should remember to remove it manually.

## Rules for Group sessions - unlimited bookings per slot

[Section titled “Rules for Group sessions - unlimited bookings per slot”](#rules-for-group-sessions---unlimited-bookings-per-slot)

1. Unlimited bookings per slot will not block availability on your Booking page.
2. A scheduling confirmation email is sent for each booking and the User can manually add each booking to the calendar by clicking the calendar event in the scheduling confirmation email.
3. Each booking can be [canceled or rescheduled](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/introduction-to-canceling-and-rescheduling/ "Introduction to canceling and rescheduling") by the Customer or the Owner. This will not affect the slot’s capacity, as it is unlimited. If the event is in the User’s calendar, he should remember to remove it manually.

# Using OnceHub to accept bookings for classes

> OnceHub can be used to accept bookings for a class, workshop, or other type of Group sessions in which a maximum number of people are allowed to attend.

OnceHub can be used to accept bookings for a class, workshop, or other type of Group sessions in which a maximum number of people are allowed to attend.

In this article, we will configure [Booking pages](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages") for a virtual class.

When your OnceHub account is connected to [Zoom](https://help.oncehub.com/user-integrations/basics-user-integrations/connect-your-video-conferencing-app/ "The ScheduleOnce connector for Zoom"), [Microsoft Teams](https://help.oncehub.com/user-integrations/basics-user-integrations/connect-your-video-conferencing-app/), [GoToMeeting](https://help.oncehub.com/user-integrations/basics-user-integrations/connect-your-video-conferencing-app/ "The ScheduleOnce connector for GoToMeeting"), or [Webex Meetings](https://help.oncehub.com/user-integrations/basics-user-integrations/connect-your-video-conferencing-app/ "The ScheduleOnce connector for Webex Meetings"), the virtual class meeting will be automatically created and scheduled in a single action.

1. [Create a new Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/creating-booking-page/ "Creating a Booking page") for accepting bookings for the virtual class.
2. In the [**Recurring availability**](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-pages-recurring-availability/ "Booking page: Recurring availability section") section, erase recurring availability on the calendar.
3. Next, go to the [**Date-specific availability**](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-pages-date-specific-availability/ "Booking page: Date-specific availability section") section to mark the time/times for the class on the calendar.
4. In the [**Scheduling options**](https://help.oncehub.com/scheduleonce/event-types-booking-pages/scheduling-options/introduction-to-scheduling-options/ "Introduction to the Scheduling options section") section, set the Group session option to “Unlimited,” or to a defined capacity, if you want to limit the number of participants.
5. Complete the rest of the [Booking page settings](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages").
6. If you want to list multiple classes, you can create a Booking page for each class and then group them under a [Master page](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/introduction-to-master-pages/ "Introduction to Master Pages").

# Using OnceHub to schedule bookings for webinars

> Accepting bookings for webinars is a common use case. Here are specific instructions for creating the desired configuration:

Accepting bookings for webinars is a common use case. Here are specific instructions for creating the desired configuration:

You can use the OnceHub connectors for [Zoom](https://help.oncehub.com/user-integrations/basics-user-integrations/connect-your-video-conferencing-app/ "The ScheduleOnce connector for Zoom"), [Google Meet](https://help.oncehub.com/user-integrations/basics-user-integrations/connect-your-video-conferencing-app/), [Microsoft Teams](https://help.oncehub.com/user-integrations/basics-user-integrations/connect-your-video-conferencing-app/), [GoToMeeting](https://help.oncehub.com/user-integrations/basics-user-integrations/connect-your-video-conferencing-app/ "The ScheduleOnce connector for GoToMeeting"), and [Webex Meetings](https://help.oncehub.com/user-integrations/basics-user-integrations/connect-your-video-conferencing-app/ "The ScheduleOnce connector for Webex Meetings") to set up and schedule webinars in one step.

1. [Create a new Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/creating-booking-page/ "Creating a Booking page") for accepting bookings for the webinar.
2. In the [**Recurring availability**](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-pages-recurring-availability/ "Booking page: Recurring availability section") section, erase recurring availability and save.
3. Then go to the [**Date-specific availability**](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-pages-date-specific-availability/ "Booking page: Date-specific availability section") section to mark the time/times for the webinar.
4. In the [**Scheduling options**](https://help.oncehub.com/scheduleonce/event-types-booking-pages/scheduling-options/introduction-to-scheduling-options/ "Introduction to the Scheduling options section") section, set the Group session option to “Unlimited,” or to a defined capacity, if you want to limit the number of participants.
5. Complete the rest of the [Booking page settings](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages").
6. If you want to list multiple webinars, you can create a Booking page for each webinar and then group them under a [Master page](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/introduction-to-master-pages/ "Introduction to Master Pages").

# Single User Scenarios

> Single User Scenarios documentation and guides.

[Introduction to single-user scenarios](https://help.oncehub.com/scheduleonce/recommended-configuration/single-user-scenarios/introduction-to-single-user-scenarios)

[Using Booking pages for multiple meeting types](https://help.oncehub.com/scheduleonce/recommended-configuration/single-user-scenarios/using-booking-pages-for-multiple-meeting-types)

[Offering different appointment types on your Booking page](https://help.oncehub.com/scheduleonce/recommended-configuration/single-user-scenarios/offering-different-appointment-types-on-your-booking-page)

[Accepting appointments for yourself using Event types](https://help.oncehub.com/scheduleonce/recommended-configuration/single-user-scenarios/accepting-appointments-for-yourself-using-event-types)

[Accepting appointments for yourself without Event types](https://help.oncehub.com/scheduleonce/recommended-configuration/single-user-scenarios/accepting-appointments-for-yourself-without-event-types)

[Scheduling meetings at multiple locations](https://help.oncehub.com/scheduleonce/recommended-configuration/single-user-scenarios/scheduling-meetings-at-multiple-locations)

[Supporting different locations or times](https://help.oncehub.com/scheduleonce/recommended-configuration/single-user-scenarios/supporting-different-locations-or-times)

[Configuring your booking page for scheduling meetings for a business trip](https://help.oncehub.com/scheduleonce/recommended-configuration/single-user-scenarios/configuring-your-booking-page-for-scheduling-meetings-for-business-trip)

# Accepting appointments for yourself using Event types

> When you accept appointments for yourself, people come to your Booking page and book appointments with you automatically or with your approval.

When you accept appointments for yourself, people come to your Booking page and book appointments with you [automatically or with your approval](https://help.oncehub.com/scheduleonce/event-types-booking-pages/scheduling-options/automatic-booking-or-booking-with-approval/ "Automatic Booking or Booking with Approval").

If your [Booking page is associated with Event types](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/adding-event-types-to-booking-pages/ "Adding Event types to Booking pages"), take the following steps to customize your Event type for personal appointment scheduling. Remember to click the **Save** button after each step.

1. Select the relevant Event type.
2. Click [Scheduling options](https://help.oncehub.com/scheduleonce/event-types-booking-pages/scheduling-options/introduction-to-scheduling-options/ "Introduction to the Scheduling options section"). Select your preferred mode between [Automatic booking or Booking with approval](https://help.oncehub.com/scheduleonce/event-types-booking-pages/scheduling-options/automatic-booking-or-booking-with-approval/ "Automatic Booking or Booking with Approval").
3. Click [Time slot settings](https://help.oncehub.com/scheduleonce/event-types-booking-pages/timeslot-settings/introduction-to-time-slot-settings/ "Introduction to Time Slot Settings"). Set your preferred duration, [Time slot display](https://help.oncehub.com/scheduleonce/event-types-booking-pages/timeslot-settings/time-slot-display/ "Time slot display"), [Workload rules](https://help.oncehub.com/scheduleonce/event-types-booking-pages/timeslot-settings/workload-rules/ "Workload Rules"), [Timeframe rules](https://help.oncehub.com/scheduleonce/event-types-booking-pages/timeslot-settings/timeframe-rules/ "Timeframe rules"), and other settings related to time slots.
4. Click [Booking form and redirect](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-forms-redirect/introduction-to-booking-form-and-redirect/ "Introduction to the Booking form and redirect section").Select the Booking form that will be used to gather valuable information when your Customers book online.
5. Click [Customer notifications](https://help.oncehub.com/scheduleonce/event-types-booking-pages/customer-notifications/introduction-to-customer-notifications/ "The Customer Notifications section"). Select which notifications your Customers will receive and by which delivery method (email or SMS).
6. Click [Payment and cancel/reschedule policy](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/payment-and-rescheduling/ "Event type: Payment and cancel/reschedule policy section"). Select a **Payment and pricing** option and choose your cancellation and reschedule policies.
7. Click [Public content](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/public-content/ "Event type: Public content section") and update the event information.
8. Review the rest of the Booking page settings for final adjustments.

You can create a quick test booking by going to the Booking page associated with this Event type. In the [Overview section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-pages-overview/ "Booking page: Overview section"), use the public booking link in the **Share & Publish** section to make sure that everything is exactly as you want it.

# Accepting appointments for yourself without Event types

> We recommend associating your Booking page with at least one Event type. This enables better modeling of advanced scheduling scenarios (e.g.

Tip

We recommend associating your [Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages") with at least one [Event type](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/introduction-to-event-types/ "Introduction to Event types"). This enables better modeling of advanced scheduling scenarios (e.g. [multi-User scenarios](https://help.oncehub.com/scheduleonce/recommended-configuration/multi-user-scenarios/introduction-to-multi-user-scenarios/ "Introduction to multi-user scenarios") using [Pooled availability](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/introduction-to-pooled-availability/ "Introduction to Pooled availability")) and provides a better scheduling experience for your Customers.

[Learn more about accepting appointments for yourself using Event types](https://help.oncehub.com/scheduleonce/recommended-configuration/single-user-scenarios/accepting-appointments-for-yourself-using-event-types/ "Accept appointments for yourself using Event types")

When accepting appointments for yourself, people come to your Booking page and book appointments with you [automatically or with your approval](https://help.oncehub.com/scheduleonce/event-types-booking-pages/scheduling-options/automatic-booking-or-booking-with-approval/ "Automatic booking or Booking with approval"). When your Booking Page is [not associated with Event types](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/booking-pages-only-without-event-types/ "Booking pages only (without Event types)"), take the following steps to customize your Booking page for personal appointment scheduling.

1. Hover over the lefthand menu and go to the Booking pages icon → relevant Booking page → [**Scheduling options**](https://help.oncehub.com/scheduleonce/event-types-booking-pages/scheduling-options/introduction-to-scheduling-options/ "Introduction to the Scheduling options section"), and select which booking mode you prefer: [Automatic booking or Booking with approval](https://help.oncehub.com/scheduleonce/event-types-booking-pages/scheduling-options/automatic-booking-or-booking-with-approval/ "Automatic booking or Booking with approval").
2. Under [**Time slot settings**](https://help.oncehub.com/scheduleonce/event-types-booking-pages/timeslot-settings/introduction-to-time-slot-settings/ "Introduction to Time slot settings"), select the duration, [**Time slot display**](https://help.oncehub.com/scheduleonce/event-types-booking-pages/timeslot-settings/time-slot-display/ "Time slot display"), [**Workload rules**](https://help.oncehub.com/scheduleonce/event-types-booking-pages/timeslot-settings/workload-rules/ "Workload rules"), [**Timeframe rules**](https://help.oncehub.com/scheduleonce/event-types-booking-pages/timeslot-settings/timeframe-rules/ "Timeframe rules"), and other settings related to time slots.
3. Under [**Recurring availability**](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-pages-recurring-availability/ "Booking page: Recurring availability section") and [**Date-specific availability**](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-pages-date-specific-availability/ "Booking page: Date-specific availability section"), adjust your availability using Weekly recurring only, Date-specific only, or Weekly recurring plus Date-specific exceptions.
4. Under [**Associated calendars**](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-pages-associated-calendars/ "Booking page: Associated calendars section"), assign a calendar and adjust your settings. Make sure that bookings are created in the calendar that you want, and that busy time is also retrieved from the correct calendars.
5. Under **[Conferencing / Location](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-pages-location-settings/ "Booking page: Conferencing / Location section")**, set the appropriate location for your booking, as well as the contact information either you or your Customer must provide.
6. Under [**Booking form and redirect**](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-forms-redirect/introduction-to-booking-form-and-redirect/ "Introduction to the Booking form and redirect section"), select the Booking form that will be used to gather valuable information when your Customers are booking online.
7. Under [**Customer notifications**](https://help.oncehub.com/scheduleonce/event-types-booking-pages/customer-notifications/introduction-to-customer-notifications/ "The Customer notifications section"), decide which notifications your Customers will receive and by which delivery method (email or SMS).
8. Under [**User notifications**](https://help.oncehub.com/scheduleonce/event-types-booking-pages/user-notifications/introduction-to-user-notifications/ "Introduction to User notifications section"), decide which notifications you and your stakeholders will receive and by which delivery method (email or SMS).
9. Under [**Public content**](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-pages-public-content/ "Booking page: Public content section"), update your personal information.

Run through a quick test meeting by clicking on your Public link in the **Share & Publish** section of your [Booking page **Overview**](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-pages-overview/ "Booking page: Overview section") to make sure that everything is exactly as you want it.

# Configuring your booking page for scheduling meetings for a business trip

> OnceHub provides time zone support, as well as solutions for multiple locations with varied availability.

OnceHub provides time zone support, as well as solutions for [multiple locations](https://help.oncehub.com/scheduleonce/recommended-configuration/single-user-scenarios/scheduling-meetings-at-multiple-locations/ "Using ScheduleOnce to schedule meetings at multiple locations") with varied availability. These features can be used for scheduling business trip meetings.

Let’s say you’re a New York (Eastern time, GMT-5) resident planning a business trip to Frankfurt, Germany (Central European time, GMT+1). The business trip scheduling process can be set as follows:

1. [Create a Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/creating-booking-page/ "Creating a Booking page") for the business trip. This allows you to share a unique customer link with prospects and associates in Germany, so that they will clearly see when you plan to be in the region. It also prevents clients in the USA from booking face-to-face time with you during the business trip.
2. In the **Event types** section of the **New Booking page** popup, delete all [Event types](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/introduction-to-event-types/ "Introduction to Event types").
3. In the Overview of the Booking page (**Setup →&#x20;**&#x72;elevant Booking page -> [Overview](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-pages-overview/ "Booking page: Overview section")), edit the [Time zone settings](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-pages-time-zone-settings/ "Booking page: Time zone settings"). Click **Edit**, set the time zone to “**Germany; Berlin, Bonn, Frankfurt (GMT+1)**” and press **Save**.
4. Then go to the [Recurring availability section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-pages-recurring-availability/ "Booking page: Recurring availability section"). Delete it completely so it is a blank grid and click **Save**.
5. Next go to the [Date-specific availability section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-pages-date-specific-availability/ "Booking page: Date-specific availability section"), highlight the times you will be available for meetings in Frankfurt, and click **Save**. This availability should be entered in the local Frankfurt time zone as this is the time zone of the page.
6. Your calendar account that’s connected to OnceHub is set to the New York time zone. When a booking is made via the Frankfurt booking page, you will see all Frankfurt meetings adjusted to your calendar account’s default time zone. This means that an appointment booked for 9 am in Frankfurt will appear on the default New York calendar at 3 am. When you arrive in Frankfurt, your calendar account settings should be changed to GMT+1, and the calendar event will adjust to show the meeting at 9 am, as scheduled.
7. if you want to create a clear separation between the trip meetings and all other meetings in your calendar, you can create a new calendar in your connected calendar account and name it something like “Frankfurt meetings.” You can then go to to the [Associated calendars section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-pages-associated-calendars/ "Booking page: Associated calendars section") (hover over the lefthand menu and go to the Booking pages icon → relevant Booking page → **Associated calendars**), and select the Frankfurt meetings calendar as this Booking page’s **Main booking calendar**.
8. Adjust the remaining Booking page settings to your preferences. In the [**Conferencing / Location**](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-pages-location-settings/ "Booking page: Conferencing / Location section") section, you may want to list a hotel or temporary office location, or ask the customer to supply an address for the meeting.
9. You can choose to share this Booking page’s customer link only with prospects or customers in Germany, or you can add it to a [Master page](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/introduction-to-master-pages/ "Introduction to Master Pages"), offering it alongside your other Booking pages.

Tip

If you would like to [generate one-time links](https://help.oncehub.com/scheduleonce/sharing-publishing/general-one-time-links/using-one-time-links/ "Using one-time links with your Master page") which are good for one booking only, you should use a Master page using [team or panel pages](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-page-scenario-team-or-panel-page/ "Master page scenario: Team or panel pages").

One-time links eliminate any chance of unwanted repeat bookings. A Customer who receives the link will only be able to use it for the intended booking and will not have access to your underlying [Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages"). One-time links [can be personalized](https://help.oncehub.com/scheduleonce/sharing-publishing/personalized-links/using-personalized-links/ "Using Personalized links"), allowing the Customer to pick a time and schedule without having to fill out the [Booking form](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-forms-redirect/collecting-customer-data-with-booking-forms/ "Collecting Customer data with Booking forms").

[Learn more about using one-time links](https://help.oncehub.com/scheduleonce/sharing-publishing/general-one-time-links/using-one-time-links/ "Using ScheduleOnce one-time links with your Master page")

# Introduction to single-user scenarios

> OnceHub allows you to offer multiple meeting types on your Booking page or Master page. There are three ways to offer multiple meeting types using Event type...

OnceHub allows you to offer multiple meeting types on your [Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages") or [Master page](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/introduction-to-master-pages/ "Introduction to Master Pages"). There are three ways to offer multiple meeting types using [Event types](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/introduction-to-event-types/ "Introduction to Event types"), Booking pages, and Master pages.

## Accept appointments for yourself****

[Section titled “Accept appointments for yourself ”](#accept-appointments-for-yourself-)

If you accept appointments for yourself, Customers come to your Booking page and book appointments with you [automatically or with your approval](https://help.oncehub.com/scheduleonce/event-types-booking-pages/scheduling-options/automatic-booking-or-booking-with-approval/ "Automatic booking or Booking with approval"). If you offer only one meeting type, you can use an [Event type](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/introduction-to-event-types/ "Introduction to Event types") and link it to your [Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages").

For example, let’s say you offer a 60-minute tax return preparation session for a fee of $100. [Create an Event type](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/creating-an-event-type/ "Creating an Event type"), customize the settings to meet your requirements, and [associate it with a Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/adding-event-types-to-booking-pages/ "Adding Event types to Booking pages").

[Learn more about configuring your Event type](https://help.oncehub.com/scheduleonce/recommended-configuration/single-user-scenarios/accepting-appointments-for-yourself-using-event-types/ "Accepting appointments for yourself using Event types")

## Offer different appointment types on your Booking page

[Section titled “Offer different appointment types on your Booking page”](#offer-different-appointment-types-on-your-booking-page)

If you offer multiple meeting types which all have the same availability and same location, then all you need is one Booking page with multiple Event types linked to it. Each Event type can be a different meeting type with its own settings. You can configure the [Scheduling options](https://help.oncehub.com/scheduleonce/event-types-booking-pages/scheduling-options/introduction-to-scheduling-options/ "Introduction to the Scheduling options section"), [Time slots](https://help.oncehub.com/scheduleonce/event-types-booking-pages/timeslot-settings/introduction-to-time-slot-settings/ "Introduction to Time slot settings"), [Booking form](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-forms-redirect/introduction-to-booking-form-and-redirect/ "Introduction to the Booking form and redirect section"), [Customer notifications](https://help.oncehub.com/scheduleonce/event-types-booking-pages/customer-notifications/introduction-to-customer-notifications/ "The Customer notifications section") and the [Payment and Cancel/Reschedule](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/payment-and-rescheduling/ "Event type: Payment and cancel/reschedule policy section") policies for each Event type.

For example, you might offer a 15-minute introductory session for free, a 30-minute online consultation session for $50 with a lenient reschedule/cancellation policy, and an hour long face-to-face consultation for $100 with a strict reschedule/cancellation policy. This is possible using multiple Event types with different configurations on your Booking page.

[Learn more about offering different appointment types](https://help.oncehub.com/scheduleonce/recommended-configuration/single-user-scenarios/offering-different-appointment-types-on-your-booking-page/ "Offering different appointment types on your Booking page")

## Use both Event types and multiple Booking pages together

[Section titled “Use both Event types and multiple Booking pages together”](#use-both-event-types-and-multiple-booking-pages-together)

[Event types](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/introduction-to-event-types/ "Introduction to Event types") and [Booking pages](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages") can be used together to meet a wide range of scheduling scenarios for offering Event types at different locations or at specific hours or days.

For example, let’s say you’re providing Event types in three locations and you’re in different locations during different days of the week. Define the Event types that you provide and set each Booking page to be a location. You can set up your scheduling process so that Users will first select an Event type and then a location, or vice versa. In this specific scenario, you’ll create the Booking pages and the Event types, link the Event types to the Booking pages, and then link the Booking pages to a Master page.

[Learn more about supporting different locations and times for your meetings](https://help.oncehub.com/scheduleonce/recommended-configuration/single-user-scenarios/supporting-different-locations-or-times/ "Supporting different locations or times")

# Offering different appointment types on your Booking page

> If you offer multiple meeting types which all have the same availability and same location, you can set up one Booking page with multiple Event types linked ...

If you offer multiple meeting types which all have the same availability and same location, you can set up one [Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages") with multiple [Event types](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/introduction-to-event-types/ "Introduction to Event types") linked to it. Follow these steps to offer different appointment types on your Booking page.

1. [Create the Event types](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/creating-an-event-type/ "Creating an Event type") you need and define the settings for each Event type.

2. In the settings for the relevant Booking page, go to the **Event types** section and [add your Event types](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/adding-event-types-to-booking-pages/ "Adding Event types to Booking pages") to your Booking page (Figure 1). ![](https://help.oncehub.com/_astro/event-types.C814ACO5_ZhWYF7.webp)Figure 1: Event types section of the Booking page

3. Click **Save**.

   Note

   **Note** The [Scheduling options](https://help.oncehub.com/scheduleonce/event-types-booking-pages/scheduling-options/introduction-to-scheduling-options/ "Introduction to the Scheduling options section"), [Time slots](https://help.oncehub.com/scheduleonce/event-types-booking-pages/timeslot-settings/introduction-to-time-slot-settings/ "Introduction to Time slot settings"), [Booking form](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-forms-redirect/introduction-to-booking-form-and-redirect/ "Introduction to the Booking form and redirect section"), [Customer notifications](https://help.oncehub.com/scheduleonce/event-types-booking-pages/customer-notifications/introduction-to-customer-notifications/ "The Customer notifications section") and [Cancel/reschedule](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/payment-and-rescheduling/ "Event type: Payment and cancel/reschedule policy section") sections will move from your Booking page and are now located on your Event types.

To test your Booking page with Event types, go to the [Booking page Overview](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-pages-overview/ "Booking page: Overview section") and make a test booking by using the public link in the **Share & Publish** section.

## Using a Master page

[Section titled “Using a Master page”](#using-a-master-page)

If you would like to have more control over text and labels seen by your Customers, you can use a [Master page](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/introduction-to-master-pages/ "Introduction to Master Pages"). This provides you with more flexibility to customize the selection instructions and the public labels.

1. [Create a new Master page](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/creating-master-page/ "Creating a Master page") and add your personal details in the [Public content](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-pages-public-content/ "Master Page: Public Content section") section.
2. In the [Assignment](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-pages-event-types-and-assignment/ "Master Page: Assignment section") section, add your Booking pages to the Master page.
3. In the [Labels and instructions](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-pages-labels-and-instructions/ "Master page: Labels and instructions section") section, customize the public labels and selection instructions.

To test your Master page, go to the [Master page Overview](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-pages-overview/ "Master page: Overview section") and make a test booking by using the public link in the **Share & Publish** section.

Tip

If you would like to [generate one-time links](https://help.oncehub.com/scheduleonce/sharing-publishing/general-one-time-links/using-one-time-links/ "Using one-time links with your Master page") which are good for one booking only, you should use a Master page using [Rule-based assignment](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-page-scenario-team-or-panel-page/ "Master page scenario: Rule-based assignment") with [Dynamic rules](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/assignment-with-team-or-panel-pages/ "Rule-based assignment: Dynamic rules").

One-time links eliminate any chance of unwanted repeat bookings. A Customer who receives the link will only be able to use it for the intended booking and will not have access to your underlying [Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages"). One-time links [can be personalized](https://help.oncehub.com/scheduleonce/sharing-publishing/personalized-links/using-personalized-links/ "Using Personalized links"), allowing the Customer to pick a time and schedule without having to fill out the [Booking form](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-forms-redirect/collecting-customer-data-with-booking-forms/ "Collecting Customer data with Booking forms"). [Learn more about using one-time links](https://help.oncehub.com/scheduleonce/sharing-publishing/general-one-time-links/using-one-time-links/ "Using one-time links with your Master page")

# Scheduling meetings at multiple locations

> We recommend associating your Booking page with at least one Event type. This enables better modeling of advanced scheduling scenarios (such as multi-User sc...

[Scheduling meetings at multiple locations](https://www.youtube-nocookie.com/embed/kR4878qiQZQ?wmode=opaque)

Tip

We recommend associating your [Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages") with at least one [Event type](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/introduction-to-event-types/ "Introduction to Event types"). This enables better modeling of advanced scheduling scenarios (such as [multi-User scenarios](https://help.oncehub.com/scheduleonce/recommended-configuration/multi-user-scenarios/introduction-to-multi-user-scenarios/ "Introduction to multi-user scenarios") using [Pooled availability](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/pooled-availability-distribution-method/ "Distribution method: Pooled availability")) and provides a better scheduling experience for your Customers. [Learn more about supporting multiple meeting types using Event types](https://help.oncehub.com/scheduleonce/recommended-configuration/single-user-scenarios/supporting-different-locations-or-times/ "Supporting different locations or times")

If you offer appointments in multiple locations, you can use multiple [Booking pages](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages") to represent the locations and configure each Booking page with its own availability and settings. For example, on Mondays and Tuesdays, you are at Location A, and on Wednesdays and Thursdays, you are at Location B. You can use a [Master page](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/introduction-to-master-pages/ "Introduction to Master Pages") to combine multiple Booking pages into one page that you can share with your customers.

## How to set up multiple locations with Booking pages

[Section titled “How to set up multiple locations with Booking pages”](#how-to-set-up-multiple-locations-with-booking-pages)

1. [Create a Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/creating-booking-page/ "Creating a Booking page") for each location. Each Booking page can have completely different availability and settings according to the characteristics of each location.
2. Hover over the lefthand menu and go to the Booking pages icon → relevant Booking page → [**Conferencing / Location**](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-pages-location-settings/ "Booking page: Conferencing / Location section"), configure each Booking page according to the required settings for each location.
3. [Create a Master page](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/creating-master-page/ "Creating a Master Page") and add your profile information to the **New Master page** pop-up.
4. Select the Booking pages to include in your Master page and customize the [labels and selection text](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-pages-labels-and-instructions/ "Master Page: Labels and Instructions section").

To test your Master page, go to the [Master page Overview](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-pages-overview/ "Master page: Overview section") and make a test booking by using the public link in the **Share & Publish** section.

To experience a live demo of multiple locations, please check the [multiple locations page](https://oncehub.com/scheduleonce/feature/multi-location-scheduling-software).

Tip

If you would like to [generate one-time links](https://help.oncehub.com/scheduleonce/sharing-publishing/general-one-time-links/using-one-time-links/ "Using one-time links with your Master page") which are good for one booking only, you should use a Master page using [team or panel pages](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-page-scenario-team-or-panel-page/ "Master page scenario: Team or panel pages").

One-time links eliminate any chance of unwanted repeat bookings. A Customer who receives the link will only be able to use it for the intended booking and will not have access to your underlying [Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages"). One-time links [can be personalized](https://help.oncehub.com/scheduleonce/sharing-publishing/personalized-links/using-personalized-links/ "Using Personalized links"), allowing the Customer to pick a time and schedule without having to fill out the [Booking form](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-forms-redirect/collecting-customer-data-with-booking-forms/ "Collecting Customer data with Booking forms").

[Learn more about using one-time links](https://help.oncehub.com/scheduleonce/sharing-publishing/general-one-time-links/using-one-time-links/ "Using one-time links with your Master page")

# Supporting different locations or times

> Event types and Booking pages can be used together to meet a wide range of scheduling scenarios for offering Event types at different locations, channels, or...

[Event types](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/introduction-to-event-types/ "Introduction to Event types") and [Booking pages](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages") can be used together to meet a wide range of scheduling scenarios for offering Event types at different locations, channels, or at specific hours or days.

**Example:** You offer 2 Event types: Event type 1 and Event type 2. On Mondays and Tuesdays, you are at Location A, and on Wednesday through Friday at Location B.

Two Booking pages can be created, with the following services added: go.oncehub.com/LocationA – Event type 1, Event type 2 go.oncehub.com/LocationB – Event type 1, Event type 2

Now, you can create a [Master page](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/introduction-to-master-pages/ "Introduction to Master pages") where a Customer can choose a particular Event type, and then be shown a list of Booking pages showing locations where that Event type is offered or vice versa. Once an Event type and location is chosen, the meeting can be scheduled only at times when that particular Event type is offered at the desired location.

Follow these steps to create multiple meeting types with Event types and Booking pages:

1. Create the Event types as explained in the [Using Event types for multiple meeting types article](https://help.oncehub.com/scheduleonce/recommended-configuration/single-user-scenarios/offering-different-appointment-types-on-your-booking-page/ "Multiple meeting types – Using Event types").
2. Create the Booking pages as explained in the [Using Booking pages for multiple meeting types article](https://help.oncehub.com/scheduleonce/recommended-configuration/single-user-scenarios/using-booking-pages-for-multiple-meeting-types/ "Multiple meeting types – Using Booking pages").
3. Go to each Booking page and add the relevant Event type in the **Event types** section.
4. [Create a new Master page](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/creating-master-page/ "Creating a Master page").
5. Add your personal details in the **Public content** section.
6. In the [Master page Overview](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-pages-overview/ "Master Page: Overview section"), add the Booking pages to the Master page and customize the scheduling process, [selection text and labels](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-pages-labels-and-instructions/ "Master Page: Labels and Instructions section").

To test your Master page, go to the [Master page Overview](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-pages-overview/ "Master page: Overview section") and make a test booking by using the public link in the **Share & Publish** section.

# Using Booking pages for multiple meeting types

> We recommend associating your Booking page with at least one Event type. This enables better modeling of advanced scheduling scenarios (such as multi-User sc...

Tip

We recommend associating your [Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages") with at least one [Event type](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/introduction-to-event-types/ "Introduction to Event types"). This enables better modeling of advanced scheduling scenarios (such as [multi-User scenarios](https://help.oncehub.com/scheduleonce/recommended-configuration/multi-user-scenarios/introduction-to-multi-user-scenarios/ "Introduction to multi-user scenarios") using [Pooled availability](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/resource-pools/pooled-availability-distribution-method/ "Distribution method: Pooled availability")) and provides a better scheduling experience for your Customers.

[Learn more about supporting multiple meeting types using Event types](https://help.oncehub.com/scheduleonce/recommended-configuration/single-user-scenarios/supporting-different-locations-or-times/ "Supporting different locations or times")

Different types of meetings can have different characteristics such as availability, duration, lead time, time zone, and more. For example, you might have face-to-face meetings on Monday, Tuesday and Wednesday, and phone meetings on Thursday and Friday. Face-to-face meetings could be longer and also need a buffer for travel time.

In this scenario, you could create two separate Booking pages: One for face-to-face meetings, and one for phone meetings. Each Booking page can have its own specific configuration. You could then use a [Master page](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/introduction-to-master-pages/ "Introduction to Master Pages") to combine the two Booking pages into one page that you can share with your Customers.

## How to set up multiple meeting types with Booking pages

[Section titled “How to set up multiple meeting types with Booking pages”](#how-to-set-up-multiple-meeting-types-with-booking-pages)

1. [Create a Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/creating-booking-page/ "Creating a Booking page") for each meeting type. Each Booking page can have completely different availability and settings according to the characteristics of each meeting type.
2. Configure each Booking page. For example, one Booking page can have [time zones enabled](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-pages-time-zone-settings/ "Booking page: Time zone settings") and work in [Automatic booking](https://help.oncehub.com/scheduleonce/event-types-booking-pages/scheduling-options/automatic-booking-or-booking-with-approval/ "Automatic booking or Booking with approval") mode, and the other page can have time zones disabled and work in [Booking with approval mode](https://help.oncehub.com/scheduleonce/event-types-booking-pages/scheduling-options/automatic-booking-or-booking-with-approval/ "Automatic booking or Booking with approval").
3. [Create a Master page](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/creating-master-page/ "Creating a Master page") and add your profile information to the **New Master page** pop-up.
4. Select the Booking pages to include in your Master page and customize the [labels and selection text](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-pages-labels-and-instructions/ "Master Page: Labels and Instructions section").

To test your Master page, go to the [Master page Overview](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-pages-overview/ "Master page: Overview section") and make a test booking by using the public link in the **Share & Publish** section.

# Reporting

> Reporting documentation and guides.

[Introduction to reports](https://help.oncehub.com/scheduleonce/reporting/introduction-to-reports)

[Booking page reports](https://help.oncehub.com/scheduleonce/reporting/booking-page-reports)

[Event type reports](https://help.oncehub.com/scheduleonce/reporting/event-type-reports)

[Master page reports](https://help.oncehub.com/scheduleonce/reporting/master-page-reports)

[Customer reports](https://help.oncehub.com/scheduleonce/reporting/customer-reports)

[User reports](https://help.oncehub.com/scheduleonce/reporting/user-reports)

[Account reports](https://help.oncehub.com/scheduleonce/reporting/account-reports)

[Revenue reports](https://help.oncehub.com/scheduleonce/reporting/revenue-reports)

[Report header](https://help.oncehub.com/scheduleonce/reporting/report-header)

[Complete list of Detail report columns](https://help.oncehub.com/scheduleonce/reporting/complete-list-of-detail-report-columns)

[Viewing collected information from your Booking form](https://help.oncehub.com/scheduleonce/reporting/viewing-collected-information-from-your-booking-form)

# Account reports

> OnceHub Account reports and Revenue reports can be used to see a global view of all account activity and all revenue details.

OnceHub Account reports and [Revenue reports](https://help.oncehub.com/scheduleonce/reporting/revenue-reports/ "Revenue reports") can be used to see a global view of all account activity and all revenue details.

In this article, you’ll learn about Account reports. Access your Account reports by going to Setup -> OnceHub setup -> Hover over the left sidebar -> Reports -> Account reports.

## Account detail reports

[Section titled “Account detail reports”](#account-detail-reports)

Account reports show all OnceHub booking activity across your account. These reports are a useful way to measure business performance.

The Account report is only available as a Detail report. You can see the total number of activities in account that have been **Scheduled**, **Rescheduled**, **Completed**, **Canceled**, or set to **No-Show** at the top of the Account report page.

Note

If you move an activity to the Trash, it will be included in reports until deleted. The activity will display as being **(In Trash)**. After they are permanently deleted, any fields related to this deleted activity will not show up in reports. [Learn more](https://help.oncehub.com/scheduleonce/managing-bookings/analytics/activity-stream-managing-activities/)

Account reports can include activities from deleted [Booking pages](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages") and deleted Users. The relevant activity date and time must be within the reporting date range to show in the report.

By default, activities in the Account report are sorted by **Meeting date and time in Owner’s time zone**, meaning the activity with the earliest Meeting time will be at the top of the list. To change how the report is sorted, click any of the column headers.

Note

To customize the display columns in the detail report, click the **Display columns** button. Any changes you make to the reporting dimensions are reflected in your exported Account report.

[Learn more about Detail report columns](https://help.oncehub.com/scheduleonce/reporting/complete-list-of-detail-report-columns/ "Complete list of Detail report columns")

## Exporting Account reports

[Section titled “Exporting Account reports”](#exporting-account-reports)

You can export an Account report as an Excel, CSV, or PDF file. To export a report, click on the **Excel**, **CSV** or **PDF** button in the top right corner of the report page (Figure 1).

![](https://help.oncehub.com/_astro/export-report.Doi_UN5K_1aDHnG.webp)Figure 1: Export report buttons

# Booking page reports

> OnceHub reports cover all booking activity. Reports can be generated based on different dimensions: by Customer, by Booking page, by Event type, by Master pa...

OnceHub reports cover all booking activity. Reports can be generated based on different dimensions: [by Customer](https://help.oncehub.com/scheduleonce/reporting/customer-reports/ "Customer reports"), by Booking page, [by Event type](https://help.oncehub.com/scheduleonce/reporting/event-type-reports/ "Event type reports"), [by Master page](https://help.oncehub.com/scheduleonce/reporting/master-page-reports/ "Master page reports"), and [by User](https://help.oncehub.com/scheduleonce/reporting/user-reports/ "User reports").

In this article, you’ll learn about Booking page reports. Access your Booking page reports by going to Setup -> OnceHub setup -> Hover over the left sidebar -> Reports -> Booking page reports.

## Booking page summary report

[Section titled “Booking page summary report”](#booking-page-summary-report)

Booking page summary reports help you understand booking activity by [Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages"). For each Booking page, you can see how many bookings have been **Scheduled**, **Rescheduled**, **Completed**, **Canceled**, or set to **No-Show**. This gives you insight into overall Booking page activity and how it is divided between the different Booking pages.

By default, Booking pages in the summary report are sorted by **All activities**, meaning the Booking with the highest number of activities will be at the top of the list. To change how the report is sorted, click any of the column headers.

Note

If you move an activity to the Trash, it will be included in reports until deleted. The activity will display as being **(In Trash)**. After they are permanently deleted, any fields related to this deleted activity will not show up in reports. [Learn more](https://help.oncehub.com/scheduleonce/managing-bookings/analytics/activity-stream-managing-activities/)

If a Booking page was deleted, the Booking page report will still show all the activities that were generated from this Booking page, provided they were generated during the reporting date range. The deleted Booking page will be shown in gray text with **\[deleted]** next to it.

## Booking page detail report

[Section titled “Booking page detail report”](#booking-page-detail-report)

To view a detailed report of the booking activity for a specific Booking page, click on the Booking page in the **Booking page** column. Here, you can see a complete booking log for the specific Booking page.

By default, the bookings are sorted by **Meeting date** **and time**. To change how the report is sorted, click any of the column headers.

Note

To customize the display columns in the detail report, click the **Display columns** button. [Learn more about Detail report columns](https://help.oncehub.com/scheduleonce/reporting/complete-list-of-detail-report-columns/ "Complete list of Detail report columns")

## Exporting a Booking page report

[Section titled “Exporting a Booking page report”](#exporting-a-booking-page-report)

You can export a Booking page report as an Excel, CSV, or PDF file. To export a report, click on the **Excel**, **CSV** or **PDF** button in the top right corner of the report page (Figure 1).

![](https://help.oncehub.com/_astro/1562148338012.C262PZ62_ZMld0W.webp)Figure 1: Export report buttons

# Complete list of Detail report columns

> More than 30 System fields and all Custom fields from the Fields library can be added to any Detail report.

More than 30 [System fields](https://help.oncehub.com/scheduleonce/customization-branding/booking-forms-editor/editing-system-fields/ "Editing System fields") and all [Custom fields](https://help.oncehub.com/scheduleonce/customization-branding/booking-forms-editor/creating-and-editing-custom-fields/ "Creating and editing Custom fields") from the [Fields library](https://help.oncehub.com/scheduleonce/customization-branding/booking-forms-editor/fields-library/ "The Fields library") can be added to any Detail report.

This article gives you a list of all of the System fields that can be added to Detail reports. To customize the display columns in the Detail report, click the **Display columns** button.

## Booking data

[Section titled “Booking data”](#booking-data)

* **Meeting date and time in Customer’s time zone**: The booking date and time of a scheduled meeting in the Customer’s time zone. The field returns the meeting date, start time and end time. For example, Monday Jan 6, 2019, 11:30 AM - 12:00 PM.
* **Meeting date and time in Owner’s time zone**: The booking date and time of a scheduled meeting in the Booking owner’s time zone. The field returns the meeting date, start time and end time. For example, Monday Jan 6, 2019, 11:30 AM - 12:00 PM.
* **Starting date and time in Customer’s time zone**: The start date and time of a scheduled meeting in the Customer’s time zone. The field returns the meeting date, start time. For example, Monday Jan 6, 2019 at 11:30 AM.
* **Starting date and time in Owner’s time zone:** The start date and time of a scheduled meeting in the Booking owner’s time zone. The field returns the meeting date, start time. For example Monday Jan 6, 2019 at 11:30 AM.
* **Duration**: The meeting duration (in hours or minutes). For example, 15 min or 3 hrs.
* **Subject/Event type**: The subject of the meeting. This field can show the subject set by the Owner or by the Customer. For example, “Product demo”. If Event types are used, the name of the Event type is the subject.
* **Status**: The [status](https://help.oncehub.com/scheduleonce/managing-bookings/analytics/activity-stream-managing-activities/ "Understanding activity statuses") of the activity. This field shows the following states: **Requested**, **Scheduled**, **Rescheduled**, **Completed**, **No-show** or **Canceled**.
* **Last updated:** The date and time of the last change made to the activity. For example, it can display the date and time when the booking was approved. E.g. Wednesday Jan 1, 2019 at 10:33 PM.
* **Virtual or Physical location:** The [Meeting location](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-pages-location-settings/ "Booking page: Location settings section") information set for the meeting. It can display virtual conferencing information, face-to-face location information, or it can be left empty.
* **Zoom, Google Meet, Microsoft Teams, GoToMeeting, or Webex Meetings link:** The [Zoom](https://help.oncehub.com/user-integrations/basics-user-integrations/connect-your-video-conferencing-app/ "The ScheduleOnce connector for Zoom"), [Google Meet](https://help.oncehub.com/user-integrations/basics-user-integrations/connect-your-video-conferencing-app/), [Microsoft Teams](https://help.oncehub.com/user-integrations/basics-user-integrations/connect-your-video-conferencing-app/), [GoToMeeting](https://help.oncehub.com/user-integrations/basics-user-integrations/connect-your-video-conferencing-app/ "The ScheduleOnce connector for GoToMeeting"), or [Webex Meetings](https://help.oncehub.com/user-integrations/basics-user-integrations/connect-your-video-conferencing-app/ "The ScheduleOnce connector for Webex Meetings") link used for connecting to the virtual meeting.
* **Booking calendar:** The main [booking calendar](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-pages-associated-calendars/ "Booking page: Associated calendars section") that the booking was created in.
* **Additional booking calendar:** The [additional calendars](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-pages-associated-calendars/ "Booking page: Associated calendars section") that the booking is created in.
* **Number of sessions:** The number of sessions in a [Session package](https://help.oncehub.com/scheduleonce/event-types-booking-pages/scheduling-options/session-packages/ "Session packages") that were scheduled or canceled by [Customer](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/customer-action-cancel-sessions-in-package/ "Customer action: Cancel sessions in a package") or User.
* **Creation date and time in UTC**: The date and time when the activity was first created in UTC. For example, Sun Jan 5, 2019 at 05:06 AM
* **Tracking ID:** A unique ID automatically assigned to every OnceHub booking.
* **Package ID:** A unique ID automatically assigned to every OnceHub [Session package](https://help.oncehub.com/scheduleonce/event-types-booking-pages/scheduling-options/session-packages/ "Session packages").
* **Booking mode**: The booking mode selected for the meeting. This field shows [Automatic booking or Booking with approval](https://help.oncehub.com/scheduleonce/event-types-booking-pages/scheduling-options/automatic-booking-or-booking-with-approval/ "Automatic booking or Booking with approval").

## Customer data

[Section titled “Customer data”](#customer-data)

* **Customer name:** The name provided by the Customer in the [Booking form](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-forms-redirect/introduction-to-booking-form-and-redirect/ "Introduction to the Booking form and redirect section") when booking.
* **Customer email:** The email address provided by the Customer in the Booking form when booking.
* **Customer company:** The company name provided by the Customer in the Booking form when booking.
* **Customer phone:** The phone number provided by the Customer in the Booking form when booking.
* **Customer mobile phone:** The mobile phone number provided by the Customer in the Booking form when booking.
* **Customer note:** The note provided by the Customer in the Booking form when booking.
* **Customer time zone:** The time zone selected by the Customer at the time of the booking.

## Booking page data

[Section titled “Booking page data”](#booking-page-data)

* **Booking page name:** The Customer-facing name of the [Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages") used to make the booking.
* **Booking page label:** The internal name of the Booking page used to make the booking.
* **Booking page link:** The URL of the Booking page used to make the booking.
* **Booking page time zone:** The Booking page time zone as defined in the [Overview](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-pages-overview/ "Booking page: Overview section") section of your Booking page.
* **Booking page Owner:** Displays the [Booking page Owner](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-page-access-permissions/ "Booking page access permissions") name. To edit this name, click your profile image or initials, and select **Profile →&#x20;**[Personal details](https://help.oncehub.com/profile-management/managing-your-profile-in-oncehub/ "Introduction to My Profile").
* **Editors:** This field lists the [Editors](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-page-access-permissions/ "Booking page access permissions") assigned to the Booking page. Each Editor name can be edited in the Editor’s account by clicking on their profile image or initials, and selecting **Profile →&#x20;**[Personal details](https://help.oncehub.com/profile-management/managing-your-profile-in-oncehub/ "Introduction to My Profile").
* **Booking page category:** The [category](https://help.oncehub.com/scheduleonce/event-types-booking-pages/categories/introduction-to-categories/ "Introduction to Categories") that the Booking page has been assigned to.
* **Master page name:** The Customer-facing name of the [Master page](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/introduction-to-master-pages/ "Introduction to Master pages") used to make the booking.
* **Master page label:** The internal name of the Master page used to make the booking.
* **Master page link:** The URL of the Master page used to make the booking.

## Event type data

[Section titled “Event type data”](#event-type-data)

* **Event type name:** The name of the [Event type](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/introduction-to-event-types/ "Introduction to Event types") selected by the Customer.
* **Event type description:** The description of the Event type selected by the Customer.
* **Event type price:** The price of the Event type selected by the Customer.
* **Event type category:** The [category](https://help.oncehub.com/scheduleonce/event-types-booking-pages/categories/introduction-to-categories/ "Introduction to Categories") that the Event type belongs to.
* **Event type currency:** The currency used for the Event type price. This is set in the [Payment & Cancel/reschedule policy section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/payment-and-rescheduling/ "Event type: Payment and cancel/reschedule policy section") of the Event type. When you use [Payment integration](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/oncehub-connector-for-paypal/ "The ScheduleOnce connector for PayPal"), it is the currency used when [payment is collected via OnceHub](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/payment-and-rescheduling-payment-is-collected/ "Event type: Payment and cancel/reschedule policy when payment is collected via ScheduleOnce").

## Cancel/reschedule data

[Section titled “Cancel/reschedule data”](#cancelreschedule-data)

* **Name of User who canceled/rescheduled:** The name of the User who performed the cancel or reschedule action.
* **Name of Customer who canceled/rescheduled:** The name of the Customer who performed the cancel or reschedule action.
* **Cancel/reschedule reason:** The reason given for canceling or rescheduling a meeting.

## CRM data

[Section titled “CRM data”](#crm-data)

* **Infusionsoft Contact:** A link to the Infusionsoft Contact of the Customer who made the booking.
* **Salesforce Lead:** A link to the Salesforce Lead record of the Customer who made the booking.
* **Salesforce Contact:** A link to the Salesforce Contact record of the Customer who made the booking.
* **Salesforce Case:** A link to the Salesforce Case record of the Customer who made the booking.
* **Salesforce Activity:** A link to the Salesforce Activity of the Customer who made the booking.

## Payment data

[Section titled “Payment data”](#payment-data)

The system fields listed below can only be added to [Revenue reports](https://help.oncehub.com/scheduleonce/reporting/revenue-reports/ "Revenue Reports"). This is because Payment data fields are itemized per transaction, while all other types of System fields are itemized per activity.

* **Invoice number:** A unique number identifying each Customer invoice generated via [Payment integration](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/oncehub-connector-for-paypal/ "The ScheduleOnce connector for PayPal").
* **Payment transaction date:** The date a payment was made.
* **PayPal transaction ID:** The ID of the transaction in PayPal.
* **PayPal parent transaction ID:** The ID of the transaction in PayPal that a refund was made from.
* **Relative cost:** The cost of each individual session in a [Session package](https://help.oncehub.com/scheduleonce/event-types-booking-pages/scheduling-options/session-packages/ "Session packages"). This is the total package cost divided by the number of sessions in the package.
* **Amount refunded:** The value of a refund transaction.
* **Amount received:** The value of a payment transaction.
* **Transaction status:** The current status of the transaction: **Paid**, **Refunded**, or **Pending**.
* **Refund transaction date:** The date a refund was processed.
* **Transaction type:** Any of the following monetary transactions: **PAYMENT (SCHEDULE)**, **PAYMENT (RESCHEDULE)**, **AUTOMATIC REFUND (CANCELLATION)**, **MANUAL REFUND VIA ONCEHUB**, **MANUAL REFUND VIA PAYPAL**.
* **Payment account email address:** The Customer’s email address of the PayPal account, or the email address the Customer provided when paying with a credit/debit card for bookings made via OnceHub. For example, <john@example.com>.
* **Refund reason:** The reason given by the User for issuing a refund.
* **Name of User who processed a manual refund:** The name of the User who processed a manual refund via the [Activity stream](https://help.oncehub.com/scheduleonce/managing-bookings/analytics/activity-stream-viewing-activities/ "Introduction to the ScheduleOnce Activity stream").

# Customer reports

> OnceHub reports cover all booking activity. Reports can be generated based on different dimensions: by Customer, by Booking page, by Event type, by Master pa...

OnceHub reports cover all booking activity. Reports can be generated based on different dimensions: by Customer, [by Booking page](https://help.oncehub.com/scheduleonce/reporting/booking-page-reports/ "Booking page reports"), [by Event type](https://help.oncehub.com/scheduleonce/reporting/event-type-reports/ "Event type reports"), [by Master page](https://help.oncehub.com/scheduleonce/reporting/master-page-reports/ "Master page reports"), and [by User](https://help.oncehub.com/scheduleonce/reporting/user-reports/ "User reports").

In this article, you’ll learn about Customer reports. Access your Customer reports by going to Setup -> OnceHub setup -> Hover over the left sidebar -> Reports -> Customer reports.

## Customer summary report

[Section titled “Customer summary report”](#customer-summary-report)

Customer reports help you understand booking activity by Customer. For each Customer, you can see how many bookings have been **Scheduled**, **Rescheduled**, **Completed**, **Canceled**, or set to **No-Show**. This gives you insight into how many bookings and cancellations took place during a period of time.

Customers are grouped by their email address and name. If the Customer uses different names with the same email address, each email-name combination will be displayed separately.

By default, Customers in the summary report are sorted by **All activities**, meaning the Customer with the highest number of activities will be at the top of the list. To change how the report is sorted, click any of the column headers.

Note

If you move an activity to the Trash, it will be included in reports until deleted. The activity will display as being **(In Trash)**. After they are permanently deleted, any fields related to this deleted activity will not show up in reports. [Learn more](https://help.oncehub.com/scheduleonce/managing-bookings/analytics/activity-stream-managing-activities/)

## Customer detail report

[Section titled “Customer detail report”](#customer-detail-report)

To view a detailed report of the booking activity for a specific Customer, click on the Customer in the **Customer** column. Here, you can see a complete booking log for the specific Customer.

A Customer detail report may be useful for billing purposes, or to provide a schedule report to a Customer when they need to meet multiple providers.

By default, the bookings are sorted by **Meeting date and time**. To change how the report is sorted, click any of the column headers.

Note

To customize the display columns in the detail report, click the **Display columns** button. [Learn more about Detail report columns](https://help.oncehub.com/scheduleonce/reporting/complete-list-of-detail-report-columns/ "Complete list of Detail report columns")

## Exporting a Customer report

[Section titled “Exporting a Customer report”](#exporting-a-customer-report)

You can export a Customer report as an Excel, CSV, or PDF file. To export a report, click on the **Excel**, **CSV** or **PDF** button in the top right corner of the report page (Figure 1).

![](https://help.oncehub.com/_astro/1562153516169.BqkvHXb6_ZOp05q.webp)Figure 1: Export report buttons

# Event type reports

> OnceHub reports cover all booking activity. Reports can be generated based on different dimensions: by Customer, by Booking page, by Event type, by Master pa...

OnceHub reports cover all booking activity. Reports can be generated based on different dimensions: [by Customer](https://help.oncehub.com/scheduleonce/reporting/customer-reports/ "Customer reports"), [by Booking page](https://help.oncehub.com/scheduleonce/reporting/booking-page-reports/ "Booking page reports"), by Event type, [by Master page](https://help.oncehub.com/scheduleonce/reporting/master-page-reports/ "Master page reports"), and [by User](https://help.oncehub.com/scheduleonce/reporting/user-reports/ "User reports").

In this article, you’ll learn about Event type reports. Access your Event type reports by going to Setup -> OnceHub setup -> Hover over the left sidebar -> Reports -> Event type reports.

## Event type summary report

[Section titled “Event type summary report”](#event-type-summary-report)

Event type summary reports help you understand booking activity by [Event type](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/introduction-to-event-types/ "Introduction to Event types"). For each Event type, you can see how many bookings have been **Scheduled**, **Rescheduled**, **Completed**, **Canceled**, or set to **No-Show**. This gives you insight into which Event types sell and which don’t.

By default, Event types in the Summary report are sorted by **All activities**, meaning the Event type with the highest number of activities will be at the top of the list. To change how the report is sorted, click any of the column headers.

## Event type detail report

[Section titled “Event type detail report”](#event-type-detail-report)

To view a detailed report of the booking activity for a specific Event type, click on the Event type in the **Event type** column. Here, you can see a complete booking log for the specific Event type.

By default, the bookings are sorted by **Meeting date and time**. To change how the report is sorted, click any of the column headers.

Note

To customize the display columns in the detail report, click the **Display columns** button. [Learn more about Detail report columns](https://help.oncehub.com/scheduleonce/reporting/complete-list-of-detail-report-columns/ "Complete list of Detail report columns")

## Exporting an Event type report

[Section titled “Exporting an Event type report”](#exporting-an-event-type-report)

You can export an Event type report as an Excel, CSV, or PDF file. To export a report, click on the **Excel**, **CSV** or **PDF** button in the top right corner of the report page (Figure 1).

![](https://help.oncehub.com/_astro/export.DgHYMVcD_Z2gFUY2.webp)Figure 1: Export report buttons

# Introduction to reports

> Reports cover all booking activity. Reports can be generated based on different dimensions: by Customer, by Booking page, by Event type, by Master page, and ...

Reports cover all booking activity. Reports can be generated based on different dimensions: [by Customer](https://help.oncehub.com/scheduleonce/reporting/customer-reports/ "Customer Reports"), [by Booking page](https://help.oncehub.com/scheduleonce/reporting/booking-page-reports/ "Booking page Reports"), [by Event type](https://help.oncehub.com/scheduleonce/reporting/event-type-reports/ "Event Type Reports"), [by Master page](https://help.oncehub.com/scheduleonce/reporting/master-page-reports/ "Master page Reports"), and [by User](https://help.oncehub.com/scheduleonce/reporting/user-reports/ "User Reports"). [Account reports](https://help.oncehub.com/scheduleonce/reporting/account-reports/ "Account Reports") and [Revenue reports](https://help.oncehub.com/scheduleonce/reporting/revenue-reports/ "Revenue Reports") can be used to see a global view of all account activity and all revenue details.

You do not need an assigned product license to access reports, though you do need to be an Administrator.

Reports can be found by going in the top navigation menu **Booking pages** in the bar on the left → **Reports** on the left.

## Types of reports

[Section titled “Types of reports”](#types-of-reports)

There are two types of reports:

* **Summary reports** provide a high level overview by [booking activity lifecycle phase](https://help.oncehub.com/scheduleonce/managing-bookings/analytics/activity-stream-managing-activities/ "Understanding activity statuses").
* **Detail reports** provide detailed information. These reports can be customized using [System fields](https://help.oncehub.com/scheduleonce/customization-branding/booking-forms-editor/editing-system-fields/ "Editing System fields") and any [Custom field](https://help.oncehub.com/scheduleonce/customization-branding/booking-forms-editor/creating-and-editing-custom-fields/ "Creating and editing Custom fields") that you create in the [Fields library](https://help.oncehub.com/scheduleonce/customization-branding/booking-forms-editor/fields-library/ "The Fields library").

Each report can be exported as Excel, PDF, or CSV files. [Branded printouts](https://help.oncehub.com/scheduleonce/reporting/report-header/ "Report header") can also be provided to all stakeholders.

Note

When you export a report in Excel or CSV format, the date and time format is based on the User’s [personal date and time format settings](https://help.oncehub.com/scheduleonce/insights-operations/profile-management/managing-your-profile-in-oncehub/#customizing-your-date-and-time-settings "Profile: Date and time section").

## Retrieving activities

[Section titled “Retrieving activities”](#retrieving-activities)

Activities can be retrieved according to **Meeting time** or **Activity creation** date by using the **Retrieve by** drop-down menu (Figure 1).

![](https://help.oncehub.com/_astro/1562144116204.mU8nJNfv_Z160Y5s.webp)Figure 1: Retrieve by drop-down menu

When you select a date range, OnceHub retrieves all activities that **were started** during the reporting period and displays their states at the time that the report is run. This means that if the report is run on different days, it may show the same activities in different states.

Note

When you retrieve activities by **Meeting time**, activities in **Requested** status will not be displayed as they are not confirmed bookings.

For example, 100 activities were started during the last month. If you run the report one day after the month’s end, you would see the following:

* 12 activities are in **Requested** status
* 60 activities are in **Scheduled** status
* 4 activities are in **Rescheduled** status
* 8 activities are in **Completed** status
* 5 activities are in **No-show** status
* 11 activities are in **Canceled** status ————————————————— **Total: 100 activities**

The total number of activities is 100, and if we generate the same report two days later, the total will still be 100. However, the distribution of the numbers between the statuses may change, since activities can change their state. For example, 10 of the **Scheduled** status activities may now be in **Completed** status.

[Learn more about Activity statuses](https://help.oncehub.com/scheduleonce/managing-bookings/analytics/activity-stream-managing-activities/ "Understanding activity statuses")

## General report rules

[Section titled “General report rules”](#general-report-rules)

* The **Creation date** and **Last updated** date are always based on the default time zone in the [User profile date and time section](https://help.oncehub.com/scheduleonce/insights-operations/profile-management/managing-your-profile-in-oncehub/#customizing-your-date-and-time-settings "Profile: Date and time section"), regardless of the Booking page time zone.

* You can always change a parameter without affecting other parameters. For example, you can set a date range and then drill into a specific Customer activity. The date range will not change.

* Any column can be sorted by clicking on its header. One click sorts down and the second click sorts up.

* You can add custom columns to [Detail reports](https://help.oncehub.com/scheduleonce/reporting/complete-list-of-detail-report-columns/ "Complete list of Detail report columns") and create customized reports with the exact data that you need. There are two types of fields that can be added to any detail report:

  * **System fields:** These are fields defined by the system, such as **Location**, **Cancellation reason**, and **Duration**. More than 30 system fields can be added to any Detail report.
  * **Custom fields:** These are fields that you create and use in your [Booking forms](https://help.oncehub.com/scheduleonce/customization-branding/booking-forms-editor/introduction-to-booking-forms-editor/ "Introduction to the Booking Forms Editor") based on your business needs. Custom fields are created in the Custom fields library and all library fields can be added to Detail reports as additional report columns.

* If the Customer or the Owner reschedules, it will count as a rescheduled activity only. The canceled activity will not show in the reports and the new rescheduled activity will replace it. This is done to avoid double-counting.

* Reports are only for Customer self-scheduling activities and do not cover Group scheduling activities.

* When you change an Activity status from **Completed** to **No-show**, the change will be reflected in the next report update cycle which takes place daily at 7:00am and 7:00pm Eastern time. [Learn more about tracking and reporting of No-shows](https://help.oncehub.com/scheduleonce/managing-bookings/analytics/activity-stream-managing-activities/ "Tracking and Reporting No-Shows")

# Master page reports

> OnceHub reports cover all booking activity. Reports can be generated based on different dimensions: by Customer, by Booking page, by Event type, by Master pa...

OnceHub reports cover all booking activity. Reports can be generated based on different dimensions: [by Customer,](https://help.oncehub.com/scheduleonce/reporting/customer-reports/ "Customer reports") [by Booking page](https://help.oncehub.com/scheduleonce/reporting/booking-page-reports/ "Booking page reports"), [by Event type](https://help.oncehub.com/scheduleonce/reporting/event-type-reports/ "Event type reports"), by Master page, and [by User](https://help.oncehub.com/scheduleonce/reporting/user-reports/ "User reports").

Master page reports are similar to [Booking page reports](https://help.oncehub.com/scheduleonce/reporting/booking-page-reports/ "Booking page Reports"), but instead of having to view each [Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages") separately, the Master page report provides a consolidated view of all activity within that [Master page](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/introduction-to-master-pages/ "Introduction to Master pages"). Master page reports only display the activity in included Booking pages when bookings are made via the Master page.

In this article you’ll learn about Master page reports. Access your Master page reports by going to Setup -> OnceHub setup -> Hover over the left sidebar -> Reports -> Master page reports.

## Master page summary report

[Section titled “Master page summary report”](#master-page-summary-report)

Master page summary reports help you understand booking activity by Master page. For each Master page, you can see how many bookings have been **Scheduled**, **Rescheduled**, **Completed**, **Canceled**, or set to **No-Show**. This gives you insight into overall Master page activity and how it is divided between the different Master pages.

By default, Master pages in the Summary report are sorted by **Activity**, meaning the Master page with the highest number of activities will be at the top of the list. To change how the report is sorted, click any of the column headers.

## Master page detail report

[Section titled “Master page detail report”](#master-page-detail-report)

To view a detailed report of the booking activity for a specific Master page, click on the Master page in the **Master** **page** column. Here, you can see a complete booking log for the specific Master page.

By default, the bookings are sorted by **Meeting date** **and time**. To change how the report is sorted, click any of the column headers.

## Exporting a Master page report

[Section titled “Exporting a Master page report”](#exporting-a-master-page-report)

You can export a Master page report as an Excel, CSV, or PDF file. To export a report, click on the **Excel**, **CSV** or **PDF** button in the top right corner of the report page (Figure 1).

![](https://help.oncehub.com/_astro/export.DgHYMVcD_Z2gFUY2.webp)Figure 1: Export report buttons

# Report header

> Reports generated by OnceHub can also be used externally with Customers or other stakeholders. For example, you may have a Customer who asks you to provide a...

[Reports](https://help.oncehub.com/scheduleonce/reporting/introduction-to-reports/ "Introduction to ScheduleOnce reports") generated by OnceHub can also be used externally with Customers or other stakeholders. For example, you may have a Customer who asks you to provide a schedule report when they need to meet multiple providers. In this case, you could generate a [Customer detail report](https://help.oncehub.com/scheduleonce/reporting/customer-reports/ "Customer reports") to send to the Customer.

By default, the OnceHub report header is displayed in PDF reports. However, you may want to use your own branded report header for reports that are sent to external stakeholders.

In this article, you’ll learn how to upload your own branded report header to use in PDF reports.

## Uploading your own branded report header

[Section titled “Uploading your own branded report header”](#uploading-your-own-branded-report-header)

1. From OnceHub setup, go to the lefthand sidebar and click on **Reports**.
2. Select any report type.
3. Click the action menu (three dots) on the right of the page (Figure 1).![Figure 1: Customize report header option](https://help.oncehub.com/_astro/screen-shot-2020-02-07-at-93351-am.Ck1Vjd-V_Z1CyF9e.webp)Figure 1: Customize PDF report header option
4. Click **Customize PDF report header**.
5. In the **Report header** popup, click **Choose File** to choose your own header and upload it (Figure 2). The recommended dimensions for a report header are 840 pixels wide and 70 pixels high.
6. After you’ve selected the header you want to upload, click **Save**.

Note

The report header will only show in PDF reports. Click the PDF button to generate a report for your current report view.

# Revenue reports

> OnceHub Account reports and Revenue reports can be used to see a global view of all account activity and all revenue details.

OnceHub [Account reports](https://help.oncehub.com/scheduleonce/reporting/account-reports/ "Account reports") and Revenue reports can be used to see a global view of all account activity and all revenue details.

In this article, you’ll learn about Revenue reports. Access your Revenue reports by going to Setup -> OnceHub setup -> Hover over the left sidebar -> Reports -> Revenue reports.

## Revenue summary reports

[Section titled “Revenue summary reports”](#revenue-summary-reports)

Revenue reports show overall revenue from bookings for a given period of time. You can see which [Event types](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/introduction-to-event-types/ "Introduction to Event types") bring in the most and least revenue, and which Customers bring in the most and least revenue. It also gives you an insight into how the overall revenue is divided between the different [Booking pages](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages").

The Revenue report is only available as a Detail report. Transactions can be filtered by **Customer**, **Booking page**, **Event type**, **Owner**, **Master page**, **Transaction type**, and **Transaction status**.

The **Revenue**, **Amount refunded**, and **Amount** presented in the mini dashboard at the top of the report are updated based on dates chosen, the currency selected, and the filter dimensions chosen.

Use the **Currency** drop-down menu to select the currency to display in the Revenue report (Figure 1). Only transactions in the currency selected are displayed.

The currency drop-down menu in the Revenue report includes currencies that you may not necessarily be using to accept payments for your bookings. If you select a currency from the drop-down menu which you do not use to accept payments, then no transactions will be displayed.

![](https://help.oncehub.com/_astro/1562166606989.CMeQHFja_TTYfY.webp)Figure 1: Currency drop-down menu By default, activities in the Revenue report are sorted by **Payment transaction date**. Only transactions within the selected date range are displayed. To change how the report is sorted, click any of the column headers.

Note

To customize the display columns in the Detail report, click the **Display columns** button. Any changes you make to the reporting dimensions are reflected in your exported Revenue report. Payment data system fields can only be added to Revenue reports.

[Learn more about Detail report columns](https://help.oncehub.com/scheduleonce/reporting/complete-list-of-detail-report-columns/ "Complete list of Detail report columns")

## Exporting Revenue reports

[Section titled “Exporting Revenue reports”](#exporting-revenue-reports)

You can export a Revenue report as an Excel, CSV, or PDF file. To export a report, click on the **Excel**, **CSV** or **PDF** button in the top right corner of the report page (Figure 1).

![](https://help.oncehub.com/_astro/1562222660955.CumF135k_1haX1X.webp)Figure 1: Export report buttons

# User reports

> OnceHub reports cover all booking activity. Reports can be generated based on different dimensions: by Customer, by Booking page, by Event type, by Master pa...

OnceHub reports cover all booking activity. Reports can be generated based on different dimensions: [by Customer](https://help.oncehub.com/scheduleonce/reporting/customer-reports/ "Customer reports"), [by Booking page](https://help.oncehub.com/scheduleonce/reporting/booking-page-reports/ "Booking page reports"), [by Event type](https://help.oncehub.com/scheduleonce/reporting/event-type-reports/ "Event type reports"), [by Master page](https://help.oncehub.com/scheduleonce/reporting/master-page-reports/ "Master page reports"), and by User. User reports are used for [multi-user accounts](https://help.oncehub.com/account-administration/user-management/user-management-and-seats/ "Introduction to User Management") to show multiple system Users and their booking activity.

In this article, you’ll learn about User reports. Access your User reports by going to **Booking Pages** in the lefthand menu -> **Reports** -> **User Reports**.

## User summary report

[Section titled “User summary report”](#user-summary-report)

User reports help you understand booking activity by User. For each User, you can see how many bookings have been **Requested,** **Scheduled**, **Rescheduled**, **Completed**, **Canceled**, or set to **No-Show**. This gives you insight into overall booking activity and how it is divided between the different Users.

Users are grouped by their User name and email address. The User name and email address of the User are those set in the [Personal details section ](https://help.oncehub.com/profile-management/managing-your-profile-in-oncehub/ "Profile: Overview section")of the User’s profile. A [OnceHub Administrator](https://help.oncehub.com/account-administration/user-management/user-roles-overview/ "Differences between Administrator and Member") can also see these details for each User in the **Users** section of their OnceHub Account. [Learn more about User management](https://help.oncehub.com/account-administration/user-management/user-management-and-seats/ "Introduction to User management")

An activity will display for a given User if the User was the [Owner of the Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-page-access-permissions/ "Booking page access permissions") at the time that the booking was created. If the Booking page is assigned to a different User at some stage in the future, the activity will still belong to the original User.

By default, Users in the summary report are sorted by **All activities**, meaning the User with the highest number of activities will be at the top of the list. To change how the report is sorted, click any of the column headers.

## User detail report

[Section titled “User detail report”](#user-detail-report)

To view a detailed report of the booking activity for a specific User, click on the User in the **User** column. Here, you can see a complete booking log for the specific User. The User can be [the Owner](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-page-access-permissions/ "Booking page access permissions") of multiple [Booking pages](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages").

A User detail report may be useful as an agenda report so that the User can see all of their bookings.

By default, the bookings are sorted by **Meeting date and time**. To change how the report is sorted, click any of the column headers.

Note

To customize the display columns in the detail report, click the **Display columns** button. [Learn more about Detail report columns](https://help.oncehub.com/scheduleonce/reporting/complete-list-of-detail-report-columns/ "Complete list of Detail report columns")

## Exporting a User report

[Section titled “Exporting a User report”](#exporting-a-user-report)

You can export a User report as an Excel, CSV, or PDF file. To export a report, click on the **Excel**, **CSV** or **PDF** button in the top right corner of the report page (Figure 1).

![](https://help.oncehub.com/_astro/1562161904941.B6Qf8ims_ZY2Bb2.webp)Figure 1: Export report buttons

# Viewing collected information from your Booking form

> OnceHub allows you to use System fields and Custom fields to create Booking forms customized for your needs.

OnceHub allows you to use [System fields](https://help.oncehub.com/scheduleonce/customization-branding/booking-forms-editor/editing-system-fields/ "Editing System fields") and [Custom fields](https://help.oncehub.com/scheduleonce/customization-branding/booking-forms-editor/creating-and-editing-custom-fields/ "Creating and editing Custom fields") to create [Booking forms](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-forms-redirect/collecting-customer-data-with-booking-forms/ "Introduction to Booking forms") customized for your needs. The data you collect can be used to learn more about your Customers and enhance their overall scheduling experience.

The information collected from Booking forms is available in [reports](https://help.oncehub.com/scheduleonce/reporting/introduction-to-reports/ "Introduction to reports"), the [Activity stream](https://help.oncehub.com/scheduleonce/managing-bookings/analytics/activity-stream-viewing-activities/ "Introduction to the ScheduleOnce Activity stream"), calendar events, and in [Dynamic fields](https://help.oncehub.com/scheduleonce/customization-branding/notification-templates-editor/dynamic-fields/ "Dynamic fields") which can be used in [Custom email and SMS templates](https://help.oncehub.com/scheduleonce/customization-branding/notification-templates-editor/how-to-create-custom-email-or-sms-template/ "How to create a Custom email or SMS template").

## Reports

[Section titled “Reports”](#reports)

[Detail reports](https://help.oncehub.com/scheduleonce/reporting/introduction-to-reports/ "Introduction to ScheduleOnce reports") can be customized with the exact data that you collected from your Booking forms. For example, if your Booking form includes a [Custom field](https://help.oncehub.com/scheduleonce/customization-branding/booking-forms-editor/creating-and-editing-custom-fields/ "Creating and editing Custom fields") where the Customer fills out their location, you can analyze your geographic reach with a [Customer report](https://help.oncehub.com/scheduleonce/reporting/customer-reports/ "Customer reports") that includes the location information.

All reports can be exported as Excel, CSV, or PDF files. This allows you to further analyze the data and share professional reports with your stakeholders.

For example, you can export a list of your scheduled Customers with their emails and phone numbers. Alternatively, if you’re running an event, you can provide attendees with a [branded PDF report](https://help.oncehub.com/scheduleonce/reporting/report-header/ "Report header") that includes their meetings for the day and all of the relevant details they filled out at the time of booking.

## The Activity stream

[Section titled “The Activity stream”](#the-activity-stream)

The [Activity stream](https://help.oncehub.com/scheduleonce/managing-bookings/analytics/activity-stream-viewing-activities/ "Introduction to the ScheduleOnce Activity stream") is where you have access to all of the activities in your OnceHub account. When you select an activity, you can see information collected from the Booking form in the **Details** pane on the right-hand side (Figure 1). The bottom section displays the information collected via the Custom fields.

![](https://help.oncehub.com/_astro/1562224988844.8Yhn4g1h_Z2bES2w.webp)Figure 1: Details pane

## Notifications by email and SMS

[Section titled “Notifications by email and SMS”](#notifications-by-email-and-sms)

[User notification emails](https://help.oncehub.com/scheduleonce/event-types-booking-pages/user-notifications/introduction-to-user-notifications/ "Introduction to User notifications section"), [Customer notification emails](https://help.oncehub.com/scheduleonce/event-types-booking-pages/customer-notifications/introduction-to-customer-notifications/ "Introduction to the Customer notifications section"), and [SMS notifications](https://help.oncehub.com/scheduleonce/event-types-booking-pages/sms-notifications/ "SMS notifications") are automated messages sent by the system when scheduling events are triggered. These events can be booking requests, scheduled bookings, reminders, rescheduled bookings, requests to schedule a new time, and cancellations.

The templates include the scheduling details, calendar invitation and information gathered via the Booking form.

[Learn more about email and SMS templates](https://help.oncehub.com/scheduleonce/customization-branding/notification-templates-editor/introduction-to-notification-templates-editor/ "Introduction to the Notification templates editor")

# Security Compliance

> Security Compliance documentation and guides.

[Security](https://help.oncehub.com/scheduleonce/security-compliance/security/)

[Privacy](https://help.oncehub.com/scheduleonce/security-compliance/privacy/)

# Privacy

> Privacy documentation and guides.

[Collecting Consent for Processing Under the GDPR](https://help.oncehub.com/scheduleonce/security-compliance/privacy/collecting-consent-for-processing-under-gdpr)

[Data Subject Rights Under the GDPR](https://help.oncehub.com/scheduleonce/security-compliance/privacy/data-subject-rights-under-gdpr)

# Collecting Consent for Processing Under the GDPR

> The General Data Protection Regulation (GDPR) requires organizations to establish a lawful basis for processing data.

The General Data Protection Regulation (GDPR) requires organizations to establish a lawful basis for processing data. A lawful basis for processing means that your organization has a legal right for collecting, storing, or accessing data belonging to a specific person. Often, a lawful basis for processing relies on consent from the Customer. With online scheduling, you may or may not need to obtain consent from Customers who book with you online.

Scheduling is customarily initiated by Customers. By this nature alone, you may not need consent to process information. However, if your organization processes sensitive data, it is recommended that you obtain explicit consent at the time of scheduling. This most likely applies to organizations in the healthcare industry, but other organizations may be affected as well. Data that is considered sensitive includes any information related to racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union memberships, genetic or biometric data, health information, or a person’s sex life or sexual orientation. [Learn more about establishing a lawful basis for processing](https://help.oncehub.com/security-compliance/privacy/establishing-lawful-basis-for-processing-under-gdpr/ "Establishing a lawful basis for processing under the GDPR")

## Obtaining consent

[Section titled “Obtaining consent”](#obtaining-consent)

The GDPR defines consent as “freely given, specific, informed, and unambiguous indication of the data subject’s wishes by which he or she, by a statement or by a clear affirmative action, signifies agreement to the processing of personal data relating to him or her.” Controllers that process on the basis of consent must clearly request consent and enable data subjects to withdraw consent at any time. The GDPR also states that if your request for consent occurs in the context of other matters, you should ensure that the request for consent is distinguishable from the other matters.

In order to obtain clear consent for OnceHub to process the data, it is recommended that you [add a field](https://help.oncehub.com/scheduleonce/customization-branding/booking-forms-editor/introduction-to-booking-forms-editor/ "Introduction to the Booking forms editor") in your OnceHub [Booking form](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-forms-redirect/introduction-to-booking-form-and-redirect/ "Introduction to the Booking form and redirect section") to request consent (See Figure 1).

![](https://help.oncehub.com/_astro/1547627900014.C9S3cEfO_1rRe5e.webp)Figure 1: Consent requested in the Booking form

## How to add a consent field to your Booking form

[Section titled “How to add a consent field to your Booking form”](#how-to-add-a-consent-field-to-your-booking-form)

1\. Go to the [Booking forms editor](https://help.oncehub.com/scheduleonce/customization-branding/booking-forms-editor/introduction-to-booking-forms-editor/ "Introduction to the Booking forms editor") and click **Add Custom field to library** (See Figure 2).

![](https://help.oncehub.com/_astro/gdpr-7.D68d80YH_Z1jOtm.webp)Figure 2: The Booking forms editor

2\. Create the Custom field by selecting the **Field type**, **Field name**, **Field title** and **Option**. We recommend using a Checkbox as the Field type, and creating one option allowing users to provide consent (See Figure 3).

*![](https://help.oncehub.com/_astro/1547627855503.HlxKp8Sn_Z121ufw.webp)*&#x46;igure 3: Add Custom field to library

3\. When creating your custom field, we recommend linking to your organization’s privacy policy. This ensures your Customers understand the processing activities to which they are agreeing. To link to the field, highlight the words you want to link and select the link icon (See Figure 4).

![](https://help.oncehub.com/_astro/1547627855283.CPQBZDBL_PPgyY.webp)Figure 4: Link to your company’s privacy policy

4\. Input the link to your privacy policy and press **Save**.

5\. Once you have created the field, add it to your Booking form by locating the field in the custom fields library and clicking the arrow to add it to the form (See Figure 5).

![](https://help.oncehub.com/_astro/gdpr-8.DPT29jhB_ZsbDvb.webp)Figure 5: Add the field to the booking form

6\. Next, you can determine the position of the field and whether or not it will be mandatory for Customers to check. It is recommended that this field be mandatory (See Figure 6).

![](https://help.oncehub.com/_astro/gdpr-9.C03am3_i_Zc24Q7.webp)Figure 6: Determine the position and whether the field is mandatory

You are all set! Your Booking form now requests consent for processing data. Be sure to attach this Booking form to the relevant Booking pages or Event types. [Learn more about adding the Booking form to your Booking page and Event types](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-forms-redirect/collecting-customer-data-with-booking-forms/ "Introduction to Booking forms")

# Data Subject Rights Under the GDPR

> The General Data Protection Regulation (GDPR) grants new privacy rights to data subjects. The aim of these rights is to provide transparency to individuals a...

The General Data Protection Regulation (GDPR) grants new privacy rights to data subjects. The aim of these rights is to provide transparency to individuals about how their data is being used and to give them control over the use of their own personal data.

[Chapter 3 of the GDPR](https://gdpr-info.eu/chapter-3/) defines the rights of the data subject. Some of the rights should be considered when you are using OnceHub, including:

* The right to access data
* The right to rectification
* The right to erasure

Controllers must be ready to comply with these rights and answer any requests from data subjects. Several of these rights may require you to access, or edit data collected via OnceHub. OnceHub provides tools to help you fulfill these rights, and is available to assist you in fulfilling any requests from data subjects. The following sections explain how to respond to certain data subject rights.

## The right to access data

[Section titled “The right to access data”](#the-right-to-access-data)

Under the GDPR, data subjects have the right to know what data belonging to them is being processed by the controller ([Article 15 of the GDPR](https://gdpr-info.eu/art-15-gdpr/)). Upon request, controllers must be able to provide data subjects with the following information:

* A report of all processed data
* Purpose of processing
* Categories of personal data
* Recipients or categories of recipients who have, or have had access to the data
* The expected period of time for which the data will be stored
* If the data was not collected from the data subject, the source of the information
* Any information regarding profiling or automated decision-making used upon the data

Should you receive a data access request from a data subject who scheduled with you via OnceHub, you can provide a report of all data processed by OnceHub by using our reports feature.

