# Availability
Source: https://help.novacal.io/availability
Create and manage availability profiles with different timezones and schedules for your event types.
## Availability Profiles
You can create multiple availability profiles, each with its own timezone and weekly schedule. This allows you to have different availability rules for different event types (e.g. "Business Hours", "Weekend Support", "Summer Schedule").
Each availability profile includes:
* **Name** — A descriptive name for easy identification
* **Timezone** — The timezone for this availability schedule
* **Weekly Schedule** — Working days and time slots that repeat every week
* **Event Type Assignment** — One or more event types assigned to use this availability
## Managing Profiles
### Create New
Click **Create New** on the Availability page to add a new profile. You'll be prompted to enter a name. The new schedule defaults to Monday–Friday, 9:00 AM–5:00 PM in your current timezone.
### Rename
Open the menu (•••) next to your availability and select **Rename** to update the profile name.
### Duplicate
Select **Duplicate** to create a copy of an existing profile — including its timezone and weekly schedule. The copy is named automatically (e.g. "Working Hours (Copy)"). The duplicate is not set as default.
### Set as Default
Select **Set as Default** to make a profile the default. Only one profile can be default at a time. The default is used as a fallback when event types are reassigned.
### Delete
Select **Delete** to remove a profile. You cannot delete a profile if it's the only one you have. When deleted, any event types using it are automatically reassigned to your default profile.
## Weekly Schedule
### Working Days
Toggle days on or off to control which days of the week you're available. By default Monday through Friday are enabled.
### Time Slots
Each active day can have one or more time slots:
* Click **+** to add another time slot to a day
* Click **−** to remove a time slot (the first slot on each day is always kept)
* Slots cannot overlap — you'll see an error if they do
* End time must be after start time
Times follow 5-minute increments. The latest allowed end time is 23:30.
### Timezone
Each availability profile has its own timezone. All times are stored in that timezone. You can change the timezone from the dropdown at the top of the profile.
## Date Overrides
For specific dates — holidays, out-of-office days, or special hours — you can override the default weekly schedule.
### Add an Override
Click **Override availability** in the Date Overrides section. Select one or more dates from the calendar, then either:
* **Mark as unavailable** — Blocks the entire day. No bookings can be made.
* **Set custom hours** — Define specific time slots for that date, independent of the weekly schedule.
Dates with existing overrides and past dates cannot be selected.
### Edit an Override
Click the edit icon on any override to adjust its time slots. The date itself cannot be changed after creation.
### Delete an Override
Click the trash icon on any override to remove it. The day will revert to the standard weekly schedule.
## Connecting to Event Types
Each event type is assigned to exactly one availability profile. The profile determines when that event type can be booked.
You can see how many event types are using a profile directly on the availability card. When you delete a profile, its event types are automatically moved to your default profile.
Changes to an availability profile apply to all event types using it immediately.
# Calendar
Source: https://help.novacal.io/calendar
View and manage all your scheduled events with an interactive calendar interface that provides complete visibility into your booking schedule with day, week, and month views.
The calendar provides a comprehensive view of all your scheduled events, giving you complete visibility into your booking schedule. You can switch between day, week, and month views to find the layout that works best for your workflow and planning needs. The calendar interface makes it easy to manage your events - click on any event to view its full details including client information and booking specifics, drag and drop events to reschedule them to different time slots, or cancel events directly when plans change. This centralized view helps you stay organized and ensures you never miss an important meeting or appointment.
# Availability
Source: https://help.novacal.io/event-type/availability
View the availability assigned to this event type, see overridden dates, and select a different availability profile.
## Viewing Availability
This page displays the availability profile currently assigned to this event type. You can see the weekly schedule, and all custom availability overrides for specific dates.
## Selecting Availability
You can select a different availability profile from your existing profiles. Each profile can have its own timezone and schedule, allowing you to assign different availability rules to different event types.
# Basic
Source: https://help.novacal.io/event-type/basic
Configure the basic settings for your event type including name, description, duration, theme color, and location options.
## Event Information
**Name**: Set a clear, descriptive name for your event type that bookers will see on the booking page.
**Description**: Add detailed information that will appear on the booking page to help bookers understand what to expect from your event.
**Custom URL**: Create a personalized booking page URL that's easy to share and remember.
## Event Configuration
**Duration**: Set how long your event will last in minutes.
**Theme Color**: Choose a color that will be used in your calendar and booked events page for easier visual navigation and organization.
## Location Options
You can add one or multiple location options for your event:
* **Single Location**: If you add only one location, it will be used automatically for all bookings
* **Multiple Locations**: If you add multiple locations, bookers will be able to select their preferred option during the booking process
### Available Location Types
**Video Conferencing Apps**: Integrate with Zoom, Google Meet, or other video conferencing platforms. Meeting links are generated automatically.
**Custom Location**: Add specific addresses, room numbers, or custom location details.
**Offline**: For in-person meetings or events without a specific digital location.
All location details are automatically included in booking confirmations and
calendar events.
# Booking Form
Source: https://help.novacal.io/event-type/booking-form
Create custom form questions to gather specific information from clients during the booking process.
#### Choose from various field types including:
**Text** - for short text responses
**Textarea** - for longer text responses
**Select** - dropdown menus with predefined options
**Checkbox** - for yes/no or multiple choice questions
**Radio** - for single choice from multiple options
**Phone** - for phone number input with validation
**Email** - for email addresses with validation
# Event Type
Source: https://help.novacal.io/event-type/index
Create and customize event types in Novacal to define how clients book appointments with you. Configure duration, availability windows, locations, booking questions, notifications, pricing, and other settings for different meeting types.
Event types define how others can book time with you. Each event type has its own settings including duration, location, notifications and other customizable options. When a client books an event type, Novacal uses these settings to create the booking automatically.
You can create multiple event types for different purposes—for example, a 15-minute check-in, a 30-minute consultation, or group meeting. Each event type can be customized with its own name, description, and rules, so clients know exactly what they're booking.
## How to create an Event Type
To create an event type, go to the [Event Types](https://app.novacal.io) page, click the **Create New** button in the top-right corner, and then choose between two options:
**One-on-One Event Type**: For individual meetings, consultations, or appointments where each booking is for a single person.
**Group Event Type**: For workshops, webinars, or events where multiple people can attend the same session.
After creating an event type, you'll be redirected to the event type settings page where you can configure all the details including booking questions, notifications, location, and more.
You won't be able to change the event type (one-on-one or group) later, so
choose carefully during the initial setup.
![Novacal onboarding process overview]()
# Limits
Source: https://help.novacal.io/event-type/limits
Configure scheduling limits to optimize your availability and ensure smooth meeting management.
