Overview

A scheduler in Wedy Pro lets your clients book meetings, consultations, and sessions with you — without the back-and-forth of emails. You set your availability, choose a meeting type, and share a booking link or embed the scheduler directly on your website. When a client books a time slot, the appointment syncs to your connected calendar automatically.

Whether you are a wedding photographer offering discovery calls, a planner scheduling venue tours, or a DJ confirming event consultations, schedulers keep your calendar organized and your client experience seamless.

Time to complete: 5–10 minutes.

Before you begin

Your calendar must be connected before you can create a scheduler. If your calendar is not connected, Wedy Pro displays a Calendar not connected banner at the top of the Scheduling page and the Create button is disabled.

To connect your calendar, navigate to Account > Integrations and connect your calendar. Once connected, return to the Scheduling page to create your first scheduler.

You can create up to 10 schedulers per account — enough for different meeting types, durations, or services.

How to create a scheduler in Wedy Pro

Navigate to Schedulers in the CRM section of the sidebar. The page title displays as Scheduling.
Click Create in the top-right corner of the page.
A right-side panel opens titled Create Schedule. Fill in the collapsible sections described below, then click Create scheduler at the bottom of the panel.

Configure your scheduler settings

The Create Schedule panel contains several collapsible sections. Here is what each one does.

Event name

Enter a descriptive name for your scheduler. This is visible to clients on the booking page. The default value is New Meeting — replace it with something specific, such as "30-Minute Discovery Call" or "Wedding Day Consultation."

Duration

Set the length of each appointment. Choose from preset options — 15 min, 30 min, 45 min, or 1 hour — or enter a custom duration in minutes or hours. The default is 30 minutes.

Location

Choose how and where the meeting takes place. Four meeting types are available:

Video conference — Select a conferencing provider: Google Meet, Zoom, or a custom video URL. A conferencing link is generated automatically for Google Meet and Zoom bookings.
Phone call — Choose between I will call (you call the client) or Invitee will call (the client calls you), and enter the phone number.
In-person — Enter the physical meeting location (e.g., your studio address or venue).
Custom — Provide a custom meeting URL for any other platform.

The default meeting type is Video conference with Google Meet.

Availability

Set your weekly recurring availability windows. Each day of the week can be toggled on or off, and enabled days display a start time and end time. Days that are toggled off are shown as unavailable on the booking page.

The default availability is Monday through Friday, 9:00 AM to 5:00 PM. Saturday and Sunday are off by default.

You can also add date overrides for specific dates — for example, marking a holiday as unavailable or extending hours for a busy season Saturday.

Your scheduler displays time slots in your account's timezone. Clients see available times adjusted to their own timezone automatically.

A wedding photographer, for instance, might keep weekday hours for consultation calls and add Saturday overrides during engagement season to accommodate more discovery sessions.

Date range

Control how far into the future clients can book. Three options are available:

Indefinitely into the future — No end date. Clients can book any available slot. This is the default.
Rolling window — Clients can only book within a set number of days, weeks, or months from today.
Fixed range — Clients can book from today through a specific end date you choose.

Booking settings

Fine-tune how appointments are booked:

Buffer time — Add padding before and/or after each meeting to give yourself breathing room between appointments. Disabled by default.
Minimum notice — Require a minimum lead time before a client can book (e.g., at least 4 hours in advance). Enabled by default with a 4-hour notice period.
Custom increment — Control the interval between available time slots. Options range from 5 to 60 minutes. Disabled by default (slots follow your duration).
Allow rescheduling — Let clients reschedule their booked appointments. On by default.
Allow cancellation — Let clients cancel their booked appointments. On by default.
Send confirmation email — Automatically send a confirmation email when a booking is made. On by default.

Reminders

Set up appointment reminders to reduce no-shows. You can add up to 2 reminders per scheduler. For each reminder, choose when it sends (minutes, hours, days, or weeks before the appointment) and whether to also send the reminder to yourself.

Invitee form (custom booking questions)

By default, the booking form collects the client's name and email. You can add up to 10 custom questions to gather additional information before the meeting. Supported question types include:

Text — Short free-text response.
Textarea — Longer free-text response.
Phone — Phone number field.
Radio buttons — Single-select from a list of options.
Checkboxes — Multi-select from a list of options.
Dropdown — Single-select from a dropdown menu.

