Use case guide

bookme for Agencies and freelancers

Clients need to reach you, and you need to protect delivery time. bookme gives every kind of call its own link, length and rules.

6 setup lessonsWith screenshots and a video tourUpdated October 2026

What you will learn

  • Create an event type
  • Ask the right questions before the meeting
  • Set your hours and protect your week
  • Connect your calendar so you never double book
  • Share meetings across a team
  • Share your link where people already are

Who this is for

Design, development, marketing and creative agencies, plus freelancers and contractors who take discovery calls, reviews and check ins.

For an agency or freelancer, meetings are both the sales process and the delivery process. Pitches, scoping calls, kickoffs and reviews all happen on the same calendar, and too many of them break up the long stretches needed to actually do the work.

bookme lets you shape the calendar: different call types, different lengths and clear limits.

The scheduling problems in agencies and freelancers

Every client call starts with scheduling messages
Time spent finding slots is unbilled time. Self booking removes most of it.
Calls interrupt deep work
Without limits, meetings scatter across the week. Clients book whenever they like unless you tell them otherwise. Daily caps and buffers decide how many meetings fit into a day.
Different calls need different rules
A 15 minute intro, a 45 minute kickoff and a weekly check in should not share one setup. Separate events keep them from interfering.
Team calendars
Agencies need to offer the right person or let a client meet several people together. When several people can take a call, the client should not have to choose. A team event picks for them.

How bookme solves it

See bookme in action

This short tour shows the dashboard you will use in the steps below: your events, meetings and settings in one place.

A short animation touring the bookme dashboard.
A quick tour of the bookme dashboard.

Set it up step by step

1

Create an event type

Every call type needs its own length and rules.

An event type is a meeting you offer, such as a 30 minute intro call. The Create event wizard builds one in five steps and keeps nothing public until you publish.

  1. On the Events page click + Create. The wizard lists five steps: Type & name, Details, Availability, Questions and Review.
  2. Name the event and choose Just me or My team, then choose Free or Paid.
  3. In Details set the description, the duration and the location: Google Meet, Zoom, brandID Meet, Phone call or In person.
  4. In Availability choose a schedule, how much notice you need, how far ahead people can book, an optional cap on bookings per day and buffers before and after each booking.
  5. Click Publish event, then use Copy link on the Events page to get the event’s direct link.

For agencies and freelancers:

  • Create Intro, Kickoff and Review events.
  • Keep the intro short.
Step 1 of the Create event wizard with the event name field, the Just me and My team choice and the Free or Paid choice.
The Create event wizard, step 1.
The Events page listing event types with duration, location, price, a Copy link button and an eye preview icon.
The Events page after you publish.
Tip. Moving past step 1 saves a draft, and nothing is live until you publish, so you can practise safely.

Full guide: how to create an event type.

2

Ask the right questions before the meeting

Scope questions tell you whether to take the call.

A question form adds your own questions to the booking page, so you know what you need before the meeting. You build it once and reuse it on as many events as you like.

  1. Click Question Forms in the sidebar, then + New Form, and give the form a clear name.
  2. Add one row per question. Give each a label, choose a type (short text, long text, dropdown, radio or checkbox) and decide whether it is required.
  3. Keep it to three or four questions and put the most useful one first. Drag rows to change the order.
  4. Click Save, then assign the form to one or more event types, or pick it in the Questions step of an event.
  5. Read the answers in your calendar invite, your booking email, the invitee’s confirmation and the booking in Meetings under What they told you.

For agencies and freelancers:

  • Ask about project, timeline and budget range.
  • Attach the form only to the intro.
The New Pre-Meeting Question Form dialog with Form Name and a first field with a label and type.
Building a question form.
Tip. Name and email are always asked, so do not repeat them. Each extra question lowers the share of people who finish booking.

Full guide: how to ask the right questions before the meeting.

3

Set your hours and protect your week

Meetings should not break up deep work.

Your weekly hours decide which times invitees can book. You set them once in a schedule, and every event that uses that schedule follows it.

  1. Click Availability in the sidebar and press Edit on the Default schedule.
  2. Switch days on or off, set a start and end time, and add more than one time window to a day if you need a break in the middle.
  3. Use Copy to all to repeat one day’s hours on the others, and check the schedule’s time zone before you save.
  4. Click + New Schedule when some events need different hours, for example paid sessions only on certain days, then assign that schedule in the event’s Availability step.
  5. In each event, add a minimum notice, a limit on how far ahead people can book, a cap on bookings per day and buffers before and after.

For agencies and freelancers:

  • Set meeting days, a daily cap and buffers.
  • Keep delivery days free.
The Availability page with the Schedules and Date Overrides tabs and the Default schedule card.
The Availability page.
Tip. Open your booking page in a private window after any change to see exactly what an invitee sees.

Full guide: how to set your hours and protect your week.

4

Connect your calendar so you never double book

A connected calendar stops clashes with client work.

Connect your Google Calendar so bookme blocks the times you are already busy and adds every new booking to your calendar. It takes about a minute.

  1. Click Integrations in the sidebar and open the Calendars filter.
  2. Click Connect on the Google Calendar card, choose the account and approve access in Google.
  3. Your busy time starts blocking slots on your booking page, and new bookings are written to your calendar as they happen.
  4. Check the row’s status. If it says Needs reconnect, click Reconnect.

