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How to Share Meeting Links Politely

How to Share Meeting Links Politely

Judy Tsuei
Writer
April 16, 2024
Updated on:

3 Ways to Share Meeting Links

How to Share Meeting Links Politely
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Finding time to meet with another person isn’t always an easy process. It becomes even trickier when coordinating with more than one other person. Enter: meeting links.

This guide will show you how to quickly coordinate with other people’s calendars using meeting links, including:

  • How to create a scheduling link
  • 3 ways to share your scheduling link with other people

Let’s begin!

What are custom meeting links?

Meeting links, also called scheduling links, are custom URLs that display your available time slots on a booking page. They make it easier for people to book meetings with each other by eliminating the struggle of back-and-forth messages. Meeting links can also include features like time zone coordination, notifications for your calendar event, and more. Simply create your link (we’ll show you how in the next section), then send it along when someone would like to schedule time with you.

How to set up a scheduling link

It’s easy — and not to mention free — to create a scheduling link with Clockwise. Plus, thanks to AI, Clockwise is much more powerful than your average scheduling link. While competing software is designed to suggest your next open time, Clockwise uses AI to suggest times that actually optimize your productivity and Focus Time. Because we know that true time management isn’t just about fitting everything into your schedule; it’s about harnessing your focus and energy to do what matters most.

Step 1: Set up your free Clockwise account if you don’t already have one.

Click here to get started. Clockwise works for Google Calendar and Outlook users. If you already have a Clockwise account, skip to Step 2.

Step 2: Go to your Scheduling links dashboard.

Open your Clockwise web app, and select Scheduling links in the navigation bar. Or click here

Step 3: Click Edit username.

Choose your username, which will become part of your personalized URL. You can edit your username at any time by selecting View settings. In your settings, you can also upload your company’s logo for a custom branded touch.

Step 4: Click + Create a link.

create scheduling link
Create scheduling links with Clockwise

Next, it’s time to create your link! Select + Create a link, then fill out the next page with your preferences. Here, you can name your meeting type, specify your video conferencing tool (Zoom or Google Meet), highlight meeting times that protect your Focus Time, and much more. Once you’re done, click Create Link in the top-right corner.

Pro tip: For group meetings, upgrade to a Clockwise Teams, Business, or Enterprise plan!

Step 5: Admire your work, and start scheduling!

Book the best time
Share scheduling links to book the best time

After creating your link, you’ll be brought to your freshly-made scheduling page. It looks great! From there, select Copy link in the top-right corner to begin sharing it with your clients and colleagues. To create more links, repeat Step 4 from your Scheduling links dashboard for all of your different meeting types.

Wondering how to best share your scheduling link with other people? We’ll break it down in the next section.

How to politely share scheduling links

Scheduling links are a fairly new development in the modern workspace. So it’s no surprise that some of us may wonder:

  • When is the best time to send my scheduling link to someone?
  • Should I ask before sending my link?
  • What are some different ways I can share my link?

Below, you’ll learn three workflows for sharing your scheduling link, along with a few tips and best practices to keep in mind. Let’s dive in!

1. Embed it on your website

If you’re a business owner, consider embedding your booking page on your website. This provides a convenient and accessible way for clients, customers, or potential collaborators to schedule without the need for back-and-forth communication. Plus, it’s a subtle alternative to directly sending your scheduling link or calendar invite in a cold email, helping you to avoid seeming too forward or pushy.

To use this method, first check that your scheduling tool allows for embedding. Then, copy and paste the code into your website’s code. Every booking page and website hosting platform is different, so be sure to follow the instructions for your specific tools.

2. Share your availability in an email or message

For your convenience, Clockwise provides an auto-generated message that you can copy and paste into an email, Slack message, or however you like to communicate.

It automatically provides a few suggested times, each hyperlinked so the other person can easily book whatever time slot appeals to them. The template message also includes a link to your entire booking page, in case the other person wants to view more times that work for you.

This option is ideal if you’ve been talking to someone and the conversation has naturally led to a meeting invite. Be sure to send this at an appropriate time, too — preferably during typical business hours, not at midnight on a Saturday night.

To access it, open the Clockwise web app. Click Scheduling links in the navigation bar. Find the link you want to share, then select Share times. From there, you’ll have the option to copy and paste your scheduling link, or copy and paste the template message with your availability. You can also customize how many days’ worth of available time slots you’d like to insert into your message using the bottom drop-down menu.

Available time slots

3. Put it in your email signature

Lastly, consider including your scheduling link in your email signature. This gives others the opportunity to schedule a new meeting directly from your email. Not only does this automate scheduling on your end, it promotes your availability without being overly imposing. Here’s how to do it in Gmail and Outlook:

Gmail

Click the gear icon in the top-right corner. Select See all settings. Scroll down to Signature, then edit your existing signature to include your scheduling link, or create a new signature. Don’t forget to click Save Changes, then you’re all set!

Outlook

Click the gear icon in the top-right corner. Make sure you’re in the Mail tab, then select Compose and reply. Add your scheduling link to your signature, then select Save. Done!

Going forward

Whether scheduling meetings with one person or a multiple team members, meeting links are a great way to streamline the process for everyone involved. Plus, when you use Clockwise Scheduling Links, you can rest assured that your meetings are in-line with your unique scheduling preferences. Create your first link for free today!

About the author

Judy Tsuei

Judy Tsuei is a Simon & Schuster author, speaker, and podcast host. She has been writing for Clockwise for several years while also being featured in MindBodyGreen, BBC Travel, Fast Company, Hello Giggles, and more. As the founder of Wild Hearted Words, a creative marketing agency for global brands, Judy is also a mentor with the Founder Institute, the world's largest pre-seed accelerator. Judy advocates for mental and emotional health on her popular podcast, F*ck Saving Face. Follow along her journey at WildHeartedWords.com.

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