## Buffer Times
Set buffer times to create breathing room around your meetings:
**Buffer Time Before Event** - The amount of free time you need before each scheduled event (0-120 minutes)
**Buffer Time After Event** - The amount of free time you need after each scheduled event (0-120 minutes)
## Scheduling Notice
Control how much advance notice is required for bookings:
**Minimum Notice** - How much time should be added before the event starts (0-120 minutes, hours, or days)
**Time Slot Interval** - How much time should be between each time slot (5, 10, 15, 20, 30, 45, or 60 minutes)
## Booking Frequency Limits
Control how many bookings can be made for this event type within specific time periods:
**Daily Limits** - Set maximum bookings per day (1-120)
**Weekly Limits** - Set maximum bookings per week (1-120)
**Monthly Limits** - Set maximum bookings per month (1-120)
You can combine multiple limit types (e.g., max 5 per day AND max 20 per month) to create comprehensive booking controls.
## Booking Changes
Control whether invitees can modify their bookings after scheduling.
**Allow rescheduling** - Lets invitees reschedule this event type. You can optionally require a minimum notice period before rescheduling is allowed (e.g., at least 24 hours in advance).
**Allow cancellation** - Lets invitees cancel this event type. You can optionally require a minimum notice period before cancellation is allowed.
Hosts can always reschedule and cancel events regardless of these settings. Signed links for host actions are included in booking confirmation emails and in the dashboard.
# Notifications
Source: https://help.novacal.io/event-type/notifications
Manage email notification preferences and customize notification content for your event types.
## Email Notification Management
Novacal provides a comprehensive email notification system that puts you in control of your communication preferences. You can customize subject and content and other settings, and decide which notifications you want to receive and turn off any that you don't need.
## Our notification system includes:
**Reminder notifications** - by default sent 60 minutes before each event
**Confirmation notifications** - sent when bookings are confirmed
**Cancellation notifications** - sent when events are cancelled
**Update notifications** - sent when events are rescheduled or modified
## Customization
To customize, click on desired notification type and there you can edit settings with dynamic variables.
Customize your notification preferences in your event type settings to ensure you stay informed about the events that matter most to you.
![Novacal customize notifications]()
## Notification Variables
Customize your notifications using a variety of dynamic variables. These variables can be utilized to personalize both the subject and content of your notifications. Below is a breakdown of the available variables and how you can use them:
* `EVENT_DURATION`: Event duration (e.g., 30m, 1h 30m)
* **Scope**: Subject, Content
* **Usable**: Before, On Create, On Update, On Cancel
* `EVENT_DATE`: The date when the event will take place
* **Scope**: Subject, Content
* **Usable**: Before, On Create, On Update, On Cancel
* `EVENT_START_TIME`: Time when the event begins
* **Scope**: Subject, Content
* **Usable**: Before, On Create, On Update, On Cancel
* `EVENT_END_TIME`: Time when the event ends
* **Scope**: Subject, Content
* **Usable**: Before, On Create, On Update, On Cancel
* `ATTENDEES_LIST`: Formatted list of all event participants
* **Scope**: Content
* **Usable**: Before, On Create, On Update, On Cancel
* `LOCATION`: Physical or virtual meeting location details
* **Scope**: Content
* **Usable**: Before, On Create, On Update, On Cancel
* `FORM_ANSWERS`: All answers provided in the booking form
* **Scope**: Content
* **Usable**: Before, On Create, On Update, On Cancel
* `PREVIOUS_EVENT_DATE`: Original date before the event was rescheduled
* **Scope**: Subject, Content
* **Usable**: On Update
* `PREVIOUS_EVENT_START_TIME`: Original start time before the event was rescheduled
* **Scope**: Subject, Content
* **Usable**: On Update
* `PREVIOUS_EVENT_END_TIME`: Original end time before the event was rescheduled
* **Scope**: Subject, Content
* **Usable**: On Update
* `CANCELLATION_REASON`: Explanation provided for why the event was canceled
* **Scope**: Content
* **Usable**: On Cancel
Utilizing these variables allows you to tailor your notifications, ensuring that they are informative and relevant to both you and the event participants.
## Notification Settings
### Reminders
* Users can set the number of minutes before an event when reminder notifications should be sent. The default setting is 60 minutes before the event starts.
### Created Notifications
* When an event is created, users have the option to include or exclude iCal attachments in the notifications. By default, iCal attachments are included.
* Additionally, users can decide whether to include or exclude reschedule and cancellation links in these notifications. These links are included by default.
### Update Notifications
* Similarly, for notifications sent when an event is updated, users can include or exclude iCal attachments. By default, these attachments are included.
* Users can also choose to include or exclude reschedule and cancellation links in update notifications. By default, these are included as well.
These settings provide flexibility in how notifications are managed, allowing users to customize their communication preferences effectively.
# Preferences
Source: https://help.novacal.io/event-type/preferences
Customize your event type preferences including calendar display names, colors, visibility settings, and confirmation redirects.
## Event Name Customization
You can customize the event name that appears in your calendar. This name will be used in three key places:
* **Internal calendar view** - How the event appears in your Novacal dashboard
* **Event listing page** - The display name in your events list
* **Connected calendars** - How the event appears in Google Calendar, Outlook, and other connected calendar services
### Dynamic Variables
To make your event names more personalized and informative, you can use these dynamic variables:
* `EVENT_TYPE_NAME` - The name of the event type
* `HOST_NAME` - The name of the person who is hosting the event
* `BOOKER_NAME` - The name of the person who booked the event
* `EVENT_DURATION` - Event duration (e.g., 30m, 1h 30m)
**Example:** Using `Meeting with BOOKER_NAME - EVENT_TYPE_NAME` would display as "Meeting with John Smith - 30-minute consultation" in your calendar.
### Default Naming Template
The default naming template for new events is `{{EVENT_DURATION}} meeting: {{HOST_NAME}} and {{BOOKER_NAME}}`. This name format helps provide clarity by showing the duration, the host, and the participant.
If you decide to customize the event name, your changes will replace this default format, allowing for a personalized presentation of your event types in all integrations and views.
## Event Type Color
You can set a custom color for each event type. This color will appear in:
* **Calendar view** - Helps you quickly identify different types of events at a glance
* **Events listing page** - Color-coded events for easy navigation and organization
Choose colors that help you distinguish between different event types and maintain a consistent visual system across your scheduling platform.
## Privacy Settings
### Hide from Profile Page
You can make an event type **secret** by hiding it from your public profile page. When hidden:
* The event type won't appear on your public booking page
* Only you can access and use this event type
* Useful for internal meetings, personal appointments, or event types you're not ready to make public yet
This gives you complete control over which event types are visible to potential bookers while keeping your internal scheduling organized.
## Confirmation Redirect
You can also redirect attendees to a custom page after they finish booking.
### Redirect to Custom URL After Booking
Enable the redirect option in the **Preferences** tab if you want attendees to land somewhere other than the default Novacal confirmation screen.
This is useful for:
* **Thank-you pages** - Send attendees to a branded confirmation page on your website
* **Onboarding flows** - Guide new leads to the next step right after booking
* **Instructions pages** - Share prep materials, forms, or post-booking details
### Redirect URL
Enter the full URL you want attendees to visit after booking, for example:
`https://your-website.com/thank-you`
If redirect is enabled, make sure the URL is valid and publicly accessible.
