How Caledar booking works in Zoho CRM
Introduction
Struggling to coordinate meeting times with your customers? The Calendar Booking feature in Zoho CRM makes scheduling calls and meetings a breeze. Instead of lengthy back-and-forth emails, customers can view your availability and book instantly. Â
Whether you’re offering a product demo or a support session, Calendar Booking helps streamline your process, reduce delays, and deliver a better customer experience. Â
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 Step-by-step Instructions 
1. What Is Calendar Booking? 
Calendar Booking lets your customers schedule a meeting or call directly in your calendar. Once it’s set up, they’ll see available time slots and can choose what suits them best. No need for emails or confirmation calls. Â
You can set up: Â
- User Booking - One-to-one meetings with individual team members. 
- Team Booking - Share availability across a group for general enquiries or demos
2. Set Up Calendar Booking in Zoho CRM 
Step 1: Access Calendar Booking Â
- Log in to Zoho CRM. 
- Go to the Calendar module. 
- Select a date or click Day / Week / Month to view. 
- Click Options > Calendar Booking. 
- Or go to Setup > General > Calendar Booking. 
Step 2: Create a New Booking Â
Click Create Calendar Booking and choose: Â
- Team Booking for a group 
- User Booking for yourself 
3. Configure Booking Settings
Calendar InfoÂ
- Calendar Name: e.g., Product Demo
- Description: Short info about the meeting
- Calendar Type: Choose Meeting or Call
- Duration: Set a default (e.g., 30 mins) or enter a custom time
Questions for ParticipantsÂ
- Name and Email are required (default)
- Click + Add Questions to request additional info
- Link responses to CRM fields
Host Information (for Team Booking)Â
- Assign meetings by: Users (round robin)
- Groups : Territories (if enabled)
Advanced SettingsÂ
- Availability increments (e.g., every 15 mins)
- Minimum scheduling notice (e.g., 2 hours in advance)
- Booking window (how far in advance someone can book)
- Max meetings per slot/day
- Buffer time before meetings
- Email reminders for participants
Click Save. Your booking link is now live.Â
4. Share Your Booking Link
Choose how you want to share the calendar:Â
Copy LinkÂ
- Go to Calendar > Calendar Booking
- Click More > Copy Link next to your booking
Embed on Your WebsiteÂ
- Click More > Embed
- Choose how to display it:
- Button – Opens calendar in overlay
- Link – Hyperlinked text
- Inline – Embedded directly in the webpage
- Customise colours, text, and copy the HTML code
Add to Email SignatureÂ
- Click More > Add Email Signature
- Enter the display text and tooltip, then click OK
5. Manage Existing Bookings
Duplicate BookingsÂ
Click More > Duplicate to reuse a setupÂ
Delete a BookingÂ
- Click More > Delete next to the booking
- Confirm deletion
Deactivate a BookingÂ
- Use the toggle to turn a booking on/off
- Green = active; Grey = inactive
Note: You can have up to 25 active Team Bookings and 3 active User Bookings. Â
 6. What Customers See 
Once live, your customers can: Â
- Select a date and time 
- Enter their name and contact details 
- Click Save to book the slot 
They’ll receive a confirmation email with options to: Â
- Reschedule – Takes them back to the booking calendar 
- Cancel – Cancels the meeting in one click 
Tips for Getting Started
- Use Team Bookings for demos or general queries 
- Set a minimum notice time to avoid last-minute surprises 
- Collect useful info up front with custom participant questions
- Embed calendar links in your website or support emails for easy access 
- Keep your availability up to date in Zoho to avoid double bookings 
