How to set up an online calendar for consulting

A personal booking link, different session types and your other calendar as busy time.

Specific businesses

For consultants, lawyers, psychologists, coaches and freelancers, an online consulting calendar puts an end to the endless email ping-pong over finding a free time. You share one link and clients pick a free time, then you confirm each request yourself.

Create a provider for yourself with your real weekly schedule, then add your session types as services, each with a duration and a price: a short intro call, a full coaching session, a follow-up. Use “Availability” for days off and blocks, including time kept free for preparation or admin.

Copy your personal booking link and put it in your email signature, on LinkedIn or on your website. Clients choose a service and a free time without creating an account, and the page shows only times that are really free.

Set rules that protect your day. The notice rules decide how soon before the session someone can book and how far ahead (defaults 120 minutes and 60 days, and each service can have its own), and the pause field adds a gap after every booking for notes or a break.

Mark services as online if they take place remotely. The flag doesn’t create a meeting link, so send your own link when you confirm. Each request arrives as pending, and 4appointments sends nothing to clients, so tell them yourself. Subscribe to your external calendar’s ICS link and its busy blocks close those times.

Key points

  • ✓One personal booking link, shared once and used by every client
  • ✓Notice rules and a pause after each session, set by you
  • ✓Meeting links are sent by you, since the tool creates none

Common questions

Can I block out hours in my calendar for focus or admin work?+

Yes. Add blocks or days off in “Availability”, and those times won’t be offered to clients.

Can I offer a free first consultation with the rest paid?+

You can create one service at a price of zero and others with a price. The tool doesn’t collect payment, so arrange it outside, by invoice or transfer, before you confirm.

More guides to read

Work as a consultant or freelancer?

Swap the “when are you free?” email thread for one booking link you can paste anywhere. The first 12 months are free, no card needed.

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