# Events
Source: https://help.novacal.io/events
View and manage all your scheduled events in one place. The Events page provides a comprehensive view of your booking history, upcoming appointments, and cancelled events.
**Upcoming Events** - View all scheduled events that are yet to occur
**Past Events** - Review completed events and booking history
**Canceled Events** - See events that were canceled or rescheduled
# Introduction
Source: https://help.novacal.io/index
Welcome to the Novacal Help Center. Learn how to set up your account, integrate calendars, and manage meeting scheduling efficiently with our comprehensive guides.
This Help Center provides clear, structured guidance to help you get the most out of Novacal. Here you’ll find everything from setting up your account and integrating your calendar to detailed explanations of scheduling features, booking links, and customization options.
New to Novacal? Start with the [Quick Start Guide](/quick-start). Already familiar with the basics? Use the navigation to explore advanced topics, troubleshooting steps, and answers to common questions.
Our goal is to help you manage your meetings efficiently and with confidence. If you need assistance at any time, email [support@novacal.io](mailto:support@novacal.io) and our team will be happy to help.
You can also follow us on [LinkedIn](https://www.linkedin.com/company/novacal-io) and [X](https://x.com/novacalio) for product updates, tips, and release notes.
Set up your account, integrate your calendar, and create your first booking
links with our comprehensive quick start guide.
# Apple Calendar
Source: https://help.novacal.io/integrations/apple-calendar
Integrating your Apple Calendars with Novacal allows you to sync your existing calendar events and avoid double bookings. Follow the steps below to connect or disconnect your Apple Calendar accounts.
## How to connect your Apple Calendar
1. Navigate to the [Apps & Integrations](https://app.novacal.io/integrations) page and go to [Apple Calendar](https://app.novacal.io/integrations/apple-calendar)
2. Click the **Connect** button, enter your `Apple ID` and `App-Specific Password`, then click **Submit**
3. When connected, your calendars will be automatically selected for booking conflicts. And if it's the first calendar integration, it will be used as default for auto add events to primary calendar. To connect an additional calendar, click **Add Another** and follow the connection steps again
## How to automatically add booked events to connected calendar
1. Navigate to [Calendar Settings](https://app.novacal.io/settings/calendar) or go to [Apple Calendar integration](https://app.novacal.io/integrations/apple-calendar) page
2. Make sure the switch is turned **on** for **Auto add events** for your default calendar
3. Select the desired calendar where you want to auto add events from the dropdown menu
## How to customize event name in your calendar
You can customize how events appear in your connected calendar for each event type separately.
1. Go to [Event Types](https://app.novacal.io) page and select the event type you want to customize
2. Navigate to the **Preferences** tab
3. In the calendar event name field, you can write a custom name. The default format is: `{{EVENT_DURATION}} meeting: {{HOST_NAME}} and {{BOOKER_NAME}}`
**Available variables:**
* `EVENT_TYPE_NAME` - The name of the event type
* `HOST_NAME` - The name of the person who is hosting the event
* `BOOKER_NAME` - The name of the person who booked the event
* `EVENT_DURATION` - Event duration (e.g., 30 minutes, 1 hour)
## How to remove connected Apple Calendar account
1. Navigate to [Calendar Settings](https://app.novacal.io/settings/calendar) or go to [Apple Calendar integration](https://app.novacal.io/integrations/apple-calendar) page
2. Find your connected Apple Calendar account and click the **Disconnect** button
# Google Calendar
Source: https://help.novacal.io/integrations/google-calendar
Integrating your Google Calendars with Novacal lets you automatically add new events to your connected calendar, sync existing events, and prevent double bookings. Follow the steps below to connect or disconnect your Google Calendar accounts.
## How to connect your Google Calendar account
1. Navigate to the [Apps & Integrations](https://app.novacal.io/integrations) page and go to [Google Calendar](https://app.novacal.io/integrations/google-calendar)
2. Click the **Connect** button and you will be redirected to the Google OAuth screen. Log in with your `Google account`, grant the requested permissions and you will automatically integrate your Google Calendar
3. When connected, your calendars will be automatically selected for booking conflicts. And if it's the first calendar integration, it will be used as default for auto add events to primary calendar. To connect an additional calendar, click **Add Another** and follow the connection steps again
## How to automatically add booked events to connected calendar
1. Navigate to [Calendar Settings](https://app.novacal.io/settings/calendar) or go to [Google Calendar integration](https://app.novacal.io/integrations/google-calendar) page
2. Make sure the switch is turned **on** for **Auto add events** for your default calendar
3. Select the desired calendar where you want to auto add events from the dropdown menu
## How to customize event name in your calendar
You can customize how events appear in your connected calendar for each event type separately.
1. Go to [Event Types](https://app.novacal.io) page and select the event type you want to customize
2. Navigate to the **Preferences** tab
3. In the calendar event name field, you can write a custom name. The default format is: `{{EVENT_DURATION}} meeting: {{HOST_NAME}} and {{BOOKER_NAME}}`
**Available variables:**
* `EVENT_TYPE_NAME` - The name of the event type
* `HOST_NAME` - The name of the person who is hosting the event
* `BOOKER_NAME` - The name of the person who booked the event
* `EVENT_DURATION` - Event duration (e.g., 30 minutes, 1 hour)
## How to remove connected Google Calendar account
1. Navigate to [Calendar Settings](https://app.novacal.io/settings/calendar) or go to [Google Calendar integration](https://app.novacal.io/integrations/google-calendar) page
2. Find your connected Google Calendar account and click the **Disconnect** button
# Google Meet
Source: https://help.novacal.io/integrations/google-meet
Connect your Google Meet account with Novacal to enable automatic video conference link generation for booked meetings. Once linked, Google Meet links will be included in calendar invites whenever someone books a meeting for that event type.
Before setting up Google Meet, you must first integrate your Google Calendar.
If you haven't done this yet, please set up Google Calendar integration first.
## How to connect Google Meet
1. Navigate to the [Apps & Integrations](https://app.novacal.io/integrations) page and go to [Google Meet](https://app.novacal.io/integrations/google-meet)
2. Click the **Connect** button. Since you already have Google Calendar connected, no additional permissions are needed
3. That's it! You can now link Google Meet to your event types in their settings to automatically generate meeting links for bookings
## How to remove connected Google Meet account
1. Navigate to [Apps & Integrations](https://app.novacal.io/integrations) page and then go to [Google Meet](https://app.novacal.io/integrations/google-meet)
2. Click the **Disconnect** button
# HubSpot
Source: https://help.novacal.io/integrations/hubspot
Connect HubSpot with Novacal to sync booked contacts from your enabled event types into HubSpot.
