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How Fillout Scheduling Works

Fillout Scheduling forms let people book available slots on your calendar while ensuring the time works for you. The forms show a calendar, meeting details, and organizer info by default.
Scheduling form with event details, a time zone dropdown, a calendar and available time slots
Respondents can select their timezone to view slots in local time.
Fillout will prompt for their name and email. After clicking Schedule event, respondents will receive an email containing the details and a reschedule link. Events are automatically added to Google and Outlook calendars.
Your information step with Name and Email fields and the Schedule event button

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Time zones in email notifications

  • For invitees: Invitation emails show the date and time in the invitee’s time zone, in both the subject and body
  • For hosts: Booking notification emails show the invitee’s time zone, not the host’s. Cancellation and reschedule emails show the time in the host’s calendar time zone

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How to set up

1

Create a scheduling form

Click Scheduling under Fillout in the left sidebar of your dashboard. Then, click + New scheduling form.
Scheduling under Fillout in the left sidebar, and the New scheduling form button
2

Connect your calendar

If you haven’t connected a calendar yet, you’ll be asked to connect your Google Calendar or Microsoft Outlook account first.Once a calendar is connected, you can manage your calendars and availability anytime. Hover over Scheduling under Fillout in the left sidebar and click the settings icon .
Settings icon next to Scheduling under Fillout in the sidebar, with the Manage availability and calendars tooltip
In the popup, go to Connected Calendars to add another Google or Outlook calendar.
Connected Calendars in Scheduling Settings, with the Connect calendar button
Fillout Scheduling syncs availability across all connected calendars.
3

Choose a meeting type

Choose your preferred meeting type.
Choose a meeting type dialog with One-on-one, Group meeting, Collective meeting, and Round robin
4

Configure event details

Add your meeting details, and optionally + Add meeting location to include a physical location, phone number, or a Google Meet or Zoom link for the meeting.
Scheduling form editor with Event settings on the left and the booking page preview
On the left-hand panel, you can also customize the following:
  • Availability - choose a calendar, set your working hours (the default is 9 AM–5 PM, Monday to Friday, but you can adjust them to any time), add a minimum notice period, set buffer times, and limit bookings per day
  • Notifications - send a customizable automated email reminder
  • Advanced - customize Google Calendar event details, time increments, and share link
5

Customize the style

Go to Theme to edit your form’s design. You can even change your avatar to your logo to match your brand and edit the button label.
6

Publish and share

Publish your form and share the link or embed it anywhere.A booking made in Preview is a real booking. It adds the meeting to the host’s calendar, sends the invitee a calendar invite and runs your workflows. Cancel test meetings afterwards.

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Add a calendar to a standard Fillout form

Fillout’s core form editor also includes an option to add a Scheduling page to any form. Open an existing form, and click + Add page at the bottom, then Scheduling.
Choose a page type menu above the Add page button, with Scheduling at the bottom of the list
You’ll get the same functionalities as in standalone Fillout Scheduling forms, inside your multi-page form with your other existing Fillout form questions. Or, if you already use Calendly or Cal.com, you can select them and add your existing scheduling calendar to Fillout.

Event types

Select the event type that best fits your agenda.

Set your availability

Specify your available hours and buffer times through forms.

Style scheduling form

Tweak your form’s design, link, and avatar to match your brand.