Configure Your Appointment Scheduler as a Caller

If you need an easy way for contacts to book time with you, configure the Appointment Scheduler on the Caller side of Vanillasoft. The scheduler uses your connected calendar to prevent double-bookings and generates a link you can share in email or SMS. If Appointment Scheduler is missing from your menu, ask an administrator to enable access using Allow or Revoke Appointment Scheduler Access.

Configure your Appointment Scheduler using one of the following options:

Google Meet (Unique Meeting ID)

  1. Log in to Vanillasoft as a Caller.

    • If you are logged in as an Admin, switch to Caller from the top menu.

  2. From the top-left, open the Menu and select Appointment Scheduler.

  3. In Appointment Duration, enable at least one duration you want to offer.
     

  4. Open the Location and Conferencing drop-down and choose Google Meet (Unique Meeting ID).
     

  5. Click Connect to link your Google account.
     

  6. Select Proceed to Google Authentication to allow Vanillasoft to integrate with your Google account.

    • You may be asked to sign in to your Google account after selecting Proceed to Google Authentication.

  7. Open the Google Calendar drop-down and choose the calendar you want to use.
     

  8. Click Save to complete the integration.
     

  9. Confirm the status shows a green Google icon with Connected.

     

  10. In My Availability, select your available time slots for each day you want to offer.

    • Availability respects your connected calendar. Times already busy on your integrated calendar are not shown as bookable.
    • Overlapping entries are blocked, and the end time must be later than the start time.

  11. Click Activate Link (or Save if you activated it previously).
     

  12. A confirmation message will appear indicating your scheduler link was successfully created or updated.

To start scheduling appointments, follow the steps in the Share Your Scheduler Link section below.

Google Meet (Recurring Meeting ID)

  1. Log in to Vanillasoft as a Caller.
     

  2. From the top-left, open the Menu and select Appointment Scheduler.

  3. In Appointment Duration, enable at least one duration you want to offer.
     

  4. Open the Location and Conferencing drop-down and choose Google Meet (Recurring Meeting ID).

    • This option requires a Google Calendar connection in Vanillasoft. If your calendar is integrated with Outlook, switch to Google Calendar to use Google Meet.

  5. Enter the Recurring Meeting ID from an existing recurring event in your integrated Google Calendar.

    • Use the meeting ID or link from a recurring series you control. The same link will be used for each booked appointment.

  6. In My Availability, select your available time slots for each day you want to offer.

    • Availability respects your connected calendar. Times already busy on your integrated calendar are not shown as bookable.
    • Overlapping entries are blocked, and the end time must be later than the start time.

  7. Click Activate Link (or Save if you activated it previously).
     

  8. A confirmation message will appear indicating your scheduler link was successfully created or updated.

To start scheduling appointments, follow the steps in the Share Your Scheduler Link section below.

Zoom (Unique Meeting ID)

  1. Log in to Vanillasoft as a Caller.
     

  2. From the top-left, open the Menu and select Appointment Scheduler.

  3. In Appointment Duration, enable at least one duration you want to offer.
     

  4. Open the Location and Conferencing drop-down and select Zoom (Unique Meeting ID).
     

  5. Click Connect to link your Zoom account.
     

  6. In the pop-up window, sign in to your Zoom account.
     

  7. Select Allow to grant Vanillasoft permission to integrate with your Zoom account.
     

  8. Confirm the status shows a green Zoom icon with Connected.

     

  9. In My Availability, select your available time slots for each day you want to offer.

    • Availability respects your connected calendar. Times already busy on your integrated calendar are not shown as bookable.
    • Overlapping entries are blocked, and the end time must be later than the start time.

  10. Click Activate Link (or Save if you activated it previously).
     

  11. A confirmation message will appear indicating your scheduler link was successfully created or updated.

To start scheduling appointments, follow the steps in the Share Your Scheduler Link section below.

Zoom (Personal Meeting ID / Personal Link)

  1. Log in to Vanillasoft as a Caller.

  2. From the top-left, open the Menu and select Appointment Scheduler.

  3. In Appointment Duration, enable at least one duration you want to offer.

  4. Open the Location and Conferencing drop-down and select Zoom (Personal Meeting ID / Personal Link).

  5. Enter your Zoom Personal Meeting ID (PMI) or Personal Link.

    • If your PMI requires a passcode, add it so invitees can join without issues.

  6. In My Availability, select your available time slots for each day you want to offer.

    • Availability respects your connected calendar. Times already busy on your integrated calendar are not shown as bookable.
    • Overlapping entries are blocked, and the end time must be later than the start time.

  7. Click Activate Link (or Save if you activated it previously).
     

  8. A confirmation message will appear indicating your scheduler link was successfully created or updated.

To start scheduling appointments, follow the steps in the Share Your Scheduler Link section below.

 

After you finish configuring your Appointment Scheduler above, use the following steps to share your scheduler link and start booking appointments:

  1. If you are not already on the Appointment Scheduler page, log in as a Caller, open the Menu, and select Appointment Scheduler.

  2. Confirm your Scheduler Link is present and active. If it is missing, complete one of the configuration sections above first.

  3. Highlight and copy the link, or click the copy icon. A confirmation message will appear indicating Link Copied.

  4. Close the confirmation message.

You can now paste your scheduler link in email, SMS, or your email signature so contacts can book with you. If you use email templates, you can create them by following How To Create an Email Template and refine the layout using Email Templates: A Complete Breakdown. If you prefer SMS, create or update your messages with the guidance in How to Create an SMS Template and Updating Your SMS Templates.

Your Appointment Scheduler is now configured and ready to share. If you want to preview the experience, open your booking link to review durations and available time slots. For help granting access to teammates, refer administrators to the Allow or Revoke Appointment Scheduler Access article.

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