For agencies and freelancers:

  • Connect Google Calendar before publishing.
  • Check busy time blocks your booking page.
The Integrations and Apps page with filter tabs for All, Connected, Calendars and Payments.
The Integrations page.
Tip. Google Calendar is the supported calendar today. Outlook is shown as coming soon on the Integrations page.

Full guide: how to connect your calendar so you never double book.

5

Share meetings across a team

Pitches often need two people.

A team event lets several bookme users host the same booking, either all together or by taking turns.

  1. Check your plan first. Collective and round robin events are on the Elite plan.
  2. In the Create event wizard choose My team under Who runs this event.
  3. Choose how the team hosts: Everyone attends (collective), where a time is offered only when every required host is free, or Take turns (round robin), where one host takes each booking.
  4. Add co hosts by bookme username, by email or with an invite link. Each stays Pending until they accept.
  5. Publish the event, then manage it from Team Events.

For agencies and freelancers:

  • Use a collective event for designer plus account lead.
  • Remember collective events are on Elite.
The Team Events page with Pending invitations and a My collective events list.
The Team Events page.
Tip. Invitations you queue while the event is a draft are sent when you publish, so check the host list before you do.

Full guide: how to share meetings across a team.

6

Share your link where people already are

Proposals and signatures are where agency links work hardest.

bookme gives you a link for your whole booking page and a direct link for each event type. Copy the one that fits and put it wherever people reach you.

  1. Use your booking page link when you want people to choose from every live event, and a direct event link when you mean one specific meeting.
  2. On the Events page click Copy link on an event card, or the small menu next to View landing page for your whole page.
  3. Click the eye icon to preview an event the way an invitee sees it, and try it on your phone.
  4. After you publish, copy the email signature line, or use the share buttons and QR code on the event is live screen.
  5. Keep your username and event slugs stable, because they are part of the links you have already shared.

For agencies and freelancers:

  • Put the intro link in your proposal template.
  • Add the signature line for the whole studio.
The Events page with a Copy link button and an eye preview icon on each event card and View landing page in the header.
Copy link and preview on the Events page.
Tip. You can pre fill a visitor’s name and email in a link, which works well from a CRM or a newsletter tool.

Full guide: how to share your link where people already are.

Case study: a small design studio handling intro calls and kickoffs

A design studio sets up an intro call with three scope questions, a kickoff call for signed clients, and a recurring review event. Meetings are capped at two per day, with buffers between them, so project work is not broken up.

For bigger pitches, the studio uses a collective team event so the prospect meets the designer and the account lead together.

The studio shares the intro link in its proposal template and email signature. Because each prospect answers the scope questions before the call, the first meeting begins with the project, not with introductions.

This is an illustrative scenario, not a customer result. Your numbers will vary.

A typical week with bookme

Mondays are for delivery, with no meetings. Tuesday and Wednesday host intro and scope calls, capped at three a day. Thursday is for reviews and kickoffs. Friday is open for wrap ups. Clients simply book into the days you opened.

When a prospect needs both a designer and an account lead, the collective event handles it.

Launch checklist for agencies and freelancers

Tick these off before you share your link.

  • Each call type has its own event.
  • The intro has scope questions.
  • Daily cap and buffers are set.
  • Calendars are connected.
  • The link is in proposals and signatures.

Common mistakes to avoid

  • Leaving the calendar open all week.
  • Using one meeting type for everything.
  • Not asking scope questions before intro calls.

Tips that make it work

  • Cap meetings, not just hours. A daily cap protects focus time better than open hours alone.
  • Use scope questions. Project, timeline and budget range tell you whether to take the call.
  • Make the kickoff its own event. It has different attendees and a different length.
  • Put the link in proposals. It turns “let me know” into a one click next step.

Let your AI assistant do the setup

bookme works with Claude, ChatGPT and other MCP apps, so you can describe what you want in plain words and let your assistant build it. Anything that reaches another person, such as cancelling a meeting or emailing an invitee, waits for your approval first. Here is an example request for agencies and freelancers:

Create an intro call, a kickoff call and a weekly review, cap meetings at two a day and add 15 minute buffers.

A short animation of an AI assistant creating events and asking for approval in bookme.
Watch an assistant run bookme from a chat.

Setup guide: how to connect Claude to bookme.

Words you will see

  • Event type. A meeting you offer, with its own length, location, price and rules.
  • Schedule. A set of weekly hours that events can follow.
  • Booking window. How much notice you need, and how far ahead people can book.
  • Buffer. Time kept free before or after a booking.
  • Question form. Custom questions invitees answer before they book.
  • Collective event. All hosts attend, and a time is offered only when every required host is free.
  • Round robin. Hosts take turns, with one host per booking.
  • Email workflow. An email sent automatically before, after or around a meeting.
  • Outcome. What happened to a meeting: Met, No-show, I missed it or Decided to reschedule.

Frequently asked questions

Can I limit how many meetings per day?
Yes. Daily caps, buffers and minimum notice are part of your event rules.
Can clients meet two people at once?
Yes, with a collective team event on the Elite plan.
Can I charge for discovery calls?
Yes, with a paid event.
Do clients need an account?
No.
Can I show different clients different links?
Yes. Each event type has its own link.
Can I stop back to back meetings?
Yes. Buffers add gaps around meetings.

Ready to try it?

Create an intro call event, add your scope questions and put the link in your proposal template.