Personal Availability Links (Host)

A Personal Availability Link is a reusable invitation for other people to book time with you. You decide what the appointment is, when it can begin, which commitments make you busy, what the invitee must answer, and whether a valid request is confirmed immediately or waits for your approval.

The link belongs to one authenticated owner. It can represent a one-to-one appointment or a group session with several available seats. It is not a round-robin or collective scheduling tool, and it does not route bookings among several hosts.

Use a Personal Availability Link when the question is, “Which of my available times would you like?” Use Find Best Time when a particular group needs to compare several people’s availability for one decision.

What can I do with a Personal Availability Link?

As the host, you can:

• create and reuse a personal booking page;
• choose one-to-one or group booking;
• set the appointment title, description, duration, and location;
• choose weekly availability and exceptions for particular dates;
• remove times that conflict with Events, scheduled Tasks, buffers, limits, or existing bookings;
• ask for contact details, a message, and custom answers;
• confirm bookings automatically or review them first;
• make the link public, unlisted, private, allowlisted, time-limited, or subject to a total booking limit;
• copy and share its saved public URL;
• pause, reactivate, edit, or archive the link; and
• review bookings and approve or decline pending requests.

Some saved settings do not yet provide a complete user workflow. The current experience does not provide public waitlist joining, multi-host routing, resource reservation, or an invitee self-service page for cancellation and rescheduling. The owner booking manager also does not currently let you cancel, reschedule, complete, or edit a booking.

A complete Personal Availability Link example

Maya wants to offer personal portfolio reviews on Tuesday and Thursday afternoons. Each review lasts 30 minutes. Her Work calendar should remove busy times, each booking should leave 15 minutes afterward, and invitees should say what they would like reviewed.

Her completed link looks like this:

Portfolio review

• Booking type: One-to-one
• Duration: 30 minutes
• Location: Google Meet
• Availability: Tuesday and Thursday, 1:00-5:00 PM
• Conflict calendar: Work
• Buffer after: 15 minutes
• Minimum notice: 2 hours
• Form: Name, email, and review topic
• Approval: Manual approval
• Access: Public

An invitee sees only eligible openings. They do not see the Events or Tasks that made other times unavailable.

Before you create the link

Confirm that your Harmonise profile has a username. The saved public URL uses that username together with the link’s slug. Let Harmonise create the URL after the first save; do not construct it manually.

Make sure your account has an eligible calendar for confirmed booking Events, then identify the calendars or Task lists that should make you unavailable. Every selected calendar must still exist and be accessible to your account.

Decide whether the link should begin as Active or Paused. Starting paused gives you time to review the saved configuration before accepting bookings.

Create the link

On mobile

1. Open Availability.
2. Select the create control to open Create Availability.
3. In Basics, enter a title and slug, choose One-to-one or Group, and set the duration and location.
4. In Availability, choose the booking timezone, add weekly windows, and add any date overrides.
5. In Rules, set notice, booking range, buffers, conflict checks, limits, start increment, and approval mode.
6. In Form, choose the details you need and add any custom questions.
7. Review More for notifications, access, policies, service information, and branding.
8. Select Create and wait for Availability link created.
9. Open Preview, then open the saved public URL and test it as an invitee would.
10. Use Copy or Share when the link is ready.

Mobile provides a narrower editor for some advanced details. It accepts raw calendar IDs for blocking calendars, supports one window per date override, and preserves reminder rules without providing the full reminder-rule editor. Use web when you need a named calendar picker, several windows on one exceptional date, or complete reminder-rule editing.

On web

1. Open Availability links from the dashboard.
2. Choose Create availability link.
3. Complete Basics, Availability, Rules, Form, and More.
4. Save the link and wait for Harmonise to return its public URL.
5. Open Preview to review the saved configuration.
6. Open the public URL and check a known free time, a known busy time, the displayed timezone, the form, and the approval result.
7. Choose Copy when the link is ready to share.

Web provides the fuller editor for date overrides, blocking calendars, reminder rules, and other advanced settings. It preserves existing Task-list filters but does not currently provide a friendly Task-list picker.

Choose the appointment

One-to-one or group

Choose One-to-one when one booking should use the whole appointment. Its capacity is one.

Choose Group when several people may book seats at the same start time. Set:

• Total capacity for all active attendees at that time; and
• Maximum guests per booking for the largest request one invitee can make.

Confirmed and pending-approval bookings consume capacity. The waitlist setting can be saved, but invitees cannot currently join a waitlist through the public page.

Round-robin and collective scheduling are not available booking types.

Title, description, and slug

Use the title and description to explain what the person is booking. Keep private preparation notes elsewhere because the appointment description is public booking information.

