Booking links that check every calendar you hold

TrackHeros booking links give you a page where clients, candidates and anyone else can book a time with you. Your free time is worked out across every Google and Microsoft calendar you choose, whichever client each one belongs to, and the appointment is written into the one calendar you pick, with a Google Meet or Microsoft Teams link. It is for freelancers, consultants and recruiters who hold a separate calendar per client and are tired of being double-booked across them. TrackHeros is an AI meeting notetaker that connects every Google and Microsoft calendar you hold, detects the language of each meeting on its own, and keeps every client's notes in a sealed workspace of its own; booking links are the scheduling side of the same calendars.

What is a booking link in TrackHeros?

A booking link is a page you share — app.trackheros.com/book/your-name/interview, for example — where someone picks one of your open times and books it. TrackHeros then creates the appointment in your calendar, invites them, and sends both of you a confirmation.

You can have several links, each for one kind of appointment: a 45-minute technical interview, a 20-minute intro call, an hour of paid consulting. Each link has its own length, hours, location, questions and rules. Your links also sit together on one page of your own, app.trackheros.com/book/your-name, unless you mark a link as secret, in which case only people with its address can reach it.

Which calendars does it check before offering a time?

Every calendar you tick for the link. That can be your own calendar, Client A's calendar and Client B's calendar together, Google and Microsoft mixed, because they are all connected to one TrackHeros account already.

Take a recruiter who runs interviews for Client C. The interviews belong in Client C's calendar, but Client C's calendar knows nothing about the dentist in their personal calendar or the standup in Client B's. Their link writes into Client C's calendar and checks all three for conflicts, so a candidate is only ever offered a time that is free everywhere.

Is checked	Is not checked
Each ticked account's main calendar	Secondary, shared and subscribed calendars
Events marked busy, tentative or out of office	Events marked free, or "working elsewhere" in Outlook
The calendar the appointment goes into, always	Calendars you have not connected to TrackHeros
Your other bookings on every link, with their own buffers	iCloud or other CalDAV calendars

The calendar the appointment goes into is checked whether you tick it or not; booking into a calendar without looking at it is the one conflict nobody forgives.

Where does the booked appointment go?

Into the one calendar you choose for the link, as an ordinary event. The person who booked is a guest on it, the description carries their answers and a link to change the booking, and it shows up in that account's Google Calendar or Outlook like any other meeting.

Because the calendar belongs to a client in TrackHeros, the appointment does too. A booked video call appears in TrackHeros under that client, on the unified calendar and in the client's own list, and its notes are filed there. Booking into your personal calendar instead files it in your private "No client" space, which only you can see. So a link for Client C's interviews should write into Client C's calendar, not yours.

What does the person booking see?

Open times and nothing else. The page shows the link's name, its length, where it takes place, your name and any description you wrote, then a month view with the days that have times. It never shows a busy block, a meeting title, an attendee or which calendars were checked.

Times are shown in the visitor's own time zone, detected from their browser and switchable on the page. For an in-person appointment you can lock the page to your time zone instead, so nobody books a 9:00 that means 9:00 somewhere else. The page itself is in English, French, Spanish or Arabic, whichever you set for the link.

Booking pages are kept out of search engines. A page is reached by its address, not found by searching your name.

What can I set on each link?

Most of what a scheduling page needs, and a few things only a notetaker can offer:

Setting	What it does
Name, colour, description	What the page and the calendar event say
Address	The last part of the link, e.g. /book/your-name/interview
Length	From 5 minutes to 12 hours
Location	Google Meet, Microsoft Teams, your own meeting room link, a phone call either way, in person, or ask them
Calendars	The one the appointment goes into, and any others to check for conflicts
Hours	One of your availability schedules, with weekly hours and date-specific changes
How far ahead	A rolling window of calendar or business days, two fixed dates, or open-ended
Buffers	Free time kept before and after each appointment
Minimum notice	Nothing is offered closer than this to now
Daily limit	At most this many bookings of the link on one day
Start times	How often a start is offered: every few minutes up to every four hours, or once per appointment length
Time zone display	The visitor's, or locked to yours
Questions	Short or long answers, phone, e-mail, number, link, dropdown, single or multiple choice; required or not
Guests	Whether they may add colleagues, and how many
After booking	A confirmation message, or a redirect to your own page with the booking details passed along
Invitation	A calendar invitation from your calendar, or a private event and an e-mail from TrackHeros instead
Reminders	E-mails a day before, an hour before, or 15 minutes before, to them and to you
Changes	Whether they may cancel or reschedule from their confirmation, and your cancellation policy
Event title	A pattern such as "{event_name} between {host_name} and {invitee_name}"
Notetaker	Follow your usual auto-join setting, always join, or never join

How do I set the hours I can be booked?

