📍Booking Links How-to Guide

Introduction

Motion’s Booking Links make scheduling effortless by letting others book time with you based on your availability. With custom URLs, meeting preferences, one-time links, and built-in buffer times, you stay in control of your calendar while eliminating back-and-forth emails.

At a glance

• Create a booking link for anytime you have an external meeting.

• Share or embed your booking link in your message to external attendees.

• Change your base URL to personalize your booking link.

• Update default availability messages so invitees know when you’re free.

• Set meeting preferences like Zoom, phone, or in-person.

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Create a booking link

How to create a booking link

If you regularly schedule similar types of meetings, reusable booking link templates save time and ensure consistency. Unlike one-time links, these templates stay active until you turn them off or delete them.

1. Open the Booking Links menu

   1. In your calendar view, click the “Booking links” button in the top right corner.

   2. Select “Create new booking link.”

2. Name your link

   1. Add a descriptive name that helps you identify the meeting type (e.g., “Client Discovery Call” or “Weekly 1:1”).

   2. This name is only visible to you in Motion — your invitees will see the event title you configure later.

3. Configure availability

   1. Schedule: Choose which hours this link should pull from (e.g., your default Work Hours or a Custom schedule).

   2. Date range: Decide how far into the future people can book (from 1 day up to 1 year).

   3. Start Date: Optionally delay availability until a specific day (e.g., “Tomorrow”).

4. Set Attendance Requirements

   1. Choose which calendars Motion should check when deciding if you’re available for bookings (your own, or include a teammate’s for joint calls).

   2. These are the only calendars Motion will consider when showing free times on your booking link.

   3. Be sure to select all calendars that affect your availability — for example, your work, personal, and side-hustle calendars. Even if you don’t want them added as guests, Motion needs to see them to prevent double-booking.

   4. You can also add a teammate’s calendar if you want a shared booking link (like a 2:1 meeting). When you do, Motion will prompt you to also add them as a guest so they’re included in the invite.

5. Add Buffer Time

   1. Prevent back-to-back meetings by adding buffer minutes before or after each booking (e.g., 15 min).

   2. Optionally, create a time-block event following the meeting as visual padding.

6. Limit Daily Bookings

   1. Prevent overload by capping how many meetings can be booked per day for this link (e.g., max 3/day).

7. Customize your Event Details

   1. Event Name: What attendees see (e.g., “Team Check-In”).

   2. Duration: Set a fixed length (e.g., 30 min) or offer multiple options.

   3. Location: Add Google Meet, Zoom, or physical address.

   4. Host Info: Set the calendar and host name for event creation.

   5. Guests (optional): Automatically include additional people in every booking.

8. Customize Booking Link & Engagement

   1. Link URL: Tailor the tail end (e.g., yourname/meet).

   2. Reminder Emails: Reduce no-shows by sending automated reminders before the meeting.

   3. Invitee Questions: Collect info upfront (e.g., phone number, agenda) via customizable fields.

9. Save your template

   1. Click Create template in the top right.

   2. Your reusable booking link is now active — copy and share it with clients, teammates, or embed it in your email signature.

💡 Pro tip: Use templates for recurring workflows (like interviews, client calls, or coaching sessions). Keep one-time links for ad hoc scheduling.

💡Pro Tip #2: Start simple—with working hours, duration, and buffer time—then adjust advanced settings like reminders or attendee checks as you see patterns emerge in real bookings.

Share or embed your booking link

How to Share or Embed Your Booking Link

Once your booking link is set up, you can share it in a few different ways. Motion gives you flexible options depending on whether you need a reusable link or something more controlled.

1. Copy the main link

   1. From the Booking Links menu (top right corner of Motion), click Copy link.

   2. Paste it into an email, Slack, or anywhere your invitees will see it.

   3. This link is reusable and stays active until you edit or delete it.

1. Use a One-time link

   1. Select Create one-time link.

   2. This generates a unique link that expires immediately after one use.

   3. Best for high-priority or private calls where you want total control.

1. Use a One-off link

   1. Next to any reusable link, click One-off link.

   2. This makes a temporary copy of that specific booking link — you can send it out without exposing your main reusable link.

   3. Unlike a one-time link, a one-off link can be used multiple times, but it won’t stay tied to your permanent booking template.

2. Embed in your email signature or website

   1. Add the booking link to your email signature (e.g., “Book time with me here”).

   2. If you run a website or client portal, embed it as a scheduling button for self-serve bookings

3. Manage and reuse

   1. All links (reusable, one-off, or one-time) appear in your Booking Links menu.

   2. You can copy them again, or edit settings later to adjust availability and details.

💡 Pro Tip: Use your general-purpose booking link for recurring meetings, and reserve One-time or One-off links for sensitive or short-term use. This keeps your calendar protected while staying flexible.

Change your base URL

How to change the base URL

One way to personalize your booking link is by changing the base URL.

Here’s how:

1. Navigate to the ‘Settings’ tab (⚙️).

2. Locate ‘Booking’ on the left sidebar and click on it.

3. Enter your preferred base URL.

4. Hit ‘Save.’

Note: Changing your base URL means that your previously copied template links will no longer work and have to be updated.

Change the default message availability

How to change the default message availability

You can customize the default message that appears when you create one-time links or one-off links in Motion. This ensures your availability notes are consistent and tailored to how you want to present them.

Steps

1. Go to Settings → Booking.

2. Under Default availability message, edit the message template to your liking.

3. On the right-hand side, you’ll see a live preview showing how the message will appear to invitees.

4. Click Save to apply your changes.

Where this updates

• The edited template applies whenever you create a one-time booking link.

• It also applies to one-off links from your Booking Links menu.

💡 Pro tip: Edit this message if you want to standardize your tone across all booking requests (e.g., formal vs. casual), or if you frequently want to include extra context such as “Please come prepared with…”

Set meeting preferences

How to set meeting preferences

Meeting preferences let you decide where and how the meeting will happen.

1. Open your Booking Links from Motion’s top-right menu.

2. Click the three dots (⋮) next to the booking link you want to edit.

3. Select Edit.

4. Scroll to the Location section.

5. Choose your preferred meeting type:

   1. Zoom or Google Meet/Microsoft Teams → Motion auto-generates a link.

   2. Phone call → Enter a number or let invitees provide theirs.

   3. In-person → Add a physical location or address.

👉 For a full breakdown of meeting preferences (duration, buffer times, guests, etc.), see the section How to Create a Booking Link above.