# One booking link across several client calendars

> A practical guide for freelancers, consultants and recruiters whose free time is spread across a personal calendar and several client calendars on Google and Microsoft. It explains why a booking page that sees one calendar double-books you, and how to set up a TrackHeros booking link that checks them all and writes each appointment into the right client's calendar.

Canonical: https://trackheros.com/blog/one-booking-link-across-client-calendars/  
Author: Sami Kanafani  
Updated: 2026-10-16

**In short:** To share one booking link across several client calendars, connect each Google and Microsoft account to TrackHeros, create a link that writes into the calendar the appointments belong in, and tick every other calendar as one to check for conflicts. People booking are offered only times free on all of them, and see nothing of what is on any calendar.

| Fact | Detail |
| --- | --- |
| Calendars checked per link | Any you have connected, Google and Microsoft mixed |
| Calendar written to per link | One, chosen by you |
| Permission on checked calendars | Read-only, busy or free |
| Permission on the written calendar | Write access, granted for that account |

If you work for several clients, your week is not in one calendar. It is in your own calendar, in a Google account Client A gave you, and in a Microsoft 365 account Client B gave you, and none of them can see the others. This guide shows how to share one booking link that checks all of them, and writes each appointment into the right client's calendar. It uses TrackHeros booking links, on Google Calendar and Microsoft Outlook, and it is for freelancers, consultants and recruiters with a calendar per client.

## Why does a booking link double-book people who work for several clients?

Because it can only avoid the meetings it can see. A booking page reads the calendars of the account it is connected to, and offers every hour that looks empty there. The meetings in your other accounts are invisible to it, so it offers those hours too.

Most people who hit this try one of three workarounds, and each fails somewhere:

- **Subscribe each client calendar into one account.** Many client accounts do not allow sharing outside their organisation, subscriptions update slowly, and you have just copied one client's meeting titles into another account.
- **Block time by hand.** Every new meeting in one calendar needs a matching block in the others. It works until the first week you forget.
- **Use one booking page per account.** Each one is still blind to the others, so the double-booking moves rather than goes away.

What you need is something that already holds every account, reads them all for busy time, and writes into one of them. That is what a TrackHeros booking link does, because connecting [every Google and Microsoft calendar you hold](/features/multi-account/) to one account is what TrackHeros was built around.

## What does the setup look like for a recruiter?

Take a recruiter who runs technical interviews for Client C. They have three calendars:

| Calendar | Provider         | What is on it                   |
| -------- | ---------------- | ------------------------------- |
| Personal | Google           | The dentist, school pick-ups    |
| Client B | Microsoft 365    | Client B's standups and reviews |
| Client C | Google Workspace | Client C's interviews and syncs |

The interviews belong in Client C's calendar: that is where Client C's hiring panel looks, and where the notes should end up. But a candidate must never be offered the hour of Client B's standup or the dentist.

So the link writes into Client C's calendar and checks all three. A candidate opening it sees only the times that are free in every one, books, and the interview appears in Client C's calendar with a Google Meet link and the candidate invited. Nothing about Client B or the dentist ever reaches the page.

## How do I set it up?

In five steps, most of which you do once.

1. **Connect each account.** Connect Client C's and Client B's accounts under their clients, and your own calendar under Settings. Each connects read-only, as it always has.
2. **Set your booking page.** Under Bookings, choose your handle — the `your-name` in `app.trackheros.com/book/your-name` — and the name candidates see.
3. **Check your hours.** Your first availability schedule is nine to five on weekdays in your time zone. Change the hours, add a second range for afternoons, or block the days you are away.
4. **Create the link.** Name it, set the length, and choose Client C's calendar as the one appointments go in. The first time, press "Grant write access" and approve it on Google's screen; connecting stays read-only until then. Then tick your personal calendar and Client B's as calendars to check for conflicts.
5. **Set the rules and share it.** Add a buffer after each interview, a minimum notice of a day, a daily limit, and any questions you want answered. Copy the address and send it.

The [booking links feature page](/features/booking-links/) lists every setting a link has.

## Which calendar should the appointment go into?

The one whose client the meeting belongs to. That choice decides more than where the event appears.

In TrackHeros every calendar belongs to one client, so a booked video call is filed under the client of the calendar it went into: its recording, transcript and notes sit in that client's workspace and nowhere else. Write Client C's interviews into Client C's calendar and they are Client C's. Write them into your personal calendar and they land in your private "No client" space, visible only to you, and the notetaker only joins them if the link says it always should.

It also decides where the event lives: in the account Client C gave you, beside the rest of your Client C work, rather than in a personal account the client has never heard of.

## Will a client ever see another client's meetings?

No. The booking page shows open times and nothing else. It does not show titles, attendees, busy blocks, or which calendars were checked, and TrackHeros reads only whether each time is busy. Even you see each client's calendar only in its own account and in that client's view inside TrackHeros.

The event written into Client C's calendar carries only the candidate's booking: their name, e-mail, the answers to your questions, and a link for them to change the booking. Nothing from the other calendars is copied into it.

## What should I watch out for?

A few behaviours are worth knowing before the first booking:

- **Only each account's main calendar is checked.** If a client puts your meetings on a secondary or shared calendar in their account, a booking link cannot see them. Ask for invitations on the main calendar.
- **Events marked free do not block time.** An all-day "Working from Lisbon" event marked free will not stop bookings; one marked busy will block the whole day.
- **Teams links need a work or school calendar.** A personal Outlook.com calendar cannot create Teams meetings for apps, so choose Google Meet, a meeting room link of your own, or a work calendar for that link.
- **Make changes through TrackHeros.** Reschedule with "Ask to reschedule" or let the candidate move it from their confirmation e-mail, rather than dragging the event in Google Calendar, so the booking and the calendar never disagree.
- **A calendar that cannot be read stops the page.** If one calendar needs reconnecting, the page offers no times and you are alerted, rather than offering times that might clash.

## What happens after someone books?

They get a calendar invitation from Client C's calendar and a confirmation e-mail with a link to reschedule or cancel. You get an e-mail with their answers, and the booking appears under Bookings in TrackHeros, labelled with its client.

If the interview is on Google Meet or Microsoft Teams, it also becomes a meeting in TrackHeros. The notetaker joins it according to the link's setting, and the notes can be written with the Interview profile — candidate, role, strengths, concerns, and the panel's recommendation in its own words — as described on the [page for interviewers](/for/interviewers/). One link took the candidate from an e-mail to a recorded, summarised interview in the right client's workspace, without anyone copying a time between calendars.

For the Google and Outlook mix specifically, see [can one booking link check a Google and an Outlook calendar at once](/answers/booking-link-google-and-outlook-calendars/). For how your own calendar and client calendars live side by side in general, see [your personal calendar next to client calendars](/blog/personal-calendar-and-client-calendars/).

## Frequently asked

**Do my clients need to share their calendars with me for this to work?**

No. You connect the accounts you already sign in to — the client-issued Google or Microsoft account each client gave you — and TrackHeros reads them on your behalf. Nobody has to share or subscribe to anybody else's calendar.

**Can I have one link per client?**

Yes. Each link chooses its own destination calendar, so a link for Client A's discovery calls can write into Client A's calendar and a link for Client B's interviews into Client B's, while both check every calendar you hold for conflicts.

**What happens if a client's calendar disconnects?**

A link that checks that calendar offers no times until it is reconnected, and you get an alert naming the link. It does not quietly carry on offering times worked out from the calendars it can still read, because those are the times that double-book you.

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