## Create a report for data access requests

[Section titled “Create a report for data access requests”](#create-a-report-for-data-access-requests)

1\. In **OnceHub**, go to **Reports** and select **Customer reports** (See Figure 1).

*![](https://help.oncehub.com/_astro/gdpr-2.HdA5Vvpe_2mfXlF.webp)*&#x46;igure 1: Customer reports

2\. Select whether you want the data sorted by by **Meeting time** or **Activity creation** and select the date range of the data you want to view. To ensure you are providing a comprehensive report, your date range should start at the time you started using OnceHub.

3\. Next, select the specific Customer to create a detailed report (See Figure 2).

![](https://help.oncehub.com/_astro/gdor3.Bb04J_5e_Z2bejED.webp)Figure 2: Customer summary report

4\. Once you select the customer, you will see a detail report of all the Customer’s booking activity. You can click the **Display columns** button to add any field that you use in your Booking forms to the report (see Figure 3).

![](https://help.oncehub.com/_astro/gdpr5.BsF3a8PD_nrp58.webp)Figure 3: Customer detail report

5\. When you have finished defining, you can export the report in order to provide it to your Customers. You can export the report to a PDF, Excel, or CSV file (See Figure 4).

![](https://help.oncehub.com/_astro/gdpr6.pQ0XiycJ_OXpXh.webp)Figure 4: Export the report

You’re all set! You have now created a report that you can share with a data subject. [Learn more about OnceHub reports](https://help.oncehub.com/scheduleonce/reporting/introduction-to-reports/ "Introduction to ScheduleOnce reports")

## The right to rectification

[Section titled “The right to rectification”](#the-right-to-rectification)

Data subjects have the right to request that you correct any of their data that is inaccurate or incomplete ([Article 16 of the GDPR](https://gdpr-info.eu/art-16-gdpr/)). Should a data subject exercise their right to rectification, contact OnceHub and we will correct the data as soon as reasonably possible.

## The right to erasure

[Section titled “The right to erasure”](#the-right-to-erasure)

Data subjects may request that their data be erased or deleted ([Article 17 of the GDPR](https://gdpr-info.eu/art-17-gdpr/)). Controllers must comply with this request as long as the data is no longer required for the purpose for which it was collected. Should a data subject exercise their right to erasure, you can do this in the Activity stream. [Learn more about deleting activities](https://help.oncehub.com/scheduleonce/managing-bookings/analytics/activity-stream-managing-activities/)

# Security

> Security documentation and guides.

[Password Policies](https://help.oncehub.com/scheduleonce/security-compliance/security/password-policies)

# Password Policies

> Using a strong password is an important safety measure that protects your account. Setting a password policy can ensure that Users in your account follow pas...

Using a strong password is an important safety measure that protects your account. Setting a password policy can ensure that Users in your account follow password best practices and organizational guidelines.

You must be a OnceHub Administrator to make changes to password policies. However, you do not need an assigned product license.

Password policy changes are enforced when the User creates or changes their password. To ensure that new password policies are quickly propagated throughout the account, you should set a seven day expiration time frame. This will force users to comply with your password policy within a week. Then, you can extend the expiration time frame to expire after 6 to 12 months.

In this article, you will learn about customizing the Password policies for your OnceHub account.

Note

Password policies apply to Users in your OnceHub account that use an email and password combination to login. Passwords for Users with a G Suite login are managed by Google. Learn more about [Google password policies](https://support.google.com/a/answer/139399?hl=en)

## Customizing Password policies

[Section titled “Customizing Password policies”](#customizing-password-policies)

1. In the top navigation menu, click the gear icon → **Security (or Security and Compliance)** → **Password policies**.
2. By default, all passwords in OnceHub must be at least six characters long and include both lower case letters and numbers. Adjust your policy to accommodate for stricter requirements and click **Save**.

There are four parameters available to the OnceHub Administrator in the Password policies section:

## Password length

[Section titled “Password length”](#password-length)

This defines the minimum character length for the password. Passwords must contain at least the number of characters defined by the password length. The longer a password, the more secure it is. Enforcing a long password is recommended.

## Password complexity

[Section titled “Password complexity”](#password-complexity)

This defines which groups of characters must be used to construct a password. To meet the requirement, a password must contain at least one letter from each of the enabled groups. The “Special characters” group follows best practices and contains the characters recommended by [OWASP.](https://www.owasp.org/index.php/Password_special_characters)

## Password expiration

[Section titled “Password expiration”](#password-expiration)

Periodically changing your password is a recommended practice. By default, passwords do not expire in OnceHub. However, enabling password expiration forces Users to change passwords. If a password age is older than the expiration timeframe, your Users will be prompted to select a new password on their next login.

## Password history

[Section titled “Password history”](#password-history)

This section determines whether Users can reuse previous passwords when they change their passwords. Many Users want to reuse the same password for their account over a long period of time, but the longer a password is in use, the less it is secure. If Users are required to change their password, but they can reuse an old password, the effectiveness of a good password policy is greatly reduced. Here you can determine whether Users can reuse previous passwords, and if so, how many times they must change their password before reusing one.

Note

Users can only edit their own passwords. Administrators cannot edit other passwords of other Users.

# Sharing Publishing

> Sharing Publishing documentation and guides.

[General One Time Links](https://help.oncehub.com/scheduleonce/sharing-publishing/general-one-time-links/)

[Personalized Links](https://help.oncehub.com/scheduleonce/sharing-publishing/personalized-links/)

[Publishing on Websites](https://help.oncehub.com/scheduleonce/sharing-publishing/publishing-on-websites/)

[Web Form Integration](https://help.oncehub.com/scheduleonce/sharing-publishing/web-form-integration/)

# General One Time Links

> General One Time Links documentation and guides.

[Introduction to general and one-time links](https://help.oncehub.com/scheduleonce/sharing-publishing/general-one-time-links/introduction-to-general-and-one-time-links)

[Using General links](https://help.oncehub.com/scheduleonce/sharing-publishing/general-one-time-links/using-general-links)

[Using one-time links](https://help.oncehub.com/scheduleonce/sharing-publishing/general-one-time-links/using-one-time-links)

[Changing Booking page and Master page links](https://help.oncehub.com/scheduleonce/sharing-publishing/general-one-time-links/changing-booking-page-and-master-page-links)

[Add a Scheduling button to your email signature](https://help.oncehub.com/scheduleonce/sharing-publishing/general-one-time-links/add-scheduling-button-to-your-email-signature)

[Scheduling buttons gallery](https://help.oncehub.com/scheduleonce/sharing-publishing/general-one-time-links/scheduling-buttons-gallery)

# Add a Scheduling button to your email signature

> A schedule button in your email is a great call-to-action, whether in your daily interactions with Customers or when running email campaigns.

[Add a Scheduling button to your email signature](https://www.youtube-nocookie.com/embed/BSm8elfiMMM?wmode=opaque)

A schedule button in your email is a great call-to-action, whether in your daily interactions with Customers or when running email campaigns. [See our full Email button gallery](https://help.oncehub.com/scheduleonce/sharing-publishing/general-one-time-links/scheduling-buttons-gallery/ "Scheduling Buttons Gallery")

In this article, you’ll learn the two ways to insert a button into your email signature. The method you choose will depend on your settings.

## Insert via URL

[Section titled “Insert via URL”](#insert-via-url)

You can insert a button without downloading the image to your computer. Most web-based email programs allow you to do this, including Gmail.

1. Review the buttons in our [scheduling buttons gallery](https://help.oncehub.com/scheduleonce/sharing-publishing/general-one-time-links/scheduling-buttons-gallery/ "Scheduling buttons gallery").
2. Copy one of the button links on the right.
3. In your email signature editor, click the insert picture icon (Figure 1) and paste the link in the URL field. ![](https://help.oncehub.com/_astro/1564395396420.BB0MPS2Q_1G8npe.webp)Figure 1: Picture icon in email signature editor
4. In the editor pane, select the newly-added button image to highlight it.
5. Click the Add link icon and add your Booking page link (Figure 2). ![](https://help.oncehub.com/_astro/1564395511951.DEFp7QHI_ZwqfY7.webp)Figure 2: Add a link to your button

## Insert by uploading a button image

[Section titled “Insert by uploading a button image”](#insert-by-uploading-a-button-image)

You can also insert a button by downloading the image to your computer and then uploading it to your email program. Follow these steps if you use Outlook or another desktop email program.

1. Review the buttons in our [scheduling buttons gallery](https://help.oncehub.com/scheduleonce/sharing-publishing/general-one-time-links/scheduling-buttons-gallery/ "Scheduling buttons gallery").
2. Select the one you want
3. Save the button to your computer by right-clicking on the button and selecting **Save image as…**
4. In the email signature editor, click the Upload image icon (Figure 3) and select the file you’ve just saved. ![](https://help.oncehub.com/_astro/1564396918590.Db2PEpRG_1fQvY.webp)Figure 3: Upload image icon
5. In the editor pane, select the newly-added button image to highlight it.
6. Click the Add link icon (Figure 4) to add your Booking page link to the image.![](https://help.oncehub.com/_astro/1564397034076.CEt4bLBU_AkL97.webp)Figure 4: Add link icon

Note

Every email program is different and the images used in this article may not match your email client’s interface exactly.

[See our full Email button gallery](https://help.oncehub.com/scheduleonce/sharing-publishing/general-one-time-links/scheduling-buttons-gallery/ "Scheduling Buttons Gallery")

# Changing Booking page and Master page links

> Booking page links and Master page links are used in all of OnceHub's Share & Publish options. In some cases, you may want to change the link that Customers ...

In some cases, you may want to change the link that Customers use, such as when a Booking page is [reassigned to a different User](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-page-ownership/ "Booking page ownership").

In this article, you’ll learn how to change a Booking page or Master page link.

## What happens when you change your link?

[Section titled “What happens when you change your link?”](#what-happens-when-you-change-your-link)

When you change the link, the former link will no longer work. Any sharing and publishing options that you used will need to be updated with the new link. Customers will not be able to cancel or reschedule any bookings that they made using the former link.

## Requirements

[Section titled “Requirements”](#requirements)

To change the link, you must meet the following requirements:

* Be [an Owner or an Editor](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-page-access-permissions/ "Booking page access permissions") of the page.
* Have the permission to edit the Overview section.

[Learn more about Booking page access permissions](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-page-access-permissions/ "Booking page access permissions")

## Changing your link

[Section titled “Changing your link”](#changing-your-link)

1. Go to **Booking pages** in the bar on the left.

2. Select the Booking page or Master page that you would like to edit.

3. In the [Overview section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-pages-overview/ "Booking page: Overview section"), click the **Edit** icon next to the link (Figure 1). ![](https://help.oncehub.com/_astro/1564127567238.CJs0P9sB_o3S16.webp)Figure 1: Booking link edit icon

4. The Booking page or Master page **Primary settings** pop-up will open (Figure 2). ![](https://help.oncehub.com/_astro/1564127755916.BRv475M-_Z2ujyU5.webp)Figure 2: Booking page primary settings pop-up

5. Change the **Public link** to the new link that you need.

   Note

   **Note** The former link will no longer work, and any sharing and publishing methods that you previously used must be updated with the new link.

6. Click **Save**.

# Introduction to general and one-time links

> Once you've finished setting up your Booking pages and Master pages, you're ready to start receiving bookings.

Once you’ve finished setting up your [Booking pages](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages") and [Master pages](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/introduction-to-master-pages/ "Introduction to Master pages"), you’re ready to start receiving bookings. OnceHub offers a wide range of sharing and publishing options that will help your leads and Customers connect with you and your team.

## Accessing Links

[Section titled “Accessing Links”](#accessing-links)

Every Booking page and Master page has a unique Public link you can [share with prospects and customers](https://help.oncehub.com/scheduleonce/sharing-publishing/personalized-links/sharing-your-booking-links-in-emails-and-other-apps/ "How to share links in emails and other apps") to schedule with you.

You can access your booking links by following the steps below:

1. Click on **Booking Pages** in the left-hand menu.
2. Click on **Share** near the top-right.
3. Select the Booking page or Master page you want to share from the dropdown menu.
4. Click on **Copy & close** to save it to you clipboard.

### Sharing your booking links

[Section titled “Sharing your booking links”](#sharing-your-booking-links)

The links that you share can either be general or [personalized](https://help.oncehub.com/scheduleonce/sharing-publishing/personalized-links/using-personalized-links/ "Using Personalized links").

The simplest way to share your pages is by using [General links](https://help.oncehub.com/scheduleonce/sharing-publishing/general-one-time-links/using-general-links/ "Using General links"), which can be [sent by email](https://help.oncehub.com/scheduleonce/sharing-publishing/personalized-links/sharing-your-booking-links-in-emails-and-other-apps/ "How to share links in emails and other apps"), added to your email signature, or added to any other clickable element. General links require your Customers to identify themselves by [filling in their personal details](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-forms-redirect/collecting-customer-data-with-booking-forms/ "Collecting Customer data with Booking forms") on a [Booking form](https://help.oncehub.com/scheduleonce/customization-branding/booking-forms-editor/creating-and-editing-booking-form/ "Creating and editing a Booking form") during the booking process.

### Personalizing the scheduling experience

[Section titled “Personalizing the scheduling experience”](#personalizing-the-scheduling-experience)

You can choose to [personalize the scheduling experience](https://help.oncehub.com/scheduleonce/sharing-publishing/personalized-links/using-personalized-links/ "Using Personalized links") for your prospects and Customers, so that they will only have to pick a time without having to provide any information that you already have. The Booking form can either be [prepopulated with their details](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-forms-redirect/prepopulated-booking-forms/ "Prepopulated Booking forms") or skipped altogether.

The benefits to personalizing the booking process include:

* Saving your Customers the need to fill out their information, which you already have.
* Increasing conversion rates by saving time and reducing the number of steps it takes to book.
* Ensuring that a lead or Customer always registers with the same email, which will help you avoid CRM duplicate records.

Links can be personalized in any of the following ways:

* [Personalized for a specific Customer](https://help.oncehub.com/scheduleonce/sharing-publishing/personalized-links/creating-personalized-link-for-specific-customer/ "Creating a Personalized link for a specific Customer"): This type of link contains the specific Customer’s personal details and needs to be created individually for different Customers. These can be created by clicking the **Personalize for a specific Customer** link in the [Overview section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-pages-overview/ "Booking page: Overview section") of a Booking page or Master page.
* [Personalized links (URL parameters)](https://help.oncehub.com/scheduleonce/sharing-publishing/personalized-links/personalizing-with-dynamic-url-parameters/ "How to create a Personalized Link (URL parameters)"): These links can be personalized for each recipient receiving the link in a [mass email campaign](https://help.oncehub.com/scheduleonce/sharing-publishing/web-form-integration/oncehub-for-lead-qualification/ "ScheduleOnce solution for lead qualification"). These links must be sent through an email marketing app that supports merge field.
* [Personalized links (Salesforce ID)](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/using-personalized-links-salesforce-id/ "Using personalized links (Salesforce ID)"): If you’re using our [native Salesforce integration](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/salesforce-integration/ "The ScheduleOnce connector for Salesforce"), your links can be automatically personalized for each recipient receiving the link in a [mass email campaign](https://help.oncehub.com/scheduleonce/sharing-publishing/web-form-integration/oncehub-for-lead-qualification/ "ScheduleOnce solution for lead qualification"). These links must be sent from Salesforce or a Salesforce-integrated app.
* [Personalized links (Infusionsoft ID)](https://help.oncehub.com/scheduleonce/account-integrations/crm/infusionsoft/using-personalized-links-infusionsoft-id/ "Using Personalized links (Infusionsoft ID)"): If you’re using our [native Infusionsoft integration](https://help.oncehub.com/scheduleonce/account-integrations/crm/infusionsoft/infusionsoft-integration/ "The ScheduleOnce connector for Infusionsoft"), your links can be automatically personalized for each recipient receiving the link in a [mass email campaign](https://help.oncehub.com/scheduleonce/sharing-publishing/web-form-integration/oncehub-for-lead-qualification/ "ScheduleOnce solution for lead qualification"). These links must be sent from Infusionsoft or an Infusionsoft-integrated app.

## Changing Booking page and Master page links

[Section titled “Changing Booking page and Master page links”](#changing-booking-page-and-master-page-links)

In some cases, you may want to change the link that Customers use, such as when a Booking page is [reassigned to a different User](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-page-ownership/ "Booking page ownership"). [Learn more about changing Booking page and Master page links](https://help.oncehub.com/scheduleonce/sharing-publishing/general-one-time-links/changing-booking-page-and-master-page-links/ "Changing Booking page and Master page links")

## Using one-time links

[Section titled “Using one-time links”](#using-one-time-links)

When you use a [Rule-based assignment Master page](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-page-scenario-team-or-panel-page/ "Master page scenario: Rule-based assignment") with [Dynamic rules](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/assignment-with-team-or-panel-pages/ "Rule-based assignment: Dynamic rules"), you can generate one-time links which you can send to your Customers to book with you. One-time links are good for one booking only, eliminating any chance of unwanted repeat bookings. A Customer who receives the link will only be able to use it for the intended booking and will not have access to your underlying [Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages"). [Learn more about using one-time links](https://help.oncehub.com/scheduleonce/sharing-publishing/general-one-time-links/using-one-time-links/ "Using one-time links")

## Using General links

[Section titled “Using General links”](#using-general-links)

Each [Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages") and [Master page](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/introduction-to-master-pages/ "Introduction to Master pages") has its own unique Public link that can be shared with your prospects and Customers. The links that you share can either be general or [personalized](https://help.oncehub.com/scheduleonce/sharing-publishing/personalized-links/using-personalized-links/ "Using Personalized links"). [Learn more about using General links](https://help.oncehub.com/scheduleonce/sharing-publishing/general-one-time-links/using-general-links/ "Using General links")

## Your Booking page link in your email signature

[Section titled “Your Booking page link in your email signature”](#your-booking-page-link-in-your-email-signature)

Each [Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages") and [Master page](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/introduction-to-master-pages/ "Introduction to Master pages") has its own unique Public link that can be shared with your prospects and Customers. The links that you share can either be general or [personalized](https://help.oncehub.com/scheduleonce/sharing-publishing/personalized-links/using-personalized-links/ "Using Personalized links"). [Learn more about your Booking page link in your email signature](https://help.oncehub.com/scheduleonce/sharing-publishing/general-one-time-links/add-scheduling-button-to-your-email-signature/ "Your Booking page link in your email signature")

## Scheduling buttons gallery

[Section titled “Scheduling buttons gallery”](#scheduling-buttons-gallery)

The Email button gallery contains buttons available to use in your email signature. You can insert a button into your email signature via URL or by uploading a button image. [Learn more about your Scheduling buttons gallery](https://help.oncehub.com/scheduleonce/sharing-publishing/general-one-time-links/scheduling-buttons-gallery/ " Your Scheduling buttons gallery")

## Add a Scheduling button to your email signature

[Section titled “Add a Scheduling button to your email signature”](#add-a-scheduling-button-to-your-email-signature)

A schedule button in your email is a great call-to-action, whether in your daily interactions with Customers or when running email campaigns. [Learn more about adding a Scheduling button to your email signature](https://help.oncehub.com/scheduleonce/sharing-publishing/general-one-time-links/add-scheduling-button-to-your-email-signature/ "Adding a Scheduling button to your email signature")

# Scheduling buttons gallery

> The Email button gallery, below, contains buttons available to use in your email signature. You can insert a button into your email signature via URL or by u...

The Email button gallery, below, contains buttons available to use in your email signature. You can insert a button into your email signature via URL or by uploading a button image. [Learn more about adding a schedule button to your email signature](https://help.oncehub.com/scheduleonce/sharing-publishing/general-one-time-links/add-scheduling-button-to-your-email-signature/ "Add a Scheduling button to your email signature").

## Book an appointment

[Section titled “Book an appointment”](#book-an-appointment)

![](https://help.oncehub.com/_astro/1549545476568.C8Ws-rpL_ZMk0hx.webp) [https://cdn.oncehub.com/resources/buttons/BookAnAppointment\\\_blue.png](https://cdn.oncehub.com/resources/buttons/BookAnAppointment%5C_blue.png) ![](https://help.oncehub.com/_astro/1549545476814.C58JhdeE_ZFDwO6.webp) [https://cdn.oncehub.com/resources/buttons/BookAnAppointment\\\_green.png](https://cdn.oncehub.com/resources/buttons/BookAnAppointment%5C_green.png) ![](https://help.oncehub.com/_astro/1549545476891.B0ErQ2Pw_Z4Cbh.webp) [https://cdn.oncehub.com/resources/buttons/BookAnAppointment\\\_orange.png](https://cdn.oncehub.com/resources/buttons/BookAnAppointment%5C_orange.png)

## Schedule Now

[Section titled “Schedule Now”](#schedule-now)

![](https://help.oncehub.com/_astro/1549545477112.Co4GAAbS_Z2iaQUw.webp) [https://cdn.oncehub.com/resources/buttons/ScheduleNow\\\_blue.png](https://cdn.oncehub.com/resources/buttons/ScheduleNow%5C_blue.png) ![](https://help.oncehub.com/_astro/1549545476734.xWCpEIF6_1zfppI.webp) [https://cdn.oncehub.com/resources/buttons/ScheduleNow\\\_green.png](https://cdn.oncehub.com/resources/buttons/ScheduleNow%5C_green.png) ![](https://help.oncehub.com/_astro/1549545476966.DIFgIrfi_addp7.webp) [https://cdn.oncehub.com/resources/buttons/ScheduleNow\\\_orange.png](https://cdn.oncehub.com/resources/buttons/ScheduleNow%5C_orange.png)

## Book Now

[Section titled “Book Now”](#book-now)

![](https://help.oncehub.com/_astro/1549545477187.BKVL7Ivk_Z2alvzP.webp) [https://cdn.oncehub.com/resources/buttons/BookNow\\\_blue.png](https://cdn.oncehub.com/resources/buttons/BookNow%5C_blue.png) ![](https://help.oncehub.com/_astro/1549545477043.CnDUI3Lf_Z198uFE.webp) [https://cdn.oncehub.com/resources/buttons/BookNow\\\_green.png](https://cdn.oncehub.com/resources/buttons/BookNow%5C_green.png) ![](https://help.oncehub.com/_astro/1549545477244.BfyJs83o_Z1kHO6k.webp) [https://cdn.oncehub.com/resources/buttons/BookNow\\\_orange.png](https://cdn.oncehub.com/resources/buttons/BookNow%5C_orange.png)

## Meet with me

[Section titled “Meet with me”](#meet-with-me)

![](https://help.oncehub.com/_astro/1549545478360.8QXfSAD6_Z2s1kOK.webp) [https://cdn.oncehub.com/resources/buttons/MeetWithMe\\\_blue.png](https://cdn.oncehub.com/resources/buttons/MeetWithMe%5C_blue.png) ![](https://help.oncehub.com/_astro/1549545477303.B91TRm1m_1am2G0.webp) [https://cdn.oncehub.com/resources/buttons/MeetWithMe\\\_green.png](https://cdn.oncehub.com/resources/buttons/MeetWithMe%5C_green.png) ![](https://help.oncehub.com/_astro/1549545477366.BCbwhJTE_76zBt.webp) [https://cdn.oncehub.com/resources/buttons/MeetWithMe\\\_orange.png](https://cdn.oncehub.com/resources/buttons/MeetWithMe%5C_orange.png)

## Book online

[Section titled “Book online”](#book-online)

![](https://help.oncehub.com/_astro/1549545477477.BjKxPuTD_hq5Ic.webp) [https://cdn.oncehub.com/resources/buttons/BookOnline\\\_blue.png](https://cdn.oncehub.com/resources/buttons/BookOnline%5C_blue.png) ![](https://help.oncehub.com/_astro/1549545477418.eibO7omw_JAd.webp) [https://cdn.oncehub.com/resources/buttons/BookOnline\\\_green.png](https://cdn.oncehub.com/resources/buttons/BookOnline%5C_green.png) ![](https://help.oncehub.com/_astro/1549545477592.yrRKn9dP_n6ARF.webp) [https://cdn.oncehub.com/resources/buttons/BookOnline\\\_orange.png](https://cdn.oncehub.com/resources/buttons/BookOnline%5C_orange.png)

## Schedule online

[Section titled “Schedule online”](#schedule-online)

![](https://help.oncehub.com/_astro/1549545477706.CiaXW84o_i5w7e.webp) [https://cdn.oncehub.com/resources/buttons/ScheduleOnline\\\_blue.png](https://cdn.oncehub.com/resources/buttons/ScheduleOnline%5C_blue.png) ![](https://help.oncehub.com/_astro/1549545477645.WKksvP_3_mNzIH.webp) [https://cdn.oncehub.com/resources/buttons/ScheduleOnline\\\_green.png](https://cdn.oncehub.com/resources/buttons/ScheduleOnline%5C_green.png) ![](https://help.oncehub.com/_astro/1549545477530.IAthxY13_ZUgv7j.webp) [https://cdn.oncehub.com/resources/buttons/ScheduleOnline\\\_orange.png](https://cdn.oncehub.com/resources/buttons/ScheduleOnline%5C_orange.png)

## Book a consultation

[Section titled “Book a consultation”](#book-a-consultation)

![](https://help.oncehub.com/_astro/1549545478539.R39pt6ok_16cQIN.webp) [https://cdn.oncehub.com/resources/buttons/BookAConsultation\\\_blue.png](https://cdn.oncehub.com/resources/buttons/BookAConsultation%5C_blue.png) ![](https://help.oncehub.com/_astro/1549545478437.BnH2_7LZ_Z1y5vjP.webp) [https://cdn.oncehub.com/resources/buttons/BookAConsultation\\\_green.png](https://cdn.oncehub.com/resources/buttons/BookAConsultation%5C_green.png) ![](https://help.oncehub.com/_astro/1549545478799.DiI1GAfp_Z25dk83.webp) [https://cdn.oncehub.com/resources/buttons/BookAConsultation\\\_orange.png](https://cdn.oncehub.com/resources/buttons/BookAConsultation%5C_orange.png)

## Speak with a consultant

[Section titled “Speak with a consultant”](#speak-with-a-consultant)

![](https://help.oncehub.com/_astro/1549545478693.BLDRTJh6_Z2h8fQ7.webp) [https://cdn.oncehub.com/resources/buttons/SpeakWithAConsultant\\\_blue.png](https://cdn.oncehub.com/resources/buttons/SpeakWithAConsultant%5C_blue.png) ![](https://help.oncehub.com/_astro/1549545478639.CUnCdVn8_Z1ncq6E.webp) [https://cdn.oncehub.com/resources/buttons/SpeakWithAConsultant\\\_green.png](https://cdn.oncehub.com/resources/buttons/SpeakWithAConsultant%5C_green.png) ![](https://help.oncehub.com/_astro/1549545478487.D-TCQGPE_Z1O37i2.webp) [https://cdn.oncehub.com/resources/buttons/SpeakWithAConsultant\\\_orange.png](https://cdn.oncehub.com/resources/buttons/SpeakWithAConsultant%5C_orange.png)

## Schedule Time

[Section titled “Schedule Time”](#schedule-time)

![](https://help.oncehub.com/_astro/1549545478589.BCM1s1U2_1bucbi.webp) [https://cdn.oncehub.com/resources/buttons/ScheduleTime\\\_blue.png](https://cdn.oncehub.com/resources/buttons/ScheduleTime%5C_blue.png) ![](https://help.oncehub.com/_astro/1549545478847.Bu7DFLPN_1zhAkv.webp) [https://cdn.oncehub.com/resources/buttons/ScheduleTime\\\_green.png](https://cdn.oncehub.com/resources/buttons/ScheduleTime%5C_green.png) ![](https://help.oncehub.com/_astro/1549545478745.DuVjXePh_Z1NWjuc.webp) [https://cdn.oncehub.com/resources/buttons/ScheduleTime\\\_orange.png](https://cdn.oncehub.com/resources/buttons/ScheduleTime%5C_orange.png)

## Book an appointment online

[Section titled “Book an appointment online”](#book-an-appointment-online)

![](https://help.oncehub.com/_astro/1549545478900.rzFzns8q_Z1X8Ror.webp) [https://cdn.oncehub.com/resources/buttons/BookAnAppointmentOnline\\\_blue.png](https://cdn.oncehub.com/resources/buttons/BookAnAppointmentOnline%5C_blue.png) ![](https://help.oncehub.com/_astro/1549545479001.B5_h7o6d_Z2qeRfn.webp) [https://cdn.oncehub.com/resources/buttons/BookAnAppointmentOnline\\\_green.png](https://cdn.oncehub.com/resources/buttons/BookAnAppointmentOnline%5C_green.png) ![](https://help.oncehub.com/_astro/1549545478951.CJaO3Htf_1ulEt5.webp) [https://cdn.oncehub.com/resources/buttons/BookAnAppointmentOnline\\\_orange.png](https://cdn.oncehub.com/resources/buttons/BookAnAppointmentOnline%5C_orange.png)

# Using General links

> Each Booking page and Master page has its own unique Public link that can be shared with your prospects and Customers.

Each [Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages") and [Master page](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/introduction-to-master-pages/ "Introduction to Master pages") has its own unique Public link that can be shared with your prospects and Customers. The links that you share can either be general or [personalized](https://help.oncehub.com/scheduleonce/sharing-publishing/personalized-links/using-personalized-links/ "Using Personalized links").

In this article, you’ll learn about using General links.

## Understanding General links

[Section titled “Understanding General links”](#understanding-general-links)

Using General links is the simplest way to share your pages. General links are standard links that you can share with Customers to allow them to schedule meetings with you. General links use the format “<https://go.oncehub.com/>” combined with a Public link name that you provide.

For example, a General link using the Public link name “Dana” would look like this: <https://go.oncehub.com/dana>.

Note

[Booking pages](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages") only use HTTPS and automatically redirect to HTTPS if HTTP is manually typed by a User.

General links can be [sent by email](https://help.oncehub.com/scheduleonce/sharing-publishing/personalized-links/sharing-your-booking-links-in-emails-and-other-apps/ "Options for sharing your booking links in emails and other apps"), added to your email signature, or added to any other clickable element. When your Customer schedules a meeting using a General link, they will be required to identify themselves by [filling in their personal details](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-forms-redirect/introduction-to-booking-form-and-redirect/ "Introduction to the Booking form and redirect section") in the [Booking form](https://help.oncehub.com/scheduleonce/customization-branding/booking-forms-editor/creating-and-editing-booking-form/ "Creating and editing a Booking form") step.

Note

If you want to prepopulate the Booking form with a Customer’s details, or you want your Customer to skip the Booking form step altogether, you can also create a Personalized link.

When you send a Customer a Personalized link, all they have to do to schedule a meeting is pick a time. [Learn more about Personalized links](https://help.oncehub.com/scheduleonce/sharing-publishing/personalized-links/using-personalized-links/ "Using Personalized links")

## Accessing your link

[Section titled “Accessing your link”](#accessing-your-link)

You can access your booking links by following the steps below:

1. Click on **Booking Pages** in the left-hand menu.
2. Click on **Share** near the top-right.
3. Select the Booking page or Master page you want to share from the dropdown menu.
4. Click on **Copy & close** to save it to you clipboard.

You can also change the link for your Booking page or Master page in the page’s Overview section. [Learn more about changing your Booking page or Master page link](https://help.oncehub.com/scheduleonce/sharing-publishing/general-one-time-links/changing-booking-page-and-master-page-links/ "Changing Booking and Master page links ")

# Using one-time links

> One-time links are only available for Master pages using Rule-based assignment with Dynamic rules.

Note

One-time links are only available for [Master pages](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/introduction-to-master-pages/ "Introduction to Master pages") using [Rule-based assignment](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-page-scenario-team-or-panel-page/ "Master page scenario: Rule-based assignment") with [Dynamic rules](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/assignment-with-team-or-panel-pages/ "Rule-based assignment: Dynamic rules").

With OnceHub, you can generate one-time links which are good for one booking only, eliminating any chance of unwanted repeat bookings. A Customer who receives the link will only be able to use it for the intended booking and will not have access to your underlying [Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages").

When you create a one-time link, it’s automatically copied to your clipboard with one click, allowing you to quickly generate multiple one-time links that can be sent to different Customers. One-time links [can be personalized](https://help.oncehub.com/scheduleonce/sharing-publishing/personalized-links/using-personalized-links/ "Using Personalized links"), allowing the Customer to pick a time and schedule without having to fill out the [Booking form](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-forms-redirect/collecting-customer-data-with-booking-forms/ "Collecting Customer data with Booking forms").

Customers can make bookings as normal using the one-time link, and Users and Customers can cancel and reschedule as usual based on your [Cancel/reschedule policy](https://help.oncehub.com/scheduleonce/managing-bookings/cancel-reschedule/customer-cancelreschedule-policy/ "The Customer Cancel/reschedule policy"). Bookings made using one-time links will also appear as normal bookings in your [Activity stream](https://help.oncehub.com/scheduleonce/managing-bookings/analytics/activity-stream-viewing-activities/ "Introduction to the ScheduleOnce Activity stream") and [reports](https://help.oncehub.com/scheduleonce/reporting/introduction-to-reports/ "Introduction to ScheduleOnce reports").

In this article, you’ll learn how to generate a one-time link.

## Requirements

[Section titled “Requirements”](#requirements)

To create a Rule-based assignment Master page with Dynamic rules, you must be a OnceHub Administrator.

## Generating a one-time link

[Section titled “Generating a one-time link”](#generating-a-one-time-link)

You generate a one-time link for your booking links by following the steps below:

1. Click on **Booking Pages** in the left-hand menu.
2. Click on **Share** near the top-right.
3. Select the Booking page or Master page you want to share from the dropdown menu.
4. Toggle the **One-time link** option to ON
5. Click on **Copy & close** to save it to you clipboard.

You can also generate a one-time link in the **Overview** section of the relevant Master page:

1. Go to **Setup** in the top navigation bar.

2. Select the relevant Master page that you would like to generate a one-time link for.

3. In the [Master page Overview](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-pages-overview/ "Master page: Overview section") section, click **Generate a one-time link** in the **Share & Publish** section (Figure 1). ![](https://help.oncehub.com/_astro/1563963218929.DHj17vjz_1vfHTg.webp)Figure 1: Generating a one-time link in the Master page Share & Publish section

4. The **One-time link** pop-up will appear (Figure 2). ![](https://help.oncehub.com/_astro/screen-shot-2020-03-17-at-21641-pm.DsUOQhu3_ZePG46.webp)Figure 2: One-time link pop-up

5. Toggle **Personalize link** to ON if you would like to personalize the one-time link for a Customer (Figure 3). Enter a **Customer name** and **Customer email**. ![](https://help.oncehub.com/_astro/screen-shot-2020-03-17-at-22021-pm.Cq7FzPku_2eNHJk.webp)Figure 3: Personalize link enabled

   Note

   **Note** When you personalize a one-time link, the [Booking form](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-forms-redirect/collecting-customer-data-with-booking-forms/ "Collecting Customer data with Booking forms") step will be skipped. Skipping the Booking form step allows for a quicker booking process for your Customers. You can choose to show the Booking form by changing the **Skip** URL parameter to “\&skip=0”. [Learn more about using OnceHub URL parameters](https://help.oncehub.com/scheduleonce/sharing-publishing/personalized-links/url-parameters-syntax-and-processing-rules/ "OnceHub URL parameters and processing rules")

6. Click **Copy & close** to copy the one-time link to your clipboard and close the pop-up. You can then paste the one-time link into an email or instant message and send it to your Customer.

You can also generate a one-time link from the **Booking page scheduling setup** (Figure 4). Click the action menu (three dots) next to the Master page that you would like to generate a one-time link for. Then, select **One-time link**.

Note

One-time links are only available for [Rule-based assignment](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-page-scenario-team-or-panel-page/ "Master page scenario: Rule-based assignment") Master pages with [Dynamic rules](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/assignment-with-team-or-panel-pages/ "Rule-based assignment: Dynamic rules").

![](https://help.oncehub.com/_astro/1561973187826.CQ8ponOm_2unnEW.webp)Figure 4: Generating a one-time link from the Booking page scheduling setup

Tip

You can generate a one-time link for an individual Booking page by creating a new Master page with Dynamic rules and selecting this Booking page as the [Primary team member](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/panel-meetings/booking-owners/ "Primary team members") for every Event-based rule you add. [Learn more about generating a one-time link for an individual Booking page](https://help.oncehub.com/scheduleonce/recommended-configuration/multi-user-scenarios/scheduling-one-off-meetings-using-one-time-links/ "Scheduling one-off meetings using one-time links")

## Changing the Master page Rule type

[Section titled “Changing the Master page Rule type”](#changing-the-master-page-rule-type)

If you change the Rule type of your Master page from Dynamic to Static, Customers will not be able to use any one-time link that you previously generated.

If a Customer used the one-time link to make a booking **before** you changed the Rule type from Dynamic to Static, that booking can be cancelled but not rescheduled.

# Personalized Links

> Personalized Links documentation and guides.

[Introduction to Personalizing links with static parameters](https://help.oncehub.com/scheduleonce/sharing-publishing/personalized-links/introduction-to-personalizing-links-with-static-parameters)

[Using Personalized links](https://help.oncehub.com/scheduleonce/sharing-publishing/personalized-links/using-personalized-links)

[Creating a Personalized link for a specific Customer](https://help.oncehub.com/scheduleonce/sharing-publishing/personalized-links/creating-personalized-link-for-specific-customer)

[Personalizing with dynamic CRM record IDs](https://help.oncehub.com/scheduleonce/sharing-publishing/personalized-links/personalizing-with-dynamic-crm-record-ids)

[Personalizing with dynamic URL parameters](https://help.oncehub.com/scheduleonce/sharing-publishing/personalized-links/personalizing-with-dynamic-url-parameters)

[Personalized links in email marketing apps](https://help.oncehub.com/scheduleonce/sharing-publishing/personalized-links/personalized-links-in-email-marketing-apps)

[Personalizing links with dynamic parameters](https://help.oncehub.com/scheduleonce/sharing-publishing/personalized-links/personalizing-links-with-dynamic-parameters)

[URL parameters syntax and processing rules](https://help.oncehub.com/scheduleonce/sharing-publishing/personalized-links/url-parameters-syntax-and-processing-rules)

[Configuring your booking page for maximizing booking rates in marketing campaigns](https://help.oncehub.com/scheduleonce/sharing-publishing/personalized-links/configuring-your-booking-page-for-maximizing-booking-rates-in-marketing-campaigns)

[Sharing your booking links in emails and other apps](https://help.oncehub.com/scheduleonce/sharing-publishing/personalized-links/sharing-your-booking-links-in-emails-and-other-apps)

# Configuring your booking page for maximizing booking rates in marketing campaigns

> When booking appointments is part of your lead generation or lead qualification marketing campaigns, it's important to optimize your booking rates.

When booking appointments is part of your [lead generation](https://help.oncehub.com/scheduleonce/sharing-publishing/web-form-integration/using-oncehub-for-lead-generation/ "ScheduleOnce for lead generation") or [lead qualification](https://help.oncehub.com/scheduleonce/sharing-publishing/web-form-integration/oncehub-for-lead-qualification/ "ScheduleOnce solution for lead qualification") marketing campaigns, it’s important to optimize your booking rates.

The key to maximizing booking rates in marketing campaigns is to identify leads that did not make a booking in the first place and retarget them with another campaign. We call it the “Retargeting missed bookings” process.

In this article, you’ll learn about the process for getting more bookings out of each campaign.

## Retargeting missed bookings

[Section titled “Retargeting missed bookings”](#retargeting-missed-bookings)

The process of retargeting missed bookings involves retargeting leads that did not book with you the first time around. The process is based on two steps: Tagging leads that did make a booking and retargeting leads that did not make a booking.

## Step 1: Tag leads that did make a Booking

[Section titled “Step 1: Tag leads that did make a Booking”](#step-1-tag-leads-that-did-make-a-booking)

### Create a “Booked” tag

[Section titled “Create a “Booked” tag”](#create-a-booked-tag)

Set up a tag in your marketing app and label it “Booked”. You should use this label to mark leads that have made a booking.

Tagging leads that have made a booking helps you identify those who have **not** made bookings later on in the campaign. Some marketing apps, such as [MailChimp](https://mailchimp.com/), provide a different style of tagging called [Segments](https://mailchimp.com/features/segmentation/).

### Integrate with your marketing app

[Section titled “Integrate with your marketing app”](#integrate-with-your-marketing-app)

Tagging missed bookings relies on the ability to push OnceHub Customer information collected at the end of the booking process to a third-party app. Once your third-party app receives the booking information, tag these leads with the “Booked” tag.

You can now find missed bookings by selecting leads that **do not** contain the “Booked” tag.

If you don’t use one of our native [Salesforce](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/configuring-connector-settings-on-booking-page/ "Configuring Salesforce connector settings on the Booking page") or [Infusionsoft](https://help.oncehub.com/scheduleonce/account-integrations/crm/infusionsoft/connecting-to-infusionsoft/ "Connecting to Infusionsoft") integrations, you can use our [Zapier integration](https://help.oncehub.com/account-integrations/automation/zapier/integrating-oncehub-with-zapier/ "VIDEO: The ScheduleOnce connector for Zapier") to bridge between OnceHub and other third-party marketing apps.

## Step 2: Retarget leads that did not make a Booking

[Section titled “Step 2: Retarget leads that did not make a Booking”](#step-2-retarget-leads-that-did-not-make-a-booking)

### Create the “Retargeting missed bookings” campaign

[Section titled “Create the “Retargeting missed bookings” campaign”](#create-the-retargeting-missed-bookings-campaign)

Create an email campaign that will be used to retarget the leads that didn’t book in the first campaign (in other words, the missed bookings).

### Create the campaign trigger

[Section titled “Create the campaign trigger”](#create-the-campaign-trigger)

Define a time-based trigger that will start the missed bookings email campaign several days after the initial campaign was kicked off. This gives the first campaign some time to reach all of your leads and wait for their response before retargeting them with another invitation.

Note

A time-based trigger is available only in email marketing apps that provide automation or workflow capabilities (for example, **MailChimp**). When your app does not support this capability, you’ll need to manually start the second campaign a few days after the first campaign had started.

### Run your initial marketing campaign

[Section titled “Run your initial marketing campaign”](#run-your-initial-marketing-campaign)

Run your initial marketing campaign and make sure to monitor your **retargeting missed bookings** campaign.

Note

You can run this campaign as many times as you need to continuously maximize your booking rates.

## Examples of implementing the retargeting missed bookings process

[Section titled “Examples of implementing the retargeting missed bookings process”](#examples-of-implementing-the-retargeting-missed-bookings-process)

Tracking missed bookings is an important part of maximizing your online booking rates in your marketing campaigns. We have created a set of articles that will help you implement this conversion optimization technique in a number of apps.

* If you are using one of our native CRM integrations, read the [maximizing booking rates in Salesforce campaigns](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/maximizing-booking-rates-in-salesforce-campaigns/ "How to maximise Booking rates in Salesforce Campaigns") article or the [maximizing booking rates in Infusionsoft campaigns](https://help.oncehub.com/scheduleonce/account-integrations/crm/infusionsoft/maximizing-booking-rates-using-infusionsoft-campaigns/ "How to maximize booking rates using Infusionsoft campaigns") article.

# Creating a Personalized link for a specific Customer

> You can build a static Personalized link that includes a Customer's personal details. Personalized links for a specific Customer are based on URL parameters ...

[Creating a Personalized link for a specific Customer](https://www.youtube-nocookie.com/embed/CCTNDyI7zdk?wmode=opaque)

You can build a static [Personalized link](https://help.oncehub.com/scheduleonce/sharing-publishing/personalized-links/using-personalized-links/ "Using Personalized links") that includes a Customer’s personal details. Personalized links for a specific Customer are based on [URL parameters](https://help.oncehub.com/scheduleonce/sharing-publishing/personalized-links/url-parameters-syntax-and-processing-rules/ "ScheduleOnce URL parameters and processing rules") and are best used when you want to send a single email to a particular Lead or Customer. These links are different from dynamic links that are used when you want to send [Personalized links to a large group of leads or Customers](https://help.oncehub.com/scheduleonce/sharing-publishing/personalized-links/personalizing-with-dynamic-url-parameters/ "Creating a Personalized link using URL parameters") as part of an email campaign.

For example, a Sales Representative wants to send an email to a specific lead named “John”. They want to include a personalized “Book time with me” link in the body of the email. This link will take John straight to a Booking page where he can choose a date and time for the meeting without needing to enter any personal information such as name and email.

The Sales Representative can create a Personalized link that looks like this:[ https://go.oncehub.com/dana?name=John\&email=john@example.com\&skip=1](https://go.oncehub.com/dana?name=John\&email=john@example.com\&skip=1)

Note

When you use Personalized links with Booking pages that don’t have Event types, it’s recommended that you provide the **Subject field** of your Booking form.

To add a Subject field to your Booking form, go to **Booking pages** on the left **→** relevant Booking page **→ Booking form → Meeting subject.** Select the **Meeting subject is set by the owner** option and enter the desired **Meeting subject** specific to your business case. [Learn more about the Subject field](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-forms-redirect/introduction-to-booking-form-and-redirect/ "Introduction to the Booking form and redirect section")

## Creating a Personalized link specific for a Customer

[Section titled “Creating a Personalized link specific for a Customer”](#creating-a-personalized-link-specific-for-a-customer)

1. Go to **Booking pages** on the left.

2. Select the relevant Booking page or Master page.

3. In the [Overview section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-pages-overview/ "Booking page: Overview section") of the selected page, click **Personalize for a specific Customer** (Figure 1).![](https://help.oncehub.com/_astro/share-and-pub.DjDCl91T_Z3XDmY.webp)Figure 1: Booking page Overview section

4. In the **Personalize the link for a specific Customer** pop-up, enter the **Customer name** and **Customer email** (Figure 2).

   * By default, the **Skip booking form** field will be toggled **ON** once you’ve entered your Customer details. Skipping the Booking form step allows for a quicker booking process for your Customers.
   * If you want to disable skipping the booking form, toggle the **Skip booking form** field to **OFF**.![](https://help.oncehub.com/_astro/1564145468167.DwAtanCj_Z1k2FTw.webp)Figure 2: Personalize the link for a specific Customer pop-up

5. To test the link, click the **Open** button.

6. Click the **Copy** button to copy the link to your clipboard.

7. Finally, paste the link into your email.

Note

If required, you can include additional fields in the URL. [Learn more about OnceHub URL parameters](https://help.oncehub.com/scheduleonce/sharing-publishing/personalized-links/url-parameters-syntax-and-processing-rules/ "OnceHub URL parameters and processing rules")

# Introduction to Personalizing links with static parameters

> After setting up your Booking pages or Master pages, you'll need to share them with your prospects and Customers.

After setting up your [Booking pages](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages") or [Master pages](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/introduction-to-master-pages/ "Introduction to Master pages"), you’ll need to share them with your prospects and Customers. In this section, you will learn how to Personalize links with static parameters.

## Options for sharing your booking links in email and other apps

[Section titled “Options for sharing your booking links in email and other apps”](#options-for-sharing-your-booking-links-in-email-and-other-apps)

Booking pages can be shared using a **General link,** a **Personalized link (URL parameters)**, a **Personalized link (Salesforce ID)**, or a **Personalized link (Infusionsoft ID)**.

To access the links available to you, go the **Share icon** in the top navigation bar and select **Share a booking link**. From there, you can select the relevant Booking page or Master page.

[Learn more about sharing your booking links in email and other apps](https://help.oncehub.com/scheduleonce/sharing-publishing/personalized-links/sharing-your-booking-links-in-emails-and-other-apps/ "Sharing your booking links in email and other apps")

## Using Personalized links

[Section titled “Using Personalized links”](#using-personalized-links)

Each Booking page and Master page has its own unique Public link that can be shared with your prospects and Customers. The links that you share can be personalized to improve the experience for prospects and Customers.

You can personalize booking links in several ways:

* Using static variables
* Using specific Customers details
* Using dynamic variables
* Using dynamic URL parameters
* Using CRM record IDs
* Pre-populating information from a booking form

[Learn more about using Personalized links](https://help.oncehub.com/scheduleonce/sharing-publishing/personalized-links/using-personalized-links/ "Using Personalized links")

## OnceHub URL parameters and processing rules

[Section titled “OnceHub URL parameters and processing rules”](#oncehub-url-parameters-and-processing-rules)

You can share your [Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages") or [Master page](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/introduction-to-master-pages/ "Introduction to Master pages") using [Personalized links (URL parameters)](https://help.oncehub.com/scheduleonce/sharing-publishing/personalized-links/personalized-links-in-email-marketing-apps/ "Using Personalized links (URL parameters) in email marketing apps"), or publish them on your website using [Web form integration](https://help.oncehub.com/scheduleonce/sharing-publishing/web-form-integration/introduction-to-web-form-integration/ "Introduction to Webform Integration"). If required, you can replace the OnceHub placeholder parameters with your own parameters.

[Learn more about OnceHub URL parameters and processing rules](https://help.oncehub.com/scheduleonce/sharing-publishing/personalized-links/url-parameters-syntax-and-processing-rules/ "OnceHub URL parameters and processing rules")

## Creating a Personalized link for a specific Customer

[Section titled “Creating a Personalized link for a specific Customer”](#creating-a-personalized-link-for-a-specific-customer)

You can create a static [Personalized link](https://help.oncehub.com/scheduleonce/sharing-publishing/personalized-links/using-personalized-links/ "Using Personalized links") using a Customer’s personal details. The easiest way to do this is by selecting the **Share icon** in your top navigation bar:

1. Click on **Booking Pages** in the left-hand menu.
2. Click on **Share** near the top-right.
3. Select the Booking page or Master page you want to share from the dropdown menu.
4. Toggle the **Personalize link** option to ON.
5. Enter the customer’s name and email address.
6. Click on **Copy & close** to save it to you clipboard.

You can also navigate to the [Overview section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-pages-overview/ "Booking page: Overview section") of the selected page, and click **Personalize for a specific Customer** (Figure 1).

![](https://help.oncehub.com/_astro/share-and-pub.DjDCl91T_Z3XDmY.webp)

*Figure 1: Booking page Overview section*

[Learn more about Creating a Personalized link for a specific Customer](https://help.oncehub.com/scheduleonce/sharing-publishing/personalized-links/creating-personalized-link-for-specific-customer/ "Creating a Personalized link for a specific Customer")

# Personalized links in email marketing apps

> Personalized links (URL parameters) are personalized links that include both OnceHub fields and app-specific merge fields.

**Personalized links (URL parameters)** are personalized links that include both OnceHub fields and app-specific merge fields. The OnceHub fields are based on [URL parameters](https://help.oncehub.com/scheduleonce/sharing-publishing/personalized-links/url-parameters-syntax-and-processing-rules/ "ScheduleOnce URL parameters and processing rules") and the merge fields are replaced with actual Customer data during a marketing campaign such as an email broadcast. These links are different from [static Personalized links](https://help.oncehub.com/scheduleonce/sharing-publishing/personalized-links/creating-personalized-link-for-specific-customer/ "Creating a Personalized link for a specific Customer"), which contain an individual’s personal details.

In this article, you’ll learn about using Personalized links (URL parameters) in email marketing apps.

## Using personalized links in email marketing apps

[Section titled “Using personalized links in email marketing apps”](#using-personalized-links-in-email-marketing-apps)

You can use dynamic personalized links in any email marketing app that supports merge fields. In this article, we’ll use [Mailchimp](https://mailchimp.com/) as our email marketing app.

The use case we’ll discuss is sending an email broadcast to all of your Leads inviting them to book a discovery call with you. To do this, you’ll [create a Personalized link (URL parameters)](https://help.oncehub.com/scheduleonce/sharing-publishing/personalized-links/personalizing-with-dynamic-url-parameters/ "How to create a Personalized link (URL parameters)") and place it in your email template.

The link might look like this: \*[https://secure.OnceHub.com/dana?name=\\\*|NAME|\\\*\&email=\\\*|EMAIL|\\](https://secure.OnceHub.com/dana?name=%5C*%7CNAME%7C%5C*\&email=%5C*%7CEMAIL%7C%5C)\*\*.

In this example, the **\*|NAME|\*** and **\*|EMAIL|\*** fields are merge fields which are replaced with a single Customer name and email respectively during the email campaign, creating a personalized email for each Lead in our list.

Below is a screenshot from MailChimp’s email template editor (Figure 1) showing an email that invites an unqualified Lead to book a phone meeting with a sales representative. The **Schedule a 1-on-1 with me** link is in the body of the email.

![](https://help.oncehub.com/_astro/1548761370912.DzBYEHr6_22Cz0U.webp)Figure 1: Mailchimp email editor

If we click to edit the link (Figure 2), we will see the dynamic Personalized link with the Mailchimp-specific merge fields, name, email, and subject.

![](https://help.oncehub.com/_astro/1548761371035.Ciab4bEF_2pNuLz.webp)Figure 2: Insert or Edit Link

## Optimizing your booking rates

[Section titled “Optimizing your booking rates”](#optimizing-your-booking-rates)

When used in email campaigns, Personalized links are a great tool for increasing your phone contact rates during your [Lead qualification](https://help.oncehub.com/scheduleonce/sharing-publishing/web-form-integration/oncehub-for-lead-qualification/ "ScheduleOnce solution for lead qualification") process. They provide your Leads with the ability to book a discovery call at a time that’s convenient for them. But what happens to Leads who don’t respond to the booking invitation?

Instead of losing these Leads, we’ve developed a [retargeting missed bookings](https://help.oncehub.com/scheduleonce/sharing-publishing/personalized-links/configuring-your-booking-page-for-maximizing-booking-rates-in-marketing-campaigns/ "Maximizing booking rates in marketing campaigns") process, which generates more bookings and increases the campaign’s overall booking rates.

[Learn more about maximizing booking rates in marketing campaigns](https://help.oncehub.com/scheduleonce/sharing-publishing/personalized-links/configuring-your-booking-page-for-maximizing-booking-rates-in-marketing-campaigns/ "Maximizing booking rates in marketing campaigns")

## Integrating Personalized links with email apps

[Section titled “Integrating Personalized links with email apps”](#integrating-personalized-links-with-email-apps)

Email add-ons integrate your email with email marketing apps or CRMs. One of the key features these add-ons provide is called **Email templates**. These templates include dynamic fields that are replaced with actual Lead and Customer information each time an email is sent out.

By embedding OnceHub’s dynamic Personalized links in these templates, you can ensure that each Lead or Customer gets a personalized booking link. You can also add [source tracking](https://help.oncehub.com/scheduleonce/managing-bookings/analytics/using-oncehub-with-utm-tracking/ "Using ScheduleOnce with source tracking (UTM tags)") tags to personalized Booking page links, letting you analyze where your bookings come from. [Yesware](http://www.yesware.com/) and its [Dynamic templates](https://docs.yesware.com/docs/settings/salesforce/sync/how-do-dynamic-templates-work-with-salesforce) functionality is an example of how Dynamic personalized links can work in tandem with an email add-on.

# Personalizing links with dynamic parameters

> After setting up your Booking pages or Master pages, you'll need to share them with your prospects and Customers.

After setting up your [Booking pages](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages") or [Master pages](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/introduction-to-master-pages/ "Introduction to Master pages"), you’ll need to share them with your prospects and Customers. In this section, you will learn how to Personalize links with dynamic parameters.

## Creating a Personalized link using URL parameters

[Section titled “Creating a Personalized link using URL parameters”](#creating-a-personalized-link-using-url-parameters)

Personalized links using [URL parameters](https://help.oncehub.com/scheduleonce/sharing-publishing/personalized-links/url-parameters-syntax-and-processing-rules/ "ScheduleOnce URL parameters and processing rules") are [Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages") links that contain Customer information and [Booking form](https://help.oncehub.com/scheduleonce/customization-branding/booking-forms-editor/introduction-to-booking-forms-editor/ "Introduction to the Booking forms editor") data. With **Personalized links (URL parameters)**, prospects and Customers click on your Booking page link and pick a time, without having to provide any information that is already known to you.

The Booking form can either be [prepopulated with their details](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-forms-redirect/prepopulated-booking-forms/ "Prepopulated Booking forms") or skipped altogether. You can also add [source tracking](https://help.oncehub.com/scheduleonce/managing-bookings/analytics/using-oncehub-with-utm-tracking/ "Using ScheduleOnce with source tracking (UTM tags)") tags to personalized Booking page links, letting you analyze where your bookings come from.

[Learn more about creating a Personalized link using URL parameters](https://help.oncehub.com/scheduleonce/sharing-publishing/personalized-links/personalizing-with-dynamic-url-parameters/ "Creating a Personalized link using URL parameters")

## Personalized links using CRM record IDs

[Section titled “Personalized links using CRM record IDs”](#personalized-links-using-crm-record-ids)

**Personalized links using CRM record IDs** can be either static or dynamic, but are most often used as dynamic links. In contrast to [Personalized links (URL parameters)](https://help.oncehub.com/scheduleonce/sharing-publishing/personalized-links/personalizing-with-dynamic-url-parameters/ "How to create a Personalized Link (URL parameters)"), these links include a CRM record ID instead of actual Customer information. The record ID is used to retrieve Customer information from your CRM via an API.

[Learn more about personalized links using CRM record IDs](https://help.oncehub.com/scheduleonce/sharing-publishing/personalized-links/personalizing-with-dynamic-crm-record-ids/ "Personalized links using CRM record IDs")

## Using Personalized links (URL parameters) in email marketing apps

[Section titled “Using Personalized links (URL parameters) in email marketing apps”](#using-personalized-links-url-parameters-in-email-marketing-apps)

You can use dynamic personalized links in any email marketing app that supports merge fields.

[Learn more about using Personalized links (URL parameters) in email marketing apps](https://help.oncehub.com/scheduleonce/sharing-publishing/personalized-links/personalized-links-in-email-marketing-apps/ "Personalized links (URL parameters) in email marketing apps")

## Maximizing booking rates in marketing campaigns

[Section titled “Maximizing booking rates in marketing campaigns”](#maximizing-booking-rates-in-marketing-campaigns)

When booking appointments is part of your [lead generation](https://help.oncehub.com/scheduleonce/sharing-publishing/web-form-integration/using-oncehub-for-lead-generation/ "ScheduleOnce for lead generation") or [lead qualification](https://help.oncehub.com/scheduleonce/sharing-publishing/web-form-integration/oncehub-for-lead-qualification/ "ScheduleOnce solution for lead qualification") marketing campaigns, it’s important to optimize your booking rates.

[Learn more about maximizing booking rates in marketing campaigns](https://help.oncehub.com/scheduleonce/sharing-publishing/personalized-links/configuring-your-booking-page-for-maximizing-booking-rates-in-marketing-campaigns/ "Maximizing booking rates in marketing campaigns")

# Personalizing with dynamic CRM record IDs

> Personalized links using CRM record IDs can be either static or dynamic, but are most often used as dynamic links.

**Personalized links using CRM record IDs** can be either static or dynamic, but are most often used as dynamic links. In contrast to [Personalized links (URL parameters)](https://help.oncehub.com/scheduleonce/sharing-publishing/personalized-links/personalizing-with-dynamic-url-parameters/ "How to create a Personalized Link (URL parameters)"), these links include a CRM record ID instead of actual Customer information. The record ID is used to retrieve Customer information from your CRM via an API.

The Booking form is skipped by default because the Customer information is available during the booking process. The Booking form can be shown with prepopulation data if you want your Customers to provide additional information on the Booking form. [Learn more about prepopulated Booking forms](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-forms-redirect/prepopulated-booking-forms/ "Prepopulated Booking forms") In order for skipping and prepopulation to work properly, you need to make sure that your CRM fields are mapped correctly to your OnceHub fields.

[Learn how to set up skipping and prepopulation in Salesforce](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/prepopulate-or-skip-booking-form-step-in-salesforce-integration/ "How to prepopulate or skip the Booking form step in Salesforce integration")

[Learn how to set up skipping and prepopulation in Infusionsoft](https://help.oncehub.com/scheduleonce/account-integrations/crm/infusionsoft/prepopulateskip-booking-form-step-in-infusionsoft-integration/ "How to prepopulate or skip the Booking form step in Infusionsoft integration")

Note

For security and privacy reasons, using CRM record IDs to skip or pre-populate the Booking form is not compatible with [collecting data from an embedded Booking page](https://help.oncehub.com/scheduleonce/developers/client-side-api/collecting-data-from-embedded-booking-page/) or [redirecting booking confirmation data](https://help.oncehub.com/scheduleonce/developers/client-side-api/redirecting-booking-confirmation-data/).

## Personalized links using CRM record ID example

[Section titled “Personalized links using CRM record ID example”](#personalized-links-using-crm-record-id-example)

Let’s assume that you use [Salesforce](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/ "Salesforce") as your CRM and email marketing app. You want to send an email broadcast to all of your leads, inviting them to book a discovery call with you. You would create a Personalized link using CRM record IDs and place it in your email template.

The link might look like this: *[https://go.oncehub.com/dana?sosfLeadId=\`{!Lead.Id}\`\&sosfContactId=\`{!Contact.Id}\`\\\&sosfCaseId=\`{!Case.Id}\`](https://go.oncehub.com/dana?sosfLeadId=%60%7B!Lead.Id%7D%60\&sosfContactId=%60%7B!Contact.Id%7D%60%5C\&sosfCaseId=%60%7B!Case.Id%7D%60)*.

In this example, “sosfLeadId” and “sosfContactId” refer to the lead and contact identifiers in Salesforce, respectively. “`{!Lead.Id}`” and “`{!Contact.Id}`” are replaced with actual lead and contact identifiers during an email broadcast, creating a personalized email for each lead in our list.

This feature is available when using a [Salesforce](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/ "Salesforce") or [Infusionsoft](https://help.oncehub.com/scheduleonce/account-integrations/crm/infusionsoft/ "Infusionsoft") CRM integration. You can find more information on setting up these links by visiting the articles below.

## Salesforce articles

[Section titled “Salesforce articles”](#salesforce-articles)

* [Using Personalized links (Salesforce ID)](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/using-personalized-links-salesforce-id/ "Using personalized links (Salesforce ID)")
* [Prepopulating or hiding the Booking form step in Salesforce integration](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/prepopulate-or-skip-booking-form-step-in-salesforce-integration/ "How to prepopulate or skip the Booking form step in Salesforce integration")
* [Using Salesforce Record IDs to identify Customers during the booking process](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/using-salesforce-ids-to-identify-customers-during-booking/ "Using Salesforce Record ID to identify Customers during the booking process")
* [Using Salesforce Record IDs to personalize scheduling in landing pages](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/personalizing-scheduling-on-landing-pages-with-salesforce-ids/ "Using the Salesforce Record ID to personalize scheduling in landing pages")
* [Salesforce scheduling buttons](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/introduction-to-salesforce-scheduling-buttons/ "Salesforce scheduling buttons")

## Infusionsoft articles

[Section titled “Infusionsoft articles”](#infusionsoft-articles)

* [Using Personalized links (Infusionsoft ID)](https://help.oncehub.com/scheduleonce/account-integrations/crm/infusionsoft/using-personalized-links-infusionsoft-id/ "Using Personalized links (Infusionsoft ID)")
* [Prepopulating or hiding the Booking form step in Infusionsoft integration](https://help.oncehub.com/scheduleonce/account-integrations/crm/infusionsoft/prepopulateskip-booking-form-step-in-infusionsoft-integration/ "How to prepopulate or skip the Booking form step in Infusionsoft integration")
* [Using Infusionsoft Contact IDs to identify Customers during the booking process](https://help.oncehub.com/scheduleonce/account-integrations/crm/infusionsoft/using-infusionsoft-contact-ids-to-identify-customers-during-booking/ "Using Infusionsoft Contact ID to identify Customers during the booking process")
* [Using Infusionsoft Contact IDs to personalize scheduling in landing pages](https://help.oncehub.com/scheduleonce/account-integrations/crm/infusionsoft/personalizing-scheduling-on-landing-pages-with-infusionsoft-contact-ids/ "Using InfusionSoft Contact ID to personalize scheduling in landing pages")

# Personalizing with dynamic URL parameters

> Personalized links using URL parameters are Booking page links that contain Customer information and Booking form data.

Personalized links using [URL parameters](https://help.oncehub.com/scheduleonce/sharing-publishing/personalized-links/url-parameters-syntax-and-processing-rules/ "ScheduleOnce URL parameters and processing rules") are [Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages") links that contain Customer information and [Booking form](https://help.oncehub.com/scheduleonce/customization-branding/booking-forms-editor/introduction-to-booking-forms-editor/ "Introduction to the Booking forms editor") data. With **Personalized links (URL parameters)**, prospects and Customers click on your Booking page link and pick a time, without having to provide any information that is already known to you.

The Booking form can either be [prepopulated with their details](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-forms-redirect/prepopulated-booking-forms/ "Prepopulated Booking forms") or skipped altogether. You can also add [source tracking](https://help.oncehub.com/scheduleonce/managing-bookings/analytics/using-oncehub-with-utm-tracking/ "Using ScheduleOnce with source tracking (UTM tags)") tags to personalized Booking page links, letting you analyze where your bookings come from.

Note

When you use Personalized links with Booking pages that are [not associated with any Event types](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/adding-event-types-to-booking-pages/ "Adding Event types to Booking pages"), it is highly recommended you provide the **Subject** field of your Booking form.

You can do this by going to **Booking pages** on the left **→** Relevant Booking pag&#x65;**→** **Booking form and redirect**. In the **Meeting subject** section, select **Meeting subject is set by the *Owner* (you)**. You can then enter a meeting subject for your specific business case.

[Learn more about the Subject field](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-forms-redirect/introduction-to-booking-form-and-redirect/ "Introduction to the Booking form and redirect section")

## Creating a Personalized link (URL parameters)

[Section titled “Creating a Personalized link (URL parameters)”](#creating-a-personalized-link-url-parameters)

1. Go to **Booking** **pages** in the bar on the left → **Booking page → Share & Publish**.

2. Select the **Mail merge** tab.

3. Select the relevant Booking page in the drop-down menu (Figure 1). ![](https://help.oncehub.com/_astro/screenshot-2022-10-13-170238.Oxa-Yta7_ZY7uLl.webp)

   Figure 1: Select a Booking page drop-down menu

4. In the **Customer data** step (Figure 2), select **Personalized link (URL parameters)**. ![](https://help.oncehub.com/_astro/screenshot-2022-10-13-170327.C_HwyjJz_sVb99.webp)

   Figure 2: Customer data step

5. In the **Booking form** **step**, you can select one of the two options below:

   * **Skip the Booking form:** Skipping the Booking form helps you maximize your booking conversions and provides your Customers with a quicker booking process.
   * **Prepopulate the Booking form:** If you select this option, the booking data is visible in the Booking form and can be edited by the Customer before submission. [Learn more about prepopulated Booking forms](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-forms-redirect/prepopulated-booking-forms/ "Prepopulated Booking forms")

6. In the **Copy link** step, click **Copy link** to copy the Personalized link to your clipboard (Figure 3). ![](https://help.oncehub.com/_astro/1564137315553.BeRp6-ex_1UD44p.webp)Figure 3: Copy link step

## Adding your own URL parameters

[Section titled “Adding your own URL parameters”](#adding-your-own-url-parameters)

If you need to replace the **ADD\_DYNAMIC\_FIELD** placeholders (Figure 4) with your own parameters, you can copy the link to a notepad. [Learn more about supported OnceHub URL parameters](https://help.oncehub.com/scheduleonce/sharing-publishing/personalized-links/url-parameters-syntax-and-processing-rules/ "OnceHub URL parameters and processing rules")

Merged values must be properly encoded in order to be passed in the URL. Some characters like at (@), period (.), dash (-) and underscore (\_) are OK, but all URL invalid characters like plus (+) or space ( ) must be URL encoded.

![](https://help.oncehub.com/_astro/1564137147743.J7xhCsql_Z2h2QtY.webp)Figure 4: ADD\_DYNAMIC\_FIELD placeholders

For example, if you use [MailChimp](https://help.oncehub.com/scheduleonce/sharing-publishing/personalized-links/personalized-links-in-email-marketing-apps/ "Using Personalized links (URL parameters) in email marketing apps"), the link might look like this:

\*[https://go.oncehub.com/dana?name=\\\*|NAME|\\\*\&email=\\\*|EMAIL|\\](https://go.oncehub.com/dana?name=%5C*%7CNAME%7C%5C*\&email=%5C*%7CEMAIL%7C%5C)\*\*

In this example, the **\*|NAME|\*** and **\*|EMAIL|\*** fields are merge fields which are replaced with a single Customer name and email respectively during the email campaign, creating a personalized email for each lead in your list.

# Sharing your booking links in emails and other apps

> After setting up your Booking pages or Master pages, you'll need to share them with your prospects and Customers.

After setting up your [Booking pages](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages") or [Master pages](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/introduction-to-master-pages/ "Introduction to Master pages"), you’ll need to share them with your prospects and Customers. To access the links available to you, go to the **Share icon** in your top navigation bar (Figure 1) and select **Share a booking link**.

![](https://help.oncehub.com/_astro/screenshot-2022-10-13-164221.zLMDHBav_Z1Q5ggu.webp)Figure 1: Schedule button

From there, you can grab a [Generic link](https://help.oncehub.com/scheduleonce/sharing-publishing/general-one-time-links/using-general-links/), [Personalized link](https://help.oncehub.com/scheduleonce/sharing-publishing/personalized-links/using-personalized-links/), and/or [One-time link](https://help.oncehub.com/scheduleonce/sharing-publishing/general-one-time-links/using-one-time-links/).

If you’d like to personalize the link further by adding other URL parameters, go to **Booking** **pages** in the bar on the left → **Booking page → Share & Publish**. Select the **Mail merge** tab. (Figure 2).

![Figure 2: Links on the Mail merge tab](https://help.oncehub.com/_astro/screenshot-2022-10-13-170238.Oxa-Yta7_ZY7uLl.webp)Figure 2: Links on the Mail merge tab

Booking pages can be shared using a **Personalized link (URL parameters)**, a **Personalized link (Salesforce ID)**, or a **Personalized link (Infusionsoft ID)**.

## Personalized link (URL parameters)

[Section titled “Personalized link (URL parameters)”](#personalized-link-url-parameters)

With [Personalized links (URL parameters)](https://help.oncehub.com/scheduleonce/sharing-publishing/personalized-links/personalizing-with-dynamic-url-parameters/ "How to create a Personalized Link (URL parameters)"), prospects and Customers click on your Booking page link and pick a time, without having to provide any information that is already known to you. The Booking form can either be[ ](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-forms-redirect/prepopulated-booking-forms/ "Prepopulated Booking forms")[prepopulated with their details](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-forms-redirect/prepopulated-booking-forms/ "Prepopulated Booking forms") or skipped altogether. Personalized links using URL parameters can be sent through any email marketing app that supports merge fields.

When you use this link, you can pass dynamic data via the URL or define a [static link specific to a Customer](https://help.oncehub.com/scheduleonce/sharing-publishing/personalized-links/creating-personalized-link-for-specific-customer/ "Creating a Personalized link for a specific Customer").

[Learn more about using Personalized links using URL parameters](https://help.oncehub.com/scheduleonce/sharing-publishing/personalized-links/personalizing-with-dynamic-url-parameters/ "How to create a Personalized link (URL parameters)")

## Personalized link (Salesforce ID)

[Section titled “Personalized link (Salesforce ID)”](#personalized-link-salesforce-id)

When you schedule with existing Salesforce Leads, Contacts, Person Accounts, or Case records, you can use our[ Personalized links (Salesforce ID)](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/using-personalized-links-salesforce-id/ "Using personalized links (Salesforce ID)") in your [Salesforce buttons](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/introduction-to-salesforce-scheduling-buttons/ "Salesforce scheduling buttons"), [Salesforce email templates](https://help.salesforce.com/apex/HTViewHelpDoc?id=creating_html_email_templates.htm\&language=en_US), or [email form](https://help.salesforce.com/HTViewHelpDoc?id=email_send.htm\&language=en_US) to automatically recognize Customers based on their Salesforce Record ID.

[Learn more about using Personalized links using Salesforce IDs](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/using-personalized-links-salesforce-id/ "Using Personalized links (Salesforce ID)")

## Personalized link (Infusionsoft ID)

[Section titled “Personalized link (Infusionsoft ID)”](#personalized-link-infusionsoft-id)

When scheduling with your existing Infusionsoft Contact base, you can use our [Personalized links (Infusionsoft ID)](https://help.oncehub.com/scheduleonce/account-integrations/crm/infusionsoft/using-personalized-links-infusionsoft-id/ "Using Personalized links (Infusionsoft ID)") in your [Infusionsoft email and broadcasts](https://help.infusionsoft.com/help/send-or-schedule-an-email-broadcast) to automatically recognize the Contact based on their Infusionsoft record ID.

[Learn more about using Personalized links with Infusionsoft IDs](https://help.oncehub.com/scheduleonce/account-integrations/crm/infusionsoft/using-personalized-links-infusionsoft-id/ "Using Personalized links (Infusionsoft ID)")

# URL parameters syntax and processing rules

> When you pass Customer data via URL parameters, you can share your Booking page or Master page using Personalized links (URL parameters), or publish them on ...

When you pass Customer data via URL parameters, you can share your [Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages") or [Master page](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/introduction-to-master-pages/ "Introduction to Master pages") using [Personalized links (URL parameters)](https://help.oncehub.com/scheduleonce/sharing-publishing/personalized-links/personalized-links-in-email-marketing-apps/ "Using Personalized links (URL parameters) in email marketing apps"), or publish them on your website using [Web form integration](https://help.oncehub.com/scheduleonce/sharing-publishing/web-form-integration/introduction-to-web-form-integration/ "Introduction to Webform Integration"). If required, you can replace the OnceHub placeholder parameters with your own parameters.

In this article, you’ll learn about the supported OnceHub URL parameters and processing rules.

## OnceHub URL structure

[Section titled “OnceHub URL structure”](#oncehub-url-structure)

Your URL structure must always follow these guidelines:

* If there are no parameters specified, your Booking page or Master page link is structured like this: **<https://go.oncehub.com/PageLink>**. Your booking link can be found in the **Overview** section of any [Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-pages-overview/ "Booking page: Overview section") or[ Master page](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-pages-overview/ "Master Page: Overview section").
* The first URL parameter can be appended by adding one “?” (question mark) after the page link, followed by “fieldName=value”. For example: **<https://go.oncehub.com/PageLink?name=John>**
* All subsequent URL parameters are added by adding one “&” (ampersand), followed by “fieldName=value”. For example: **[https://go.oncehub.com/PageLink?name=John\&email=john\\@example.com\\\&company=Example](https://go.oncehub.com/PageLink?name=John\&email=john%5C@example.com%5C\&company=Example)**

## OnceHub System fields

[Section titled “OnceHub System fields”](#oncehub-system-fields)

The following table lists all the supported OnceHub URL parameters (System fields, Custom fields and Booking form instructions) and the recommended character limit for each one.

| ***Field name***                   | **\*URL syntax\*\*** | ***Description***                                                                                                                                                                                                              | ***Recommended character limit*** |
| ---------------------------------- | -------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------ | --------------------------------- |
| Name                               | \&name=              | The Customer’s name                                                                                                                                                                                                            | 100                               |
| Email                              | \&email=             | The Customer’s email                                                                                                                                                                                                           | 100                               |
| Company                            | \&company=           | The Customer’s company name                                                                                                                                                                                                    | 100                               |
| Mobile\*\*                         | \&mobile=            | The Customer’s mobile number                                                                                                                                                                                                   | 20                                |
| Phone                              | \&phone=             | The Customer’s phone number                                                                                                                                                                                                    | 100                               |
| Location                           | \&location=          | The location of the meeting                                                                                                                                                                                                    | 100                               |
| Subject\*\*\*                      | \&subject=           | The meeting’s subject                                                                                                                                                                                                          | 200                               |
| Note                               | \&note=              | A booking note                                                                                                                                                                                                                 | 200                               |
| Customer guests                    | \&customerGuests=    | Up to 10 email addresses of [Customer guests](https://help.oncehub.com/scheduleonce/recommended-configuration/multiple-attendee-scenarios/can-customers-invite-guests-to-booking/ "Can Customers Invite Guests to a Booking?") | 200                               |
| Subject                            | \&subject=           | The meeting’s subject                                                                                                                                                                                                          | 200                               |
| Booking page                       | \&bookingPageName=   | The Booking page public name                                                                                                                                                                                                   | 100                               |
| Creation time                      | \&creationTime=      | Creation time in UTC - JSON format                                                                                                                                                                                             | 50                                |
| Meeting time                       | \&meetingTime=       | Starting date time in UTC - JSON format                                                                                                                                                                                        | 50                                |
| UTC offset                         | \&utcOffset=         | UTC offset in integer                                                                                                                                                                                                          | 10                                |
| `{Single-line text field}`\*\*\*\* | &`{field name}`=     | A ‘Single-line text field’ custom field                                                                                                                                                                                        | 200                               |
| `{Multi-line text field}`\*\*\*\*  | &`{field name}`=     | A ‘Multi-line text field’ custom field                                                                                                                                                                                         | 200                               |
| `{Dropdown}`\*\*\*\*               | &`{field name}`=     | A ‘Dropdown’ custom field.Dropdown values are not case-sensitive.                                                                                                                                                              | 200                               |
| Skip\*\*\*\*\*                     | \&skip=              | A Booking form skipping instruction. This field can take a value of 1 or 0, where 1 means YES and 0 means NO.                                                                                                                  |                                   |

\* Field names are not case-sensitive, and you can use any case that will work well with your environment. Spaces must be encoded as “%20”—[see encoding below](#url-character-encoding).

\*\* For the **Mobile phone** system field specifically, you cannot include a + symbol, either in encoded or regular form. The mobile phone number **+1-515-276-1565** is encoded as **\&mobile=15152761565**. You should not include the + symbol, either in encoded or regular form.

\*\*\* The Subject field controls the subject displayed in the Activity stream and on the Calendar event.

\*\*\*\* Custom fields

\*\*\*\*\* [See URL parameters processing rules below](#url-parameters-processing-rules)

Note

URLs have different character limits depending on the browser, so you need to make sure you include the most important Custom fields and keep to the recommended character limits described in the table above.

You need to pay special attention to the **Note** and **Multi-line text field** Custom fields, as these fields can easily become large.

## OnceHub Custom fields

[Section titled “OnceHub Custom fields”](#oncehub-custom-fields)

URL parameters also support Custom fields. You can pass multiple **Custom fields** as URL parameters. To find the field name of your Custom fields,

1. Go to **Setup → OnceHub setup** in the top navigation bar.
2. Open the lefthand sidebar and open the [Booking forms editor](https://help.oncehub.com/scheduleonce/customization-branding/booking-forms-editor/introduction-to-booking-forms-editor/ "Introduction to the Booking forms editor").
3. Choose your **Booking form** in the left panel.
4. Expand the **Custom fields** panel in the right panel and locate your Custom field. The URL parameter is shown as the **Name&#x20;**(Figure 1). ![](https://help.oncehub.com/_astro/1548758755833.B9iUy4IA_Z2douoP.webp)Figure 1: Custom field in the Booking forms editor
5. Add the **Name** to your URL: *“&`{OnceHub Custom field Name}`=`{Value}`”* . For example, a **static** link with a “hobby” custom attribute might look like this: *“\&hobby=Basketball”.* A **dynamic** link might look like this: *“\&hobby=\*|Hobby|\*”* .
6. If you choose to add a **Custom field Name** that contains spaces, you will need to encode the spaces with “%20”.

