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Team Availability Booking Links

Allow any Holdex team member to share a booking link that displays real-time availability from their own Google Calendar (and, optionally, selected teammates' calendars). External contacts can choose an available time and book it directly—eliminating back-and-forth scheduling emails and reducing the risk of double-booking.

Getting Started

1. Connect Your Google Calendar

Go to https://wizard.holdex.io/calendar/settings.

This is a one-time setup for each team member. This page requires you to already be logged in to Wizard with your GitHub account — if you're not, you'll be redirected to log in first before you can continue.

  1. Click Connect Google Calendar.
  2. Sign in with your Holdex Workspace account (@holdex.io email).
  3. Grant the requested permissions.

The settings page shows which Google account is currently connected and allows you to disconnect it at any time.

Go to https://wizard.holdex.io/calendar/bookings/new or click Create Booking Link button from settings page.

Configure the booking link:

  • Select teammates to include in the availability check.
    • Team members only appear in the list after they have connected their own Google Calendar.
    • You are always included automatically, and the meeting will always be created on your calendar.
  • Set the lookahead window, which determines how many business days into the future availability will be offered.
  • Choose the slot length in minutes.

If no shared availability exists within the selected window, Wizard will display an error before creating the booking link. In that case, try one of the following:

  • Increase the lookahead window.
  • Reduce the number of included teammates.

When the booking link is created successfully, copy the shareable URL:

https://wizard.holdex.io/book/<token>

Share the link using your preferred communication channel, such as email or telegram. Wizard does not send the booking link automatically.

When the recipient opens the booking link, they will see a calendar with available dates highlighted. They can:

  • Adjust the displayed timezone if needed (for example, while traveling).
  • Select an available date.
  • Choose an available time slot.
  • Enter their name and email address to confirm the booking.

4. Receive the Booking Confirmation

Once the booking is confirmed:

  • A Google Calendar event is created on your calendar.
  • Included teammates and the contact are added as attendees and receive the standard Google Calendar invitation email.

Because Google Calendar does not notify the organizer about events they create themselves, Wizard also sends you a confirmation email containing:

  • The contact's name
  • Their email address
  • The scheduled date and time
  • A direct link to view the event in Google Calendar

Important Notes

Each booking link can only be used once. A link becomes inactive after:

  • A booking is completed, or
  • The configured lookahead window expires without a booking.

If you need to schedule another meeting with the same participants, simply create a new booking link.

Live Availability

Availability is checked in real time whenever the booking page is opened. It is not cached when the booking link is created. If your calendar changes after sharing the link, recipients will only see time slots that are still available.

Availability is also re-checked at the moment of booking, not just when the page loads. If a creator's or teammate's calendar changes while the recipient has the page open — after it loaded, but before they submit — and their chosen slot is no longer free, the booking is rejected instead of double-booking anyone. The recipient sees "That time is no longer available — please pick another" at the top of the page, and the calendar refreshes to show only genuinely current availability. If this happens, the recipient just needs to pick a different (still-available) slot.

Working Hours

Slots are only offered within 9:00 AM – 6:00 PM, in each person's own timezone — not a single shared timezone across everyone involved. A slot only counts as available if it falls inside working hours for every included person (creator and all selected teammates). This isn't currently configurable per person.

Teammate Availability

A teammate can only be selected after they have connected their own Google Calendar through Wizard.

Access and Authentication

  • Only Holdex Workspace members can connect a calendar because Google OAuth is configured as Internal.
  • External contacts never use Google OAuth. They simply open the public booking link, enter their name and email address, and receive a standard Google Calendar invitation.
  • A Google account or Holdex Workspace membership is not required to book a meeting.