## How to connect your HubSpot account
1. Navigate to the [Apps & Integrations](https://app.novacal.io/integrations) page and go to [HubSpot](https://app.novacal.io/integrations/hubspot)
2. Click the **Connect** button and complete the HubSpot authorization flow
3. After the connection is complete, Novacal will be ready to sync contacts from the event types you enable for HubSpot
## How to choose which event types sync to HubSpot
You can control HubSpot syncing per event type in two places:
### From the HubSpot integration page
1. Navigate to [HubSpot](https://app.novacal.io/integrations/hubspot)
2. In the **Sync Event Types** section, turn the switch **on** for each event type you want to sync
3. Turn the switch **off** for any event type you want to exclude from HubSpot syncing
### From the event type editor
1. Go to the [Event Types](https://app.novacal.io) page and open the event type you want to manage
2. Navigate to the **Apps** tab
3. Find **HubSpot** and use the switch to enable or disable syncing for that event type
## What gets synced
When HubSpot is connected and enabled for an event type, Novacal syncs booked contacts into HubSpot by:
* Matching an existing HubSpot contact by email when possible
* Creating the contact when it does not already exist
## How to disconnect HubSpot
1. Navigate to [Apps & Integrations](https://app.novacal.io/integrations) page and then go to [HubSpot](https://app.novacal.io/integrations/hubspot)
2. Click the **Disconnect** button
# Microsoft Teams
Source: https://help.novacal.io/integrations/microsoft-teams
Connect Microsoft Teams with Novacal to automatically generate Teams meeting links for booked meetings.
## What the Microsoft Teams integration does
When Microsoft Teams is connected, Novacal can automatically create a dedicated Teams meeting for a booking and attach the join link to that event.
This integration works independently from Outlook Calendar. You can connect Teams on its own, or use it alongside Outlook Calendar if you also want calendar syncing and conflict checking.
## How to connect Microsoft Teams
1. Navigate to the [Apps & Integrations](https://app.novacal.io/integrations) page and open [Microsoft Teams](https://app.novacal.io/integrations/microsoft-teams)
2. Click the **Connect** button
3. Sign in with your Microsoft account and approve the requested permissions
4. After the connection is complete, Microsoft Teams will appear in your connected video conferencing apps
## How to use Microsoft Teams for bookings
1. Go to [Event Types](https://app.novacal.io/event-types) and open the event type you want to edit
2. In the **Basic** tab, choose **Microsoft Teams** as the location
3. Save the event type
4. When someone books that event type, Novacal will create a Teams meeting and include the join link with the booking
## How Microsoft Teams works with Outlook Calendar
You do **not** need Outlook Calendar to use Microsoft Teams in Novacal.
If you also connect [Outlook Calendar](https://help.novacal.io/integrations/outlook-calendar), the two integrations work side by side:
* **Microsoft Teams** creates the meeting link
* **Outlook Calendar** can still be used for calendar sync, conflict detection, and automatic event creation
## How to set Microsoft Teams as your default video conferencing app
1. Go to [Video Conferencing Settings](https://app.novacal.io/settings/video-conferencing)
2. Choose **Microsoft Teams** as the default app
3. New event types will use Teams as the default location unless you change them manually
## How to disconnect Microsoft Teams
1. Navigate to [Apps & Integrations](https://app.novacal.io/integrations) and open [Microsoft Teams](https://app.novacal.io/integrations/microsoft-teams)
2. Click the **Disconnect** button
## Troubleshooting
### Teams links are not being created
* Confirm that Microsoft Teams is still connected in **Apps & Integrations**
* Open the event type and make sure **Microsoft Teams** is selected as the location
* Reconnect the integration if your Microsoft session has expired or permissions were revoked
### I also want the booking to appear in my Microsoft calendar
Connect [Outlook Calendar](https://help.novacal.io/integrations/outlook-calendar) separately and enable automatic calendar event creation in [Calendar Settings](https://app.novacal.io/settings/calendar).
# Outlook Calendar
Source: https://help.novacal.io/integrations/outlook-calendar
Integrating your Outlook Calendars with Novacal allows you to sync your existing calendar events and avoid double bookings. Follow the steps below to connect or disconnect your Outlook Calendar accounts.
## How to connect your Outlook Calendar account
1. Navigate to the [Apps & Integrations](https://app.novacal.io/integrations) page and go to [Outlook Calendar](https://app.novacal.io/integrations/outlook-calendar)
2. Click the **Connect** button and you will be redirected to the Outlook login page. Log in with your `Outlook credentials` and you will automatically integrate your Outlook Calendar
3. When connected, your calendars will be automatically selected for booking conflicts. And if it's the first calendar integration, it will be used as default for auto add events to primary calendar. To connect an additional calendar, click **Add Another** and follow the connection steps again
## How to automatically add booked events to connected calendar
1. Navigate to [Outlook Settings](https://app.novacal.io/settings/calendar) or go to [Outlook Calendar integration](https://app.novacal.io/integrations/outlook-calendar) page
2. Make sure the switch is turned **on** for **Auto add events** for your default calendar
3. Select the desired calendar where you want to auto add events from the dropdown menu
## How to customize event name in your calendar
You can customize how events appear in your connected calendar for each event type separately.
1. Go to [Event Types](https://app.novacal.io) page and select the event type you want to customize
2. Navigate to the **Preferences** tab
3. In the calendar event name field, you can write a custom name. The default format is: `{{EVENT_DURATION}} meeting: {{HOST_NAME}} and {{BOOKER_NAME}}`
**Available variables:**
* `EVENT_TYPE_NAME` - The name of the event type
* `HOST_NAME` - The name of the person who is hosting the event
* `BOOKER_NAME` - The name of the person who booked the event
* `EVENT_DURATION` - Event duration (e.g., 30 minutes, 1 hour)
## How to remove connected Outlook Calendar account
1. Navigate to [Outlook Settings](https://app.novacal.io/settings/calendar) or go to [Outlook Calendar integration](https://app.novacal.io/integrations/outlook-calendar) page
2. Find your connected Outlook Calendar account and click the **Disconnect** button
# Zapier
Source: https://help.novacal.io/integrations/zapier
Connect Novacal with Zapier to automate your workflow and integrate with 5000+ apps. Automatically create events, send notifications, and sync data when bookings are made.
## What is Zapier?
Zapier is an automation platform that connects Novacal with thousands of other apps and services. When someone books, cancel or reschedule an event through Novacal, Zapier can automatically trigger actions in other apps like sending emails, creating tasks, updating spreadsheets, and more.