The slug is the final part of the public URL. Keep it short and stable. Changing it changes the address, so previously shared copies of the old URL will no longer open the link.

Duration and location

Duration is how much appointment time the booking reserves. It is separate from the start increment. A 30-minute appointment with a 15-minute increment may offer 1:00 PM, 1:15 PM, and 1:30 PM when all other rules allow those starts.

The current location choices are:

• Google Meet;
• Phone;
• In person;
• Custom; or
• No location.

Add only the instructions an invitee should receive. Do not place private host information in a public location or description field.

Decide when people can book

Weekly availability

Weekly availability defines the regular windows in which an appointment may begin. A day can have more than one window, such as 9:00 AM-12:00 PM and 2:00-5:00 PM.

An appointment must fit completely inside one enabled window. Windows on the same day must not overlap.

Date overrides

Use a date override for leave, a holiday, or an exceptional working day. An override replaces the weekly rule for that local date; it does not add to it.

• Mark the date unavailable to offer no times.
• Add replacement windows when that date has different hours.

For example, if Friday normally offers 9:00 AM-5:00 PM, an unavailable override for Friday closes the whole day. An override containing 10:00 AM-12:00 PM offers only those replacement hours.

Booking timezone

The schedule uses one canonical booking timezone. Weekly windows and date overrides are interpreted in that timezone. The public page shows invitees the corresponding times in their browser timezone.

During a daylight-saving change, a local time that does not exist is skipped rather than offered. Review dates around clock changes when you or your invitees use regions with daylight saving.

Remove times that are not really free

The schedule says when booking is generally allowed. Harmonise then removes starts that fail your other rules.

You can consider:

• busy Events;
• tentative Events, when you choose to treat them as busy;
• scheduled Tasks with an exact start and end;
• selected blocking calendars;
• selected Task lists;
• buffers before and after bookings;
• existing bookings and remaining group capacity;
• minimum notice and the future booking range;
• daily and total booking limits; and
• appointment duration and start increment.

Completed, cancelled, or archived Tasks do not block time. A Task without an exact scheduled start and end does not occupy an exact booking period.

Do not rely on an all-day Event alone to close a whole date. Use an unavailable date override when no appointment should be offered that day.

After changing a conflict source, test one time you know is busy and one you know is free. If a selected calendar was removed or is no longer accessible, remove the stale selection or choose an available calendar.

Configure booking rules

Booking rules narrow the openings an invitee can choose:

Rule	What it changes
Minimum notice	Removes starts that are too close to now.
Booking range	Limits how far into the future someone can book.
Start increment	Sets the spacing between candidate start times.
Buffer before and after	Reserves extra conflict time around each booking.
Daily limit	Caps active bookings on one local date.
Maximum bookings	Caps active bookings across the whole link.
Expiry	Makes the link unavailable after the saved time.
Group capacity	Caps active attendees at one start time.
Maximum guests	Caps the attendee count in one group request.

A displayed slot is not reserved. Harmonise rechecks these rules when an invitee submits the booking, so a time can disappear or be rejected after another booking or calendar change.

Customise the booking form

Name and email are required for every current booking. You can also require a phone number or message and add custom questions.

Custom questions can be:

• short text;
• long text;
• single choice; or
• multiple choice.

For a choice question, provide every answer the invitee may select. Make a question required only when you need the answer to provide the appointment. The public form rejects missing required answers and choices that are not part of the saved options.

Collect only what you need. Do not use booking questions to collect passwords, one-time codes, payment-card details, medical records, or identity documents. The host can see submitted contact details and answers in booking management.

Choose confirmation or approval

With Automatic confirmation, a valid request becomes confirmed as soon as its slot passes the final checks.

With Manual approval, a valid request becomes Pending approval. Its time and capacity remain reserved while it is pending. Approve it to confirm the booking, or decline it to release the held capacity.

Review pending requests regularly. The current booking manager supports Approve and Decline, but it does not support a decline reason or editing the booking before approval.

Choose who can open the link

Public

Anyone with the URL can open a Public link unless you also add an email or domain allowlist.

Unlisted

An Unlisted link works by direct URL and is not intended for discovery. It currently has the same anonymous access behavior as Public.

Private

A Private link requires an already signed-in Harmonise account. The current public page does not provide a dedicated sign-in handoff.

Email and domain allowlists

An allowlist requires the visitor to be signed in with an eligible Harmonise account whose active email matches the saved email address or domain. Typing an allowed email into the booking form does not grant access.

Ineligible and signed-out visitors receive the same not-found result as an unavailable link. Test a restricted link in the same signed-in state your invitee will use.

