How to Create and Reserve Appointment Slots

We previously posted a video on workarounds for appointment slots, the popular calendar feature that was to be retired. Shortly thereafter, Google announced they would be keeping appointment slots, so we thought it would be a good time to introduce our video tutorial on the subject.

Appointment slots allows users to set aside blocks of time on their calendars where their colleagues, clients or students can reserve specific portions. Each calendar also comes with a unique URL for the appointments page, so it can be easily shared or embedded.

This feature has become especially popular in the education community, where it’s perfect for teachers who want to specify ‘office hours’ on their calendars. A great way for teachers to use this feature is to create a group for all of their students, and invite that group to their appointment slots.

There are plenty of other use cases as well, like small business owners who want to inform their customers of their availability. Appointment slots is a really useful feature, so learn more about it in this Gooru video!

Note – Here is a link to Google’s original announcement that Appointment slots will be retired. An update is featured at the bottom of the announcement indicating that Appointment slots will continue to be supported for Google Apps for Business, Education and Government users only.

Comments (41) Write a comment

  1. They’re keeping appointment slots? Great news! Do you have a web page where they’ve actually stated that? I was set to do a Google Hangout back in December to demonstrate it when they announced they were removing appointment slots.

    Reply

    • Here’s a link to the original retirement announcement. If you scroll down to the bottom, you’ll notice an update with the following text:

      “*Update January 17, 2013: We’ll continue to support appointment slots in Calendar for all Google Apps for Business, Education and Government customers.

      Reply

  2. Can you tell us if after you’ve created the appointment, can you edit it and add a Google Hangout like you can a regular calendar appointment? This function used be available in the previous version of Appointment Slots.

    Reply

    • Trevor,

      I just took a look, and it doesn’t appear that you can add a Hangout to appointment slots. I thought you might be able to add one when reserving a slot, but it doesn’t look like it.

      If you were intending to do a Hangout on air, then I believe you could include the URL in the description of the appointment slot.

      Reply

  3. When I go to book a time myself within the calendar, do I have to go to the appt slot link to do it, because if I book in the regular calendar it doesn’t show those time slots as being busy, meaning that I would end up double booked. Also if a client wants a longer meeting and the slot is default to 30 min, how can they increase the meeting without having to go through the process a second or third time if they wanted say a 90 minute meeting?

    thanks for your advice.

    Reply

  4. Why doesn’t the calendar invitation email include the link to the appointment slots? Do you need to send that link separately. I also tested this and is seems like I can double book an appointment slot. What am I doing wrong?

    Reply

  5. I notice on Google’s official announcement that “*Update January 17, 2013: We’ll continue to support appointment slots in Calendar for all Google Apps for Business, Education and Government customers.”

    I am an educator, but my google calendar is just my personal google account. That means that I don’t have access to this Appointment Slot feature, right?

    Reply

    • Kelley,

      If you are using your Gmail account then that is correct. You will have to use a Google Apps for EDU account to continue to use Appointment Slots.

      Reply

  6. Anyone know if you can set a default location or description for the appointment slots?

    Reply

    • Hey Lillian,

      Any description or location that you add to the event will be applied to all appointment slots.

      Reply

  7. I’m trying to make appointment slots but when I click on an hour the window that opens doesn’t have that option.

    What’s wrong?

    Reply

  8. Is there any way to use appointment slots as an individual, i.e. not using google aps for business or government etc.

    Reply

    • Greg,

      Appointment Slots are only available for Google Apps for Business, EDU and Government users. Gmail users are unfortunately left out.

      Reply

  9. I’m in a GAFE district. I don’t see the “appointment slot” option when creating a calendar event. I only see event/ Task. Is there something that has to be turned on from the domain dashboard?

    Reply

    • Hey Maureen,

      If you’re in a GAFE domain, Appointment Slots should be enabled by default. That’s the first I’ve heard of a GAFE user not being able to access this feature. I would contact your GApps admin to see if he/she is aware of this issue. If not, they may wan’t to open a ticket with Google.