## How to connect Novacal with Zapier
1. Navigate to the [Apps & Integrations](https://app.novacal.io/integrations) page and go to [Zapier](https://app.novacal.io/integrations/zapier)
2. Click the **Connect** button to authorize Novacal with your Zapier account
3. You'll be redirected to Zapier to complete the authorization process
4. Once connected, you can create Zaps (automated workflows) using Novacal as a trigger
## How to disconnect Zapier
1. Navigate to [Apps & Integrations](https://app.novacal.io/integrations) page
2. Go to the [Zapier integration](https://app.novacal.io/integrations/zapier) page
3. Click the **Disconnect** button to revoke Zapier access
4. Note: This will disable all active Zaps connected to your Novacal account
# Zoho Calendar
Source: https://help.novacal.io/integrations/zoho-calendar
Integrating your Zoho Calendars with Novacal lets you automatically add new events to your connected calendar, sync existing events, and prevent double bookings. Follow the steps below to connect or disconnect your Zoho Calendar accounts.
## How to connect your Zoho Calendar account
1. Navigate to the [Apps & Integrations](https://app.novacal.io/integrations) page and go to [Zoho Calendar](https://app.novacal.io/integrations/zoho-calendar)
2. Click the **Connect** button and you will be redirected to the Zoho OAuth screen. Log in with your `Zoho account`, grant the requested permissions and you will automatically integrate your Zoho Calendar
3. When connected, your calendars will be automatically selected for booking conflicts. And if it's the first calendar integration, it will be used as default for auto add events to primary calendar. To connect an additional calendar, click **Add Another** and follow the connection steps again
## How to automatically add booked events to connected calendar
1. Navigate to [Calendar Settings](https://app.novacal.io/settings/calendar) or go to [Zoho Calendar integration](https://app.novacal.io/integrations/zoho-calendar) page
2. Make sure the switch is turned **on** for **Auto add events** for your default calendar
3. Select the desired calendar where you want to auto add events from the dropdown menu
## How to customize event name in your calendar
You can customize how events appear in your connected calendar for each event type separately.
1. Go to [Event Types](https://app.novacal.io) page and select the event type you want to customize
2. Navigate to the **Preferences** tab
3. In the calendar event name field, you can write a custom name. The default format is: `{{EVENT_DURATION}} meeting: {{HOST_NAME}} and {{BOOKER_NAME}}`
**Available variables:**
* `EVENT_TYPE_NAME` - The name of the event type
* `HOST_NAME` - The name of the person who is hosting the event
* `BOOKER_NAME` - The name of the person who booked the event
* `EVENT_DURATION` - Event duration (e.g., 30 minutes, 1 hour)
## How to remove connected Zoho Calendar account
1. Navigate to [Calendar Settings](https://app.novacal.io/settings/calendar) or go to [Zoho Calendar integration](https://app.novacal.io/integrations/zoho-calendar) page
2. Find your connected Zoho Calendar account and click the **Disconnect** button
# Zoom
Source: https://help.novacal.io/integrations/zoom
Connect your Zoom account with Novacal to enable automatic video conference link generation for booked meetings.
## How to connect your Zoom account
1. Navigate to the [Apps & Integrations](https://app.novacal.io/integrations) page and go to [Zoom](https://app.novacal.io/integrations/zoom)
2. Click the **Connect** button and you will be redirected to the Zoom login page. Log in with your `Zoom credentials` and grant Novacal the necessary permissions.
3. Confirm **Connection**.
## How to remove connected Zoom account
1. Navigate to [Apps & Integrations](https://app.novacal.io/integrations) page and then go to [Zoom](https://app.novacal.io/integrations/zoom)
2. Click the **Disconnect** button
# Meeting Polls
Source: https://help.novacal.io/meeting-polls
Propose several times, let invitees vote for the ones that work for them, then book the winning time and send calendar invitations to everyone.
Meeting polls help you find a time that works for a group. Instead of sending a booking link where the first person picks a slot, you propose several times, share one public link, and let everyone vote for the times they can make. When you see a clear winner, you book it — and Novacal creates the event, adds it to your calendar, and emails invitations to the participants you selected.
Use meeting polls for team syncs, client workshops, interviews with multiple panelists, or any meeting where several people need to agree on a time.
## How meeting polls work
1. **Create a poll** – Give it a name, duration, and optional location.
2. **Propose times** – Pick time options from your real availability (or add custom times).
3. **Share the link** – Send the public poll URL to everyone you want to invite.
4. **Collect votes** – Invitees enter their name and email and select every time that works for them.
5. **Book the meeting** – Choose the winning time, select who to invite, and Novacal books it.
A poll is **Active** while it's collecting votes, becomes **Scheduled** once you book a time, and can be **Canceled**.
## How to create a meeting poll
1. Go to the [Dashboard](https://app.novacal.io) and click **Meeting Polls** in the sidebar.
2. Click **Create Poll**.
3. Fill in the poll details:
* **Name** – What the meeting is about (e.g. "Q3 planning session"). This becomes the event name once booked.
* **Description** – Optional context shown to invitees on the public poll page.
* **Duration** – How long the meeting will be: 15, 30, 45, 60, 90, or 120 minutes.
* **Location** – Optional. See [Location](#location) below.
* **Show votes to participants** – See [Showing votes](#showing-votes) below.
4. Add your **time options** (see below).
5. Click **Create poll**.
### Time options
The time options are the times invitees vote on. Pick a date in the calendar and Novacal shows the times you're actually free, based on your [availability](/availability) and existing events — the same availability that powers your event types. Click a time to add it as an option, click it again to remove it.
Need a time outside your normal availability? Click **Add custom time**, enter the time, and click **Add**.
Time options can't overlap each other, and they must be in the future. If you
change the poll's duration later, the existing options keep their start times
and their end times shift to match the new duration.
Add as many options as you like across as many days as you like. Fewer, well-spread options usually get cleaner results than a long list.
### Location
Choose where the meeting will happen. This is optional — leave it as **No location** if you'll decide later.
* **In person** – A physical meeting.
* **Phone call** – Enter the phone number that will be called.
* **Custom** – Enter any details you like (a meeting link, an address, instructions).
* **Video conferencing** – Zoom, Google Meet, or Microsoft Teams.
Video conferencing options only appear if you've connected that app. Connect
Zoom, Google Meet, or Microsoft Teams under [Apps &
Integrations](/integrations/zoom) first, and they'll show up in the location
list.
When you book the meeting, the conferencing link is generated automatically and included in the invitations.
### Showing votes
**Show votes to participants** controls what invitees see on the public poll page.
* **Off** (default) – Invitees only see the time options. They can't see who voted or how many votes each time has.
* **On** – Invitees see the vote count and the names of the people who voted for each time. This builds consensus faster, because people can see where the group is converging.
You can change this setting at any time while the poll is active.
## Sharing the poll
Every poll has a public link (e.g. `novacal.io/p/xwllccjegf`). Share it with anyone you want to invite — they don't need a Novacal account.
From the **Meeting Polls** list, click the copy icon on any poll to copy its public link. From inside a poll, use the copy icon in the header to copy the link, or the external-link icon to open the public page as your invitees see it.
## How invitees vote
On the public poll page an invitee:
1. Picks a date and selects every time option that works for them (they can select as many as they like).
2. Clicks **Next**, enters their **name** and **email**, and submits.
They then see a confirmation page listing the times they voted for. Voting again with the same email address replaces their previous votes, so anyone can change their mind by submitting again.