Notifications, policies, and advanced settings

You can choose host Inbox, push, or email notification preferences and invitee confirmation or reminder email preferences. Reminder rules can specify when a reminder is requested, its channel, its recipient, and whether it is enabled.

Notification delivery depends on the account’s notification settings and the configured delivery services. A delivery failure does not undo a committed booking. Use the saved booking status as the source of truth.

The link can also store:

• whether invitees may cancel or reschedule;
• minimum cancellation and rescheduling notice;
• a cancellation message;
• service name, description, category, preparation, cleanup, and resource labels;
• display and business names, image URLs, and a theme colour; and
• the current host assignment.

These stored fields do not all provide a complete released workflow. There is currently no secure public page where an invitee can cancel or reschedule, no multi-host picker or routing, and no resource-reservation flow. Preparation and cleanup values do not replace the normal booking-rule buffers used for conflict checking.

The current public booking response includes appointment information, policy, form, workflow, and group capacity where relevant. Do not rely on saved service or branding information appearing on the public booking page.

Preview and share the link

The owner preview is a read-only summary; it does not submit a real booking. After saving:

1. Open Preview and review every section.
2. Open the actual public URL.
3. Confirm the timezone and appointment details.
4. Check a known free time and a known busy time.
5. Review the required form fields.
6. Confirm whether the expected result is immediate confirmation or pending approval.
7. Copy or share the URL returned by Harmonise.

Share only the current saved URL. If you later change the slug, send the new URL to anyone who still needs to book.

Edit an existing link

Open the saved link, change the relevant sections, and save again. Settings you do not change remain as they were. When editing a list such as weekly windows, date overrides, custom questions, or reminders, review the complete saved list afterward so that nothing was unintentionally removed.

Changes affect future slot generation and new bookings. They do not silently rewrite existing confirmed bookings.

If someone edits the same link elsewhere, Harmonise protects the newer version:

• Web can merge sections that did not both change and lets you choose between your version and the latest version where the same section conflicts.
• Mobile asks you to reload the latest link, reapply your change, and save again.

Do not repeatedly retry an outdated save. Reload, review what changed, and then apply your decision.

Pause, reactivate, or archive the link

Use Pause when you want to stop new bookings temporarily. Existing booking records remain available. Choose Reactivate after reviewing the configuration and deciding the link is ready again.

Choose Delete only when you intend to archive the link. Archiving removes it from active owner use and makes its public page unavailable. It preserves booking history required by Harmonise and does not automatically delete Events that were already created for confirmed bookings.

An expired link, a link that reached its total booking limit, and a Paused or Archived link cannot accept new bookings.

Manage bookings

Open the link and choose Bookings. Mobile and web group bookings into useful states such as:

• Pending approval;
• Confirmed upcoming;
• Past; and
• Declined or cancelled.

A booking can contain the invitee’s name, email, phone, timezone, selected start and end, message, attendee count, custom answers, status, and related calendar Event information.

For a pending request:

1. Review the requested time, attendee count, contact details, and answers.
2. Choose Approve to confirm it or Decline to release its held capacity.
3. Wait for the result.
4. If the result is uncertain, refresh the list before trying again.

The current owner manager does not provide cancellation, rescheduling, completion, decline reasons, booking editing, or direct contact actions. Archiving the link does not erase the booking records already shown there.

Privacy for hosts and invitees

The public page may reveal only information needed to understand and request the appointment. It must not reveal:

• private calendar contents;
• the Event or Task that blocked a time;
• provider credentials or provider details;
• unrelated bookings or other invitees; or
• internal capacity and conflict records.

An invitee sees an opening or no opening, not the private reason a time was removed. The host can see the contact details and answers submitted for their own bookings.

Common problems

The link cannot be created

Check the title, slug, username, timezone, duration, schedule windows, required choice options, group capacity, and numeric limits. Make sure the calendar used for bookings still exists and is accessible.

No times appear

Check weekly availability, date overrides, duration, start increment, notice, booking range, buffers, limits, capacity, and blocking Events or Tasks. Remember that a date override replaces the weekly schedule for that date.

A known busy time still appears

Confirm that the relevant calendar or Task list is selected. The Event must be timed, and a Task needs an exact scheduled start and end. For an entirely closed day, add an unavailable date override.

A pending request cannot be approved

Refresh first. The request may already have changed, the link may no longer be active, or the booking may no longer be pending. Do not repeatedly approve the same unchanged error state.

The public link is not found

Confirm that you copied the current saved URL and that the link is Active, not expired, not at its total limit, and not Archived. For Private or allowlisted links, test with an eligible signed-in account.

Next step

Share Personal Availability Links (Invitee) when someone needs help opening your link and completing a booking.