Note

Only **Single-line text fields**, **Multi-line** **text fields**, and **Dropdown** fields are supported. Checkboxes and attachments are not supported.

## URL parameters processing rules

[Section titled “URL parameters processing rules”](#url-parameters-processing-rules)

### General rules

[Section titled “General rules”](#general-rules)

* URL parameters that are not supported will be ignored.
* Field names are **not case-sensitive**, i.e. “Skip” will be treated the same as “skip”. For example, “name” is a reserved word in Wordpress, so you can use Name or NAME instead. Both will work equally in OnceHub.
* Field values are **case-sensitive**, i.e. “John” is different from “john”. The exception to this is for **Dropdown** fields, where values are not case-sensitive.
* The order of the URL parameters is not relevant. For example: “*?name=John\&email=<john@example.com>”* is the same as “?*email=<john@example.com>\&name=John”*
* Using the “skip=0” parameter (or not using the parameter at all) will mean the Booking form is always displayed.
* When the “skip” parameter is used and the Booking form contains the Mobile phone field with a checked “Enable SMS” checkbox, the SMS notification opt-in option will be displayed when the Customer chooses a time for the booking. Booking form skipping can be used with [Personalized links](https://help.oncehub.com/scheduleonce/sharing-publishing/personalized-links/using-personalized-links/ "Using Personalized links"), [web form integration](https://help.oncehub.com/scheduleonce/sharing-publishing/web-form-integration/introduction-to-web-form-integration/ "Introduction to Webform Integration"), and [login integration](https://help.oncehub.com/scheduleonce/sharing-publishing/publishing-on-websites/login-integration-for-customer-onboarding/ "Login Integration"). [Learn more about SMS notifications](https://help.oncehub.com/scheduleonce/event-types-booking-pages/sms-notifications/sending-sms-notifications-to-customers/ "Sending SMS notifications to Customers")

### Skipping validation

[Section titled “Skipping validation”](#skipping-validation)

* OnceHub will check if both the **Name** and **Email** fields were populated using the information provided in the URL.
* OnceHub will check if the **Email** value is a valid email format. If it isn’t, the Booking form will be displayed with the pre-populated data and show an email format error message.
* If these validations don’t pass, the Booking form will still be displayed with the relevant fields pre-populated. No error messages will appear on the screen except for the email format error message.

### Email confirmation field

[Section titled “Email confirmation field”](#email-confirmation-field)

* The **Confirm your email** field will **not** be displayed when the Booking form is skipped or pre-populated.
* The **Confirm your email** will **not** be displayed when the Booking form was meant to be skipped, but is displayed and pre-populated due to missing required fields.
* You can choose whether to [show or hide the Confirm your email field](https://help.oncehub.com/scheduleonce/customization-branding/booking-forms-editor/editing-system-fields/ "Editing System Fields") in the [Booking forms editor](https://help.oncehub.com/scheduleonce/customization-branding/booking-forms-editor/introduction-to-booking-forms-editor/ "Introduction to the Booking forms editor").

### Subject field

[Section titled “Subject field”](#subject-field)

* It is highly recommended that you customize the **Subject** field or use the default values provided rather than allowing it to be set by the Customer.

* If the **Skip** flag is on and the **Subject** field is not populated, but both the **Name** and **Email** fields are, the Booking form will skip and populate the **Subject** field with a default value:

  * *Booking with approval*: *Personal meeting*
  * *Single session with automatic booking*: *Personal meeting*
  * *Session packages*: *`{# of sessions}` sessions scheduled*

## URL character encoding

[Section titled “URL character encoding”](#url-character-encoding)

URLs can only be sent over the Internet using the [ASCII character-set](https://www.w3schools.com/charsets/ref_html_ascii.asp). Since URLs often contain characters outside the ASCII set, the URL has to be converted into a valid ASCII format.

URL encoding replaces unsafe ASCII characters with a “%” followed by two hexadecimal digits. Some characters, such as “at” (@), period (.), dash (-) and underscore (\_) are OK, but all URL invalid characters like plus (+) or space ( ) must be URL encoded.

**Example 1:** All spaces in field names and in field values must be replaced with **%20**.

**Example 2:** An email with a + in it, like **<john+schedule@example.com>**, may be shown as **\&email=john%2Bschedule%40example.com** in the URL.

A detailed explanation on URL encoding which includes a tool for encoding any text can be found at [W3SCHOOL](https://www.w3schools.com/tags/ref_urlencode.asp).

# Using Personalized links

> Each Booking page and Master page has its own unique Public link that can be shared with your prospects and Customers.

Each Booking page and Master page has its own unique Public link that can be shared with your prospects and Customers. The links that you share can either be [general](https://help.oncehub.com/scheduleonce/sharing-publishing/general-one-time-links/using-general-links/ "Using General links") or personalized.

In this article, you’ll learn about the different types of Personalized links and how to use them.

## Understanding Personalized links

[Section titled “Understanding Personalized links”](#understanding-personalized-links)

You can use Personalized links to personalize the scheduling experience for prospects and Customers. When you send a Customer a Personalized link, they will pick a time to schedule the meeting without having to provide any information that is already known to you. Personalized links can be static or dynamic. Whether a link is static or dynamic is based on how Customer data is passed.

## Personalized links with static variables

[Section titled “Personalized links with static variables”](#personalized-links-with-static-variables)

Static Personalized links are links that are uniquely personalized for a specific Customer and contain the Customer’s personal details. For example, the Personalized link could contain the Customer’s name and email address.

The following link is an example of a static Personalized link containing the personal details of a Customer called “John”: [https://go.oncehub.com/dana?name=John\&email=john\\@example.com\\\&skip=1](https://go.oncehub.com/dana?name=John\&email=john%5C@example.com%5C\&skip=1).

[Personalized links with static variables](https://help.oncehub.com/scheduleonce/sharing-publishing/personalized-links/introduction-to-personalizing-links-with-static-parameters/)

### Personalized links for specific Customers

[Section titled “Personalized links for specific Customers”](#personalized-links-for-specific-customers)

You can create a static Personalized link for a specific Customer by selecting the **Share icon** in your top navigation bar:

1. Click on **Booking Pages** in the left-hand menu.
2. Click on **Share** near the top-right.
3. Select the Booking page or Master page you want to share from the dropdown menu.
4. Toggle the **Personalize link** option to ON.
5. Enter the customer’s name and email address.
6. Click on **Copy & close** to save it to you clipboard.

You can also create this type of Personalized link by going to the Overview section of a [Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-pages-overview/ "Booking page: Overview section") or [Master page](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-pages-overview/ "Master page: Overview section") and clicking **Personalize for a specific Customer** (Figure 1).

![](https://help.oncehub.com/_astro/1564664573938.BCyM_C44_1MqQzL.webp)Figure 1: Personalize for a specific Customer

[Learn more about creating a Personalized link for a specific Customer](https://help.oncehub.com/scheduleonce/sharing-publishing/personalized-links/creating-personalized-link-for-specific-customer/ "Creating a Personalized link for a specific Customer")

### Personalized one-time links

[Section titled “Personalized one-time links”](#personalized-one-time-links)

You can also [use one-time links](https://help.oncehub.com/scheduleonce/sharing-publishing/general-one-time-links/using-one-time-links/ "Using one-time links with your Master page") to create a static Personalized link for a specific Customer. One-time links are good for one booking only, eliminating any chance of unwanted repeat bookings. A Customer who receives the link will only be able to use it for the intended booking and will not have access to your underlying [Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages").

Note

One-time links are only available for [Master pages](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/introduction-to-master-pages/ "Introduction to Master pages") using [Rule-based assignment](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-page-scenario-team-or-panel-page/ "Master page scenario: Rule-based assignment") with [Dynamic rules](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/assignment-with-team-or-panel-pages/ "Rule-based assignment: Dynamic rules").

To create a Personalized one-time link, go to the **Schedule button** in your top navigation bar, select **Share a booking link**, and and toggle both the **Personalize link** and **One-time link** options to ON.

You can also go to the Overview section of your Master page and click **Generate a one-time link**. Then, in the **One-time link** pop-up, toggle **Personalize link** to ON (Figure 2).

When you personalize a one-time link, the Booking form step is skipped by default. You can choose to show the Booking form by changing the **Skip** URL parameter to “\&skip=0”. [Learn more about using OnceHub URL parameters](https://help.oncehub.com/scheduleonce/sharing-publishing/personalized-links/url-parameters-syntax-and-processing-rules/ "OnceHub URL parameters and processing rules")

![](https://help.oncehub.com/_astro/1564151390266.B6XM2g1H_j8qtR.webp)Figure 2: Personalizing a one-time link

[Learn more about using one-time links](https://help.oncehub.com/scheduleonce/sharing-publishing/general-one-time-links/using-one-time-links/ "Using one-time links with your Master page")

## Personalized links with dynamic variables

[Section titled “Personalized links with dynamic variables”](#personalized-links-with-dynamic-variables)

Dynamic Personalized links are links that contain field mapping information, i.e. names of fields that exist in a CRM record ID or in a third-party marketing app such as [MailChimp](https://mailchimp.com/).

For example, the following dynamic link contains MailChimp fields, which are automatically replaced with subscriber information during an email campaign: \*[https://go.oncehub.com/dana?name=\\\*|NAME|\\\*\&email=\\\*|EMAIL|\\](https://go.oncehub.com/dana?name=%5C*%7CNAME%7C%5C*\&email=%5C*%7CEMAIL%7C%5C)\*\*.

If you need to replace the **ADD\_DYNAMIC\_FIELD** placeholders (Figure 4) with your own parameters, you can copy the link to a notepad. [Learn more about supported OnceHub URL parameters](https://help.oncehub.com/scheduleonce/sharing-publishing/personalized-links/url-parameters-syntax-and-processing-rules/ "OnceHub URL parameters and processing rules")

When you create a dynamic Personalized link, you can also choose to [prepopulate the Booking with the Customer’s details](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-forms-redirect/prepopulated-booking-forms/ "Prepopulated Booking forms") or skip the Booking form step altogether.

[Learn more about Personalized links with dynamic variables](https://help.oncehub.com/scheduleonce/sharing-publishing/personalized-links/personalizing-links-with-dynamic-parameters/ "Personalized links with dynamic variables")

### Using dynamic URL parameters

[Section titled “Using dynamic URL parameters”](#using-dynamic-url-parameters)

You can pass Customer information using [parameters passed in the URL](https://help.oncehub.com/scheduleonce/sharing-publishing/personalized-links/personalizing-with-dynamic-url-parameters/ "How to create a Personalized Link (URL parameters)") (such as the Customer’s name, email, or phone number). These links can be personalized for each recipient receiving the link in a [mass email campaign](https://help.oncehub.com/scheduleonce/sharing-publishing/web-form-integration/oncehub-for-lead-qualification/ "ScheduleOnce solution for lead qualification"). These links must be sent through a email marketing app that supports merge fields.

[Learn more about Personalized links using URL parameters](https://help.oncehub.com/scheduleonce/sharing-publishing/personalized-links/personalizing-with-dynamic-url-parameters/ "Creating a Personalized link using URL parameters")

### Using CRM record IDs

[Section titled “Using CRM record IDs”](#using-crm-record-ids)

You can also pass Customer information using data that’s stored in a database such as your [Infusionsoft CRM](https://help.oncehub.com/scheduleonce/account-integrations/crm/infusionsoft/using-personalized-links-infusionsoft-id/ "Using Personalized links (Infusionsoft ID)"), [Salesforce CRM](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/using-personalized-links-salesforce-id/ "Using Personalized links (Salesforce ID)"), or your OnceHub account.

* [Personalized links (Salesforce ID)](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/using-personalized-links-salesforce-id/ "Using Personalized links (Salesforce ID)"): If you’re using our [native Salesforce integration](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/salesforce-integration/ "The ScheduleOnce connector for Salesforce"), your links can be automatically personalized for each recipient receiving the link in a [mass email campaign](https://help.oncehub.com/scheduleonce/sharing-publishing/web-form-integration/oncehub-for-lead-qualification/ "ScheduleOnce solution for lead qualification"). These links must be sent from Salesforce or a Salesforce-integrated app.
* [Personalized links (Infusionsoft ID)](https://help.oncehub.com/scheduleonce/account-integrations/crm/infusionsoft/using-personalized-links-infusionsoft-id/ "Using Personalized links (Infusionsoft ID)"): If you’re using our [native Infusionsoft integration](https://help.oncehub.com/scheduleonce/account-integrations/crm/infusionsoft/connecting-to-infusionsoft/ "Connecting to Infusionsoft"), your links can be automatically personalized for each recipient receiving the link in a [mass email campaign](https://help.oncehub.com/scheduleonce/sharing-publishing/web-form-integration/oncehub-for-lead-qualification/ "ScheduleOnce solution for lead qualification"). These links must be sent from Infusionsoft or an Infusionsoft-integrated app.

[Learn more about personalized links using CRM record IDs](https://help.oncehub.com/scheduleonce/sharing-publishing/personalized-links/personalizing-with-dynamic-crm-record-ids/ "Personalized links using CRM record IDs")

## Booking form prepopulation and skipping

[Section titled “Booking form prepopulation and skipping”](#booking-form-prepopulation-and-skipping)

When you create a Personalized link, you can choose to prepopulate the [Booking with the Customer’s details](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-forms-redirect/prepopulated-booking-forms/ "Prepopulated Booking forms") or skip the Booking form step altogether.

### Prepopulating the Booking form

[Section titled “Prepopulating the Booking form”](#prepopulating-the-booking-form)

If you already have some of your Customer’s information and want to collect additional information, or you want to make sure the information is up-to-date, you can **prepopulate** the Booking form with your current Customer information.

When the Booking form is prepopulated, it can operate in two modes: private or public. The mode of the Booking form depends on the source of the prepopulation data. Prepopulation data can originate from two sources:

* Parameters passed in the URL to the Booking page.
* Customer information stored in a Database such as your CRM or OnceHub account.

[Learn more about prepopulated Booking forms](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-forms-redirect/prepopulated-booking-forms/ "Prepopulated Booking forms")

### Skipping the Booking form

[Section titled “Skipping the Booking form”](#skipping-the-booking-form)

This option skips the Booking form step entirely and means your Customers only needs to choose a time to complete the booking. Skipping the Booking form provides a quicker booking process to your existing leads or Customers.

This functionality only works if the skipping rules apply. For example, both the Name and Email system fields must be provided in the URL because they are mandatory fields in OnceHub. The Booking form will not be skipped if these fields are empty, and a prepopulated Booking form will be shown instead to give the Customer an opportunity to fill out these fields.

[Learn more about OnceHub URL parameters and processing rules](https://help.oncehub.com/scheduleonce/sharing-publishing/personalized-links/url-parameters-syntax-and-processing-rules/ "OnceHub URL parameters and processing rules")

# Publishing on Websites

> Publishing On Websites documentation and guides.

[Website embed](https://help.oncehub.com/scheduleonce/sharing-publishing/publishing-on-websites/website-embed)

[Website embed customization](https://help.oncehub.com/scheduleonce/sharing-publishing/publishing-on-websites/website-embed-customization)

[Website embed: Business scenarios](https://help.oncehub.com/scheduleonce/sharing-publishing/publishing-on-websites/website-embed-business-scenarios)

[Website button](https://help.oncehub.com/scheduleonce/sharing-publishing/publishing-on-websites/website-button)

[Website button customization](https://help.oncehub.com/scheduleonce/sharing-publishing/publishing-on-websites/website-button-customization)

[Website button: Business scenarios](https://help.oncehub.com/scheduleonce/sharing-publishing/publishing-on-websites/website-button-business-scenarios)

[Add a button to Wordpress](https://help.oncehub.com/scheduleonce/sharing-publishing/publishing-on-websites/add-button-to-wordpress)

[Login integration for Customer onboarding](https://help.oncehub.com/scheduleonce/sharing-publishing/publishing-on-websites/login-integration-for-customer-onboarding)

[Solutions for Customer onboarding](https://help.oncehub.com/scheduleonce/sharing-publishing/publishing-on-websites/solutions-for-customer-onboarding)

# Add a button to Wordpress

> Adding a Website button to your Wordpress blog allows your Customers to schedule an appointment with you without leaving your blog.

Adding a Website button to your Wordpress blog allows your Customers to schedule an appointment with you without leaving your blog.

In this article, you’ll learn how to add a Website button to your [Wordpress.org](https://Wordpress.org) site.

## Adding a button to Wordpress

[Section titled “Adding a button to Wordpress”](#adding-a-button-to-wordpress)

Note

Some WordPress themes do not support Javascript and therefore cannot support our website integration, which requires Javascript. This is true of all Wordpress.com sites.

Other WordPress themes, depending on how the theme was coded by the individual theme creator, might encounter other issues with the website integration. However, the vast majority work smoothly if the above guidelines are followed.

1. Go to **Booking** **pages** in the bar on the left → **Booking page → Share & Publish**.
2. Select the **Website button** tab (Figure 1). ![](https://help.oncehub.com/_astro/screenshot-2022-10-13-132828.AKnpits1_2vhmmR.webp)Figure 1: Website button tab
3. In the **Select a button type** step, select whether you want to **Add a button anywhere on your page** or **Add a floating button**.
4. In the **Configure** step, you can edit the **Button text** and select the **Button color**.
5. In the **Select a Booking page** step, select the [Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages") or [Master page](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/introduction-to-master-pages/ "Introduction to Master pages") you want to create the website button for.
6. In the **Customer data** step, select to have Customers fill out the Booking form, or select a [Web form integration](https://help.oncehub.com/scheduleonce/sharing-publishing/web-form-integration/introduction-to-web-form-integration/ "Introduction to Webform Integration") option.
7. From the **Button code** step, choose the **Display type**.
8. Click the **Copy** button to the copy the code to your clipboard.
9. Next, go to your [Wordpress Administration page](https://wordpress.org/support/article/administration-screens/).
10. In the left sidebar, select **Appearance**.
11. Select **Widgets**.
12. Select the **Custom HTML** widget.
13. Next, choose whether you want to add it to your **Blog Sidebar** or **Footer**.
14. Click **Add Widget**.
15. In the **Custom HTML** pop-up, paste the button code from OnceHub.
16. Click **Done**.
17. Test the button on your blog and make any adjustments.

# Login integration for Customer onboarding

> Login integration allows your Customers to schedule an appointment with you from within your app or directly from your password-protected portal, without hav...

Login integration allows your Customers to schedule an appointment with you from within your app or directly from your password-protected portal, without having to fill in any details you already have. This integration can support your [Customer onboarding and support processes](https://help.oncehub.com/scheduleonce/sharing-publishing/publishing-on-websites/solutions-for-customer-onboarding/ "ScheduleOnce solution for Customer onboarding") as it provides an integrated scheduling option inside your app.

In this article, you’ll learn about how login integration works and how to use it.

## How does login integration work?

[Section titled “How does login integration work?”](#how-does-login-integration-work)

Login integration is implemented by passing Customer authenticated data from your app to one of our publishing options. The data must be formatted to match our [supported OnceHub URL parameters](https://help.oncehub.com/scheduleonce/sharing-publishing/personalized-links/url-parameters-syntax-and-processing-rules/ "ScheduleOnce URL parameters and processing rules").

Login integration means your Customers only need to choose a time when they make a booking. They don’t need to provide any personal information because OnceHub uses your authenticated user information to recognize them. Customers make bookings with the same email address that they used to register for your app. This ensures the booking is correctly assigned to your Customer record and allows you to maintain a holistic view of all Customer activities.

## Setting up login integration

[Section titled “Setting up login integration”](#setting-up-login-integration)

1. In the top navigation menu, click on the **Schedule button** and select **Publish on your website**.

2. Choose a publishing option.

   * [Website embed](https://help.oncehub.com/scheduleonce/sharing-publishing/publishing-on-websites/website-embed/ "Website embed"): Offer scheduling as an embedded component on any page in your app. In the **Customer data** step, select **Customer data is passed via URL parameters (web form integration)** and select **Skip the Booking form**.
   * [Website button](https://help.oncehub.com/scheduleonce/sharing-publishing/publishing-on-websites/website-button/ "Website button"): Place a button on any page in your app. In the **Customer data** step, select **Customer data is passed via URL parameters (web form integration)** and select **Skip the Booking form**

3. Click **Copy code** to copy the code to your clipboard.

4. Paste the code into a text editor so you can edit the code for your selected integration option.

5. [Add dynamic user attributes to your code](https://help.oncehub.com/scheduleonce/sharing-publishing/publishing-on-websites/login-integration-for-customer-onboarding/#adding-dynamic-user-attributes-to-the-code). This ensures that your booking process is prepopulated with your logged-in Customer information.

6. Place the code on the relevant pages on your website.

## Adding dynamic user attributes to the code

[Section titled “Adding dynamic user attributes to the code”](#adding-dynamic-user-attributes-to-the-code)

Dynamic user attributes are app-specific and development language-specific attributes that contain your user information. They are retrieved from your database or session. These attributes are created and populated after your Customers successfully sign in to your app.

To make sure your login integration works as intended, you need to add the user attributes in the right place in the provided HTML code. For that, you need to find a specific line in the HTML code and add these attributes at the end of that line.

### Find the OnceHub domain

[Section titled “Find the OnceHub domain”](#find-the-oncehub-domain)

You need to find the following part of the link. You can use the standard “search” feature of the text editor to find this line. Make sure to search for this exact line.

//go.oncehub.com/

### Find the end of the link

[Section titled “Find the end of the link”](#find-the-end-of-the-link)

To the right of the above link, you’ll see additional parameters. These include the name of your Booking page and styling information. You need to find the last attribute in the link to be able to correctly add the dynamic user attributes.

//go.oncehub.com/*30min\_consultation?thm=blue\&bc=142CFE\&tc=FFFFFF*

To help you determine if you’re looking at the right line in the HTML code, make sure your selected Booking page name appears in the link. The table below breaks-down the link into its different parts to help you find the exact location of your Booking page name.

| **Link part**                     | **Definition**                                                                                                                              |
| --------------------------------- | ------------------------------------------------------------------------------------------------------------------------------------------- |
| *//go.oncehub.com/*               | The standard OnceHub secure domain. This link is always secure when using one of our Website integration options.                           |
| *30min\_consultation*             | The name of the Booking page or Master page that you selected for your website integration.                                                 |
| *?thm=blue\&bc=142CFE\&tc=FFFFFF* | The styling information defined for your website integration. Styling information include the selected theme, the color of the buttons etc. |

### Add your dynamic user attributes

[Section titled “Add your dynamic user attributes”](#add-your-dynamic-user-attributes)

Your dynamic attributes should be added at the end of this link. When you add these attributes, you must make sure that they are correctly mapped to our [supported OnceHub URL parameters](https://help.oncehub.com/scheduleonce/sharing-publishing/personalized-links/url-parameters-syntax-and-processing-rules/ "ScheduleOnce URL parameters and processing rules"). In addition, login integration supports the **Skip** parameter, which is used to maximize your booking conversions and provide your Customers with a quicker booking process.

Let’s look at a PHP development language example. Let’s use two session attributes, user\_name and user\_email, which hold the logged-in user’s name and email respectively. The code below illustrates how to place these attributes using PHP’s syntax and OnceHub URL parameters.

/go.oncehub.com/30min\*consultation?thm=blue\&bc=142CFE\&tc=FFFFFF \*\&name=`<?=user_name?>`\&email=`<?=user_email?>`\_

See our [supported OnceHub URL parameters article](https://help.oncehub.com/scheduleonce/sharing-publishing/personalized-links/url-parameters-syntax-and-processing-rules/ "ScheduleOnce URL parameters and processing rules") for a full list of supported parameters.

# Solutions for Customer onboarding

> Once a prospect has become a Customer, a smooth onboarding process can secure their long-term trust and loyalty.

Once a prospect has become a Customer, a smooth onboarding process can secure their long-term trust and loyalty. With OnceHub, scheduling setup sessions, training sessions, and installation sessions become an integral part of your workflow. You’ll conduct more sessions, reduce time to implementation, and increase Customer satisfaction.

Here are some ways that you can use OnceHub in common onboarding scenarios.

## Scheduling onboarding sessions from your portal or app

[Section titled “Scheduling onboarding sessions from your portal or app”](#scheduling-onboarding-sessions-from-your-portal-or-app)

If you offer online products and services, strategically placing a call-to-action to schedule an onboarding session within your password-protected portal or app is a great way to help Customers learn about your product and how to maximize its benefits.

* The call-to-action to schedule can be placed in multiple places in your software. You can use our [Website embed](https://help.oncehub.com/scheduleonce/sharing-publishing/publishing-on-websites/website-embed/ "Website embed") or [Website buttons](https://help.oncehub.com/scheduleonce/sharing-publishing/publishing-on-websites/website-button/ "Website button") to integrate OnceHub with your app or portal.
* As your Customers are already logged in, these options can be offered only to specific Customer segments who meet certain criteria. For example, you can decide to offer these sessions only to premium users, within a certain time frame from registration, or any other relevant Customer criteria.
* Additionally, the Customer’s profile data can be passed to OnceHub. [Login integration](https://help.oncehub.com/scheduleonce/sharing-publishing/publishing-on-websites/login-integration-for-customer-onboarding/ "Login Integration") will allow Customers to be recognized when they make a booking. It will ensure that Customers make the booking with the same email address that they have used to register for your portal, allowing you to relate the booking to your Customer records.

## Offering onboarding sessions via personal invitations

[Section titled “Offering onboarding sessions via personal invitations”](#offering-onboarding-sessions-via-personal-invitations)

Your onboarding Team members might find it useful to send Customers individual email invitations with [Personalized links](https://help.oncehub.com/scheduleonce/sharing-publishing/personalized-links/using-personalized-links/ "Using Personalized links"). All your Customers need to do is select a time. There is no need for them to provide personal information or update any information that you already have.

This can be done both for specific Customers, or on a larger scale as part of your automated onboarding process. You can decide to offer this to all of your Customers, or only to those on higher service plans.

Tip

You can use the [OnceHub for Gmail extension](https://help.oncehub.com/user-integrations/browser-extension/introduction-to-oncehub-for-gmail/ "Introduction to OnceHub for Gmail") to schedule with Personalized links directly from your Gmail account. You can generate Personalized links, copy them in a single click, and send them in an email.

[Learn more about OnceHub for Gmail](https://help.oncehub.com/user-integrations/browser-extension/introduction-to-oncehub-for-gmail/ "Introduction to OnceHub for Gmail")

## Integrating scheduling into your online training catalog

[Section titled “Integrating scheduling into your online training catalog”](#integrating-scheduling-into-your-online-training-catalog)

Beyond onboarding sessions, you can also use online scheduling together with our [Payment integration](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/payment-integration-throughout-booking-lifecycle/ "Payment integration throughout the booking lifecycle") features to build online training catalogs. You can start by defining training courses consisting of single sessions or [multiple sessions](https://help.oncehub.com/scheduleonce/event-types-booking-pages/scheduling-options/session-packages/ "Session packages"), in private or in [group format](https://help.oncehub.com/scheduleonce/recommended-configuration/multiple-attendee-scenarios/using-group-sessions-with-connected-calendar/ "Group sessions (number of bookings per slot)").

You can include a link to your training catalog within your emails or within your portal or app. Your Customers will be able to select from the available training courses, pay for their session, and receive immediate confirmation of their booking and payment in one single action. Using our [Payment integration](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/oncehub-connector-for-paypal/) features, all payment activities including payments, invoicing, and reporting are automated.

# Website button

> The Website button publishing option can be added to any page on your website, allowing your Customers to schedule without leaving your website.

The Website button publishing option can be added to any page on your website, allowing your Customers to schedule without leaving your website. This scheduling method creates an effective call to action, motivating your leads and prospects to schedule with you. The button [text and design can be customized](https://help.oncehub.com/scheduleonce/sharing-publishing/publishing-on-websites/website-button-customization/ "Website button customization") and the scheduling lightbox is fully brandless.

In this article, you’ll learn about the Website button publishing option.

[Website button](https://www.youtube-nocookie.com/embed/1sq8XJhvymI?wmode=opaque)

## When should I use a Website button?

[Section titled “When should I use a Website button?”](#when-should-i-use-a-website-button)

Embedding a scheduling pane is an effective solution for several business flows, including:

* Offering scheduling to any site visitor.
* Offering scheduling only to prospects who [fill out your web form](https://help.oncehub.com/scheduleonce/sharing-publishing/web-form-integration/introduction-to-web-form-integration/ "Introduction to Webform Integration").
* Offering scheduling only to top prospects based on specific criteria.

[Learn more about using the Website button business scenarios](https://help.oncehub.com/scheduleonce/sharing-publishing/publishing-on-websites/website-button-business-scenarios/ "Website button - business scenarios")

## Requirements

[Section titled “Requirements”](#requirements)

To embed a scheduling pane on your website, you must be a webmaster for your company’s website, or have direct access to your company website’s code.

## Adding a Website button to your website

[Section titled “Adding a Website button to your website”](#adding-a-website-button-to-your-website)

1. Go to **Booking** **pages** in the bar on the left → **Booking page → Share & Publish**.

2. Select the **Website button** tab (Figure 1).

3. ![](https://help.oncehub.com/_astro/screenshot-2022-10-13-132828.AKnpits1_2vhmmR.webp)Figure 1: Share icon in top navigation menu

4. In the **Select a button type** step, there are two types of buttons to choose from (Figure 2).

5. * **Add a button anywhere on your page**: The width is determined by the button text. The height is 40px. This button is a standard HTML button and can be positioned anywhere on the page.

   * **Add a floating button**: The width is determined by the button text. This button is a standard HTML button with a fixed position. When you paste the code in an unrestricted location, it should show in the bottom right corner of your web page. ![](https://help.oncehub.com/_astro/1548761401948.BkR96mwc_Ze4DQ3.webp)

     Figure 3: Standard button and floating button

6. In the **Configure** step, you can edit the **Button text** and select the **Button color**.

7. In the **Select a Booking page** step, select the [Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages") or [Master page](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/introduction-to-master-pages/ "Introduction to Master pages") you want to create the website button for.

8. In the **Customer data** step (Figure 3), select to have Customers fill out the Booking form, or select a [web form integration](https://help.oncehub.com/scheduleonce/sharing-publishing/web-form-integration/introduction-to-web-form-integration/ "Introduction to Webform Integration") option. If you select a [web form integration option](https://help.oncehub.com/scheduleonce/sharing-publishing/web-form-integration/introduction-to-web-form-integration/ "Introduction to Web form integration"), you can select to **Skip the Booking form** or **Prepopulate the Booking form**. ![](https://help.oncehub.com/_astro/1564587619974.BwarzXvp_Z1MkR6V.webp)Figure 4: Customer data step

9. From the **Button code** step, choose the **Display type**. There are two types of display:

   * **Open in a lightbox:** The Booking page will be displayed in a lightbox on top of your web page.

   * **Open in a new page:** The Booking page will be displayed in a new browser tab.

     Note

     **Note**If you change any Website button settings, you must replace the Website button code you added to your web pages. However, you can always edit the [Booking page settings](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages"), [Master page settings](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/introduction-to-master-pages/ "Introduction to Master Pages"), and the [theme design](https://help.oncehub.com/scheduleonce/customization-branding/theme-designer/introduction-to-theme-designer/ "The Theme Designer") without updating the code on your web pages.

10. Click the **Copy code** button to the copy the code to your clipboard.

11. Paste into your website in the following locations, depending on the button type you selected:

    * **The standard website button**: Copy and paste the button code into your web page where you want the button to show.
    * **The floating button**: Copy and paste the button code into your web page just before the closing `</body>` tag.

If you have some basic understanding of CSS, you can apply [further customization](https://help.oncehub.com/scheduleonce/sharing-publishing/publishing-on-websites/website-button-customization/ "Website button customization") (button design and lightbox height) on top of the core settings.

OnceHub handles the lightbox height in one of two ways:

* **Fixed height**: This is the default option and height is set to 580 pixels. You can change the default height to any number you want by changing the height property in the code.
* **Responsive height**: This will automatically adjust the height to the frame content. To use this method, you must delete the height property in the code.

[Learn more about customizing the Website button](https://help.oncehub.com/scheduleonce/sharing-publishing/publishing-on-websites/website-button-customization/ "Website button customization")

## Restrictions for the Website button

[Section titled “Restrictions for the Website button”](#restrictions-for-the-website-button)

* The button and lightbox are an HTML 5 app and are not supported on old browsers, including Microsoft Internet Explorer.
* The button code contains JavaScript, which might be blocked by some low-cost web hosting providers. In this case, you will not be able to embed a booking page on this website.

# Website button: Business scenarios

> The OnceHub Website button publishing option can be added to any page on your website, allowing your Customers to schedule without leaving your website.

The OnceHub Website button [publishing option](https://help.oncehub.com/scheduleonce/sharing-publishing/publishing-on-websites/website-button/ "Introduction to publishing options") can be added to any page on your website, allowing your Customers to schedule without leaving your website. This scheduling method creates an effective call to action, motivating your leads and prospects to schedule with you. The button [text and design can be customized](https://help.oncehub.com/scheduleonce/sharing-publishing/publishing-on-websites/website-button-customization/ "Website button customization") and the scheduling lightbox is fully brandless.

The Website button can also be integrated with your [lead generation](https://help.oncehub.com/scheduleonce/sharing-publishing/web-form-integration/using-oncehub-for-lead-generation/ "ScheduleOnce for lead generation") process, letting you offer scheduling to every website visitor. If you want to offer scheduling to specific prospects, such as your top prospects, you can use the Website button in conjunction with our [Web form integration](https://help.oncehub.com/scheduleonce/sharing-publishing/web-form-integration/introduction-to-web-form-integration/ "Introduction to Web form integration") feature.

In this article, you’ll learn about different business scenarios for the Website button publishing option.

## Using the Website button to engage any website visitor

[Section titled “Using the Website button to engage any website visitor”](#using-the-website-button-to-engage-any-website-visitor)

You can embed a Website button in any website page. When the Customer clicks the the button, they will be taken directly to your [Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages") or [Master page](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/introduction-to-master-pages/ "Introduction to Master pages"). The Website button acts as a call-to-action that allows any website visitor to schedule with you without ever leaving your website.

[Learn more about the Website button](https://help.oncehub.com/scheduleonce/sharing-publishing/publishing-on-websites/website-button/ "Website button")

## Using the Website button with Web form integration

[Section titled “Using the Website button with Web form integration”](#using-the-website-button-with-web-form-integration)

You can use a Website button with [Web form integration](https://help.oncehub.com/scheduleonce/sharing-publishing/web-form-integration/introduction-to-web-form-integration/ "Introduction to Webform Integration") to offer scheduling to leads right after they submit a [lead generation](https://help.oncehub.com/scheduleonce/sharing-publishing/web-form-integration/using-oncehub-for-lead-generation/ "ScheduleOnce for lead generation") form.

You have the option to offer scheduling only to your top leads, based on their web form submission, or to every prospect who fills out your web form. Prospects that have already provided their details in your web form will not have to do so again in the Booking form. Customer data is passed from your web form directly to OnceHub.

There are two options for passing data to OnceHub when you integrate scheduling with your web form:

### Passing data via URL parameter&#x73;**[](https://help.oncehub.com/scheduleonce/sharing-publishing/web-form-integration/integrating-web-forms-using-url-parameters/ "Integrating your Web form with ScheduleOnce using URL parameters")**

[Section titled “Passing data via URL parameters ”](#passing-data-via-url-parameters-)

When you [pass data via URL parameters](https://help.oncehub.com/scheduleonce/sharing-publishing/personalized-links/personalizing-with-dynamic-url-parameters/ "How to create a Personalized link (URL parameters)"), web form data is passed to OnceHub via the URL. You can choose to [prepopulate](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-forms-redirect/prepopulated-booking-forms/ "Prepopulated Booking forms") or skip the Booking form.

If you are using a third-party web form, such as Wufoo, the Booking form data you pass via the URL needs to match the [supported OnceHub URL parameters](https://help.oncehub.com/scheduleonce/sharing-publishing/personalized-links/url-parameters-syntax-and-processing-rules/ "ScheduleOnce URL parameters and processing rules"). This will ensure the right information is extracted from the URL and placed in the correct Booking form fields.

### Passed data via CRM record IDs

[Section titled “Passed data via CRM record IDs”](#passed-data-via-crm-record-ids)

When you [pass data via CRM record IDs](https://help.oncehub.com/scheduleonce/sharing-publishing/personalized-links/personalizing-with-dynamic-crm-record-ids/ "Personalized links using CRM record IDs"), the CRM record ID is passed to OnceHub via the URL. You can choose to prepopulate or skip the Booking form.

* If you are using **Infusionsoft**, you can use the Infusionsoft Contact ID to [integrate with Infusionsoft Web forms](https://help.oncehub.com/scheduleonce/sharing-publishing/web-form-integration/integrating-with-infusionsoft-web-forms/ "Integrating with Infusionsoft Web forms") or [personalize the booking process on landing pages](https://help.oncehub.com/scheduleonce/account-integrations/crm/infusionsoft/personalizing-scheduling-on-landing-pages-with-infusionsoft-contact-ids/ "Using InfusionSoft Contact ID to personalize scheduling in landing pages").
* If you are using **Salesforce**, you can use the Salesforce Record ID to [personalize the booking process on landing pages](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/personalizing-scheduling-on-landing-pages-with-salesforce-ids/ "Using the Salesforce Record ID to personalize scheduling in landing pages").

Note

The button is a HTML 5 app and is not supported on old browsers, including Microsoft Internet Explorer.

# Website button customization

> The Website button publishing options can be added to any page on your website, allowing your Customers to schedule without leaving your website.

The Website button publishing options can be added to any page on your website, allowing your Customers to schedule without leaving your website. This scheduling method creates an effective call to action, motivating your leads and prospects to schedule with you.

The code provided by OnceHub creates two elements on your page: the button and the lightbox that shows the scheduling pane. The design and layout of the call-to-action button and the scheduling lightbox can be customized. Many button settings[ can be customized](https://help.oncehub.com/scheduleonce/sharing-publishing/publishing-on-websites/website-button/ "Website button") on the **Share & Publish** page. For more customization, you can add CSS properties to the code.

In this article, you’ll learn about customizing the Website button publishing option.

Note

This article describes customizing button design and size of the Website button. The design of the scheduling process itself is determined by the [Theme](https://help.oncehub.com/scheduleonce/customization-branding/theme-designer/introduction-to-theme-designer/ "The Theme Designer") applied on the Overview section of the embedded [Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-pages-overview/ "Booking page: Overview section") or [Master page](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-pages-overview/ "Master Page: Overview section").

## Requirements

[Section titled “Requirements”](#requirements)

To embed a scheduling pane on your website, you must be a webmaster for your company’s website, or have direct access to your company website’s admin area.

## Customization steps

[Section titled “Customization steps”](#customization-steps)

1. Go to **Booking** **pages** in the bar on the left → **Booking page → Share & Publish**.
2. Select the **Website button** tab (Figure 1). ![](https://help.oncehub.com/_astro/screenshot-2022-10-13-132828.AKnpits1_2vhmmR.webp)Figure 1: Website button tab
3. In the **Select a button type** step, select whether you want to **Add a button anywhere on your page** or **Add a floating button**.
4. In the **Configure** step, you can edit the **Button text** and select the **Button color**.
5. In the **Select a Booking page** step, select the [Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages") or [Master page](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/introduction-to-master-pages/ "Introduction to Master pages") you want to create the website button for.
6. In the **Customer data** step, select to have Customers fill out the Booking form, or select a [web form integration](https://help.oncehub.com/scheduleonce/sharing-publishing/web-form-integration/introduction-to-web-form-integration/ "Introduction to Webform Integration") option.
7. From the **Button code** step, choose the **Display type**.
8. Click the **Copy** button to the copy the code to your clipboard.
9. Paste the code into the relevant location on your website.

After you’ve pasted the code, you can follow the steps below to customize the button design and lightbox layout.

## Customizing the button design

[Section titled “Customizing the button design”](#customizing-the-button-design)

You can modify, add, or remove CSS properties in the code to achieve the most effective design for your website visitors. The text on the button can also be modified. The text on the button appears in the code just before the closing `</button>` tag.

`<!--ScheduleOnce button START-->`

`<button id="SOIBTN_BookingPageLink" style="background: #FE9E0C; color: #000000; padding: 10px 20px; border: 1px solid #c8c8c8; font: bold 14px Arial; cursor: pointer;" data-height="580" data-psz="00" data-so-page="BookingPageLink" data-delay="1">`Schedule an Appointment`</button>`

`<script type="text/javascript" src="https://cdn.oncehub.com/mergedjs/so.js">``</script>`

`<!-- ScheduleOnce button END -->`

The following properties can be modified, among others:

* Background color
* Padding (the spacing between and the text and the border)
* Border thickness and color
* Font family, style and color

![](https://help.oncehub.com/_astro/1548765179934.CqDHaeJX_1YRjmt.webp)Figure 2: Modifiable button properties

## Customizing the lightbox layout

[Section titled “Customizing the lightbox layout”](#customizing-the-lightbox-layout)

When you use a Website button, the Booking page can either open in a new browser tab or a lightbox. You should choose which option you prefer before copying the code from the **Share & Publish** page. In either case, the design of the scheduling process itself is [determined by the Theme](https://help.oncehub.com/scheduleonce/customization-branding/theme-designer/introduction-to-theme-designer/ "Introduction to the ScheduleOnce Theme designer") applied in the Overview section of the [Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-pages-overview/ "Booking page: Overview section") or [Master page](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-pages-overview/ "Master Page: Overview section") you selected in the **Select a Booking page** step.

Note

On mobile devices, the scheduling pane will always open in a new page, even if you selected the lightbox option.

### Open in a lightbox

[Section titled “Open in a lightbox”](#open-in-a-lightbox)

The **Open in a lightbox** option opens the Booking page or Master page in a lightbox. This option is instant and brandless, allowing your customers to schedule without ever leaving your website.

The lightbox width is a fixed to 796 pixels and cannot be modified. Due to width limitations, on mobile devices the scheduling pane will always open in a new page, even if you selected to open your page in a lightbox.

OnceHub handles the **lightbox height** in two ways:

* **Fixed height**: By default, the height is set to 580 pixels. You can change the default height to any number you want by changing the height property in the code. When the content is longer than the lightbox height, a vertical scroll bar will be added automatically.
* **Responsive height**: This will automatically adjust the height to the frame content. To use this method, you must delete the height property in the code. In this case, the height will adapt to the content of each step in the scheduling process.

`<!--ScheduleOnce button START-->`

`<button id="SOIBTN_BookingPageLink" style="background: #FE9E0C; border: 1px solid #C8C8C8; padding: 10px 20px; font: Arial bold 14px #000000;" data-height="580" data-psz="00" data-so-page="BookingPageLink" data-delay="1">`Schedule an Appointment`</button>`

`<script type="text/javascript" src="https://cdn.oncehub.com/mergedjs/so.js">``</script>`

`<!-- ScheduleOnce button END -->`

### Lightbox height recommendations

[Section titled “Lightbox height recommendations”](#lightbox-height-recommendations)

* For most cases, the default height is the recommended option.
* Modify the lightbox height if the content of the steps in your scheduling process is consistently shorter or longer than the default height.
* Remove the lightbox height attribute completely if you want your Customers to scroll using the external browser scroll bar, rather than the internal lightbox scroll bar.

### Open in a new page

[Section titled “Open in a new page”](#open-in-a-new-page)

The **Open in a new page** option opens your Booking page or Master page as a full page. This is similar to opening your Booking page from a link in an email.

# Website embed

> Your Customers can schedule without ever leaving your website if you use our Website embed publishing option.

Your Customers can schedule without ever leaving your website if you use our Website embed publishing option. This creates an effective call to action that motivates your leads and prospects to schedule with you. The embedded pane fits into any web page and doesn’t show any OnceHub branding.

In this article, you’ll learn about the Website embed publishing option.

[Website embed](https://www.youtube-nocookie.com/embed/GZzsZrwCYAw?wmode=opaque)

## When should I use Website embed?

[Section titled “When should I use Website embed?”](#when-should-i-use-website-embed)

Embedding a scheduling pane is an effective solution for several business flows, including:

* Offering scheduling to any site visitor.
* Offering scheduling only to prospects who [fill out your web form](https://help.oncehub.com/scheduleonce/sharing-publishing/web-form-integration/introduction-to-web-form-integration/ "Introduction to Webform Integration").
* Offering scheduling only to top prospects based on specific criteria.

[Learn more about Website embed business scenarios](https://help.oncehub.com/scheduleonce/sharing-publishing/publishing-on-websites/website-embed-business-scenarios/ "Website embed: Business scenarios")

## Requirements

[Section titled “Requirements”](#requirements)

To embed a scheduling pane on your website, you must be a webmaster for your company’s website, or have direct access to your company website’s code.

## Embedding your page onto your website

[Section titled “Embedding your page onto your website”](#embedding-your-page-onto-your-website)

1. Go to **Booking** **pages** in the bar on the left → **Booking page → Share & Publish**.
2. Select the **Website embed** tab (Figure 1). ![](https://help.oncehub.com/_astro/screenshot-2022-10-12-203527.DMyfK1OE_Z228FUf.webp)Figure 1: Website embed
3. Select the [Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages") or [Master page](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/introduction-to-master-pages/ "Introduction to Master pages") you want to embed on your website (Figure 1).
4. Use the **Width** drop-down menu to select the width of the Scheduling pane outer border.
5. Use the **Color** option to change the color of the border.
6. In the **Customer data** step (Figure 2), select to have Customers fill out the Booking form, or select a [Web form integration](https://help.oncehub.com/scheduleonce/sharing-publishing/web-form-integration/introduction-to-web-form-integration/ "Introduction to Webform Integration") option. If you select a [web form integration option](https://help.oncehub.com/scheduleonce/sharing-publishing/web-form-integration/introduction-to-web-form-integration/ "Introduction to Web form integration"), you can select to **Skip the Booking form** or **Prepopulate the Booking form**.
7. Click the **Copy code** button to the copy the code to your clipboard.
8. Paste the code into the relevant location on your website.

Note

If you change any Website embed settings, you must replace the Website embed code that you previously added to your web pages.

However, you can edit [Booking page settings](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages"), [Master page settings](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/introduction-to-master-pages/ "Introduction to Master Pages"), and the [theme design](https://help.oncehub.com/scheduleonce/customization-branding/theme-designer/introduction-to-theme-designer/ "The Theme Designer") without updating the code you added to your web pages.

## Customizing the embedded scheduling pane

[Section titled “Customizing the embedded scheduling pane”](#customizing-the-embedded-scheduling-pane)

If you have a basic understanding of CSS, you can apply [advanced customization](https://help.oncehub.com/scheduleonce/sharing-publishing/publishing-on-websites/website-embed-customization/ "Website embed customization") (embed frame height and width) on top of the core settings. The height can be fixed or responsive.

* **Fixed height**: This is the default option. The height is set to 550 pixels. You can change the default height to any number you want by changing the height property in the code.
* **Responsive height**: This will automatically adjust the height to the frame content. To use this method, you must delete the height property in the code.

[Learn more about customization](https://help.oncehub.com/scheduleonce/sharing-publishing/publishing-on-websites/website-embed-customization/ "Website embed customization")

### The embedded frame layout when width is between 900–541 pixels

[Section titled “The embedded frame layout when width is between 900–541 pixels”](#the-embedded-frame-layout-when-width-is-between-900541-pixels)

### ![](https://help.oncehub.com/_astro/1548738541468.DvcXxaR8_2t0snX.webp)Figure 4: Embedded frame layout when width is between 900–541 pixels

[Section titled “Figure 4: Embedded frame layout when width is between 900–541 pixels”](#figure-4-embedded-frame-layout-when-width-is-between-900541-pixels)

### The embedded frame layout when width is between 540–320 pixels

[Section titled “The embedded frame layout when width is between 540–320 pixels”](#the-embedded-frame-layout-when-width-is-between-540320-pixels)

![](https://help.oncehub.com/_astro/1548738541376.CB4aYRFZ_235DRu.webp)Figure 5: Embedded frame layout when width is between 540–320 pixels

## Restrictions for Website embed

[Section titled “Restrictions for Website embed”](#restrictions-for-website-embed)

* The embedded interface is a HTML 5 app and is not supported on old browsers, including Microsoft Internet Explorer. [Learn more about our System requirements](https://help.oncehub.com/getting-started/introduction-oncehub/oncehub-service-and-support-information/ "System requirements")
* The embed code contains JavaScript, which might be blocked by some low-cost web hosting providers. In this case, you will not be able to embed a booking page on this website.

# Website embed: Business scenarios

> You can use the Website embed publishing option to embed the OnceHub scheduling pane into any page on your website.

You can use the Website embed [publishing option](https://help.oncehub.com/scheduleonce/sharing-publishing/publishing-on-websites/website-embed/ "Introduction to publishing options") to embed the OnceHub scheduling pane into any page on your website. This allows your Customers to schedule without leaving your website.

The Website embed can also be integrated with your [lead generation](https://help.oncehub.com/scheduleonce/sharing-publishing/web-form-integration/using-oncehub-for-lead-generation/ "ScheduleOnce for lead generation") process, letting you offer scheduling to every website visitor. If you want to offer scheduling to specific prospects such as your top prospects, you can use Website embed in conjunction with our [web form integration](https://help.oncehub.com/scheduleonce/sharing-publishing/web-form-integration/introduction-to-web-form-integration/ "Introduction to Web form integration") feature.

In this article, you’ll learn about different business scenarios for the Website embed publishing option.

## Using Website embed to engage any website visitor

[Section titled “Using Website embed to engage any website visitor”](#using-website-embed-to-engage-any-website-visitor)

You can embed your [Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages") or [Master page](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/introduction-to-master-pages/ "Introduction to Master pages") into any website page. The embedded scheduling pane acts as a call-to-action that allows any website visitor to schedule with you, without ever leaving your website.

[Learn more about the Website embed](https://help.oncehub.com/scheduleonce/sharing-publishing/publishing-on-websites/website-embed/ "Website embed")

## Using Website embed to collect booking data

[Section titled “Using Website embed to collect booking data”](#using-website-embed-to-collect-booking-data)

You can collect booking confirmation data from an embedded Booking page by adding a JavaScript function alongside the OnceHub embed code in your website. This feature can be used in business scenarios such as creating a custom confirmation page, enabling client-side integrations, or enriching Customer data profiles.

[Learn more about collecting data from embedded Booking pages](https://help.oncehub.com/scheduleonce/developers/client-side-api/collecting-data-from-embedded-booking-page/)

## Using Website embed with Web form integration

[Section titled “Using Website embed with Web form integration”](#using-website-embed-with-web-form-integration)

You can use Website embed with [web form integration](https://help.oncehub.com/scheduleonce/sharing-publishing/web-form-integration/introduction-to-web-form-integration/ "Introduction to Webform Integration") to offer scheduling to leads right after they submit a [lead generation](https://help.oncehub.com/scheduleonce/sharing-publishing/web-form-integration/using-oncehub-for-lead-generation/ "ScheduleOnce for lead generation") form.

You have the option to offer scheduling only to your top leads, based on their web form submission, or to every prospect who fills out your web form. Prospects that have already provided their details in your web form will not have to do so again in the Booking form. Customer data is passed from your web form directly to OnceHub.

There are two options for passing data to OnceHub when you integrate scheduling with your web form.

### Passing data via URL parameters

[Section titled “Passing data via URL parameters”](#passing-data-via-url-parameters)

When you [pass data via URL parameters](https://help.oncehub.com/scheduleonce/sharing-publishing/personalized-links/personalizing-with-dynamic-url-parameters/ "How to create a Personalized link (URL parameters)"), web form data is passed to the OnceHub Website embed via the URL. You can choose to [prepopulate](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-forms-redirect/prepopulated-booking-forms/ "Prepopulated Booking forms") or skip the Booking form.

If you are using a **third party web form** such as Wufoo, the Booking form data you pass via the URL needs to match the [supported OnceHub URL parameters](https://help.oncehub.com/scheduleonce/sharing-publishing/personalized-links/url-parameters-syntax-and-processing-rules/ "ScheduleOnce URL parameters and processing rules"). This makes sure that the right information is extracted from the URL and placed in the correct Booking form fields.

### Passing data via CRM record IDs

[Section titled “Passing data via CRM record IDs”](#passing-data-via-crm-record-ids)

When you [pass data via CRM record IDs](https://help.oncehub.com/scheduleonce/sharing-publishing/personalized-links/personalizing-with-dynamic-crm-record-ids/ "Personalized links using CRM record IDs"), the CRM record ID is passed to OnceHub via the URL. You can choose to [prepopulate](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-forms-redirect/prepopulated-booking-forms/ "Prepopulated Booking forms") or skip the Booking form in order to provide a quicker booking experience.

* If you’re using **Infusionsoft**, you can use the Infusionsoft Contact ID to [integrate with Infusionsoft web forms](https://help.oncehub.com/scheduleonce/sharing-publishing/web-form-integration/integrating-with-infusionsoft-web-forms/ "Integrating with Infusionsoft Web forms") or [personalize the booking process on landing pages](https://help.oncehub.com/scheduleonce/account-integrations/crm/infusionsoft/personalizing-scheduling-on-landing-pages-with-infusionsoft-contact-ids/ "Using InfusionSoft Contact ID to personalize scheduling in landing pages").
* If you’re using **Salesforce**, you can use the Salesforce Record ID to [personalize the booking process on landing pages](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/personalizing-scheduling-on-landing-pages-with-salesforce-ids/ "Using the Salesforce Record ID to personalize scheduling in landing pages").

Note

The embedded interface is an HTML 5 app and is not supported on old browsers, including Microsoft Internet Explorer.

[Learn more about our System requirements](https://help.oncehub.com/getting-started/introduction-oncehub/oncehub-service-and-support-information/ "System requirements")

# Website embed customization

> The Website embed publishing option can be placed on any of your web pages as a call-to-action for your Customers to schedule with you.

The [Website embed](https://help.oncehub.com/scheduleonce/sharing-publishing/publishing-on-websites/website-embed/ "Website embed") publishing option can be placed on any of your web pages as a call-to-action for your Customers to schedule with you. The design and layout of the embedded scheduling pane can be customized to ensure it fits perfectly on your website. Many embed settings can be customized on the **Share & Publish** page before you copy the code.

For more advanced customization, you can modify properties directly in the code. You can also collect booking data from an embedded Booking page using the [client-side API](https://help.oncehub.com/scheduleonce/developers/client-side-api/embedded-booking-calendar-events/) for use cases such as creating a custom confirmation page, enabling client-side integrations, or enriching Customer data profiles.

In this article, you’ll learn about customizing the Website embed publishing option.

Note

This article describes customizing the size of the Website embed. The design of the scheduling process itself is determined by the [Theme](https://help.oncehub.com/scheduleonce/customization-branding/theme-designer/introduction-to-theme-designer/ "The Theme Designer") applied on the Overview section of the embedded [Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-pages-overview/ "Booking page: Overview section") or [Master page](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/master-pages-overview/ "Master Page: Overview section").

## Requirements

[Section titled “Requirements”](#requirements)

To embed a scheduling pane on your website, you must be a webmaster for your company’s website, or have direct access to your company website’s code.

## Customization steps

[Section titled “Customization steps”](#customization-steps)

1. Go to **Booking pages** in the bar on the left → **Booking page → Share & Publish**.

2. Select the **Website embed** tab (Figure 1). ![](https://help.oncehub.com/_astro/screenshot-2022-10-12-203527.DMyfK1OE_Z228FUf.webp)

   Figure 1: Website button tab

3. Select the [Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages") or [Master page](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/introduction-to-master-pages/ "Introduction to Master pages") you want to embed on your website.

4. Use the **Width** drop-down menu to select the width of the Scheduling pane outer border.

5. Use the **Color** option to change the color of the border.

6. In the **Customer data** step (Figure 2), select to have Customers fill out the Booking form, or select a [web form integration](https://help.oncehub.com/scheduleonce/sharing-publishing/web-form-integration/introduction-to-web-form-integration/ "Introduction to Webform Integration") option. If you select a [web form integration option](https://help.oncehub.com/scheduleonce/sharing-publishing/web-form-integration/introduction-to-web-form-integration/ "Introduction to Web form integration"), you can select to **Skip the Booking form** or **Prepopulate the Booking form**.![](https://help.oncehub.com/_astro/1564986669497.1ScUZBdw_1gWbIo.webp)

   Figure 2: Customer data step

7. Click the **Copy** button to the copy the code to your clipboard.

8. Paste the code into the relevant location on your website.

After you’ve pasted the code, you can follow the steps below to modify the embed height and embed width.

## Embed height

[Section titled “Embed height”](#embed-height)

* **Fixed height**: This is the default option. The height is set to 550 pixels. You can change the default height to any number you want by changing the height property in the code. When the content is longer, a vertical scroll bar will be added automatically. When the element containing the embed on your website has a height setting, we highly recommend setting the OnceHub height attribute to the same number of pixels as the height setting.
* **Responsive height**: This will automatically adjust the height to the frame content. To use this method you must delete the height property in the code. In this case the height will adapt to the content of each step in the scheduling process. Please note that this **does not effect** the time slot selection step of the booking process. This means that a vertical scroll bar will be added automatically if you have a large amount of times slots available for a given day.

`<!-- ScheduleOnce embed START -->`

`<div id="SOIDIV_BookingPageLink" data-so-page="BookingPageLink" data-height="550" data-style="border: 1px solid #d8d8d8; min-width: 290px; max-width: 900px;" data-psz="00">``</div>`

`<script type="text/javascript" src="https://cdn.oncehub.com/mergedjs/so.js">``</script>`

`<!-- ScheduleOnce embed END -->`

### Embed height recommendations

[Section titled “Embed height recommendations”](#embed-height-recommendations)

* For most cases, the default height is the recommended option.
* Modify the Embed height if the content of the steps in your scheduling process is consistently shorter or longer than the default height specified.
* Modify the Embed height to match the height set for the element containing the embed.
* Remove the Embed height attribute completely if you want your Customers to scroll using the external browser scroll bar, rather than the internal embed scroll bar.

## Embed width

[Section titled “Embed width”](#embed-width)

The embedded frame width is responsive in the 290–900 pixels range. It automatically adjusts for desktop and mobile devices. Because the embed is fully responsive, it will adjust to the maximum width of its wrapping container element (up to 900 pixels wide).

To ensure the embed remains responsive, we recommend that you don’t change the width of the code. If you want to limit the responsiveness of the embed, we recommend wrapping the embed with another element on your page. This can be done by adding a wrapping container around the code:

`<div style="width: 50%">`

`<!-- ScheduleOnce embed START -->`

`<div id="SOIDIV_BookingPageLink" data-so-page="BookingPageLink" data-height="550" data-style="border: 1px solid #d8d8d8; min-width: 290px; max-width: 900px;" data-psz="00">``</div>`

`<script type="text/javascript" src="https://cdn.oncehub.com/mergedjs/so.js">``</script>`

`<!-- ScheduleOnce embed END -->`

`</div>`

## Add personalized field parameters to the embed

[Section titled “Add personalized field parameters to the embed”](#add-personalized-field-parameters-to-the-embed)

If you’ve identified your website visitor through marketing campaign tracking, a signed-in customer portal, or any other method, you may already have their details, such as name, email, company, and any other custom data you require from them. In this case, you can autopopulate these fields from a data source on your end (requires additional development) so they don’t have to fill out a form with all necessary details you require for that scheduled meeting.

You can send these required field parameters to your embed if you’ve added the attribute **data-so-qry-prm** to your embed code, along with all relevant fields and their values.

Example of added attribute and field parameters:

data-so-qry-prm=“name=ADD%20NAME\&email=ADDEMAIL%40DOMAIN.COM\&mycustomfield=12345”

In the above case, the parameters are specifying a name, email, and a custom field. For instance, the custom field could be a record ID, fetched through a cookie or other communication with your database.

If you’d prefer one of the fields, such as a record ID, be hidden from the Customer in their booking notifications, you can configure it as a [hidden Custom field](https://help.oncehub.com/scheduleonce/customization-branding/booking-forms-editor/hiding-fields-on-booking-form/).

[Learn more about the syntax for added parameters](https://help.oncehub.com/scheduleonce/sharing-publishing/personalized-links/url-parameters-syntax-and-processing-rules/)

# Web Form Integration

> Web Form Integration documentation and guides.

[Introduction to web form integration](https://help.oncehub.com/scheduleonce/sharing-publishing/web-form-integration/introduction-to-web-form-integration)

[Integrating web forms using URL parameters](https://help.oncehub.com/scheduleonce/sharing-publishing/web-form-integration/integrating-web-forms-using-url-parameters)

[Integrating web forms with Salesforce and OnceHub](https://help.oncehub.com/scheduleonce/sharing-publishing/web-form-integration/integrating-web-forms-with-salesforce-and-oncehub)

[Integrating with Infusionsoft web forms](https://help.oncehub.com/scheduleonce/sharing-publishing/web-form-integration/integrating-with-infusionsoft-web-forms)

[OnceHub for lead qualification](https://help.oncehub.com/scheduleonce/sharing-publishing/web-form-integration/oncehub-for-lead-qualification)

[Using OnceHub for lead generation](https://help.oncehub.com/scheduleonce/sharing-publishing/web-form-integration/using-oncehub-for-lead-generation)

[Using the web form as a filter](https://help.oncehub.com/scheduleonce/sharing-publishing/web-form-integration/using-web-form-as-filter)

[Using web forms to allow only one booking per customer](https://help.oncehub.com/scheduleonce/sharing-publishing/web-form-integration/using-web-forms-to-allow-only-one-booking-per-customer)

[Creating a password-protected Booking page](https://help.oncehub.com/scheduleonce/sharing-publishing/web-form-integration/creating-password-protected-booking-page)

[Validating data received from your Customers](https://help.oncehub.com/scheduleonce/sharing-publishing/web-form-integration/validating-data-received-from-your-customers)

# Creating a password-protected Booking page

> If you don't want your OnceHub Booking page to be available to the general public, you can put a form in front of your Booking page to act as a "gatekeeper".

If you don’t want your OnceHub Booking page to be available to the general public, you can put a form in front of your [Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages") to act as a “gatekeeper”. When your Customers access the Booking page, they will be prompted to provide a password before the form is displayed.

Some third-party forms and custom forms can require a password. To protect your Booking page with a password, ensure that you’re using [web form integration](https://help.oncehub.com/scheduleonce/sharing-publishing/web-form-integration/introduction-to-web-form-integration/ "Introduction to Webform Integration") and that your lead generation form provides this functionality.

In this article, you’ll learn about creating a password-protected Booking page.

## Why would I need to create a password-protected Booking page?

[Section titled “Why would I need to create a password-protected Booking page?”](#why-would-i-need-to-create-a-password-protected-booking-page)

You may offer appointments to a specific company and don’t want non-employees to be able to schedule. By protecting your Booking page with a password, you can selectively provide the password only to those Customers who should be allowed to access it.

Password protection also acts as an additional layer of security.

## Creating a password-protected Booking page

[Section titled “Creating a password-protected Booking page”](#creating-a-password-protected-booking-page)

In this example, your [Wufoo form](https://www.wufoo.com/) will act as the “gatekeeper” to your Booking page.

1. [Integrate OnceHub with your Wufoo form using URL parameters](https://help.oncehub.com/scheduleonce/sharing-publishing/web-form-integration/integrating-web-forms-using-url-parameters/ "Integrating your Web form with ScheduleOnce using URL parameters")
2. In Wufoo, create a new form or edit an existing form. Ensure that your Wufoo form includes the **Customer name** and **Email** fields.
3. Use [Wufoo’s templating feature](http://help.wufoo.com/articles/en_US/SurveyMonkeyArticleType/Templating) to pass the field content to OnceHub.
4. In the Wufoo **Form Manager**, hover over your form and click the **Set password** button (Figure 1).![](https://help.oncehub.com/_astro/wufoo.DLxR5-Si_Z1od2jy.webp)Figure 1: Wufoo Form Manager
5. Enter a password for the page and save the changes.

Your Wufoo form is now configured to ask Customers for a password before the form can be displayed.

You should use one of the Wufoo sharing options to invite your Customers to schedule. Make sure to provide your Customers with the password.

Your Customers will be able to enter the password, fill out the form, and make a booking without having to fill out the OnceHub Booking form.

Caution

Don’t share the OnceHub Booking page directly with your Customers as this will bypass the additional logic from the Wufoo form step.

# Integrating web forms using URL parameters

> If you want to integrate your web form with OnceHub, you'll need to set up your web form to redirect to an external URL and include the submitted form data i...

If you want to integrate your web form with OnceHub, you’ll need to set up your web form to redirect to an external URL and include the submitted form data in the URL.

The URL should be either a standalone [Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages") (e.g. <https://go.oncehub.com/dana>), or a custom Thank you page with a website integration option on it (for example, a [Website button](https://help.oncehub.com/scheduleonce/sharing-publishing/publishing-on-websites/website-button/ "Website Button") or [Website embed](https://help.oncehub.com/scheduleonce/sharing-publishing/publishing-on-websites/website-embed/ "Website Embed")). The submitted form data must be formatted to match our [supported OnceHub URL parameters](https://help.oncehub.com/scheduleonce/sharing-publishing/personalized-links/url-parameters-syntax-and-processing-rules/ "OnceHub URL parameters and processing rules").

In this article, you’ll learn about integrating your web form with OnceHub using URL parameters.

Note

This article describes how to send information from your web form to a OnceHub Booking page. It’s also possible to [redirect booking confirmation data](https://help.oncehub.com/scheduleonce/developers/client-side-api/redirecting-booking-confirmation-data/) from your OnceHub Booking form to a web form using URL parameters.

## Using URL parameter with web form apps

[Section titled “Using URL parameter with web form apps”](#using-url-parameter-with-web-form-apps)

There are many web form apps available on the market, but only a few of them support the URL parameters functionality. Most often, you will find this functionality in the **Notifications** section of your web form. In this article, we use [Wufoo](http://help.wufoo.com/articles/en_US/SurveyMonkeyArticleType/Form-Rules) to describe the steps required to integrate your web form with OnceHub, but the same steps should apply to any web form which is capable of supporting URL parameters. Some other web forms that support this functionality include [123FormBuilder](https://www.123formbuilder.com/docs/how-to-pass-user-input-from-one-form-to-another/) and [GravityForm](https://www.gravityhelp.com/documentation/article/gform_confirmation/).

## Requirements

[Section titled “Requirements”](#requirements)

To integrate your web form with OnceHub, you must ensure that the web form can pass parameters to the Thank you page.

## Copying the Website embed or Website button code from OnceHub

[Section titled “Copying the Website embed or Website button code from OnceHub”](#copying-the-website-embed-or-website-button-code-from-oncehub)

1. Go to the **Schedule button** in the top navigation menu and select **Publish on your website**.

2. Select the publishing option you will add to your Thank you page.

   * [Website embed](https://help.oncehub.com/scheduleonce/sharing-publishing/publishing-on-websites/website-embed/ "Website Embed"): This option displays your Booking page as an integrated part of your web page.
   * [Website button](https://help.oncehub.com/scheduleonce/sharing-publishing/publishing-on-websites/website-button/ "Website Button"): Clicking the button displays your Booking page in a lightbox on top of your web page, or in a new browser tab.

3. In the **Select a Booking page** step, select the page you want to integrate with your web form (Figure 1). ![Figure 1: Select a Booking page step](https://help.oncehub.com/_astro/screenshot-2022-10-12-203527.DMyfK1OE_Z228FUf.webp)Figure 1: Select a Booking page step

4. Select **Customer data is passed via URL parameters** from the **Customer data** step.

5. In the **Booking form** step, you can select one of the two options below:

   * **Skip the Booking form:** Skipping the OnceHub Booking form helps you maximize your booking conversions and provides your Customers with a quicker booking process.
   * **Prepopulate the Booking form:** The data is visible in the Booking form and can be edited by the Customer before submission. [Learn more about prepopulated Booking forms](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-forms-redirect/prepopulated-booking-forms/ "Prepopulated Booking forms")

6. Click **Copy code** to copy the code to your clipboard.

## Creating a Thank you page

[Section titled “Creating a Thank you page”](#creating-a-thank-you-page)

In this step, you’ll need to create a Thank you page where your prospects will be redirected to after filling out and submitting your form. Most web form apps provide a Thank you page that you can customize. However, you might want to use your own Thank you page, which sits on your branded website or on an external landing page builder app.

On your Thank you page, paste the OnceHub Website embed or Website button code that you copied in the steps above. You should paste the code where you want the publishing option to show.

## Sending the web form data to the Thank you page via URL

[Section titled “Sending the web form data to the Thank you page via URL”](#sending-the-web-form-data-to-the-thank-you-page-via-url)

This is the most important part of the process. Follow the steps below to complete the integration:

1. **Redirect the web form to your Thank you page:** When the form is submitted, it needs to redirect to the Thank you page you set up earlier. For example, if you’re using **Wufoo**, you can use a feature called [Form Rules](http://help.wufoo.com/articles/en_US/SurveyMonkeyArticleType/Form-Rules) to define the form submission redirect URL.
2. **Pass web form data to the Thank you page URL:** In addition to redirecting to the Thank you page, you’ll need to configure how the web form passes data in the URL to make sure that all Booking form data is added to the URL.
3. **Match web form data to OnceHub supported fields:** To be able to use the web form data in OnceHub, you need to make sure the right fields are passed to OnceHub. Only supported fields are processed. Most modern web form apps provide **field** **mapping** functionality, which allows you to change the names of the web form fields when passing them via the URL. For example, if you’re using [Wufoo](https://www.wufoo.com/), you can map Wufoo fields to third-party app fields using a feature called [Templating](http://help.wufoo.com/articles/en_US/SurveyMonkeyArticleType/Templating).
4. To add more URL parameters to the code, check the [OnceHub URL parameters article.](https://help.oncehub.com/scheduleonce/sharing-publishing/personalized-links/url-parameters-syntax-and-processing-rules/ "OnceHub URL parameters and processing rules")

Congratulations! You have integrated OnceHub with your web form.

# Integrating web forms with Salesforce and OnceHub

> When your web form is integrated with OnceHub, your Customers will be able to schedule meetings immediately after submitting a lead generation form.

When your web form is integrated with OnceHub, your Customers will be able to schedule meetings immediately after submitting a [lead generation](https://help.oncehub.com/scheduleonce/sharing-publishing/web-form-integration/using-oncehub-for-lead-generation/ "ScheduleOnce for lead generation") form. [Web form integration](https://help.oncehub.com/scheduleonce/sharing-publishing/web-form-integration/introduction-to-web-form-integration/ "Introduction to Web form integration") is used primarily to provide a unique scheduling experience for different types of prospects.

Since prospects have already provided their details in your web form, they will not have to do so again in the Booking form. Customer data is passed from your web form directly to OnceHub, allowing you to offer Customers a faster scheduling experience.

Note

For security and privacy reasons, using CRM record IDs to skip or pre-populate the Booking form is not compatible with [collecting data from an embedded Booking page](https://help.oncehub.com/scheduleonce/developers/client-side-api/collecting-data-from-embedded-booking-page/) or [redirecting booking confirmation data](https://help.oncehub.com/scheduleonce/developers/client-side-api/redirecting-booking-confirmation-data/).

Web forms can be created with web form apps such as [Formstack](https://www.formstack.com/), [Wufoo](https://www.wufoo.com/), or [FormAssembly](https://www.formassembly.com/), or when using marketing automation apps such as [Hubspot](https://www.hubspot.com/), [Eloqua](https://www.oracle.com/marketingcloud/products/marketing-automation/), or [Marketo](https://www.marketo.com/). You can integrate your web form with Salesforce and with OnceHub.

Caution

The native Salesforce Web-to-Lead form does not allow you to update existing records and always creates new leads asynchronously. Lead records will be created within 24 hours and duplicate records may be added to your Salesforce organization.

When redirecting your Web-to-Lead form to a OnceHub booking page, Customers submit the form and make a booking. OnceHub will update or create Lead records based on the Customer’s email address. Since the creation of leads is asynchronous, OnceHub might not find the related Lead record in your Salesforce organization and create a new Lead record, resulting in duplicate records.

It is recommended to use other Web form applications to create or update Leads in your Salesforce organization in real time rather than using the native Salesforce Web-to-Lead form functionality.

The following options should be considered when integrating Salesforce, OnceHub, and your Web form application.

## Integrating your Web form with OnceHub and Salesforce using Record ID

[Section titled “Integrating your Web form with OnceHub and Salesforce using Record ID”](#integrating-your-web-form-with-oncehub-and-salesforce-using-record-id)

In this case, your Web form creates or updates records in Salesforce and then the Record ID is passed to a [Thank you page](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/personalizing-scheduling-on-landing-pages-with-salesforce-ids/ "Using Salesforce Record IDs to personalize scheduling on landing pages"). When integrating your Web form with OnceHub, the Customer is redirected to a Thank you page that includes the OnceHub button or Website embed. This is the recommended approach and enables you to avoid duplication of records in your Salesforce organization.

When the form is submitted:

1. The Web form app creates or updates Salesforce records based on the email address provided by the Customer in the form.
2. The Salesforce Record ID is sent to the Web form application via the Salesforce API and then passed to OnceHub.
3. The Customer is redirected automatically to a [Thank you page](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/personalizing-scheduling-on-landing-pages-with-salesforce-ids/ "Using the Salesforce Record ID to personalize scheduling in landing pages") with an embedded [Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages") or Website Button that leads to a Booking page. The Customer can make booking without having to provide any additional information.
4. OnceHub identifies the Customer in your Salesforce organization based on the Salesforce Record ID received from the web form application.
5. OnceHub adds an event to the Salesforce record and updates the record based on your setup options via the Salesforce API.

[Learn more about Using Salesforce Record IDs to personalize scheduling in landing pages](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/personalizing-scheduling-on-landing-pages-with-salesforce-ids/ "Using Salesforce Record IDs to personalize scheduling in landing pages")

## Integrating your web form with OnceHub and Salesforce using URL parameters

[Section titled “Integrating your web form with OnceHub and Salesforce using URL parameters”](#integrating-your-web-form-with-oncehub-and-salesforce-using-url-parameters)

If you integrate your web form with OnceHub and Salesforce using URL parameters, the Customer is always identified via their email address. After completing the web form, the Customer is redirected to a Thank you page using URL parameters.

When the form is submitted:

1. The web form app creates or updates Salesforce records based on the email address provided by the Customer in the form.
2. The Customer’s information is passed to OnceHub using URL parameters.
3. The Customer is redirected automatically to a [Thank you page using URL parameters](https://help.oncehub.com/scheduleonce/sharing-publishing/web-form-integration/integrating-web-forms-using-url-parameters/ "Integrating your Web form with ScheduleOnce using URL parameters") to make a booking without having to provide any additional information.
4. OnceHub identifies the Customer in your Salesforce organization based on the email address received from the web form application.
5. OnceHub adds an event to the Salesforce record and updates the record based on your setup options via the Salesforce API.

[Learn more about integrating your web form with OnceHub using URL parameters](https://help.oncehub.com/scheduleonce/sharing-publishing/web-form-integration/integrating-web-forms-using-url-parameters/ "Integrating your Web form with ScheduleOnce using URL parameters")

Note

When duplicate records are found, OnceHub will always update the most recent record in your Salesforce organization. This means that in nearly all cases, the activity will be correctly added to the record that is created or updated via your web form.

# Integrating with Infusionsoft web forms

> When your Infusionsoft web form is integrated with OnceHub, your Customers will be able to schedule meetings immediately after submitting the form.

When your Infusionsoft web form is integrated with OnceHub, your Customers will be able to schedule meetings immediately after submitting the form. They are redirected to a Booking page or Thank you page. The Customer can then pick a time to schedule the booking without having to provide any additional information. The appointment is then scheduled and added to the Infusionsoft Contact.

In this article, you’ll learn about integrating OnceHub with Infusionsoft web forms.

## Benefits of integrating OnceHub with Infusionsoft web forms

[Section titled “Benefits of integrating OnceHub with Infusionsoft web forms”](#benefits-of-integrating-oncehub-with-infusionsoft-web-forms)

When you create an Infusionsoft Campaign, you can define goals for your Infusionsoft Contacts. A goal can be achieved when an Infusionsoft Contact submits a web form.

After the form is submitted, Infusionsoft can automatically pass the Contact ID to a redirect page. Recognizing the Customer by the Infusionsoft Contact ID provides two key benefits:

* On the User side, it eliminates any chances of updating the wrong record.
* On the Customer side, it allows you to [prepopulate the Booking form step with Infusionsoft record data or completely skip the Booking form step](https://help.oncehub.com/scheduleonce/account-integrations/crm/infusionsoft/prepopulateskip-booking-form-step-in-infusionsoft-integration/ "How to prepopulate or skip the Booking form step in Infusionsoft integration"). This eliminates the need to ask Customers for information you already have, improving conversion rates and moving leads through the funnel with speed and efficiency.

## Redirecting options

[Section titled “Redirecting options”](#redirecting-options)

Contacts can be automatically redirected to a [Booking page link](https://help.oncehub.com/scheduleonce/sharing-publishing/personalized-links/sharing-your-booking-links-in-emails-and-other-apps/ "How to share links in emails and other apps"), an [Infusionsoft thank you page](https://help.infusionsoft.com/help/landing-pages-choosing-a-template), or a [custom landing page](https://help.oncehub.com/scheduleonce/account-integrations/crm/infusionsoft/personalizing-scheduling-on-landing-pages-with-infusionsoft-contact-ids/ "Using InfusionSoft Contact ID to personalize scheduling in landing pages"). In all cases, your Customer will be able to pick a time to schedule the booking without having to provide any additional information. The appointment is then scheduled and added to the Infusionsoft Contact.

Note

For security and privacy reasons, using CRM record IDs to skip or pre-populate the Booking form is not compatible with [collecting data from an embedded Booking page](https://help.oncehub.com/scheduleonce/developers/client-side-api/collecting-data-from-embedded-booking-page/) or [redirecting booking confirmation data](https://help.oncehub.com/scheduleonce/developers/client-side-api/redirecting-booking-confirmation-data/).

### Redirecting to a Booking page

[Section titled “Redirecting to a Booking page”](#redirecting-to-a-booking-page)

1. Go to **Booking** **pages** in the bar on the left → **Booking page → Share & Publish**.
2. In the **Mail Merge** section, use the drop-down menu to select the Booking page or Master page that you want to create a link for (Figure 1).![](https://help.oncehub.com/_astro/screenshot-2022-10-13-170238.Oxa-Yta7_ZY7uLl.webp)Figure 1: Select Booking page
3. In the **Customer data** step, select **Personalized** **link** (Figure 2). ![](https://help.oncehub.com/_astro/customer-data.DyeRM8nA_Z7FOgQ.webp)Figure 2: Customer data step
4. Click the **Copy link** button to copy the link to your clipboard. If you want to skip the Booking form step, when you paste the link you should add the soskip parameter to the link: http\:// go.oncehub.com/johnsmith?soskip=1.![](https://help.oncehub.com/_astro/1564753991621.CFpKMi1U_5NzW3.webp)Figure 3: Copy link
5. In Infusionsoft, go to **Marketing → Campaign builder**.
6. Open an existing campaign or create a new one.
7. In the campaign builder, click and drag the **Web form submitted** goal onto the campaign canvas. ![](https://help.oncehub.com/_astro/is.-sAWfzur_Ib4cv.webp)Figure 4: Infusionsoft campaign builder canvas
8. Double-click the **Web form submitted** goal to configure the web form.
9. In the **Thank-you page** tab, select **Web address** from the drop-down menu.
10. Copy and paste the Booking page link into the **URL field** (Figure 5).![](https://help.oncehub.com/_astro/1565095968698.Bih92D4y_rk7cV.webp)Figure 5: Thank-you page tab
11. Check the **Pass contact’s information to the thank-you page** check box to automatically pass the Contact ID to the Booking page.
12. Click the Back arrow to return to the Campaign Builder.

