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Include events in your availability by keywords

You can include times in your availability even if there is an existing event, by setting words to include or exclude. For example, you might make the event time for “task” to be available, but not “priority task”.

You can also configure to only include times with matching keywords in your availability.

This feature is not available on the Free plan.
To use this feature, please consider upgrading to a paid plan.

 

How to Configure

  1. Open the edit screen for the Template.
  2. In the Availability section, expand Inclusions and exclusions at the bottom of the page.
  3. In Include events with these words:, enter a keyword and press Enter. (Multiple keywords can be added.)
  4. Enable Include only events that match inclusion keywords in your availability.

  5. Review the available time slots in the calendar view on the right.
  6. Click Save to complete the setup.

 

Cases Where Events Configured as Available Time Are Not Offered as Candidates

Even if an event contains a keyword configured under inclusion keywords, the corresponding time slot will not be offered as a scheduling candidate in the following cases.

The Event Overlaps with Another Event

If the event you want to make available overlaps with another event, that time slot will not be offered as a scheduling candidate.

The Event Has Been Declined

The time slot will not be offered if the event response status is declined in Google Calendar and Outlook.

 

When Invitees Are Configured

When multiple participants are configured, a time slot becomes available if at least one participant has an event containing a configured keyword and all participants are otherwise available.

Example:

Suppose the organizer (orange) and an Invitee (pink) are configured, and the keyword "free" is specified under inclusion keywords.

A time slot will be offered as a scheduling candidate when:

  • Either the organizer or the Invitee has an event titled "free", and
  • No other participant has a conflicting event during that time.

These qualifying time slots are highlighted in the red boxes.

Even if one participant has an "free" event, the time slot will not be offered if any participant has another conflicting event during the same period.

 

Use Cases

Recruiting

Goal:

Offer only interview time slots where at least one interviewer is available.

Setup:
  1. Ask each interviewer to create calendar events titled "Interview" for the times they are available to conduct interviews.
  2. Add interviewers as participants using the OR condition (One available participant attends).
  3. Create a Template with "Interview" configured under inclusion keywords.
  4. Only time slots marked as "Interview" by interviewers will be offered as candidates.
  5. Send the Template link to candidates and have them select a time.

Google Calendar Only

Tip: Reduce the Effort Required from Interviewers

Create a poll-based scheduling event titled "Interview" and share the scheduling link with interviewers.

Interviewers can simply vote available for their preferred time slots. Once they do, an event titled "[Poll] Interview" is automatically added to their calendars.

When using this approach:

  • Set the interview duration and poll duration to the same length.
  • By default, Templates offer weekdays from 9:00 AM to 5:00 PM as candidate time slots. If evenings or weekends should be available, adjust the Days & Time Range settings.
  • Set the poll's Meeting Duration to be equal to or longer than the interview duration.

 

Sales

Goal:

Schedule customer meetings only during times when a manager is available to join.

Setup:
  1. Have the manager create calendar events titled "free" for the times they can attend customer meetings.
  2. Configure yourself as the organizer and the manager as an Invitee.
  3. Create a Template with "free" configured under inclusion keywords.
    Only time slots that satisfy both conditions below will be offered:
  • You are available.
  • The manager has an "free" event during that time.


    4.  Send the Template link to the customer and have them schedule a meeting.

 

Frequently Asked Questions

  • If Invitees Are Configured (AND Condition), Does Every Participant Need an Event Containing the Keyword?

    No. If any one of the configured participants has an event containing the configured keyword, that time slot can be offered as a scheduling candidate.
    However, if any participant has another conflicting event during that time, the slot will be excluded from the available candidates.

 

  • What Happens If Multiple Keywords Are Configured?


    When multiple keywords are configured, a time slot becomes available if the event contains any of the configured keywords.