## Reviewing votes and booking the meeting
Open a poll from the **Meeting Polls** list to see the results. For each time option you'll see the vote count and the names of the voters, and the option with the most votes is marked **Most votes**.
To book the meeting:
1. Click **Book meeting** on the time you want.
2. Select the participants to invite — everyone who voted is selected by default. Uncheck anyone who shouldn't be invited.
3. Click **Book & send invitations**.
Novacal then:
* Creates the event at the selected time.
* Adds it to your calendar and generates the conferencing link if the poll has a video location.
* Emails a calendar invitation to you and to every participant you selected.
* Marks the poll as **Scheduled** and closes it to further voting.
The booked event appears in your [Events](/events) list, and the poll page links straight to it.
If the time you pick overlaps an existing event on your calendar, Novacal
still books it but warns you about the conflict. Check the time before
confirming.
## Editing and deleting a poll
You can edit a poll — its name, description, duration, location, vote visibility, and time options — for as long as it's **Active**. Open the poll and click the pencil icon in the header.
Once a poll is **Scheduled**, it can no longer be edited. Change the booked
meeting from your [Events](/events) list instead.
To delete a poll, click the trash icon on the poll card in the list, or in the poll's header. Deleting a poll deletes all of its votes and can't be undone. Deleting a poll after it's been booked doesn't cancel the booked event — cancel that from [Events](/events).
## Notifications
You get an email each time someone submits their votes, so you can watch the results come in without checking the dashboard. When you book the meeting, you and every selected participant receive a calendar invitation.
# Quickstart
Source: https://help.novacal.io/quick-start
This Quick Start Guide will help you set up Novacal and begin scheduling meetings in just a few steps. It is designed to give you a clear path from creating your account to sending your first booking link.
## Create account
Sign up for a Novacal account by providing your `email` address and creating a `password`, or using Google authentication.
## Onboarding process
Once your account is created, you'll go through a 5-step onboarding process to set up your scheduling preferences and connect your tools.
### Step 1: Set Up Personal Details
Enter your name and choose a username. Your username will form part of your public booking link (for example: novacal.io/username ), so select something that is clear and professional. You will also set your timezone, which ensures all scheduling is automatically adjusted for regional differences, and select your preferred time format (12-hour or 24-hour). The chosen format will be applied consistently across the platform.
![Novacal onboarding process overview]()
### Step 2: Availability
Define your schedule and main availability. These settings determine the time windows when others can book meetings with you. By setting your working hours, Novacal ensures that bookings are only offered during the periods you want to be available.
![Novacal onboarding process overview]()
### Step 3: Calendar connection
Connect your external calendars, including Google, Outlook, and Apple Calendar. You can specify which calendar Novacal should use to check for booking conflicts, ensuring meetings are never double-booked. You can also choose where new booked events should be automatically added, so your schedule always stays synchronized.
![Novacal onboarding process overview]()
### Step 4: Video Conferencing Apps
Link conferencing tools such as Google Meet, Microsoft Teams, or Zoom. Novacal will use your selected app as the default meeting location for new event types, though this can be changed later at any time.
Google Meet requires a connected Google Calendar with automatic event creation
enabled to generate meeting links.
![Novacal onboarding process overview]()
### Step 5: Profile details
Personalize your public booking page by uploading an avatar, writing a short “About” section, and adding social links. These details will be visible to anyone using your booking link, helping you create a professional and approachable presence.
![Novacal onboarding process overview]()
Once onboarding is complete, your account is fully configured. We will generate default event types based on your configuration so you can start scheduling meetings right away.
# Routing Forms
Source: https://help.novacal.io/routing-forms
Create routing forms to collect information from visitors and direct them to the right event type, team member, or custom destination based on their answers.
Routing forms let you gather information from visitors before they book. Based on their answers, you can automatically send them to the right event type, team member, external URL, or show a custom message. This is useful for sales teams, support desks, or anyone who needs to qualify leads or route bookings to different people or services.
Routing forms are available with the **Team plan**.
## How routing forms work
1. **Create a form** – Add a name and description for your routing form.
2. **Add fields** – Define the questions visitors will answer (e.g. "What type of meeting do you need?", "Which department?").
3. **Set up routing rules** – Create rules that match answers to destinations (e.g. if "Sales" → send to Sales event type; if "Support" → send to Support team member).
4. **Share the link** – Use your public routing form URL so visitors can fill it out and be directed to the right place.
When a visitor submits the form, Novacal evaluates the rules in order. The first matching rule determines where they go. If no rule matches, you can set a default destination or custom message.
## How to create a routing form
1. Go to the [Dashboard](https://app.novacal.io) and click **Routing** in the sidebar.
2. Click **Create New**.
3. Enter a **name** and optional **description** for your form.
4. Click **Create** – you'll be taken to the form editor.
After creating a form, configure it in three tabs:
* **Details** – Edit the name and description.
* **Fields** – Add and arrange the questions visitors will answer.
* **Workflows** – Define routing rules that send visitors to the right destination based on their answers.
## Public form URL
Each routing form has a unique public URL (e.g. `novacal.io/username/routing-form-id`). Share this link with visitors so they can fill out the form and be routed to the appropriate booking page or destination.
You can enable or disable a routing form at any time using the toggle on the form card. When disabled, the public URL will no longer accept submissions.
## Form fields
Form fields are the questions visitors answer when they use your routing form. The answers are used by your routing rules to determine where each visitor is sent.
### How to add fields
1. Open your routing form and go to the **Fields** tab.
2. Click **Add Field**.
3. Choose a **field type**, enter a **label**, and configure any options.
4. Click **Save** to add the field.
You can reorder fields by dragging them. The order affects how they appear on the public form and how you reference them in routing rules.
### Field types
**Text** – Short, single-line text input. Use for names, short answers, or free-form text.
**Textarea** – Multi-line text input for longer responses like descriptions or notes.
**Select** – Dropdown menu with predefined options. Add options one per line. Use when you want visitors to pick from a fixed list (e.g. "Sales", "Support", "General inquiry").
**Checkbox** – Single checkbox for yes/no or agreement questions. Or multiple checkboxes for multi-select when combined with options.
**Radio** – Single choice from multiple options. Similar to Select but displayed as radio buttons. Use when you want all options visible at once.
**Phone** – Phone number input with validation.
**Email** – Email address input with validation.
For **Select**, **Checkbox**, and **Radio** fields, you must add at least one
option. Enter each option on its own line in the options editor.
### Field configuration
* **Label** – The question or prompt shown to visitors.
* **Placeholder** – Optional hint text inside the input (for text, textarea, email, phone).
* **Required** – When enabled, visitors must answer before submitting. Required fields are marked with an asterisk (\*).
* **Identifier** – A unique internal ID for the field. Used when building routing rules. Auto-generated but can be edited.