Note

You can also create [Personalized links (Infusionsoft ID)](https://help.oncehub.com/scheduleonce/account-integrations/crm/infusionsoft/using-personalized-links-infusionsoft-id/ "Using Personalized links (Infusionsoft ID)") to send to specific Customers.

### Redirect to an Infusionsoft Thank you page

[Section titled “Redirect to an Infusionsoft Thank you page”](#redirect-to-an-infusionsoft-thank-you-page)

When you redirect to an Infusionsoft Thank you page, the Infusionsoft Contact ID is passed automatically to the [Website embed](https://help.oncehub.com/scheduleonce/sharing-publishing/publishing-on-websites/website-embed/ "Website Embed") or [Website button](https://help.oncehub.com/scheduleonce/sharing-publishing/publishing-on-websites/website-button/ "Website Button") placed on your landing page.

1. Go to **Booking** **pages** in the bar on the left → **Booking page → Share & Publish**.

2. In the **Website embed** tab, select the [Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages") or [Master page](https://help.oncehub.com/scheduleonce/master-pages-resource-pools/master-pages/introduction-to-master-pages/ "Introduction to Master pages") you want to embed on your website (Figure 6). ![](https://help.oncehub.com/_astro/screenshot-2022-10-12-203527.DMyfK1OE_Z228FUf.webp)Figure 6: Select a Booking page step

3. Use the **Width** drop-down menu to select the width of the Scheduling pane outer border.

4. Use the **Color** option to change the color of the border.

5. In the **Customer data** step, select to have Customers fill out the Booking form, or select a [web form integration](https://help.oncehub.com/scheduleonce/sharing-publishing/web-form-integration/introduction-to-web-form-integration/ "Introduction to web form integration") option.

6. Select whether you want to **Skip the Booking form** or **Prepopulate the Booking form**.

7. Click the **Copy** button to the copy the code to your clipboard.

8. In Infusionsoft, go to **Marketing → Campaign** **builder**.

9. Open an existing campaign or create a new one.

10. In the Campaign builder, click and drag the **Web form submitted** goal onto the campaign canvas.

11. Double-click the **Web form submitted** goal to configure the web form.

12. In the **Thank-you page** tab, select **Thank-you page** from the drop-down menu.

13. In the **Snippets** snippets tab (Figure 7), click and drag the HTML snippet onto the Thank-you pag&#x65;**.![](https://help.oncehub.com/_astro/is.-sAWfzur_Ib4cv.webp)Figure 7: Thank-page Snippets tab**

14. Add the Website embed code to the snippet. If the Infusionsoft HTML snippet reformats the embed code, you will need to add the code below to display the embed correctly. In the code below, replace the following information:

    * Replace BOOKING\_PAGE\_LINK with your Booking page link or Master page link, without the domain. Example: use just “TestPage” if your full link is <https://go.oncehub.com/TestPage>.

    * To skip the Booking form, add the OnceHub parameter soSkip=1

    * To pass the Infusionsoft contact ID, add the OnceHub parameter soisContactID=\~Contact.Id\~

      `<!-- ScheduleOnce embed START -->`

      `<div id ="SOIDIV_test" data-so-page="BOOKING_PAGE_LINK&soSkip=1&soisContactID=~Contact.Id~&em=1" data-height="550" data-style="border:1px solid #d8d8d8; min-width: 290px; max-width:900px;" data-psz="01">``</div>`

      `<script type="text/javascript" src="https://cdn.oncehub.com/mergedjs/so.js">``</script>`

      `<!-- ScheduleOnce embed END -->`

15. Then, click **Save**.

To test your Thank-you page, click the **Test** button.

### Redirect to a custom landing page

[Section titled “Redirect to a custom landing page”](#redirect-to-a-custom-landing-page)

The Infusionsoft Contact ID is passed automatically to a [Website embed](https://help.oncehub.com/scheduleonce/sharing-publishing/publishing-on-websites/website-embed/ "Website Embed") or [Website button](https://help.oncehub.com/scheduleonce/sharing-publishing/publishing-on-websites/website-button/ "Website Button") placed on your landing page. If you want to [pass the OnceHub parameter soSkip](https://help.oncehub.com/scheduleonce/account-integrations/crm/infusionsoft/using-infusionsoft-contact-ids-to-identify-customers-during-booking/ "Using Infusionsoft Contact IDs to identify Customers during the booking process"), you can add ?*soSkip=1* to your landing page link.

1. In the **Thank-you page** tab, select **Web address** from the **Thank you page to display** drop-down list.
2. Copy and paste your Landing page link into the **URL field**.
3. Add ?soSkip=1 to your landing page link. Your link will look like this: [http://www\\.example.com?soSkip=1](http://www%5C.example.com?soSkip=1)
4. Check the **Pass contact’s information to the thank-you page** check box to automatically pass the Contact ID to the Booking page.

Caution

If the [Website embed](https://help.oncehub.com/scheduleonce/sharing-publishing/publishing-on-websites/website-embed/ "Website embed") or [Website button](https://help.oncehub.com/scheduleonce/sharing-publishing/publishing-on-websites/website-button/ "Website button") code was placed on your webpage was added prior to November 7, 2015, you will need to replace it with the updated OnceHub code.

Sign in to your OnceHub account,

* Go to **Booking** **pages** in the bar on the left → **Booking page → Share & Publish**. Select the **Website embed** or **Website button tab**. In the **Customer data** step, select **Customer data is passed using the Infusionsoft Contact ID** (web form integration). Then, copy and paste the embed or button code in your landing page.

# Introduction to web form integration

> OnceHub now offers forms with advanced functionality and conditional logic. This is a much simpler and more powerful method than the feature described below ...

Tip

OnceHub now offers forms with advanced functionality and conditional logic. This is a much simpler and more powerful method than the feature described below and may work better for your scenario.

[Learn more about OnceHub advanced forms](https://www.oncehub.com/automated-forms)

[Getting started with forms](https://help.oncehub.com/product/routing-forms/introduction-to-routing-forms/introduction-to-routing-forms/)

With web form integration, you can choose to provide scheduling to every prospect who fills out your [lead generation](https://help.oncehub.com/scheduleonce/sharing-publishing/web-form-integration/using-oncehub-for-lead-generation/ "ScheduleOnce for lead generation") form, or only to prospects who meet certain criteria. When your web form is integrated with OnceHub, your Customers will be able to schedule a meeting immediately after submitting a form.

Web form integration is a flexible feature that can be configured to fit your specific business case. Scheduling is the ideal contact method for your serious prospects who are ready to engage. It is best used in two use cases:

* To offer scheduling only to your top leads. In other words, when you want to segment prospects based on their web form choices.
* To offer scheduling to all prospects who fill out your form.

Since prospects have already provided their details in your web form, they won’t have to do so again in the Booking form. Customer data is passed from your web form directly to OnceHub, allowing you to offer Customers a quicker scheduling experience.

In this article, you’ll learn about the key concepts to consider when integrating your web form with OnceHub.

## All prospects versus top prospects

[Section titled “All prospects versus top prospects”](#all-prospects-versus-top-prospects)

Running an effective lead generation campaign often requires a separate flow for each type of lead.

For example, you might want to offer a scheduling option only to large enterprises, as they have a higher potential of becoming high-value Customers. To achieve this, you need to set up web form rules or conditions that will use the lead’s selections to redirect them to a dedicated Thank you page which includes a scheduling option.

If you’re using [Wufoo](https://www.wufoo.com/) as your web form, you can use a feature called [Form Rules](http://help.wufoo.com/articles/en_US/SurveyMonkeyArticleType/Form-Rules) to choose where your prospects go after submitting their form. This feature provides the ability to set redirection rules based on form field conditions. You can use this feature to set up multiple Thank you pages and redirect your top prospects to a specific page that includes the scheduling option.

## Publishing methods

[Section titled “Publishing methods”](#publishing-methods)

Web form integration can be used with the [Website embed](https://help.oncehub.com/scheduleonce/sharing-publishing/publishing-on-websites/website-embed/ "Website embed") and [Website button](https://help.oncehub.com/scheduleonce/sharing-publishing/publishing-on-websites/website-button/ "Website button") publishing methods.

### Website embed

[Section titled “Website embed”](#website-embed)

When you use the Website embed publishing method, your Customers will be asked to choose a time for the meeting immediately after completing the form. With this method, scheduling appears as an integral part of the lead generation flow.

[Learn more about Website embed](https://help.oncehub.com/scheduleonce/sharing-publishing/publishing-on-websites/website-embed/ "Website embed")

### Website button

[Section titled “Website button”](#website-button)

When you use the Website button publishing method, your Customers will see a scheduling button on the Thank you page. This allows them to actively choose to make a booking. When the Customer clicks the button, it indicates that they are more engaged and more committed to the booking process. This positively affects the booking conversion rate.

[Learn more about Website button](https://help.oncehub.com/scheduleonce/sharing-publishing/publishing-on-websites/website-button/ "Website button")

## Web form type

[Section titled “Web form type”](#web-form-type)

If you’re considering integrating a web form with OnceHub, you’ll need to decide on the type of web form to use:

* A third-party web form app (such as [Wufoo](https://www.wufoo.com/)).
* A third-party landing page app.
* A web form that is part of a marketing automation app (such as [Infusionsoft web forms](https://help.oncehub.com/scheduleonce/sharing-publishing/web-form-integration/integrating-with-infusionsoft-web-forms/ "Integrating with Infusionsoft Web forms")).
* A web form that you build in-house.

If you use a web form or landing page app, you’ll need to make sure that the form can pass the submitted data via URL to the selected Thank you page. Some web form apps support this functionality out-of-the-box (for example, [Wufoo’s Templating feature](http://help.wufoo.com/articles/en_US/SurveyMonkeyArticleType/Templating)), but some applications do not. If the web form app does not support this functionality, you’ll either need to write some code (server-side or Javascript) to collect and pass the form data through to OnceHub, or build a web form from scratch that includes this functionality.

## Integration method

[Section titled “Integration method”](#integration-method)

Passing form data via URL is key to making a web form integration with OnceHub work. OnceHub supports two methods of web form integration, using **URL parameters** and using **CRM record IDs**.

### Web form integration using URL parameters

[Section titled “Web form integration using URL parameters”](#web-form-integration-using-url-parameters)

Web form integration using URL parameters refers to passing booking form data via URL to OnceHub . In order for OnceHub to extract the relevant information from the URL and populate the correct booking form fields, the URL attributes must match OnceHub field names. This method is supported by third-party web form apps such as Wufoo.

[Learn more about Web form integration using URL parameters](https://help.oncehub.com/scheduleonce/sharing-publishing/web-form-integration/integrating-web-forms-using-url-parameters/ "Integrating your Web form with ScheduleOnce using URL parameters")

### Web form integration using CRM record IDs

[Section titled “Web form integration using CRM record IDs”](#web-form-integration-using-crm-record-ids)

Web form integration using CRM record IDs refers to passing a record ID via URL, making an API call to an integrated CRM app to retrieve the customer’s information, and using it to populate the Booking form. This method is supported out-of-the-box by [Infusionsoft](https://help.oncehub.com/scheduleonce/sharing-publishing/web-form-integration/integrating-with-infusionsoft-web-forms/ "Integrating with Infusionsoft Web forms").

# OnceHub for lead qualification

> You've worked hard to generate leads and obtain their contact details. Now the question is how do you qualify them in the quickest and most efficient manner?

You’ve worked hard to generate leads and obtain their contact details. Now the question is **how do you qualify them in the quickest and most efficient manner?**

With online scheduling, you can spend your time qualifying leads, not chasing them down. By adding a [personalized invitation](https://help.oncehub.com/scheduleonce/sharing-publishing/personalized-links/using-personalized-links/ "Using Personalized links") into your drip campaigns, lead nurturing activities, and personal communications, you enable your prospects to book demos, consultations, or discovery sessions at a time of their choosing.

They don’t need to provide any information that is already known to you. They simply click on the link, pick a time, and it’s done. The [Booking form](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-forms-redirect/collecting-customer-data-with-booking-forms/ "Collecting Customer data with Booking forms") can either be [prepopulated with their details](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-forms-redirect/prepopulated-booking-forms/ "Prepopulated Booking forms") or skipped altogether. By minimizing the data required from your prospects to the absolute bare minimum, you’ll maximize your booking rates and ultimately increase your conversion rates.

To get started, ask yourself which of the following scenarios is right for you.

## Offering scheduling in your mass email campaigns and nurturing programs

[Section titled “Offering scheduling in your mass email campaigns and nurturing programs”](#offering-scheduling-in-your-mass-email-campaigns-and-nurturing-programs)

If your marketing team is running mass email campaigns in which prospects are invited to sign up for a free online demo or a 1-on-1 consultation, the need to add a scheduling link is obvious. Serious leads who are ready to engage will be filtered out for you and you’ll find that they’ve already scheduled a time for you to call them. Continue this offer in follow-up emails throughout your drip campaign to increase conversions even further.

You can also include a [Personalized link](https://help.oncehub.com/scheduleonce/sharing-publishing/personalized-links/using-personalized-links/ "Using Personalized links") for scheduling in your nurturing programs as an additional call-to-action. Replacing traditional contact information in your outbound emails with the possibility to schedule a call directly is a great way to fast track prospects to qualified status. Your content remains the center of attention, but when prospects are ready to engage, the process is instantaneous, eliminating lengthy back-and-forth communications.

### How to implement this

[Section titled “How to implement this”](#how-to-implement-this)

* With your email marketing apps, you can use [Dynamic fields to populate the URL parameters](https://help.oncehub.com/scheduleonce/sharing-publishing/personalized-links/personalized-links-in-email-marketing-apps/ "Using Personalized links (URL parameters) in email marketing apps"). This will generate a uniquely Personalized link to each recipient.
* If you use our [Salesforce](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/salesforce-integration/ "The ScheduleOnce connector for Salesforce") or [Infusionsoft](https://help.oncehub.com/scheduleonce/account-integrations/crm/infusionsoft/infusionsoft-integration/ "The ScheduleOnce connector for Infusionsoft") native integrations, you can create a [Personalized link using the CRM record ID](https://help.oncehub.com/scheduleonce/sharing-publishing/personalized-links/personalizing-with-dynamic-crm-record-ids/ "Personalized links using CRM record IDs").

When you use dynamic links, you’ll be sending the email directly from your marketing automation or integrated CRM system and the lead record’s data will be used to prepopulate or skip the Booking form altogether.

## Offering scheduling via personal invitations

[Section titled “Offering scheduling via personal invitations”](#offering-scheduling-via-personal-invitations)

If leads are directly assigned to your Sales or Sales development teams for qualification, rather than calling prospects or sending back-and-forth emails, you can send prospects individual emails with a link that is specifically customized for that Customer.

This solution offers your Sales team a quick and efficient way to establish contact with their assigned leads. From the prospect’s perspective, they’ll click on the link and select a time. The scheduling process will only take a few seconds to complete and the appointment with all relevant details will be automatically added to the calendars of your Sales team member and the Customer.

### How to implement this

[Section titled “How to implement this”](#how-to-implement-this-1)

* As a Sales representative, you can create a Personalized link for a specific Customer. [Learn more about creating a Personalized link for a specific Customer](https://help.oncehub.com/scheduleonce/sharing-publishing/personalized-links/creating-personalized-link-for-specific-customer/ "Creating a Personalized link for a specific Customer")
* Alternatively, if you’re sending many personal emails, it might be easier to personalize links with email plugins that offer dynamic email templates, such as [Yesware](http://www.yesware.com/) and [Marketo Sales Connect]().

# Using OnceHub for lead generation

> Online scheduling helps you minimize lead spillage and maximize engagement with serious leads and prospects.

Online scheduling helps you minimize lead spillage and maximize engagement with serious leads and prospects. With OnceHub, you can offer online scheduling directly on your website. This gives your website visitors a quicker, easier way to interact with your organization. Prospects who are ready to engage can schedule a guaranteed time with you then and there.

In this article, you’ll learn about using OnceHub for lead generation.

## Offering online scheduling to selected prospects who fill out your web form

[Section titled “Offering online scheduling to selected prospects who fill out your web form”](#offering-online-scheduling-to-selected-prospects-who-fill-out-your-web-form)

You can use [web form integration](https://help.oncehub.com/scheduleonce/sharing-publishing/web-form-integration/introduction-to-web-form-integration/ "Introduction to web form integration") to offer scheduling only to selected prospects who fill out your web form. Not all prospects who fill out your web form are alike. Handling each prospect segment in an optimal manner can save you time and resources, increase conversion rates, and result in more deals. You can integrate calls to action for scheduling with your web form using either our [Website embed](https://help.oncehub.com/scheduleonce/sharing-publishing/publishing-on-websites/website-embed/ "Website embed") or [Website buttons](https://help.oncehub.com/scheduleonce/sharing-publishing/publishing-on-websites/website-button/ "Website button").

You might decide that top leads, who represent the highest perceived value to your organization, will be given the opportunity to book an appointment with your organization after they submit the web form, whereas other less promising leads will not.

To identify the different lead segments, you could ask differentiating questions in your web form (for example, how many people are in your business?). You could then display different Thank you pages accordingly, some with a [Booking page link](https://help.oncehub.com/scheduleonce/sharing-publishing/general-one-time-links/using-general-links/ "Using General links") and some without. Leads who are offered the opportunity to book an appointment with your organization can select a time without needing to fill out any information they have already provided.

Offering scheduling to selected prospects will both further qualify them as top leads who have shown interest, and save time for your Sales team who will not have to chase down leads for follow-up. Booking form data will be passed from your web form to OnceHub via the URL, either using [URL parameters](https://help.oncehub.com/scheduleonce/sharing-publishing/web-form-integration/integrating-web-forms-using-url-parameters/ "Integrating your Web form with ScheduleOnce using URL parameters") or using a [CRM contact ID](https://help.oncehub.com/scheduleonce/sharing-publishing/personalized-links/personalizing-with-dynamic-crm-record-ids/ "Personalized links using CRM record IDs") when integrating with [Salesforce](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/using-personalized-links-salesforce-id/ "Using Personalized links (Salesforce ID)") or [Infusionsoft](https://help.oncehub.com/scheduleonce/account-integrations/crm/infusionsoft/using-personalized-links-infusionsoft-id/ "Using Personalized links (Infusionsoft ID)").

[Learn more about using the web form as a filter](https://help.oncehub.com/scheduleonce/sharing-publishing/web-form-integration/using-web-form-as-filter/ "Using the web form as a filter")

## Offering online scheduling to all prospects who fill out your web form

[Section titled “Offering online scheduling to all prospects who fill out your web form”](#offering-online-scheduling-to-all-prospects-who-fill-out-your-web-form)

You can use [web forms](https://help.oncehub.com/scheduleonce/sharing-publishing/web-form-integration/introduction-to-web-form-integration/ "Introduction to web form integration") on their own to capture Customer data. However, web forms do not actively assist in establishing contact with your prospects. So, you can offer scheduling to all prospects once they submit your web form. This call to action for scheduling can be integrated with your web form using either our [Website embed](https://help.oncehub.com/scheduleonce/sharing-publishing/publishing-on-websites/website-embed/ "Website embed") or [Website buttons](https://help.oncehub.com/scheduleonce/sharing-publishing/publishing-on-websites/website-button/ "Website button").

Since prospects have already filled out their personal details, they won’t have to provide them again when they make a booking. The [Booking form page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-forms-redirect/collecting-customer-data-with-booking-forms/ "Collecting Customer data with Booking forms") can be either [prepopulated or skipped altogether](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-forms-redirect/prepopulated-booking-forms/ "Prepopulated Booking forms"). The Booking form information can be passed to OnceHub either using [URL parameters](https://help.oncehub.com/scheduleonce/sharing-publishing/web-form-integration/integrating-web-forms-using-url-parameters/ "Integrating your Web form with ScheduleOnce using URL parameters") or a CRM contact ID when integrating with [Salesforce](https://help.oncehub.com/scheduleonce/account-integrations/crm/salesforce/using-personalized-links-salesforce-id/ "Using Personalized links (Salesforce ID)") or [Infusionsoft](https://help.oncehub.com/scheduleonce/account-integrations/crm/infusionsoft/using-personalized-links-infusionsoft-id/ "Using Personalized links (Infusionsoft ID)").

[](https://help.oncehub.com/scheduleonce/sharing-publishing/web-form-integration/integrating-with-infusionsoft-web-forms/ "Integrating with Infusionsoft Web forms")

## Offer online scheduling to any website visitor

[Section titled “Offer online scheduling to any website visitor”](#offer-online-scheduling-to-any-website-visitor)

When you offer online scheduling to anyone who visits your website, scheduling is not integrated into the web form submission process. Instead, scheduling is made readily available on your website to any website visitor. Scheduling can be integrated into any page on your website using either our [Website embed](https://help.oncehub.com/scheduleonce/sharing-publishing/publishing-on-websites/website-embed/ "Website embed"), or [Website buttons](https://help.oncehub.com/scheduleonce/sharing-publishing/publishing-on-websites/website-button/ "Website button").

For example, presenting visitors with a button which says “Free 1-on-1 consultation” may attract more passive visitors and offer them a quick and easy way to interact with you without having to fill out your web form. This scenario can be used to implement a BOLD lead generation strategy or sell more of your time if you are a service business.

### Implement a BOLD lead generation strategy

[Section titled “Implement a BOLD lead generation strategy”](#implement-a-bold-lead-generation-strategy)

Online scheduling can help you deliver on an open door policy for website visitors who want to engage and interact with your organization.

Offering any website visitor the opportunity to schedule a meeting with your organization can be used as a BOLD marketing strategy. It’s the ideal solution for small businesses who want to create and reinforce a caring image with a message that they’re willing to engage unconditionally with anyone who is interested. This strong statement can be used to increase your volume of interactions with Customers and improve your chances of converting them.

### Sell more of your time if you’re a service business

[Section titled “Sell more of your time if you’re a service business”](#sell-more-of-your-time-if-youre-a-service-business)

Allowing any website visitor to book an appointment with your organization is likely to increase your future sales. If the majority of your revenue is coming from paid sessions, you want to ensure that you are reaching out to as wide an audience as possible.

With OnceHub payment integration, you can schedule and collect payments in one flow. We also take care of rescheduling and cancellations for you, including collecting additional rescheduling fees and crediting refunds for cancellations.

[Learn more about Payment integration](https://help.oncehub.com/scheduleonce/account-integrations/payment-collection/paypal/payment-integration-throughout-booking-lifecycle/ "Payment integration throughout the booking lifecycle")

# Using the web form as a filter

> In some cases, you may want to allow Customers to schedule only if certain conditions that you specify are met.

In some cases, you may want to allow Customers to schedule only if certain conditions that you specify are met. For example, you might want to stop a returning Customer from making more than one booking, or ensure that they provide data in a certain format before they’re allowed to make a booking.

By placing a web form at the beginning of the scheduling process, you can use the form as a gatekeeper. The form can provide an additional layer of logic to filter out Customers.

Customer data is passed from your web form directly to OnceHub. Prospects provide their details in your web form and OnceHub will use this data to [prepopulate the Booking form](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-forms-redirect/prepopulated-booking-forms/ "Prepopulated Booking forms").

Here are some examples of business cases using the web form as a filter.

## Allowing a single booking per Customer

[Section titled “Allowing a single booking per Customer”](#allowing-a-single-booking-per-customer)

You can prevent your Customers from scheduling with the same email or IP address more than once. This ensures that each Customer can only schedule a single booking. [Learn more about using web forms to only allow one booking per Customer](https://help.oncehub.com/scheduleonce/sharing-publishing/web-form-integration/using-web-forms-to-allow-only-one-booking-per-customer/ "Using Webforms to allow only one booking per customer")

## Password-protected Booking page

[Section titled “Password-protected Booking page”](#password-protected-booking-page)

You can keep your Booking page private by requiring a password to make a booking. [Learn more about creating a password-protected Booking page](https://help.oncehub.com/scheduleonce/sharing-publishing/web-form-integration/creating-password-protected-booking-page/ "How to create a password protected Booking Page")

## Validate data received from your Customers

[Section titled “Validate data received from your Customers”](#validate-data-received-from-your-customers)

You can make sure your Customers provide their information in the appropriate format. For example, you may want to ensure their phone number includes only digits. [Learn more about validating data received from your Customers](https://help.oncehub.com/scheduleonce/sharing-publishing/web-form-integration/validating-data-received-from-your-customers/ "Validating data received from your Customers")

# Using web forms to allow only one booking per customer

> In some cases, you may want to ensure that Customers can only make a single booking. For example, you may offer a free consultation to new prospects, but you...

In some cases, you may want to ensure that Customers can only make a single booking. For example, you may offer a free consultation to new prospects, but you don’t want people to exploit this and request multiple bookings. By restricting Customers to a single booking, you can control the time and resources you spend with each of your prospects and prevent accidental duplicate bookings.

In this article, you’ll learn about using web forms to allow only one booking per Customer.

## Using your web form as a gatekeeper

[Section titled “Using your web form as a gatekeeper”](#using-your-web-form-as-a-gatekeeper)

When you place a web form at the beginning of the scheduling process before your [Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages"), you can use the form as a gatekeeper. The form will filter out Customers that have already made a booking and prevent them from continuing to OnceHub. Customers who are making their first booking won’t have to provide any details that they have already provided on the form. [Learn more about web form integration](https://help.oncehub.com/scheduleonce/sharing-publishing/web-form-integration/introduction-to-web-form-integration/ "Introduction to Webform Integration")

Different third-party forms and custom forms provide this logic in different ways. Typically, the form can filter customers based on a duplicate Customer email address, custom field, or an IP address. We’ll look at a typical solution using [Wufoo forms](https://www.wufoo.com/).

## Requirements

[Section titled “Requirements”](#requirements)

To integrate your web form with OnceHub, you must ensure that the web form can [pass URL parameters to the OnceHub Booking page](https://help.oncehub.com/scheduleonce/sharing-publishing/web-form-integration/integrating-web-forms-using-url-parameters/ "Integrating your Web form with ScheduleOnce using URL parameters").

In the examples below, your Wufoo form will act as the gatekeeper to your Booking page. Your web form should include the Customer name and email fields and pass their content to OnceHub using [Wufoo’s templating feature](http://help.wufoo.com/articles/en_US/SurveyMonkeyArticleType/Templating).

## Restricting bookings based on a Customer email address

[Section titled “Restricting bookings based on a Customer email address”](#restricting-bookings-based-on-a-customer-email-address)

1. In Wufoo, select the webform that you want to edit.

2. Select the **Field settings** tab.

3. In the preview pane on the right, select the **Email** field.

4. In the **Field settings** pane on the left, check the box marked **No Duplicates** (Figure 1). ![](https://help.oncehub.com/_astro/1564761617897.COyU0UdF_1SaRNV.webp)

   Figure 1: No Duplicates option

5. Click **Save**.

If required, you can also use the **No Duplicates** option on other fields such as the **Phone Number** field.

## Restrict bookings based on a Customers IP address

[Section titled “Restrict bookings based on a Customers IP address”](#restrict-bookings-based-on-a-customers-ip-address)

1. In Wufoo, select the webform that you want to edit.

2. Select the **Form settings** tab.

3. In the **Limit Form Activity** section, check the box marked **Allow Only One Entry Per IP** (Figure 2). ![](https://help.oncehub.com/_astro/1564762365133.cgscO7Me_1diFvN.webp)

   Figure 2: Allow Only One Entry Per IP option

4. Click **Save**.

Your Wufoo form is now configured to allow one booking per Customer. Next, you can use one of the [Wufoo sharing options](http://help.wufoo.com/articles/en_US/SurveyMonkeyArticleType/Share) to invite your Customers to schedule. You should not share your OnceHub Booking page link directly with your Customers as this will bypass the Wufoo form step.

# Validating data received from your Customers

> In some cases, you'll need to validate the type of data input provided by your Customer. To validate data received from your Customers, you can use web form ...

In some cases, you’ll need to validate the type of data input provided by your Customer. To validate data received from your Customers, you can use [web form integration](https://help.oncehub.com/scheduleonce/sharing-publishing/web-form-integration/introduction-to-web-form-integration/ "Introduction to web form integration") and place a [lead generation](https://help.oncehub.com/scheduleonce/sharing-publishing/web-form-integration/using-oncehub-for-lead-generation/ "ScheduleOnce for lead generation") form in front of the Booking page. The form will act as a “gatekeeper” and force Customers to provide the correct data format before passing the data to OnceHub. Most third-party forms and custom forms can provide this kind of data validation.

For example, you might ask Customers for their date of birth and want to make sure they use a valid date format. In this example, your Wufoo form will act as the gatekeeper and will collect dates of birth using a valid date format. It should also use the Customer name field and email field, passing their contents to OnceHub using [Wufoo’s templating feature](http://help.wufoo.com/articles/en_US/SurveyMonkeyArticleType/Templating).

## Validating the date of birth field on your Booking form with Wufoo forms

[Section titled “Validating the date of birth field on your Booking form with Wufoo forms”](#validating-the-date-of-birth-field-on-your-booking-form-with-wufoo-forms)

1. [Integrate OnceHub with your Wufoo form using URL parameters](https://help.oncehub.com/scheduleonce/sharing-publishing/web-form-integration/integrating-web-forms-using-url-parameters/ "Integrating your Web form with ScheduleOnce using URL parameters").
2. In the Wufoo **Form manager**, create a new form or edit an existing form.
3. In the **Add a Field** tab, click the **Date** field to add it your form (Figure 1). ![](https://help.oncehub.com/_astro/wufoo.DLxR5-Si_Z1od2jy.webp)Figure 1: Add a Field tab
4. In the **Field settings** tab, you can edit the field label to be “Date of birth”. You can also edit the date format.
5. Click **Save Form**.

Your Wufoo form is now configured to validate the Booking form data.

The next step is to use [web form integration](https://help.oncehub.com/scheduleonce/sharing-publishing/web-form-integration/introduction-to-web-form-integration/ "Introduction to web form integration") to pass the data from Wufoo to OnceHub. The same concept can be used to validate other types of data.

Caution

You should use one of the [Wufoo sharing options](http://help.wufoo.com/articles/en_US/SurveyMonkeyArticleType/Share) to invite your Customers to schedule. Don’t share the OnceHub Booking page directly, as this will bypass the additional logic from the Wufoo form step.

# User Integrations

> User Integrations documentation and guides.

[Basics User Integrations](https://help.oncehub.com/scheduleonce/user-integrations/basics-user-integrations/)

[Exchange Outlook Calendar Connection](https://help.oncehub.com/scheduleonce/user-integrations/exchange-outlook-calendar-connection/)

[Google Calendar Connection](https://help.oncehub.com/scheduleonce/user-integrations/google-calendar-connection/)

[iCloud Calendar Connection](https://help.oncehub.com/scheduleonce/user-integrations/icloud-calendar-connection/)

[MS Office365 Calendar Connection](https://help.oncehub.com/scheduleonce/user-integrations/ms-office365-calendar-connection/)

# Basics User Integrations

> Basics User Integrations documentation and guides.

[How Busy Time from Your Connected Calendar is Used to Manage Availability](https://help.oncehub.com/scheduleonce/user-integrations/basics-user-integrations/how-busy-time-from-your-connected-calendar-is-used-to-manage-availability)

[What You Need to Know Before Disconnecting Your Calendar](https://help.oncehub.com/scheduleonce/user-integrations/basics-user-integrations/what-you-need-to-know-before-disconnecting-your-calendar)

[Troubleshooting](https://help.oncehub.com/scheduleonce/user-integrations/basics-user-integrations/troubleshooting/)

# How Busy Time from Your Connected Calendar is Used to Manage Availability

> OnceHub uses busy time from your connected calendars to automatically determine when you’re unavailable, ensuring your guests can only schedule time with you...

OnceHub uses busy time from your connected calendars to automatically determine when you’re unavailable, ensuring your guests can only schedule time with you when you’re free. Here’s a breakdown of what is considered “busy” time in each case.

***

## Google Workspace

[Section titled “Google Workspace”](#google-workspace)

OnceHub retrieves busy times from:

* The Main calendar of the connected account.
* Sub-calendars you’ve created within your Google Workspace account.
* Calendars shared with you, provided you have at least Read-only permissions.

### **Calendar Event Statuses:**

[Section titled “Calendar Event Statuses:”](#calendar-event-statuses)

* **Busy**: These events block your availability in OnceHub.
* **Free**: These times are not considered busy and remain available for scheduling.

Please take a look [**at this article**](https://help.oncehub.com/scheduleonce/user-integrations/google-calendar-connection/managing-your-oncehub-integration-with-google-workspace/) if you need any additional information on managing the OnceHub integration with Google Workspace.

***

## Office 365

[Section titled “Office 365”](#office-365)

OnceHub retrieves busy times from:

* The Main calendar of the connected account.
* Sub-calendars created within your Microsoft 365 account.
* Shared calendars with at least Read-only permissions.

### **Calendar Event Statuses:**

[Section titled “Calendar Event Statuses:”](#calendar-event-statuses-1)

* **Working Elsewhere, Tentative, Busy, and Away**: These events block availability in OnceHub.
* **Free**: These times are available for scheduling.

Please take a look [**at this article**](https://help.oncehub.com/scheduleonce/user-integrations/ms-office365-calendar-connection/managing-your-oncehub-integration-with-microsoft-office-365/) if you need any additional information on managing the OnceHub integration with Office 365.

***

## Microsoft Exchange

[Section titled “Microsoft Exchange”](#microsoft-exchange)

OnceHub retrieves busy times from:

* The Main calendar of the connected account.
* Sub-calendars created in your Exchange account.
* Shared calendars with at least Read-only permissions.

### **Calendar Event Statuses:**

[Section titled “Calendar Event Statuses:”](#calendar-event-statuses-2)

* **Working Elsewhere, Tentative, Busy, and Away**: These events block availability in OnceHub.
* **Free**: These times remain available for scheduling.

Please take a look [**at this article**](https://help.oncehub.com/scheduleonce/user-integrations/exchange-outlook-calendar-connection/managing-your-oncehub-integration-with-microsoft-exchange-calendar/) if you need any additional information on managing the OnceHub integration with Microsoft Exchange.

***

## iCloud Calendar

[Section titled “iCloud Calendar”](#icloud-calendar)

OnceHub retrieves busy times from:

* The Main calendar of the connected account.
* Sub-calendars in your iCloud account.
* Shared calendars, as long as you have at least Read-only permissions.

### **Calendar Event Statuses:**

[Section titled “Calendar Event Statuses:”](#calendar-event-statuses-3)

* **Busy**: These events block availability in OnceHub.
* **Free**: These times remain available for scheduling.

**Important Note for iCloud Users**: All-day iCloud events cannot be marked as “Busy.” To block out an entire day, create a specific event that spans your working hours.

Please take a look [**at this article**](https://help.oncehub.com/scheduleonce/user-integrations/icloud-calendar-connection/managing-your-oncehub-integration-with-icloud-calendar/) if you need any additonal information on managing the OnceHub integration with iCloud Calendar.

***

## Key Points to Remember

[Section titled “Key Points to Remember”](#key-points-to-remember)

* The **Busy Time Is Retrieved From** setting allows you to include or exclude specific sub-calendars or shared calendars.

# Troubleshooting

> Troubleshooting documentation and guides.

[Busy times not blocking availability](https://help.oncehub.com/scheduleonce/user-integrations/basics-user-integrations/troubleshooting/busy-times-not-blocking-availability)

[Domain Email Connection Issues](https://help.oncehub.com/scheduleonce/user-integrations/basics-user-integrations/troubleshooting/domain-email-connection-issues)

# Busy times not blocking availability

> If busy time is not blocking your availability, or if you received a double booking, you can check the following settings.

If busy time is not blocking your availability, or if you received a double booking, you can check the following settings.

## When using OnceHub with a connected calendar

[Section titled “When using OnceHub with a connected calendar”](#when-using-oncehub-with-a-connected-calendar)

* Make sure that you’re retrieving busy time from your connected calendar. To see which check which calendar busy time is being retrieved from, hover over the lefthand menu and go to the Booking pages icon → Booking pages → your Booking page → **Associated calendars.** [Learn more about the Associated Calendars section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-pages-associated-calendars/ "Booking page: Associated calendars section")
* Make sure that you haven’t enabled Group sessions with multiple or unlimited bookings per slot. You can set the option to [One-on-one session or Group sessions](https://help.oncehub.com/scheduleonce/event-types-booking-pages/scheduling-options/one-on-one-or-group-sessions/ "One-on-One or Group session") with the number of bookings per slot that you want to accept. To configure One-on-one or Group sessions, hover over the lefthand menu and go to the Booking pages icon → Event types or Booking pages → your Event type or Booking page → **Scheduling options → One-on-one or Group sessions.** If you are using [Event types](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/introduction-to-event-types/ "Introduction to Event types"), the [Scheduling options section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/scheduling-options/introduction-to-scheduling-options/ "Introduction to the Scheduling options section") is on the Event type.
* If you are working in [Booking with approval mode](https://help.oncehub.com/scheduleonce/event-types-booking-pages/scheduling-options/automatic-booking-or-booking-with-approval/ "Automatic booking or Booking with approval"), make sure you did not approve two bookings in the same time slot.
* Ensure that the event in your connected calendar that is not blocking availability is set to “Busy” and not to “Available” or “Free”. Only events with a status of “Busy” block your availabilit&#x79;**.**

## When using OnceHub without a connected calendar

[Section titled “When using OnceHub without a connected calendar”](#when-using-oncehub-without-a-connected-calendar)

* Make sure that you haven’t enabled Group sessions with multiple or unlimited bookings per slot. You can set the option to [One-on-one session or to Group sessions](https://help.oncehub.com/scheduleonce/event-types-booking-pages/scheduling-options/one-on-one-or-group-sessions/ "One-on-one or Group session") with the number of bookings per slot that you want to accept. To configure One-on-one or Group sessions, hover over the lefthand menu and go to the Booking pages icon → Event types or Booking pages → your Event type or Booking page → **Scheduling options →** **One-on-one or Group sessions.** If you are using Event types, the Scheduling options section is on the Event type.
* If you are working in [Booking with approval mode](https://help.oncehub.com/scheduleonce/event-types-booking-pages/scheduling-options/automatic-booking-or-booking-with-approval/ "Automatic booking or Booking with approval"), make sure you did not approve two bookings in the same time slot.

# Domain Email Connection Issues

> This article is relevant to Users who have difficulty connecting to their domain mailbox and in cases where the feature has suddenly stopped working.

This article is relevant to Users who have difficulty connecting to their domain mailbox and in cases where the feature has suddenly stopped working.

## Setup troubleshooting

[Section titled “Setup troubleshooting”](#setup-troubleshooting)

If one of your email details was entered incorrectly you will receive the following message: “Unable to connect to your mail server. Please check your details and try again.”

Be sure that the following fields are entered correctly, then try connecting again.

* Email address
* Password
* SMTP server
* Email port

### Internally hosted email servers

[Section titled “Internally hosted email servers”](#internally-hosted-email-servers)

If your mail server is hosted in-house behind a firewall, you will need to update your firewall settings to allow OnceHub to access your mail server.

### Incorrect password

[Section titled “Incorrect password”](#incorrect-password)

When you use G Suite 2-step verification, you’ll need to generate an app-specific password in the Google Account and use it as your password in the **Corporate Email** page.

[Learn more about G Suite passwords](https://support.google.com/accounts/answer/185833?hl=en)

If you don’t use G Suite 2-step verification, but you’re still experiencing password issues, you’ll need to enable basic authentication for your Google Account.

[Learn more about enabling basic authentication for your Google account](https://help.oncehub.com/scheduleonce/user-integrations/google-calendar-connection/troubleshooting/connection-error-email-from-your-google-email-server/ "Unable to connect to the Google email server in Email from your domain")

## Delivery troubleshooting

[Section titled “Delivery troubleshooting”](#delivery-troubleshooting)

### Emails have never been received

[Section titled “Emails have never been received”](#emails-have-never-been-received)

Hover over the lefthand menu and go to the Booking pages icon → Booking pages → your [Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages"). Check the [User notifications](https://help.oncehub.com/scheduleonce/event-types-booking-pages/user-notifications/introduction-to-user-notifications/ "Introduction to User notifications section") and [Customer notifications](https://help.oncehub.com/scheduleonce/event-types-booking-pages/customer-notifications/introduction-to-customer-notifications/ "The Customer notifications section") sections to ensure that the email checkboxes are selected for the notifications you wish to receive (Figure 2). If you’re using [Event types](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/introduction-to-event-types/ "Introduction to Event types"), the [Customer notifications will be in each Event type](https://help.oncehub.com/scheduleonce/event-types-booking-pages/customer-notifications/introduction-to-customer-notifications/ "The Customer notifications section").

![](https://help.oncehub.com/_astro/trouble1.B7TXFgnE_Z18OWez.webp)Figure 2: User notifications section

The emails could also be going to the SPAM folders of the receivers. You can verify this by sending yourself a test email and then checking your SPAM folder to see if the email is there. To send a test email, click the gear icon in the top right -> **Security (and Compliance)** -> **Corporate Email** -> enter your email address in **Test your email** -> click on **Send**.

Another issue could be that your email or domain has been blacklisted by the receiver’s email service provider. Email service providers sometimes blacklist emails that they consider to be problematic. To avoid this, don’t use your email account for activities that might be considered spamming.

### Emails are no longer being received from your connected domain and are received from OnceHub Mailer

[Section titled “Emails are no longer being received from your connected domain and are received from OnceHub Mailer”](#emails-are-no-longer-being-received-from-your-connected-domain-and-are-received-from-oncehub-mailer)

If you stopped receiving emails from your connected email domain and you’re receiving emails from the OnceHub Mailer instead, some settings on your email domain may have changed.

Note

Connection errors may be encountered when emails are sent from your domain. In such cases, an automatic fallback sends emails from the OnceHub mailer until the connection is restored. This ensures that Users and Customers will continue to receive booking-related notifications.

* If you’ve changed your email password, you’ll need to disconnect and reconnect your Corporate Email.
* If you’ve recently set up G Suite 2-step verification, you should generate an App password via Google and enter this in the password field under the Corporate Email settings. [Learn more about G Suite passwords](https://support.google.com/accounts/answer/185833?hl=en)
* You might be over the daily sending quota for your connected mailbox that is allowed by your email service provider. Check with your email service provider.
* The emails could be going into SPAM. This can be verified by sending a test email and checking the SPAM folder to see if the email is there. To send a test email, go to the **Corporate Email** page.
* Your email or domain may have been blacklisted by the receiver’s email service provider. Email service providers sometimes blacklist emails that they consider to be problematic. To avoid this, don’t use your email account for activities that might be considered spamming.

# What You Need to Know Before Disconnecting Your Calendar

> Disconnecting your calendar is a significant action that may impact your ability to manage bookings effectively.

Disconnecting your calendar is a significant action that may impact your ability to manage bookings effectively. It can prevent updates to calendar events of existing bookings, such as cancellations or reschedules. Because of this, it is not a recommended step for troubleshooting calendar issues.

If you’re experiencing problems with your calendar, it’s better to [**contact customer support**](https://help.oncehub.com/contact-us/) for assistance instead of disconnecting.

***

## Effects of Disconnecting Your Calendar

[Section titled “Effects of Disconnecting Your Calendar”](#effects-of-disconnecting-your-calendar)

When you disconnect your calendar, it’s important to be aware of the following impacts:

### Existing Bookings

[Section titled “Existing Bookings”](#existing-bookings)

For all calendar types, your previously scheduled bookings will remain on your calendar, but they will no longer be updated if changes, such as cancellations or reschedules, occur.

### Calendar Settings

[Section titled “Calendar Settings”](#calendar-settings)

All settings related to your calendar will be reset to default. This means that if you decide to reconnect a calendar in the future, you will need to reconfigure these settings.

***

## How to Disconnect Your Calendar

[Section titled “How to Disconnect Your Calendar”](#how-to-disconnect-your-calendar)

If you still choose to disconnect your calendar, here’s how to do it:

### Accessing Your Calendar Integration

[Section titled “Accessing Your Calendar Integration”](#accessing-your-calendar-integration)

1. Click on your profile picture in the top right-hand corner.
2. Select **User Integrations**.
3. Click on your connected calendar integration.

### Disconnecting Your Calendar

[Section titled “Disconnecting Your Calendar”](#disconnecting-your-calendar)

1. Click the **Disconnect** link displayed next to your email address.
2. Click on **Disconnect**.

# Exchange Outlook Calendar Connection

> Exchange Outlook Calendar Connection documentation and guides.

[Managing Your OnceHub Integration With Microsoft Exchange Calendar](https://help.oncehub.com/scheduleonce/user-integrations/exchange-outlook-calendar-connection/managing-your-oncehub-integration-with-microsoft-exchange-calendar)

[Outlook Calendar: Events not showing in the expected time zone](https://help.oncehub.com/scheduleonce/user-integrations/exchange-outlook-calendar-connection/outlook-calendar-events-not-showing-in-expected-time-zone)

[How to Determine the EWS URL](https://help.oncehub.com/scheduleonce/user-integrations/exchange-outlook-calendar-connection/how-to-determine-ews-url)

[Testing Exchange connectivity](https://help.oncehub.com/scheduleonce/user-integrations/exchange-outlook-calendar-connection/testing-exchange-connectivity)

[Troubleshooting](https://help.oncehub.com/scheduleonce/user-integrations/exchange-outlook-calendar-connection/troubleshooting/)

# How to Determine the EWS URL

> Our integration with Exchange/Outlook Calendar requires the address of your Exchange server, called EWS URL (Exchange Web Services URL).

Our integration with [Exchange/Outlook Calendar](https://help.oncehub.com/scheduleonce/user-integrations/exchange-outlook-calendar-connection/managing-your-oncehub-integration-with-microsoft-exchange-calendar/ "Connecting to your personal Exchange Calendar") requires the address of your Exchange server, called EWS URL (Exchange Web Services URL). This is usually auto-detected using your email address, but sometimes the auto-detection may fail. A common cause of failure is when your Exchange admin disabled auto-detection. In such cases, the first User of the account connecting to Exchange will need to provide the EWS URL. Additional Users of the same account will not need to provide it again.

## Obtain your EWS URL by logging into your email account via the browser

[Section titled “Obtain your EWS URL by logging into your email account via the browser”](#obtain-your-ews-url-by-logging-into-your-email-account-via-the-browser)

The easiest method to obtain the EWS URL is by logging into your mailbox (email account) via the browser. Even if you don’t normally do so, but know how to do it, we recommend you try. Once in your mailbox in the browser, copy the server address or the entire URL and paste it into the OnceHub field labeled **EWS URL**.

* An Exchange email server’s address may look like this: **mail.server.com**
* The entire URL of your email account may look like this: **<https://mail.server.com/owa>**
* You can also manually insert your server address into the format **<https://mail.server.com/ews/exchange.asmx>** — this is your actual EWS URL

Any of these options will work, because OnceHub will format the EWS URL for you in the background. In some rare cases, this method doesn’t provide the correct EWS URL. If connection still fails, use this tool instead: [Microsoft Remote Connectivity Analyzer](https://help.oncehub.com/scheduleonce/user-integrations/exchange-outlook-calendar-connection/testing-exchange-connectivity/ "Testing Exchange connectivity")

## I cannot access my email via the browser

[Section titled “I cannot access my email via the browser”](#i-cannot-access-my-email-via-the-browser)

If you cannot access your email account via the browser, use this tool by Microsoft to discover your EWS URL: [Microsoft Remote Connectivity Analyzer](https://help.oncehub.com/scheduleonce/user-integrations/exchange-outlook-calendar-connection/testing-exchange-connectivity/ "Testing Exchange connectivity").

## On-premises Exchange admins only

[Section titled “On-premises Exchange admins only”](#on-premises-exchange-admins-only)

Users with access to PowerShell can obtain the EWS URL directly from the Exchange server. Open PowerShell on the Exchange server and type this command: Get-WebServicesVirtualDirectory |Select name, \*url\* | fl

# Managing Your OnceHub Integration With Microsoft Exchange Calendar

> This guide explains how to navigate your Microsoft Exchange Calendar integration in OnceHub and manage related scheduling features effectively.

This guide explains how to navigate your Microsoft Exchange Calendar integration in OnceHub and manage related scheduling features effectively. Each section details specific functionality and provides instructions for customizing your workflow.

***

## Accessing the OnceHub Integration with Microsoft Exchange

[Section titled “Accessing the OnceHub Integration with Microsoft Exchange”](#accessing-the-oncehub-integration-with-microsoft-exchange)

To manage your Microsoft Exchange integration:

1. Click on your profile picture in the top right.
2. Select **User Integrations** from the dropdown.
3. Click on the **Microsoft Exchange Calendar** tile.

***

## Retrieving Busy Time from Exchange

[Section titled “Retrieving Busy Time from Exchange”](#retrieving-busy-time-from-exchange)

You can use the **Busy Time Is Retrieved From** option to determine how OnceHub retrieves your busy time. This option lets you choose one or more sub-calendars, including:

* Sub-calendars you’ve created within your Exchange account.
* Calendars shared with your Exchange account, as long as they have at least Read-only permissions.

### When are Exchange events treated as busy in OnceHub?

[Section titled “When are Exchange events treated as busy in OnceHub?”](#when-are-exchange-events-treated-as-busy-in-oncehub)

* **Free:** OnceHub will not read this time as busy.
* **Working elsewhere:** OnceHub reads this time as busy.
* **Tentative:** OnceHub reads this time as busy.
* **Busy:** OnceHub reads this time as busy.
* **Away:** OnceHub reads this time as busy.

***

## Cancelling and Updating OnceHub Bookings Directly in Exchange

[Section titled “Cancelling and Updating OnceHub Bookings Directly in Exchange”](#cancelling-and-updating-oncehub-bookings-directly-in-exchange)

With the Two-Way Sync toggles, you can easily update bookings directly from your Exchange Calendar. The two toggles allow you to do the following:

1. **Cancel Meetings:** Cancel bookings by simply deleting the corresponding calendar event.
2. **Update Meetings:** Easily make adjustments to existing bookings directly from your Exchange calendar.
   * **Reschedule Meetings:** Change the time of a booking by moving it’s calendar event.

***

## Caching Busy Time for Faster Scheduling

[Section titled “Caching Busy Time for Faster Scheduling”](#caching-busy-time-for-faster-scheduling)

OnceHub stores your busy time temporarily, so it doesn’t need to fetch updates from your calendar in real-time every time someone interacts with your booking links. This allows OnceHub to provide a faster and smoother scheduling experience.

**Note:** We only retrieve whether you’re marked as busy or free on your calendar and do not access any event details, ensuring your privacy.

***

## Configuring Default Exchange Calendar Reminders

[Section titled “Configuring Default Exchange Calendar Reminders”](#configuring-default-exchange-calendar-reminders)

You can customize how far in advance reminders should trigger for your Microsoft 365 calendar events. Use the **Default Exchange/Outlook Calendar Reminders** drop-down list to select a time interval that fits your preferences.

# Outlook Calendar: Events not showing in the expected time zone

> If busy times appear in wrong hours on OnceHub or in your Outlook Calendar, there may be a time zone difference between your Outlook's time zone and the time...

If busy times appear in wrong hours on OnceHub or in your Outlook Calendar, there may be a time zone difference between your Outlook’s time zone and the time zone on your [Booking page](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/introduction-to-booking-pages/ "Introduction to Booking pages"). To change the time zone:

* Go to the relevant Booking page. In the **Overview** section, select the new time zone and save.

- **In your Outlook client:** To change the time zone in Outlook, click on **File → Options → Calendar settings**. In the time zone area, select the new time zone and save. Note: The time zone of Outlook client is the same as your PC. Reload/refresh the OnceHub page to reflect the change.

- **In your web Outlook via the browser** (Figure 2)**:** ![Outlook Calendar Time Zone Settings](https://help.oncehub.com/_astro/1547553028788.Dv9hjLML_107x8p.webp)Figure 2: Outlook calendar region and time zone section

  1. Click **settings icon**.
  2. Click **Mail**.
  3. Click **General**.
  4. Click **Region and time zone**.
  5. Set **your time zone**.

# Testing Exchange connectivity

> The Microsoft Remote Connectivity Analyzer is a useful tool for several purposes:

The Microsoft Remote Connectivity Analyzer is a useful tool for several purposes:

* Determining your [EWS URL](https://help.oncehub.com/scheduleonce/user-integrations/exchange-outlook-calendar-connection/how-to-determine-ews-url/ "How to determine the EWS URL") (if EWS is enabled).
* Verifying that your work email is managed on an Exchange server.
* Verifying Exchange connectivity.

## Requirements

[Section titled “Requirements”](#requirements)

To use this tool, you’ll need:

1. Your Outlook email address and password.

2. Your Domain\UserName - Enter your email in this field if Domain\UserName are not used in your organization.

   * The domain: This can usually be found in the documentation explaining how to connect a mobile phone or email client to your work mail account.
   * Your user name: This is usually the internal ID with which you log into internal systems.

## Testing connectivity

[Section titled “Testing connectivity”](#testing-connectivity)

Open [Microsoft Remote Connectivity Analyzer](https://testconnectivity.microsoft.com/) and follow these steps:

1. Select the **Synchronization, Notification, Availability, and Automatic Replies** option.
2. Fill out (all fields are required): **Email, Password** and **Domain\UserName** (with a backslash). Try your email address if you don’t know your Domain\UserName.
3. Check the “**I understand…**” checkbox).
4. Complete the verification test and click **Verify** (Figure 3).
5. Click the **Perform Test** button.
6. Wait for the results and verify that the connectivity icon is green.
7. Click **Expand All**.
8. Press **Ctrl + F** keys on your keyboard to open the browser’s search box.
9. Type **ewsurl** (one word, no spaces).
10. Copy the **EWS URL**, located between the `<EwsUrl>` tags, without the tags.
11. Go back to your OnceHub Account and paste the EWS URL in the appropriate field in the connection box.

# Troubleshooting

> Troubleshooting documentation and guides.

[Exchange/Outlook Calendar connection issues](https://help.oncehub.com/scheduleonce/user-integrations/exchange-outlook-calendar-connection/troubleshooting/exchangeoutlook-calendar-connection-issues)

# Exchange/Outlook Calendar connection issues

> This article describes potential issues with Exchange/Outlook Calendar integration and how these issues can be fixed.

This article describes potential issues with [Exchange/Outlook Calendar](https://help.oncehub.com/scheduleonce/user-integrations/exchange-outlook-calendar-connection/managing-your-oncehub-integration-with-microsoft-exchange-calendar/ "Connecting to your personal Exchange Calendar") and [Office 365 Calendar](https://help.oncehub.com/user-integrations/ms-office365-calendar-connection/connect-oncehub-to-your-microsoft-office-365/ "Connecting to Office 365 Calendar with OAuth 2.0") integration and how these issues can be fixed.

## Unable to connect to the Exchange server

[Section titled “Unable to connect to the Exchange server”](#unable-to-connect-to-the-exchange-server)

The [Exchange/Outlook Calendar connection wizard](https://help.oncehub.com/scheduleonce/user-integrations/exchange-outlook-calendar-connection/managing-your-oncehub-integration-with-microsoft-exchange-calendar/ "Connecting to your personal Exchange Calendar") will take you through the shortest and easiest way to connection. You will first be asked for your Outlook email and password, and then additional fields may be required.

* **Email:** Verify that you entered your Outlook email address correctly.

* **Password:** Verify that you entered your Outlook password correctly. Test that your password is valid by connecting to your OWA (Outlook Web App) in your browser. The password is correct only if you succeed. If your Exchange account is [set up with 2-step verification](https://support.office.com/en-us/article/set-up-2-step-verification-for-office-365-ace1d096-61e5-449b-a875-58eb3d74de14), you must [create an app password](https://support.microsoft.com/en-us/account-billing/manage-app-passwords-for-two-step-verification-d6dc8c6d-4bf7-4851-ad95-6d07799387e9) first, and then use this special password to connect your OnceHub Account to your Exchange/Outlook Calendar.

* **EWS URL:** Verify that you entered the correct URL. [Learn how to determine your EWS URL](https://help.oncehub.com/scheduleonce/user-integrations/exchange-outlook-calendar-connection/how-to-determine-ews-url/ "How to determine the EWS URL")

* **Domain\UserName:** Depending on the Exchange configuration, this field may be left blank OR require your Windows Domain\UserName:

  * **Domain:** This can be the Windows domain that you log into when entering internal systems or your PC. Try searching your organization’s instructions about connecting your email client or mobile phone to your mailbox. It can be any name selected by your system administrators. The domain may not be required, depending on your server’s configuration.
  * **Backslash:** Make sure you are using a backslash (the symbol \ and not /) between the domain and the user name. If you don’t need to include the domain in your credentials, you won’t need a backslash.
  * **User name:** This is usually the ID you use to access internal systems. Use your internal ID, with which you log into internal systems (Windows Active Directory name or User Principal Name).

If you verified that all values are correct and were entered exactly in the required format, and are still not able to connect, this means the connection is failing due to either a firewall issue or some Exchange setting or configuration. Contact your IT support to troubleshoot and resolve the issue.

Note

You can test your credentials using the [Microsoft Remote Connectivity Analyzer](https://help.oncehub.com/scheduleonce/user-integrations/exchange-outlook-calendar-connection/testing-exchange-connectivity/ "Testing Exchange connectivity"). This is a useful tool for verifying the availability of Exchange Web Services (EWS) connection and the connectivity of the Exchange server.

## Connection errors after a successful connection

[Section titled “Connection errors after a successful connection”](#connection-errors-after-a-successful-connection)

Once a successful connection is established, it may fail due to the reasons described below.

Caution

During a connection failure, **OnceHub Booking pages cannot accept bookings**. This measure is taken to prevent the possibility of double bookings.

To re-enable bookings and meetings, you must either restore the connection by reconnecting, or disconnect your calendar by clicking the **Disconnect** link and then reconnect again.

Possible connection failure reasons include:

* **Change of password:** If your Exchange/Outlook password was changed or your [app password](https://support.office.com/en-us/article/create-an-app-password-for-office-365-3e7c860f-bda4-4441-a618-b53953ee1183 "Connect to Office 365 calendar with app-specific password") was deleted, you will need to reconnect. Sign in to your OnceHub Account, go to the left sidebar and click **Profile** **→&#x20;****Calendar connection**, then click the **Reconnect your Exchange/Outlook Calendar** button.
* **Change of Exchange or network configuration:** Your administrator may have changed the Exchange settings, firewall settings, or access permissions. Contact your IT support to find out about such changes.
* **Temporary disconnection:** Sometimes a connection may be temporarily lost, for example during network maintenance. Once the issue is resolved, the connection is restored automatically.

## Configuration issues in OnceHub

[Section titled “Configuration issues in OnceHub”](#configuration-issues-in-oncehub)

### Busy time in Exchange/Outlook Calendar is not blocking my availability in OnceHub

[Section titled “Busy time in Exchange/Outlook Calendar is not blocking my availability in OnceHub”](#busy-time-in-exchangeoutlook-calendar-is-not-blocking-my-availability-in-oncehub)

If busy time is not blocking your availability, you can check the following settings:

* On the relevant Booking page **→ Associated calendars**: Make sure that you’re retrieving busy time from this calendar. [Learn more about the Associated calendars section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-pages-associated-calendars/ "Booking page: Associated calendars section")

* On the relevant Booking page **→ Scheduling options → One-on-one or Group sessions**: Make sure you haven’t set the option to [Group sessions with multiple or unlimited bookings per slot](https://help.oncehub.com/scheduleonce/event-types-booking-pages/scheduling-options/one-on-one-or-group-sessions/ "One-on-One or Group session").

  Note

  **Note**If you’re using [Event types](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/introduction-to-event-types/ "Introduction to Event types"), the [Scheduling options section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/scheduling-options/location-of-scheduling-options/ "Location of the Scheduling options section") is located on the Event type. In this case, you will need to review the **One-on-one or Group sessions** setting in all Event types.

* If you are working in [Booking with approval mode](https://help.oncehub.com/scheduleonce/event-types-booking-pages/scheduling-options/automatic-booking-or-booking-with-approval/ "Automatic booking or Booking with approval"), make sure that you did not approve two separate bookings in the same time slot.

* In your connected calendar, open the event that is not blocking your availability and check that the status of the event is not set to “Free”. Only events with a status of “Busy” block your availability. [Learn more about when Exchange/Outlook Calendar events are treated as busy time in OnceHub](https://help.oncehub.com/scheduleonce/user-integrations/exchange-outlook-calendar-connection/managing-your-oncehub-integration-with-microsoft-exchange-calendar/ "When are Exchange Calendar events treated as busy in OnceHub?")

### New bookings are not added to my Exchange/Outlook Calendar

[Section titled “New bookings are not added to my Exchange/Outlook Calendar”](#new-bookings-are-not-added-to-my-exchangeoutlook-calendar)

1. Hover over the lefthand menu and go to the Booking pages icon → Booking pages → your Booking page → **Associated calendars**.
2. Make sure your calendar is marked as the **Main booking calendar** or an **Additional booking calendar**. [Learn more about the Associated calendars section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-pages-associated-calendars/ "Booking page: Associated calendars section")

### I cannot see my scheduled booking in my Exchange/Outlook Calendar

[Section titled “I cannot see my scheduled booking in my Exchange/Outlook Calendar”](#i-cannot-see-my-scheduled-booking-in-my-exchangeoutlook-calendar)

In your Exchange/Outlook Calendar, make sure that you’ve selected the calendar that your meeting was scheduled in. Find it in the calendar list in the left bar and click it to select it.

In OnceHub, you can also select the activity in the [Activity stream](https://help.oncehub.com/scheduleonce/managing-bookings/analytics/activity-stream-viewing-activities/ "Introduction to the ScheduleOnce Activity stream"), then click the action menu (three dots) in the right-hand pane and select **View Calendar event** (Figure 1).

![](https://help.oncehub.com/_astro/1559204782505.DNZHLvhP_1ze1H.webp)Figure 1: View Calendar event

## Other issues

[Section titled “Other issues”](#other-issues)

[Contact OnceHub support](https://help.oncehub.com/contact-us/) if you experience other issues.

# Google Calendar Connection

> Google Calendar Connection documentation and guides.

[Managing Your OnceHub Integration With Google Workspace](https://help.oncehub.com/scheduleonce/user-integrations/google-calendar-connection/managing-your-oncehub-integration-with-google-workspace)

[How to Workaround the Google Calendar Quota](https://help.oncehub.com/scheduleonce/user-integrations/google-calendar-connection/how-to-workaround-google-calendar-quota)

[Troubleshooting](https://help.oncehub.com/scheduleonce/user-integrations/google-calendar-connection/troubleshooting/)

# How to Workaround the Google Calendar Quota

> Google imposes a quota on the number of bookings that can be created in its calendar over a rolling 24-hour period.

Google imposes a quota on the number of bookings that can be created in its calendar over a rolling 24-hour period. The exact calculation method for this quota is unknown and Google has not provided a definitive threshold after which the quota activates. While some published numbers exist, they don’t consistently correlate with the activation of the quota.

***

## What Happens When You Hit the Quota?

[Section titled “What Happens When You Hit the Quota?”](#what-happens-when-you-hit-the-quota)

### If the quota is exceeded:

[Section titled “If the quota is exceeded:”](#if-the-quota-is-exceeded)

* Booking links associated with the affected User and Google Calendar account will stop accepting bookings for up to 24 hours. When this happens the error message **A temporary connection error has occurred** will be displayed whenever a guest tries to confirm their booking.
* The quota operates on a rolling 24-hour window. Activity from exactly 24 hours prior ceases to count toward the quota at the same time it occurred.

### Example Scenario:

[Section titled “Example Scenario:”](#example-scenario)

* If a large number of bookings were made at 3:00 PM yesterday, those bookings will stop contributing to the quota at exactly 3:00 PM today.
* Once these bookings are excluded from the past 24 hours, your booking links may become active again

Please note that if a large number of appointments are immediately created soon after, the quota can be triggered again.

***

## What to Do If You Hit the Quota

[Section titled “What to Do If You Hit the Quota”](#what-to-do-if-you-hit-the-quota)

If your booking links are not working and you suspect that you hit the quota we recommend that you turn off calendar guest invites to ensure you won’t be affected by the quota, you will need to turn it off in each Event type you use:

1. Click on **Booking Pages** in the lefthand panel
2. Click on the **Event type** you want to edit.
3. Select the **Customer notifications Tab** on the left.
4. Expand the **Calendar Event** section.
5. Uncheck the box for **Add Customer to Calendar event**.
6. Click **Save**.

***

Please [**contact support**](https://help.oncehub.com/contact-us/) if you are still unable to receive bookings, or have any questions.

# Managing Your OnceHub Integration With Google Workspace

> This guide explains how to navigate your Google Workspace integration in OnceHub and manage related scheduling features effectively.

This guide explains how to navigate your Google Workspace integration in OnceHub and manage related scheduling features effectively. Each section details specific functionality and provides instructions for customizing your workflow.

***

## Accessing the OnceHub Integration with Google Workspace

[Section titled “Accessing the OnceHub Integration with Google Workspace”](#accessing-the-oncehub-integration-with-google-workspace)

To manage your Google Workspace integration:

1. Click on your profile picture in the top right.
2. Select **User Integrations** from the dropdown.
3. Click on the **Google Workspace** tile.

***

## Offering Google Meet to Guests

[Section titled “Offering Google Meet to Guests”](#offering-google-meet-to-guests)

You can toggle whether your guests can choose Google Meet as a video conferencing method when booking meetings with you.

***

## Creating Events in Your Google Calendar

[Section titled “Creating Events in Your Google Calendar”](#creating-events-in-your-google-calendar)

You can use the **Calendar Events are Created In** setting to control where appointments are added in your connected account. You can choose from:

* The primary calendar.
* Any sub-calendars you have created.
* Calendars that are shared with you, where you have at least read and write permissions.

***

## Sending Emails from Your Mailbox

[Section titled “Sending Emails from Your Mailbox”](#sending-emails-from-your-mailbox)

You can toggle whether scheduled meeting emails to guests should:

* Be sent from your connected Google Workspace mailbox.
* Or, use the default sending address (<mailer@oncehub.com>).

Adjust this setting to align email communications with your organization’s branding.

***

## Retrieving Busy Time from Google Calendars

[Section titled “Retrieving Busy Time from Google Calendars”](#retrieving-busy-time-from-google-calendars)

You can use the **Busy Time Is Retrieved From** option to determine how OnceHub retrieves your busy time. This option lets you choose one or more sub-calendars, including:

* Sub-calendars you’ve created within your Google Workspace account.
* Calendars shared with your Google Workspace account, as long as they have at least Read-only permissions.

### When are Google events treated as busy in OnceHub?

[Section titled “When are Google events treated as busy in OnceHub?”](#when-are-google-events-treated-as-busy-in-oncehub)

* **Free:** OnceHub will not read this time as busy.
* **Busy:** OnceHub reads this time as busy and blocks availability.

***

## Cancelling and Updating OnceHub Bookings Directly in Google Calendar

[Section titled “Cancelling and Updating OnceHub Bookings Directly in Google Calendar”](#cancelling-and-updating-oncehub-bookings-directly-in-google-calendar)

With the Two-Way Sync toggles, you can easily update bookings directly from your Google Calendar. The two toggles allow you to do the following:

1. **Cancel Meetings:** Cancel bookings by simply deleting the corresponding calendar event.
2. **Update Meetings:** Easily make adjustments to existing bookings directly from your Google Calendar.
   * **Reschedule Meetings:** Change the time of a booking by moving it’s calendar event.

***

## Caching Busy Time for Faster Scheduling

[Section titled “Caching Busy Time for Faster Scheduling”](#caching-busy-time-for-faster-scheduling)

When you enable this option, OnceHub stores your busy time temporarily, so it doesn’t need to fetch updates from your calendar in real-time every time someone interacts with your booking links. This allows OnceHub to provide a faster and smoother scheduling experience.

**Note:** We only retrieve whether you’re marked as **busy** or **free** on your calendar and do not access any event details, ensuring your privacy.

# Troubleshooting

> Troubleshooting documentation and guides.

[Google Calendar connection issues](https://help.oncehub.com/scheduleonce/user-integrations/google-calendar-connection/troubleshooting/google-calendar-connection-issues)

[Connection Error: Email from Your Google Email Server](https://help.oncehub.com/scheduleonce/user-integrations/google-calendar-connection/troubleshooting/connection-error-email-from-your-google-email-server)

# Connection Error: Email from Your Google  Email Server

> In this article, you'll learn how to handle a connection error when setting up Corporate email with a Google email server.

In this article, you’ll learn how to handle a connection error when setting up Corporate email with a Google email server.

OnceHub uses a basic SMTP connection to connect to your Google Account. The connection is completely secure and OnceHub does not have access to your Google credentials. However, Google considers basic SMTP authentication to be less secure than connecting through the Gmail API.

In order to connect the Google email server in Corporate email, you must use 2-step verification with an App Password.

Although Google used to allow accounts to determine access to what they called [less secure apps](https://support.google.com/accounts/answer/6010255), which are third-party apps using a name and regular password to sign into Google, as of May 30, 2022, they no longer allow this for security reasons.

If you previously connected through this method and are seeing a connection error, please sign in again using 2-step verification and an App Password, as described below.

## Generating an App Password for 2-step verification

[Section titled “Generating an App Password for 2-step verification”](#generating-an-app-password-for-2-step-verification)

If you use [2-step verification](https://support.google.com/accounts/answer/185839), you’ll need to generate an App Password in your Google Account and use it as your password in the **Corporate email** page.

[Learn more about G Suite passwords](https://support.google.com/accounts/answer/185833?hl=en)

# Google Calendar connection issues

> This article describes potential issues with Google Calendar integration and how these issues can be fixed.

This article describes potential issues with [Google Calendar](https://help.oncehub.com/scheduleonce/user-integrations/google-calendar-connection/managing-your-oncehub-integration-with-google-workspace/ "Connecting and configuring your Google Calendar") integration and how these issues can be fixed.

## I cannot connect - what should I do?

[Section titled “I cannot connect - what should I do?”](#i-cannot-connect---what-should-i-do)

This may be due to temporary communication problems with the Google Calendar API. Please try the following:

1. Make sure cookies are enabled on your browser
2. Verify that you can log in to your G Suite account
3. Try to connect again from OnceHub. In your OnceHub account, go to **Profile → User Integrations → Google Workspace** and click **Connect**.

## Connection errors after a successful connection

[Section titled “Connection errors after a successful connection”](#connection-errors-after-a-successful-connection)

Caution

During a connection failure, **OnceHub Booking pages cannot accept bookings**. This measure is taken to prevent the possibility of double bookings.

Once a successful connection was established, it may fail because of Google token expiration. The [Google token](https://developers.google.com/identity/protocols/OAuth2#expiration) might expire for one of the following reasons:

* Your password is no longer valid and the token must be renewed. It might be because you updated the password in your Google account.
* There were no activities in the past 6 months with your Google Calendar. As a result, the token wasn’t used for 6 months and expired.
* You might have additional tokens used for other applications and your Google account has exceeded the limit of token requests. Therefore, the OnceHub token has expired.

In all cases, the OnceHub access to your Google Calendar has been revoked and you must renew your connection. Sign in to your OnceHub Account, go to the left sidebar and click **Profile → User Integrations → Google Workspace** and click **Reconnect**.

## Why do my busy times appear in wrong hours?

[Section titled “Why do my busy times appear in wrong hours?”](#why-do-my-busy-times-appear-in-wrong-hours)

This might be due to differences between the time zone in your connected Google Calendar and the time zone in the User profile of your OnceHub account. Both must be the same.

In OnceHub, click on your profile image or initials in the top right corner and select **My profile**. In the **Date and time** section, edit the time zone.

In Google Calendar, click the settings icon, then choose Settings. Update the time zone under “Primary time zone”.

## Configuration issues in OnceHub

[Section titled “Configuration issues in OnceHub”](#configuration-issues-in-oncehub)

### Busy time in Google Calendar is not blocking my availability

[Section titled “Busy time in Google Calendar is not blocking my availability”](#busy-time-in-google-calendar-is-not-blocking-my-availability)

If busy time is not blocking your availability, you can check the following settings:

* On the relevant Booking page **→ Associated calendars**: Make sure that you’re retrieving busy time from this calendar. [Learn more about the Associated calendars section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-pages-associated-calendars/ "Booking page: Associated calendars section")

* On the relevant Booking page **→ Scheduling options → One-on-one or Group sessions**: Make sure you haven’t set the option to [Group sessions with multiple or unlimited bookings per slot](https://help.oncehub.com/scheduleonce/event-types-booking-pages/scheduling-options/one-on-one-or-group-sessions/ "One-on-One or Group session").

  Note

  **Note**If you’re using [Event types](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/introduction-to-event-types/ "Introduction to Event types"), the [Scheduling options section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/scheduling-options/location-of-scheduling-options/ "Location of the Scheduling options section") is located on the Event type. In this case, you will need to review the **One-on-one or Group sessions** setting in all Event types.

* If you are working in [Booking with approval mode](https://help.oncehub.com/scheduleonce/event-types-booking-pages/scheduling-options/automatic-booking-or-booking-with-approval/ "Automatic booking or Booking with approval"), make sure that you did not approve two separate bookings in the same time slot.

* In your connected calendar, open the event that is not blocking your availability and check that the status of the event is not set to “Free”. Only events with a status of “Busy” block your availability. [Learn more about when Google Calendar events are treated as busy time in OnceHub](https://help.oncehub.com/scheduleonce/user-integrations/google-calendar-connection/managing-your-oncehub-integration-with-google-workspace/ "When are Google events treated as busy in OnceHub?").

### New bookings are not added to your Google Calendar

[Section titled “New bookings are not added to your Google Calendar”](#new-bookings-are-not-added-to-your-google-calendar)

1. Hover over the lefthand menu and go to the Booking pages icon → Booking pages → your Booking page → **Associated calendars**.
2. Make sure your calendar is marked as the **Main booking calendar** or an **Additional booking calendar**. [Learn more about the Associated calendars section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-pages-associated-calendars/ "Booking page: Associated calendars section")

### I cannot see my scheduled booking in my Google Calendar

[Section titled “I cannot see my scheduled booking in my Google Calendar”](#i-cannot-see-my-scheduled-booking-in-my-google-calendar)

In your Google Calendar, make sure that the calendar in which your meeting was scheduled is selected. Find it in the calendar list in the left bar and click it to select it.

In OnceHub, you can also select the activity in the [Activity stream](https://help.oncehub.com/scheduleonce/managing-bookings/analytics/activity-stream-viewing-activities/ "Introduction to the ScheduleOnce Activity stream"), then click the action menu (three dots) in the right-hand pane and select **View Calendar event** (Figure 1).

![](https://help.oncehub.com/_astro/1559204076020.B-Yq3tYM_2lzkhr.webp)Figure 1: View Calendar event

### Why do my busy times appear in wrong hours?

[Section titled “Why do my busy times appear in wrong hours?”](#why-do-my-busy-times-appear-in-wrong-hours-1)

This might be due to differences between the time zone in your connected Google Calendar and the time zone on your Booking page. Both must be the same.

Hover over the lefthand menu and go to the Booking pages icon → Booking pages → your Booking page → **Overview**, and edit the time zone.

In Google Calendar, click the settings icon, then choose Settings. Update the time zone under “Primary time zone”.

# iCloud Calendar Connection

> Icloud Calendar Connection documentation and guides.

[Managing Your OnceHub Integration With iCloud Calendar](https://help.oncehub.com/scheduleonce/user-integrations/icloud-calendar-connection/managing-your-oncehub-integration-with-icloud-calendar)

[Troubleshooting](https://help.oncehub.com/scheduleonce/user-integrations/icloud-calendar-connection/troubleshooting/)

# Managing Your OnceHub Integration With iCloud Calendar

> This guide explains how to navigate your iCloud Calendar integration in OnceHub and manage related scheduling features effectively.

This guide explains how to navigate your iCloud Calendar integration in OnceHub and manage related scheduling features effectively. Each section details specific functionality and provides instructions for customizing your workflow.

***

## Accessing the OnceHub Integration with iCloud Calendar

[Section titled “Accessing the OnceHub Integration with iCloud Calendar”](#accessing-the-oncehub-integration-with-icloud-calendar)

To manage your iCloud Calendar integration:

1. Click on your profile picture in the top right.
2. Select **User Integrations** from the dropdown.
3. Click on the **iCloud Calendar** tile.

***

## Creating Events in Your iCloud Calendar

[Section titled “Creating Events in Your iCloud Calendar”](#creating-events-in-your-icloud-calendar)

You can use the **Calendar Events Are Created In** setting to control where appointments are added in your connected account. You can choose from:

* The primary calendar.
* Any sub-calendars you have created.
* Calendars that are shared with you, where you have at least read and write permissions.

***

## Retrieving Busy Time from iCloud Calendar

[Section titled “Retrieving Busy Time from iCloud Calendar”](#retrieving-busy-time-from-icloud-calendar)

You can use the **Busy Time Is Retrieved From** option to determine how OnceHub retrieves your busy time. This option lets you choose one or more sub-calendars, including:

* Sub-calendars you’ve created within your iCloud Calendar account.
* Calendars shared with your iCloud Calendar account, as long as they have at least Read-only permissions.

### When are iCloud Calendar events treated as busy in OnceHub?

[Section titled “When are iCloud Calendar events treated as busy in OnceHub?”](#when-are-icloud-calendar-events-treated-as-busy-in-oncehub)

* **Free:** OnceHub will not read this time as busy.
* **Busy:** OnceHub reads this time as busy.

**Note:** All-day events in iCloud do not have the option to be set as Busy. Instead of using an all-day event, we recommend creating a calendar event that’s duration blocks out your working hours if needed.

***

## Caching Busy Time for Faster Scheduling

[Section titled “Caching Busy Time for Faster Scheduling”](#caching-busy-time-for-faster-scheduling)

OnceHub stores your busy time temporarily, so it doesn’t need to fetch updates from your calendar in real-time every time someone interacts with your booking links. This allows OnceHub to provide a faster and smoother scheduling experience.

**Note:** We only retrieve whether you’re marked as busy or free on your calendar and do not access any event details, ensuring your privacy.

***

## Configuring Default iCloud Calendar Reminders

[Section titled “Configuring Default iCloud Calendar Reminders”](#configuring-default-icloud-calendar-reminders)

You can customize how far in advance reminders should trigger for your iCloud Calendar events. Use the **Default iCloud Calendar Reminders** drop-down list to select a time interval that fits your preferences.

# Troubleshooting

> Troubleshooting documentation and guides.

[iCloud Calendar connection issues](https://help.oncehub.com/scheduleonce/user-integrations/icloud-calendar-connection/troubleshooting/icloud-calendar-connection-issues)

# iCloud Calendar connection issues

> This article describes potential issues with iCloud Calendar integration and how these issues can be fixed.

This article describes potential issues with [iCloud Calendar](https://help.oncehub.com/scheduleonce/user-integrations/icloud-calendar-connection/managing-your-oncehub-integration-with-icloud-calendar/ "Introduction to iCloud Calendar connection") integration and how these issues can be fixed.

## I cannot connect. What should I do?

[Section titled “I cannot connect. What should I do?”](#i-cannot-connect-what-should-i-do)

This may be due to temporary communication problems with the iCloud API. Please try the following:

1. Make sure you are using an [iCloud app-specific password](https://support.apple.com/en-us/102654 "iCloud app-specific passwords").
2. Make sure cookies are enabled on your browser.
3. Verify that you can log into your iCloud account.
4. Try to connect again from OnceHub.

## Connection error after a successful connection

[Section titled “Connection error after a successful connection”](#connection-error-after-a-successful-connection)

Caution

During a connection failure, **OnceHub Booking pages cannot accept bookings**. This measure is taken to prevent the possibility of double bookings.

