Help Center

Shared Public Calendars

* Page referenced in this article: go to Settings → Calendars → Shared Public Calendars.

Shared Public Calendars let multiple team members share one public booking link. Instead of sending separate calendar links for each person, you can give prospects one booking URL and let LeadCenter handle availability and assignment automatically.

Shared calendars are useful when either:

• any available team member can take the meeting, or
• multiple team members need to attend the same meeting.

Overview

There are two types of shared public calendars:

• Round Robin — a 1-to-1 booking that rotates among team members based on availability and the person with the fewest meetings that week.
• Group — a team booking where all selected team members must be available at the same time.

Prospects book through one shared public URL, and LeadCenter determines who should host the meeting based on the shared calendar type.

Shared Public Calendars vs Individual Public Calendar Links

Booking Types

Round Robin

Round Robin calendars are designed for 1-to-1 meetings where any member of the team can take the appointment.

• Availability shown: LeadCenter shows times when at least one team member is available.
• Assignment logic: When a prospect selects a time, LeadCenter assigns the meeting to the available team member with the fewest appointments that week.
• Best for: Discovery calls, intake calls, lead qualification, and similar meetings where the next available teammate can host.

Group

Group calendars are designed for meetings where all selected team members must attend.

• Availability shown: LeadCenter only shows times when everyone on the shared calendar is free.
• Group Host: One team member is selected as the Group Host. Their meeting location, Zoom link, or meeting details are used for the appointment.
• Best for: Joint client meetings, decision-making meetings, and meetings where multiple internal attendees must be present.

How to Create a Shared Public Calendar

1. Go to Settings.
2. Open the Calendars tab.
3. Click Shared Calendars.
4. Click Create new shared public calendar.
5. Select the users you want included.
6. Choose the booking type: Round Robin or Group.
7. Complete the remaining settings.
8. Click Save.

Configuration Options

How the Public Booking Flow Works

1. The prospect visits the shared calendar booking URL.
2. LeadCenter shows available time slots based on the booking type.
3. The prospect selects a date and time.
4. The prospect fills in their contact information and answers any booking questions.
5. LeadCenter performs a final availability check before saving the appointment.
6. The appointment is created and the confirmation email is sent.
7. If a redirect URL is configured, the prospect is sent there after booking.

Round Robin booking behavior

After the prospect chooses a time, LeadCenter checks which team members are still available for that slot and assigns the meeting to the available user with the fewest appointments that week.

Group booking behavior

LeadCenter verifies that all selected team members are still free at that time. If they are, the appointment is created and all selected users are added as attendees.

URL Uniqueness

The shared calendar URL slug must be unique across all individual calendars and shared calendars. If the slug is already in use, you must choose a different one.

Important Notes

• Round Robin gives prospects more available booking times because only one member needs to be free.
• Group usually shows fewer times because every selected member must be available.
• For the most accurate availability, team members should connect their Google or Microsoft calendars.
• Each shared calendar can use its own confirmation email template, separate from individual user calendars.
• The redirect URL is useful if you want to send prospects to a custom thank-you page after booking.

Best Practices

• Use Round Robin for lead intake and sales conversations where any team member can host.
• Use Group when all internal attendees must be present.
• Keep team business hours updated so availability is accurate.
• Connect Google or Microsoft calendars for better real-time availability checks.
• Use buffer times to avoid back-to-back meetings.
• Set a minimum notice period if your team needs preparation time before meetings.
• Add booking questions if your team needs more information before the meeting.
• Use a redirect URL if you want to track conversions on your own thank-you page.

FAQs

How does Round Robin decide who gets the booking?

It assigns the meeting to the available team member with the fewest appointments that week.

What is the Group Host?

The Group Host is the team member whose meeting location or link is used for the appointment.

Can I use the same URL as another public calendar?

No. Shared calendar URLs must be unique across all calendars and shared calendars.

Can I use a different confirmation template for the shared calendar?

Yes. Shared public calendars have their own confirmation template setting.

Why does a Group calendar show fewer available slots?

Because all selected team members must be free at the same time.

Does LeadCenter check Google or Outlook availability too?

Yes, if the selected users have connected Google or Microsoft calendars.

Can I delete a shared public calendar?

Yes. Deleting it stops the public link from working, but existing appointments are not affected.

What are start time increments?

They control how often booking times appear, such as every 15, 30, or 60 minutes.

Need help? Contact support@leadcenter.ai.