## Routing rules
Routing rules determine where visitors go after they submit your form. Each rule has conditions (based on field answers) and a destination. Novacal evaluates rules in order and uses the first matching rule. If no rule matches, you can define a default destination or custom message.
### How to add a routing rule
1. Open your routing form and go to the **Workflows** tab.
2. Click **Add Rule**.
3. Add one or more **conditions** – select a field, choose a condition (equals, not equals, contains, etc.), and enter the value to match.
4. Choose a **destination type** and select or enter the destination.
5. Click **Save** to add the rule.
Rules are evaluated top to bottom. The first rule whose conditions all match is used. Order matters: put more specific rules above broader ones.
### Condition types
* **Equals** – The answer exactly matches the value (case-insensitive for text).
* **Not equals** – The answer does not match the value.
* **Contains** – The answer includes the value (for text).
* **Greater than** – The answer is greater than the value (for numbers).
* **Less than** – The answer is less than the value (for numbers).
For **Select** and **Radio** fields, use **Equals** or **Not equals** with the
exact option text. For **Checkbox**, the value is typically "true" or "false"
depending on whether it's checked.
### Destination types
**Event Type** – Send the visitor to a specific event type booking page (yours or a team member's). They'll land on the calendar to pick a time.
**User** – Send the visitor to a team member's profile page. Useful when you want them to choose from that person's event types.
**Custom URL** – Redirect to any external URL (e.g. a different booking system, a form, or a website).
**Custom Message** – Show a message instead of redirecting. Use for "We'll get back to you" or when no routing option applies. You can also use this as a default fallback with no conditions.
### Multiple conditions
A rule can have multiple conditions. **All** conditions must match for the rule to apply. For example: "Department equals Sales" AND "Region equals Europe" → send to European Sales event type.
### Default rule
If no rule matches, you can add a default rule with no conditions (or a rule with destination type **Custom Message** and no conditions). This catches visitors whose answers don't match any specific rule and shows them a message or sends them to a generic destination.
Without a default rule, visitors whose answers don't match any rule may be
sent to the homepage. Add a default rule or custom message to handle these
cases.
# Calendar Settings
Source: https://help.novacal.io/settings/calendar
Manage connected calendars, set which calendars Novacal checks for conflicts, and enable automatic adding of bookings to your calendar.
In **Calendar Settings**, you can manage how Novacal works with your calendars:
* **View connected calendars**
See all calendars you’ve connected to Novacal.
* **Select calendars for conflict checks**
Choose which calendars should be checked for availability to avoid booking conflicts.
* **Auto-add events**
Decide if you want new bookings to be automatically added to a selected calendar.
# General
Source: https://help.novacal.io/settings/general
Manage your personal profile settings including personal details, timezone, password, public information, and other account preferences.
## Personal Details
* **Avatar**: Upload a profile picture that will be displayed across the platform
* **Username**: Your unique identifier used for login and public profile URLs
* **Email**: Your primary email address for account notifications and login
* **First and last name**: Your full name as it appears on your account
* **Timezone & Time Format**: Set your local timezone and preferred time display format
* **Start of Week**: Choose which day your calendar week begins
## About & Links
These details will be displayed on your public scheduling page for bookers to see.
* **About Section**: Write a description that bookers will see when scheduling with you
* **Social Links**: Add your website, social media profiles, and other relevant links
## Branding
Customize the visual appearance of your scheduling pages to match your brand identity.
* **Logo**: Upload your company logo to display in the top-left corner of your scheduling page.
* **Primary Color**: When `Custom primary color` is enabled, your scheduling page will use the selected color as its main theme color.
## Security
* **Password**: Update your account password for enhanced security
## Account Management
* **Account Deletion**: Permanently delete your profile and all associated data
These settings ensure the platform works exactly how you prefer while giving bookers the information they need to connect with you.
# Out of Office
Source: https://help.novacal.io/settings/out-of-office
Set out-of-office periods to block availability when you're away. Dates within these periods won't show bookable slots.
In **Out of Office**, you can define periods when you're unavailable (e.g. vacation, sick leave). Bookers won't see any available slots on those dates.
## How to set out of office
1. Open the **dropdown** at the top of the sidebar, then click **Out of office**.
2. Click **Add out of office**.
3. Enter a **title** (e.g. "Vacation" or "Sick leave").
4. Pick the **date range** (start and end date) in the calendar picker.
5. Click **Create**.
To change or remove a period, use the **⋮** menu on the row and choose **Edit** or **Delete**.
## How it works
* Dates that fall within any out-of-office period are **blocked**: no slots are offered on those days for your event types.
* This applies to your default availability and any custom overrides: out-of-office takes precedence and removes those days from bookable availability.
* You can have multiple overlapping or separate periods; any date inside at least one period is blocked.
Use **Out of Office** when you know in advance you won't be available, so bookers only see times when you're actually free.
# Video Conferencing
Source: https://help.novacal.io/settings/video-conferencing
Configure integrated video conferencing apps in Novacal.
In **Video Conferencing Settings**, you can manage how Novacal works with your conferencing apps:
* **View connected apps**
See all video conferencing apps you’ve connected to Novacal, such as Zoom, Google Meet, and Microsoft Teams.
* **Select default app**
Choose one app to be used as the default. The default app will be automatically attached as the location when new event types are created.
# Teams
Source: https://help.novacal.io/teams
Teams help your organization manage shared scheduling, team booking pages, members, roles, and collective events.
## Organizations and Teams
In Novacal, every team belongs to an **organization**. The organization is the shared workspace for your company, department, or group. It controls the public subdomain, and teams and users are created inside it.
* An organization can have **unlimited teams**.
* Each organization has a public subdomain, such as `acme.novacal.io`.
* Each team gets a public booking link under the organization subdomain, such as `acme.novacal.io/sales`.
* Each organization member also gets a personal booking link under the same subdomain, such as `acme.novacal.io/alex`.
* Each team has its own name, URL, members, settings, profile, and event types.
This keeps all public scheduling links grouped under the same organization while still letting every team and user have a dedicated booking page.
## Public Booking Links
Your organization subdomain is the root for team and user links.
| Page type | Example |
| ---------------------- | ----------------------- |
| Organization subdomain | `acme.novacal.io` |
| Team booking page | `acme.novacal.io/sales` |
| User booking page | `acme.novacal.io/alex` |
Use team links when visitors should book with a department, group, or shared event type. Use user links when visitors should book directly with a specific person.
## Creating a Team
To create a team, go to the **Teams** section in your dashboard and click **Create Team**:
1. **Team setup**: Enter the team name and URL. The URL becomes the team's public path under your organization subdomain, such as `acme.novacal.io/sales`.
2. **Team profile**: Add a logo and about section to personalize the public booking page.
3. **Invite members**: Invite organization members to join the team by entering their email addresses.
## Team Features
### Collective Events
Create collective event types where multiple team members can be booked together. When attendees book a collective event, they book with all selected hosts, and the system automatically finds availability that works for all hosts.
