Product · 8 min read
Online Scheduling and Booking, Built Into Your Business
Booking a meeting should be the easy part. A prospect picks a time, a customer reserves a slot, a colleague lands on your calendar — and the rest just happens. ThothOS scheduling is designed around that idea: a public booking page on the front, and your real business data on the back, with nothing to wire together in between.
Because scheduling lives inside the same platform as your tasks, customers, and team, a booking is never an island. It can become a task, link to a case, push to an external calendar, and notify everyone involved — automatically, the moment it is made.
This is a tour of how it works: how you define what people can book, how you control your availability, and what happens after someone hits confirm.
Event types: define what people can book
Everything starts with an event type — a reusable definition of a bookable meeting. A sales demo, a consultation, an onboarding call, a service appointment: each gets its own event type with its own rules, so the right meeting always carries the right setup.
Each event type controls its duration, its location, and the questions you ask before the meeting. Location can be in person, by phone, or a video link through Zoom, Google Meet, or Microsoft Teams. Custom booking questions — text, dropdowns, or checkboxes — let you collect exactly what you need up front, so you walk into every meeting prepared.
- Set duration from a quick fifteen minutes up to a couple of hours
- Choose the location: in person, phone, Zoom, Google Meet, or Microsoft Teams
- Add custom booking questions and mark the important ones required
- Auto-confirm bookings or hold them for manual approval
- Cap bookings per day and require a minimum advance notice
Availability that respects real life
A booking page is only as good as the availability behind it. ThothOS lets each person set a weekly schedule with multiple time slots per day, so a morning-only Tuesday and a full Thursday coexist without a workaround.
Timezones are handled for you. Visitors see open times converted to their own local clock, which removes the most common source of missed meetings. Date overrides cover the exceptions — holidays, travel, a one-off late start — without disturbing the normal week. And because availability checks against connected calendars, the slots people see are genuinely free.
- Weekly schedules with multiple slots per day
- Automatic timezone conversion for every visitor
- Date overrides for holidays, breaks, and special hours
- Conflict checks against connected calendar events
- A personal booking page with its own shareable link
Advanced rules for teams and recurring work
Real scheduling needs guardrails. Buffer time adds breathing room before and after each meeting so back-to-back calls never collide. Minimum and maximum notice windows keep last-minute bookings and far-future ones in check.
For teams that share a booking load, assignment can be distributed round-robin, randomly, or balanced by workload, so no one person absorbs every request. Recurring patterns — daily, weekly, monthly, or custom — handle standing meetings in a single flow, and group events let several people book the same session when you are running a workshop or briefing.
- Buffer time before and after events
- Minimum and maximum scheduling notice
- Round-robin, random, or load-balanced team assignment
- Recurring meetings: daily, weekly, monthly, or custom
- Group events with configurable minimum and maximum size
Video links and calendar sync, handled for you
When an event type uses video, ThothOS generates the meeting link as part of the booking — no copying and pasting, no separate step. You configure Zoom, Google Meet, or Microsoft Teams once, set defaults like waiting rooms or recording, and every future booking inherits them.
Calendar integration closes the loop. Connect Google Calendar, Outlook, or Apple Calendar and choose which calendars matter for availability. With Google and Outlook, bookings flow both ways — new meetings land on your primary calendar, conflicts are caught before they happen, and changes stay in sync on a schedule you control (Apple Calendar is connect-only).
- Automatic video links for Zoom, Google Meet, and Microsoft Teams
- Default meeting settings like waiting rooms and recording
- Two-way sync with Google and Outlook calendars (connect Apple Calendar)
- Primary and sub-calendar selection for conflict checks
- Configurable auto-sync so your calendar stays current
A booking page your customers will actually finish
The public booking experience is a clear four-step flow. Visitors pick the type of meeting, choose a date and time from the slots you have made available, enter their details and answers to your questions, and confirm. A confirmation email goes out automatically.
Every step reflects your real settings — availability, buffers, existing bookings, and required questions — so people only ever see times that genuinely work and only book once they have given you what you need. The result is fewer no-shows, fewer back-and-forth emails, and a page that feels like part of your brand rather than a bolt-on.
- A guided four-step booking wizard
- A calendar that shows only genuinely available slots
- Custom question collection before the meeting
- Automatic email confirmation on booking
- A personal booking page tied to each profile
Where bookings become work
This is the part standalone scheduling cannot reach. In ThothOS, a meeting has a full lifecycle — scheduled, confirmed, completed, cancelled — with reschedules and no-shows tracked along the way. You can confirm, reject, send reminders, and reschedule from one place, and every change keeps the attendee informed.
Because the booking already lives inside your business, it can link straight to a task or a case and push out to the right calendars. The meeting and the work that follows it stay connected, so nothing falls through the gap between "they booked" and "we handled it."
- Full meeting lifecycle with status tracking
- Reschedule, confirm, reject, and reminder actions
- No-show tracking for follow-up
- Link meetings directly to tasks and cases
- Multi-channel reminders by email, SMS, push, or in-app
See scheduling in action
Walk through event types, availability, and the public booking flow yourself. The demo is open — no signup, no setup, just the real product.
Try the Demo