Schedulers in Trackler
Schedulers allow others to book appointments directly in your calendar. You control when you're available, how long an appointment lasts, how much time is needed between appointments, and more. In short: a scheduler is a booking page that follows your rules.
You’ll find Schedulers via Meetings → Schedulers in the side menu.
Scheduler Overview
In the overview, you can see all existing schedulers within your workspace. Each row shows:
User – The owner of the scheduler
Title – The name of the scheduler
Description – A short explanation of the purpose of the scheduler
At the top of the page, you'll find:
Create – Add a new scheduler
Search – Quickly find an existing scheduler
Display settings – Choose which columns to show (e.g. User, Title, Description) and how to sort them
Via the three-dot menu (⋯) for each scheduler, you can:
Edit – Open the scheduler settings
Delete – Permanently remove the scheduler (this action cannot be undone)
Scheduler Settings
When creating or editing a scheduler, you’ll see different sections in the left-hand menu:
General
Emoji – Choose an icon to visually identify the scheduler
Title – The scheduler’s name (visible to others)
Short Description – Shown in the scheduler overview
Long Description – A more detailed explanation of the scheduler’s purpose
Color Scheme – Pick a color to visually distinguish the scheduler
Event Description
Event Description – This description will appear in the calendar invite when someone books through the scheduler
Duration & Settings
Can schedule until – Set how far in advance appointments can be booked (e.g. up to 30 days, or indefinitely)
Appointment duration – Define how long appointments last (e.g. 30 minutes, 1 hour)
Start time increments – Control the time intervals between available start times (e.g. every 15 minutes)
Buffer Time
Buffer before event – Minimum time required before an appointment starts
Buffer after event – Time needed after an appointment ends
Minimum booking offset – The minimum time before a slot can be booked (e.g. 24 hours in advance)
Buffers help ensure enough time between meetings and prevent last-minute bookings.
Availability
Set your weekly availability by selecting the days and time slots when you are available
Toggle days on/off as needed
Add multiple time slots per day
Date Exceptions
Date exceptions allow you to temporarily override your regular availability. You can use this in two ways: by adding or removing availability on specific dates.
Positive Override – Add availability
The primary use is to adjust availability for a specific date.
For example: you're normally available all day on Wednesdays, but on Wednesday 11 January, you only want to allow bookings in the afternoon. You can override that specific day with a custom time range.
You can also use this to only allow bookings on certain days. In that case, set all regular availability to "not available" and add specific available dates through exceptions — for example, to only allow bookings on selected Mondays or Thursdays.
💡 Note: Date exceptions do not override your connected external calendar (e.g. Google or Microsoft).
That integration only affects your Trackler calendar availability. The scheduler looks only at what’s in your Trackler calendar.
Negative Override – Block a day
If you want to block a specific date even though you are normally available on that day, click the X icon next to the date.
This will mark that day as unavailable, regardless of your normal weekly availability.
Usage Tips
Create different schedulers for different types of appointments (e.g. intake, follow-up, coaching session)
Use emojis and colors to easily tell them apart
Add enough buffer time to give yourself breathing room between meetings
Use date exceptions to manage holidays and absences
Set a minimum booking offset to prevent last-minute bookings
Add booking questions to a scheduler
You can now add custom questions to a scheduler. Participants will answer these questions when booking an appointment — either through an internal or public scheduler. This allows you to collect relevant information up front.
When to use this
Use booking fields if you want to:
Gather information before the appointment is booked
Ask intake questions or preferences
Prepare better for a session based on context
Where to set this up
Go to Settings > Schedulers
Click on the scheduler you want to edit
In the left menu, select Booking fields
Add fields using the form builder
You can use the same field types as in regular forms, such as:
Short or long text fields
Multiple choice
Date pickers
File upload
Want to learn more about building forms? Read the article about designing forms
What happens with the answers?
Answers are shown on the appointment page
You can mark fields as required
Data can be saved in Track Metadata — toggle this per question