Once a successful connection is established, it may fail due to a number of reasons. For example, If you change your primary Apple ID password, all your existing [iCloud app-specific passwords](https://support.apple.com/en-us/102654 "iCloud app-specific passwords") are automatically revoked and must be generated again. In this case, your OnceHub Account must be reconnected with a new app-specific password.

To reconnect your iCloud calendar, sign in to your OnceHub Account, go to the left sidebar and click **Profile** **→&#x20;**&#x43;alendar connection. Then click the **Reconnect your iCloud Calendar** button. You will need to reconnect your OnceHub account using an app-specific password.[ Learn more about iCloud app-specific passwords](https://support.apple.com/en-us/102654 "iCloud app-specific passwords")

## Configuration issues in OnceHub

[Section titled “Configuration issues in OnceHub”](#configuration-issues-in-oncehub)

### Busy time in iCloud Calendar is not blocking my availability in OnceHub

[Section titled “Busy time in iCloud Calendar is not blocking my availability in OnceHub”](#busy-time-in-icloud-calendar-is-not-blocking-my-availability-in-oncehub)

If busy time is not blocking your availability, you can check the following settings:

* On the relevant Booking page **→ Associated calendars**: Make sure that you’re retrieving busy time from this calendar. [Learn more about the Associated calendars section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-pages-associated-calendars/ "Booking page: Associated calendars section")

* On the relevant Booking page **→ Scheduling options → One-on-one or Group sessions**: Make sure you haven’t set the option to [Group sessions with multiple or unlimited bookings per slot](https://help.oncehub.com/scheduleonce/event-types-booking-pages/scheduling-options/one-on-one-or-group-sessions/ "One-on-One or Group session").

  Note

  **Note**If you’re using [Event types](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/introduction-to-event-types/ "Introduction to Event types"), the [Scheduling options section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/scheduling-options/location-of-scheduling-options/ "Location of the Scheduling options section") is located on the Event type. In this case, you will need to review the **One-on-one or Group sessions** setting in all Event types.

* If you are working in [Booking with approval mode](https://help.oncehub.com/scheduleonce/event-types-booking-pages/scheduling-options/automatic-booking-or-booking-with-approval/ "Automatic booking or Booking with approval"), make sure that you did not approve two separate bookings in the same time slot.

* In your connected calendar, open the event that is not blocking your availability and check that the status of the event is not set to “Free”. Only events with a status of “Busy” block your availability.

### New bookings are not added to my iCloud Calendar

[Section titled “New bookings are not added to my iCloud Calendar”](#new-bookings-are-not-added-to-my-icloud-calendar)

1. On the relevant Booking page **→&#x20;****Associated calendars**.
2. Make sure your calendar is marked as the **Main booking calendar** or an **Additional booking calendar**. [Learn more about the Associated calendars section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-pages-associated-calendars/ "Booking page: Associated calendars section")

### I cannot see my scheduled booking in my iCloud Calendar

[Section titled “I cannot see my scheduled booking in my iCloud Calendar”](#i-cannot-see-my-scheduled-booking-in-my-icloud-calendar)

In your iCloud Calendar, make sure that you’ve selected the calendar that your meeting was scheduled in. Find it in the calendar list in the left bar and click it to select it.

In OnceHub, you can also select the activity in the [Activity stream](https://help.oncehub.com/scheduleonce/managing-bookings/analytics/activity-stream-viewing-activities/ "Introduction to the ScheduleOnce Activity stream"), then click the action menu (three dots) in the right-hand pane and select **View Calendar event** (Figure 1).

![](https://help.oncehub.com/_astro/1566831075262.fhkuIkgb_Zw1KL4.webp)Figure 1: View Calendar event

# MS Office365 Calendar Connection

> Ms Office365 Calendar Connection documentation and guides.

[Managing Your OnceHub Integration With Microsoft Office 365](https://help.oncehub.com/scheduleonce/user-integrations/ms-office365-calendar-connection/managing-your-oncehub-integration-with-microsoft-office-365)

[Troubleshooting](https://help.oncehub.com/scheduleonce/user-integrations/ms-office365-calendar-connection/troubleshooting/)

# Managing Your OnceHub Integration With Microsoft Office 365

> This guide explains how to navigate your Microsoft Office 365 integration in OnceHub and manage related scheduling features effectively.

This guide explains how to navigate your Microsoft Office 365 integration in OnceHub and manage related scheduling features effectively. Each section details specific functionality and provides instructions for customizing your workflow.

***

## Accessing the OnceHub Integration with Microsoft 365

[Section titled “Accessing the OnceHub Integration with Microsoft 365”](#accessing-the-oncehub-integration-with-microsoft-365)

To manage your Microsoft 365 integration:

1. Click on your profile picture in the top right.
2. Select **User Integrations** from the dropdown.
3. Click on the **Microsoft 365** tile.

***

## Offering Microsoft Teams to Guests

[Section titled “Offering Microsoft Teams to Guests”](#offering-microsoft-teams-to-guests)

You can toggle whether your guests can choose Microsoft Teams as a video conferencing method when booking meetings with you.

***

## Sending Emails from Your Mailbox

[Section titled “Sending Emails from Your Mailbox”](#sending-emails-from-your-mailbox)

You can toggle whether scheduled meeting emails to guests should:

* Be sent from your connected mailbox.
* Or, use the default sending address (<mailer@oncehub.com>).

Adjust this setting to align email communications with your organization’s branding.

***

## Creating Events in Your Office 365 Calendar

[Section titled “Creating Events in Your Office 365 Calendar”](#creating-events-in-your-office-365-calendar)

You can use the **Calendar Events** **Are Created In** setting to control where appointments are added in your connected account. You can choose from:

* The primary calendar.
* Any sub-calendars you have created.
* Calendars that are shared with you, where you have at least read and write permissions.

***

## Retrieving Busy Time from Outlook

[Section titled “Retrieving Busy Time from Outlook”](#retrieving-busy-time-from-outlook)

You can use the **Busy Time Is Retrieved From** option to determine how OnceHub retrieves your busy time. This option lets you choose one or more sub-calendars, including:

* Sub-calendars you’ve created within your Microsoft 365 account.
* Calendars shared with your Microsoft 365 account, as long as they have at least Read-only permissions.

### When are Outlook events treated as busy in OnceHub?

[Section titled “When are Outlook events treated as busy in OnceHub?”](#when-are-outlook-events-treated-as-busy-in-oncehub)

* **Free:** OnceHub will not read this time as busy.
* **Working elsewhere:** OnceHub reads this time as busy.
* **Tentative:** OnceHub reads this time as busy.
* **Busy:** OnceHub reads this time as busy.
* **Away:** OnceHub reads this time as busy.

***

## Cancelling and Updating OnceHub Bookings Directly in Outlook

[Section titled “Cancelling and Updating OnceHub Bookings Directly in Outlook”](#cancelling-and-updating-oncehub-bookings-directly-in-outlook)

With the Two-Way Sync toggles, you can easily update bookings directly from your Outlook Calendar. The two toggles allow you to do the following:

1. **Cancel Meetings:** Cancel bookings by simply deleting the corresponding calendar event.
2. **Update Meetings:** Easily make adjustments to existing bookings directly from your Outlook calendar.
   * **Reschedule Meetings:** Change the time of a booking by moving it’s calendar event.

***

## Caching Busy Time for Faster Scheduling

[Section titled “Caching Busy Time for Faster Scheduling”](#caching-busy-time-for-faster-scheduling)

When you enable this option, OnceHub stores your busy time temporarily, so it doesn’t need to fetch updates from your calendar in real-time every time someone interacts with your booking links. This allows OnceHub to provide a faster and smoother scheduling experience.

**Note:** We only retrieve whether you’re marked as busy or free on your calendar and do not access any event details, ensuring your privacy.

***

## Configuring Default Microsoft 365 Calendar Reminders

[Section titled “Configuring Default Microsoft 365 Calendar Reminders”](#configuring-default-microsoft-365-calendar-reminders)

You can customize how far in advance reminders should trigger for your Microsoft 365 calendar events. Use the **Default Microsoft 365 Calendar Reminders** drop-down list to select a time interval that fits your preferences.

# Troubleshooting

> Troubleshooting documentation and guides.

[Microsoft 365 Calendar via OAuth 2.0 connection issues](https://help.oncehub.com/scheduleonce/user-integrations/ms-office365-calendar-connection/troubleshooting/microsoft-365-calendar-via-oauth-20-connection-issues)

# Microsoft 365 Calendar via OAuth 2.0 connection issues

> This article describes potential issues with your Office 365 Calendar via OAuth 2.0 connection and how these issues can be fixed.

This article describes potential issues with your [Office 365 Calendar via OAuth 2.0 connection](https://help.oncehub.com/scheduleonce/user-integrations/ms-office365-calendar-connection/managing-your-oncehub-integration-with-microsoft-office-365/ "Connecting to Office 365 Calendar with OAuth 2.0") and how these issues can be fixed.

## I cannot connect. What should I do?

[Section titled “I cannot connect. What should I do?”](#i-cannot-connect-what-should-i-do)

This may be due to temporary communication problems with the Office 365 API. Please try the following:

1. Make sure cookies are enabled on your browser.
2. Verify that you can log in to your Office 365 account.
3. Try to connect again from your OnceHub account.

## Connection errors after a successful connection

[Section titled “Connection errors after a successful connection”](#connection-errors-after-a-successful-connection)

Once a successful connection was established, it may fail due to reasons described below.

Caution

During a connection failure, **OnceHub Booking pages cannot accept bookings**. This measure is taken to prevent the possibility of double bookings.

To re-enable bookings and meetings, you must either restore the connection by reconnecting, or [disconnect your calendar](https://help.oncehub.com/scheduleonce/user-integrations/basics-user-integrations/what-you-need-to-know-before-disconnecting-your-calendar/ "Disconnecting a calendar") by clicking the **Disconnect** link and then reconnect again.

Possible connection failure reasons include:

* **Change of Office 365 or network configuration:** Your administrator may have changed the Office 365 settings, firewall settings, or access permissions. Contact your IT support to find out about such changes.
* **Temporary disconnection:** Sometimes a connection may be temporarily lost, for example during network maintenance. Once the issue is resolved, the connection is restored automatically.

## Configuration issues in OnceHub

[Section titled “Configuration issues in OnceHub”](#configuration-issues-in-oncehub)

### Busy time in Office 365 Calendar is not blocking my availability in OnceHub

[Section titled “Busy time in Office 365 Calendar is not blocking my availability in OnceHub”](#busy-time-in-office-365-calendar-is-not-blocking-my-availability-in-oncehub)

If busy time is not blocking your availability, you can check the following settings:

* On the relevant Booking page **→ Associated calendars**: Make sure that you’re retrieving busy time from this calendar. [Learn more about the Associated calendars section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-pages-associated-calendars/ "Booking page: Associated calendars section")

* **On the** relevant Booking page **→ Scheduling options → One-on-one or Group sessions**: Make sure you haven’t set the option to [Group sessions with multiple or unlimited bookings per slot](https://help.oncehub.com/scheduleonce/event-types-booking-pages/scheduling-options/one-on-one-or-group-sessions/ "One-on-One or Group session").

  Note

  **Note**If you’re using [Event types](https://help.oncehub.com/scheduleonce/event-types-booking-pages/event-types/introduction-to-event-types/ "Introduction to Event types"), the [Scheduling options section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/scheduling-options/location-of-scheduling-options/ "Location of the Scheduling options section") is located on the Event type. In this case, you will need to review the **One-on-one or Group sessions** setting in all Event types.

* If you are working in [Booking with approval mode](https://help.oncehub.com/scheduleonce/event-types-booking-pages/scheduling-options/automatic-booking-or-booking-with-approval/ "Automatic booking or Booking with approval"), make sure that you did not approve two separate bookings in the same time slot.

* In your connected calendar, open the event that is not blocking your availability and check that the status of the event is not set to “Free”. Only events with a status of “Busy” block your availability.

### New bookings are not added to my Office 365 Calendar

[Section titled “New bookings are not added to my Office 365 Calendar”](#new-bookings-are-not-added-to-my-office-365-calendar)

1. Hover over the lefthand menu and go to the Booking pages icon → Booking pages → your Booking page → **Associated calendars**.
2. Make sure your calendar is marked as the **Main booking calendar** or an **Additional booking calendar**. [Learn more about the Associated calendars section](https://help.oncehub.com/scheduleonce/event-types-booking-pages/booking-pages/booking-pages-associated-calendars/ "Booking page: Associated calendars section")

### I cannot see my scheduled meeting in my Office 365 Calendar

[Section titled “I cannot see my scheduled meeting in my Office 365 Calendar”](#i-cannot-see-my-scheduled-meeting-in-my-office-365-calendar)

In your Office 365 Calendar, make sure that you’ve selected the calendar that your meeting was scheduled in. Find it in the calendar list in the left bar and click it to select it.

In OnceHub, you can also select the activity in the [Activity stream](https://help.oncehub.com/scheduleonce/managing-bookings/analytics/activity-stream-viewing-activities/ "Introduction to the ScheduleOnce Activity stream"), then click the action menu (three dots) in the right-hand pane and select **View Calendar event** (Figure 1).

![](https://help.oncehub.com/_astro/1559204411234.CvBJ77ir_qnw81.webp)Figure 1: View Calendar event

# Security Compliance

> Security Compliance documentation and guides.

[Compliance](https://help.oncehub.com/security-compliance/compliance/)

[Privacy](https://help.oncehub.com/security-compliance/privacy/)

[Security](https://help.oncehub.com/security-compliance/security/)

# Compliance

> Compliance documentation and guides.

[Compliance at OnceHub](https://help.oncehub.com/security-compliance/compliance/compliance-at-oncehub)

[Setting Up Compliance BCC Email](https://help.oncehub.com/security-compliance/compliance/setting-up-compliance-bcc-email)

[What is HIPAA?](https://help.oncehub.com/security-compliance/compliance/what-is-hipaa)

[The OnceHub BAA](https://help.oncehub.com/security-compliance/compliance/oncehub-baa)

[HIPAA Compliance](https://help.oncehub.com/security-compliance/compliance/hipaa-compliance)

# Compliance at OnceHub

> The OnceHub security and privacy program is a multi-layered system of controls designed to comply with multiple regulatory frameworks and industry standards.

The OnceHub security and privacy program is a multi-layered system of controls designed to comply with multiple regulatory frameworks and industry standards. We understand the importance of supporting the regulatory needs of our Customers, and ensuring that you’re able to satisfy your compliance obligations.

## HIPAA and HITECH

[Section titled “HIPAA and HITECH”](#hipaa-and-hitech)

OnceHub is fully compliant with the strict security and privacy policies required in the US healthcare sector. We work with expert consultants to implement the policies and processes required to protect your data and satisfy HIPAA (Health Insurance Portability and Accountability Act) and the HITECH (Health Information Technology for Economic and Clinical Health) Act. All electronic protected health information (ePHI) that is collected, stored, and distributed by OnceHub is encrypted both at rest and in transit, ensuring the highest level of security. [Learn more about HIPAA compliance](https://help.oncehub.com/security-compliance/compliance/what-is-hipaa/ "What is HIPAA? ")

We sign standard OnceHub [Business Associate Agreements (BAAs)](https://www.oncehub.com/trustcenter/legal/) with accounts that qualify. If you would like to sign a [Business Associate Agreement (BAA)](https://www.oncehub.com/trustcenter/legal/) with us, please [contact us](https://help.oncehub.com/contact-us/).

## PCI DSS

[Section titled “PCI DSS”](#pci-dss)

OnceHub treats payment data security with the utmost importance. The internal payment systems implemented by OnceHub have been designed from the ground up to ensure maximum security and comprehensive compliance with the PCI DSS (Payment Card Industry Data Security Standard) framework.

We work with expert consultants to implement the policies and processes required to protect your data, undergo regular audits, and work to stay up to date with the latest requirements and best practices. All electronic payment card information collected, stored, and distributed by OnceHub is encrypted both at rest and in transit, ensuring the highest level of security.

## FERPA

[Section titled “FERPA”](#ferpa)

OnceHub provides educators and other members of the education community with all the tools necessary to maintain compliance with FERPA (Family Educational Rights and Privacy Act). All OnceHub data is encrypted at rest and in transit, and protected by the highest level of industry standard and security controls.

We securely back up data in near real time using industry standard tools. Backups are stored in a geographically separate region with multiple levels of redundancy. This means that FERPA-regulated data will always be stored properly and will be accessible when needed.

## Commitment to the GDPR

[Section titled “Commitment to the GDPR”](#commitment-to-the-gdpr)

OnceHub is committed to complying with the Global Data Protection Regulation (GDPR). Taking effect in May 2018, the regulation creates a unified privacy framework enforceable by all EU member states. The GDPR applies to organizations that process data associated with identifiable EU individuals, whether or not the business is based in the EU.

We welcome the progress brought forth by this landmark regulation. At OnceHub, we stand by the GDPR’s key principles, including breach notification, privacy by design, privacy by default, fairness and transparency. [Learn more about the GDPR and the steps we take to stay compliant](https://help.oncehub.com/security-compliance/privacy/gdpr-compliance/ "GDPR Compliance")

# HIPAA Compliance

> To comply with HIPAA, you must sign a Business Associate Agreement (BAA) with OnceHub. The standard OnceHub BAA is available for paid accounts that qualify.

Note

To comply with HIPAA, you must sign a Business Associate Agreement (BAA) with OnceHub. The standard OnceHub BAA is available for paid accounts that qualify.

To arrange for a signed BAA agreement, email [support@oncehub.com]()

The Health Insurance Portability and Accountability Act (HIPAA) is United States legislation that provides data privacy and security provisions for safeguarding medical information. OnceHub has built the necessary controls to satisfy HIPAA. HIPAA include two sets of rules, the HIPAA privacy rule and the HIPAA security rule.

## The HIPAA privacy rule

[Section titled “The HIPAA privacy rule”](#the-hipaa-privacy-rule)

The HIPAA privacy rule governs the circumstances under which health data can be disclosed. The rule defines to whom the data can be disclosed, how the data can be used, and how long it should be retained. For example, your OnceHub data is permanently deleted when you stop using our service, fulfilling the HIPAA privacy rule.

## The HIPAA security rule

[Section titled “The HIPAA security rule”](#the-hipaa-security-rule)

The HIPAA security rule governs how patient data is secured. The rule defines three categories of controls designed to protect patient data from unauthorized disclosure:

* Technical safeguards
* Administrative safeguards
* Physical safeguards

OnceHub has a comprehensive security program that employs a multi-layered control system designed to protect patient data. For example, all patient data is encrypted and our servers are continuously monitored with advanced threat detection tools. The OnceHub security program has been audited to ensure that it satisfies the HIPAA security rule.

# The OnceHub BAA

> The OnceHub Business Associate Agreement (BAA) is a legal mechanism for ensuring patient data is adequately protected.

The OnceHub Business Associate Agreement (BAA) is a legal mechanism for ensuring patient data is adequately protected. To be HIPAA compliant, covered entities must sign a BAA with their business associates. [View our Business Associate Agreements](https://www.oncehub.com/trustcenter/legal/)

To arrange for a signed BAA agreement, email [support@oncehub.com]()

## What are my responsibilities?

[Section titled “What are my responsibilities?”](#what-are-my-responsibilities)

To comply with the terms of the OnceHub BAA, account holders must use our service in a HIPAA compliant manner. For example, you should enable account security policies to satisfy the requirements of the [HIPAA security rule](https://help.oncehub.com/security-compliance/compliance/hipaa-compliance/ "HIPPA Compliance"). Users that are not familiar with the HIPAA security rule should follow best practices when securing their OnceHub account. [Learn more about securing your account](https://help.oncehub.com/security-compliance/security/security-best-practices/ "Security best practices")

## What is covered?

[Section titled “What is covered?”](#what-is-covered)

The OnceHub BAA covers patient data that is stored on our servers. Data that is passed to third-parties via integrations is outside our control and not covered by the BAA. If you are using third-party integrations you should ensure that the receiving party is compliant with HIPAA. For example, if you have a calendar integration with Google, you should make sure that your BAA with Google covers the data transferred from OnceHub.

SMS notifications are not covered by the OnceHub BAA. The SMS service is not HIPAA compliant and should only be used to send OnceHub booking notifications that do not contain patient information.

The OnceHub help desk software is not HIPAA compliant. Support inquiries containing health information should not be sent to the OnceHub support team.

## Why can’t I downgrade?

[Section titled “Why can’t I downgrade?”](#why-cant-i-downgrade)

A HIPAA compliant account cannot be reverted to a regular OnceHub account. Patient data is stored for the lifetime of your account, and your patient data is regulated by HIPAA until it is deleted. Patient data stored in OnceHub is only deleted when you stop using our service.

HIPAA compliant accounts require additional security controls. For example, Short session timeouts should be enabled to satisfy the HIPAA security rule. HIPAA compliant accounts must use these security features and can’t be downgraded to a lower plan.

# Setting Up Compliance BCC Email

> OnceHub allows you to automatically forward a hidden copy of all outgoing customer emails and SMS notifications to a designated email address.

[Setting Up Compliance BCC Email](https://www.youtube-nocookie.com/embed/LWP3yDFrXh8?wmode=opaque)

OnceHub allows you to automatically forward a hidden copy of all outgoing customer emails and SMS notifications to a designated email address. This feature is particularly important for organizations that are required to review all communications for compliance purposes.

## How To Configure Compliance BCC Email

[Section titled “How To Configure Compliance BCC Email”](#how-to-configure-compliance-bcc-email)

Before configuring this feature, ensure that you already have a valid BCC email address set up and are able to receive emails.

To add a Compliance BCC email address to your OnceHub account:

1. Click the **gear icon** in the top-right corner.
2. Select **Security and Compliance** from the menu.
3. Select **Compliance** from the sub-menu.
4. In the ***Compliance BCC emails*** field, enter the BCC email address.
5. Scroll to the bottom of the page and click **Save**.

Note

Once configured, a hidden copy of all outgoing customer email and SMS notifications will be automatically forwarded to this BCC email address. We recommend creating a test booking to confirm that the setup is working as expected.

# What is HIPAA?

> To comply with HIPAA, you must sign a Business Associate Agreement (BAA) with OnceHub. The standard OnceHub BAA is available for paid accounts that qualify.

Note

To comply with HIPAA, you must sign a Business Associate Agreement (BAA) with OnceHub. The standard OnceHub BAA is available for paid accounts that qualify. [Contact us](https://help.oncehub.com/contact-us/) to speak more about a HIPAA-compliant account.

[The Health Insurance Portability and Accountability Act](https://en.wikipedia.org/wiki/Health_Insurance_Portability_and_Accountability_Act) (HIPAA) is United States legislation that provides data privacy and security provisions for safeguarding medical information. The act was originally introduced in 1996 to improve transfer of patient data between health insurance providers. Over the years, the legislation expanded to incorporate privacy and security rules that govern transmission of medical data in general. More recently, the [Department of Health and Human Services](https://www.hhs.gov/) (HHS) introduced the HITECH Act. This additional legislation, extends the responsibility and liability of Business Associates. For example, rules regarding breach notifications, encryption and fines for non-compliance were introduced. OnceHub complies with the policies and processes required by (HIPAA) and the Health Information Technology for Economic and Clinical Health Act (HITECH). [Learn more about OnceHub compliance with HIPAA privacy](https://help.oncehub.com/security-compliance/compliance/hipaa-compliance/ "HIPAA Compliance") and [security rules](https://help.oncehub.com/security-compliance/security/security-best-practices/ "Security best practices").

# Privacy

> Privacy documentation and guides.

[OnceHub Cookies](https://help.oncehub.com/security-compliance/privacy/oncehub-cookies)

[Data Protection Officer and EU Representative](https://help.oncehub.com/security-compliance/privacy/data-protection-officer-and-eu-representative)

[Establishing a Lawful Basis for Processing Under the GDPR](https://help.oncehub.com/security-compliance/privacy/establishing-lawful-basis-for-processing-under-gdpr)

[GDPR Compliance](https://help.oncehub.com/security-compliance/privacy/gdpr-compliance)

[GDPR Data Deletion Request](https://help.oncehub.com/security-compliance/privacy/gdpr-data-deletion-request)

[GDPR Terminology](https://help.oncehub.com/security-compliance/privacy/gdpr-terminology)

[Maintaining Records of Processing Under the GDPR](https://help.oncehub.com/security-compliance/privacy/maintaining-records-of-processing-under-gdpr)

[Securing Your Account According to the GDPR](https://help.oncehub.com/security-compliance/privacy/securing-your-account-according-to-gdpr)

[FAQs About the GDPR](https://help.oncehub.com/security-compliance/privacy/faqs-about-gdpr)

[The GDPR's Privacy Principles](https://help.oncehub.com/security-compliance/privacy/gdprs-privacy-principles)

# Data Protection Officer and EU Representative

> Organizations that process data, regardless of whether they are located in the EU, may need to appoint a Data protection officer to monitor internal complian...

Organizations that process data, regardless of whether they are located in the EU, may need to appoint a Data protection officer to monitor internal compliance with the GDPR. Additionally, organizations that are located outside of the EU and are regulated by the GDPR need to appoint an EU representative.

## Data protection officer

[Section titled “Data protection officer”](#data-protection-officer)

The GDPR outlines three cases in which controllers need a DPO:

1\. The controller is in the public sector

2\. The controller regularly or systematically monitors data on a large scale

3\. The controller processes sensitive data on a large scale (Article 37).

Having a OnceHub account does not necessarily mean that your organization needs to appoint a DPO. You should examine your organization’s core activities to determine whether you meet one of the three cases that would require an appointment of a DPO. That said, appointing a DPO could be very beneficial to your business even if it is not required. As an impartial party, a DPO can help your organization ensure all processing activities are conducted in a GDPR compliant manner. Your DPO can either be an employee of your organization, or be retained as a contracted service.

## Do organizations using OnceHub need a DPO?

[Section titled “Do organizations using OnceHub need a DPO?”](#do-organizations-using-oncehub-need-a-dpo)

If your organization is not located in the EU, the GDPR requires that you appoint an EU representative to ensure compliance and represent your organization to the supervisory authority in the EU member states. Your organization may need to appoint an EU representative if you process data on a large scale and are in the private sector (Article 27).

## EU representative

[Section titled “EU representative”](#eu-representative)

The contact details of your DPO and EU representative must be readily available to data subjects, processors and the relevant supervisory authority. To ensure compliance, OnceHub requires that you provide this information in your account settings.

## Providing contacts to OnceHub

[Section titled “Providing contacts to OnceHub”](#providing-contacts-to-oncehub)

Steps to add contact information about your DPO and EU representative to your OnceHub account

To provide OnceHub with the contact details of your DPO and EU representative, follow these steps:

1\. Sign in to your [OnceHub Administrator](https://help.oncehub.com/account-administration/user-management/user-roles-overview/ "Differences between Administrator and Member") account. In the top navigation menu, select the gear icon → **Compliance (Or Security and Compliance)**.

2\. Fill in the information regarding your DPO and EU representative.

You’re all set! This information can be edited at any time.

# Establishing a Lawful Basis for Processing Under the GDPR

> Under Article 6 of the GDPR, controllers must have a lawful basis for processing data. There are several methods for establishing a lawful basis for processi...

Under [Article 6 of the GDPR](https://gdpr-info.eu/art-6-gdpr/), controllers must have a lawful basis for processing data. There are several methods for establishing a lawful basis for processing under the GDPR. The basis that you use will depend on your use case. With scheduling, establishing a lawful basis for processing depends on who initiates the interaction and what data you require:

* **Scheduling under a generic configuration:** When a Customer initiates scheduling by navigating to your booking links to schedule a meeting.
* **Personalized scheduling:** When you initiate scheduling by sending a personalized link to a prospect or Customer
* **Collection of sensitive data**: When you require sensitive data from Customers during the scheduling process

## Scheduling under a generic configuration

[Section titled “Scheduling under a generic configuration”](#scheduling-under-a-generic-configuration)

This scenario occurs when a Customer schedules from a booking link with a generic configuration. This means that the Customer is not identified in advance, and is therefore required to input their name and email in order to schedule the meeting. This is only relevant if you are using OnceHub. Under the GDPR, you can process information if it is necessary to fulfill a business obligation to a prospect or Customer. In this scenario, when a prospect or Customer inputs their information to schedule a meeting, you need to process their information to fulfill your business obligation. For most organizations, this should be enough to ensure a lawful basis for processing information.

## Personalized scheduling

[Section titled “Personalized scheduling”](#personalized-scheduling)

Personalized scheduling is when you input the information of a specific prospect or Customer who you are scheduling with. With OnceHub, you may personalize scheduling by sending [personalized links](https://help.oncehub.com/product/booking-calendars/sharing-embedding/prefilling-guest-information-in-your-booking-calendar/) to prospects or Customers. In this scenario, Customer data is pulled from [Salesforce](https://help.oncehub.com/account-integrations/crm/integrating-oncehub-with-salesforce/), [HubSpot](https://help.oncehub.com/account-integrations/crm/integrating-oncehub-with-hubspot/), or [URL parameters](https://help.oncehub.com/product/booking-calendars/sharing-embedding/url-parameters-syntax-and-processing-rules/). With personalized scheduling, information is processed by OnceHub without any direct input or consent from Customers. While your organization may have a lawful basis for processing this data via other sources, it is recommended that you ensure that you have a basis for processing the information via OnceHub.

## Collection of sensitive data

[Section titled “Collection of sensitive data”](#collection-of-sensitive-data)

If you are using OnceHub, and require Customers to input sensitive data, it is recommended that you obtain explicit consent at the time of scheduling. This most likely applies to organizations in the healthcare industry, but other organizations may be affected as well. Data that is considered sensitive includes any information related to racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union memberships, genetic or biometric data, health information, or a person’s sex life or sexual orientation.

# FAQs About the GDPR

> The General Data Protection Regulation (GDPR) is the most significant privacy regulation in years. Below we have consolidated some of the most frequently ask...

The General Data Protection Regulation (GDPR) is the most significant privacy regulation in years. Below we have consolidated some of the most frequently asked questions to help you understand the impact of the regulation.

**When did the GDPR come into effect?**

**A:** The GDPR took effect on May 25, 2018. The legislation was approved and adopted by the European Parliament in April 2016, and is recognized as a law in all EU member states. The two-year transition period was to allow member states to ensure the law is fully implementable at the time it goes into effect.

**Who does the GDPR affect?**

**A:** The GDPR applies to all organizations that offer products or services to, or monitor the data of EU residents. This includes organizations located outside of the EU that may have prospects or customers who are EU residents. Additionally, the regulation applies to B2B service providers that process data on behalf of organizations.

**What are the penalties for non-compliance?**

**A:** Organizations that do not comply can be fined up to 4% of annual global turnover or €20 million, whichever is higher. This is the maximum fine that can be imposed for the most serious infringements. For smaller infringements, the GDPR imposes smaller fines. For example, a company can be fined 2% for not having their records in order, not notifying the supervising authority and data subject about a breach, or not conducting impact assessments.

**What constitutes personal data?**

**A:** Any information that can be used to identify an individual. This includes data directly linked to a person, such as their name, identification number, location, or any online identifier. Personal data can also be indirectly linked to an individual, including physical, physiological, genetic, mental, economic, cultural, or societal information

**What is the difference between a data processor and a data controller?**

**A:** A controller is the entity that determines the purposes, conditions and means of the processing of personal data, while the processor is an entity which processes personal data on behalf of the controller.

**Does my business need to appoint a Data protection officer (DPO)?**

**A:** Your organization may need to appoint a DPO if you are in the public sector, if you regularly and systematically monitor data subjects on a large scale, or if you process sensitive data on a large scale. Your DPO can either be an employee of your organization, or be retained as a contracted service. If your organization doesn’t fall into one of these categories, then you do not need to appoint a DPO. [Learn more about the requirement to appoint a DPO](https://help.oncehub.com/security-compliance/privacy/data-protection-officer-and-eu-representative/)

**Do I have to get explicit consent from my data subjects?**

**A:** The GDPR requires that you have a “legal basis for processing,” meaning a legal right for collecting, storing, or accessing data belonging to a specific person. Explicit consent from the data subject is one way to establish a legal basis for processing. With online scheduling, because the activity is customarily initiated by customers, a lawful basis for processing can usually be obtained without consent. Under the GDPR you can process information if it is necessary to fulfill a business obligation to a prospect or customer. When a prospect or customer initiates scheduling, this creates a business obligation for you to conduct the requested meeting. For most organizations, this should be enough to ensure a lawful basis for processing information via OnceHub without requesting consent.

[Learn more about lawful bases for processing](https://help.oncehub.com/security-compliance/privacy/establishing-lawful-basis-for-processing-under-gdpr/ "Establishing a lawful basis for processing under the GDPR")

# GDPR Compliance

> The General Data Protection Regulation (GDPR) is the European Union's new data protection legislation designed to protect the privacy rights of EU individuals.

The General Data Protection Regulation (GDPR) is the European Union’s new data protection legislation designed to protect the privacy rights of EU individuals. The GDPR aligns fragmented privacy legislation across EU member states and is the most significant regulation to address modern privacy concerns. The regulation replaces the current EU Data Protection Directive (Directive 95/46/EC).

**The purpose of the regulation is to strengthen the privacy rights of individuals in regards to how their personal data is being collected, processed, and used.**

OnceHub is ready for the changes and here to help our customers comply with the new regulations.

## Who does it affect?

[Section titled “Who does it affect?”](#who-does-it-affect)

The GDPR applies to organizations that process the data of EU individuals (even if the business is not EU-based). GDPR regulated data can be stored outside the EU; however, data exports must meet additional requirements to ensure compliance. For example, there must be assurances that the country of transfer provides adequate protections for the data.

To protect personal data, the GDPR requires organizations to implement operational and technological controls. These controls cover:

1\. How data is collected

2\. The use of the collected data

3\. Storage of the data

4\. Individual’s rights to their data

## GDPR Principles

[Section titled “GDPR Principles”](#gdpr-principles)

The GDPR includes key principles for data protection:

* **Fairness and transparency** ensures that data processing is transparent and clearly communicated. For example, the OnceHub privacy policy, which is prominently placed on our website, demonstrates this principle.
* **Purpose limitation** ensures that data is processed for the purpose that was originally intended. For example, at OnceHub, we only use the data we store to provide you with our services. We will never use your data for any other purpose.
* **Data minimization and retention** ensures data is only collected and retained as necessary. For example, OnceHub allows you to configure the data you wish to collect and data is deleted from our databases when you stop using our service.
* **Data security** is a key principle that ensures appropriate technical, administrative and physical safeguards are in place to protect your data from unauthorized access. OnceHub has a comprehensive security program that employs a multi-layered control system, designed to protect your data. For example, we continuously monitor our servers for suspicious activity and use advanced threat detection technologies to secure data.
* **Individual rights** are enforced by the GDPR. An individual has the right to access, retrieve and modify their data. Individuals also have the “right to be forgotten” and for their data to be deleted. OnceHub provides the mechanisms necessary for data subjects and controllers to exercise these rights.

## What is OnceHub doing?

[Section titled “What is OnceHub doing?”](#what-is-oncehub-doing)

The GDPR establishes comprehensive requirements for the protection of personal data, and OnceHub is committed to maintaining appropriate privacy and data protection practices in accordance with applicable requirements.

As part of this commitment, OnceHub makes its [Data Processing Addendum (DPA)](https://www.oncehub.com/trustcenter/legal/dpa/) available to customers that process personal data through the Services. The DPA addresses key GDPR requirements, including data security, confidentiality, data breach notification, use of subprocessors, and international data transfers.

OnceHub has established internal processes and controls to oversee its privacy and data protection obligations. We regularly review our privacy and security practices, including our breach notification processes, and maintain procedures designed to ensure that customers are notified of applicable personal data breaches in accordance with the DPA and applicable law.

Our DPA also identifies the subprocessors used to provide the Services. OnceHub maintains a process for reviewing subprocessors and provides customers with the rights and notifications regarding the introduction of new subprocessors as set out in the DPA.

These measures are part of OnceHub’s ongoing commitment to protecting personal data and supporting our customers in meeting their privacy and data protection obligations.

# GDPR Data Deletion Request

> As part of our continuing dedication to data security, customer privacy, and GDPR compliance, OnceHub offers all customers the opportunity to request data de...

As part of our continuing dedication to data security, customer privacy, and GDPR compliance, OnceHub offers all customers the opportunity to request data deletion for any data associated with their account. Under [Article 17 of the GDPR](https://gdpr-info.eu/art-17-gdpr/), data subjects have the right to request erasure of personal data if the data is no longer needed or consent has been withdrawn. [Learn more about GDPR compliance](https://help.oncehub.com/security-compliance/privacy/gdpr-compliance/ "GDPR Compliance")

## Who can request data deletion?

[Section titled “Who can request data deletion?”](#who-can-request-data-deletion)

If your customer requests you delete their data, your developers can delete that customer’s contact record through the OnceHub API by:

* Requesting a list of contacts ([**List all contacts**](https://help.oncehub.com/developers/api/#tag/contacts/GET/contacts))
* Filtering by email
* Once you’ve identified their ID, you can delete that contact ([**Delete a contact**](https://help.oncehub.com/developers/api/#tag/contacts/DELETE/contacts/%7Bid%7D))

Next, you can delete their bookings in your Activity stream. If you don’t have access to developers, you can start with this step. [Learn more](https://help.oncehub.com/activities-analytics/activity-management/managing-guest-activities/)

For any other data deletion, any OnceHub User can request data deletion for themselves or their Users, regardless of whether or not they are located in the EU. The request will need to be made from the email address associated with the account and the User will be asked to provide identifying security information to confirm account ownership.

## What is the data deletion process?

[Section titled “What is the data deletion process?”](#what-is-the-data-deletion-process)

Once data deletion is requested and account ownership is confirmed, the data deletion request enters our queue. Generally, the data is deleted within 14 calendar days of the initial request. During the deletion process data is securely purged from OnceHub databases and servers. All related backup and log data will be deleted within 45 calendar days. Once data has been deleted it cannot be recovered.

## What happens to calendar appointments after activity data is deleted?

[Section titled “What happens to calendar appointments after activity data is deleted?”](#what-happens-to-calendar-appointments-after-activity-data-is-deleted)

The deletion process only removes the data from OnceHub’s internal databases and servers. Calendar events in the User’s connected calendar will not be modified or deleted.

## How will billing and transaction history be affected?

[Section titled “How will billing and transaction history be affected?”](#how-will-billing-and-transaction-history-be-affected)

Some monetary amounts shown in the application and invoices will be calculated excluding any amounts related to deleted meetings. This means that the amount shown will not reflect the true amount debited/credited. This applies to the following:

* Monthly sum of PayPal transaction fees: In the top navigation menu, click on the gear icon → **Billing → Transactions**.

## How can I request data deletion?

[Section titled “How can I request data deletion?”](#how-can-i-request-data-deletion)

You can [submit a data deletion request](https://www.oncehub.com/trustcenter/rights/) in our [Trust Center](https://www.oncehub.com/trustcenter). Please include as much information as possible regarding which data you would like to be deleted. The request will be escalated to the proper team for evaluation and processing. We will reach out every step of the way to keep you updated on the deletion progress.

# GDPR Terminology

> The General Data Protection Regulation (GDPR) uses legal, technical and privacy terminology that might not be clear at first.

The General Data Protection Regulation (GDPR) uses legal, technical and privacy terminology that might not be clear at first. Below we have outlined some of the key terminology to help you cut through the jargon and understand the GDPR. You can find a nicely formatted and [full version of the regulation articles](https://gdpr-info.eu/) here.

* **OnceHub:** The company that owns and develops the online scheduling products Booking links and Chatbots. OnceHub is the legal entity that upholds the principles of the GDPR.
* **Controller**: People or organizations that determine the purpose and means of processing personal data. In our case, OnceHub Users are controllers.
* **Processor**: People or organizations that collect, store, or process data on behalf of controllers. In our case, OnceHub is the processor.
* **Sub-processor**: Third-party businesses that perform data processing on behalf of processors. OnceHub uses a number of sub-processors, which are listed in our [Data processing addendum](https://www.oncehub.com/trustcenter/legal/dpa/).
* **Data subject**: An individual to whom personal data relates. Data subjects must be living, identifiable individuals. In our case, data subjects refer to prospects and Customers who schedule appointments via OnceHub’s products.
* **Personal data**: Any information that can be used to identify an individual. This includes data directly linked to a person, such as their name, identification number, location, or any online identifier. Personal data can also be indirectly linked to an individual, including physical, physiological, genetic, mental, economic, cultural, or societal information.
* **Processing**: Any operation performed on personal data. This includes automated and manual operations such as collecting, recording, organizing, structuring, storing, adapting, altering, retrieving, consulting, using, disclosing, disseminating, making available, combining, restricting, erasing or destroying.
* **Data processing addendum (DPA)**: A contractual agreement between two organizations outlining terms and responsibilities for data protection.
* **Data protection officer (DPO)**: A position within an organization responsible for ensuring the security and protection of data. A DPO can be an employee of an organization, or be retained as a contracted service.
* **EU representative**: A person or organization designated by a controller or processor located outside of the EU to represent the controller in EU member states. The EU representative is responsible for GDPR compliance and can act on behalf of the controller. Supervisory authorities may address the EU representative in place of the controller or processor.
* **Supervisory authority**: An independent public authority established by an EU member state to enforce the GDPR. Each member state has its own supervisory authority.

# The GDPR's Privacy Principles

> The General Data Protection Regulation (GDPR) outlines key principles designed to protect the privacy of individuals.

The General Data Protection Regulation (GDPR) outlines key principles designed to protect the privacy of individuals. It is important that users ensure their use of OnceHub is aligned with these principles.

## Lawfulness, fairness, and transparency

[Section titled “Lawfulness, fairness, and transparency”](#lawfulness-fairness-and-transparency)

Data controllers have certain responsibilities relating to how they collect and process data from customers. [Article 5 of the GDPR](https://gdpr-info.eu/art-5-gdpr/) outlines the principles for processing data:

* **Lawful:** There must be a legal basis for processing. [Article 6 of the GDPR](https://gdpr-info.eu/art-6-gdpr/) outlines several methods for ensuring a legal basis for processing. With online scheduling, you can most likely establish a legal basis on that grounds that processing is necessary for fulfilling a business obligation. [Learn more about establishing a lawful basis for processing](https://help.oncehub.com/security-compliance/privacy/establishing-lawful-basis-for-processing-under-gdpr/ "Establishing a lawful basis for processing under the GDPR")
* **Fair:** Any processing of data should be in line with the stated purpose for processing. Customers should be aware of the purpose for processing their data.
* **Transparent:** Data subjects should be informed how their data will be processed. For example, you could provide Customers with a link to your privacy policy when you invite them to schedule. [Learn how to add a privacy policy to your Booking form](https://help.oncehub.com/product/booking-calendars/booking-forms/booking-calendar-booking-forms/)

## Purpose limitation

[Section titled “Purpose limitation”](#purpose-limitation)

Data should only be collected for a “specific, explicit, and legitimate purpose.” Any processing of data should be in line with the stated purpose. Data subjects should be aware of the purpose for processing their data, and controllers must obtain consent if the purpose of processing changes. For example, data provided by Customers via OnceHub is processed for scheduling meetings. You shouldn’t use this data for marketing unless you have explicitly advised the Customer that you will.

## Data minimization

[Section titled “Data minimization”](#data-minimization)

Data collection should be “adequate, relevant, and limited to what is necessary in relation to the purposes for which they are processed.” For example, you should configure your OnceHub Booking form to include only fields that are necessary for scheduling the meeting with your client.

## Storage limitations

[Section titled “Storage limitations”](#storage-limitations)

Personal data should only be kept if necessary. For example, OnceHub booking data is kept for the lifetime of your account, allowing you to generate reports and gain insights into your scheduling activity. When you delete your OnceHub account all OnceHub booking data is automatically deleted as well.

# Maintaining Records of Processing Under the GDPR

> Under Article 30 of the GDPR, data controllers and data processors are required to maintain appropriate records of processing activities.

Under [Article 30 of the GDPR](https://gdpr-info.eu/art-30-gdpr/), data controllers and data processors are required to maintain appropriate records of processing activities. According to the article, the records that should be kept include:

* The purpose of processing
* A description of the categories of personal data being processed
* A description of the categories of data subjects whose data is being processed
* The contact details for your [Data protection officer](https://help.oncehub.com/security-compliance/privacy/data-protection-officer-and-eu-representative/) (if relevant)
* The contact details for your EU representative (if relevant)

Contact information for a Data protection officer (DPO) or an EU representative may not be applicable to your business. For example, some businesses are exempt from the requirement to appoint a DPO. [Learn more about whether you need to appoint a DPO](https://help.oncehub.com/security-compliance/privacy/data-protection-officer-and-eu-representative/). In the case of an investigation, you may be asked to present this information to the supervisory authority. You should also keep track of any data processors that you have engaged with (such as OnceHub) and ensure that you have the relevant details. You can find our DPO and EU representative details in the [OnceHub DPA](https://www.oncehub.com/trustcenter/legal/dpa/). The details should be kept in written form and it is best if they are stored electronically. To ensure compliance, OnceHub requires that you provide and maintain this information in your OnceHub account settings.

## Providing OnceHub with records of your processing activities

[Section titled “Providing OnceHub with records of your processing activities”](#providing-oncehub-with-records-of-your-processing-activities)

1. In the top navigation menu, select the gear icon → **Compliance (or Security and Compliance)**.
2. Scroll down and fill out the section **Your use of personal data**.

You’re all set! You have now provided OnceHub with a record of your processing activities.

Note

Some of the items may not be required under certain circumstances. For example, if your business is based in the EU, you are not required to have an EU representative. If you have additional questions about Article 30 of the GDPR, [contact us for more information](https://help.oncehub.com/contact-us/).

# OnceHub Cookies

> How OnceHub uses cookies with our chatbots, routing forms, booking calendars, and booking pages.

How OnceHub uses cookies with our chatbots, routing forms, booking calendars.

While engaging with you through OnceHub, two cookies are added to the visitor’s browser. They are saved locally to their device.

These cookies are intended to provide a positive experience to your visitors. One allows them to keep their conversation history during an active session. The other manages consent for capturing statistical data about returning visitors.

If the visitor revokes consent through a cookie banner, or cookies are turned off, no cookies or analytics will be generated.

## Details

[Section titled “Details”](#details)

| Cookie name      | Purpose                                    | Description                                                                                                                                  | Duration   |
| ---------------- | ------------------------------------------ | -------------------------------------------------------------------------------------------------------------------------------------------- | ---------- |
| oh\_conversation | Keeping track of conversation history      | Until the session expires, the visitor can idle or refresh the site without losing their conversation history.                               | 30 minutes |
| oh\_identify     | Analytics and anonymous contact identifier | Captures a visitor’s consent for gathering statistical data. Assigns a unique, anonymous contact ID to the visitor until the cookie expires. | 90 days    |

For more details on how we manage and protect your data, see our [data privacy](https://oncehub.com/trustcenter/data) section and [cookie policy](https://oncehub.com/trustcenter/legal/cookienotice/).

# Securing Your Account According to the GDPR

> Data protection by design and default require controllers to ensure the security of their OnceHub accounts.

Data protection by design and default require controllers to ensure the security of their OnceHub accounts. By default, OnceHub requires Users to use a secure password with at least six characters, including numbers and letters. In addition to our default settings, OnceHub also allows Users to set custom security policies such as stricter password policies, account lockout and short sessions. These additional security policies ensure that you are protecting your account to the highest degree possible.

To update security settings, you must be an [Administrator](https://help.oncehub.com/account-administration/user-management/user-roles-overview/). However, you do not need an assigned product license. [Learn more](https://help.oncehub.com/account-administration/user-management/user-management-and-seats/)

## Configure security settings for your OnceHub account

[Section titled “Configure security settings for your OnceHub account”](#configure-security-settings-for-your-oncehub-account)

1\. In your [OnceHub Administrator](https://help.oncehub.com/account-administration/user-management/user-roles-overview/ "Differences between Administrator and Member") account, in the top navigation menu, click the gear icon → **Security** → **Password policies**.

2\. Define your password policy. You can set a minimum length, complexity, expiration period, and whether Users can reuse their previous passwords. When finished, press **Save**.

3\. Click on the [Account lockout policies](https://help.oncehub.com/security-compliance/security/account-lockout-policies/ "Account lockout policies") section. Click to enable Account lockout. This protects against brute force login attempts and automatically suspends account access when multiple failed login attempts have been identified. Select the number of times a User can unsuccessfully try to login within a specific time frame. When finished, press **Save**.

4\. Click on the [Session policies](https://help.oncehub.com/security-compliance/security/session-policies/ "Session policies") section. Click to enable Short sessions. This setting will automatically sign out Users after a specific period of inactivity. Define the period of time until Users are signed out. When finished, press **Save**.

You’re all set! You have now set up custom security policies to protect your OnceHub account. [Learn more about security at OnceHub](https://help.oncehub.com/security-compliance/security/introduction-to-security/)

# Security

> Security documentation and guides.

[Introduction to Security](https://help.oncehub.com/security-compliance/security/introduction-to-security)

[Security Settings](https://help.oncehub.com/security-compliance/security/security-settings)

[Security Best Practices](https://help.oncehub.com/security-compliance/security/security-best-practices)

[Configuring Single Sign-on (SSO) for your Account](https://help.oncehub.com/security-compliance/security/configuring-single-sign-on-sso-for-your-account)

[Storing and Protecting Your Sign-in Credentials](https://help.oncehub.com/security-compliance/security/storing-and-protecting-your-sign-in-credentials)

[How to Prevent Automated and Manual Spam Bookings](https://help.oncehub.com/security-compliance/security/how-to-prevent-automated-and-manual-spam-bookings)

[Account Lockout Policies](https://help.oncehub.com/security-compliance/security/account-lockout-policies)

[Password Policies](https://help.oncehub.com/security-compliance/security/password-policies)

[Session Policies](https://help.oncehub.com/security-compliance/security/session-policies)

# Account Lockout Policies

> Account lockout provides an additional layer of security for your OnceHub account. It protects against brute force login attempts and automatically suspends ...

Account lockout provides an additional layer of security for your OnceHub account. It protects against brute force login attempts and automatically suspends account access when multiple failed login attempts have been identified.

Locked accounts prevent access to the User application. A locked account is able to accept bookings from Customers and booking links function as normal. If a User is locked out of their account, all Administrators receive an email notification advising about the security event.

In this article, you will learn how to customize the Account lockout policies for your OnceHub Account.

[Account Lockout Policies](https://www.youtube-nocookie.com/embed/7lwjmn5zAj0?wmode=opaque)

## Requirements

[Section titled “Requirements”](#requirements)

You must be a [OnceHub Administrator](https://help.oncehub.com/account-administration/user-management/user-roles-overview/ "Differences between Administrator and Member") to make changes to password policies. However, you do not need an assigned product license. [Learn more](https://help.oncehub.com/account-administration/user-management/user-management-and-seats/)

Note

Account lockout applies to all Users on your OnceHub account that use an email and password combination to login. This means if a User signs in through SSO or G Suite, the OnceHub Administrator cannot set account lockout policies for that account.

Account activity for Users with a G Suite login is monitored by Google. Learn more about [G Suite activity alerts](https://support.google.com/a/answer/2984349?hl=en)

## Customizing Account lockout policies

[Section titled “Customizing Account lockout policies”](#customizing-account-lockout-policies)

1. In the top navigation menu, click the gear icon → **Security (or Security and Compliance)** → **Account lockout policies**.

2. By default, account lockout is disabled. Enable the account lockout and define the lockout criteria. Enabling Account lockout is a good security practice. We recommend setting the lockout criteria to five attempts within 30 minutes.

   * **Login attempts allowed** - The number of unsuccessful login attempts required to lock an account.
   * **Lockout timeframe** – The timeframe for counting unsuccessful login attempts. The lockout criteria determines the threshold that triggers lockout. Suppose your Account lockout policy is set to allow no more than three attempts in 60 minutes. Three failed login attempts at 09:00 am, 09:30 am and 09:59 am will lockout your account (since all three attempts happened within the lockout timeframe). Three failed login attempts at 09:00 am, 09:30 am and 10:01 am will not lockout the User account (since only two attempts were in the lockout timeframe).

3. Click **Save**.

Note

When an account is locked, Administrators can unlock all User accounts apart from their own. To unlock a User account, click on your profile image or initials in the top right corner and select **Users**. Select **Unlock account** from the action menu of a specific User. If you are the only Administrator and your account has been locked, please [contact us](https://help.oncehub.com/contact-us/).

# Configuring Single Sign-on (SSO) for your Account

> Single Sign-On (SSO) allows your users to securely access OnceHub using their existing identity provider (IDP) credentials, simplifying login and enhancing s...

Single Sign-On (SSO) allows your users to securely access OnceHub using their existing identity provider (IDP) credentials, simplifying login and enhancing security. This guide outlines the steps to configure SSO (specific instructions for IDPs, like OneLogin, Azure, Okta, and G Suite) and how to manage and utilize SSO effectively.

***

## What is SSO and Why Use It?

[Section titled “What is SSO and Why Use It?”](#what-is-sso-and-why-use-it)

Single Sign-On (SSO) enables users to log in to OnceHub without creating a new password. Instead, authentication is handled by your identity provider (IDP), such as OneLogin, Azure AD, G Suite, or Okta.

### Benefits of Using SSO:

[Section titled “Benefits of Using SSO:”](#benefits-of-using-sso)

* **Simplified User Experience:** Users can access OnceHub using their IDP credentials without needing separate login details.
* **Enhanced Security:** Centralized authentication reduces the likelihood of password-related vulnerabilities.
* **Streamlined User Management:** Administrators control access and permissions through the IDP.

***

## Prerequisites for SSO Configuration

[Section titled “Prerequisites for SSO Configuration”](#prerequisites-for-sso-configuration)

Before configuring SSO, ensure you meet the following requirements:

* **OnceHub Account:** You must be an administrator in your OnceHub account.
* **Security and Compliance Add-On:** Your account must have the [**Security and Compliance Add-On**](https://oncehub.com/pricing) activated.
* **Identity Provider (IDP):** Have an active account with an IDP (e.g., OneLogin, Azure AD, Okta, or G Suite).
* **Matching Email Addresses:** User email addresses in your IDP must match their OnceHub user profiles. If they don’t match, users will be unable to log in.

***

## General SSO Setup Process

[Section titled “General SSO Setup Process”](#general-sso-setup-process)

Regardless of the identity provider, the general SSO configuration process in OnceHub involves these steps:

1. **Request Access to SSO:**

   * SSO is available for organizations with the Security and Compliance Add-On. Contact OnceHub support to enable SSO for your account.

2. **Navigate to SAML Configuration:**

   * Click on the gear icon in the top-right, then **Security (and Compliance)**.

3. **Obtain Required Fields from Your IDP:**

   * You will need the following from your IDP:

     * Entity ID (or Identifier)
     * Single Sign-On URL (Login URL)
     * Public x509 Certificate

   * These fields may have different names depending on your IDP.

4. **Enter IDP Details in OnceHub:**

   * Copy the required fields from your IDP and paste them into OnceHub’s SAML configuration fields.

5. **Verify and Test Connection:**

   * Click **Verify** in OnceHub to confirm the SAML configuration works correctly.
   * Ensure that the test user can log in successfully using SSO.

6. **Enable SSO for All Users:**

   * Once the configuration is verified, toggle the Enable SSO for All Users option. This requires all users to log in using SSO.

***

## Provider-Specific Configuration Steps

[Section titled “Provider-Specific Configuration Steps”](#provider-specific-configuration-steps)

For detailed steps on setting up SSO for specific Identity Providers, please refer to the following articles:

* [**Integrating OnceHub with Microsoft Entra ID**](https://help.oncehub.com/user-account-management/account-management/single-sign-on-sso/integrating-oncehub-with-microsoft-entra-id-to-allow-for-sso/)
* [**Integrating OnceHub with Okta**](https://help.oncehub.com/user-account-management/account-management/single-sign-on-sso/integrating-oncehub-with-okta-to-allow-for-sso/)
* [**Integrating OnceHub with OneLogin**](https://help.oncehub.com/user-account-management/account-management/single-sign-on-sso/integrating-oncehub-with-onelogin-to-allow-for-sso/)

***

## Using SSO in Your Organization

[Section titled “Using SSO in Your Organization”](#using-sso-in-your-organization)

Once SSO is configured, users in your organization can log in securely using the following steps:

1. Go to the OnceHub login page.
2. Click **Sign in** **with SSO**.

***

## Common SSO Management Tasks

[Section titled “Common SSO Management Tasks”](#common-sso-management-tasks)

### Reset or Modify SSO Configuration

[Section titled “Reset or Modify SSO Configuration”](#reset-or-modify-sso-configuration)

If your IDP changes settings like the Entity ID or SSO URL, you must update the modified fields and verify settings in OnceHub to ensure SSO continues to function.

### Removing a User or Role in the IDP

[Section titled “Removing a User or Role in the IDP”](#removing-a-user-or-role-in-the-idp)

* If a user no longer requires OnceHub access, remove them from your IDP or disable their role.
* The changes will reflect in OnceHub, blocking access for the user.

### Troubleshooting SSO Login Issues

[Section titled “Troubleshooting SSO Login Issues”](#troubleshooting-sso-login-issues)

Common issues include:

* **Email Mismatches:** Ensure the user’s email in the IDP matches their email in OnceHub.
* **SSO Certificate Expiry:** Renew the x509 certificate in your IDP and update it in OnceHub.
* **Incorrect Mapping:** Recheck attribute mappings (e.g., email) to ensure they are set correctly.

***

## Frequently Asked Questions (FAQs)

[Section titled “Frequently Asked Questions (FAQs)”](#frequently-asked-questions-faqs)

**Can I enable SSO for some users and not others?**

**A:** No. Once SSO is enabled, it becomes the sole login method for all users in your account.

**What happens if a user cannot log in via SSO?**

**A:** Ensure their OnceHub email matches their email address in the IDP. Also check if their role in the IDP allows access to the OnceHub application.

**How do I disable SSO?**

**A:** Toggle off the **Enable SSO for all users** option. This allows users to log in using their OnceHub credentials again.

# How to Prevent Automated and Manual Spam Bookings

> Spam bookings can originate from both bots or humans. This article describes both types and explains how OnceHub helps to prevent them.

[How to Prevent Automated and Manual Spam Bookings](https://www.youtube-nocookie.com/embed/uo1JifDXYFM?wmode=opaque)

Spam bookings can originate from both bots or humans. This article describes both types and explains how OnceHub helps to prevent them.

* **Automated Spam Bookings:** Automated spam bookings are created by bots or automated scripts attempting to submit large volumes of bookings.
* **Manual Spam Bookings:** Manual spam bookings occur when a human intentionally creates fraudulent bookings.

## How to Prevent Automated Spam Bookings

[Section titled “How to Prevent Automated Spam Bookings”](#how-to-prevent-automated-spam-bookings)

You can significantly reduce automated spam bookings by enabling invisible CAPTCHA for all your booking calendars in your account.

Follow the steps below to enable this feature.

### **Navigating to the CAPTCHA Section**

[Section titled “Navigating to the CAPTCHA Section”](#navigating-to-the-captcha-section)

1. Click the **gear icon** in the top-right corner of the page.
2. Select **Security (and Compliance)** from the dropdown.
3. Click **CAPTCHA** in the left menu.

### Enabling CAPTCHA for Your Account

[Section titled “Enabling CAPTCHA for Your Account”](#enabling-captcha-for-your-account)

1. Select *Enable CAPTCHA for all booking calendars in your account.*
2. Click **Save** to confirm the change.

## CAPTCHA Cookie Information

[Section titled “CAPTCHA Cookie Information”](#captcha-cookie-information)

When CAPTCHA is enabled, Cloudfare sets a strictly necessary cookie, **cf\_chl\_prog**, to execute Javascript or CAPTCHA challenges and identify trusted web traffic. This cookie:

* Does not identify the person receiving the cookie.
* Does not track or store personal information.
* Is used only for completing the CAPTCHA challenge.

***

## How to Prevent Manual Spam Bookings

[Section titled “How to Prevent Manual Spam Bookings”](#how-to-prevent-manual-spam-bookings)

If you continue to receive spam bookings even after enabling CAPTCHA, we recommend that you contact our security experts.

### How to Contact our OnceHub Security Experts

[Section titled “How to Contact our OnceHub Security Experts”](#how-to-contact-our-oncehub-security-experts)

1. Click the **Help and support(?)** icon in the top-right corner.
2. Select **Contact Support** or **Chat with Support** to submit a request describing the spam pattern you are experiencing.

Our security experts will analyze the attack pattern and will assist you in implementing a tailored remediation strategy.

# Introduction to Security

> This article describes security processes and features in our application. To learn about all our security processes, visit the OnceHub Trust Center.

This article describes security processes and features in our application. To learn about all our security processes, [visit the OnceHub Trust Center](https://www.oncehub.com/trustcenter).

OnceHub is a vendor you can trust. Customer trust is earned via the transparency we provide through four guiding principles: Security, Availability, Privacy and Compliance (the OnceHub pillars of trust). By exposing the processes and measures we take to protect your data, we hold ourselves accountable to the highest level. At OnceHub, trust is an ongoing effort to continually evolve, learn and improve in the ever changing security landscape.

We understand that even with the best intentions, security vulnerabilities can exist. We take a multi-tiered approach to reduce the likelihood of a breach, and minimize our exposure to the risks. Through tight controls, good training and secure development we provide the assurance you need to entrust us with your data.

## Application security features

[Section titled “Application security features”](#application-security-features)

As part of our application security we’ve delivered various security features to meet the requirements of our Customers.

### Account security

[Section titled “Account security”](#account-security)

OnceHub allows you to enforce organizational information security policies through account level security features. You can enforce:

* [Two-factor authentication](https://help.oncehub.com/profile-management/managing-your-profile-in-oncehub/#enabling-two-factor-authentication "Two-step authentication") - enable two-factor authentication to add an extra layer of security to your account.
* [Password policies](https://help.oncehub.com/security-compliance/security/password-policies/ "Password Policies") - including password length, complexity and expiration.
* [Account lockout](https://help.oncehub.com/security-compliance/security/account-lockout-policies/ "Account lockout policies") - enable or disable account lockout and decide how many unsuccessful login attempts result in a lockout.
* [Session timeout](https://help.oncehub.com/security-compliance/security/session-policies/ "Session policies") - enable or disable session timeout and set the timeout time frame.

[Learn more about how your sign-in credentials are stored and protected by OnceHub](https://help.oncehub.com/security-compliance/security/storing-and-protecting-your-sign-in-credentials/ "How your sign-in credentials are stored and protected by OnceHub")

### Third-party integrations security

[Section titled “Third-party integrations security”](#third-party-integrations-security)

We understand that third-party systems contain sensitive data you need to protect. Where possible, OnceHub integrations use secure authentication methods such as OAuth 2.0 and data is encrypted at rest using AES with 256 bit keys.

[Learn more about how we secure data in our Trust Center](https://www.oncehub.com/trustcenter/security/)

### OnceHub Booking link security

[Section titled “OnceHub Booking link security”](#oncehub-booking-link-security)

Booking links are a key junction in the data flow into OnceHub. The Booking form automatically operates in a [private mode](https://help.oncehub.com/product/booking-calendars/sharing-embedding/prefilling-guest-information-in-your-booking-calendar/) when stored customer data from a database is used to prepopulate the booking. Users are always required to sign in to download secure attachments.

## Application security processes and controls

[Section titled “Application security processes and controls”](#application-security-processes-and-controls)

Application security is a core component of the Security Trust pillar. At OnceHub, we consider the security of your data at every stage of the development lifecycle. From concept and design stages to implementation and testing, we make sure that our application keeps your data private and protected.

### Privacy and security impact assessments

[Section titled “Privacy and security impact assessments”](#privacy-and-security-impact-assessments)

New features are reviewed by our security manager and executive management. They are assessed for their potential impact on privacy and security. We make sure that settings that potentially expose your data are kept private by default.

### Secure development best practices

[Section titled “Secure development best practices”](#secure-development-best-practices)

We work with an experienced development team that is regularly trained on security best practices. We follow OWASP guidelines to ensure we develop secure applications.

### Security QA and testing

[Section titled “Security QA and testing”](#security-qa-and-testing)

We take a multi layered approach to testing. Developers perform peer reviews, our QA team performs vulnerability scans and an external team perform periodic penetration testing on the application and infrastructure.

# Password Policies

> Using a strong password is an important safety measure that protects your account. Setting a password policy can ensure that Users in your account follow pas...

Using a strong password is an important safety measure that protects your account. Setting a password policy can ensure that Users in your account follow password best practices and organizational guidelines.

You must be a [OnceHub Administrator](https://help.oncehub.com/account-administration/user-management/user-roles-overview/ "Differences between Administrator and Member") to make changes to password policies. However, you do not need an assigned product license. [Learn more](https://help.oncehub.com/account-administration/user-management/user-management-and-seats/)

Password policy changes are enforced when the User creates or changes their password. To ensure that new password policies are quickly propagated throughout the account, you should set a seven day expiration time frame. This will force users to comply with your password policy within a week. Then, you can extend the expiration time frame to expire after 6 to 12 months.

In this article, you will learn about customizing the Password policies for your OnceHub account.

Note

Password policies apply to Users in your OnceHub account that use an email and password combination to login. Passwords for Users with a G Suite login are managed by Google. Learn more about [Google password policies](https://support.google.com/a/answer/139399?hl=en)

## Customizing Password policies

[Section titled “Customizing Password policies”](#customizing-password-policies)

1. In the top navigation menu, click the gear icon → **Security (or Security and Compliance)** → **Password policies**.
2. By default, all passwords in OnceHub must be at least six characters long and include both lower case letters and numbers. Adjust your policy to accommodate for stricter requirements and click **Save**.

There are four parameters available to the OnceHub Administrator in the Password policies section:

## Password length

[Section titled “Password length”](#password-length)

This defines the minimum character length for the password. Passwords must contain at least the number of characters defined by the password length. The longer a password, the more secure it is. Enforcing a long password is recommended.

## Password complexity

[Section titled “Password complexity”](#password-complexity)

This defines which groups of characters must be used to construct a password. To meet the requirement, a password must contain at least one letter from each of the enabled groups. The “Special characters” group follows best practices and contains the characters recommended by [OWASP.](https://www.owasp.org/index.php/Password_special_characters)

## Password expiration

[Section titled “Password expiration”](#password-expiration)

Periodically changing your password is a recommended practice. By default, passwords do not expire in OnceHub. However, enabling password expiration forces Users to change passwords. If a password age is older than the expiration timeframe, your Users will be prompted to select a new password on their next login.

## Password history

[Section titled “Password history”](#password-history)

This section determines whether Users can reuse previous passwords when they change their passwords. Many Users want to reuse the same password for their account over a long period of time, but the longer a password is in use, the less it is secure. If Users are required to change their password, but they can reuse an old password, the effectiveness of a good password policy is greatly reduced. Here you can determine whether Users can reuse previous passwords, and if so, how many times they must change their password before reusing one.

Note

Users can only edit their own passwords. Administrators cannot edit other passwords of other Users.

# Security Best Practices

> At OnceHub, the privacy and security of your data matters to us. We employ the latest technologies and have built controls in our platform to ensure that you...

At OnceHub, the privacy and security of your data matters to us. We employ the latest technologies and have built controls in our platform to ensure that your data is protected. Our security measures are re-enforced when you follow security best practices.

## Passwords

[Section titled “Passwords”](#passwords)

If you sign in to OnceHub with an email and password combination, we recommend constructing a strong password. A strong password should:

* Contain 8 or more characters.
* Include a combination of lower case letters and numbers.
* Be changed every 3 - 6 months.
* Not be used on other systems or accounts.
* Not contain personal information, such as date of birth or name of someone close to you.

A default password policy is set on all OnceHub accounts. The default policy requires that all passwords are at least six characters long and include both letters and numbers.

## Custom password policies

[Section titled “Custom password policies”](#custom-password-policies)

Stricter password requirements can be enforced with a custom password policy.

* Password length and complexity can be adjusted.
* Passwords can be set to automatically expire ensuring that they are updated periodically.

Custom password policies are a great way to ensure that password best practices are followed by all Users in your organization. [Learn more about Custom password policies](https://help.oncehub.com/security-compliance/security/password-policies/ "Password Policies")

## Account lockout

[Section titled “Account lockout”](#account-lockout)

Account lockout provides an additional layer of security for your OnceHub account. It protects against brute force login attempts and automatically suspends account access when multiple failed login attempts have been identified. [Learn more about Account lockout policies](https://help.oncehub.com/security-compliance/security/account-lockout-policies/ "Account lockout policies")

## Short sessions

[Section titled “Short sessions”](#short-sessions)

Enabling Short sessions protects your OnceHub account from unauthorized access. With Short sessions enabled, an automatic timeout is triggered after a period of inactivity. [Learn more about session policies](https://help.oncehub.com/security-compliance/security/session-policies/ "Session policies")

## Least Access principle

[Section titled “Least Access principle”](#least-access-principle)

When managing [multi-user accounts](https://help.oncehub.com/account-administration/user-management/user-management-and-seats/ "Introduction to User Management"), the Least Access principle ensures that Users see only the data necessary for them to fulfill their role. OnceHub provides various permission levels and [User roles](https://help.oncehub.com/account-administration/user-management/user-roles-overview/ "Differences between Administrator and Member") to allow for clear and simple management of this.

When using OnceHub, you should ensure that your Users can only access the Booking links, settings, and meetings that are relevant to them. Where possible, restrict access to Booking links to prevent editing settings that do not require changes

Note

For accounts using a G Suite ID to log in, we authenticate you using the latest OAuth 2.0 technologies. Once you are successfully authenticated by Google, we receive a secure token from them which enables access to your OnceHub account. With Google authentication, securing access to your G Suite account is equivalent to securing your OnceHub account. We recommend enabling 2-step authentication on your G Suite account, as well as following the [password policy guidelines recommended by Google](https://support.google.com/a/answer/1360111?hl=en).

# Security Settings

> Understand all the security settings you can customize for your account.

[Security Settings](https://www.youtube-nocookie.com/embed/DnqmG8pAAQg?wmode=opaque)

Understand all the security settings you can customize for your account.

## SSO

[Section titled “SSO”](#sso)

Signing in with single sign-on (SSO) is a feature designed specifically for organizations using an identity provider across their organization to regulate signing into all their third-party apps through SSO. This may include identity providers such as:

* [Okta](https://help.oncehub.com/security-compliance/security/configuring-single-sign-on-sso-for-your-account/)
* [OneLogin](https://help.oncehub.com/security-compliance/security/configuring-single-sign-on-sso-for-your-account/)
* [Azure](https://help.oncehub.com/security-compliance/security/configuring-single-sign-on-sso-for-your-account/)
* [G Suite](https://help.oncehub.com/security-compliance/security/configuring-single-sign-on-sso-for-your-account/)

To use SSO to sign into OnceHub, your OnceHub Administrator must have already [configured SSO](https://help.oncehub.com/security-compliance/security/configuring-single-sign-on-sso-for-your-account/) for your account.

To access your OnceHub account, click the **Sign in with SSO** link at the bottom of the OnceHub sign-in page.

You will provide your email and be redirected to your identity provider. Once authenticated, you’ll be returned to your signed-in OnceHub account.

If you’re having difficulty signing in, please don’t hesitate to [contact us](https://help.oncehub.com/contact-us/) for more help.

## Password policies

[Section titled “Password policies”](#password-policies)

Using a strong password is an important safety measure that protects your account. Setting a password policy can ensure that Users in your account follow password best practices and organizational guidelines.

You must be a [OnceHub Administrator](https://help.oncehub.com/account-administration/user-management/user-roles-overview/ "Differences between Administrator and Member") to make changes to password policies. However, you do not need an assigned product license. [Learn more](https://help.oncehub.com/account-administration/user-management/user-management-and-seats/)

Password policy changes are enforced when the User creates or changes their password. To ensure that new password policies are quickly propagated throughout the account, you should set a seven day expiration time frame. This will force users to comply with your password policy within a week. Then, you can extend the expiration time frame to expire after 6 to 12 months.

Note

Password policies apply to Users in your OnceHub account that use an email and password combination to login. Passwords for Users with a G Suite login are managed by Google. Learn more about [Google password policies](https://support.google.com/a/answer/139399?hl=en)

### Customizing Password policies

[Section titled “Customizing Password policies”](#customizing-password-policies)

1. In the top navigation menu, click the gear icon → **Security (or Security and Compliance)** → **Password policies**.
2. By default, all passwords in OnceHub must be at least six characters long and include both lower case letters and numbers. Adjust your policy to accommodate for stricter requirements and click **Save**.

There are four parameters available to an admin:

### Password length

[Section titled “Password length”](#password-length)

This defines the minimum character length for the password. Passwords must contain at least the number of characters defined by the password length. The longer a password, the more secure it is. Enforcing a long password is recommended.

### Password complexity

[Section titled “Password complexity”](#password-complexity)

This defines which groups of characters must be used to construct a password. To meet the requirement, a password must contain at least one letter from each of the enabled groups. The special characters group follows best practices and contains the characters recommended by [OWASP.](https://www.owasp.org/index.php/Password_special_characters)

### Password expiration

[Section titled “Password expiration”](#password-expiration)

Periodically changing your password is a recommended practice. By default, passwords do not expire in OnceHub. However, enabling password expiration forces Users to change passwords. If a password age is older than the expiration timeframe, your Users will be prompted to select a new password on their next login.

### Password history

[Section titled “Password history”](#password-history)

This section determines whether Users can reuse previous passwords when they change their passwords. Many Users want to reuse the same password for their account over a long period of time, but the longer a password is in use, the less it is secure. If Users are required to change their password, but they can reuse an old password, the effectiveness of a good password policy is greatly reduced.

Note

Users can only edit their own passwords. Administrators cannot edit other passwords of other Users.

## Account lockout policies

[Section titled “Account lockout policies”](#account-lockout-policies)

Account lockout protects against brute force login attempts and automatically suspends account access when multiple failed login attempts have been identified.

Locked accounts prevent access to the User application. A locked account is able to accept bookings from Customers and Booking links function as normal. If a User is locked out of their account, all Administrators receive an email notification advising about the security event.

### Requirements

[Section titled “Requirements”](#requirements)

You must be a [OnceHub Administrator](https://help.oncehub.com/account-administration/user-management/user-roles-overview/ "Differences between Administrator and Member") to make changes to password policies. However, you do not need an assigned product license. [Learn more](https://help.oncehub.com/account-administration/user-management/user-management-and-seats/)

Note

Account lockout applies to all Users on your OnceHub account that use an email and password combination to login. This means if a User signs in through SSO or G Suite, the OnceHub Administrator cannot set account lockout policies for that account.

Account activity for Users with a G Suite login is monitored by Google. Learn more about [G Suite activity alerts](http://support.google.com/a/answer/2984349?hl=en)

### Customizing Account lockout policies

[Section titled “Customizing Account lockout policies”](#customizing-account-lockout-policies)

1. In the top navigation menu, click the gear icon → **Security (or Security and Compliance)** → **Account lockout policies**.

2. By default, account lockout is disabled. Enable the account lockout and define the lockout criteria. Enabling Account lockout is a good security practice. We recommend setting the lockout criteria to five attempts within 30 minutes.

   * **Login attempts allowed** - The number of unsuccessful login attempts required to lock an account.
   * **Lockout timeframe** – The timeframe for counting unsuccessful login attempts. The lockout criteria determines the threshold that triggers lockout. Suppose your Account lockout policy is set to allow no more than three attempts in 60 minutes. Three failed login attempts at 09:00 am, 09:30 am and 09:59 am will lockout your account (since all three attempts happened within the lockout timeframe). Three failed login attempts at 09:00 am, 09:30 am and 10:01 am will not lockout the User account (since only two attempts were in the lockout timeframe).

3. Click **Save**.

Note

When an account is locked, Administrators can unlock all User accounts apart from their own. To unlock a User account, click on your profile image or initials in the top right corner and select **Users**. Select **Unlock account** from the action menu of a specific User. If you are the only Administrator and your account has been locked, please [contact us](https://help.oncehub.com/contact-us/).

## Session policies

[Section titled “Session policies”](#session-policies)

OnceHub recommends the implementation of short sessions, a security feature that protect your account from unauthorized access by triggering an automatic timeout after a period of inactivity.

By default, OnceHub can automatically keep accounts signed in for up to 14 days. This is a convenience mechanism for Users who typically access their account from home and do not share their devices with other individuals.

## Requirements

[Section titled “Requirements”](#requirements-1)

You must be a [OnceHub Administrator](https://help.oncehub.com/account-administration/user-management/user-roles-overview/ "Differences between Administrator and Member") to make changes to password policies. However, you do not need an assigned product license. [Learn more](https://help.oncehub.com/account-administration/user-management/user-management-and-seats/)

Note

Session policies are not available for Users signed in via G Suite or SSO.

## Customizing Session policies

[Section titled “Customizing Session policies”](#customizing-session-policies)

1. In the top navigation menu, click the gear icon → **Security** → **Session policies**.
2. By default, session timeout is disabled. If a short session duration is part of your organizations information security policy, you can use Short session settings to enforce this for all Users across the account
3. Adjust your policy and click **Save**.

## CAPTCHA

[Section titled “CAPTCHA”](#captcha)

In this section, you can enable CAPTCHA for your account’s booking actions. This confirms your page is being booked by a human rather than a bot.

Enabling CAPTCHA adds a strictly necessary cookie named **cf\_chl\_prog**. This cookie is created and used by Cloudflare to execute Javascript or CAPTCHA challenges, identifying trusted web traffic for your pages. It does not identify the person receiving the cookie on the web application, track them, or store their personal identification details in any way. It is never used beyond the scope of the CAPTCHA challenge.

# Session Policies

> OnceHub recommends the implementation of Short sessions. Short sessions are a security feature that protect your OnceHub account from unauthorized access.

OnceHub recommends the implementation of Short sessions. Short sessions are a security feature that protect your OnceHub account from unauthorized access. With Short sessions enabled, an automatic timeout is triggered after a period of inactivity.

By default, OnceHub can automatically keep accounts signed in for up to 14 days. This is a convenience mechanism for Users who typically access their account from home and do not share their devices with other individuals.

If you share your device, or you access your account from a public location, automatic sign-in is not recommended. For example, if you work in an office with heavy footfall and your account remains logged in at an unattended desk, there is a risk that an unauthorized individual could gain access to your computer.

To prevent automatic sign-in, you should enable Short sessions. With Short sessions enabled, your account will automatically timeout after a period of inactivity. We recommend setting the maximum idle session duration to 30 minutes. In this case, any action performed after 30 minutes of inactivity will automatically redirect you to the login page and prompt you for your login details.

In this article, you will learn about customizing the Session policies page for your OnceHub account.

[Session Policies](https://www.youtube-nocookie.com/embed/zbWma_ZkuVs?wmode=opaque)

## Requirements

[Section titled “Requirements”](#requirements)

You must be a [OnceHub Administrator](https://help.oncehub.com/account-administration/user-management/user-roles-overview/ "Differences between Administrator and Member") to make changes to password policies. However, you do not need an assigned product license. [Learn more](https://help.oncehub.com/account-administration/user-management/user-management-and-seats/)

Note

Session policies are not available for Users signed in via G Suite or SSO.

## Customizing Session policies

[Section titled “Customizing Session policies”](#customizing-session-policies)

1. In the top navigation menu, click the gear icon → **Security (or Security and Compliance)** → **Session policies**.
2. By default, session timeout is disabled. If a short session duration is part of your organizations information security policy, you can use Short session settings to enforce this for all Users across the account
3. Adjust your policy and click **Save**.

# Storing and Protecting Your Sign-in Credentials

> Protecting the confidentiality, integrity, and availability of data processed through our services is a fundamental objective of the OnceHub security program.

Protecting the confidentiality, integrity, and availability of data processed through our services is a fundamental objective of the OnceHub security program. We employ strong technical safeguards to ensure that data is protected and the risk of exposure is minimized.

