How Caledar booking works in Zoho CRM

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Zoho CRM Calendar Booking removes the back and forth of arranging a meeting time by email. Customers see your real availability and book a slot instantly, which helps for product demos, support sessions or sales calls.

What Calendar Booking is

Customers schedule a meeting or call directly against your calendar, choosing from the time slots you make available. You can set up:

User Booking: one-to-one meetings with an individual team member.
Team Booking: shared availability across a group, for general enquiries or demos.

How to set up Calendar Booking

Step 1: Access Calendar Booking

Log in to Zoho CRM.
Go to the Calendar module.
Select a date, or click Day, Week or Month to view.
Click Options > Calendar Booking, or go to Setup > General > Calendar Booking.

Step 2: Create a new booking

Click Create Calendar Booking and choose Team Booking for a group, or User Booking for yourself.

Step 3: Configure booking settings

Calendar info

Calendar Name: for example “Product Demo”.
Description: short information about the meeting.
Calendar Type: Meeting or Call.
Duration: a default time, such as 30 minutes, or a custom time.

Questions for participants

Name and email are required by default.
Click + Add Questions to request further information.
Link responses to CRM fields.

Host information (for Team Booking)

Assign meetings by users on a round robin basis, by groups, or by territories if enabled.

Advanced settings

Availability increments, for example every 15 minutes.
Minimum scheduling notice, for example 2 hours in advance.
Booking window, or how far in advance someone can book.
Maximum meetings per slot or per day.
Buffer time before meetings.
Email reminders for participants.

Click Save and your booking link goes live.

How to share your booking link

Copy link

Go to Calendar > Calendar Booking.
Click More > Copy Link next to your booking.

Embed on your website

Click More > Embed.
Choose how to display it: as a button that opens the calendar in an overlay, a hyperlinked text link, or inline directly on the page.
Customise the colours and text, then copy the HTML code.

Add to email signature

Click More > Add Email Signature.
Enter the display text and tooltip, then click OK.

How to manage existing bookings

Duplicate a booking

Click More > Duplicate to reuse an existing setup.

Delete a booking

Click More > Delete next to the booking.
Confirm the deletion.

Deactivate a booking

Use the toggle to turn a booking on or off. Green means active, grey means inactive. You can have up to 25 active Team Bookings and 3 active User Bookings.

What customers see

Once live, customers can:

Select a date and time.
Enter their name and contact details.
Click Save to book the slot.

They then receive a confirmation email with options to reschedule, which returns them to the booking calendar, or cancel the meeting in one click.

Tips

Use Team Bookings for demos or general enquiries.
Set a minimum notice period to avoid last minute surprises.
Collect useful information up front with custom participant questions.
Add your booking link to your website or support emails for easy access.
Keep your Zoho availability up to date to avoid double bookings.

Frequently asked questions

What is the difference between Team Booking and User Booking?

Team Booking lets customers see and choose which team member to book with. User Booking has no host selection, so it suits single provider setups or any available staff member.

How many bookings can I have active at once?

Up to 25 active Team Bookings and 3 active User Bookings.

Can customers reschedule or cancel a booking themselves?

Yes. Their confirmation email includes options to reschedule, which returns them to the booking calendar, or cancel with one click.

Need help?

Need help setting up Calendar Booking in Zoho CRM? Contact support@thoughtlogik.com or see our Zoho implementation services.

How Caledar booking works in Zoho CRM

What Calendar Booking is