      Let me know if/when you resolve this issue. Sorry you’re having problems!

      Reply

      • You need to view the calendar in “Day” or “Week” mode to see the Appointment slot option.

        Reply

  10. I need to schedule a group of students to get their photos taken at one particular time. I have from 9 – noon for appoints and I can take 4 students every 1/2 hr. Do you have suggestion on how to do that on my calendar?

    Reply

  11. Ok, I have the MSU apps application so I can now see appointments, but I want to know how to import 115 email addresses at once instead of one at a time.

    Reply

    • Hey Linda,

      You can export your contacts from Gmail into a spreadsheet file, then import that into your Google Apps account.

      Reply

  12. @1:44 the information about guests:
    I think the concept is the Guest list is for those that are “required” to attend for the whole of the appointment slot not for those you “wish” to attend the appointment.
    If the guest responds “yes” then they are added to the whole time period not just 1 appointment slot.

    Reply

  13. I like the appointment slots – and I use it with a “free” Google Apps domain.

    Are the free domains ignored too ?

    (and just to remind Google – the users of “free” domains were the early adopters, testers or just plain loyal users … !)

    Reply

    • Andrew,

      I believe Free Google Apps users will still have access, since they were ‘grand-fathered’ in.

      Reply

  14. When I click on a portion of my google calendar, it does not give me the “Appointment slots” otion, but rather “Events” and “Task”.

    How do I add “Appointment slots” as an option?

    Thank you
    Ruth

    Reply

      • Hey Christa,

        Are you using Gmail or Google Apps? If you’re using Gmail, you won’t have access to Appointment Slots as it’s only available for Google Apps users.

        Reply

  15. I AM the GAFE administrator. Appointment slots were there last year and they are not there this year. I am trying to find a place on the dashboard to change this but have had no luck so far. In my search I came across this in Google Help for Administrators: I don’t understand why they would remove this feature? Is there a replacement for it??

    Using appointment slots

    Non-Google Apps users are no longer able to create new appointment slots. Existing appointment slots will continue to work until the end of December 2013. Users will be able to book appointments on existing appointment slots until that time.
    The appointment slots feature lets you set one period of time on your calendar, divided into available time slots for people to reserve. For instance, professors can have their students reserve time during office hours each week, or a hair salon could let anyone visiting their website schedule an appointment during business hours.

    Note that in order to reserve one of your appointment slots, people will need to have a Google Calendar account themselves. But it’s free and easy for them to create an account, so don’t let that stop you from creating appointment slots!
    This is a handy tool with many possibilities. Read on to learn how to set up and start using it.

    Reply

    • Appointment Slots will still be available for all Google Apps users, it’s only retired for Gmail users.

      Reply

  16. I am trying to set up a website on google sites for my holiday home. Can you tell me whether Appointments is a good way to show availability for week-long rental periods? ie Green for Available, Red for Unavailable?

    TIA

    Charlie

    Reply

  17. Would you mind assisting me with setting up “appointment slots?” I can’t seem to find the link to begin setting it up. Thank you!

    Reply

  18. 1. When I embed my test computer lab booking calendar on our test site, I see booked appointments, but I can’t see the appointment slots. Any idea what I’ve missed?

    2. If a teacher books a period in the lab mistakenly (eg, period 1 instead of 2) how can s/he make the correction? Must s/he go to their calendar and ‘unbook’ themselves?

    3. Lastly, we have certain days in our timetable that have shorter period lengths. Is there a way of creating one day then pasting all those times/appointment slots into another days(s)?

    I really do appreciate your patience and help!

    Brian Pugh.

    Reply

  19. Is there a way to invite non-Google users to sign up for an appointment. When you click on the link it requires you to login.

    Thanks,

    Dave

    Reply

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  22. Hi,
    Need help on setting up appt. slots. I thought I followed the video and did everything correctly but the link shows there are 3 slots PER slot to sign up for (3 people could sign up for the same time). What did I do wrong or how can I correct this before releasing it?
    Thank you!

    Reply

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