## Encryption

[Section titled “Encryption”](#encryption)

All data, including sign-in credentials and passwords, are encrypted in transit and at rest using the Transparent Data Encryption service (TDE) provided by Microsoft Azure. TDE uses strong cyphers (AES-256) and the keys are managed by Microsoft Azure Management.

To learn about all our security processes, [visit the OnceHub Trust Center](https://www.oncehub.com/trustcenter).

## Cryptographic Hashing

[Section titled “Cryptographic Hashing”](#cryptographic-hashing)

Your OnceHub password is stored in our cloud database using Secure Hash Algorithm 2 (SHA-2), a set of cryptographic hash functions designed by the [National Institute of Standards and Technology](https://www.nist.gov/) (NIST) and the National Security Agency (NSA).

[Learn more about SHA-2](https://en.wikipedia.org/wiki/SHA-2)

## Third-party integration credentials

[Section titled “Third-party integration credentials”](#third-party-integration-credentials)

When you enter your credentials to connect third-party apps to OnceHub, your password is encrypted with AES-256 (Advanced Encryption Standard) and stored in our cloud database.

# User Account Management

> User Account Management documentation and guides.

[Account Management](https://help.oncehub.com/user-account-management/account-management/)

# Account Management

> Account Management documentation and guides.

[Single Sign on SSO](https://help.oncehub.com/user-account-management/account-management/single-sign-on-sso/)

# Single Sign on SSO

> Single Sign On SSO documentation and guides.

[Integrating OnceHub with Microsoft Entra ID to allow for SSO](https://help.oncehub.com/user-account-management/account-management/single-sign-on-sso/integrating-oncehub-with-microsoft-entra-id-to-allow-for-sso)

[Integrating OnceHub with Okta to allow for SSO](https://help.oncehub.com/user-account-management/account-management/single-sign-on-sso/integrating-oncehub-with-okta-to-allow-for-sso)

[Integrating OnceHub with OneLogin to allow for SSO](https://help.oncehub.com/user-account-management/account-management/single-sign-on-sso/integrating-oncehub-with-onelogin-to-allow-for-sso)

# Integrating OnceHub with Microsoft Entra ID to allow for SSO

> By centralizing authentication with Microsoft Entra ID, you ensure that your team can securely access OnceHub using their existing corporate credentials, whi...

By centralizing authentication with Microsoft Entra ID, you ensure that your team can securely access OnceHub using their existing corporate credentials, which enhances security and simplifies the overall login process.

This article guides you through the end-to-end process of creating a SAML 2.0 integration between OnceHub and Entra ID, from initial app creation to final user assignment and verification.

***

## Step 1: Create a New Application Integration in Entra ID

[Section titled “Step 1: Create a New Application Integration in Entra ID”](#step-1-create-a-new-application-integration-in-entra-id)

In Entra ID, follow the steps below to create a new SAML application integration:

1. Select **Enterprise apps** from the left navigation menu.
2. Click **New application** in the top left of the screen.
3. Click **Create your own application** in the top left of the screen.
4. Provide a name for the app.
5. Select **Integrate any other application you don’t find in the gallery (Non-gallery)**.
6. Click **Create**.

***

## Step 2: Set Up the SAML Configuration in Entra ID

[Section titled “Step 2: Set Up the SAML Configuration in Entra ID”](#step-2-set-up-the-saml-configuration-in-entra-id)

To configure the SAML settings within Entra ID, you will need to enter credentials provided by OnceHub.

### Finding the Credentials within OnceHub

[Section titled “Finding the Credentials within OnceHub”](#finding-the-credentials-within-oncehub)

In OnceHub, follow these steps to open the **SAML Configuration** pop-up with the required credentials:

1. Click the Gear icon in the top-right corner.
2. Select **Security (and Compliance)** from the dropdown.
3. Click **Setup** next to **Set up SAML configuration for SSO**.

### Setting Up the Basic SAML Configuration within Entra ID

[Section titled “Setting Up the Basic SAML Configuration within Entra ID”](#setting-up-the-basic-saml-configuration-within-entra-id)

In Entra ID, follow the steps below to complete the configuration:

1. Click **Single sign-on** from the left navigation menu of the created app.

2. Select **SAML** as the sign-on method.

3. Click **Next**.

4. Click **Edit** in the **Basic SAML Configuration** tile.

5. Copy over the following details from the OnceHub pop-up:

6. |                            |                    |
   | -------------------------- | ------------------ |
   | **In Entra ID**            | **In OnceHub**     |
   | Microsoft Entra Identifier | Identifier URL     |
   | Reply URL                  | ACS URL            |
   | Sign on URL                | Single sign-on URL |
   | Click **Save**.            |                    |

### Setting Up the User Attributes & Claims within Entra ID

[Section titled “Setting Up the User Attributes & Claims within Entra ID”](#setting-up-the-user-attributes--claims-within-entra-id)

In Entra ID, follow the steps below to complete the configuration:

1. Go to the previous page in your browser (The **Single sign-on** page).

2. Click **Edit** in the **User Attributes & Claims** tile.

3. Click **Add new claim** in the top left of the screen.

4. Enter the word **email** as the name.

5. Expand Claim conditions and add the following 2 conditions:

6. |                 |                   |            |                        |
   | --------------- | ----------------- | ---------- | ---------------------- |
   | **User type**   | **Scoped Groups** | **Source** | **Value**              |
   | Members         | Leave as is.      | Attribute  | user.userprincipalname |
   | All guests      | Leave as is.      | Attribute  | user.mail              |
   | Click **Save**. |                   |            |                        |

***

## Step 3: Configure the SAML Settings in OnceHub

[Section titled “Step 3: Configure the SAML Settings in OnceHub”](#step-3-configure-the-saml-settings-in-oncehub)

After the configuration within Entra ID is completed, you will now need to enter credentials provided by Entra ID into your OnceHub account.

### Finding the Credentials within Entra ID

[Section titled “Finding the Credentials within Entra ID”](#finding-the-credentials-within-entra-id)

In Entra ID, follow these steps to access the page containing the necessary credentials:

1. Go to the previous page in your browser (The **Single sign-on** page).
2. Download the **Certificate (Base64)** in the **SAML Signing Certificate** tile.
3. Scroll down to the **Set up `{Your App Name}`** tile to use in the steps below.

### Configuring the SAML Settings within OnceHub

[Section titled “Configuring the SAML Settings within OnceHub”](#configuring-the-saml-settings-within-oncehub)

In the **SAML Configuration** pop-up within OnceHub, follow these steps:

1. Click **Continue** to go to the **Required by OnceHub** tab.

2. Copy over the following details from Entra ID:

3. |                            |                         |
   | -------------------------- | ----------------------- |
   | **In Entra ID**            | **In OnceHub**          |
   | Microsoft Entra Identifier | Entity ID               |
   | Login URL                  | IDP single sign-on URL  |
   | Certificate (Base64) text  | Public x509 certificate |
   | Click **Save & continue**. |                         |

Caution

You can use a text editor such as Notepad to open the Certificate (Base64) and copy over the text. It must include the —–BEGIN CERTIFICATE—– and —–END CERTIFICATE—– syntax in your selection.

***

## Step 4: Assign the OnceHub SAML 2.0 application to Users in Entra ID

[Section titled “Step 4: Assign the OnceHub SAML 2.0 application to Users in Entra ID”](#step-4-assign-the-oncehub-saml-20-application-to-users-in-entra-id)

In Entra ID, follow the steps below to assign the new OnceHub SAML 2.0 application to the users who will be utilizing SSO to sign into your OnceHub account:

1. Select **Enterprise apps** from the left navigation menu.
2. Open the application you created for OnceHub.
3. Click **Users and groups** from the left navigation menu of the created app.
4. Click **Add user/group** in the top left of the screen.
5. Under **Users**, click **None Selected**.
6. Select the user.
7. Click **Select**.
8. Click **Assign**.

***

## Step 5: Verify the Configuration in OnceHub

[Section titled “Step 5: Verify the Configuration in OnceHub”](#step-5-verify-the-configuration-in-oncehub)

In OnceHub, click **Verify** to do the final verification for both OnceHub and Entra ID. Click **Close** once the verification is successful.

***

## Step 6: Enable SSO for All Users in OnceHub

[Section titled “Step 6: Enable SSO for All Users in OnceHub”](#step-6-enable-sso-for-all-users-in-oncehub)

In OnceHub, once you’ve verified your SSO configuration, you can toggle on **Enable SSO for all Users**.

Caution

Ensure all OnceHub User profile emails match their Entra ID profile emails exactly. If they do not match, users will be locked out of their OnceHub profiles. Additionally, OnceHub email addresses cannot be changed once SSO is active.

# Integrating OnceHub with Okta to allow for SSO

> By centralizing authentication with Okta, you ensure that your team can securely access OnceHub using their existing corporate credentials, which enhances se...

By centralizing authentication with Okta, you ensure that your team can securely access OnceHub using their existing corporate credentials, which enhances security and simplifies the overall login process.

This article guides you through the end-to-end process of creating a SAML 2.0 integration between OnceHub and Okta, from initial app creation to final user assignment and verification.

***

## Step 1: Create a New Application Integration in Okta

[Section titled “Step 1: Create a New Application Integration in Okta”](#step-1-create-a-new-application-integration-in-okta)

In Okta, follow the steps below to create a new SAML application integration:

1. Go to **Applications**.
2. Click **Create New Application**.
3. Select SAML 2.0 as the **Sign on method**.
4. Click **Next**.

***

## Step 2: Configure the General Settings in Okta

[Section titled “Step 2: Configure the General Settings in Okta”](#step-2-configure-the-general-settings-in-okta)

In Okta, after successfully creating the SAML 2.0 application, navigate to the **General Settings** tab to configure the primary identification details. Within this section, define an **App name** that clearly identifies the integration within your Okta dashboard (e.g., “OnceHub”).

***

## Step 3: Configure the SAML Settings in Okta

[Section titled “Step 3: Configure the SAML Settings in Okta”](#step-3-configure-the-saml-settings-in-okta)

To configure the SAML settings within Okta, you will need to enter credentials provided by OnceHub.

### Finding the Credentials within OnceHub

[Section titled “Finding the Credentials within OnceHub”](#finding-the-credentials-within-oncehub)

In OnceHub, follow these steps to open the SAML Configuration pop-up with the required credentials:

1. Click the Gear icon in the top-right corner.
2. Select **Security (and Compliance)** from the dropdown.
3. Click **Setup** next to **Set up SAML configuration for SSO**.

Note

Keep the pop-up open for step 4.

### Configuring the SAML Settings within Okta

[Section titled “Configuring the SAML Settings within Okta”](#configuring-the-saml-settings-within-okta)

In Okta, follow the steps below to complete the configuration:

1. Go to the **Configure SAML** tab.

2. Copy over the following details from the OnceHub pop-up:

   |                                                                                         |                        |
   | --------------------------------------------------------------------------------------- | ---------------------- |
   | In Okta                                                                                 | In OnceHub             |
   | Audience URI (SP Entity ID)                                                             | Identifier URL         |
   | Single sign on URL + Select checkbox **Use this for Recipient URL and Destination URL** | ACS URL                |
   | \[Not required; Okta Refers to ACS URL for this function]                               | ~~Single sign-on URL~~ |

3. Click **Next**.

4. Click **Finish**.

5. Go to the **Sign On** tab.

6. Scroll to **Attribute statements** box.

7. Expend **Show legacy configuration**.

8. Click **Edit** to the right of **Profile attribute statements** and provide the following details:

   * **Name:** Enter the word email.
   * **Name format:** Select **Unspecified**.
   * **Value:** Select **user.email**.

***

## Step 4: Configure the SAML Settings in OnceHub

[Section titled “Step 4: Configure the SAML Settings in OnceHub”](#step-4-configure-the-saml-settings-in-oncehub)

After the configuration within Okta is completed, you will now need to enter credentials provided by Okta into your OnceHub account.

### Finding the Credentials within Okta

[Section titled “Finding the Credentials within Okta”](#finding-the-credentials-within-okta)

In Okta, follow these steps to access the page containing the necessary credentials:

1. Go to the **Sign On** tab.
2. Select **View Setup Instructions**.

### Configuring the SAML Settings within OnceHub

[Section titled “Configuring the SAML Settings within OnceHub”](#configuring-the-saml-settings-within-oncehub)

In the SAML Configuration pop-up within OnceHub, follow these steps:

1. Click Continue to go to the Required by OnceHub tab.

2. Copy over the following details from Okta:

   |                                      |                         |
   | ------------------------------------ | ----------------------- |
   | In Okta                              | In OnceHub              |
   | Identity Provider Issuer             | Entity ID               |
   | Identity Provider Single Sign-On URL | IDP single sign-on URL  |
   | X.509 Certificate                    | Public x509 certificate |

3. Click **Save & continue**.

Caution

For the Public x509 certificate, include the —–BEGIN CERTIFICATE—– and —–END CERTIFICATE—– syntax in your selection and paste the entire text into the OnceHub field.

***

## Step 5: Assign the OnceHub SAML 2.0 application to Users in Okta

[Section titled “Step 5: Assign the OnceHub SAML 2.0 application to Users in Okta”](#step-5-assign-the-oncehub-saml-20-application-to-users-in-okta)

In Okta, follow the steps below to assign the new OnceHub SAML 2.0 application to the users who will be utilizing SSO to sign into your OnceHub account:

1. Go to the **Assignments** tab.
2. Click **Assign**.
3. Select **Assign to People** from the dropdown.
4. Select the users as required.
5. Click **Done**.

***

## Step 6: Verify the Configuration in OnceHub

[Section titled “Step 6: Verify the Configuration in OnceHub”](#step-6-verify-the-configuration-in-oncehub)

In OnceHub, click **Verify** to do the final verification for both OnceHub and Okta. Click **Close** once the verification is successful.

***

## Step 7: Enable SSO for All Users in OnceHub

[Section titled “Step 7: Enable SSO for All Users in OnceHub”](#step-7-enable-sso-for-all-users-in-oncehub)

In OnceHub, once you’ve verified your SSO configuration, you can toggle on **Enable SSO for all Users**.

Caution

Ensure all OnceHub User profile emails match their Okta profile emails exactly. If they do not match, users will be locked out of their OnceHub profiles. Additionally, OnceHub email addresses cannot be changed once SSO is active.

# Integrating OnceHub with OneLogin to allow for SSO

> By centralizing authentication with OneLogin, you ensure that your team can securely access OnceHub using their existing corporate credentials, which enhance...

By centralizing authentication with OneLogin, you ensure that your team can securely access OnceHub using their existing corporate credentials, which enhances security and simplifies the overall login process.

This article guides you through the end-to-end process of creating a SAML 2.0 integration between OnceHub and OneLogin, from initial app creation to final user assignment and verification.

***

## Step 1: Create a SAML Custom Connector (Advanced) in OneLogin

[Section titled “Step 1: Create a SAML Custom Connector (Advanced) in OneLogin”](#step-1-create-a-saml-custom-connector-advanced-in-onelogin)

In OneLogin, follow the steps below to create a new SAML application integration:

1. Go to **Administration**.
2. Hover over **Applications** in the top navigation and select **Applications**.
3. Click **Add App** in the top right.
4. Search for and select **SAML Custom Connector (Advanced)**.
5. Provide the **Display Name**.
6. Click **Save** in the top right.

***

## Step 2: Configure the SAML Settings in OneLogin

[Section titled “Step 2: Configure the SAML Settings in OneLogin”](#step-2-configure-the-saml-settings-in-onelogin)

To configure the SAML settings within OneLogin, you will need to enter credentials provided by OnceHub.

### Finding the Credentials within OnceHub

[Section titled “Finding the Credentials within OnceHub”](#finding-the-credentials-within-oncehub)

In OnceHub, follow these steps to open the **SAML Configuration** pop-up with the required credentials:

1. Click the Gear icon in the top-right corner.
2. Select **Security and Compliance** from the dropdown.
3. Click **Setup** next to **Set up SAML configuration for SSO**.

Note

Keep the pop-up open during the integration setup.

### Configuring the SAML Settings within OneLogin

[Section titled “Configuring the SAML Settings within OneLogin”](#configuring-the-saml-settings-within-onelogin)

In OneLogin, follow the steps below to complete the configuration:

1. Go to the **Configuration** tab of the application you created.

2. Copy over the following details from the OnceHub pop-up:

   |                                                               |                    |
   | ------------------------------------------------------------- | ------------------ |
   | **In OneLogin**                                               | **In OnceHub**     |
   | Audience (EntityID)                                           | Identifier URL     |
   | ACS (Consumer) URL Validator                                  | ACS URL            |
   | ACS (Consumer) URL                                            | ACS URL            |
   | \[Not Required; OneLogin refers to ACS URL for this function] | Single sign-on URL |

3. Go to the **Parameters** tab of the application you created.

4. Click **+** on the right side of the screen to create a new Field with the following details:

   * **Name:** email (All lowercase)
   * **Include in SAML assertion:** Enabled

5. Click **Save** in the **New Field** pop-up.

6. Select **Email** in the **Value** dropdown.

7. Click **Save**.

8. Click **Save** in the top-right corner to confirm the configuration.

***

## Step 3: Configure the SAML Settings in OnceHub

[Section titled “Step 3: Configure the SAML Settings in OnceHub”](#step-3-configure-the-saml-settings-in-oncehub)

After the configuration within OneLogin is completed, you will now need to enter credentials provided by OneLogin into your OnceHub account.

### Finding the Credentials within OneLogin

[Section titled “Finding the Credentials within OneLogin”](#finding-the-credentials-within-onelogin)

In OneLogin, follow these steps to access the page containing the necessary credentials:

1. Go to the **SSO** tab.

### Configuring the SAML Settings within OnceHub

[Section titled “Configuring the SAML Settings within OnceHub”](#configuring-the-saml-settings-within-oncehub)

In the **SAML Configuration** pop-up within OnceHub, follow these steps:

1. Click **Continue** to go to the **Required by OnceHub** tab.

2. Copy over the following details from OneLogin:

   |                                                                                       |                         |
   | ------------------------------------------------------------------------------------- | ----------------------- |
   | **In OneLogin**                                                                       | **In OnceHub**          |
   | Issuer URL                                                                            | Entity ID               |
   | SAML 2.0 Endpoint (HTTP)                                                              | IDP single sign-on URL  |
   | X.509 Certificate text (Select View Details under X.509 Certificate to view the text) | Public x509 certificate |

3. Click **Save & continue**.

4. **Do not** click **Verify**.

Caution

For the Public x509 certificate, include the —–BEGIN CERTIFICATE—– and —–END CERTIFICATE—– syntax in your selection and paste the entire text into the OnceHub field.

***

## Step 4: Verify the Integration

[Section titled “Step 4: Verify the Integration”](#step-4-verify-the-integration)

Before proceeding with the steps below, ensure that your OnceHub and OneLogin accounts use the same email address.

### Assigning the Application to Yourself within OneLogin

[Section titled “Assigning the Application to Yourself within OneLogin”](#assigning-the-application-to-yourself-within-onelogin)

In OneLogin, you must first follow the steps below to assign the OnceHub application to your user account to verify the integration:

1. Hover over **Users** in the top navigation and select **Users**.
2. Click on your name in the list.
3. Go to the **Applications** tab.
4. Click **+** on the right side of the screen.
5. Select the application you created in the pop-up.
6. Click **Continue**.
7. Click **Save**.

### Verifying the Integration within OnceHub

[Section titled “Verifying the Integration within OnceHub”](#verifying-the-integration-within-oncehub)

In OnceHub, click **Verify** to do the final verification for both OnceHub and OneLogin. Click **Close** once the verification is successful.

***

## Step 5: Enable SSO for All Users in OnceHub

[Section titled “Step 5: Enable SSO for All Users in OnceHub”](#step-5-enable-sso-for-all-users-in-oncehub)

In OnceHub, once you’ve verified your SSO configuration, you can toggle on **Enable SSO for all Users**.

Caution

Ensure all OnceHub User profile emails match their OneLogin profile emails exactly. If they do not match, users will be locked out of their OnceHub profiles. Additionally, OnceHub email addresses cannot be changed once SSO is active.

***

## Step 6: Assign the OnceHub SAML 2.0 application to Users in OneLogin

[Section titled “Step 6: Assign the OnceHub SAML 2.0 application to Users in OneLogin”](#step-6-assign-the-oncehub-saml-20-application-to-users-in-onelogin)

In OneLogin, follow the steps below to assign the new OnceHub SAML 2.0 application to the users who will be utilizing SSO to sign into your OnceHub account:

1. Hover over **Users** in the top navigation and select **Users**.
2. Click on a user that will use SSO.
3. Go to the **Applications** tab.
4. Click **+** on the right side of the screen.
5. Select the application you created in the pop-up.
6. Click **Continue**.
7. Click **Save**.

# User Integrations

> User Integrations documentation and guides.

[Basics User Integrations](https://help.oncehub.com/user-integrations/basics-user-integrations/)

[Google Calendar Connection](https://help.oncehub.com/user-integrations/google-calendar-connection/)

[MS Office365 Calendar Connection](https://help.oncehub.com/user-integrations/ms-office365-calendar-connection/)

[Exchange Outlook Calendar Connection](https://help.oncehub.com/user-integrations/exchange-outlook-calendar-connection/)

[iCloud Calendar Connection](https://help.oncehub.com/user-integrations/icloud-calendar-connection/)

[Browser Extension](https://help.oncehub.com/user-integrations/browser-extension/)

[Security Best Practices](https://help.oncehub.com/user-integrations/security-best-practices/)

# Basics User Integrations

> Basics User Integrations documentation and guides.

[How Busy Time from Your Connected Calendar is Used to Manage Availability](https://help.oncehub.com/user-integrations/basics-user-integrations/how-busy-time-from-your-connected-calendar-is-used-to-manage-availability)

[Connecting Your Productivity Suite and Standalone Integrations](https://help.oncehub.com/user-integrations/basics-user-integrations/connecting-your-productivity-suite-and-standalone-integrations)

[Connect Your Video Conferencing App](https://help.oncehub.com/user-integrations/basics-user-integrations/connect-your-video-conferencing-app)

[Connecting a Secondary Calendar](https://help.oncehub.com/user-integrations/basics-user-integrations/connecting-secondary-calendar)

[What You Need to Know Before Disconnecting Your Calendar](https://help.oncehub.com/user-integrations/basics-user-integrations/what-you-need-to-know-before-disconnecting-your-calendar)

[Zoom: Custom Dial-in Numbers](https://help.oncehub.com/user-integrations/basics-user-integrations/zoom-custom-dial-in-numbers)

[How to Manage User Integrations for Other Users](https://help.oncehub.com/user-integrations/basics-user-integrations/how-to-manage-user-integrations-for-other-users)

# Connect Your Video Conferencing App

> Easily integrate video conferencing apps with your account to help automate your online meetings. This article outlines which apps can be connected and provi...

[Connect Your Video Conferencing App](https://www.youtube-nocookie.com/embed/QFcXaSVW7Q0?wmode=opaque)

Easily integrate video conferencing apps with your account to help automate your online meetings. This article outlines which apps can be connected and provides step-by-step guidance on how to connect.

***

## Supported Video Conferencing Apps

[Section titled “Supported Video Conferencing Apps”](#supported-video-conferencing-apps)

Some video conferencing apps are automatically connected through your productivity suite, while others can be integrated as standalone tools depending on your needs.

### Productivity Suite-Based Apps

[Section titled “Productivity Suite-Based Apps”](#productivity-suite-based-apps)

These apps are automatically connected by integrating your productivity suite with OnceHub:

* [**Google Meet (Google Workspace)**](https://help.oncehub.com/user-integrations/google-calendar-connection/connect-oncehub-to-your-google-workspace/)
* **[Microsoft Teams (Office 365)](https://help.oncehub.com/user-integrations/ms-office365-calendar-connection/connect-oncehub-to-your-microsoft-office-365/)**
* [**Skype (Office 365)**](https://help.oncehub.com/user-integrations/ms-office365-calendar-connection/connect-oncehub-to-your-microsoft-office-365/)

### Standalone Video Conferencing Apps

[Section titled “Standalone Video Conferencing Apps”](#standalone-video-conferencing-apps)

These apps can be connected directly:

* Zoom
* GoToMeeting
* Webex

***

## How to Connect Your Video Conferencing App

[Section titled “How to Connect Your Video Conferencing App”](#how-to-connect-your-video-conferencing-app)

### Navigating to User Integrations

[Section titled “Navigating to User Integrations”](#navigating-to-user-integrations)

1. Click on your profile picture in the top right-hand corner.
2. Select **User Integrations**.

### Connecting Your Video Conferencing App

[Section titled “Connecting Your Video Conferencing App”](#connecting-your-video-conferencing-app)

1. Click on the tile of the video conferencing app you want to connect.
2. Click on **Connect**.
3. Follow the instructions in the pop-up.

When connecting to your video conferencing app, you might see an alert about the browser’s pop-up blocker blocking the connection window.

There are two possible ways in which this can be fixed:

1. Create an exception for <https://app.oncehub.com/>. This will whitelist OnceHub with your browser and pop-ups from OnceHub will not be blocked.
2. You can disable the pop-up blocker entirely.

The following links provide step-by-step instructions for each browser type:

* [**Google Chrome**](https://support.google.com/chrome/answer/95472?hl=en)
* **[Mozilla Firefox](https://support.mozilla.org/en-US/kb/pop-blocker-settings-exceptions-troubleshooting)**
* [**Safari**](https://support.apple.com/en-ie/guide/safari/ibrwe2159f50/12.0/mac/10.14)

Note

If you do not see the option to connect this integration, it may be restricted by your Account Owner. Please contact your Administrator for more information.

# Connecting a Secondary Calendar

> Connecting a secondary calendar allows you to pull busy time from additional calendars, ensuring events like personal appointments are considered when managi...

[Connecting a Secondary Calendar](https://www.youtube-nocookie.com/embed/MdKsfTBYnN4?wmode=opaque)

Connecting a secondary calendar allows you to pull busy time from additional calendars, ensuring events like personal appointments are considered when managing bookings. For example, connecting your personal calendar as a secondary calendar can prevent bookings from overlapping with events such as doctor appointments or family commitments.

***

## How to Connect a Secondary Calendar

[Section titled “How to Connect a Secondary Calendar”](#how-to-connect-a-secondary-calendar)

Follow these steps to connect a secondary calendar:

**Accessing User Integrations**

1. Click on your profile icon located in the top-right corner of the screen.
2. Select **User Integrations** from the dropdown menu.

**Connecting Your Calendar**

1. Select the type of calendar you want to connect under **Available Integrations** (e.g., Google Calendar, iCloud Calendar).
2. Click on **Connect a secondary calendar**.
3. Follow the on-screen prompts to complete the calendar connection process.

***

## Managing Your Secondary Calendar

[Section titled “Managing Your Secondary Calendar”](#managing-your-secondary-calendar)

Secondary calendars are used exclusively to retrieve busy time—OnceHub bookings can not be created in them directly. If your connected secondary calendar includes multiple sub-calendars, you can specify which sub-calendars should be used to pull busy time.

Follow these steps to manage your secondary calendar:

**Accessing User Integrations**

1. Click on your profile icon located in the top-right corner of the screen.
2. Select **User Integrations** from the dropdown menu.

**Managing Your Secondary Calendar**

1. Click on the tile representing the secondary calendar you want to manage.
2. Click **Edit** next to the option labeled **Busy Time Is Retrieved From**.
3. Use the checkboxes to choose which sub-calendars should be used to pull events indicating busy time.
4. Click **Save** to confirm your changes.

## Additional Actions

[Section titled “Additional Actions”](#additional-actions)

**Disconnecting a Secondary Calendar:** If you no longer wish to use the secondary calendar, you can disconnect it:

* Click **Disconnect** to remove the secondary calendar.
* Remember, disconnecting a secondary calendar will stop busy time retrieval.

***

## Frequently Asked Questions (FAQs)

[Section titled “Frequently Asked Questions (FAQs)”](#frequently-asked-questions-faqs)

**Can I connect more than one secondary calendar?**

**A:** Yes, multiple secondary calendars can be connected as long as they are supported.

**Can I connect different types of calendars, such as Google and Microsoft 365?**

**A:** Yes, you can connect calendars of mixed types to pull busy time.

**What happens if there’s a connection issue with my secondary calendar?**

**A:** If a connection error occurs:

* Busy time from the secondary calendar will temporarily not be retrieved.
* Bookings may overlap with events on the secondary calendar since only busy time from your primary calendar will be used.
* You will receive an email alert and see an in-app notification to help you reconnect the secondary calendar.

**What happens if I disconnect my primary calendar?**

**A:** If your primary calendar is disconnected, all secondary calendar connections will automatically be disconnected. You will need to reconnect both the primary and secondary calendars to resume pulling busy time.

# Connecting Your Productivity Suite and Standalone Integrations

> Connecting your Booking Calendars to your productivity suites and standalone integrations is key to creating an efficient and streamlined scheduling experience.

Connecting your **Booking Calendars** to your productivity suites and standalone integrations is key to creating an efficient and streamlined scheduling experience. OnceHub integrates with Google Workspace, Office 365, and various standalone tools, ensuring all your systems work together smoothly.

***

## Productivity Suites: Google Workspace and Office 365

[Section titled “Productivity Suites: Google Workspace and Office 365”](#productivity-suites-google-workspace-and-office-365)

Integrating with Google Workspace and Office 365 connects your scheduling tools to two of the most popular productivity platforms. These integrations allow you to:

* **Synchronize Calendars:** Automatically sync your availability and prevent double-booking across your calendars.
* **Send Booking Emails:** Use your personal email address to send booking notifications directly from your mailbox.
* **Generate Meeting Links:** Create and share virtual meeting links automatically for scheduled appointments.

**How to Connect Your Suite:**

* During the onboarding process, connect Google Workspace or Office 365 as prompted.
* If you skipped this step, navigate to your **Profile menu** in the top-right corner and select **User Integrations** to set it up.

By connecting your productivity suite, you ensure smooth communication and calendar management for every meeting.

***

## Standalone Integrations

[Section titled “Standalone Integrations”](#standalone-integrations)

In addition to productivity suites, OnceHub offers integrations for calendars and video conferencing tools, helping you manage bookings across various platforms.

### Calendar Integrations

[Section titled “Calendar Integrations”](#calendar-integrations)

Syncing your personal calendar with OnceHub ensures organized scheduling and avoids conflicts.

**Benefits of Calendar Integration:**

* * **Real-Time Sync:** Bookings are automatically added to your connected calendar.
  * **Conflict-Free Scheduling:** Retrieves busy times from your calendar to prevent overlapping bookings.

**Supported Calendar Platforms:**

* * Exchange
  * iCloud

### Video Conferencing Integrations

[Section titled “Video Conferencing Integrations”](#video-conferencing-integrations)

Integrating third-party video conferencing tools simplifies the setup of virtual meetings.

These integrations save time by automatically generating and sharing meeting links for every appointment, while also improving communication by delivering meeting details directly to guests.

**Supported Video Platforms:**

* * Zoom
  * GoTo Meeting (GTM)
  * Webex

## How to Connect Standalone Integrations

[Section titled “How to Connect Standalone Integrations”](#how-to-connect-standalone-integrations)

1. Click on your profile picture in the top-right corner.
2. Click on **User Integrations**.
3. Select the desired integration and follow the provided step-by-step instructions.

# How Busy Time from Your Connected Calendar is Used to Manage Availability

> OnceHub uses busy time from your connected calendars to automatically determine when you’re unavailable, ensuring your guests can only schedule time with you...

OnceHub uses busy time from your connected calendars to automatically determine when you’re unavailable, ensuring your guests can only schedule time with you when you’re free. Here’s a breakdown of what is considered “busy” time in each case.

***

## Google Workspace

[Section titled “Google Workspace”](#google-workspace)

OnceHub retrieves busy times from:

* The Main calendar of the connected account.
* Sub-calendars you’ve created within your Google Workspace account.
* Calendars shared with you, provided you have at least Read-only permissions.

### **Calendar Event Statuses**

[Section titled “Calendar Event Statuses”](#calendar-event-statuses)

* **Busy**: These events block your availability in OnceHub.
* **Free**: These times are not considered busy and remain available for scheduling.

Please take a look [**at this article**](https://help.oncehub.com/user-integrations/google-calendar-connection/managing-your-oncehub-integration-with-google-workspace/) if you need any additional information on managing the OnceHub integration with Google Workspace.

***

## Microsoft 365

[Section titled “Microsoft 365”](#microsoft-365)

OnceHub retrieves busy times from:

* The Main calendar of the connected account.
* Sub-calendars created within your Microsoft 365 account.
* Shared calendars with at least Read-only permissions.

### **Calendar Event Statuses**

[Section titled “Calendar Event Statuses”](#calendar-event-statuses-1)

* **Working Elsewhere, Tentative, Busy, and Away**: These events block availability in OnceHub.
* **Free**: These times are available for scheduling.

Please take a look [**at this article**](https://help.oncehub.com/user-integrations/ms-office365-calendar-connection/managing-your-oncehub-integration-with-microsoft-office-365/) if you need any additional information on managing the OnceHub integration with Microsoft 365.

***

## Microsoft Exchange

[Section titled “Microsoft Exchange”](#microsoft-exchange)

OnceHub retrieves busy times from:

* The Main calendar of the connected account.
* Sub-calendars created in your Exchange account.
* Shared calendars with at least Read-only permissions.

### **Calendar Event Statuses**

[Section titled “Calendar Event Statuses”](#calendar-event-statuses-2)

* **Working Elsewhere, Tentative, Busy, and Away**: These events block availability in OnceHub.
* **Free**: These times remain available for scheduling.

Please take a look [**at this article**](https://help.oncehub.com/user-integrations/exchange-outlook-calendar-connection/managing-your-oncehub-integration-with-microsoft-exchange-calendar/) if you need any additional information on managing the OnceHub integration with Microsoft Exchange.

***

## iCloud Calendar

[Section titled “iCloud Calendar”](#icloud-calendar)

OnceHub retrieves busy times from:

* The Main calendar of the connected account.
* Sub-calendars in your iCloud account.
* Shared calendars, as long as you have at least Read-only permissions.

### **Calendar Event Statuses**

[Section titled “Calendar Event Statuses”](#calendar-event-statuses-3)

* **Busy**: These events block availability in OnceHub.
* **Free**: These times remain available for scheduling.

**Important Note for iCloud Users**: All-day iCloud events cannot be marked as “Busy.” To block out an entire day, create a specific event that spans your working hours.

Please take a look [**at this article**](https://help.oncehub.com/user-integrations/icloud-calendar-connection/managing-your-oncehub-integration-with-icloud-calendar/) if you need any additional information on managing the OnceHub integration with iCloud Calendar.

***

## Key Points to Remember

[Section titled “Key Points to Remember”](#key-points-to-remember)

* The **Busy Time Is Retrieved From** setting allows you to include or exclude specific sub-calendars or shared calendars.

- You can connect additional secondary calendars to retrieve busy times. For step-by-step guidance, refer to the [**Connecting a Secondary Calendar article**](https://help.oncehub.com/user-integrations/basics-user-integrations/connecting-secondary-calendar/).

# How to Manage User Integrations for Other Users

> Learn how Account Owners, Administrators, and Team Managers can manage or disconnect user integrations on behalf of other users.

OnceHub allows **Account Owners** and **Administrators** to **disconnect User Integrations** (such as Google Calendar, Microsoft 365, Zoom, and Microsoft Teams) on behalf of any User.

**Team Managers** can **modify User Integration** settings for their Team Members but cannot disconnect their integrations.

***

## Why Manage Another User’s Integrations?

[Section titled “Why Manage Another User’s Integrations?”](#why-manage-another-users-integrations)

Administrators and Team Managers can manage another User’s Integrations to ensure data consistency, improve security, and reduce administrative overhead. Common use cases include:

* **Enforce Security & Corporate Policies:** Modifying or removing integrations to meet organizational requirements and ensure Users connect only approved corporate accounts (such as Zoom or Microsoft Teams) instead of personal accounts.
* **Guided Onboarding & Support:** Helping new or non-technical Team Members configure their integrations correctly, or managing settings on behalf of executives and other Users.
* **Troubleshooting Calendar Configuration:** Resolving synchronization issues to ensure meetings are created and updated successfully across connected calendars.
* **Prevent Double-Bookings:** Ensuring calendars are configured properly to retrieve a User’s busy time accurately and avoid double-bookings.

***

## How to Access and Manage Another User’s Integrations

[Section titled “How to Access and Manage Another User’s Integrations”](#how-to-access-and-manage-another-users-integrations)

Follow these steps to modify configuration settings or disconnect an integration for a user:

1. Click the **gear icon** in the top right corner and select **Users**.
2. Select the specific **User** you wish to manage.
3. Open their **User Integrations** tab from the left menu.
4. Select the specific integration you want to manage (e.g., Google Workspace).
5. Choose one of the following options based on your administrative needs:

### **Option A: Modify Integration Settings**

[Section titled “Option A: Modify Integration Settings”](#option-a-modify-integration-settings)

**Eligible Roles:** Account Owners, Administrators, and Team Managers (for their team members only).

You can update a user’s active integration settings by managing the specific toggles and fields on the page.

***

### **Option B: Disconnect the Integration**

[Section titled “Option B: Disconnect the Integration”](#option-b-disconnect-the-integration)

**Eligible Roles:** Account Owners and Administrators only.

To completely remove the connection between OnceHub and the provider:

1. Click the **Disconnect** link next to the connected email address.
2. Confirm the action.

Note

Disconnecting a calendar integration prevents OnceHub from checking availability and creating events, which can result in double bookings. Review the confirmation message carefully before confirming.

# What You Need to Know Before Disconnecting Your Calendar

> Disconnecting your calendar is a significant action that may impact your ability to manage bookings effectively.

[What You Need to Know Before Disconnecting Your Calendar](https://www.youtube-nocookie.com/embed/SR8f4iXdyes?wmode=opaque)

Disconnecting your calendar is a significant action that may impact your ability to manage bookings effectively. It can prevent updates to calendar events of existing bookings, such as cancellations or reschedules. Because of this, it is not a recommended step for troubleshooting calendar issues.

If you’re experiencing problems with your calendar, it’s better to [**contact customer support**](https://help.oncehub.com/contact-us/) for assistance instead of disconnecting.

***

## Effects of Disconnecting Your Calendar

[Section titled “Effects of Disconnecting Your Calendar”](#effects-of-disconnecting-your-calendar)

When you disconnect your calendar, it’s important to be aware of the following impacts:

### Existing Bookings

[Section titled “Existing Bookings”](#existing-bookings)

For all calendar types, your previously scheduled bookings will remain on your calendar, but they will no longer be updated if changes, such as cancellations or reschedules, occur.

### Calendar Settings

[Section titled “Calendar Settings”](#calendar-settings)

All settings related to your calendar will be reset to default. This means that if you decide to reconnect a calendar in the future, you will need to reconfigure these settings.

***

## How to Disconnect Your Calendar

[Section titled “How to Disconnect Your Calendar”](#how-to-disconnect-your-calendar)

If you still choose to disconnect your calendar, here’s how to do it:

**Accessing Your Calendar Integration**

1. Click on your profile picture in the top right-hand corner.
2. Select **User Integrations**.
3. Click on your connected calendar integration.

**Disconnecting Your Calendar**

1. Click the **Disconnect** link displayed next to your email address.
2. Click on **Disconnect**.

**Note:** Disconnecting your Primary Calendar will automatically disconnect your [**Secondary Calendars** ](https://help.oncehub.com/user-integrations/basics-user-integrations/connecting-secondary-calendar/)as well.

# Zoom: Custom Dial-in Numbers

> With our Zoom integration, you can provide dial-in numbers for multiple different countries.

With our [Zoom integration](https://help.oncehub.com/user-integrations/basics-user-integrations/connect-your-video-conferencing-app/ "The ScheduleOnce connector for Zoom"), you can provide dial-in numbers for multiple different countries.

When you set up your Zoom account, you can choose one or more countries that you commonly invite attendees from. The dial-in numbers for the countries that you choose appear by default in OnceHub User notifications, Customer notifications, and the calendar invitation.

## Specifying the default dial-in countries on notifications

[Section titled “Specifying the default dial-in countries on notifications”](#specifying-the-default-dial-in-countries-on-notifications)

In your Zoom account, go to one of the following locations depending on your requirement:

| **Role**          | **Requirement**                                                           | **Location**                                                                                                                     |
| ----------------- | ------------------------------------------------------------------------- | -------------------------------------------------------------------------------------------------------------------------------- |
| Administrator     | Specify a default set of countries for all meetings in your organization. | Click **Account Settings** and select the **Telephone** tab.                                                                     |
| Administrator     | Specify a default set of countries for a specific group.                  | Click **Group Management** and click the name of the group. Then, click **Group** **Settings** and select the **Telephone** tab. |
| Meeting Organizer | Specify a default set of countries for the meetings that you host.        | Click **My Meeting Settings** and select the **Telephone** tab.                                                                  |

Next, follow the steps below:

1. In the **Global Dial-in Countries/Regions** section of the page, click the Edit icon. The **Select Global Dial-in Countries/Regions** pop-up will appear.
2. Choose the countries that you expect to have meeting or webinar participants dial in from. For example, if your meetings will have participants from the United States, Canada, and Australia, click the check boxes next to those country names. If you don’t see the name of a country, type the first few letters of the country name in the **Search for a country/region** box.
3. Click **Save**.

The selected dial-in numbers will appear in OnceHub User notifications, Customer notifications, and the calendar invitation of any meetings.

[Learn more about specifying default dial-in countries in your Zoom account](https://support.zoom.us/hc/en-us/articles/115004454886-Specifying-Default-Dial-in-Countries)

# Browser Extension

> Browser Extension documentation and guides.

[Introduction to OnceHub for Gmail](https://help.oncehub.com/user-integrations/browser-extension/introduction-to-oncehub-for-gmail)

[Installing OnceHub for Gmail](https://help.oncehub.com/user-integrations/browser-extension/installing-oncehub-for-gmail)

[Uninstalling OnceHub for Gmail](https://help.oncehub.com/user-integrations/browser-extension/uninstalling-oncehub-for-gmail)

[Sending one-time links using OnceHub for Gmail](https://help.oncehub.com/user-integrations/browser-extension/sending-one-time-links-using-oncehub-for-gmail)

[Sending Personalized links using OnceHub for Gmail](https://help.oncehub.com/user-integrations/browser-extension/sending-personalized-links-using-oncehub-for-gmail)

[OnceHub for Gmail FAQs](https://help.oncehub.com/user-integrations/browser-extension/oncehub-for-gmail-faqs)

# Installing OnceHub for Gmail

> The OnceHub for Gmail extension enables you to schedule meetings directly from your Gmail account. OnceHub for Gmail gives you instant access to all of your ...

[Installing OnceHub for Gmail](https://www.youtube-nocookie.com/embed/-fpZhHvMfB0?wmode=opaque)

The [OnceHub for Gmail extension](https://help.oncehub.com/user-integrations/browser-extension/introduction-to-oncehub-for-gmail/ "Introduction to OnceHub for Gmail") enables you to schedule meetings directly from your Gmail account. OnceHub for Gmail gives you instant access to all of your booking links without the need to change apps. You can create personalized links or one-time links, copy them in a single click, and send them in an email.

In this article, you’ll learn how to install OnceHub for Gmail.

## Installing OnceHub for Gmail

[Section titled “Installing OnceHub for Gmail”](#installing-oncehub-for-gmail)

Note

OnceHub for Gmail is only available for Chrome.

1. Go to the [Chrome Web Store listing for OnceHub for Gmail](https://chrome.google.com/webstore/detail/oncehub-for-gmail/ijlpmpplkkhpkhgpingckadmlohkgddg).
2. Click **Add to Chrome** (Figure 1). **![](https://help.oncehub.com/_astro/add-v2.BufGOXoI_Z1ailnl.webp)\***&#x46;igure 1: Add to Chrome\*
3. The installation permissions pop-up will appear.
4. Click **Add Extension** (Figure 2).

![](https://help.oncehub.com/_astro/add-2-v2.DpQoSn-a_Z2LicG.webp)*Figure 2: Add Extension*

5\. Once installed, you will see the OnceHub for Gmail confirmation screen. **(Figure 3)**

**![](https://help.oncehub.com/_astro/confirmation.C1GmvNnU_ZKHnbY.webp)\***&#x46;igure 3: Confirmation\*

## Activating OnceHub for Gmail

[Section titled “Activating OnceHub for Gmail”](#activating-oncehub-for-gmail)

1\. To activate OnceHub for Gmail, you will need to close and re-open Chrome.

2\. Sign in to your Gmail account and compose a new email. You will see that the OnceHub for Gmail icon now appears on the bottom menu of your new email **(Figure 4).** Click on the icon.

![](https://help.oncehub.com/_astro/activate.DpG_C234_1NVSPG.webp)

*Figure 4: OnceHub for Gmail icon in your email*

3\. Once you have clicked on the OnceHub for Gmail icon, a pop-up screen will appear on the left-hand side of your screen instructing you to sign into your OnceHub account or start a free account.

4\. Sign in to your OnceHub account.

You’re all set! You can now have access to your booking links inside Gmail and can create personalized links or one-time links.

[Learn more about sending Personalized links using OnceHub for Gmail](https://help.oncehub.com/user-integrations/browser-extension/sending-personalized-links-using-oncehub-for-gmail/ "Sending Personalized links using OnceHub for Gmail")

[Learn more about sending one-time links using OnceHub for Gmail](https://help.oncehub.com/user-integrations/browser-extension/sending-one-time-links-using-oncehub-for-gmail/ "Sending one-time links using OnceHub for Gmail")

# Introduction to OnceHub for Gmail

> The OnceHub for Gmail extension enables you to schedule meetings directly from your Gmail account. OnceHub for Gmail gives you instant access to all of your ...

The OnceHub for Gmail extension enables you to schedule meetings directly from your Gmail account. OnceHub for Gmail gives you instant access to all of your booking links without the need to change apps. You can create personalized links or one-time links, copy them in a single click, and send them in an email.

## Installing OnceHub for Gmail

[Section titled “Installing OnceHub for Gmail”](#installing-oncehub-for-gmail)

You can install the OnceHub for Gmail extension from the [Chrome Web Store](https://chrome.google.com/webstore/category/extensions). After installing OnceHub for Gmail, you’ll be able to seamlessly schedule a meeting without the need to open OnceHub.

[Learn more about installing OnceHub for Gmail](https://help.oncehub.com/user-integrations/browser-extension/installing-oncehub-for-gmail/ "Installing Oncehub for Gmail")

## Sending Personalized links using OnceHub for Gmail

[Section titled “Sending Personalized links using OnceHub for Gmail”](#sending-personalized-links-using-oncehub-for-gmail)

You can use OnceHub for Gmail to create Personalized links for your booking links. You can use Personalized links to personalize the scheduling experience for prospects and Customers. When you send a Customer a Personalized link, they will pick a time to schedule the meeting without having to re-enter their contact information.

[Learn more about sending Personalized links using OnceHub for Gmail](https://help.oncehub.com/user-integrations/browser-extension/sending-personalized-links-using-oncehub-for-gmail/ "Sending Personalized links using OnceHub for Gmail")

## Sending one-time links using OnceHub for Gmail

[Section titled “Sending one-time links using OnceHub for Gmail”](#sending-one-time-links-using-oncehub-for-gmail)

You can use OnceHub for Gmail to create one-time links for your booking links. One-time links are good for one booking only, eliminating any chance of unwanted repeat bookings.

[Learn more about sending one-time links using OnceHub for Gmail](https://help.oncehub.com/user-integrations/browser-extension/sending-one-time-links-using-oncehub-for-gmail/ "Sending one-time links using OnceHub for Gmail")

## OnceHub for Gmail FAQs

[Section titled “OnceHub for Gmail FAQs”](#oncehub-for-gmail-faqs)

Read our [OnceHub for Gmail FAQs](https://help.oncehub.com/user-integrations/browser-extension/oncehub-for-gmail-faqs/ "OnceHub for Gmail FAQs") for answers to common questions about the OnceHub for Gmail extension.

## Uninstalling OnceHub for Gmail

[Section titled “Uninstalling OnceHub for Gmail”](#uninstalling-oncehub-for-gmail)

Read our instructions for [uninstalling the OnceHub for Gmail Extension article](https://help.oncehub.com/user-integrations/browser-extension/uninstalling-oncehub-for-gmail/ "Uninstalling OnceHub for Gmail").

# OnceHub for Gmail FAQs

> In this article, you'll find answers to some of the most common questions related to OnceHub for Gmail.

In this article, you’ll find answers to some of the most common questions related to [OnceHub for Gmail](https://help.oncehub.com/user-integrations/browser-extension/introduction-to-oncehub-for-gmail/ "Introduction to OnceHub for Gmail").

**How do I install the OnceHub for Gmail extension?**

**A:** 1. Go to the [Chrome Web Store listing for OnceHub for Gmail](https://chrome.google.com/webstore/detail/oncehub-for-gmail/ijlpmpplkkhpkhgpingckadmlohkgddg). 2. Click **Add to Chrome** (Figure 1). ![](https://help.oncehub.com/_astro/add-v2.BufGOXoI_Z1ailnl.webp)*Figure 1: Add to Chrome* 3. The installation permissions pop-up will appear. 4. Click **Add Extension** (Figure 2). **![](https://help.oncehub.com/_astro/add-2-v2.DpQoSn-a_Z2LicG.webp)\***&#x46;igure 2: Add to Chrome confirmation\* 5. Once installed, you will see the OnceHub for Gmail confirmation screen.

[Learn more about installing OnceHub for Gmail](https://help.oncehub.com/user-integrations/browser-extension/installing-oncehub-for-gmail/ "Installing OnceHub for Gmail")

**How do I open the OnceHub for Gmail extension?**

**A:** Once you’ve [installed OnceHub for Gmail](https://help.oncehub.com/user-integrations/browser-extension/installing-oncehub-for-gmail/ "Installing OnceHub for Gmail"), you can open the extension in the email you’re composing by clicking the OnceHub for Gmail icon (Figure 3).

![](https://help.oncehub.com/_astro/1571143846328.DTOTuJWG_qmuOc.webp)Figure 3: OnceHub for Gmail icon

**Can I search for my booking links in OnceHub for Gmail?**

**A:** Yes, you can filter the list of booking links by name or link by using the search box

**Why can’t I see my booking links in OnceHub for Gmail?**

**A:** If you can’t see any booking links in the OnceHub for Gmail extension, you may need to sign in to your OnceHub account.

**Why can’t I use my booking link?**

**A:** If you can’t use a booking link in OnceHub for Gmail, there may be a calendar connection error in your account. Sign in to your OnceHub Account. Then, select your profile picture or initials in the top right-hand corner → **User Integrations** → select your **Calendar integration** and click the **Reconnect your calendar** button.

**What happens if someone is CC’d on the email I want to create a Personalized booking link for?**

**A:** In this case, the Personalized link will be automatically generated for the email address in the “To” field. You will not be asked to confirm the details before it’s copied to your clipboard.

**Why do I see a “Scheduled meeting license is required” error message?**

**A:** You will see a “Scheduled meetings license is required” error message if your account has not been [assigned a license](https://help.oncehub.com/account-administration/user-management/user-management-and-seats/ "Assigning licenses to Users"). Ask your OnceHub Administrator to assign a product license to your account.

**How do I uninstall OnceHub for Gmail?**

**A:** 1. In your Chrome browser, click the three dots (action menu) in the top right corner (Figure 5). ![](https://help.oncehub.com/_astro/1571210942272.Cw1LPmiI_ZvDtWp.webp)Figure 5: Chrome browser three dots (action menu) 2. In the drop-down menu, select **More tools → Extensions**. 3. In the **OnceHub for Gmail** box, click **Remove** (Figure 6). ![](https://help.oncehub.com/_astro/remove-1-v2.oM5gUluX_2egXAX.webp)*Figure 6: OnceHub for Gmail options in extensions menu.* 4. Once you click **Remove**, you will see a confirmation screen (Figure 7). Click **Remove.** ![](https://help.oncehub.com/_astro/remove-2-v2.BFvOJ2LP_Z2rrbtG.webp)*Figure 7: Removal confirmation.*

# Sending one-time links using OnceHub for Gmail

> The OnceHub for Gmail extension enables you to schedule meetings directly from your Gmail account. OnceHub for Gmail gives you instant access to all of your ...

The [OnceHub for Gmail extension](https://help.oncehub.com/user-integrations/browser-extension/introduction-to-oncehub-for-gmail/ "Introduction to OnceHub for Gmail") enables you to schedule meetings directly from your Gmail account. OnceHub for Gmail gives you instant access to all of your booking links without the need to change apps.

In this article, you’ll learn about sending one-time Personalized links using OnceHub for Gmail.

## Understanding one-time links

[Section titled “Understanding one-time links”](#understanding-one-time-links)

One-time links are good for one booking only, eliminating any chance of unwanted repeat bookings. One-time links can be personalized, allowing the Customer to pick a time and schedule without having to fill out the Booking form.

When you create a one-time link using OnceHub for Gmail, the Customer’s name and email address is automatically taken from the email. When the Customer uses the Personalized link to schedule a meeting, they only need to choose a date and time, then confirm the meeting. The Booking form is skipped and they will not have to provide their name and email address.

Note

You can also send Personalized links using OnceHub for Gmail.

[Learn more about sending Personalized links using OnceHub for Gmail](https://help.oncehub.com/user-integrations/browser-extension/sending-personalized-links-using-oncehub-for-gmail/ "Sending Personalized links using OnceHub for Gmail")

## Requirements

[Section titled “Requirements”](#requirements)

To send one-time links using OnceHub for Gmail, you must:

* [Install OnceHub for Gmail](https://help.oncehub.com/user-integrations/browser-extension/installing-oncehub-for-gmail/ "Installing OnceHub for Gmail").
* Have a [scheduled meetings User license](https://help.oncehub.com/account-administration/user-management/user-management-and-seats/ "Assigning licenses to Users").
* Have an active booking link on your OnceHub account

## Sending one-time links using OnceHub for Gmail

[Section titled “Sending one-time links using OnceHub for Gmail”](#sending-one-time-links-using-oncehub-for-gmail)

1. Sign in to your Gmail account.

2. Open the email editor.

3. Click the OnceHub for Gmail icon (Figure 1). ![](https://help.oncehub.com/_astro/1571143846328.DTOTuJWG_qmuOc.webp)

   Figure 1: OnceHub for Gmail icon

4. The OnceHub for Gmail extension window will open (Figure 2). ![](https://help.oncehub.com/_astro/1571145522194.CALEIvsF_Z18pN5f.webp)

   Figure 2: OnceHub for Gmail extension window

5. Click **One-time** next to the booking link you want to share.

6. You will see the **Copied** confirmation when the link has been generated and copied to your clipboard.

7. Paste the one-time link into your email.

### When composing a new email

[Section titled “When composing a new email”](#when-composing-a-new-email)

1. Sign in to your Gmail account.

2. Click **Compose** to create a new email.

3. In the **To** field, enter the email address of the person you want to share your booking link with.

   Note

   **Note** If you do not enter an email address, you will need to enter the **Customer name** and **Customer email** in the OnceHub for Gmail extension window when you generate a Personalized link.

4. Click the OnceHub for Gmail icon (Figure 9). ![](https://help.oncehub.com/_astro/1571146417603.BHViiC7Z_1YqVRG.webp)

   Figure 9: OnceHub for Gmail icon

5. The OnceHub for Gmail extension window will open.

6. Click **Personalized** next to the Booking link you want to share.

7. You will see the **Copied** confirmation when the link has been generated and copied to your clipboard.

8. Paste the one-time link into your email.

# Sending Personalized links using OnceHub for Gmail

> The OnceHub for Gmail extension enables you to schedule meetings directly from your Gmail account. OnceHub for Gmail gives you instant access to all of your ...

The [OnceHub for Gmail extension](https://help.oncehub.com/user-integrations/browser-extension/introduction-to-oncehub-for-gmail/ "Introduction to OnceHub for Gmail") enables you to schedule meetings directly from your Gmail account. OnceHub for Gmail gives you instant access to all of your booking links without the need to change apps.

In this article, you’ll learn about sending Personalized links using OnceHub for Gmail.

## Understanding Personalized links

[Section titled “Understanding Personalized links”](#understanding-personalized-links)

When you personalize the scheduling experience for your prospects and Customers, they only have to pick a time without having to provide information that you already have.

When you create a Personalized link using OnceHub for Gmail, the Customer’s name and email address is automatically taken from the email. When the Customer uses the Personalized link to schedule a meeting, they only need to choose a date and time, then confirm the meeting. The Booking form is skipped and they will not have to provide their name and email address.

Note

You can also send one-time links using OnceHub for Gmail.

[Learn more about sending one-time links using OnceHub for Gmail](https://help.oncehub.com/user-integrations/browser-extension/sending-one-time-links-using-oncehub-for-gmail/ "Sending one-time links using OnceHub for Gmail")

## Requirements

[Section titled “Requirements”](#requirements)

To send Personalized links using OnceHub for Gmail, you must:

* [Install OnceHub for Gmail](https://help.oncehub.com/user-integrations/browser-extension/installing-oncehub-for-gmail/ "Installing OnceHub for Gmail").
* Have a scheduled meetings User license.
* Have an active booking link in your OnceHub account.

## Sending Personalized links using OnceHub for Gmail

[Section titled “Sending Personalized links using OnceHub for Gmail”](#sending-personalized-links-using-oncehub-for-gmail)

When you generate a Personalized link using OnceHub for Gmail, the link is automatically personalized using the “To” field in the email you are composing.

If you have more than one email address in the “To” field, OnceHub for Gmail lets you confirm the details of the Personalized link before you copy it. By default, the **Customer name** and **Customer email** are taken from the first email address in the “To” field.

1. Click **Compose** to create a new email.

2. In the **To** field, enter the email address of the person you want to share your booking link with.

   Note

   **Note** If you do not enter an email address, you will need to enter the **Customer name** and **Customer email** in the OnceHub for Gmail extension window when you generate a Personalized link.

3. Click the OnceHub for Gmail icon (Figure 9). ![](https://help.oncehub.com/_astro/1571146417603.BHViiC7Z_1YqVRG.webp)

   Figure 9: OnceHub for Gmail icon

4. The OnceHub for Gmail extension window will open.

5. Click **Personalized** next to the Booking link you want to share.

6. You will see the **Copied** confirmation when the link has been generated and copied to your clipboard.

7. Paste the one-time link into your email.

# Uninstalling OnceHub for Gmail

> The OnceHub for Gmail extension enables you to schedule meetings directly from your Gmail account. OnceHub for Gmail gives you instant access to all of your ...

The [OnceHub for Gmail extension](https://help.oncehub.com/user-integrations/browser-extension/introduction-to-oncehub-for-gmail/ "Introduction to OnceHub for Gmail") enables you to schedule meetings directly from your Gmail account. OnceHub for Gmail gives you instant access to all of your booking links without the need to change apps.

In this article, you’ll learn how to uninstall OnceHub for Gmail.

## Uninstalling OnceHub for Gmail

[Section titled “Uninstalling OnceHub for Gmail”](#uninstalling-oncehub-for-gmail)

### From your Chrome browser settings

[Section titled “From your Chrome browser settings”](#from-your-chrome-browser-settings)

1. In your Chrome browser, click the three dots (action menu) in the top right corner (Figure 1). ![](https://help.oncehub.com/_astro/1571210942272.Cw1LPmiI_ZvDtWp.webp)Figure 1: Chrome browser three dots (action menu)
2. In the drop-down menu, select **More tools → Extensions**.
3. In the **OnceHub for Gmail** box, click **Remove**.
4. Once you click **Remove**, you will see a confirmation screen (Figure 2). Click **Remove.** ![](https://help.oncehub.com/_astro/remove-2-v2.BFvOJ2LP_Z2rrbtG.webp)*Figure 2: Removal confirmation.*

### From Chrome Web Store

[Section titled “From Chrome Web Store”](#from-chrome-web-store)

1. Go to the [Chrome Web Store listing for OnceHub for Gmail](https://chrome.google.com/webstore/detail/oncehub-for-gmail/ijlpmpplkkhpkhgpingckadmlohkgddg).
2. Click **Remove from Chrome** (Figure 3). ![](https://help.oncehub.com/_astro/remove-3-v3.DG9IfG1A_NBo6h.webp)

*Figure 3: Removing OnceHub for Chrome in Chrome Web Store.*

# Exchange Outlook Calendar Connection

> Exchange Outlook Calendar Connection documentation and guides.

[Connect OnceHub to Your Exchange/Outlook Calendar](https://help.oncehub.com/user-integrations/exchange-outlook-calendar-connection/connect-oncehub-to-your-exchangeoutlook-calendar)

[Managing Your OnceHub Integration With Microsoft Exchange Calendar](https://help.oncehub.com/user-integrations/exchange-outlook-calendar-connection/managing-your-oncehub-integration-with-microsoft-exchange-calendar)

[How to Determine the EWS URL](https://help.oncehub.com/user-integrations/exchange-outlook-calendar-connection/how-to-determine-ews-url)

[Testing Exchange connectivity](https://help.oncehub.com/user-integrations/exchange-outlook-calendar-connection/testing-exchange-connectivity)

# Connect OnceHub to Your Exchange/Outlook Calendar

> Connecting OnceHub to your Exchange/Outlook Calendar ensures a real-time integration between your calendar and OnceHub.

Connecting OnceHub to your Exchange/Outlook Calendar ensures a real-time integration between your calendar and OnceHub.

***

## How to Connect Your Exchange/Outlook Calendar

[Section titled “How to Connect Your Exchange/Outlook Calendar”](#how-to-connect-your-exchangeoutlook-calendar)

Follow these steps to connect your Exchange/Outlook Calendar account:

### Navigating to User Integrations

[Section titled “Navigating to User Integrations”](#navigating-to-user-integrations)

1. Click on your profile picture in the top right-hand corner.
2. Select **User Integrations**.

### Connecting Your Microsoft Exchange Calendar

[Section titled “Connecting Your Microsoft Exchange Calendar”](#connecting-your-microsoft-exchange-calendar)

1. Click on the **Microsoft Exchange Calendar** tile.
2. Click on **Connect**.
3. Follow the instructions in the pop-up, to allow OnceHub to connect to your Exchange/Outlook Calendar.

When connecting to your Microsoft Exchange account, you might see an alert about the browser’s pop-up blocker blocking the connection window.

There are two possible ways in which this can be fixed:

* Create an exception for <https://app.oncehub.com/>. This will whitelist OnceHub with your browser and pop-ups from OnceHub will not be blocked.
* You can disable the pop-up blocker entirely.

The following links provide step-by-step instructions for each browser type:

* [**Google Chrome**](https://support.google.com/chrome/answer/95472?hl=en)

* **[Mozilla Firefox](https://support.mozilla.org/en-US/kb/pop-blocker-settings-exceptions-troubleshooting)**

* [**Safari**](https://support.apple.com/en-ie/guide/safari/ibrwe2159f50/12.0/mac/10.14)

Note

If you do not see the option to connect this integration, it may be restricted by your Account Owner. Please contact your Administrator for more information.

***

## Connecting Using Advanced Settings

[Section titled “Connecting Using Advanced Settings”](#connecting-using-advanced-settings)

If your email and password alone do not successfully connect your Exchange calendar, the issue may be due to your Exchange server’s unique configuration.

Follow these steps to provide the additional details needed for a successful connection:

### Entering EWS URL

[Section titled “Entering EWS URL”](#entering-ews-url)

1. Expand **Advanced Settings** in the connection pop-up.
2. Enter your **EWS URL**. Note: If you do not know your EWS URL, please refer to our [**How to Determine the EWS URL article**](https://help.oncehub.com/user-integrations/exchange-outlook-calendar-connection/how-to-determine-ews-url/).

### Entering your User name

[Section titled “Entering your User name”](#entering-your-user-name)

Next, you’ll need to complete the User name field. Depending on your Exchange server’s configuration, use one of the following options:

* **Leave Blank:** This field is often optional for many Exchange servers; therefore, leaving it blank may work.
* **Enter Your Email Address:** Some Exchange servers accept your email address as the username.
* **Enter Your Full Domain\UserName:** If the above options do not work, try using your domain credentials in the following format: domain\username.

### Confirming the Connection

[Section titled “Confirming the Connection”](#confirming-the-connection)

1. Click on Connect once all the details are entered.

Note: If you are unable to connect, we recommend reaching out to your IT team for assistance.

# How to Determine the EWS URL

> Our integration with Exchange/Outlook Calendar requires the address of your Exchange server, called EWS URL (Exchange Web Services URL).

Our integration with [Exchange/Outlook Calendar](https://help.oncehub.com/user-integrations/exchange-outlook-calendar-connection/connect-oncehub-to-your-exchangeoutlook-calendar/ "Connecting to your personal Exchange Calendar") requires the address of your Exchange server, called EWS URL (Exchange Web Services URL). This is usually auto-detected using your email address, but sometimes the auto-detection may fail. A common cause of failure is when your Exchange admin disabled auto-detection. In such cases, the first User of the account connecting to Exchange will need to provide the EWS URL. Additional Users of the same account will not need to provide it again.

## Obtain your EWS URL by logging into your email account via the browser

[Section titled “Obtain your EWS URL by logging into your email account via the browser”](#obtain-your-ews-url-by-logging-into-your-email-account-via-the-browser)

The easiest method to obtain the EWS URL is by logging into your mailbox (email account) via the browser. Even if you don’t normally do so, but know how to do it, we recommend you try. Once in your mailbox in the browser, copy the server address or the entire URL and paste it into the OnceHub field labeled **EWS URL**.

* An Exchange email server’s address may look like this: **mail.server.com**
* The entire URL of your email account may look like this: **<https://mail.server.com/owa>**
* You can also manually insert your server address into the format **<https://mail.server.com/ews/exchange.asmx>** — this is your actual EWS URL

Any of these options will work, because OnceHub will format the EWS URL for you in the background. In some rare cases, this method doesn’t provide the correct EWS URL. If connection still fails, use this tool instead: [Microsoft Remote Connectivity Analyzer](https://help.oncehub.com/user-integrations/exchange-outlook-calendar-connection/testing-exchange-connectivity/ "Testing Exchange connectivity")

## I cannot access my email via the browser

[Section titled “I cannot access my email via the browser”](#i-cannot-access-my-email-via-the-browser)

If you cannot access your email account via the browser, use this tool by Microsoft to discover your EWS URL: [Microsoft Remote Connectivity Analyzer](https://help.oncehub.com/user-integrations/exchange-outlook-calendar-connection/testing-exchange-connectivity/ "Testing Exchange connectivity").

## On-premises Exchange admins only

[Section titled “On-premises Exchange admins only”](#on-premises-exchange-admins-only)

Users with access to PowerShell can obtain the EWS URL directly from the Exchange server. Open PowerShell on the Exchange server and type this command: Get-WebServicesVirtualDirectory |Select name, \*url\* | fl

# Managing Your OnceHub Integration With Microsoft Exchange Calendar

> This guide explains how to navigate your Microsoft Exchange Calendar integration in OnceHub and manage related scheduling features effectively.

This guide explains how to navigate your Microsoft Exchange Calendar integration in OnceHub and manage related scheduling features effectively. Each section details specific functionality and provides instructions for customizing your workflow.

***

## Accessing the OnceHub Integration with Microsoft Exchange

[Section titled “Accessing the OnceHub Integration with Microsoft Exchange”](#accessing-the-oncehub-integration-with-microsoft-exchange)

To manage your Microsoft Exchange integration:

1. Click on your profile picture in the top right.
2. Select **User Integrations** from the dropdown.
3. Click on the **Microsoft Exchange Calendar** tile.

***

## Retrieving Busy Time from Exchange

[Section titled “Retrieving Busy Time from Exchange”](#retrieving-busy-time-from-exchange)

You can use the **Busy Time Is Retrieved From** option to determine how OnceHub retrieves your busy time. This option lets you choose one or more sub-calendars, including:

* Sub-calendars you’ve created within your Exchange account.
* Calendars shared with your Exchange account, as long as they have at least Read-only permissions.

### When are Exchange events treated as busy in OnceHub?

[Section titled “When are Exchange events treated as busy in OnceHub?”](#when-are-exchange-events-treated-as-busy-in-oncehub)

* **Free:** OnceHub will not read this time as busy.
* **Working elsewhere:** OnceHub reads this time as busy.
* **Tentative:** OnceHub reads this time as busy.
* **Busy:** OnceHub reads this time as busy.
* **Away:** OnceHub reads this time as busy.

You can connect additional secondary calendars to retrieve busy times. For step-by-step guidance, refer to the [**Connecting a Secondary Calendar article**](https://help.oncehub.com/user-integrations/basics-user-integrations/connecting-secondary-calendar/).

***

## Copying Meetings to Sub-Calendars

[Section titled “Copying Meetings to Sub-Calendars”](#copying-meetings-to-sub-calendars)

You can use the **Calendar Events Are Copied To** option to automatically copy meetings to specific sub-calendars. Whenever a meeting is scheduled, the specified sub-calendar(s) will be added as guests to the calendar event.

This option lets you choose one or more sub-calendars, including:

* Sub-calendars you’ve created within your Exchange account.
* Calendars shared with your Exchange account, as long as they have at least Read-and-write permissions.

***

## Cancelling and Updating OnceHub Bookings Directly in Exchange

[Section titled “Cancelling and Updating OnceHub Bookings Directly in Exchange”](#cancelling-and-updating-oncehub-bookings-directly-in-exchange)

With the Two-Way Sync toggles, you can easily update bookings directly from your Exchange Calendar. The two toggles allow you to do the following:

1. **Cancel Meetings:** Cancel bookings by simply deleting the corresponding calendar event.

2. **Update Meetings:** Easily make adjustments to existing bookings directly from your Exchange calendar.

   * **Reschedule Meetings:** Change the time of a booking by moving it’s calendar event.
   * **Allow Meeting Overlap:** Change your calendar event status to free or busy to define whether meetings can overlap.

Please see our article on [**Allowing for Meeting Overlaps with Booking Calendars**](https://help.oncehub.com/activities-analytics/activity-management/meeting-management/allowing-for-meeting-overlaps-with-booking-calendars/) if you would like to know how it works.

***

## Caching Busy Time for Faster Scheduling

[Section titled “Caching Busy Time for Faster Scheduling”](#caching-busy-time-for-faster-scheduling)

OnceHub stores your busy time temporarily, so it doesn’t need to fetch updates from your calendar in real-time every time someone interacts with your booking links. This allows OnceHub to provide a faster and smoother scheduling experience.

Note

We only retrieve whether you’re marked as busy or free on your calendar and do not access any event details, ensuring your privacy.

***

## Configuring Default Exchange Calendar Reminders

[Section titled “Configuring Default Exchange Calendar Reminders”](#configuring-default-exchange-calendar-reminders)

You can customize how far in advance reminders should trigger for your Microsoft 365 calendar events. Use the **Default Exchange/Outlook Calendar Reminders** drop-down list to select a time interval that fits your preferences.

# Testing Exchange connectivity

> The Microsoft Remote Connectivity Analyzer is a useful tool for several purposes:

The Microsoft Remote Connectivity Analyzer is a useful tool for several purposes:

* Determining your [EWS URL](https://help.oncehub.com/user-integrations/exchange-outlook-calendar-connection/how-to-determine-ews-url/ "How to determine the EWS URL") (if EWS is enabled).
* Verifying that your work email is managed on an Exchange server.
* Verifying Exchange connectivity.

## Requirements

[Section titled “Requirements”](#requirements)

To use this tool, you’ll need:

1. Your Outlook email address and password.

2. Your Domain\UserName - Enter your email in this field if Domain\UserName are not used in your organization.

   * The domain: This can usually be found in the documentation explaining how to connect a mobile phone or email client to your work mail account.
   * Your user name: This is usually the internal ID with which you log into internal systems.

## Testing connectivity

[Section titled “Testing connectivity”](#testing-connectivity)

Open [Microsoft Remote Connectivity Analyzer](https://testconnectivity.microsoft.com/) and follow these steps:

1. Select the **Synchronization, Notification, Availability, and Automatic Replies** option.
2. Fill out (all fields are required): **Email, Password** and **Domain\UserName** (with a backslash). Try your email address if you don’t know your Domain\UserName.
3. Check the “**I understand…**” checkbox).
4. Complete the verification test and click **Verify** (Figure 3).
5. Click the **Perform Test** button.
6. Wait for the results and verify that the connectivity icon is green.
7. Click **Expand All**.
8. Press **Ctrl + F** keys on your keyboard to open the browser’s search box.
9. Type **ewsurl** (one word, no spaces).
10. Copy the **EWS URL**, located between the `<EwsUrl>` tags, without the tags.
11. Go back to your OnceHub Account and paste the EWS URL in the appropriate field in the connection box.

# Google Calendar Connection

> Google Calendar Connection documentation and guides.

[Connect OnceHub to Your Google Workspace](https://help.oncehub.com/user-integrations/google-calendar-connection/connect-oncehub-to-your-google-workspace)

[Managing Your OnceHub Integration With Google Workspace](https://help.oncehub.com/user-integrations/google-calendar-connection/managing-your-oncehub-integration-with-google-workspace)

[How to Workaround the Google Calendar Quota](https://help.oncehub.com/user-integrations/google-calendar-connection/how-to-workaround-google-calendar-quota)

[Troubleshooting Gmail Integration & Notification Issues](https://help.oncehub.com/user-integrations/google-calendar-connection/troubleshooting-gmail-integration-notification-issues)

# Connect OnceHub to Your Google Workspace

> Connecting OnceHub to your Google Workspace account allows you to integrate with your Google suite to effortlessly sync your calendar, send email notificatio...

Connecting OnceHub to your Google Workspace account allows you to integrate with your Google suite to effortlessly sync your calendar, send email notifications, and schedule video meetings.

***

## Why Connect to Google Workspace?

[Section titled “Why Connect to Google Workspace?”](#why-connect-to-google-workspace)

Connecting your **Google Workspace** account provides essential features that enhance your schedule and notification management, such as:

* **Google Calendar integration:** Automatically sync your booking events with your Google Calendar, ensuring your availability is always up-to-date.
* **Gmail connectivity:** Send booking notifications directly from your Gmail address, providing a consistent and professional communication experience (this feature is optional).
* **Google Meet integration:** Connect Google Meet to OnceHub to easily schedule video meetings.

***

## How to Connect to Your Google Workspace

[Section titled “How to Connect to Your Google Workspace”](#how-to-connect-to-your-google-workspace)

Follow these steps to connect your Google Workspace account:

### Navigating to User Integrations

[Section titled “Navigating to User Integrations”](#navigating-to-user-integrations)

1. Click on your profile picture in the top right-hand corner.
2. Select **User Integrations**.

### Connecting to Your Google Workspace

[Section titled “Connecting to Your Google Workspace”](#connecting-to-your-google-workspace)

1. Click on the **Google Workspace** tile.
2. Click on **Connect**.
3. Follow the instructions in the pop-up, to allow OnceHub to connect to your Google Workspace.

When connecting to your Google Workspace account, you might see an alert about the browser’s pop-up blocker blocking the Google connection window.

There are two possible ways in which this can be fixed:

* Create an exception for <https://app.oncehub.com/>. This will whitelist OnceHub with your browser and pop-ups from OnceHub will not be blocked.
* You can disable the pop-up blocker entirely.

The following links provide step-by-step instructions for each browser type:

* [**Google Chrome**](https://support.google.com/chrome/answer/95472?hl=en)
* **[Mozilla Firefox](https://support.mozilla.org/en-US/kb/pop-blocker-settings-exceptions-troubleshooting)**
* [**Safari**](https://support.apple.com/en-ie/guide/safari/ibrwe2159f50/12.0/mac/10.14)

Note

**NOTE:** If you do not see the option to connect this integration, it may be restricted by your **Account Owner**. Please contact your **Administrator** for more information.

# How to Workaround the Google Calendar Quota

> Google imposes a quota on the number of bookings that can be created in its calendar over a rolling 24-hour period.

Google imposes a quota on the number of bookings that can be created in its calendar over a rolling 24-hour period. The exact calculation method for this quota is unknown and Google has not provided a definitive threshold after which the quota activates. While some published numbers exist, they don’t consistently correlate with the activation of the quota.

***

## What Happens When You Hit the Quota?

[Section titled “What Happens When You Hit the Quota?”](#what-happens-when-you-hit-the-quota)

**If the quota is exceeded**

* Booking links associated with the affected User and Google Calendar account will stop accepting bookings for up to 24 hours. When this happens the error message **A temporary connection error has occurred** will be displayed whenever a guest tries to confirm their booking.
* The quota operates on a rolling 24-hour window. Activity from exactly 24 hours prior ceases to count toward the quota at the same time it occurred.

**Example Scenario**

* If a large number of bookings were made at 3:00 PM yesterday, those bookings will stop contributing to the quota at exactly 3:00 PM today.
* Once these bookings are excluded from the past 24 hours, your booking links may become active again

Please note that if a large number of appointments are immediately created soon after, the quota can be triggered again.

***

## What to Do If You Hit the Quota

[Section titled “What to Do If You Hit the Quota”](#what-to-do-if-you-hit-the-quota)

If your booking links are not working and you suspect that you hit the quota we recommend that you turn off calendar guest invites to ensure you won’t be affected by the quota, you will need to turn it off in each Booking Calendar you use:

1. Click on **Booking Calendars** in the lefthand panel
2. Click on the Booking Calendar you want to edit.
3. Select the **Notifications Tab**.
4. Check the box for **Exclude guests**.
5. Click **Save**.

***

Please [**contact support**](https://help.oncehub.com/contact-us/) if you are still unable to receive bookings, or have any questions.

# Managing Your OnceHub Integration With Google Workspace

> This guide explains how to navigate your Google Workspace integration in OnceHub and manage related scheduling features effectively.

This guide explains how to navigate your Google Workspace integration in OnceHub and manage related scheduling features effectively. Each section details specific functionality and provides instructions for customizing your workflow.

***

## Accessing the OnceHub Integration with Google Workspace

[Section titled “Accessing the OnceHub Integration with Google Workspace”](#accessing-the-oncehub-integration-with-google-workspace)

To manage your Google Workspace integration:

1. Click on your profile picture in the top right.
2. Select **User Integrations** from the dropdown.
3. Click on the **Google Workspace** tile.

***

## Offering Google Meet to Guests

[Section titled “Offering Google Meet to Guests”](#offering-google-meet-to-guests)

You can toggle whether your guests can choose Google Meet as a video conferencing method when booking meetings with you.

***

## Sending Emails from Your Mailbox

[Section titled “Sending Emails from Your Mailbox”](#sending-emails-from-your-mailbox)

You can toggle whether scheduled meeting emails to guests should:

* Be sent from your connected Google Workspace mailbox.
* Or, use the default sending address (<mailer@oncehub.com>).

Adjust this setting to align email communications with your organization’s branding.

***

## Creating Events in Your Google Calendar

[Section titled “Creating Events in Your Google Calendar”](#creating-events-in-your-google-calendar)

You can use the **Calendar Events are Created In** setting to control where appointments are added in your connected account. You can choose from:

* The primary calendar.
* Any sub-calendars you have created.
* Calendars that are shared with you, where you have at least read and write permissions.

***

## Retrieving Busy Time from Google Calendars

[Section titled “Retrieving Busy Time from Google Calendars”](#retrieving-busy-time-from-google-calendars)

You can use the **Busy Time Is Retrieved From** option to determine how OnceHub retrieves your busy time. This option lets you choose one or more sub-calendars, including:

* Sub-calendars you’ve created within your Google Workspace account.
* Calendars shared with your Google Workspace account, as long as they have at least Read-only permissions.

**When are Google events treated as busy in OnceHub?**

* **Free:** OnceHub will not read this time as busy.
* **Busy:** OnceHub reads this time as busy and blocks availability.