With availability schedules: weekly hours in a time zone, plus changes for particular dates. A schedule can have several ranges a day — nine to twelve and two to five — and a date can be blocked entirely or given other hours, which is how holidays and the odd late evening are handled.

Schedules are yours rather than a client's, because your working week is the same whichever client's calendar an appointment lands in. Your first one is created for you, nine to five on weekdays in your time zone; each link uses your default schedule unless you pick another. Daylight-saving changes are handled in the schedule's time zone, so nine o'clock stays nine o'clock all year.

What happens when someone books?

The time is held for them while TrackHeros checks your calendars once more, then the appointment is created. In order:

1. The slot is checked against the link's rules and your other bookings, and held, so two people cannot take the same time.
2. Every calendar on the link is read again for that time, in case something landed there since the page loaded.
3. The event is created in the chosen calendar, with a Google Meet or Teams link where you asked for one, and the person is invited.
4. Both of you get a confirmation e-mail. Theirs carries a link to reschedule or cancel.
5. Reminders go out at the times you chose, and the booking appears in TrackHeros under Bookings.

If someone else's booking or a new meeting took the time in the meantime, the person is told the time has gone and shown fresh ones; nothing is created. A Google Meet link occasionally takes Google a few seconds to make; when it does, the confirmation goes out at once and the link follows in a second e-mail.

Can the person who booked cancel or reschedule?

Yes, if you allow it on the link. The link in their confirmation e-mail opens their booking, where they can pick a new time from the same open slots or cancel with a note. A reschedule moves the same calendar event, so the meeting link stays the same.

You can cancel from TrackHeros too, with a note, and the event is removed from your calendar and the person is told. If you can no longer make a time, "Ask to reschedule" e-mails them a fresh link to choose another. Make changes through TrackHeros rather than by dragging the event in your calendar, so the booking and the calendar never disagree.

Does the notetaker join booked calls?

It can, and that is the part a scheduling page cannot do on its own. A booked Google Meet or Microsoft Teams call becomes a meeting in TrackHeros under its client, so the bot joins it, records it and writes the notes like any other meeting. A booked interview can be summarised with the Interview profile, set as the client's default or chosen with one click on the meeting.

Each link decides for itself: follow your usual auto-join setting, always send the notetaker, or never send it. Calls booked into your private "No client" space only get the bot when the link says always.

Which video links can it create?

Google Meet in a Google calendar, and Microsoft Teams in a Microsoft 365 work or school calendar. Each appointment gets a link of its own.

Personal Outlook.com calendars cannot create Teams meetings for apps, so for those the Teams option is greyed out with the reason, rather than producing an appointment without a link. Any calendar can use a meeting room link you paste, a phone number, an address, or ask the person where they would like to meet.

What permission does it need?

Permission to add events to the one calendar each link writes into, and nothing more on the others. Connecting a calendar to TrackHeros stays read-only; when you choose a calendar for a link, TrackHeros asks Google or Microsoft for write access to that account, and you approve it on their screen.

Google and Microsoft grant write access per account, not per event, so the approval covers that account's events. TrackHeros uses it to create, move and cancel the appointments it booked, and nothing else. The calendars you only check for conflicts are read for busy or free, the same read-only access they already had.

What happens if a calendar cannot be read?

The page offers no times until it can. If Google or Microsoft does not answer for one of the link's calendars, or a calendar needs reconnecting, a visitor sees that availability cannot be loaded right now, and you get an alert in TrackHeros saying which link and why.

That is deliberate. Times worked out from some of your calendars and not the others are times that double-book you. If the calendar a link writes into loses write access, the link pauses and the same alert names it. If that calendar is disconnected, the link stops taking bookings at once. Either way, choosing a calendar that works on the link's page brings it back.

Which plans include booking links?

Every plan, including Free; how many links each plan keeps live at once is on the pricing page.

To see how this fits a week split across several clients, read one booking link across several client calendars. How each calendar connects in the first place is in one AI notetaker for every Google and Microsoft calendar you hold.