Scheduler templates define your available appointment types and control how clients book time with you. This guide walks you through creating a scheduler template and configuring the basic settings, including your appointment details, availability, and booking page options.
Scheduler templates overview
A scheduler template represents one appointment type — for example, a "Discovery Call" or "Coaching Session." Each template holds its own availability rules, booking page settings, and advanced configurations like required forms, payment, and automated emails.
You manage all your scheduler templates from Events ➔ Scheduler Templates. The scheduler builder that opens when you create or edit a template has two tabs: Basic and Advanced. This article covers the Basic tab, which includes the Details, Availability, and Booking Page cards.
Scheduler templates are available on the Premier plan.
Creating a new scheduler template
To create a new template:
Navigate to Events ➔ Scheduler Templates.
Click the plus icon (+) at the top of the scheduler templates list.
A new scheduler is created immediately with the default title "New Scheduler" and opens in the scheduler builder on the Basic tab. Click the title field at the top of the builder to rename it.
Your changes save automatically as you work. There is no manual save button.
Details
The Details card contains your appointment fundamentals: how long it lasts, where it takes place, and any additional description.
Event duration
The Event duration field controls how long each booked appointment lasts. Select from the preset options or enter a custom duration using the duration selector.
Location description
The Location description field is a text field for the physical address, phone number, or a note about where the meeting takes place — for example, "I'll call you at the scheduled time!" This information is visible to clients on the booking page.
Video conferencing
Next to the Location description field, click Add link to enable automatic conferencing link generation for each booking. This requires a connected video conferencing integration (Zoom, Microsoft Teams, or Google Meet). If no integration is connected, a "Video call app not connected" banner appears — click the link in the banner to go to settings and connect one.
When conferencing is enabled, the button changes to Remove link and a note confirms: "A conferencing link will be generated automatically."
When conferencing is enabled, the Details card also shows a Notetaker status row (On or Off). This indicates whether Dubsado's Notetaker will automatically join appointments booked through this scheduler to record and transcribe the call. The status reflects your workspace-level Notetaker setting — there is no per-scheduler toggle. Manage it in Settings ➔ Notetaker.
If you use Zoom, Microsoft Teams, or Google Meet, enabling the conferencing link on the Details card means a unique meeting link is generated automatically each time a client books.
Calendar event description
The Calendar event description field is a rich text editor for any additional information about the appointment. This description is included in the calendar event when an appointment is booked. You can insert smart fields and email templates using the toolbar.
Availability
The Availability card controls when clients can book appointments. It has two sections: Weekly Hours for your regular recurring schedule and Date-specific Hours for exceptions like holidays or special availability.
Weekly hours
Your weekly hours define the days and time ranges when you're available each week. Each day of the week appears with a circle indicator — filled when hours are set, muted when the day is marked unavailable.
To set up your weekly hours:
Click the add interval icon (+) next to a day to add a time slot.
Set the start and end times for that slot.
Repeat to add multiple time slots on the same day — for example, a morning block and an afternoon block with a lunch break in between.
To remove a time slot, click the X on that time range.
To copy one day's hours to other days:
Click the copy hours icon next to the day you want to copy.
In the "Copy these hours to:" popover, select the days to apply the schedule to.
Click Apply.
Use the copy feature to quickly apply the same hours across multiple days. Set one day's schedule, then copy it to the rest of your work week.
If you have an existing scheduler template with the hours you want to reuse, click Copy from another scheduler at the top of the Availability card to import its weekly hours.
Date-specific hours
Date-specific hours let you override your weekly schedule for particular dates — for example, to block a holiday or add extra availability for a special event.
To add date-specific hours:
Click Add hours for specific dates.
Select the dates from the calendar.
Set time slots for those dates and apply.
Date-specific entries appear grouped by year, showing the date and its time slots. To remove an entry, click the X icon on it. Setting a date with no time slots marks that date as unavailable.
How availability works
Available appointment slots are determined by combining your weekly hours, any date-specific overrides, and events marked as "Busy" on your connected external calendar. Busy events automatically block those times from being bookable — even if they fall within your scheduler's defined weekly hours — which prevents double-booking.
Booking page
The Booking Page card controls how your scheduler appears and functions when clients view it. The settings are displayed as an inline sentence — "Invitees can book [booking window] no less than [minimum notice] in advance" — where each bracketed value is a clickable chip that opens a settings popover.
Booking window
The Booking window popover controls how far into the future clients can book. Choose one of three options:
A rolling window of [X] days — Clients can book up to a set number of days from today. The window rolls forward each day. Best for ongoing availability (default: 14 days).
Within a range — Clients can only book within a specific date range. When selected, a date range picker appears. Good for limited-time offerings or seasonal availability.
Indefinitely — Clients can book any available time with no date restriction.
Minimum notice
The Minimum notice popover sets how far in advance a client must book. Enter a number and select the unit: hours, days, weeks, or months. For example, setting 24 hours means clients cannot book an appointment less than 24 hours from now.
Schedule display and time slot increment
Two settings control the look of your booking page:
Schedule display — Choose whether the booking page shows a Week or Month view.
Time slot increment — Controls how frequently available start times appear. The default is 15 minutes. For example, a 15-minute increment shows available times at 9:00 AM, 9:15 AM, 9:30 AM, and so on. You can configure this in minutes or hours.
Welcome banner
The Welcome banner field is a text area for a message displayed at the top of your booking page. The default message is "Greetings from [workspace name]." Clients see this message when they open your scheduler via a direct link. The banner does not display when the scheduler is embedded on a website.
Next steps
Once you've configured the basic settings, open the Advanced tab to set up buffer times, booking limits, required forms, payments, reminders, and invitation and confirmation emails. Invitation and confirmation emails are configured in the Advanced tab — not the Basic tab.
For help sharing your scheduler with clients or applying it to a project, see the guide on public vs. project scheduler sharing. To reuse or remove a template you've created, see the guide on duplicating or deleting a scheduler template.
FAQ
Can I use smart fields in the scheduler title or location description?
No. Smart fields are not supported in the scheduler title or the Location description field. You can use smart fields in the Calendar event description field, which has a rich text editor with a smart fields toolbar.
Do I need to save my changes manually?
No. The scheduler builder saves your changes automatically. You can see the save status indicator next to the title.
What happens to my availability if I have conflicting events on my external calendar?
Events marked as "Busy" on your connected external calendar automatically block those times from being bookable, even if they fall within your scheduler's weekly hours. This is how Dubsado prevents double-booking.