You can connect additional secondary calendars to retrieve busy times. For step-by-step guidance, refer to the [**Connecting a Secondary Calendar article**](https://help.oncehub.com/user-integrations/basics-user-integrations/connecting-secondary-calendar/).

***

## Copying Meetings to Sub-Calendars

[Section titled “Copying Meetings to Sub-Calendars”](#copying-meetings-to-sub-calendars)

You can use the **Calendar Events Are Copied To** option to automatically copy meetings to specific sub-calendars. Whenever a meeting is scheduled, the specified sub-calendar(s) will be added as guests to the calendar event.

This option lets you choose one or more sub-calendars, including:

* Sub-calendars you’ve created within your Google Workspace account.
* Calendars shared with your Google Workspace account, as long as they have at least Read-and-write permissions.

***

## Cancelling and Updating OnceHub Bookings Directly in Google Calendar

[Section titled “Cancelling and Updating OnceHub Bookings Directly in Google Calendar”](#cancelling-and-updating-oncehub-bookings-directly-in-google-calendar)

With the Two-Way Sync toggles, you can easily update bookings directly from your Google Calendar. The two toggles allow you to do the following:

1. **Cancel Meetings:** Cancel bookings by simply deleting the corresponding calendar event.

2. **Update Meetings:** Easily make adjustments to existing bookings directly from your Google Calendar.

   * **Reschedule Meetings:** Change the time of a booking by moving it’s calendar event.
   * **Update Meeting Locations:** Change the Meeting Location by updating the location field in the calendar event.
   * **Allow Meeting Overlap:** Change your calendar event status to free or busy to define whether meetings can overlap.

Please see our article on [**Allowing for Meeting Overlaps with Booking Calendars**](https://help.oncehub.com/activities-analytics/activity-management/meeting-management/allowing-for-meeting-overlaps-with-booking-calendars/) if you would like to know how it works.

***

## Caching Busy Time for Faster Scheduling

[Section titled “Caching Busy Time for Faster Scheduling”](#caching-busy-time-for-faster-scheduling)

When you enable this option, OnceHub stores your busy time temporarily, so it doesn’t need to fetch updates from your calendar in real-time every time someone interacts with your booking links. This allows OnceHub to provide a faster and smoother scheduling experience.

Note

We only retrieve whether you’re marked as **busy** or **free** on your calendar and do not access any event details, ensuring your privacy.

# Troubleshooting Gmail Integration & Notification Issues

> This troubleshooting guide helps you identify and resolve common Gmail integration errors and notification issues to ensure your notification workflow remain...

This troubleshooting guide helps you identify and resolve common Gmail integration errors and notification issues to ensure your notification workflow remains uninterrupted.

***

## Gmail Service Disabled by Admin

[Section titled “Gmail Service Disabled by Admin”](#gmail-service-disabled-by-admin)

### Symptoms

[Section titled “Symptoms”](#symptoms)

* The User (Administrator/ Member) will receive an error notification when their Gmail mailbox is disabled by IT and a guest email is triggered.
* Guests will stop receiving any booking-related email notifications.

### Cause

[Section titled “Cause”](#cause)

The Gmail service is disabled for the user (or their Organizational Unit) at the **Google Workspace Admin console level**. When Gmail is disabled, OnceHub cannot access the user’s Gmail account, which is required for sending email notifications. If the Google Calendar was already connected, the integration remains active, but email sending is blocked.

### Resolution

[Section titled “Resolution”](#resolution)

To fix this issue, the Google Workspace Administrator responsible for managing mailbox settings should follow these steps:

1. Go to the [**Google Admin console**](http://admin.google.com/).
2. Navigate to **Apps → Gmail**.
3. **Enable Gmail** for the desired organizational unit or group.

***

## Gmail is Not Enabled for the Connected Account

[Section titled “Gmail is Not Enabled for the Connected Account”](#gmail-is-not-enabled-for-the-connected-account)

### Symptoms

[Section titled “Symptoms”](#symptoms-1)

* The User (Administrator/Member) will receive an error notification if the mailbox is not linked to their account.
* Guests will stop receiving any booking-related email notifications.

### Cause

[Section titled “Cause”](#cause-1)

The account was created using a **non-Google domain** (e.g., @[outlook.com](http://outlook.com)) and does not have the Gmail service enabled.

### Primary Resolution: **Disabling the Gmail Integration**

[Section titled “Primary Resolution: Disabling the Gmail Integration”](#primary-resolution-disabling-the-gmail-integration)

1. Click on your **Profile icon** in the top-right corner of the OnceHub account.
2. Select **User Integrations** from the dropdown menu.
3. Locate and click on the **Google Workspace** connection block.
4. Find the **Gmail toggle** and switch it to the **OFF** position.

### Secondary Resolution: **Link a Gmail Account**

[Section titled “Secondary Resolution: Link a Gmail Account”](#secondary-resolution-link-a-gmail-account)

If a user prefers to use native Google services, they can link a new **@gmail.com** address. Follow the steps below for the same:

1. While signed into your Google Account, click the **App Launcher icon (9-dot grid)** in the top-right corner of your browser.

2. Click the **Gmail** icon. Since your account uses a non-Google domain, this will automatically redirect you to the [**Gmail Service Setup page**](https://accounts.google.com/AddMailService).

   Note

   **NOTE:** If you are already signed into multiple accounts, it is best to do this in an **Incognito** **window** to ensure you are modifying the correct account.

3. Follow the on-screen prompts to choose your new **@gmail.com** address and link it to your existing account.

# iCloud Calendar Connection

> Icloud Calendar Connection documentation and guides.

[Connect OnceHub to Your iCloud Calendar](https://help.oncehub.com/user-integrations/icloud-calendar-connection/connect-oncehub-to-your-icloud-calendar)

[Managing Your OnceHub Integration With iCloud Calendar](https://help.oncehub.com/user-integrations/icloud-calendar-connection/managing-your-oncehub-integration-with-icloud-calendar)

# Connect OnceHub to Your iCloud Calendar

> Connecting OnceHub to your iCloud Calendar ensures a real-time integration between your calendar and OnceHub.

Connecting OnceHub to your iCloud Calendar ensures a real-time integration between your calendar and OnceHub.

[Connect OnceHub to Your iCloud Calendar](https://www.youtube-nocookie.com/embed/jtfnJrPibWI?wmode=opaque)

***

## How to Connect to Your iCloud Calendar

[Section titled “How to Connect to Your iCloud Calendar”](#how-to-connect-to-your-icloud-calendar)

Follow these steps to connect your iCloud Calendar account:

### Navigating to User Integrations

[Section titled “Navigating to User Integrations”](#navigating-to-user-integrations)

1. Click on your profile picture in the top right-hand corner.
2. Select **User Integrations**.

### Connecting to Your iCloud Calendar

[Section titled “Connecting to Your iCloud Calendar”](#connecting-to-your-icloud-calendar)

1. Click on the **iCloud Calendar** tile.
2. Click on **Connect**.
3. Enter your Apple ID and an App-specific password in the pop-up.
4. Click on **Connect**.

Note

An iCloud app-specific password is a unique password generated for third-party applications like OnceHub, which require access to your Apple ID.

To learn how to generate this password, refer to Apple’s [**Sign into apps with your Apple Account using app-specific passwords**](https://support.apple.com/en-us/102654) article.

When connecting to your iCloud Calendar account, you might see an alert about the browser’s pop-up blocker blocking the connection window.

There are two possible ways in which this can be fixed:

1. Create an exception for <https://app.oncehub.com/>. This will whitelist OnceHub with your browser and pop-ups from OnceHub will not be blocked.
2. You can disable the pop-up blocker entirely.

The following links provide step-by-step instructions for each browser type:

* [**Google Chrome**](https://support.google.com/chrome/answer/95472?hl=en)
* **[Mozilla Firefox](https://support.mozilla.org/en-US/kb/pop-blocker-settings-exceptions-troubleshooting)**
* [**Safari**](https://support.apple.com/en-ie/guide/safari/ibrwe2159f50/12.0/mac/10.14)

Note

If you do not see the option to connect this integration, it may be restricted by your Account Owner. Please contact your Administrator for more information.

# Managing Your OnceHub Integration With iCloud Calendar

> This guide explains how to navigate your iCloud Calendar integration in OnceHub and manage related scheduling features effectively.

This guide explains how to navigate your iCloud Calendar integration in OnceHub and manage related scheduling features effectively. Each section details specific functionality and provides instructions for customizing your workflow.

***

## Accessing the OnceHub Integration with iCloud Calendar

[Section titled “Accessing the OnceHub Integration with iCloud Calendar”](#accessing-the-oncehub-integration-with-icloud-calendar)

To manage your iCloud Calendar integration:

1. Click on your profile picture in the top right.
2. Select **User Integrations** from the dropdown.
3. Click on the **iCloud Calendar** tile.

***

## Creating Events in Your iCloud Calendar

[Section titled “Creating Events in Your iCloud Calendar”](#creating-events-in-your-icloud-calendar)

You can use the **Calendar Events Are Created In** setting to control where appointments are added in your connected account. You can choose from:

* The primary calendar.
* Any sub-calendars you have created.
* Calendars that are shared with you, where you have at least read and write permissions.

***

## Retrieving Busy Time from iCloud Calendar

[Section titled “Retrieving Busy Time from iCloud Calendar”](#retrieving-busy-time-from-icloud-calendar)

You can use the **Busy Time Is Retrieved From** option to determine how OnceHub retrieves your busy time. This option lets you choose one or more sub-calendars, including:

* Sub-calendars you’ve created within your iCloud Calendar account.
* Calendars shared with your iCloud Calendar account, as long as they have at least Read-only permissions.

### When are iCloud Calendar events treated as busy in OnceHub?

[Section titled “When are iCloud Calendar events treated as busy in OnceHub?”](#when-are-icloud-calendar-events-treated-as-busy-in-oncehub)

* **Free:** OnceHub will not read this time as busy.
* **Busy:** OnceHub reads this time as busy.

**Note:** All-day events in iCloud do not have the option to be set as Busy. Instead of using an all-day event, we recommend creating a calendar event that’s duration blocks out your working hours if needed.

You can connect additional secondary calendars to retrieve busy times. For step-by-step guidance, refer to the [**Connecting a Secondary Calendar article**](https://help.oncehub.com/user-integrations/basics-user-integrations/connecting-secondary-calendar/).

***

## Caching Busy Time for Faster Scheduling

[Section titled “Caching Busy Time for Faster Scheduling”](#caching-busy-time-for-faster-scheduling)

OnceHub stores your busy time temporarily, so it doesn’t need to fetch updates from your calendar in real-time every time someone interacts with your booking links. This allows OnceHub to provide a faster and smoother scheduling experience.

Note

We only retrieve whether you’re marked as busy or free on your calendar and do not access any event details, ensuring your privacy.

***

## Configuring Default iCloud Calendar Reminders

[Section titled “Configuring Default iCloud Calendar Reminders”](#configuring-default-icloud-calendar-reminders)

You can customize how far in advance reminders should trigger for your iCloud Calendar events. Use the **Default iCloud Calendar Reminders** drop-down list to select a time interval that fits your preferences.

# MS Office365 Calendar Connection

> Ms Office365 Calendar Connection documentation and guides.

[Connect OnceHub to Your Microsoft Office 365](https://help.oncehub.com/user-integrations/ms-office365-calendar-connection/connect-oncehub-to-your-microsoft-office-365)

[Managing Your OnceHub Integration With Microsoft Office 365](https://help.oncehub.com/user-integrations/ms-office365-calendar-connection/managing-your-oncehub-integration-with-microsoft-office-365)

[Approving Permissions for Microsoft 365 Administrators](https://help.oncehub.com/user-integrations/ms-office365-calendar-connection/approving-permissions-for-microsoft-365-administrators)

[Troubleshooting Microsoft 365 Email Integration & Notification Issues](https://help.oncehub.com/user-integrations/ms-office365-calendar-connection/troubleshooting-microsoft-365-email-integration-notification-issues)

# Approving Permissions for Microsoft 365 Administrators

> OnceHub has introduced a new capability to automatically connect your Microsoft email when you connect your Microsoft calendar.

OnceHub has introduced a new capability to automatically connect your Microsoft email when you [connect your Microsoft calendar](https://help.oncehub.com/user-integrations/ms-office365-calendar-connection/connect-oncehub-to-your-microsoft-office-365/ "Connect your Microsoft 365 (Office 365) Calendar"). Emailing from your own domain allows you to personalize and brand your OnceHub email communications.

A new permission is now required in order to send emails on your behalf.

* Depending on your company policies, you may need your Microsoft admin to approve the new email permission for your OnceHub account.
* If this is required, you’ll need to click ‘**request approval’** in an **Approval required** pop-up.

If permission isn’t granted, users who already have their calendar connected will not be able to connect their email. New users or users whose calendar has become disconnected/is in an error state will need to be reauthenticated, and won’t be able to connect their calendar.

For detailed steps on how to get approval from your Microsoft administrator, read on below. This article explains two methods for requesting administrator approval for the permissions required by OnceHub.

## Requesting approval as a user

[Section titled “Requesting approval as a user”](#requesting-approval-as-a-user)

An individual user requests administrator approval for OnceHub’s required permissions, and permission is granted for the entire organization once this request is approved by an administrator.

1. If you are unable to connect your email due to a permission issue, you will see a pop-up like this where you can request approval:

   Note: If you cannot see the option to request approval, you can ask your admin to enable requesting approval for apps [here](https://portal.azure.com/#view/Microsoft_AAD_IAM/ConsentPoliciesMenuBlade/~/AdminConsentSettings).

2. Once you have entered your reason and sent the request for approval, get in touch with your Microsoft administrator so that they can approve your request.

3. The administrator will receive an email to review the request.

4. Your administrator will need to review the request before your email can be connected. If you are an administrator, read on below to see the steps you need to take to review a permission request.

## Granting permission as an Azure administrator

[Section titled “Granting permission as an Azure administrator”](#granting-permission-as-an-azure-administrator)

### Accepting permissions as an existing OnceHub user

[Section titled “Accepting permissions as an existing OnceHub user”](#accepting-permissions-as-an-existing-oncehub-user)

1. As the Microsoft administrator for your account, sign into OnceHub.
2. In the **Calendar connection** settings, click **Connect your email**
3. A pop-up will open with a checkbox allowing you to **Consent on behalf of your organization**.
4. Click the checkbox, and then click **Accept**.
5. Your organization has now been granted all necessary permissions to connect OnceHub with your Microsoft 365 account.

### Accepting permissions as a new OnceHub user

[Section titled “Accepting permissions as a new OnceHub user”](#accepting-permissions-as-a-new-oncehub-user)

If you are the Microsoft administrator for your organization and not an existing OnceHub user , you can approve the OnceHub app by signing up for it.

1. Sign up for OnceHub using your Microsoft 365 account.
2. A pop-up will open with a checkbox allowing you to Consent on behalf of your organization.
3. Click the checkbox, and then click Accept.
4. Your organization has now been granted all necessary permissions to connect OnceHub with your Microsoft 365 account.

### Reviewing a user’s permission request as an administrator

[Section titled “Reviewing a user’s permission request as an administrator”](#reviewing-a-users-permission-request-as-an-administrator)

1. The administrator clicks the **Review request** button on the permission request email.
2. Under **Pending requests**, the administrator selects **OnceHub**, and clicks **Review permissions and consent.**
3. A pop-up will open. The administrator clicks **Accept**, and the permissions request is approved.

# Connect OnceHub to Your Microsoft Office 365

> Connecting OnceHub to your Microsoft Office 365 account allows you to integrate with your Microsoft suite to effortlessly sync your calendar, send email noti...

Connecting OnceHub to your **Microsoft Office 365** account allows you to integrate with your Microsoft suite to effortlessly sync your calendar, send email notifications, and schedule video meetings.

***

## Why Connect to Microsoft Office 365?

[Section titled “Why Connect to Microsoft Office 365?”](#why-connect-to-microsoft-office-365)

Connecting your Microsoft Office 365 account gives you access to important features that improve how you manage your schedule and notifications:

* **Microsoft 365 Calendar integration:** Automatically sync your booking events with your Microsoft 365 Calendar, ensuring your availability is always up-to-date.
* **Outlook connectivity:** Send booking notifications directly from your Outlook email address, providing a consistent and professional communication experience (this feature is optional).
* **Microsoft Teams integration:** Connect Microsoft Teams to OnceHub to easily schedule video meetings.

***

## How to Connect to Your Microsoft Office 365

[Section titled “How to Connect to Your Microsoft Office 365”](#how-to-connect-to-your-microsoft-office-365)

Follow these steps to connect your Microsoft Office 365 account:

### Navigating to User Integrations

[Section titled “Navigating to User Integrations”](#navigating-to-user-integrations)

1. Click on your profile picture in the top right-hand corner.
2. Select **User Integrations**.

### Connecting to Your Microsoft Office 365

[Section titled “Connecting to Your Microsoft Office 365”](#connecting-to-your-microsoft-office-365)

1. Click on the **Microsoft 365** tile.
2. Click on **Connect**.
3. Follow the instructions in the pop-up, to allow OnceHub to connect to your Microsoft Office 365 account.

When connecting to your Microsoft Office 365 account, you might see an alert about the browser’s pop-up blocker blocking the connection window.

There are two possible ways in which this can be fixed:

* Create an exception for <https://app.oncehub.com/>. This will whitelist OnceHub with your browser and pop-ups from OnceHub will not be blocked.
* You can disable the pop-up blocker entirely.

The following links provide step-by-step instructions for each browser type:

* [**Google Chrome**](https://support.google.com/chrome/answer/95472?hl=en)

* **[Mozilla Firefox](https://support.mozilla.org/en-US/kb/pop-blocker-settings-exceptions-troubleshooting)**

* [**Safari**](https://support.apple.com/en-ie/guide/safari/ibrwe2159f50/12.0/mac/10.14)

  Note

  If you do not see the option to connect this integration, it may be restricted by your Account Owner. Please contact your Administrator for more information.

# Managing Your OnceHub Integration With Microsoft Office 365

> This guide explains how to navigate your Microsoft Office 365 integration in OnceHub and manage related scheduling features effectively.

This guide explains how to navigate your Microsoft Office 365 integration in OnceHub and manage related scheduling features effectively. Each section details specific functionality and provides instructions for customizing your workflow.

***

## Accessing the OnceHub Integration with Microsoft 365

[Section titled “Accessing the OnceHub Integration with Microsoft 365”](#accessing-the-oncehub-integration-with-microsoft-365)

To manage your Microsoft 365 integration:

1. Click on your profile picture in the top right.
2. Select **User Integrations** from the dropdown.
3. Click on the **Microsoft 365** tile.

***

## Offering Microsoft Teams to Guests

[Section titled “Offering Microsoft Teams to Guests”](#offering-microsoft-teams-to-guests)

You can toggle whether your guests can choose Microsoft Teams as a video conferencing method when booking meetings with you.

***

## Sending Emails from Your Mailbox

[Section titled “Sending Emails from Your Mailbox”](#sending-emails-from-your-mailbox)

You can toggle whether scheduled meeting emails to guests should:

* Be sent from your connected mailbox.
* Or, use the default sending address (<mailer@oncehub.com>).

Adjust this setting to align email communications with your organization’s branding.

***

## Creating Events in Your Office 365 Calendar

[Section titled “Creating Events in Your Office 365 Calendar”](#creating-events-in-your-office-365-calendar)

You can use the **Calendar Events Are Created In** setting to control where appointments are added in your connected account. You can choose from:

* The primary calendar.
* Any sub-calendars you have created.
* Calendars that are shared with you, where you have at least read and write permissions.

***

## Retrieving Busy Time from Outlook

[Section titled “Retrieving Busy Time from Outlook”](#retrieving-busy-time-from-outlook)

You can use the **Busy Time Is Retrieved From** option to determine how OnceHub retrieves your busy time. This option lets you choose one or more sub-calendars, including:

* Sub-calendars you’ve created within your Microsoft 365 account.
* Calendars shared with your Microsoft 365 account, as long as they have at least Read-only permissions.

**When are Outlook events treated as busy in OnceHub?**

* **Free:** OnceHub will not read this time as busy.
* **Working elsewhere:** OnceHub reads this time as busy.
* **Tentative:** OnceHub reads this time as busy.
* **Busy:** OnceHub reads this time as busy.
* **Away:** OnceHub reads this time as busy.

You can connect additional secondary calendars to retrieve busy times. For step-by-step guidance, refer to the [**Connecting a Secondary Calendar article**](https://help.oncehub.com/user-integrations/basics-user-integrations/connecting-secondary-calendar/).

***

## Copying Meetings to Sub-Calendars

[Section titled “Copying Meetings to Sub-Calendars”](#copying-meetings-to-sub-calendars)

You can use the **Calendar Events** **Are Copied To** option to automatically copy meetings to specific sub-calendars. Whenever a meeting is scheduled, the specified sub-calendar(s) will be added as guests to the calendar event.

This option lets you choose one or more sub-calendars, including:

* Sub-calendars you’ve created within your Microsoft 365 account.
* Calendars shared with your Microsoft 365 account, as long as they have at least Read-and-write permissions.

***

## Cancelling and Updating OnceHub Bookings Directly in Outlook

[Section titled “Cancelling and Updating OnceHub Bookings Directly in Outlook”](#cancelling-and-updating-oncehub-bookings-directly-in-outlook)

With the Two-Way Sync toggles, you can easily update bookings directly from your Outlook Calendar. The two toggles allow you to do the following:

1. **Cancel Meetings:** Cancel bookings by simply deleting the corresponding calendar event.

2. **Update Meetings:** Easily make adjustments to existing bookings directly from your Outlook calendar.

   * **Reschedule Meetings:** Change the time of a booking by moving it’s calendar event.
   * **Allow Meeting Overlap:** Change your calendar event status to free or busy to define whether meetings can overlap.

Please see our article on [**Allowing for Meeting Overlaps with Booking Calendars**](https://help.oncehub.com/activities-analytics/activity-management/meeting-management/allowing-for-meeting-overlaps-with-booking-calendars/) if you would like to know how it works.

***

## Caching Busy Time for Faster Scheduling

[Section titled “Caching Busy Time for Faster Scheduling”](#caching-busy-time-for-faster-scheduling)

When you enable this option, OnceHub stores your busy time temporarily, so it doesn’t need to fetch updates from your calendar in real-time every time someone interacts with your booking links. This allows OnceHub to provide a faster and smoother scheduling experience.

**Note:** We only retrieve whether you’re marked as busy or free on your calendar and do not access any event details, ensuring your privacy.

***

## Configuring Default Microsoft 365 Calendar Reminders

[Section titled “Configuring Default Microsoft 365 Calendar Reminders”](#configuring-default-microsoft-365-calendar-reminders)

You can customize how far in advance reminders should trigger for your Microsoft 365 calendar events. Use the **Default Microsoft 365 Calendar Reminders** drop-down list to select a time interval that fits your preferences.

# Troubleshooting Microsoft 365 Email Integration & Notification Issues

> This troubleshooting guide helps you identify and resolve common Microsoft 365 email integration errors to ensure your notification workflow remains uninterr...

This troubleshooting guide helps you identify and resolve common Microsoft 365 email integration errors to ensure your notification workflow remains uninterrupted.

***

## Mail Send Permission Removed

[Section titled “Mail Send Permission Removed”](#mail-send-permission-removed)

### Symptoms

[Section titled “Symptoms”](#symptoms)

* The User (Administrator/ Member) will receive an error notification when the Microsoft 365 mail sending permission is revoked on their account by IT.
* Guests will stop receiving any booking-related email notifications or calendar invites.

### Cause

[Section titled “Cause”](#cause)

The **Mail.Send** permission for the OnceHub application has been revoked in Azure AD. Once revoked, OnceHub cannot send emails on behalf of the user.

### Resolution

[Section titled “Resolution”](#resolution)

The easiest way to restore the permission is to re-establish the connection.

1. Click on your **profile picture** in the top right-hand corner.
2. Select **User Integrations**.
3. **Disconnect** and **Connect** your Microsoft 365 account.

**NOTE:** While disconnecting and reconnecting the account, ensure that full email permissions are granted either by the User or on behalf of the organization.

***

## Mailbox Quota Exceeded

[Section titled “Mailbox Quota Exceeded”](#mailbox-quota-exceeded)

### Symptoms

[Section titled “Symptoms”](#symptoms-1)

* The User (Administrator/Member) will receive an error notification when their mailbox storage quota is full.
* Guests will not receive any booking-related email notifications or calendar invites until storage space is freed.

### Cause

[Section titled “Cause”](#cause-1)

The User’s Microsoft 365 mailbox has reached its storage limit or exceeded its sending quota, preventing OnceHub from sending notifications.

### Resolution

[Section titled “Resolution”](#resolution-1)

To fix this issue, the Microsoft 365 Workspace Administrator responsible for managing mailbox settings should follow these steps:

1. Go to the Microsoft 365 Admin Center.
2. Navigate to **Users → Active Users → \[Select the User] → Mail** tab.
3. Review the current storage and quotas. For detailed Microsoft guidance on managing storage, see[ **Mailbox Storage Quotas**](https://learn.microsoft.com/en-us/Exchange/recipients/user-mailboxes/storage-quotas).
4. **Retry** sending notifications from OnceHub.

# Security Best Practices

> Security Best Practices documentation and guides.

[Google Meet Security Best Practices](https://help.oncehub.com/user-integrations/security-best-practices/google-meet-security-best-practices)

[Microsoft Teams Security Best Practices](https://help.oncehub.com/user-integrations/security-best-practices/microsoft-teams-security-best-practices)

[GoTo Meeting Security Best Practices](https://help.oncehub.com/user-integrations/security-best-practices/goto-meeting-security-best-practices)

[Webex Meetings Security Best Practices](https://help.oncehub.com/user-integrations/security-best-practices/webex-meetings-security-best-practices)

[Zoom Security Best Practices](https://help.oncehub.com/user-integrations/security-best-practices/zoom-security-best-practices)

# Google Meet Security Best Practices

> At OnceHub, we designed our native Google Meet integration with security at the forefront of our minds.

At OnceHub, we designed our native Google Meet integration with security at the forefront of our minds. Our integration features help you secure your meetings from uninvited guests.

## Unique meeting IDs and links for every session

[Section titled “Unique meeting IDs and links for every session”](#unique-meeting-ids-and-links-for-every-session)

Each session needs its own meeting created, with its own meeting ID. There’s no need to waste time signing into Google, creating the meeting on your Google Calendar, and sending a separate email with the conferencing information.

When you connect our native Google Meet integration, OnceHub automatically creates a meeting in Google Meet and includes all conferencing information in the booking confirmation notification and on the calendar event.

Note: Once you have a unique meeting ID, be sure only to share the conferencing information with those you want to join. Many make the mistake of including a joining link on publicly available posters or websites. This increases the risk of an insecure meeting.

## Educate your team members before they go live

[Section titled “Educate your team members before they go live”](#educate-your-team-members-before-they-go-live)

Be sure not to skip a dry run for each team member giving meetings. That dry run is one of the most important steps helping them maintain professionalism in their video meetings. Especially if they’ve not used the video conferencing app much, there’s a learning curve they’ll need to adjust to in order to feel comfortable leading their session.

They should have a high awareness of all their available features. Notable settings that help them control the experience include:

* Chat features, including disabling private chat
* Muting participants
* Disabling video
* Managing screen sharing of fellow attendees
* Removing participants

If they’ll be occupied with meeting content and a number of people will be present, it may be worth having another person from your organization join. The team member leading the meeting can designate this additional team member as a co-host. The co-host can control the above listed features while the original host leads the meeting.

Team members should also join a few minutes early, just in case they encounter technical difficulties. These can be challenging to predict, so their best bet is always to join four or five minutes early, so they can address any unexpected issues within their own or other attendees’ environments.

With a strong handle on the features available to them, they’ll be able to lead the session with authority and be prepared to shut down any unanticipated security issues that come their way. For most sessions, they won’t need to use this knowledge, but everyone (except the uninvited guests) will be grateful they’re ready if a security breach occurs.

# GoTo Meeting Security Best Practices

> At OnceHub, we designed our native GoTo Meeting integration with security at the forefront of our minds.

At OnceHub, we designed our native [GoTo Meeting integration](https://help.oncehub.com/user-integrations/basics-user-integrations/connect-your-video-conferencing-app/) with security at the forefront of our minds. Our integration features help you secure your meetings from uninvited guests. We also have a number of recommendations to follow while conducting your meetings that can help you up your security game, keeping your meetings safe and private.

## Unique meeting IDs and links for every session

[Section titled “Unique meeting IDs and links for every session”](#unique-meeting-ids-and-links-for-every-session)

If you’re used to offering a static link, like `https://www.gotomeet.me/MyNameHere`, break that habit fast and connect our native GoTo Meeting integration instead. It may be simpler to use the same customized meeting link to everyone meeting with you, but that opens a huge vulnerability for uninvited guests. Each session needs its own meeting created, with its own meeting ID. There’s no need to waste time signing into GoTo Meeting, creating the meeting, and sending a separate email with the conferencing information. When a customer books with you, OnceHub automatically creates a meeting in GoTo Meeting and includes all conferencing information in the booking confirmation notification and on the calendar event.

Note: Once you have a unique meeting ID, be sure only to share the conferencing information with those you want to join. Many make the mistake of including a joining link on publicly available posters or websites. This increases the risk of an insecure meeting.

## A password for every session

[Section titled “A password for every session”](#a-password-for-every-session)

Some hackers can use technology to guess unique meeting IDs or may take advantage of publicly-posted information. Make sure anyone joining your session also receives a meeting password and don’t advertise it anywhere except among authorized attendees. This gives an additional measure of security, creating another barrier for uninvited guests.

## Using the Meeting Lock feature

[Section titled “Using the Meeting Lock feature”](#using-the-meeting-lock-feature)

If you’re concerned for uninvited guests, be sure to use the Meeting Lock feature in the GoTo Meeting app. This allows you to keep individuals in a waiting room before they’re able to access your meeting. Uninvited guests may have guessed your link or password, but they still won’t be able to join your session without your express permission.

[Learn more about GoTo Meeting’s Meeting Lock feature](https://support.goto.com/meeting/help/lock-your-meeting-g2m040025)

## Educate your team members before they go live

[Section titled “Educate your team members before they go live”](#educate-your-team-members-before-they-go-live)

Be sure not to skip a dry run for each team member giving meetings. That dry run is one of the most important steps helping them maintain professionalism in their video meetings. Especially if they’ve not used the video conferencing app much, there’s a learning curve they’ll need to adjust to in order to feel comfortable leading their session.

They should have a high awareness of all their available features. Notable settings that help them control the experience include:

* Chat features, including disabling private chat
* Muting participants
* Disabling video
* Meeting lock
* Managing screen sharing of fellow attendees
* Removing participants

If they’ll be occupied with meeting content and a number of people will be present, it may be worth having another person from your organization join. The team member leading the meeting can designate this additional team member as a co-host. The co-host can control the above listed features while the original host leads the meeting.

Team members should also ensure they’ve downloaded the correct software version before their session and join a few minutes early, just in case they or any participants encounter technical difficulties. These can be challenging to predict, so their best bet is always to join four or five minutes early, so they can address any unexpected issues.

With a strong handle on the features available to them, they’ll be able to lead the session with authority and be prepared to shut down any unanticipated security issues that come their way. For most sessions, they won’t need to use this knowledge, but everyone (except the uninvited guests) will be grateful they’re ready if a security breach occurs.

# Microsoft Teams Security Best Practices

> At OnceHub, we designed our native Microsoft Teams integration with security at the forefront of our minds.

At OnceHub, we designed our native [Microsoft Teams integration](https://help.oncehub.com/user-integrations/basics-user-integrations/connect-your-video-conferencing-app/) with security at the forefront of our minds. Many of our integration features help you secure your meetings from uninvited guests.

## Unique meeting IDs and links for every session

[Section titled “Unique meeting IDs and links for every session”](#unique-meeting-ids-and-links-for-every-session)

If you’re used to offering a static link, break that habit fast and connect our native Microsoft Teams integration instead. It may be simpler to use the same customized meeting link to everyone meeting with you, but that opens a huge vulnerability for uninvited guests. Each session needs its own meeting created, with its own meeting ID. There’s no need to waste time signing into Microsoft Teams, creating the meeting, and sending a separate email with the conferencing information. When a customer books with you, OnceHub automatically creates a meeting in Microsoft Teams and includes all conferencing information in the booking confirmation notification and on the calendar event.

Note: Once you have a unique meeting ID, be sure only to share the conferencing information with those you want to join. Many make the mistake of including a joining link on publicly available posters or websites. This increases the risk of an insecure meeting.

## Using the lobby

[Section titled “Using the lobby”](#using-the-lobby)

If you’re concerned for uninvited guests, be sure to use the lobby feature in Microsoft Teams. This allows you to authorize individuals before they’re able to access your meeting. Uninvited guests may have guessed your link or password, but they still won’t be able to join your session without your express permission.

If you have many people joining, we recommend defining an additional co-host to watch the waiting room notifications and grant people access.

[Learn more about changing Teams participant settings, including the lobby feature](https://support.microsoft.com/en-gb/office/change-participant-settings-for-a-teams-meeting-53261366-dbd5-45f9-aae9-a70e6354f88e)

## Educate your team members before they go live

[Section titled “Educate your team members before they go live”](#educate-your-team-members-before-they-go-live)

Be sure not to skip a dry run for each team member giving meetings. That dry run is one of the most important steps helping them maintain professionalism in their video meetings. Especially if they’ve not used the video conferencing app much, there’s a learning curve they’ll need to adjust to in order to feel comfortable leading their session.

They should have a high awareness of all their available features. Notable settings that help them control the experience include:

* Lobby features
* Chat features, including disabling private chat
* Muting participants
* Disabling video
* Managing the Whiteboard
* Managing screen sharing of fellow attendees
* Removing participants

If they’ll be occupied with meeting content and a number of people will be present, it may be worth having another person from your organization join. The team member leading the meeting can designate this additional team member as a co-host. The co-host can control the above listed features while the original host leads the meeting.

Team members should also ensure they’ve downloaded the correct software version before their session and join a few minutes early, just in case they encounter technical difficulties. These can be challenging to predict, so their best bet is always to join four or five minutes early, so they can address any unexpected issues.

With a strong handle on the features available to them, they’ll be able to lead the session with authority and be prepared to shut down any unanticipated security issues that come their way. For most sessions, they won’t need to use this knowledge, but everyone (except the uninvited guests) will be grateful they’re ready if a security breach occurs.

# Webex Meetings Security Best Practices

> At OnceHub, we designed our native Webex Meetings integration with security at the forefront of our minds.

At OnceHub, we designed our native Webex Meetings integration with security at the forefront of our minds.

## Unique meeting IDs and links for every session

[Section titled “Unique meeting IDs and links for every session”](#unique-meeting-ids-and-links-for-every-session)

If you’re used to offering a static link to your Webex Meetings Personal Room, like <https://meetingsamer20.webex.com/meet/pr1234567890>, break that habit fast and connect our native Webex Meetings integration instead. It may be simpler to use the same customized meeting link to everyone meeting with you, but that opens a huge vulnerability for uninvited guests. Each session needs its own meeting created, with its own meeting ID. There’s no need to waste time signing into Webex Meetings, creating the meeting, and sending a separate email with the conferencing information. When a customer books with you, OnceHub automatically creates a meeting in Webex Meetings and includes all conferencing information in the booking confirmation notification and on the calendar event.

Note

Once you have a unique meeting ID, be sure only to share the conferencing information with those you want to join. Many make the mistake of including a joining link on publicly available posters or websites. This increases the risk of an insecure meeting.

## A password for every session

[Section titled “A password for every session”](#a-password-for-every-session)

Some hackers can use technology to guess unique meeting IDs or may take advantage of publicly-posted information. Make sure anyone joining your session also receives a meeting password and don’t advertise it anywhere except among authorized attendees. This gives an additional measure of security, creating another barrier for uninvited guests.

## Educate your team members before they go live

[Section titled “Educate your team members before they go live”](#educate-your-team-members-before-they-go-live)

Be sure not to skip a dry run for each team member giving meetings. That dry run is one of the most important steps helping them maintain professionalism in their video meetings. Especially if they’ve not used the video conferencing app much, there’s a learning curve they’ll need to adjust to in order to feel comfortable leading their session.

They should have a high awareness of all their available features. Notable settings that help them control the experience include:

* Waiting room features
* Chat features, including disabling private chat
* Muting participants
* Disabling video
* Turning off annotation
* Managing screen sharing of fellow attendees
* Removing participants

If they’ll be occupied with meeting content and a number of people will be present, it may be worth having another person from your organization join. The team member leading the meeting can designate this additional team member as a co-host. The co-host can control the above listed features while the original host leads the meeting.

Team members should also ensure they’ve downloaded the correct software version before their session and join a few minutes early, just in case they encounter technical difficulties. These can be challenging to predict, so their best bet is always to join four or five minutes early, so they can address any unexpected issues.

With a strong handle on the features available to them, they’ll be able to lead the session with authority and be prepared to shut down any unanticipated security issues that come their way. For most sessions, they won’t need to use this knowledge, but everyone (except the uninvited guests) will be grateful they’re ready if a security breach occurs.

# Zoom Security Best Practices

> At OnceHub, we designed our native Zoom integration with security at the forefront of our minds. Many of our integration features help you secure your meetin...

At OnceHub, we designed our native [Zoom integration](https://help.oncehub.com/user-integrations/basics-user-integrations/connect-your-video-conferencing-app/) with security at the forefront of our minds. Many of our integration features help you secure your meetings from uninvited guests.

## Unique meeting IDs and links for every session

[Section titled “Unique meeting IDs and links for every session”](#unique-meeting-ids-and-links-for-every-session)

If you’re used to offering a static link, break that habit fast and connect our native Zoom integration instead. It may be simpler to use the same customized meeting link to everyone meeting with you, but that opens a huge vulnerability for uninvited guests. Each session needs its own meeting created, with its own meeting ID. There’s no need to waste time signing into Zoom, creating the meeting, and sending a separate email with the conferencing information. When a customer books with you, OnceHub automatically creates a meeting in Zoom and includes all conferencing information in the booking confirmation notification and on the calendar event.

Note: Once you have a unique meeting ID, be sure only to share the conferencing information with those you want to join. Many make the mistake of including a joining link on publicly available posters or websites. This increases the risk of an insecure meeting.

## Dynamic passcodes for every session

[Section titled “Dynamic passcodes for every session”](#dynamic-passcodes-for-every-session)

Some hackers can use technology to guess unique meeting IDs or may take advantage of publicly-posted information. Make sure anyone joining your session also receives a meeting passcode and don’t advertise it anywhere except among authorized attendees. This gives an additional measure of security, creating another barrier for uninvited guests.

With OnceHub’s native integration, you can ensure each Zoom session requires a dynamic passcode, different for each booking. Our Zoom integration creates the dynamic passcode automatically and adds it to your meetings and all conferencing information provided in notifications.

## Using the waiting room

[Section titled “Using the waiting room”](#using-the-waiting-room)

If you’re concerned for uninvited guests, be sure to select the waiting room feature. This allows you to authorize individuals before they’re able to access your meeting. Uninvited guests may have guessed your link or passcode, but they still won’t be able to join your session without your express permission.

If you have many people joining, we recommend defining an additional co-host to watch the waiting room notifications and grant people access.

[Learn more about Zoom’s waiting room feature](https://support.zoom.us/hc/en-us/articles/115000332726-Waiting-Room)

## Starting video for host and/or participants when they join

[Section titled “Starting video for host and/or participants when they join”](#starting-video-for-host-andor-participants-when-they-join)

Depending on your organization, you may prefer everyone use video upon joining, so you can understand who is in your meeting and confirm no one is providing a name that isn’t theirs to use.

In this case, you can opt to start video for all participants, or all participants and the host, upon joining the Zoom session.

## Educate your team members before they go live

[Section titled “Educate your team members before they go live”](#educate-your-team-members-before-they-go-live)

Be sure not to skip a dry run for each team member giving meetings. That dry run is one of the most important steps helping them maintain professionalism in their video meetings. Especially if they’ve not used the video conferencing app much, there’s a learning curve they’ll need to adjust to in order to feel comfortable leading their session.

They should have a high awareness of all their available features. Notable settings that help them control the experience include:

* Waiting room features
* Chat features, including disabling private chat
* Muting participants
* Disabling video
* Turning off annotation
* Managing screen sharing of fellow attendees
* Removing participants

If they’ll be occupied with meeting content and a number of people will be present, it may be worth having another person from your organization join. The team member leading the meeting can designate this additional team member as a co-host. The co-host can control the above listed features while the original host leads the meeting.

Team members should also ensure they’ve downloaded the correct software version before their session and join a few minutes early, just in case they encounter technical difficulties. These can be challenging to predict, so their best bet is always to join four or five minutes early, so they can address any unexpected issues.

With a strong handle on the features available to them, they’ll be able to lead the session with authority and be prepared to shut down any unanticipated security issues that come their way. For most sessions, they won’t need to use this knowledge, but everyone (except the uninvited guests) will be grateful they’re ready if a security breach occurs.

# What's New

> Latest updates and announcements for OnceHub.

### [July 16, 2026: Disconnect User Integrations for Other Users, OnceHub App on ChatGPT, and More...](https://help.oncehub.com/whats-new/2026-07-16-disconnect-user-integrations-chatgpt-app-url-params-one-time-links)

[Building on our recent update that allows Account Owners and Administrators to toggle which third-party integrations are permitted account-wide, we are adding greater control over account security and compliance.](https://help.oncehub.com/whats-new/2026-07-16-disconnect-user-integrations-chatgpt-app-url-params-one-time-links)

### [June 29, 2026: Booking With Approval, Customizing SMS Notifications, and More...](https://help.oncehub.com/whats-new/2026-06-29-booking-with-approval-sms-notifications-crm-contact-owners)

[You can now approve or decline meeting requests for specific time slots instead of allowing guests to schedule directly.](https://help.oncehub.com/whats-new/2026-06-29-booking-with-approval-sms-notifications-crm-contact-owners)

### [June 11, 2026: Manually Update Email Address and Mobile Phone in Contacts, New MCP Tool Added and More...](https://help.oncehub.com/whats-new/2026-06-11-contact-email-phone-mcp-working-hours-button-clicked)

[You can now manually update a guest's email address and mobile phone directly from their Contact record or the Activity Stream.](https://help.oncehub.com/whats-new/2026-06-11-contact-email-phone-mcp-working-hours-button-clicked)

### [May 28, 2026: OnceHub MCP For AI Assistants, Integrating OnceHub With n8n, and More...](https://help.oncehub.com/whats-new/2026-05-28-oncehub-mcp-n8n-stacked-workload-limits)

[OnceHub now connects directly with AI assistants like Claude and ChatGPT through the Model Context Protocol (MCP).](https://help.oncehub.com/whats-new/2026-05-28-oncehub-mcp-n8n-stacked-workload-limits)

### [May 14, 2026: Integrate OnceHub with Microsoft Entra ID, New Compliance Control: Restrict User Integrations, and More...](https://help.oncehub.com/whats-new/2026-05-14-integrate-oncehub-with-microsoft-entra-id-new-compliance-control-restrict-user-integrations-and-more)

[Google has updated how Google Meet links behave when used across multiple calendar events. To align with these Google Meet link behavior changes, OnceHub Gro...](https://help.oncehub.com/whats-new/2026-05-14-integrate-oncehub-with-microsoft-entra-id-new-compliance-control-restrict-user-integrations-and-more)

### [April 30, 2026: Localizing Booking Calendars, AI Agents for Chatbots, Custom Mapping for HubSpot Meetings, and More...](https://help.oncehub.com/whats-new/2026-04-30-localizing-calendars-ai-agents-hubspot-mapping-free-phone)

[OnceHub now allows you to localize your Booking Calendars, ensuring that booking links, calendar events, and notifications are presented in your guest's nati...](https://help.oncehub.com/whats-new/2026-04-30-localizing-calendars-ai-agents-hubspot-mapping-free-phone)

### [April 16, 2026: Streamlined API Key Management and Configure Webhooks via the OnceHub Interface](https://help.oncehub.com/whats-new/2026-04-16-streamlined-api-key-management-and-configure-webhooks-via-the-oncehub-interface)

[We have upgraded our API settings to provide enterprise-grade security and greater flexibility. You can now:](https://help.oncehub.com/whats-new/2026-04-16-streamlined-api-key-management-and-configure-webhooks-via-the-oncehub-interface)

### [March 26, 2026: Phone Agent for Your Routing Forms, Skip the Booking Form for Prefilled Guests, New Integrations, and More...](https://help.oncehub.com/whats-new/2026-03-26-phone-agent-routing-forms-prefilled-guests)

[We are excited to launch our Phone Agent, a no-setup feature that transforms the way your clients interact with your Routing Forms.](https://help.oncehub.com/whats-new/2026-03-26-phone-agent-routing-forms-prefilled-guests)

### [March 12, 2026: Video Backgrounds, Local Phone Numbers, 24-Hour Time Format, Guests can Provide Physical Location, and More...](https://help.oncehub.com/whats-new/2026-03-12-video-backgrounds-phone-numbers-24h-format-file-sharing)

[You can now upload a video to use as the background for your Booking Calendars and Bookings Hubs. This feature gives your booking links a more premium, profe...](https://help.oncehub.com/whats-new/2026-03-12-video-backgrounds-phone-numbers-24h-format-file-sharing)

### [February 26, 2026: Group Sessions, Automatic Time Zone Detection, Upgrading Field Library to Objects and Properties, and More...](https://help.oncehub.com/whats-new/2026-02-26-group-sessions-phone-booking-timezone-field-library)

[Group Sessions allow multiple guests to book seats in the same time slot with the same host for a meeting held at a single, shared location (such as a unifie...](https://help.oncehub.com/whats-new/2026-02-26-group-sessions-phone-booking-timezone-field-library)

### [February 12, 2026: MCP Server for AI Agents and Expanded Zapier Integration](https://help.oncehub.com/whats-new/2026-02-12-mcp-server-expanded-zapier-integration)

[We have introduced the Model Context Protocol (MCP) Server, a new interface that enables AI Agents to integrate directly with OnceHub’s scheduling workflow.](https://help.oncehub.com/whats-new/2026-02-12-mcp-server-expanded-zapier-integration)

### [January 29, 2026: Booking Without an Email Address, Offering Multiple Meeting Durations in a Single Booking Calendar, and More...](https://help.oncehub.com/whats-new/2026-01-29-scheduling-without-email-and-offering-multiple-meeting-durations-in-a-single-booking-calendar)

[OnceHub is expanding its data collection options to offer even more flexibility. You can now set the email field to optional or remove it from your Booking F...](https://help.oncehub.com/whats-new/2026-01-29-scheduling-without-email-and-offering-multiple-meeting-durations-in-a-single-booking-calendar)

### [January 15, 2026: Scale Using Booking Calendar Templates, Concurrent Sessions, Multiple Physical Locations per Time Block, and More...](https://help.oncehub.com/whats-new/2026-01-15-booking-calendar-templates-concurrent-sessions-multiple-physical-locations-per-time-block-and-more)

[Booking Calendar Templates are pre-configured blueprints that allow organizations to standardize configurations and manage Booking Calendars at scale.](https://help.oncehub.com/whats-new/2026-01-15-booking-calendar-templates-concurrent-sessions-multiple-physical-locations-per-time-block-and-more)

### [December 29, 2025: User Attributes, Create Calendar Event In Your Preferred Calendar, SMS Logs, and More...](https://help.oncehub.com/whats-new/2025-12-29-user-attributes-multiple-locations-sms-logs)

[We are excited to introduce User Attributes, a powerful new way to categorize team members based on defined characteristics.](https://help.oncehub.com/whats-new/2025-12-29-user-attributes-multiple-locations-sms-logs)

### [December 11, 2025: Capacity Planning, Create Ad Hoc Multi-Host Meetings, New Dev Center, and More...](https://help.oncehub.com/whats-new/2025-12-11-capacity-planning-staff-allocation-multi-host-meetings)

[The new Capacity Planning Report provides predictive insights to help you manage resources more effectively.](https://help.oncehub.com/whats-new/2025-12-11-capacity-planning-staff-allocation-multi-host-meetings)

### [November 27, 2025: Enhanced Email Integration Error Notifications, Hidden Field Updates, and More...](https://help.oncehub.com/whats-new/2025-11-27-enhanced-email-integration-error-notifications-hidden-field-is-now-a-dedicated-question-and-more)

[We have strengthened our email integration to make this loved feature even more robust, ensuring your guest notifications are delivered without interruption.](https://help.oncehub.com/whats-new/2025-11-27-enhanced-email-integration-error-notifications-hidden-field-is-now-a-dedicated-question-and-more)

### [November 6, 2025: Stripe Integration, Calendar Two-Way Sync, API Updates, and More...](https://help.oncehub.com/whats-new/2025-11-06-stripe-integration-calendar-two-way-sync-and-more)

[Stop chasing invoices. You can now collect payments automatically when clients book through your calendar, thanks to our new Stripe integration.](https://help.oncehub.com/whats-new/2025-11-06-stripe-integration-calendar-two-way-sync-and-more)

### [October 28, 2025: Intelligent Phone Booking for Frictionless Scheduling](https://help.oncehub.com/whats-new/2025-10-28-intelligent-phone-booking-for-frictionless-scheduling)

[OnceHub Phone Booking is a new feature that turns your Booking Calendars and Booking Hubs into a powerful, AI-driven phone assistant.](https://help.oncehub.com/whats-new/2025-10-28-intelligent-phone-booking-for-frictionless-scheduling)

### [October 15, 2025: Hidden Parameters on One-time Booking Links, Contact Module Updates and More...](https://help.oncehub.com/whats-new/2025-10-15-hidden-parameters-on-one-time-booking-links-contact-module-updates-and-more)

[You can now generate short, one-time-use booking links that pre-fill booking form fields and track UTM parameters — all without exposing query parameters in ...](https://help.oncehub.com/whats-new/2025-10-15-hidden-parameters-on-one-time-booking-links-contact-module-updates-and-more)

### [September 25, 2025: Optional Co-Host, Add to Calendar Links, and More...](https://help.oncehub.com/whats-new/2025-09-25-optional-co-host-add-to-calendar-links-and-more)

[OnceHub is excited to introduce the ability to automatically add Optional Co-hosts to your meetings. This new feature allows you to include team members in a...](https://help.oncehub.com/whats-new/2025-09-25-optional-co-host-add-to-calendar-links-and-more)

### [September 18, 2025: Booking Hub Categories](https://help.oncehub.com/whats-new/2025-09-18-booking-hub-categories)

[We are thrilled to announce a significant new enhancement to your Booking Hubs, designed to streamline your scheduling process and elevate user experience.](https://help.oncehub.com/whats-new/2025-09-18-booking-hub-categories)

### [September 11, 2025: Google Tag Manager and Account Integrations Page](https://help.oncehub.com/whats-new/2025-09-11-google-tag-manager-account-integrations-page)

[OnceHub is introducing a new integration that enables you to track OnceHub events with Google Tag Manager.](https://help.oncehub.com/whats-new/2025-09-11-google-tag-manager-account-integrations-page)

### [August 15, 2025: Form Submission Objects, New Lightbox Embed and Customer Attachments](https://help.oncehub.com/whats-new/2025-08-15-new-lightbox-embed-customer-attachments-form-submission-objects)

[We’re excited to introduce a powerful new enhancement for your Smart Routing Forms, making it easier than ever to pre-fill information and pass data to other...](https://help.oncehub.com/whats-new/2025-08-15-new-lightbox-embed-customer-attachments-form-submission-objects)

### [July 31, 2025: Hidden Fields for Booking Calendars](https://help.oncehub.com/whats-new/2025-07-31-hidden-fields-for-booking-calendars)

[This feature lets you add fields to your booking forms that are completely hidden from your visitors, yet are fully functional for internal data capture.](https://help.oncehub.com/whats-new/2025-07-31-hidden-fields-for-booking-calendars)

# Hidden Fields for Booking Calendars

> This feature lets you add fields to your booking forms that are completely hidden from your visitors, yet are fully functional for internal data capture.

***

## Hidden Fields for Booking Calendars: Capture What Matters, Discreetly!

[Section titled “Hidden Fields for Booking Calendars: Capture What Matters, Discreetly!”](#hidden-fields-for-booking-calendars-capture-what-matters-discreetly)

This feature lets you add fields to your booking forms that are completely hidden from your visitors, yet are fully functional for internal data capture.

When you use a Hidden Field, it silently collects essential internal data such as campaign sources, specific tags, or known customer information without ever being displayed to the end-user. This ensures a clean and focused booking experience for your visitors while providing your team with invaluable context.

This feature works seamlessly with your existing field mapping. You can map these hidden questions to system fields or custom fields, and even set a fallback value in case no other information is provided. For dynamic data capture, Hidden Fields can also receive values passed through URL parameters.

Our approach provides **true hidden field support**, meaning these fields are genuinely invisible and not just pre-filled, setting us apart from some competitors who may only offer pre-fill options.

***

**Why It Matters**

The **Hidden Fields** feature empowers you to **strategically capture internal data**, solving a critical challenge many users face. Previously, relying solely on URL parameters to pass internal data posed a risk, as some browsers could strip these parameters, leading to lost tracking information. Hidden Fields eliminate this vulnerability, ensuring your vital data is always securely captured.

This capability is crucial for:

* **Enhanced Campaign Tracking:** Accurately attribute bookings to specific marketing campaigns, allowing for more precise ROI analysis and optimization of your marketing spend.
* **Discreet Data Handling:** Pass internal data without displaying it to guests or relying on URL parameters, ensuring privacy and a streamlined booking experience.

***

**Who Can Access It**

**Plan:** Available on all plans.

**Access Level:** All users can utilize this feature to configure hidden fields on their Booking Calendars.

**Permissions:** While all users can enable and use hidden fields, only admins have the necessary permissions to create new custom fields that can be mapped to these hidden values for downstream integrations or for passing hidden field values through URL parameters.

For detailed instructions on using Hidden Fields, please take a look at our [**Using Hidden Fields to Pass Data to Booking Calendars article**](https://help.oncehub.com/product/booking-calendars/booking-forms/how-to-pass-booking-data-using-hidden-fields/).

***

**We’re incredibly excited for you to explore these new enhancements and see how they can streamline your work and improve your users’ experience!**

# Form Submission Objects, New Lightbox Embed and Customer Attachments

> We’re excited to introduce a powerful new enhancement for your Smart Routing Forms, making it easier than ever to pre-fill information and pass data to other...

## **Routing Forms**

[Section titled “Routing Forms”](#routing-forms)

### Smart Routing Forms: Prefill and Push Data by Using Form Submission Objects

[Section titled “Smart Routing Forms: Prefill and Push Data by Using Form Submission Objects”](#smart-routing-forms-prefill-and-push-data-by-using-form-submission-objects)

We’re excited to introduce a powerful new enhancement for your **Smart Routing Forms**, making it easier than ever to pre-fill information and pass data to other applications. This new capability, called **Form Submission Objects**, is all about creating automated workflows that save you and your visitors time.

#### Pre-fill Forms with Data from Other Apps

[Section titled “Pre-fill Forms with Data from Other Apps”](#pre-fill-forms-with-data-from-other-apps)

You can now use **URL parameters to dynamically pass data from other apps** directly into your routing forms.

This is a game-changer for:

* **Sales Reps:** Send personalized pre-filled links in outreach to boost conversions.
* **Marketing Managers:** Improve funnel conversion by creating campaign-specific landing pages with pre-filled marketing data.
* **Customer Success Managers:** Simplify the booking process for known customers by sending them a pre-filled link.
* **Automation Builders:** Connect routing form flows to tools like Zapier or HubSpot, using URL parameters to pass data automatically.

#### Send Routing Form Data to Your Favorite Tools

[Section titled “Send Routing Form Data to Your Favorite Tools”](#send-routing-form-data-to-your-favorite-tools)

Automate data transfer from submitted forms to your favorite apps. Save responses **directly to fields of the Form Submission Object** for easy integration.

This new capability is perfect for:

* **Sales Reps:** Push routing form data into your CRM (like Salesforce or HubSpot) to automatically create or update leads.
* **Marketing Managers:** Send data to tools like Mailchimp to trigger follow-up emails and campaigns.
* **Operations Teams:** Forward data via webhook or API to internal tools, dashboards, or Slack alerts.
* **Support Teams:** Pass form inputs (like issue type) to support tools (e.g., Zendesk) for faster case handling.

By giving you the flexibility to use field names to pass data, we’re making it easier to integrate with third-party tools while still using our powerful routing logic.

**Who Can Access It**

**Plan:** Available on **Route** plan and above.

**Access Level:**

* **Members** can map questions to pre-existing System and Custom fields in their own routing forms.
* **Team managers** can map questions to pre-existing System and Custom fields for their team’s routing forms.
* **Admins** and **Account Owners** can create and edit custom Form Submission Fields, and also map them within any user’s routing forms.

To leverage this feature, simply go to the routing form editor for the desired routing form and add new questions or map existing ones to custom fields. For detailed instructions on adding questions and mapping fields to your routing forms, please take a look at our[ **Adding Questions to your Routing Form article**](https://help.oncehub.com/product/routing-forms/introduction-to-routing-forms/adding-questions-to-your-routing-form/).

***

## **Booking Calendars**

[Section titled “Booking Calendars”](#booking-calendars)

### Lightbox Button Embed For Booking Calendars: A New Way to Book Meetings on Your Website

[Section titled “Lightbox Button Embed For Booking Calendars: A New Way to Book Meetings on Your Website”](#lightbox-button-embed-for-booking-calendars-a-new-way-to-book-meetings-on-your-website)

The Website Button Embed feature is a streamlined way for visitors to book meetings directly from your website. Instead of embedding an inline calendar, this feature uses a special code to open your booking calendar in a clean, modern pop-up window, also known as a **lightbox**.

This ensures that visitors can schedule meetings without navigating away from your page, creating a smoother and less disruptive experience. Additionally, you can customize the color of the pop-up to match your brand for a cohesive look.

**Why It Matters**

The feature empowers you to integrate your **Booking Calendar** in a way that feels more natural and less intrusive on your website. It’s a great fit for anyone managing a web presence, from small business owners and marketing managers to sales and customer support teams.

* **Enhanced Website Integration:** Your Booking Calendar can now feel more seamless and less intrusive within your website design.
* **Improved User Experience for Visitors:** Provide a smoother, less disruptive booking flow for your website visitors, as the booking process appears in a clean overlay without navigating away from your main page.
* **Design Consistency:** Match the lightbox’s color to your brand for cohesive styling that complements your existing buttons or links.
* **Increased Conversion Rates:** A cleaner and visually attractive booking flow can lead to higher engagement and more confirmed meetings.

**Who Can Access It**

**Plan:** Available on **Schedule** plan and above.

**Access Level:**

* **Members** can use this embed option for their own Booking Calendars.
* **Team managers** can access this feature on any Booking Calendar owned by a member of their Team.
* **Admins** and **Account Owners** can access this feature on any Booking Calendar in the account.

For detailed instructions on embedding your Booking Calendar, please take a look at our [**How to Embed your Booking Calendar on Your Website article**](https://help.oncehub.com/product/booking-calendars/sharing-embedding/how-to-embed-your-booking-calendar-on-your-website/).

***

### Customer Attachments For Booking Calendars: Accept Files Directly With Your Bookings

[Section titled “Customer Attachments For Booking Calendars: Accept Files Directly With Your Bookings”](#customer-attachments-for-booking-calendars-accept-files-directly-with-your-bookings)

OnceHub now supports file uploads through **Booking Calendars**, enabling you to collect essential documents from clients and candidates directly. Guests can attach up to five files per booking, with a maximum size of 10 MB each. This feature is ideal for recruiters needing resumes or consultants requesting background information.

Files are conveniently downloadable as a **single compressed ZIP archive**, simplifying access and saving time by eliminating the need to download each file individually.

**Why It Matters**

The new file upload feature helps you prepare more effectively for scheduled meetings by allowing you to collect necessary documents and pre-meeting information directly during the booking process. This is particularly useful in industries like recruitment and consulting.

* **Streamlined Information Gathering:** Allows for the collection of necessary documents and pre-meeting information directly during the booking process.
* **Efficient Workflow:** Consolidates the collection of important files, leading to a more effective and informed meeting experience.

**Who Can Access It**

**Plan:** Available on **Schedule** plan and above.

**Access Level:**

* **Members** can add this question to their own booking calendars, provided they are the host and have the authority to edit the booking form.
* **Team managers** can enable this option for booking calendars hosted by their team members.
* **Admins** and **Account Owners** have the ability to update this setting for any user or booking calendar on their account.

To begin using this feature, simply go to the booking form editor for the desired booking calendar and add the file upload question. For detailed instruction on customizing booking forms, please take a look at our [**Booking Calendar Booking Forms article**](https://help.oncehub.com/product/booking-calendars/booking-forms/booking-calendar-booking-forms/).

# Google Tag Manager and Account Integrations Page

> OnceHub is introducing a new integration that enables you to track OnceHub events with Google Tag Manager.

![](https://help.oncehub.com/_astro/1757577130555.Cs31CMd0_Z12yEoY.webp)

## Google Tag Manager: Unlock Deeper Customer Insights

[Section titled “Google Tag Manager: Unlock Deeper Customer Insights”](#google-tag-manager-unlock-deeper-customer-insights)

OnceHub is introducing a new integration that enables you to track OnceHub events with **Google Tag Manager**. This feature allows you to easily get tracking information from Booking Calendars, Routing Forms, and Chatbots. After the information is sent to Google Tag Manager, you can then push it to any platform of your choosing for further analysis or tracking.

**Why It Matters**

This new integration addresses a key need for users who want to better understand how visitors interact with the different guest experiences. Previously, tracking was limited to embedded Booking Calendars and Chatbots. This new integration allows for a **more comprehensive** view of guest behavior across all OnceHub products.

By providing a centralized way to track all OnceHub events, it makes it easier for you to gain valuable insights and optimize your scheduling funnels. This gives greater control over your tracking data and makes it available in one place.

For example, you could see what percentage of people that view your Booking Calendar end up scheduling with you by making use of 2 Booking Calendar events: **oncehub.booking\_calendar.loaded** and **oncehub.booking.scheduled**.

For a full list of supported events, please take a look at our respective developer center pages:

* [**Supported events and payloads for Booking Calendars and Booking Hubs**](https://help.oncehub.com/developers/client-side-api/embedded-booking-calendar-events/)
* **[Supported events and payloads for Chatbots](https://help.oncehub.com/developers/client-side-api/embedded-chatbot-events/)**
* [**Supported events and payloads for Routing Forms**](https://help.oncehub.com/developers/client-side-api/embedded-form-events/)

**Who Can Access It**

**Plan:** Available on **Schedule** plan and above.

Only Administrators and Account Owners can set up and manage the integration.

We’re excited for you to explore this new integration! To learn how to get started, please see our help article, [**Connect OnceHub to Your Google Tag Manager**](https://help.oncehub.com/account-integrations/analytics/connect-oncehub-to-your-google-tag-manager/).

## Account Integrations Page: Access All of Your Account Level Integrations from a Single Location

[Section titled “Account Integrations Page: Access All of Your Account Level Integrations from a Single Location”](#account-integrations-page-access-all-of-your-account-level-integrations-from-a-single-location)

We’ve unified all account-level integrations into a single, central location. Previously, integrations like CRM and Zapier were scattered across different menus; now, they’re all on one dedicated page. This page focuses on integrations that apply to all users on your OnceHub account, unlike user-level integrations (such as connecting your calendar), which are managed by individual users.

**Why It Matters**

By centralizing all account-level integrations, we’ve simplified how you manage the integrations you rely on in OnceHub.

* **Categorized by type:** Easily find integrations by filtering through types such as:

  * **Analytics:** Services that help you analyze data related to your OnceHub activities.
  * **Automation:** Automate the transfer of OnceHub activity data to other software and streamline your workflows.
  * **Corporate Mailbox:** Integrate with your company’s shared email inbox to manage communications efficiently and help comply with business regulations.
  * **CRM:** Connect to your Customer Relationship Management system to sync contact information and OnceHub activity data.
  * **Payment:** Integrate with payment processors to handle transactions for paid bookings directly through OnceHub.
  * **Room Directory:** Sync with your organization’s room management system to display and book physical meeting spaces.

* **Centralized management:** View all of your connected integrations from a single, unified dashboard.

**Who Can Access It**

Only Administrators and Account Owners can access the account integrations lobby.

To manage your account-level integrations and view the new Account Integrations Page, click the gear icon in the top right of your account >> **Account Integrations**.

# Booking Hub Categories

> We are thrilled to announce a significant new enhancement to your Booking Hubs, designed to streamline your scheduling process and elevate user experience.

![](https://help.oncehub.com/_astro/1758182026152.DU0D41Bd_y4XyM.webp)

## Booking Hub Categories: Empowering Your Guests with a Simple, Multi-Step Flow

[Section titled “Booking Hub Categories: Empowering Your Guests with a Simple, Multi-Step Flow”](#booking-hub-categories-empowering-your-guests-with-a-simple-multi-step-flow)

We are thrilled to announce a significant new enhancement to your **Booking Hubs**, designed to streamline your scheduling process and elevate user experience.

This powerful update introduces the ability to categorize the Booking Calendars you have added to your Hubs. This means greater organization, easier navigation, and a more intuitive experience for anyone looking to book time with you or your team.

**What is a Booking Hub?**

For those who may be new to our platform or simply need a refresher, what exactly are **Booking Hubs**?

A **Booking Hub** combines multiple **Booking Calendars** into a single, easy-to-navigate interface for your guests. This unified view presents all scheduling options in one convenient location, providing a simple and efficient way for guests to book.

**Booking Hub Categories**

Booking Hubs now allow you to structure your scheduling options using Categories. Categories enable you to group Booking Calendars into a **multi-step hierarchy**, making it easier for guests to find what they are looking for. Use this feature when you want to empower guests to explore your various offerings and choose what’s best for them.

This enhancement is particularly beneficial for:

* **Teams with diverse service offerings:** Clearly separate booking options for different departments or service lines (e.g., Sales, Marketing, HR, Product Demos, Training Sessions).
* **Businesses with a large number of booking calendars:** Reduce clutter and improve the overall user experience by organizing options into logical groups.

**Why It Matters**

The new ability to use **Categories** in Booking Hubs significantly enhances the guest experience. Instead of a flat list, guests can now navigate a unified and intuitive scheduling process by following logical steps.

* **Organize by service type:** You can organize your calendars so that guests first select a category like “Consultations”, and then choose the specific type of consultation they want to schedule. This makes it easier to find the right service.
* **Organize by location:** You can use a multi-layered setup by nesting categories to provide more detail.

For example, a guest could pick their State >> then County >> followed by Town to see a list of services you provide in that area. This helps guests narrow down their search with ease.

We’re excited for you to explore these new enhancements and see how they can improve your users’ experience! To learn more about creating and using Booking Hubs, please take a look at our [**Introduction to Booking Hubs article**](https://help.oncehub.com/product/booking-hubs/introduction-to-booking-hubs/introduction-to-booking-hubs/).

# Optional Co-Host, Add to Calendar Links, and More...

> OnceHub is excited to introduce the ability to automatically add Optional Co-hosts to your meetings. This new feature allows you to include team members in a...

![](https://help.oncehub.com/_astro/1769679221658.DVCoJqKX_1Hberk.webp)

## Optional Co-Host: Automatically Add Optional Team Members to Meetings

[Section titled “Optional Co-Host: Automatically Add Optional Team Members to Meetings”](#optional-co-host-automatically-add-optional-team-members-to-meetings)

OnceHub is excited to introduce the ability to automatically add **Optional Co-hosts** to your meetings. This new feature allows you to include team members in a scheduled meeting without their availability or busy time affecting the available time slots for your customers.

You can now easily add a team member as an optional attendee directly within your Booking Calendar settings. This is perfect for inviting team members whose presence is not mandatory but would be beneficial.

**Why It Matters**

The Optional Co-Host feature is designed to eliminate manual work and simplify your scheduling process by providing the following benefits:

* **Eliminates Manual Work:** Hosts no longer have to manually add optional attendees after a booking is made, saving you time and reducing administrative burden.
* **Automated Meeting Invites:** It provides an efficient, built-in way to ensure relevant team members are added to scheduled meetings without creating scheduling conflicts based on their availability or busy time.
* **Clear Roles for Attendees:** The feature clearly differentiates between required participants (hosts/co-hosts whose availability is checked) and those who are optional.

**Who Can Access It**

**Plan:** Available on **Schedule** plan and above.

**Team managers** can set optional co-hosts on any Booking Calendar owned by a member of their Team.

**Admins** and **Account Owners** can set optional co-hosts on any Booking Calendar in the account.

We’re excited for you to explore this new enhancement and see how it can improve your hosts’ experience! To learn more about Optional Co-Hosts, please take a look at [**this article**](https://help.oncehub.com/product/booking-calendars/booking-settings/setting-up-booking-calendar-team-scheduling-scenarios/#setting-a-co-host-as-optional).

***

## Calendar Links: Add to Calendar Links Now Included in Guest Notifications

[Section titled “Calendar Links: Add to Calendar Links Now Included in Guest Notifications”](#calendar-links-add-to-calendar-links-now-included-in-guest-notifications)

We’ve made it even easier for your guests to keep track of their meetings. In some cases, a meeting may not show up on your guest’s calendar right away due to a calendar error or if a calendar invite wasn’t sent.

To help with this, a new set of **Add to Calendar** links has been added to all default guest notifications. For those who use custom notifications, you have the option to add or remove these links within the individual templates.

With a single click, your guests can now add a meeting to their:

* Google Calendar
* Outlook Calendar
* Apple Calendar

These links provide a reliable backup, ensuring that the event is always saved and accessible to your guests.

**Why It Matters**

This feature was created to solve the critical issue of guest missing meetings due to not receiving the calendar invite. When a guest doesn’t receive the calendar event, it can lead to frustration and an increase in **no-shows** for you. By including these links, your guests have a quick and easy way to save the event, leading to fewer missed meetings and a more professional experience.

**Key Benefits**

* **Improved Guest Experience:** The new links add a layer of reliability and trust, making the scheduling process feel more seamless.
* **Saves You Time:** By preventing calendar-related issues, you and your team will spend less time troubleshooting and more time on high-value work.

![](https://help.oncehub.com/_astro/integrations-1.DtmH996e_2iahgh.webp)

## OnceHub API: Pass Custom Field Data via the Book a Time Slot API

[Section titled “OnceHub API: Pass Custom Field Data via the Book a Time Slot API”](#oncehub-api-pass-custom-field-data-via-the-book-a-time-slot-api)

We’re excited to announce a powerful enhancement to our Developer API, giving you greater flexibility when programmatically scheduling meetings.

The **Book a time slot for a Booking Calendar** API now supports sending custom field information within the request body, allowing you to capture detailed, context-specific data at the point of booking.

**What’s Included in the Update?**

Previously, the `POST /v2/booking-calendars/{id}/schedule` endpoint was limited to accepting system-defined guest information; namely the guest’s name, email address, and phone number.

With this update, the API is expanded to fully support the collection of **Custom Field** data. You can now pass any custom key-value pairs that correspond to the fields configured in your Booking Calendar’s booking form settings.

This means you can now:

* Capture information like Company Name, Industry, Job Title, or specific product interest directly in your API calls.
* Pass information for tracking like Ticket ID or Meeting Source, ensuring seamless data continuity between your internal systems and OnceHub.
* Automate internal workflows by instantly populating CRM records with rich, pre-qualified data.

**How to Use the New Capability**

To utilize this feature, simply include your custom key-value pairs within the existing `booking_form` object in the API request body.

The key for each custom field must exactly match the mapped field name of the corresponding question configured in your OnceHub form settings.

**Endpoint Reference:** [**Book a time slot for a Booking Calendar**](https://help.oncehub.com/developers/api/#tag/booking-calendars/POST/booking-calendars/%7Bid%7D/schedule)

This enhancement provides developers with the capability to integrate more deeply with OnceHub, enabling smoother data flow and more intelligent meeting coordination.

![](https://help.oncehub.com/_astro/1758816450840.L5naufir_Z1ywB9z.webp)

* Added Integrately, an Integration Platform as a Service (iPaaS), as a new account-level integration.
* Routing Form questions now have customizable button text.

# Hidden Parameters on One-time Booking Links, Contact Module Updates and More...

> You can now generate short, one-time-use booking links that pre-fill booking form fields and track UTM parameters — all without exposing query parameters in ...

## OnceHub API: Generate One-time Booking Links with Hidden URL Parameters

[Section titled “OnceHub API: Generate One-time Booking Links with Hidden URL Parameters”](#oncehub-api-generate-one-time-booking-links-with-hidden-url-parameters)

You can now generate **short, one-time-use booking links** that pre-fill booking form fields and track UTM parameters — all **without exposing query parameters in the URL**.

With this enhancement, you can **keep the URL clean** while still passing form data and marketing attribution details securely in the background.

**How It Works**

When you set the new `hide_url_params` field to `true` in your request, the API returns a **short, one-time-use link** that contains no visible query parameters.

* Form fields will still be prefilled based on the values passed in `booking_form`.
* UTM values passed in `utm_params` will be captured when the booking is made.

#### Example request

[Section titled “Example request”](#example-request)

```plaintext
JSON
{
  "hide_url_params": true,
  "utm_params":
  {
    "utm_source": "LinkedIn",
    "utm_medium": "ad_campaign",
    "utm_campaign": "product_launch",
    "utm_term": "automation_tools",
    "utm_content": "cta_button"
  },
  "booking_form": {
    "name": "Alex Johnson",
    "email": "alex.johnson@example.com",
    "Company": "BrightPath Consulting",
    "Job_Title": "Marketing Manager",
    "City": "London"
  }
}
```

**When To Use It**

This enhancement is ideal when you want to:

* **Share cleaner links** in emails, ads, or messages without revealing form data.
* **Securely prefill visitor details** for a smoother booking experience.
* **Maintain UTM tracking** for marketing attribution without visible parameters.

Go to [**our developer center**](https://help.oncehub.com/developers/api/#tag/booking-calendars/POST/booking-calendars/%7Bid%7D/one-time-links) to try it out!

![](https://help.oncehub.com/_astro/1760690336463.fsG3pXxJ_7KJm.webp)

## Contact Module: New Tools for Better Record Maintenance and Data Quality

[Section titled “Contact Module: New Tools for Better Record Maintenance and Data Quality”](#contact-module-new-tools-for-better-record-maintenance-and-data-quality)

We’re enhancing the OnceHub Contacts module to give you better control over your guest data. These updates focus on improving the **maintenance of contact records**, resulting in **more accurate data** and increased effectiveness of related business tool integrations.

The increased functionality includes:

* **Contact Information Updates:** Edit and update existing contact information directly in the user interface (GUI).
* **Improved Search:** Quickly search for contacts using First Name, Last Name, Email or Phone Number.
* **Manual Deletion:** Users can now delete contacts manually via the GUI.

**Who Can Access It**

**Plan:** Available on **All** plans.

Ready to learn more? Check out the full details on contacts [**here**](https://help.oncehub.com/contact-management/introduction-to-contacts-in-oncehub/).

***

![](https://help.oncehub.com/_astro/1758816450840.L5naufir_Z1ywB9z.webp)

## Booking Insight Improvements

[Section titled “Booking Insight Improvements”](#booking-insight-improvements)

* **Hourly Breakdown:** View booking analytics broken down by the hour for periods of seven days or less.
* **Quick Filter Reset:** Instantly clear all applied filters with a single click when three or more are active.
* **Individual Table Export:** Export data from individual tables within the booking analytics reports.

## Activity Stream Improvements

[Section titled “Activity Stream Improvements”](#activity-stream-improvements)

* **Clear Test Labels:** Test activities from Chatbot and Routing Form submissions are now clearly marked to keep your live data clean.
* **Owner-Based Filtering:** Easily filter conversations based on the assigned conversation owner.

# Intelligent Phone Booking for Frictionless Scheduling

> OnceHub Phone Booking is a new feature that turns your Booking Calendars and Booking Hubs into a powerful, AI-driven phone assistant.

## Intelligent Phone Booking for Frictionless Scheduling

[Section titled “Intelligent Phone Booking for Frictionless Scheduling”](#intelligent-phone-booking-for-frictionless-scheduling)

**OnceHub Phone Booking** is a new feature that turns your Booking Calendars and Booking Hubs into a powerful, AI-driven phone assistant. It provides a dedicated phone number linked to your existing booking setup, allowing guests to interact with your calendar over the phone.

When a guest calls this number, Phone Booking handles the entire conversation for you. It offers to either schedule a meeting or take a message, ensuring every call is a productive interaction. Throughout the conversation, it intelligently gathers essential information, such as the guest’s preferred location and time zone. It then offers relevant time slots based on your real-time availability. The system books the meeting instantly and can even ask pre-meeting questions to ensure you have all the information you need, just like an online form. For users with multiple Booking Calendars organized as Booking Hubs, Phone Booking provides the ability for multiple conversation flows, intelligently guiding the caller to the most relevant booking option.

***

**Why It Matters**

Phone Booking solves the problem of missed opportunities and frustrating communication by bridging the gap between digital convenience and personal, voice-based interaction. It matters because it helps you:

* **Turn Missed Calls into Bookings:** Stop playing voicemail tag. By forwarding your missed calls to your OnceHub number, you can ensure every call gets handled. Phone Booking will offer to book a meeting for you, saving you from the back-and-forth and giving your guests a seamless experience, day or night.
* **Streamline Your Operations:** Empower your team to make a perfect handoff. They can transfer callers directly to your OnceHub number for booking, freeing up their time to focus on other tasks and ensuring a professional, efficient experience for your guests.
* **Serve Every Guest:** Offer a direct, conversational way to schedule for anyone who prefers talking over clicking. This is especially helpful for guests who are less comfortable with online booking, like older populations, or for those moments when a phone call is simply the most convenient option.

***

**Who Can Access It**

* Plan: Paid plans
* Access level: The **host and co-hosts** of the Booking Calendar.
* Admins and Account Owners can oversee and manage permissions as needed.

**How To Use It**

1. Go to your **Booking Calendars Lobby** and select the Booking Calendar to which you would like guests to be able to use Phone Booking.
2. Click on the **Phone Booking** tab.
3. Configure the settings and click **Save**.

Check out our [**Introduction to Phone Booking**](https://help.oncehub.com/product/booking-calendars/phone-booking/introduction-to-phone-booking/) article if you want to learn more!

# Stripe Integration, Calendar Two-Way Sync, API Updates, and More...

> Stop chasing invoices. You can now collect payments automatically when clients book through your calendar, thanks to our new Stripe integration.

## Stripe Integration: Get paid upfront! Collect Payments for Scheduled Meetings

[Section titled “Stripe Integration: Get paid upfront! Collect Payments for Scheduled Meetings”](#stripe-integration-get-paid-upfront-collect-payments-for-scheduled-meetings)

Stop chasing invoices. You can now collect payments automatically when clients book through your calendar, thanks to our new Stripe integration.

Stripe, a secure payment provider, handles the entire transaction, ensuring reliable and safe payment processing.

**Why It Matters**

This addition is a powerful tool for professionals who charge for their time and services, such as advisors, teachers, coaches, or freelance consultants across various industries.

Key Benefits of Payment Collection while Booking:

* **Guaranteed Revenue & Commitment:** You secure payment instantly, eliminating the financial risk of no-shows or payment failure, while drastically reducing missed meetings due to strong upfront commitment.
* **Zero Payment Chasing:** Payments are processed automatically during the scheduling process, completely eliminating the need for manual invoicing or payment follow-up.