Each question can be marked as required, and multi-choice types support up to 25 options. Drag and drop questions to reorder them on the form.

For example, a florist might add a dropdown question asking "What type of event?" with options like Wedding, Corporate, Birthday, and Other — so you know the scope before the consultation begins.

Confirmation

Customize the thank-you message that appears on the booking success screen after a client schedules an appointment. This is the first thing clients see after confirming their time slot, along with the meeting details (date, time, duration, and location).

You can also add instructions — such as what to bring, how to prepare, or where to park. These instructions are included in the calendar event description and confirmation email, so your client has them on hand when the appointment arrives.

Activate and share your scheduler

After creating your scheduler, it appears as a card on the Scheduling page. Each card shows the scheduler name, duration, meeting type, and availability days at a glance.

Active schedulers display a colored bar on the left side of the card and show a Share button. To deactivate a scheduler, click the three-dot menu (⋮) on the card and select Turn Off. To reactivate, click Turn On.

To share your scheduler, click Share on an active scheduler card. The Share your scheduler modal offers two options:

SHARE VIA URL — Copy the direct booking page link using the COPY LINK button. Share it on social channels, in your email signature, or in direct messages.
EMBED ON WEBSITE — Copy the embed code snippet using the COPY CODE button. Paste it into your website (WordPress, Wix, Squarespace, or any HTML page) to display an interactive booking widget directly on your site.

What clients see when they book

When a client opens your booking link or interacts with the embedded widget, they follow a three-step flow:

Pick a date on the calendar and select an available time slot.
Fill in the booking form with their name, email, and any custom questions you configured.
See a confirmation screen displaying This meeting is scheduled with the date, time, duration, location, and any conferencing link.

The appointment syncs to your connected calendar automatically, and a confirmation email is sent to both you and the client (if enabled).

If a scheduler is inactive, clients who visit the booking link see an unavailable state with your business information instead of the booking calendar. Make sure to keep your scheduler active while you are accepting appointments.

Manage your schedulers

Click the three-dot menu (⋮) on any scheduler card to access additional actions:

View booking page — Opens the public booking page in a new tab so you can see exactly what clients experience.
Edit — Reopens the sidebar panel (titled Edit Schedule) with all settings pre-filled. Make your changes and click Save changes.
Edit Theme — Opens a full-page theme editor where you customize fonts, colors, buttons, and layout for this scheduler's booking page.
Duplicate — Creates a copy of the scheduler (with "(copy)" appended to the name) pre-filled in a new creation panel. Theme and display settings carry over.
Delete — Permanently removes the scheduler after a confirmation prompt.
Turn Off / Turn On — Toggles the scheduler between active and inactive. Inactive schedulers are hidden from clients.

You can also use checkboxes on scheduler cards to select multiple schedulers and perform bulk actions — delete, activate, or deactivate — from a selection bar at the bottom of the page.

Check your availability overview

To see your combined availability across all active schedulers, click Availability overview in the Scheduling page header. This opens a monthly calendar view showing every available time slot. Use the navigation arrows to move between months or click Today to jump to the current month.

Tips for event vendors

Name your schedulers clearly — "30-Min Discovery Call" or "Venue Tour Booking" helps clients choose the right one when you share multiple links.
Set buffer time between meetings to avoid back-to-back appointments and give yourself time to prepare notes or travel between locations.
Use custom booking questions to gather event details before the call — event date, venue, estimated guest count — so you arrive prepared.
Keep your minimum notice period realistic. A 4-hour default works for virtual calls, but in-person meetings may need 24–48 hours.
Embed the scheduler on your website for a seamless client experience — the widget loads inside your page without redirecting visitors away.
Schedulers integrate with Wedy Pro automations. When a client books through your scheduler, you can trigger automated follow-up emails, task creation, or other workflow actions.

Frequently asked questions

Can clients reschedule or cancel their own appointments?

Yes. If you have Allow rescheduling and Allow cancellation enabled in your scheduler's Booking settings (both are on by default), clients can reschedule or cancel directly from their confirmation page or email. You can turn either option off if you prefer to handle changes manually.

What happens if I reach the 10-scheduler limit?

A notification appears letting you know you have reached the maximum number of schedulers. To create a new one, delete or deactivate unused schedulers to free up a slot.