### Round Robin Events
Create round robin event types that distribute bookings across your team automatically. You add several hosts to the event type, but each booking is assigned to just **one** of them. This spreads the workload fairly — ideal for sales calls, support sessions, or intake meetings where any one of several people can take the meeting.
When an attendee books, they don't choose a host. Novacal offers a time if **any** host is free, then assigns the least-busy available host behind the scenes.
### Team Members & Roles
Novacal uses three role levels across organizations and teams:
* **Organization owner**: Manages the organization, including the organization subdomain, organization members, and teams.
* **Team admin**: Manages a specific team, including team settings, member management, and team event types.
* **Team member**: Belongs to a team and can participate in team scheduling and collective events, but cannot manage team settings or members.
### Team Settings
Team admins can manage team settings:
* **Name**: Update your team's display name
* **URL**: Customize the team's public booking page path within your organization, such as `/sales`
* **Logo**: Upload a team logo that appears on your public page
* **About**: Add a description of your team that appears on your public booking page
### Organization Settings
Your organization provides the shared structure for all teams:
* **Subdomain**: Used for your organization's public team and user booking pages
* **Teams**: Create and manage multiple teams under the same organization
* **Members**: Give every organization member a personal booking link under the organization subdomain
## Collective Events Configuration
### How to add participants to a collective event type?
To add participants to a collective event type:
1. In event type settings, select the team members who should be hosts
2. The system calculates availability based on the availability of all hosts
3. When attendees book the event, they book with all hosts
### How to connect a video conferencing app to a collective event type?
To add video conferencing to a collective event type:
1. The event organizer needs to connect their video conferencing account (Zoom or Google Meet)
2. In event type settings, select the video conferencing option in the Location field
3. The system will automatically use the organizer's connected account to create the meeting
4. All participants (hosts and attendees) will be automatically added to the video meeting
### How to add events to connected calendar?
To add collective events to your calendar:
1. The event organizer needs to connect their calendar account (Google, Outlook, Apple, or Zoho) in their personal settings
2. Enable "Auto-add events to calendar" in the organizer's calendar settings
3. Select a default calendar for automatic event creation
4. When a collective event is booked, it will be automatically added to the organizer's connected calendar
5. All participants (hosts and attendees) will be automatically included in the calendar event
## Round Robin Events Configuration
Round robin event types require a team — you can only create one if you're part of a team. Look for **Round Robin Event** in the **Create** menu on the Event Types page.
Round robin events are available with the **Team plan**.
### How to add hosts to a round robin event type
1. In event type settings, select the team members who should be hosts.
2. Availability is calculated as the **union** of all hosts — a time is offered whenever at least one host is free. This is the opposite of collective events, which only offer times when everyone is free.
3. When an attendee books, Novacal assigns the meeting to a single host. The attendee books with just that person; they don't pick who.
### How hosts are assigned
For each booking, Novacal looks at every host who is free at the chosen time and can fulfill the meeting's location, then assigns the one with the fewest bookings on that event type. This keeps the workload balanced over time.
* Only hosts who are **available** at the selected time are considered.
* If the event type uses a video conferencing location, only hosts who have that app connected are eligible.
* Ties go to the host who was booked longest ago, so bookings rotate evenly.
The assigned host becomes the organizer of that meeting and its only host. They receive the booking on their calendar and, if the event type uses video conferencing, the meeting is created with their connected account.
If no host is available at the selected time — or none of the available hosts
can fulfill the chosen location — the booking can't be completed and the
attendee is asked to pick another time.
### How to connect a video conferencing app to a round robin event type
1. Each host who should be assignable for video meetings needs to connect their own video conferencing account (Zoom or Google Meet).
2. In event type settings, select the video conferencing option in the Location field.
3. When a booking is assigned to a host, the meeting is created using **that host's** connected account.
4. Hosts who haven't connected the required app are skipped when assigning that booking.
## Managing Team Members
### Inviting Members
Organization owners and team admins can invite new members by:
1. Navigating to the **Teams** section
2. Clicking **Invite Members** in the Quick Actions sidebar
3. Adding email addresses
4. Sending invitations
### Removing Members
Organization owners and team admins can remove members from a team at any time through the members list.
# Workflows
Source: https://help.novacal.io/workflows
Create automated notification workflows for your event types and send the right message before, after, or when meetings change.
Workflows let you create custom notification automations for one or more event types. You can decide when a notification should be sent, who should receive it, and what the message should say.
## Where to manage workflows
You can manage workflows in two places:
* **Workflows** in the main dashboard sidebar for a full list of all workflows
* **Event Type > Workflows** to see only the workflows assigned to a specific event type
## How workflows work
Each workflow has three parts:
1. **Event types** – choose which event types the workflow applies to
2. **Trigger** – choose when the workflow should run
3. **Actions** – add one or more email actions with recipient, subject, and content
You can keep a workflow active, disable it temporarily, or delete it when you no longer need it.
## Available triggers
* **When event is booked** – sends when a booking is created
* **Before event starts** – sends before the scheduled start time
* **After event ends** – sends after the scheduled end time
* **When event is updated** – sends when an event is rescheduled or updated
* **When event is cancelled** – sends when an event is cancelled
For **Before event starts** and **After event ends**, you can set the offset in minutes, hours, or days.
## Available recipients
* **Host** – sends to the assigned event host
* **Invitees** – sends to the booker and any guests on the booking
* **Host and invitees** – sends separate emails to both sides
## Workflow actions
Each workflow can include one or more email actions. For every action you can:
* choose the recipient
* customize the subject
* customize the email content
* enable calendar invitations
* include cancel and reschedule links when supported by the trigger
`Include cancel and reschedule links` is available for booking, reminder, and update workflows. It is not shown for cancelled or after-event workflows.
## Workflow variables
You can insert dynamic variables into the subject and content so every email is personalized with booking data.
### Shared variables
* `RECIPIENT` – the current email recipient name, or email if no name is available
* `HOST_FIRST_NAME` – first name of the assigned host
* `HOST_LAST_NAME` – last name of the assigned host
* `BOOKER` – name of the person who booked the event
* `EVENT_DURATION` – event duration
* `EVENT_DATE` – event date
* `EVENT_START_TIME` – event start time
* `EVENT_END_TIME` – event end time
### Content variables
* `ATTENDEES_LIST` – formatted list of all participants
* `LOCATION` – meeting location details
* `FORM_ANSWERS` – answers submitted in the booking form
### Trigger-specific variables
* `PREVIOUS_EVENT_DATE` – previous event date before an update
* `PREVIOUS_EVENT_START_TIME` – previous start time before an update
* `PREVIOUS_EVENT_END_TIME` – previous end time before an update
* `CANCELLATION_REASON` – cancellation reason, when available
Some variables are only available for specific triggers. For example, previous event time variables are only available in **When event is updated** workflows.