**Who Can Access It**

**Plan**: Available on **Schedule** plan and above.

**Initial Account Setup (Required Once):** Must be performed by the **Account Owner** or an **Admin**. **Calendar Configuration:** Once the integration is complete, **Account Owners**, **Admins**, **Team Managers**, and **Members** can configure payment collection on calendars they own or have access to.

To learn more about Stripe integration, please see our [**Introduction to Stripe Integration**](https://help.oncehub.com/account-integrations/payment-collection/stripe/introduction-to-stripe-integration/) article.

***

## OnceHub API: Add New Contacts Directly via API

[Section titled “OnceHub API: Add New Contacts Directly via API”](#oncehub-api-add-new-contacts-directly-via-api)

You can now **add new contacts programmatically** using the OnceHub API.

Previously, contacts were created automatically only when a visitor scheduled a meeting, filled out a routing form, or interacted with a chatbot. With this new capability, you can now **create contacts proactively** without requiring any visitor activity.

**How It Works**

The new [**Add a new contact**](https://help.oncehub.com/developers/api/#tag/contacts/POST/contacts) API endpoint lets you create a contact record directly in your OnceHub account by providing details such as `first_name`, `last_name` , `email` , and other contact fields. Once created, these contacts will appear in your **Contacts** list and can be used across meetings, routing forms, or chatbot interactions.

#### Example request

[Section titled “Example request”](#example-request)

```plaintext
JSON
{
 "first_name": "Jordan",
 "last_name": "Lee",
 "email": "jordan.lee@example.com",
 "phone": "+1-202-555-0143",
 "company": "Bluewave Consulting",
 "job_title": "Operations Manager",
 "custom_fields": {
   "industry": "Financial Services",
   "lead_source": "Website"
 }
}
```

**When To Use It**

This enhancement is ideal when you want to:

1. **Import or sync contacts** from your CRM or other external systems.
2. **Pre-create contacts** before reaching out to your customer or sending meeting invitations.
3. **Maintain consistent contact data** across your sales and marketing tools.

Go to our [**developer center**](https://help.oncehub.com/developers/api/#tag/contacts/POST/contacts) to try it out!

***

## OnceHub API: Update User Details Directly via API

[Section titled “OnceHub API: Update User Details Directly via API”](#oncehub-api-update-user-details-directly-via-api)

The OnceHub API has been enhanced to include the ability to **update** existing user information. This is in addition to the existing functionalities, which allow you to **add** users, **delete** users, **get** and **set** user availability, **retrieve** a specific user’s information, and **get** a list of users.

Previously, user details such as name, role, or assigned team could only be managed through the OnceHub interface. With this new endpoint, you can now **programmatically edit user information**, making it easier to keep your user data consistent across systems.

**How It Works**

The new [**Update a user**](https://help.oncehub.com/developers/api/#tag/users/PATCH/users/%7Bid%7D) endpoint (`PATCH /users/{id}`) lets you modify an existing user’s details by providing one or more fields in the request body. You can:

1. Update the user’s **`first_name`**, **`last_name`**, or **`role_name`**` `(Administrator, Member, or Team Manager).
2. Replace existing assigned` `**`teams`** with new ones.
3. Manage user updates at scale using automated workflows or external integrations.

**NOTE**: The Account Owner role cannot be assigned or updated through the API.

#### Example request

[Section titled “Example request”](#example-request-1)

```plaintext
JSON
{
 "first_name": "Taylor",
 "last_name": "Reed",
 "role_name": "Team Manager",
 "teams": [
   "TM-ABC123DEF456"
  ]
}
```

**When To Use It**

This enhancement is ideal when you want to:

1. **Sync user details** with external HR or team management systems.
2. **Automate onboarding or offboarding** by updating roles and teams via API.
3. **Maintain accurate user records** without manual updates in the UI.

Go to our [**developer center**](https://help.oncehub.com/developers/api/#tag/users/PATCH/users/%7Bid%7D) to try it out!

***

![](https://help.oncehub.com/_astro/booking-calendars-1.DwYuxYsI_GBGsN.webp)

## Calendar Two-Way Sync: Update Meeting Locations Directly from Your Calendar

[Section titled “Calendar Two-Way Sync: Update Meeting Locations Directly from Your Calendar”](#calendar-two-way-sync-update-meeting-locations-directly-from-your-calendar)

We’re enhancing the **Calendar Two-Way Sync** feature. With this update, you can now change a meeting’s location directly in the host’s connected calendar (Google, Office 365 or Microsoft Exchange). Once the location is changed, it will automatically be updated in OnceHub regardless of prior availability or location settings to ensure accurate notifications are being sent.

**Why It Matters**

Previously, changing a meeting location on your calendar would not update in OnceHub. This would lead to the guest receiving outdated or incorrect locations in their notifications.

This update solves that problem by keeping everyone perfectly aligned with the correct meeting information. This is especially helpful for sales teams, recruiters, and consultants who frequently adjust locations for hybrid or flexible meetings.

For example: If you scheduled a client meeting as “In-person” but later decided to have the meeting on “Teams”, you can now simply update the location in your connected calendar. This change will be reflected automatically in the guest notification and in the OnceHub **Activities**.

To take advantage of this new feature, follow these steps to enable **Two-Way Sync** for your connected calendar:

1. Click your profile picture in the top-right corner.
2. Click **User Integrations**.
3. Select your connected calendar (e.g. Google Workspace / Microsoft 365 Calendar).
4. Scroll down to the **Two-Way Sync** section.
5. Toggle on the ***Updating the meeting in \[connected calendar] updates the meeting in OnceHub*** option.

Once enabled, any location changes made in your calendar event will be automatically updated in OnceHub.

***

![](https://help.oncehub.com/_astro/1758816450840.L5naufir_Z1ywB9z.webp)

## Booking Calendar Changes

[Section titled “Booking Calendar Changes”](#booking-calendar-changes)

**Internal Label Removed**: The **Internal Label** question field has been removed from Booking Form Questions to improve the user interface. This change does not affect any functionality.

# Enhanced Email Integration Error Notifications, Hidden Field Updates, and More...

> We have strengthened our email integration to make this loved feature even more robust, ensuring your guest notifications are delivered without interruption.

## ![](https://help.oncehub.com/_astro/booking-calendars-1.DwYuxYsI_GBGsN.webp) Enhanced Email Integration Error Notifications

[Section titled “ Enhanced Email Integration Error Notifications”](#-enhanced-email-integration-error-notifications)

We have strengthened our email integration to make this loved feature even more robust, ensuring your guest notifications are delivered without interruption. These improvements also highlight the value of the feature by giving you clear reassurance:

* You will immediately know if something goes wrong.
* Your meetings will still be created as expected.
* Your communication flow and compliance will remain intact.

**What’s Improved**

* **Faster Detection:** You can now quickly detect and resolve any connection issues with Gmail or Microsoft 365.
* **Actionable Alerts:** You will immediately receive clear, actionable notifications whenever your email integration requires attention.

**Troubleshooting and Support**

* **For Gmail errors:** See our [**Troubleshooting Guide: Gmail Service Disabled by Administrator**](https://help.oncehub.com/user-integrations/google-calendar-connection/troubleshooting-gmail-integration-notification-issues/) article.
* **For Microsoft 365 errors:** See our [**Troubleshooting Microsoft 365 Integration & Notification Issues**](https://help.oncehub.com/user-integrations/ms-office365-calendar-connection/troubleshooting-microsoft-365-email-integration-notification-issues/) article.

***

## Hidden Field is Now a Dedicated Question

[Section titled “Hidden Field is Now a Dedicated Question”](#hidden-field-is-now-a-dedicated-question)

We’ve given a powerful, often overlooked feature new visibility! A **Hidden Field** works like an invisible note attached to every booking. **Guests never see it**. You can use it to quietly store details such as campaign source or lead tags. This helps keep your workflows organized and your data consistent. The **Hidden Field** is now implemented as its own dedicated question type on the Booking Form, making it easier to find and configure when you need to capture internal data discreetly. To learn how Hidden Fields can be mapped and passed to your downstream integrations, please see our [**How to Pass Booking Data using Hidden Fields**](https://help.oncehub.com/product/booking-calendars/booking-forms/how-to-pass-booking-data-using-hidden-fields/) article.

**How To Use It**

Simply select the new **Hidden Field** option from the **+Add Questions** pane to add an invisible field to your Booking Form.

![](https://help.oncehub.com/_astro/addquestions.Di4tLDRr_28uQqu.webp)

## Sort By Meeting Time

[Section titled “Sort By Meeting Time”](#sort-by-meeting-time)

We have given you more precise control over how your meetings are displayed! With this enhancement, you can now quickly focus on what matters most with our new sorting options:

* **Updated (Newest First)**
* **Updated (Oldest First)**
* **Meeting Time (Newest First)**
* **Meeting Time (Oldest First)**

These new options make it easier to review upcoming meetings, revisit past appointments, and maintain a clearer, chronological view across all filters.

**How To Use It**

To use this feature, navigate to the **Scheduled Meetings** button, in the top left navigation bar, and click the sorting dropdown menu located above the meeting list.

***

## Booking Form Design Improvements

[Section titled “Booking Form Design Improvements”](#booking-form-design-improvements)

We have updated the **Booking Form interface** to deliver a clearer, consistent and more intuitive experience. The redesigned layout separates the **+ Add Questions pane** from the configuration settings. This separation provides you with a clean, dedicated view for adding and editing questions, greatly enhancing overall usability and workflow efficiency for the **Booking Calendar’s Booking Form**.

# Capacity Planning, Create Ad Hoc Multi-Host Meetings, New Dev Center, and More...

> The new Capacity Planning Report provides predictive insights to help you manage resources more effectively.

## Capacity Planning for Optimizing Staffing Levels

[Section titled “Capacity Planning for Optimizing Staffing Levels”](#capacity-planning-for-optimizing-staffing-levels)

The new Capacity Planning Report provides **predictive insights** to help you manage resources more effectively. It offers a **clear view of future availability** and highlights **potential discrepancies**. It delivers three essential perspectives:

1. **Estimated Future Capacity:** View daily or weekly projected capacity that shows how much capacity each Booking Calendar is expected to have.
2. **Real-Time Utilization:** Track current usage compared to estimated capacity to understand how your resources are performing right now.
3. **Historical Benchmark:** Compare current utilization against past booking demand to establish a reliable baseline and spot trends.

![](https://help.oncehub.com/_astro/capacity-planning-a491ee.CUxowQ_m_xhC1H.webp)

**Why It Matters**

This report delivers the highest value in complex team environments where accurately tracking and forecasting capacity is essential. It is particularly beneficial for:

* **Managing Aggregated Team Availability:** Optimize large, **pooled teams** (e.g. Sales Development or Customer Support) by analyzing the combined availability and utilization of the entire group.
* **Coordinating Limited & Specialized Resources:** Safely coordinate high-value, specialized staff (e.g., multi-host recruiting panels, consulting experts) to prevent overcommitting critical resources.
* **Preventing Service Gaps:** Detect and address the **capacity shortfalls or overages** that could directly impact service delivery or breach SLAs.

**Who Can Access It**

**Plan:** Available on **Schedule** plan and higher.

**Permissions:** Users can analyze any Booking Calendars they have access to.

To explore this new report take a look at our [**Capacity Planning for Optimizing Staffing Levels** ](https://help.oncehub.com/activities-analytics/reporting-analytics/capacity-planning-for-optimizing-staffing-level/)article.

***

## Instantly Create Ad Hoc Multi-Host Meetings

[Section titled “Instantly Create Ad Hoc Multi-Host Meetings”](#instantly-create-ad-hoc-multi-host-meetings)

Need to include an additional colleague for a once-off meeting?

You can now quickly add co-hosts without configuring or creating an entirely new Booking Calendar, simply by modifying your existing Booking Calendar link.

For example, imagine you are a hiring manager who needs to quickly add a senior team member to a technical interview. You can now instantly create a once-off panel booking link that includes both the host and the required co-host, **instead of setting up a separate Booking Calendar**.

**How It Works**

To add co-hosts instantly, simply append the **`?oh_cohosts=`** parameter to the end of your standard booking link, followed by one or more co-host email addresses (separated by commas).

**Example:**

```plaintext
https://oncehub.com/[example]?oh_cohosts=stacy@example.com
```

**Who Can Access It**

**Plan:** Available on **Schedule** plan and higher.

**Permissions:** You can add any user on your OnceHub account who has an assigned seat/ license.

See our article on [**How to Add Co-Hosts to Meetings Using the Booking Link**](https://help.oncehub.com/product/booking-calendars/sharing-embedding/how-to-quickly-create-ad-hoc-multi-host-meetings/) to learn more.

## Introducing the All-New Developer Center

[Section titled “Introducing the All-New Developer Center”](#introducing-the-all-new-developer-center)

Our completely redesigned OnceHub **Developer Center** is now live. Built to give developers a faster, clearer, and more intuitive experience for all their integration and automation needs.

**Why the New Developer Center is Better**

* **Open API Standard Adoption:** Our documentation now adheres to the OpenAPI standard, improving compatibility with modern tools and providing clearer request/ response definitions aligned with industry best practices.
* **Improved Performance:** Built on optimized static web pages, the new Developer Center loads significantly faster, offering a smoother and more responsive browsing experience.
* **Cleaner API Navigation:** We have reorganized our API documentation for better navigation. Use the **API Reference dropdown** in our [**Developer Center**](https://help.oncehub.com/developers/overview/introduction/) to easily switch between the documentation for [**Booking Calendar APIs**](https://help.oncehub.com/developers/api/#tag/authentication) and [**Booking Pages APIs**](https://help.oncehub.com/scheduleonce/developers/api/#tag/authentication), ensuring instant access to the correct resource.

This is just the beginning, we are continuously enhancing our [**Developer Center**](https://help.oncehub.com/developers/overview/introduction/) with more features, improved tools and richer documentation. Watch this space for what’s coming next.

***

![](https://help.oncehub.com/_astro/1758816450840.L5naufir_Z1ywB9z.webp)

## OnceHub API: Update Existing Contact Details Directly via API

[Section titled “OnceHub API: Update Existing Contact Details Directly via API”](#oncehub-api-update-existing-contact-details-directly-via-api)

* You can now update existing contact details using the OnceHub API, including fields like name and custom fields. Previously, contact details could only be updated when triggered by system actions (such as scheduling a meeting) or edited manually in the OnceHub interface. With this new capability, you can **programmatically update** most contact fields, **except email address and mobile phone** (support for updating these fields is coming soon), making it easier to keep customer data consistent across your systems.

## Stripe Integration Improvements

[Section titled “Stripe Integration Improvements”](#stripe-integration-improvements)

* We now support all currencies available in your Stripe account, based on your business’s registered country.
* Payment transaction data is now included in the Booking event payloads for our API and Zapier.

# User Attributes, Create Calendar Event In Your Preferred Calendar, SMS Logs, and More...

> We are excited to introduce User Attributes, a powerful new way to categorize team members based on defined characteristics.

## User Attributes

[Section titled “User Attributes”](#user-attributes)

We are excited to introduce **User Attributes**, a powerful new way to categorize team members based on defined characteristics. You can now create User Attributes, such as ***Language***, ***Location***, or ***Expertise*** to meet your organization’s unique needs. These attributes can then be **used as filters** on Booking Hubs to help visitors find the most relevant team member.

**Why It Matters**

This update improves how visitors engage with your Booking Hubs and offers more flexibility in managing your scheduling system:

* **Enhances Visitor Experience:** Eliminates visitor overwhelm by allowing visitors to quickly filter a large number of booking options using pre-defined **User Attributes**. This targeted approach simplifies the search, making the booking process faster and less stressful.
* **Simplified Setup:** Eliminates the need to manage complex hierarchical setups, multiple **Teams**, **Booking Calendars**, and **Booking Hubs**. Instead, filters can be used alongside a **Team** to directly match visitors with the appropriate team members based on the criteria they choose.

**Who Can Access It**

**Plan:** Available on **Route** plan and higher.

**Users:**

* **Account Owner and Administrators:** Can create and assign User Attributes to Users.
* **Members and Team Managers:** Can enable and configure attribute-based filtering on their Booking Hubs.

See our [**Introduction to User Attributes**](https://help.oncehub.com/account-administration/user-attributes/introduction-to-user-attributes/) article to learn more.

***

## Create The Calendar Event In Your Preferred Calendar

[Section titled “Create The Calendar Event In Your Preferred Calendar”](#create-the-calendar-event-in-your-preferred-calendar)

Previously, when OnceHub was connected to your calendar, events could only be created in your default calendar. You had no option to select an alternative connected calendar. You can now choose a **sub-calendar** or **a calendar that was shared with your connected calendar** account as the destination where your calendar events are created. This capability is available for:

* [**Google Calendar**](https://help.oncehub.com/user-integrations/google-calendar-connection/managing-your-oncehub-integration-with-google-workspace/#creating-events-in-your-google-calendar)
* [**Microsoft 365 Calendar**](https://help.oncehub.com/user-integrations/ms-office365-calendar-connection/managing-your-oncehub-integration-with-microsoft-office-365/#creating-events-in-your-office-365-calendar)
* [**iCloud Calendar**](https://help.oncehub.com/user-integrations/icloud-calendar-connection/managing-your-oncehub-integration-with-icloud-calendar/#creating-events-in-your-icloud-calendar)

**Why It Matters**

It solves several common scheduling hurdles and makes calendar management more intentional:

* **Simplified Integrations:** For tools like **Redtail** that operate using sub-calendars, you can now select a specific calendar to sync your data instantly.
* **Enhanced Organization:** By separating personal and professional events into different sub-calendars, you maintain better privacy and a more structured daily view.

***

## Zapier and Webhook Support For The Booking Reassigned Trigger

[Section titled “Zapier and Webhook Support For The Booking Reassigned Trigger”](#zapier-and-webhook-support-for-the-booking-reassigned-trigger)

You can now subscribe to a specific [**Booking Reassigned**](https://help.oncehub.com/developers/api/#tag/webhook-events) event in Zapier and on Webhooks. This allows you to update your CRM, send team notifications, or trigger specific workflows the moment a meeting is reassigned from one user to another.

***

## Sort Booking Calendars With Ease

[Section titled “Sort Booking Calendars With Ease”](#sort-booking-calendars-with-ease)

You can now sort the Booking Calendars Lobby by **Name**, **Last Updated**, **Duration**, and **Status**.

***

![](https://help.oncehub.com/_astro/1766949438313.DUCeNMoR_Z20O3L4.webp)

## Get Chatbot Event Notifications in Slack, Teams and Google Chat

[Section titled “Get Chatbot Event Notifications in Slack, Teams and Google Chat”](#get-chatbot-event-notifications-in-slack-teams-and-google-chat)

The action previously known as **Email alert** has been renamed to **User notification**.

The **User notification** action now offers two methods for alerting users:

* **Email:** Receive email in your mailbox.
* **Webhooks:** Create a webhook to receive notifications directly in your messaging platform.

Explore the [**Setting Up User Notifications for Your Chatbot**](https://help.oncehub.com/product/chatbots/setting-up-user-notifications-for-your-chatbot/) and [**Enabling Google Chat Notifications for Live Engagements in Chatbots**](https://help.oncehub.com/product/chatbots/enabling-google-chat-notifications-for-live-engagements-in-chatbots/) articles to learn more.

***

## Centralized SMS Logs: Enhanced Tracking and Compliance

[Section titled “Centralized SMS Logs: Enhanced Tracking and Compliance”](#centralized-sms-logs-enhanced-tracking-and-compliance)

The new **SMS Logs** screen provides a centralized record of all SMS notifications sent from **Booking Calendars**, **Booking Pages**, **Booking Hubs**, **Routing Forms** and **Chatbots**. Admins can export logs for **compliance**, **auditing** and **traceability**. The SMS Logs view shows a summary only. Export the logs to view full message content and additional metadata.

## How Is It Better

[Section titled “How Is It Better”](#how-is-it-better)

* **Export format change:** SMS logs are now exported as **CSV files**, instead of **Excel** to support easier auditing and system integrations.
* **Improved traceability:** New fields for **User Email** and **Phone Number** show exactly which user or automated flow triggered each message.
* **API access:** SMS logs can now be retrieved programmatically, filtered by date or recipient, and include full message content. For endpoint specifications, authentication headers and code samples, please visit the [**OnceHub Developer Documentation**](https://help.oncehub.com/developers/api/#tag/notifications/GET/notifications/sms).

**Who Can Access It**

* **Access Level:** Only Admins and Account Owners can view and export SMS Logs. Members and Team Managers do not have access.

For more information, see our [**Accessing and Exporting Your Centralized SMS Logs**](https://help.oncehub.com/billing/accessing-and-exporting-your-centralized-sms-logs/) article.

***

## Enable or Disable Features And Permissions At The Account Level

[Section titled “Enable or Disable Features And Permissions At The Account Level”](#enable-or-disable-features-and-permissions-at-the-account-level)

The **Account Permissions** page provides a single place for **Account Owners** to enable or disable specific OnceHub features and permissions across the entire account. Only the Account Owner can modify these settings, while Admins have view-only access.

This makes it easy to control which features are available to users, including:

* **Phone Booking**
* **Chatbots**
* **Routing Forms**
* **Powered by OnceHub branding**

Explore the [**Managing** **Account Permissions** ](https://help.oncehub.com/account-administration/account-permissions/managing-account-permissions/)article to learn more.

# Scale Using Booking Calendar Templates, Concurrent Sessions, Multiple Physical Locations per Time Block, and More...

> Booking Calendar Templates are pre-configured blueprints that allow organizations to standardize configurations and manage Booking Calendars at scale.

![](https://help.oncehub.com/_astro/booking-calendar-updates-1.DnZZky5a_1EcCEf.webp)

## Standardize and Scale Your Scheduling with Booking Calendar Templates

[Section titled “Standardize and Scale Your Scheduling with Booking Calendar Templates”](#standardize-and-scale-your-scheduling-with-booking-calendar-templates)

**Booking Calendar Templates** are **pre-configured blueprints** that allow organizations to standardize configurations and manage Booking Calendars at scale. These templates serve as reusable collections of default settings that bundle booking settings, booking forms, notifications and brand controls such as colors, logos, and footers into a single starting point. Instead of building every Booking Calendar from scratch, Administrators can now create templates to ensure brand consistency, speed up onboarding and maintain strict governance across the entire team.

**Why Use Booking Calendar Templates?**

As teams grow, maintaining a consistent brand image and ensuring every user follows company standards can become a manual burden. Templates solve this by centralizing control.

* **Getting started quickly:** Eliminate the need to configure Booking Calendars from scratch. This reduces setup time and helps users get started in seconds.
* **Centralized control with automatic updates:** Administrators can lock key settings to ensure a uniform brand image. Once centralized control is enabled, template changes are **automatically pushed** to all linked Booking Calendars without manual intervention.
* **Enforced template usage:** Account Owners can use a new toggle in **Account Permissions** settings that mandates all new Booking Calendars to be created exclusively using templates.

**Who Can Access It**

* **Schedule Plan:** Users can create Booking Calendars using Templates.
* **Route Plan & Higher:** The complete feature set is available, including Centralized Control and account wide Template Enforcement.

To learn more about how templates can transform your team’s workflow, visit our [**Introduction to Booking Calendar Templates**](https://help.oncehub.com/account-administration/booking-calendar-templates/introduction-to-booking-calendar-templates/) article.

***

## Maximize Your Bookings with Concurrent Sessions

[Section titled “Maximize Your Bookings with Concurrent Sessions”](#maximize-your-bookings-with-concurrent-sessions)

**Concurrent Sessions** allow multiple guests to book the same time slot with a single host. Instead of a time slot becoming unavailable after one booking, it remains open until a specified limit is reached. This feature automates scheduling for high-volume environments and ensures available time is used efficiently.

**Environments Where Concurrent Sessions are Valuable**

This feature is especially beneficial in high-volume environments where maximizing time and resources is essential for success. It provides significant value in the following environments:

* **Sales Team Optimization:** In **setter** and **closer** workflows, multiple prospects can book the same slot. This ensures closers remain fully utilized even if some leads fail to show up.
* **Structured Queuing for Education and Healthcare:** For professionals like **college advisors** or **doctors**, multiple individuals can book within a fixed window. This creates a virtual queue for a single physical room or office, where patients are seen sequentially.
* **Flexible Staffing For Interviews:** Businesses conducting high volumes of interviews can allow multiple candidates to book the same slot. This allows the business to see the total volume first and then assign the necessary number of available interviewers to conduct the interviews.

**Who Can Access It**

**Plan:** Available on **Route plan** and higher.

To know more, please read the [**Booking Calendar Concurrent Sessions**](https://help.oncehub.com/product/booking-calendars/booking-settings/booking-calendar-concurrent-sessions/) article.

***

## Offering Multiple In-Person Locations For The Same Time Block

[Section titled “Offering Multiple In-Person Locations For The Same Time Block”](#offering-multiple-in-person-locations-for-the-same-time-block)

You can now offer **multiple physical meeting locations as selectable options** for the **same time block**. This eliminates the need to create separate Booking Calendars or use a Booking Hub to manage different physical addresses with overlapping availability.

**Why It Matters**

This enhancement simplifies setup by allowing multiple locations to be configured within **one time block**. It addresses previous limitations where offering multiple locations simultaneously within the same time block was not supported.

***

## Redesigned Notifications Tab and Calendar Event UX Improvement

[Section titled “Redesigned Notifications Tab and Calendar Event UX Improvement”](#redesigned-notifications-tab-and-calendar-event-ux-improvement)

The **Notifications** tab in Booking Calendars and Booking Calendars Template has been reorganized into three clear sections **Calendar Events**, **Host Notifications**, and **Guest Notifications** to improve visibility and streamline configuration. **NOTE:** Your existing notification logic remains the same. This UX enhancement has been implemented to support better discoverability.

To learn more, see our [**Booking Calendar Guest Notifications**](https://help.oncehub.com/product/booking-calendars/notifications/booking-calendar-guest-notifications/) and [**Calendar Events in Booking Calendars**](https://help.oncehub.com/product/booking-calendars/notifications/calendar-events-in-booking-calendars/) articles.

***

## Reassign Meetings on Mobile

[Section titled “Reassign Meetings on Mobile”](#reassign-meetings-on-mobile)

You can now **Reassign Meetings** directly through the OnceHub Mobile interface. This enhancement provides the flexibility to manage your schedule from anywhere, without needing a desktop computer.

***

![](https://help.oncehub.com/_astro/1766949438313.DUCeNMoR_Z20O3L4.webp)

## Remove Assignment From Automatic Reach Out

[Section titled “Remove Assignment From Automatic Reach Out”](#remove-assignment-from-automatic-reach-out)

We have removed the **Assignment** setting from Automatic Reachout to simplify chatbot setup. Going forward, the **Assignment** setting configured within each individual chatbot will be used exclusively, regardless of how visitors engage with the chatbot.

Any account affected by this change has already been notified via email regarding the next steps required for their unique setups.

# Booking Without an Email Address, Offering Multiple Meeting Durations in a Single Booking Calendar, and More...

> OnceHub is expanding its data collection options to offer even more flexibility. You can now set the email field to optional or remove it from your Booking F...

![](https://help.oncehub.com/_astro/1769679221658.DVCoJqKX_1Hberk.webp)

## Booking Without an Email Address

[Section titled “Booking Without an Email Address”](#booking-without-an-email-address)

OnceHub is **expanding its data collection options** to offer even more flexibility. You can now set the email field to optional or remove it from your Booking Form entirely, enabling visitors to schedule meetings without providing an email address.

**Why It Matters**

This enhancement is ideal for **Phone Bookings** and **phone-first identification scenarios**, where requiring an email can create unnecessary friction and increase drop-off rates. **By using the Phone number as the identifier**, you can speed up interactions and provide a smooth phone-first experience on phone and web channels.

**Key capabilities of this new configurations include:**

* **Channel-Specific Rules (Web vs. Phone)** You can now maintain distinct rules on a single Booking Calendar. By default, the setting ***Do not ask the caller for the email in phone booking*** is on to ensure a natural phone conversation flow, while still requiring email address for web-based (GUI) bookings.
* **Phone-First Identification** Prioritize the mobile phone number as the primary identifier on your Booking Form. OnceHub will recognize returning customers via their mobile phone number and link new meetings to their existing record, allowing guests to book without providing an email address

**Who Can Access It**

**Plan:** Available on **Schedule** plan and above.

For more information read our [**Collecting Email and Mobile Phone Number: What You Need To Know**](https://help.oncehub.com/product/booking-calendars/booking-forms/collecting-email-and-mobile-phone-number-what-you-need-to-know/) article.

***

## Offering Multiple Meeting Durations in a Single Booking Calendar

[Section titled “Offering Multiple Meeting Durations in a Single Booking Calendar”](#offering-multiple-meeting-durations-in-a-single-booking-calendar)

We are making it simpler than ever to offer guests multiple meeting durations to choose from, requiring less configuration from you. Previously, if you wanted to offer different appointment lengths, such as a quick **15-minute Check-in** versus a deep-dive **60-minute Strategy Session**, you had to create **multiple Booking Calendars and add them to a Booking Hub**.

With this update, if the only difference between the meeting options you want to offer is the duration, you can offer **multiple meeting durations** within a single Booking Calendar. When a visitor opens your Booking Calendar, they will see a simple dropdown menu where they can select their preferred duration. ![](https://help.oncehub.com/_astro/1770051340956.6DKp8JUB_Z1uuWme.webp)

**Why It Matters**

This update is designed to eliminate the administrative complexity faced by growing teams.

* **Simplified Management:** Instead of needing to create multiple similar Booking Calendars where only the duration is different, you only need one, making your setup more organized and manageable.
* **Chatbots and Routing Forms:** Offer visitors multiple meeting durations within a single flow to improve the user experience and conversion rates.

**Who Can Access It**

**Plan:** Available on **Schedule** plan and higher.

To learn more about meeting durations, take a look at our [**Booking Calendar Meeting Durations**](https://help.oncehub.com/product/booking-calendars/booking-settings/booking-calendar-meeting-durations/) article.

***

## Direct Availability Configuration for Member Users in Team Scheduling Scenarios

[Section titled “Direct Availability Configuration for Member Users in Team Scheduling Scenarios”](#direct-availability-configuration-for-member-users-in-team-scheduling-scenarios)

Members can now **customize their availability and meeting locations** directly in the team scheduling Booking Calendar, allowing them to manage their own schedules without needing to involve an Administrator.

***

## Change to Default Meeting Location Behavior During Scheduling

[Section titled “Change to Default Meeting Location Behavior During Scheduling”](#change-to-default-meeting-location-behavior-during-scheduling)

Booking Links with multiple locations **now** require a **manual location selection**. Once a timeslot is chosen, guests must deliberately select their preferred location using the radio button. This requirement ensures the meeting location is intentionally confirmed by the guest. ![](https://help.oncehub.com/_astro/1770051013682.ZeKaCk8a_296mz2.webp)

# MCP Server for AI Agents and Expanded Zapier Integration

> We have introduced the Model Context Protocol (MCP) Server, a new interface that enables AI Agents to integrate directly with OnceHub’s scheduling workflow.

## MCP Server for AI Agents

[Section titled “MCP Server for AI Agents”](#mcp-server-for-ai-agents)

We have introduced the **Model Context Protocol (MCP) Server**, a new interface that enables **AI Agents** to integrate directly with OnceHub’s scheduling workflow.

**Why It Matters**

* **Natural Language Scheduling:** Compatible AI Agents can now **fetch available slots** and **schedule meeting**s using natural, conversational language.
* **Built on Existing Booking API:** The MCP Server acts as a new interface on top of OnceHub’s existing Booking API logic, no separate scheduling system is required.
* **Designed for AI Driven Use Cases:** Ideal for organizations building AI Agents for automated scheduling and customer interactions.

To learn how to configure and deploy your agent, please visit our [**developer center**](https://help.oncehub.com/developers/mcp-server/introduction/) for the **MCP Server** guide and authentication requirements.

Once you are ready to connect, the dedicated **Public MCP Endpoint** for AI Agent calls is: ***`https://mcp.oncehub.com/sse`***

**Who Can Access It**

**Plan:** Available on **Schedule Plan** with **API Key** based authentication.

***

![](https://help.oncehub.com/_astro/1770888056546.D0EUmvlA_2iaQVV.webp)

## Expanded Zapier Integration

[Section titled “Expanded Zapier Integration”](#expanded-zapier-integration)

Our Zapier integration now includes four powerful new Actions:

* **Get Contact’s Future Meetings:** Retrieves up to 50 upcoming meetings for a specific contact.
* **Get Booking Details:** Retrieves meeting details for a specific booking.
* **Cancel Booking:** Cancel a booking on your OnceHub account.
* **Request Reschedule:** Cancel a booking and automatically initiate a request for the guest to reschedule.

For a full list of all available Zapier Triggers, see our [**OnceHub Triggers and Actions for Zapier**](https://help.oncehub.com/account-integrations/automation/zapier/oncehub-triggers-and-actions-for-zapier/) article.

# Group Sessions, Automatic Time Zone Detection, Upgrading Field Library to Objects and Properties, and More...

> Group Sessions allow multiple guests to book seats in the same time slot with the same host for a meeting held at a single, shared location (such as a unifie...

![](https://help.oncehub.com/_astro/1769679221658.DVCoJqKX_1Hberk.webp)

## Group Sessions

[Section titled “Group Sessions”](#group-sessions)

**Group Sessions** allow multiple guests to book seats in the same time slot with the same host for a meeting held at a single, **shared** **location** (such as a unified video link or physical address) until a defined capacity is reached. Unlike single sessions where a single booking makes a time slot unavailable, **Group Sessions remain open for additional guests** until your maximum guest limit is reached.

**When to Use Group Sessions**

Use Group Sessions to host multiple guests in a single time slot for the following scenarios:

* **Webinars:** Host large-scale presentations or company announcements using a single shared video link.
* **Workshops:** Deliver structured training sessions with a pre-defined guest capacity per slot.
* **Group Interviews:** Streamline recruitment by conducting briefings or *meet the team* events for multiple candidates simultaneously.
* **Customer Onboarding:** Maximize efficiency by replacing repetitive individual calls with shared orientation sessions for new customers.

**Who Can Access It**

**Plan:** Available on **Schedule plan** and higher.

To know more, please read the [**Booking Calendar Group Sessions**](https://help.oncehub.com/product/booking-calendars/booking-settings/booking-calendar-group-sessions/) article.

***

## Phone Booking Conversation Summary and Recordings

[Section titled “Phone Booking Conversation Summary and Recordings”](#phone-booking-conversation-summary-and-recordings)

We have enhanced the way you review your recorded **Phone Booking** conversations. Your **Phone Call activity** now includes a detailed summary and the recorded call audio.

This allows you to review the recorded conversations with these enhanced capabilities:

* **Transcript Summary:** A high level summary of the call’s outcome, including its success status and details on scheduling results or messages left. ![](https://help.oncehub.com/_astro/1772101200380.BCEhEQb0_23uqeK.webp)
* **Recording Playback:** A two-channel recording with a visual display of the phone call audio that distinguishes between the AI and the caller. ![](https://help.oncehub.com/_astro/1772101200390.C80ibZu7_2p43Qe.webp)
* **Transcript Sync:** As you play the recording, the activity pane highlights the corresponding transcript text in real-time.
* **.OGG Export:** You can download any recording in a standard .ogg format for external review or training purposes.

**Who Can Access It**

**Plan:** Available on **all** plans.

**Users:**

* **Account Owner and Administrators:** Can see all phone call activities in the account.
* **Members and Team Managers:** Can only see phone call activities owned by them.

For more information, please see our [**Phone Booking Conversation Summary and Recording**](https://help.oncehub.com/activities-analytics/activity-management/phone-booking-conversation-summary-and-recording/) article.

***

## Automatic Time Zone Detection in Phone Bookings

[Section titled “Automatic Time Zone Detection in Phone Bookings”](#automatic-time-zone-detection-in-phone-bookings)

We have automated how OnceHub handles discrepancies between the time zone detected for a caller and the one used by the Booking Calendar. The AI automatically detects the caller’s time zone based on their phone number and determines the most suitable time zone for the booking based on the specific meeting type.

Note

**The AI will always verbally confirm** the detected time zone during the conversation to guarantee accuracy in phone-based time zone detection, particularly when callers retain mobile numbers from different geographic regions.

***

![](https://help.oncehub.com/_astro/1770888056546.D0EUmvlA_2iaQVV.webp)

## Upgrading Field Library to Objects and Properties

[Section titled “Upgrading Field Library to Objects and Properties”](#upgrading-field-library-to-objects-and-properties)

We’ve streamlined how OnceHub handles customer data by transitioning from the Field Library to a more intuitive system of Objects and Properties.

What this means is that you can now interact with customer data in the following ways by default:

* View captured data for all Bookings and Conversations in Activities.
* Prefill Booking Calendars and Routing Forms with known customer information.
* Include answers in the URL when redirecting to external webpages after bookings.
* Access data captured on Booking Calendars and Routings Forms through the API, Webhooks or Zapier.

Mapping to Object Properties is now only required when you need to capture information across multiple Booking Calendars, Routing Forms and Chatbots; and need it to be persistent or accessible by other parts of your workflow.

Furthermore, new structure organizes data into three distinct **Objects:**

* **Contact:** Data related to the individual.
* **Meeting:** Details specific to the scheduled event.
* **Conversation:** Information regarding the interaction.

This new structure makes it easier to manage and scale how information is utilized across different platforms. To learn more about **Objects and Properties**, see our [**Introduction to Objects and Properties**](https://help.oncehub.com/account-administration/objects-properties/introduction-to-objects-and-properties/) article.

# Video Backgrounds, Local Phone Numbers, 24-Hour Time Format, Guests can Provide Physical Location, and More...

> You can now upload a video to use as the background for your Booking Calendars and Bookings Hubs. This feature gives your booking links a more premium, profe...

![](https://help.oncehub.com/_astro/booking-calendar-updates-1.DnZZky5a_1EcCEf.webp)

## Cinematic Video Backgrounds for Your Booking Links

[Section titled “Cinematic Video Backgrounds for Your Booking Links”](#cinematic-video-backgrounds-for-your-booking-links)

Your browser does not support HTML5 video.

You can now upload a video to use as the background for your **Booking Calendars** and **Bookings Hubs**. This feature gives your booking links a **more premium, professional look**.

**Key Benefits**

Enhance your booking links with motion backgrounds to drive engagement:

* **AI-Generated Video Compatibility:** Support for seamless video loops created with advanced AI tools like Sora or Runway.
* **Higher Registration Rates:** Boost conversions by establishing an instant emotional connection through high-impact motion backgrounds, brand storytelling, or event footage.
* **Optimized Performance:** Videos auto-play across all devices with automatic resizing and audio stripping to preserve mobile cellular data usage and battery life.

**Who Can Access It**

* **Plan:** Available on the **Basic plan** and above.

To learn more, see our [**Adding Video Backgrounds To Booking Calendars And Booking Hubs**](https://help.oncehub.com/product/booking-calendars/sharing-embedding/adding-video-backgrounds-to-booking-calendars-and-booking-hubs/) article.

***

## Local Phone Numbers for Your Booking Links

[Section titled “Local Phone Numbers for Your Booking Links”](#local-phone-numbers-for-your-booking-links)

**Phone Booking** allows your clients to schedule meetings on your **Booking Calendars** and **Booking Hubs** by calling a dedicated phone number.

Until now, phone numbers were randomly generated and assigned to a single **Booking Calendar** or **Booking Hub**. With this update, we have added the following functionality:

* **Dedicated Local Phone Numbers:** Generate and assign local phone numbers for your booking links that **reflect your business’s location**.
* **Phone Number Reassignment:** Reassign phone numbers to any of the booking links within your account as needed.

**Clear, Flexible Pricing**

A **Phone Number License** is required for each **Phone Number** you want to generate. These licenses offer flexibility, allowing you to add or remove them easily as your business scales, and will be incorporated into your monthly or annual subscription.

**Monthly:** $5 per phone number license per month **Annual:** $50 per phone number license per year

For more information see our [**Managing Your Subscription**](https://help.oncehub.com/billing/managing-your-subscription/) article.

**Who Can Access It**

**Plan:** Available on all paid plans.

**Users:**

* **Account Owner and Administrators:** Can add/remove licenses and manage phone numbers.
* **Team Managers:** Can generate and assign phone numbers for their team’s **Booking Calendars** and **Booking Hubs**.
* **Members:** Can generate and assign phone numbers for their **Booking Calendars** and **Booking Hubs**.

For information generating phone numbers, please see our [**Managing Phone Numbers**](https://help.oncehub.com/billing/managing-phone-numbers/) article.

***

## 24-Hour Time Format Support

[Section titled “24-Hour Time Format Support”](#24-hour-time-format-support)

We have updated **Booking Calendars** and **Booking Hubs** to support both AM/PM or 24-hour formats. The time format (AM/PM or 24-hour) displayed to the guest will **automatically adjust based on their browser’s language settings**.

The used time format remains consistent throughout the entire booking lifecycle, from initially scheduling to the confirmation email and calendar invite.

Within the **Timezone Settings** on the booking link, guests will also **have the option to manually toggle** between AM/PM and 24-hour formats.

***

## Allow Guests to Provide their Physical Location for Meetings

[Section titled “Allow Guests to Provide their Physical Location for Meetings”](#allow-guests-to-provide-their-physical-location-for-meetings)

You can now configure your **Booking Calendars** to allow the guest to specify the **Physical Location** for the meeting.

This new option is also available when the [**Booking Calendar**](https://help.oncehub.com/account-administration/locations-rooms/offering-multiple-meeting-locations-per-time-block/) is utilized in **Routing Forms** or via the [**API**](https://help.oncehub.com/developers/api/#tag/booking-calendars/POST/booking-calendars/%7Bid%7D/schedule).

***

## File Sharing in Live Chat

[Section titled “File Sharing in Live Chat”](#file-sharing-in-live-chat)

You and your visitors can now **exchange files** at once directly within Live Chat to provide immediate visual context for faster issue resolution. Shared media, including images and videos, can be previewed or downloaded directly within the chat window and are automatically saved in the chat transcript for future reference.

To learn more, see our [**Sharing Files In Live Chat**](https://help.oncehub.com/product/chatbots/sharing-files-in-live-chat/) article.

# Phone Agent for Your Routing Forms, Skip the Booking Form for Prefilled Guests, New Integrations, and More...

> We are excited to launch our Phone Agent, a no-setup feature that transforms the way your clients interact with your Routing Forms.

![](https://help.oncehub.com/_astro/1769679221658.DVCoJqKX_1Hberk.webp)

## Phone Agent for Your Routing Forms

[Section titled “Phone Agent for Your Routing Forms”](#phone-agent-for-your-routing-forms)

We are excited to launch our **Phone Agent**, a no-setup feature that transforms the way your clients interact with your **Routing Forms**.

This powerful new feature allows clients to **speak directly** with an **AI Agent** over a phone call using natural language, turning your existing Routing Forms into an automated, voice-based experience.

After assigning a dedicated phone number to a Routing Form, callers can speak with an agent that **follows the specific routing logic** and questions defined in your form. If you have included a **Booking Calendar**, your clients can even complete a booking directly over the phone.

**Key Use Cases**

* **Screening and Qualification:** Instantly qualify callers against your criteria based on their verbal responses, and offer them a booking directly over the phone if they qualify.
* **Routing Callers for Scheduling:** Automatically route callers to schedule with the most suitable host, team, or meeting type to ensure their specific requirements are met.

**Who Can Access It**

**Plan:** Available on the **Route plan** and above.

**Users:**

* **Account Owner and Administrators:** Can generate and assign phone numbers for all Routing Forms on the account.
* **Team Managers:** Can generate and assign phone numbers for their team’s Routing Forms.
* **Members:** Can generate and assign phone numbers for their own Routing Forms.

To learn more about how you can start using this powerful feature today, please read our [**Phone Screening Agent**](https://help.oncehub.com/product/routing-forms/phone-screening/phone-screening-agent/) article.

***

## Hide Prefilled Questions from Guests

[Section titled “Hide Prefilled Questions from Guests”](#hide-prefilled-questions-from-guests)

We have added the option to hide prefilled questions from guests during the scheduling process to minimize the number of questions your guests need to answer.

For information on prefilling questions for your guests, see our [**Prefilling Guest Information in Your Booking Calendar**](https://help.oncehub.com/product/booking-calendars/sharing-embedding/prefilling-guest-information-in-your-booking-calendar/#prefilling-the-booking-form-for-a-specific-guest) article.

***

## Skip the Booking Form for Prefilled Guests

[Section titled “Skip the Booking Form for Prefilled Guests”](#skip-the-booking-form-for-prefilled-guests)

You can now allow guests to automatically skip the **Booking Form** if all required questions are prefilled. This update streamlines the process, ensuring a faster and more efficient scheduling experience for your guests.

For information on this, see our [**Prefilling Guest Information in Your Booking Calendar**](https://help.oncehub.com/product/booking-calendars/sharing-embedding/prefilling-guest-information-in-your-booking-calendar/#prefilling-the-booking-form-for-a-specific-guest) article.

***

## Expanded iPaaS Integrations: Keragon, Make and viaSocket

[Section titled “Expanded iPaaS Integrations: Keragon, Make and viaSocket”](#expanded-ipaas-integrations-keragon-make-and-viasocket)

OnceHub has launched three new powerful integrations with leading Integration Platforms as a Service (iPaaS): **Keragon**, **Make** and **viaSocket**. These integrations allow you to automate the flow of scheduling data between OnceHub and thousands of other tools. Using a simple Trigger and Action framework, you can now build sophisticated workflows across your entire tech stack. To learn more, see the articles listed below:

* [**Integrating OnceHub With Keragon Platform**](https://help.oncehub.com/account-integrations/automation/integrating-oncehub-with-keragon/)
* [**Integrating OnceHub With Make Platform**](https://help.oncehub.com/account-integrations/automation/integrating-oncehub-with-make/)
* [**Integrating OnceHub With viaSocket Platform**](https://help.oncehub.com/account-integrations/automation/integrating-oncehub-with-viasocket/)

[Mar 26 2026: Phone Agent for Your Routing Forms](https://www.youtube-nocookie.com/embed/OT-mWihn-Bg?wmode=opaque)

***

## Microsoft Copilot Studio Integration

[Section titled “Microsoft Copilot Studio Integration”](#microsoft-copilot-studio-integration)

You can now integrate OnceHub with **Microsoft Copilot Studio**, empowering you to create **AI Agents** that check real-time availability and book meetings directly within the Microsoft ecosystem. For more information, please see our [**Integrating OnceHub with Microsoft Copilot Studio**](https://help.oncehub.com/account-integrations/automation/integrating-oncehub-with-microsoft-copilot-studio/) article.

***

## Mark Meetings as No-Show with Zapier

[Section titled “Mark Meetings as No-Show with Zapier”](#mark-meetings-as-no-show-with-zapier)

A new Zapier Action is now available. This update allows you to automate the process of marking a meeting as no-show, eliminating the need to log into OnceHub to perform this action.

## Salesforce and HubSpot: Enhanced Contact Identification

[Section titled “Salesforce and HubSpot: Enhanced Contact Identification”](#salesforce-and-hubspot-enhanced-contact-identification)

OnceHub has updated its native Salesforce and HubSpot integrations with an intelligent contact identification hierarchy. This update eliminates duplicate records and maintains data integrity across all engagement channels, including Booking Calendars, Routing Forms, and Chatbots.

The new matching logic ensures your CRM records stay updated and accurate by automatically identifying existing contacts even when guests provide different sets of contact information.

To learn more, see our updated articles on [**Integrating with Salesforce**](https://help.oncehub.com/account-integrations/crm/integrating-oncehub-with-salesforce/) and [**Integrating with HubSpot**](https://help.oncehub.com/account-integrations/crm/integrating-oncehub-with-hubspot/).

***

## Integrate OnceHub with Your Salesforce Sandbox

[Section titled “Integrate OnceHub with Your Salesforce Sandbox”](#integrate-oncehub-with-your-salesforce-sandbox)

You can now connect OnceHub to a **Salesforce sandbox** before going live. This allows you to test your booking workflows and data mapping in a safe environment without impacting your Salesforce data.

To learn more, see our [**Integrating OnceHub with Your Salesforce Sandbox Environment**](https://help.oncehub.com/account-integrations/crm/integrating-oncehub-with-your-salesforce-sandbox-environment/) article.

***

## Multiple Duration Support for Phone Booking

[Section titled “Multiple Duration Support for Phone Booking”](#multiple-duration-support-for-phone-booking)

If you have set multiple duration options for your Booking Calendars, guests scheduling via Phone Booking will now be able to choose from those available durations on the call while scheduling.

For steps on how to set multiple duration options, please see our **[Booking Calendar Meeting Duration](https://help.oncehub.com/product/booking-calendars/booking-settings/booking-calendar-meeting-durations/)** article.

***

## Quickly Navigate Between Booking Calendars

[Section titled “Quickly Navigate Between Booking Calendars”](#quickly-navigate-between-booking-calendars)

You can now quickly switch between your **Booking Calendars** using a new dropdown menu located in the top navigation. This eliminates the need to return to the Booking Calendars lobby.

![](https://help.oncehub.com/_astro/1774610729601.Bv7vKBIo_Zd22tu.webp)

***

## OnceHub API: Reassign Bookings via API

[Section titled “OnceHub API: Reassign Bookings via API”](#oncehub-api-reassign-bookings-via-api)

You can now programmatically transfer ownership of a booking to a new host on your account using the OnceHub API. Reassigning via the API follows the same rules as reassignment through the OnceHub GUI interface.

Go to our [**developer center**](https://help.oncehub.com/developers/api/#tag/bookings/POST/bookings/%7Bid%7D/reassign) to try it out.

***

![](https://help.oncehub.com/_astro/1766949438313.DUCeNMoR_Z20O3L4.webp)

## OnceHub API: Expanded Chatbot Event Triggers

[Section titled “OnceHub API: Expanded Chatbot Event Triggers”](#oncehub-api-expanded-chatbot-event-triggers)

The *`oncehub.chatbot.button_clicked`* client-side event now triggers for all visitor interactions, including text answers sent via the Enter key or send button. The updated payload now captures richer data, including *`question_text`*, *`answer`*, and *`booking_calendar_name`*, providing comprehensive tracking for every step of the chatbot conversation. View the updated payload example in our [**developer center**](https://help.oncehub.com/developers/client-side-api/embedded-chatbot-events/#oncehubchatbotbutton_clicked).

***

![](https://help.oncehub.com/_astro/1770888056546.D0EUmvlA_2iaQVV.webp)

## Extended the Validity of the User Invitation Email

[Section titled “Extended the Validity of the User Invitation Email”](#extended-the-validity-of-the-user-invitation-email)

The validity period for User invitation emails has been extended from 24 hours to 72 hours, giving new Users more time to accept their invite and join the account.

# Streamlined API Key Management and Configure Webhooks via the OnceHub Interface

> We have upgraded our API settings to provide enterprise-grade security and greater flexibility. You can now:

![](https://help.oncehub.com/_astro/1769679221658.DVCoJqKX_1Hberk.webp)

## Streamlined API Key Management

[Section titled “Streamlined API Key Management”](#streamlined-api-key-management)

We have upgraded our API settings to provide enterprise-grade security and greater flexibility. You can now:

* Create and maintain up to 25 API keys simultaneously to handle different vendors, staging environments, and production apps independently.
* Benefit from enhanced security, as we now use one-way hashing to ensure keys are never stored on our servers. As a result, keys are **displayed only once** upon generation. Ensure to save it securely at that time.
* Delete specific keys instantly if they are compromised or no longer needed, without affecting your other active integrations.

Note

Your existing API key (created prior to this update) is now labeled as **General API Key**. It will continue to function normally, so no changes are required for your existing integrations, current API call methods and headers remain exactly the same.

To learn more, read our [**API Key Security & Management**](https://help.oncehub.com/account-integrations/automation/api-and-webhooks/api-key-security-management/) article.

***

## Configure Webhooks via the OnceHub Interface

[Section titled “Configure Webhooks via the OnceHub Interface”](#configure-webhooks-via-the-oncehub-interface)

We have made it easier to configure and manage your webhooks directly from the OnceHub interface instead of complex API configurations. Administrators can now configure real-time event triggers, such as new bookings, cancellations or chat activity directly from the OnceHub interface without touching the API.

Setting up a webhook is now as easy as:

* **Connecting:** Enter your destination URL.
* **Choosing:** Select your specific event triggers.
* **Securing:** OnceHub generates a unique secret key to protect your data.

This setup ensures your external apps stay in sync automatically, eliminating the need for your system to constantly check OnceHub for new data.

To learn more, read our [**Creating And Managing Webhooks via OnceHub**](https://help.oncehub.com/account-integrations/automation/api-and-webhooks/creating-and-managing-webhooks-via-oncehub/) article.

# Localizing Booking Calendars, AI Agents for Chatbots, Custom Mapping for HubSpot Meetings, and More...

> OnceHub now allows you to localize your Booking Calendars, ensuring that booking links, calendar events, and notifications are presented in your guest's nati...

![](https://help.oncehub.com/_astro/1769679221658.DVCoJqKX_1Hberk.webp)

## Booking Calendar Localization

[Section titled “Booking Calendar Localization”](#booking-calendar-localization)

[Booking Calendar Localization](https://www.youtube-nocookie.com/embed/WztAg8zYe0g?wmode=opaque)

OnceHub now allows you to localize your Booking Calendars, ensuring that booking links, calendar events, and notifications are presented in your guest’s native language. This localized approach removes language barriers and provides a professional experience for clients working with guests speaking different languages throughout their entire booking journey.

**Key Benefits**

Key benefits of localizing your Booking Calendar include:

* **Consistent localized experience:** Deliver a seamless guest experience by ensuring all touchpoints from initial booking links to automated notifications and calendar events are presented in the selected language.
* **Higher conversion, lower friction:** Engaging guests in their native language reduces friction and increases your booking rates by removing language barriers.
* **Scalable global operations:** Manage multiple global regions from a single account, allowing your team to maintain centralized control while delivering localized scheduling experiences without added operational complexity.

**Who Can Access It**

**Plan:** Available on all plans. To learn more, see our [**How To Localize Your Booking Calendar**](https://help.oncehub.com/product/booking-calendars/booking-settings/how-to-localize-your-booking-calendar/) article.

***

## Custom Mapping for HubSpot Meetings

[Section titled “Custom Mapping for HubSpot Meetings”](#custom-mapping-for-hubspot-meetings)

Our HubSpot integration has been updated to give you full control over how your booking data is mapped to **HubSpot Meeting** records. You can now map **any OnceHub Meeting Property** to your meeting fields. For example, by mapping the **Calendar event title** to the **HubSpot meeting subject**, you can ensure your CRM records reflect the dynamic, specific context of every booking at a glance.

To learn more, read our [**Integrating OnceHub with Hubspot**](https://help.oncehub.com/account-integrations/crm/integrating-oncehub-with-hubspot/#meetings) article.

***

## Free Phone Licenses for Enterprise Accounts

[Section titled “Free Phone Licenses for Enterprise Accounts”](#free-phone-licenses-for-enterprise-accounts)

We have added **three free phone licenses** to all Enterprise accounts. These licenses can be used for our Phone Agent feature to turn your [**Booking Links**](https://help.oncehub.com/product/booking-calendars/phone-booking/introduction-to-phone-booking/) and [**Routing Forms**](https://help.oncehub.com/product/routing-forms/phone-screening/phone-screening-agent/) into a conversational, natural-language phone experience.

***

## Enhanced Activity Exports: Now with Custom Properties

[Section titled “Enhanced Activity Exports: Now with Custom Properties”](#enhanced-activity-exports-now-with-custom-properties)

We have updated our exports to include **Custom Meeting and Conversation Properties**, allowing you to analyze specific data captured through Booking Links and Routing Forms directly in your CSV or Excel files.

To support this, we have moved the **Export button** into the filter bar. This new placement makes it clear that your export will reflect your currently applied filters.

***

![](https://help.oncehub.com/_astro/1766949438313.DUCeNMoR_Z20O3L4.webp)

## Early Access: AI Agents for Chatbots

[Section titled “Early Access: AI Agents for Chatbots”](#early-access-ai-agents-for-chatbots)

Step into the next generation of AI Conversation with our new **AI Agents**. We’re **inviting early adopters** to move beyond rigid, rule-based workflows and experience autonomous agents that act as an intelligent layer within your chatbot to resolve complex visitor inquiries using your specific business intelligence.

**Key Functionality**

* **Dynamic Knowledge Sources:** Power your AI Agents with a custom **knowledge base** and **dynamic sitemaps**. This allows them to answer open-ended questions in natural language with high accuracy, ensuring your visitors get the right information instantly.
* **AI-Driven Routing & Hand-offs:** Define precise triggers for when an AI Agent should automatically transfer a conversation. Based on **AI responses and intent**, the agent can route the visitor to the right team member, ensuring a seamless transition for high-priority cases.
* **Real-time Monitoring & Barge-in:** Maintain full control over the quality of your automated interactions. Managers can **monitor live AI conversations** as they happen and, if necessary, **barge in** to take over the chat manually, providing a safety net for complex customer needs.
* **Agent-Centric Integration:** Use AI Agents as the primary interaction point in your chatbot or combine them with qualification routing and live chat to build a robust, comprehensive visitor experience.

**Join the Early Access Program**

This feature is currently in **early access**. If you would like to enable AI Agents for your account, please [**schedule a brief call with us**](https://oncehub.com/engage-activate-ai) to discuss your specific use case.

# Integrate OnceHub with Microsoft Entra ID, New Compliance Control: Restrict User Integrations, and More...

> Google has updated how Google Meet links behave when used across multiple calendar events. To align with these Google Meet link behavior changes, OnceHub Gro...

![](https://help.oncehub.com/_astro/1769679221658.DVCoJqKX_1Hberk.webp)

## Google Meet Link Update for Group Sessions

[Section titled “Google Meet Link Update for Group Sessions”](#google-meet-link-update-for-group-sessions)

Google has updated how **Google Meet links** behave when used across multiple calendar events. To align with these Google Meet link behavior changes, **OnceHub Group Sessions** will now use a OnceHub redirect link instead of exposing the raw Google Meet link directly.

Participants can continue joining meetings as usual through the OnceHub join link, which will automatically redirect them to the correct Google Meet session.

![](https://help.oncehub.com/_astro/1770888056546.D0EUmvlA_2iaQVV.webp)

## Integrate OnceHub with Microsoft Entra ID (SCIM)

[Section titled “Integrate OnceHub with Microsoft Entra ID (SCIM)”](#integrate-oncehub-with-microsoft-entra-id-scim)

[14 May 2026: Integrate OnceHub with Microsoft Entra ID](https://www.youtube-nocookie.com/embed/fZLaQy4G2qA?wmode=opaque)

You can now integrate OnceHub with Microsoft Entra ID using SCIM to automate adding and deleting users to your OnceHub account.

* **Automated Provisioning and Deprovisioning:** Automatically add and delete OnceHub users (provisioning and deprovisioning) directly from Microsoft Entra ID. This allows IT admins to manage users and groups at scale without manual invitations.
* **Real-Time Synchronization:** Provides real-time synchronization to ensure user access is always current and up-to-date, reducing administrative overhead.

**Who Can Access It**

**Plan:** Available as part of the **Security & Compliance Add-On**.

**Users:**

* **Account Owners and Administrators:** Hold full authorization to configure the account-wide integration.
* **Team Managers and Members:** Restricted from accessing or modifying integration settings.

For detailed instructions on setting up this integration, please refer to our [**How to Integrate OnceHub with Microsoft Entra ID**](https://help.oncehub.com/account-integrations/security-and-compliance/how-to-integrate-oncehub-with-microsoft-entra-id/) article.

***

## New Compliance Control: Restrict User Integrations

[Section titled “New Compliance Control: Restrict User Integrations”](#new-compliance-control-restrict-user-integrations)

As part of our ongoing commitment to enhancing security and compliance controls, OnceHub has introduced a **User Integrations** master switch on the Account Permissions page. This feature allows Account Owners to restrict specific platforms (e.g., Zoom, Google, iCloud), ensuring all team members adhere to the company’s authorized tech stack.

When restricted, the integrations are disabled in the **User’s Integrations** page preventing the use of unauthorized tools and ensuring all account data remains within your company’s secured environment.

**Key Benefits**

This update centralizes governance, helping IT departments maintain compliance in regulated industries like healthcare or finance by ensuring sensitive data only flows through approved channels.

* **Administrative Control:** Account Owners can toggle integrations ON or OFF for the entire organization; Admins have view-only access.
* **Parent-Level Governance:** Disabling a parent integration (e.g., Google Calendar) automatically restricts associated sub-integrations (e.g., Google Meet, Gmail).
* **User Transparency:** Clear UI indicators inform users which tools are restricted, reducing support requests.

For more detailed instructions, please see our [**Managing Account Permissions**](https://help.oncehub.com/account-administration/account-permissions/managing-account-permissions/) article.

# OnceHub MCP For AI Assistants, Integrating OnceHub With n8n, and More...

> OnceHub now connects directly with AI assistants like Claude and ChatGPT through the Model Context Protocol (MCP).

## ![](https://help.oncehub.com/_astro/1769679221658.DVCoJqKX_1Hberk.webp)OnceHub MCP For AI Assistants

[Section titled “OnceHub MCP For AI Assistants”](#oncehub-mcp-for-ai-assistants)

[OnceHub MCP For AI Assistants](https://www.youtube-nocookie.com/embed/nOGyVScHCUY?wmode=opaque)

OnceHub now connects directly with AI assistants like Claude and ChatGPT through the **Model Context Protocol (MCP)**. This allows you to view and update your OnceHub data using natural language within your AI chat interface. Instead of switching between applications, you can simply ask your AI assistant to reschedule meetings, fetch booking links, and adjust your availability from your active chat window.

**Why It Matters**

* **Scalable Actions:** Manage unexpected schedule changes with a single prompt. For example, if you are out sick, you can ask your AI assistant to reschedule all of today’s meetings at once; no manual changes required.
* **Integrated Workflows:** Execute multi-step tasks across any MCP-compatible tool in your tech stack. Your AI assistant can pull from multiple sources in a single conversation, allowing you to combine OnceHub data with CRM records (like HubSpot or Salesforce) to prepare pre-meeting briefs, or extract meeting transcripts to draft follow-up emails.
* **Mobile Flexibility:** Access and adjust your schedule on the go. Your AI assistant becomes your mobile interface, allowing you to update availability and control bookings from your phone without needing a dedicated OnceHub app.

**Who Can Access It**

**Plan:** Available on all plans. **Users:** Available to all users (Account Owners, Admins, and Members).

To set up your connection, read our [**How To Connect OnceHub To Your AI Assistant**](https://help.oncehub.com/account-integrations/automation/oncehub-mcp/how-to-connect-oncehub-to-your-ai-assistant/) article.

***

## Integrating OnceHub With n8n

[Section titled “Integrating OnceHub With n8n”](#integrating-oncehub-with-n8n)

[Integrating OnceHub With n8n](https://www.youtube-nocookie.com/embed/KtYx8VeBFTs?wmode=opaque)

OnceHub is excited to announce a native integration with n8n, a powerful automation platform designed for your business workflows. While many automation tools focus on simple tasks, this integration is specifically built to handle complex logic and custom requirements that technical teams often face. By connecting OnceHub to n8n, you can create sophisticated pathways for your data, ensuring that every booking interaction triggers the exact sequence of events your business needs across hundreds of other applications.

**Why It Matters**

This integration empowers teams to move beyond basic automation and build highly specialized workflows that adapt to unique business rules. It provides the flexibility required for data-heavy operations.

* **Advanced Custom Logic:** Execute complex **if-then** scenarios and custom data handling that standard automation tools cannot process.
* **Real-Time Event Triggers:** Instantly push data for new bookings, cancellations, or reschedules into your tech stack the moment they occur.
* **Flexible Workflow Automation:** Seamlessly connect booking data to your CRMs, internal databases, and communication tools like Slack.
* **Technical Empowerment:** Provides technical teams with more options to build robust, automated systems between OnceHub and other specialized software.

To set up your connection, read our [**Integrating OnceHub With n8n**](https://help.oncehub.com/account-integrations/automation/integrating-oncehub-with-n8n/) article.

***

## Stacked Workload Limits for Booking Calendars

[Section titled “Stacked Workload Limits for Booking Calendars”](#stacked-workload-limits-for-booking-calendars)

[Stacked Workload Limits for Booking Calendars](https://www.youtube-nocookie.com/embed/KKwucnYQsh8?wmode=opaque)

Our **Manage Workload** option now supports stackable limits at the Booking Calendar Level. This enables you to define maximum meeting thresholds for each Booking Calendar independently across daily, weekly, and monthly intervals, rather than being restricted to a single limit.

This will allow you to maintain productivity by automatically managing your workload to ensure that you aren’t overloaded.

To learn how these limits work and how to set them up, read our [**Booking Calendar Workload Management**](https://help.oncehub.com/product/booking-calendars/booking-settings/booking-calendar-workload-management/) article.

***

## Set Default Time Zones via URL Parameters

[Section titled “Set Default Time Zones via URL Parameters”](#set-default-time-zones-via-url-parameters)

You can now ensure a booking link’s availability is initially shown using a specific time zone by adding the `iana_time_zone `parameter to manually override the guest’s auto-detected time zone.

For example, if you add `?iana_time_zone=America/New_York `to the end of your booking link, the availability shown to guests will default to Eastern Time.

This is particularly valuable for avoiding time zone confusion for in-person conferences or regional events, ensuring your guests always see the local time, regardless of where they’re booking from.

***

![](https://help.oncehub.com/_astro/1770888056546.D0EUmvlA_2iaQVV.webp)

## Bulk Importing Contacts Into OnceHub

[Section titled “Bulk Importing Contacts Into OnceHub”](#bulk-importing-contacts-into-oncehub)

Previously, Contacts were only created in OnceHub when they interacted with your Booking Links, Chatbots, or Routing Forms.

You can now import contact records via a CSV file from other systems such as CRMs, event scanners, or spreadsheets. This pre-loads your data, allowing OnceHub to recognize your client prior to their first interaction.

**Why It Matters**

* **Caller Recognition for Phone Bookings:** Incoming callers are automatically recognized if a Contact exists with their mobile number. This eliminates the need for callers to spell out their names or email addresses over the phone, allowing for a faster scheduling experience
* **Skip Redundant Questions:** Routing Forms and Chatbots can use pre-loaded details to automatically skip questions you already have the information for, giving your visitors a faster experience.
* **Keep Records Clean:** The import tool validates entries and handles duplicates, updating existing Contacts by matching phone or email addresses.

**Who Can Access It**

**Plan:** Available on **Schedule** and above.

**Users:** Admins and Account Owners.

To learn more, read our [**How to Import Contacts Into OnceHub**](https://help.oncehub.com/contact-management/how-to-import-contacts-into-oncehub/) article.

***

![](https://help.oncehub.com/_astro/1779946746578.CV2Y5Sap_Zc1GnS.webp)

## OnceHub API: Streamlining button\_clicked Event Payload

[Section titled “OnceHub API: Streamlining button\_clicked Event Payload”](#oncehub-api-streamlining-button_clicked-event-payload)

We are updating the **`button_clicked `**&#x65;vent payload for Chatbots and Routing Forms to ensure a consistent data structure across all question types.

**The Change**

To standardize how data is delivered, we are moving Booking Calendar’s name from the **`booking_calendar_name `**&#x70;roperty into the more universal **`question_text `**&#x70;roperty.

**The Transition Plan**

This update will occur in two stages to ensure your integrations remain stable:

1. **Stage 1 (Live Now):** The Booking Calendar’s name is being sent in both **`question_text `**&#x61;nd **`booking_calendar_name `**&#x70;roperties.
2. **Stage 2 (Upcoming):** The **`booking_calendar_name `**&#x70;roperty will be deprecated and removed.

To ensure uninterrupted data flow and maintain the integrity of your integrations, it is essential to update all relevant API configurations to utilize the **`question_text `**&#x70;roperty at your earliest convenience.

# Manually Update Email Address and Mobile Phone in Contacts, New MCP Tool Added and More...

> You can now manually update a guest's email address and mobile phone directly from their Contact record or the Activity Stream.

![](https://help.oncehub.com/_astro/1770888056546.D0EUmvlA_2iaQVV.webp)

## Manually Update Email Address and Mobile Phone in Contacts

[Section titled “Manually Update Email Address and Mobile Phone in Contacts”](#manually-update-email-address-and-mobile-phone-in-contacts)

You can now manually update a guest’s email address and mobile phone directly from their **Contact record** or the **Activity Stream**. This makes it easy to correct typos, add missing details, and keep your records accurate. When you update these details, OnceHub automatically syncs the changes across your notifications, calendar events and connected CRMs. If the updated email address or mobile phone matches an existing record, OnceHub **intelligently merges the records** while preserving the guest’s entire activity history under a single record preventing duplicate contacts.

**Key Benefits**

Maintaining accurate contact details ensures that automated meeting reminders and notifications always reach the right person and your CRM records stay perfectly synced. Use this feature to:

* **Correct typos:** Fix errors in email addresses or phone numbers.
* **Add missing details:** If a guest schedules a meeting through the Phone Agent without providing an email address, you can add it directly to their Contact record.

**Who Can Access It**

**Plan:** Available on all plans. For more detailed instructions, please see our [**Managing Contacts In OnceHub**](https://help.oncehub.com/contact-management/managing-contacts-in-oncehub/) article.

***

![](https://help.oncehub.com/_astro/1769679221658.DVCoJqKX_1Hberk.webp)

## New MCP Tool Added: Get My Working Hours

[Section titled “New MCP Tool Added: Get My Working Hours”](#new-mcp-tool-added-get-my-working-hours)

You can now use the **Get my working hours** tool within the OnceHub Model Context Protocol (MCP) to retrieve your complete, consolidated view of your availability. This tool combines your weekly recurring hours, and any active date-specific overrides from your profile-level settings, to generate your exact, real-time availability. To find out which tools are available, read our [**List Of Supported Tools**](https://help.oncehub.com/account-integrations/automation/oncehub-mcp/list-of-supported-tools/) article.

***

![](https://help.oncehub.com/_astro/1779946746578.CV2Y5Sap_Zc1GnS.webp)

## OnceHub API: button\_clicked Event Payload Update Complete

[Section titled “OnceHub API: button\_clicked Event Payload Update Complete”](#oncehub-api-button_clicked-event-payload-update-complete)

OnceHub has updated the **`button_clicked`** event payload for **Chatbots** and **Routing Forms** to standardize the data structure across all question types.

The **`booking_calendar_name`** property has been deprecated and removed and is now sent exclusively in the `question_text` property.

If your integrations reference **`booking_calendar_name`**, you must update them to the `question_text` property. Integrations that are not updated will no longer receive the Booking Calendar name data. For implementation details, refer to the updated event documentation in the **OnceHub Developer Center**:

* Embedded Chatbot Events: [**Embedded Chatbot Events: oncehub.chatbot.button\_clicked**](https://help.oncehub.com/developers/client-side-api/embedded-chatbot-events/#oncehubchatbotbutton_clicked)
* Embedded Form Events: [**Embedded Form Events: oncehub.form.button\_clicked**](https://help.oncehub.com/developers/client-side-api/embedded-form-events/#oncehubformbutton_clicked)

# Booking With Approval, Customizing SMS Notifications, and More...

> You can now approve or decline meeting requests for specific time slots instead of allowing guests to schedule directly.

## ![](https://help.oncehub.com/_astro/1769679221658.DVCoJqKX_1Hberk.webp)

## Booking With Approval

[Section titled “Booking With Approval”](#booking-with-approval)

[Booking With Approval](https://www.youtube-nocookie.com/embed/9cTHbUwsRcc?wmode=opaque)

You can now approve or decline meeting requests for specific time slots instead of allowing guests to schedule directly. This workflow ensures you maintain full control over your schedule and acts as an intentional filter for your calendar.

**Key Benefits**

* **Request-Based Workflow:** Shift from instant scheduling to an approval-first mechanism.
* **Flexible Request Management:** Review, approve, or decline pending requests within the Activities or Scheduled Meetings page of your account.
* **Custom Request Notifications:** Keep guests informed with three new customizable notification types, triggered automatically when a request is submitted, approved, or declined.

**Who Can Access It**

**Plan:** Available on all plans.

To learn how to enable and manage Booking with Approval, read our [**Booking with Approval**](https://help.oncehub.com/product/booking-calendars/booking-settings/booking-with-approval/) article.

***

## Customizing SMS Notifications

[Section titled “Customizing SMS Notifications”](#customizing-sms-notifications)

[How to Customize SMS Notifications and Use Object Properties](https://www.youtube-nocookie.com/embed/Z2rX7uYTDTo?wmode=opaque)

You can now customize the SMS notifications sent to your guests. Personalize your text messages and insert Object Properties to automatically pull in dynamic details such as meeting times or host names.

**Key Benefits**

* **Minimize No-Shows:** Include clear event instructions and send instant updates for sudden schedule cancellations or reassignments.
* **Maintain Consistent Branding:** Customize notifications to perfectly mirror your company’s unique brand tone.
* **Ensure Global Delivery:** Remove links from SMS notifications when you do not want your guests to reschedule or cancel their bookings.
* **Scheduling Without an Email Address:** Customize SMS content to optimize the guest experience when scheduling with a mobile phone number only. For example: phone bookings.

**Who Can Access It**

**Plan:** Available on all paid plans.

To learn more, read the [**SMS Customization and Object Properties**](https://help.oncehub.com/product/booking-calendars/notifications/booking-calendar-guest-notifications/#email-customization-and-object-properties) section in our [**Booking Calendar Guest Notifications**](https://help.oncehub.com/product/booking-calendars/notifications/booking-calendar-guest-notifications/) article.

***

## Assign Meetings to CRM Contact Owners

[Section titled “Assign Meetings to CRM Contact Owners”](#assign-meetings-to-crm-contact-owners)

![](https://help.oncehub.com/_astro/crm-integration-updates.BwdEw5IK_ZNlTj1.webp)

[Automate Meeting Assignments with CRM Contact Owners in OnceHub](https://www.youtube-nocookie.com/embed/r8zNE_wiv4s?wmode=opaque)

You can now override standard meeting distribution rules within your Routing Forms to have visitors schedule directly with their assigned Salesforce or HubSpot contact owners.

**How It Works**

1. **Identify:** The visitor enters their email into the Routing Form.
2. **Match:** OnceHub looks up the visitor’s email in your connected CRM (Salesforce or HubSpot) to find their assigned contact owner, then verifies if that owner belongs to the Booking Calendar hosts team.
3. **Assign:** If a matching contact owner is found, the page dynamically displays their real-time availability.

**Fallback Path:** If no CRM is connected or no match is found, OnceHub routes to an existing OnceHub contact owner, or defaults to standard Booking Calendar distribution rules.

**Who Can Access It**

**Plan:** Available on the **Route** plan and above.

To learn how to enable CRM contact owner assignment, please see our [**CRM integration overview**](https://help.oncehub.com/account-integrations/crm/integrating-with-your-crm/) article.

***

![](https://help.oncehub.com/_astro/1783492992808.4b_5U4Gh_Z1sdaMX.webp)

## New Contact Name Question Type For Routing Forms

[Section titled “New Contact Name Question Type For Routing Forms”](#new-contact-name-question-type-for-routing-forms)

You can now use the new **Contact Name** question type within your Routing Forms. Instead of requiring visitors to enter their First and Last Names into separate fields, the new Contact Name question captures a visitor’s full name in a single field.

**Key Benefits**

* **Automated Data Management:** Data automatically maps to the **Full Name** Object property. This eliminates the need to manually map two separate questions to the First Name and Last Name Object Properties to capture a visitor’s full name.
* **Routing Form Prefilling:** In the case of prefilling, you can now pass a visitor’s complete name using a single **name=** parameter, removing the complexity of managing separate first and last name parameters.

# Disconnect User Integrations for Other Users, OnceHub App on ChatGPT, and More...

> Building on our recent update that allows Account Owners and Administrators to toggle which third-party integrations are permitted account-wide, we are adding greater control over account security and compliance.

![](https://help.oncehub.com/_astro/1770888056546.D0EUmvlA_2iaQVV.webp)

## Disconnect User Integrations for Other Users

[Section titled “Disconnect User Integrations for Other Users”](#disconnect-user-integrations-for-other-users)

[Disconnect User Integrations for Other Users](https://www.youtube-nocookie.com/embed/X1uF0OC9yvA?wmode=opaque)

Building on our recent update that allows Account Owners and Administrators to toggle which third-party integrations are permitted account-wide, we are adding greater control over account security and compliance. You can now **also disconnect any active integration on behalf of individual users**.

This includes integrations such as:

* Google Workspace
* Microsoft Office 365
* iCloud Calendar

To learn more, read the [**How To Manage User Integrations For Other Users**](https://help.oncehub.com/user-integrations/basics-user-integrations/how-to-manage-user-integrations-for-other-users/) article.

***

## ![](https://help.oncehub.com/_astro/1769679221658.DVCoJqKX_1Hberk.webp)

## New MCP Tool Added: Update My Recurring Working Hours

[Section titled “New MCP Tool Added: Update My Recurring Working Hours”](#new-mcp-tool-added-update-my-recurring-working-hours)

You can now use the **Update my recurring working hours** tool in the OnceHub Model Context Protocol (MCP). This tool enables your AI Assistant to quickly adjust or remove your weekly recurring working hours in a single request.

To find out which additional tools are available, read our [**List Of Supported Tools**](https://help.oncehub.com/account-integrations/automation/oncehub-mcp/list-of-supported-tools/) article.

***

## OnceHub MCP: OnceHub App Now Available in ChatGPT

[Section titled “OnceHub MCP: OnceHub App Now Available in ChatGPT”](#oncehub-mcp-oncehub-app-now-available-in-chatgpt)

Previously, connecting OnceHub through the Model Context Protocol (MCP) required manually configuring the MCP server. Now, **OnceHub** is available as an app directly inside ChatGPT. Simply search for the **OnceHub** app, select **Connect**, and securely authenticate your OnceHub account to start using it.

To get started, follow the connection steps for ChatGPT App in the [**How To Connect OnceHub To Your AI Assistant**](https://help.oncehub.com/account-integrations/automation/oncehub-mcp/how-to-connect-oncehub-to-your-ai-assistant/) article.

***

## New Booking Calendar URL Parameters

[Section titled “New Booking Calendar URL Parameters”](#new-booking-calendar-url-parameters)

We have introduced new URL parameters to provide more flexibility when sharing booking links. You can now preconfigure specific booking settings by appending parameters directly to the URL.

This allows you to dynamically set parameters straight from the booking URL:

* **host:** Assign a specific host on a team Booking Calendar to override the standard meeting distribution logic.
* **duration\_minutes:** Pre-select a specific meeting duration from the available options configured for your booking link. Once set, this value is locked and cannot be modified by the guest.

To learn more, see the [**URL Parameters Syntax And Processing Rules**](https://help.oncehub.com/scheduleonce/sharing-publishing/personalized-links/url-parameters-syntax-and-processing-rules/) article.

***

## OnceHub API: Preconfigure One-Time Links via API

[Section titled “OnceHub API: Preconfigure One-Time Links via API”](#oncehub-api-preconfigure-one-time-links-via-api)

We have enhanced our public API to provide more flexibility when **generating one-time booking links** which are unique, single-use links that expire after a meeting is booked.

Developers can now pass a new **booking\_settings** object in the one-time link request payload to preconfigure settings programmatically such as **host**, **duration\_minutes**, **co\_hosts**, and **skip** options. To support this, the **hide\_url\_params** parameter is now set to **true** by default.

This automatically encapsulates your configuration settings directly within the single-use link, keeping your URL secure, clean and professional.

For configuration details, see the corresponding topic in the [**Developer Center**](https://help.oncehub.com/developers/api/#tag/booking-calendars/POST/booking-calendars/%7Bid%7D/one-time-links).