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You can create booking forms that are only accessible via direct link, preventing public access while allowing specific customers to book meetings with you. This allows you to control who can book meetings and manage availability independently of your personal calendar.

What are private booking links

Private booking links enable:

• Restricted access: Only people with the link can book meetings
• No public discovery: Booking form is not listed publicly or embedded on websites
• Selective sharing: Send links only to specific customers via email or private channels
• Independent availability: Control booking hours separately from your personal calendar

This is useful for:

• Client-specific project meetings
• Consulting sessions with select customers
• Private coaching or advisory sessions
• Limited-access workshops or events
• Partner or internal team bookings

How it works

Public booking (traditional):

• Booking form embedded on website
• Anyone can discover and access
• Publicly visible to all visitors

Private booking (via direct link):

• Booking form accessed only via URL
• Share link with specific customers only
• Same functionality as public booking
• Not discoverable without the link

Creating a booking form

Create a booking form that you'll share privately.

Go to: Campaign settings → Booking forms

Click + New booking form

For detailed instructions on creating and configuring booking forms, see Creating and managing booking forms

Key configuration:

Event types: Select which meeting types customers can book (duration, description, etc.)

Resources: Choose which calendar resources are bookable (yourself, colleagues, locations)

Form fields: Add required customer information (name, email, phone, etc.)

Availability ("On days"): Set when customers can book - this controls which hours appear as available slots in the booking form

For availability configuration, see How do I set business hours and holidays?

Getting the booking links

After creating your booking form, get the links to share.

Go to: Campaign settings → Booking forms

Find your booking form in the list and click the Embed button.

You'll see three link options:

1. Public URL Direct link to the booking form.

https://yourdomain.com/booking/form-slug

or

https://leadvalidator.dk/bf/account/form-slug

Use for: Copy-paste into emails, SMS, or documents.

2. Public URL placeholder Placeholder that generates the public URL in Hubhus templates.

@bookingFormUrlPublic[form-id]

Use for: Email templates, signatures, automated communications within Hubhus.

3. Lead URL placeholder Personalized booking link specific to each lead.

@bookingFormUrlLead[form-slug]

Use for: Personalized emails where the booking form can pre-fill lead information.

Sharing the booking link

Manual sharing

Copy the Public URL and paste directly in your communication:

Email example:

Hi Jane,
<br><br>
To book a meeting for our project, please use this link:<br>
https://yourdomain.com/booking/january-meetings
<br><br>
You can select a time that works best for you.
<br><br>
Best regards,
John

SMS example:

Book your meeting here: https://yourdomain.com/booking/project-session

Quick setup for sending invitations

Method 1: Action button (manual sending)

1. Create custom fields in Campaign settings → Fields (if needed)
2. Create booking form in Campaign settings → Booking forms
3. Create email template with booking link in Campaign settings → Emails
4. Create action button in Campaign settings → Action buttons:
   • Action: Send email
   • Template: Select your email
   • Status update: Set to "Booking invitation sent"
5. Click action button on leads to send invitation manually

Method 2: Automation (triggered sending)

1. Create custom fields including "Send invitation: Yes/No" in Campaign settings → Fields
2. Create booking form in Campaign settings → Booking forms
3. Create email template with booking link in Campaign settings → Emails
4. Create automation in Campaign → Automation → Triggers:
   • Trigger: On lead created (or other event)
   • Requirement: "Send invitation" = "Yes"
   • Actions:
     • Auto assign person
     • Send email (template with @bookingFormUrlPublic[])
     • Set status to "Booking invitation sent"

For auto-assignment setup, see How do I automatically assign leads to people?

For automation setup, see How do I set up automated email flows?

Calendar synchronization

Your personal calendar availability affects which booking slots are shown to customers.

Calendar sync with Outlook, Google, or CalDAV: When calendar sync is enabled, Hubhus checks your external calendar for conflicts and only shows available time slots.

How it works:

1. Booking form "On days" defines the booking window (e.g., Mon-Fri 09:00-16:00)
2. Your synced calendar blocks times with existing events
3. Customers only see slots that are: within "On days" hours AND not blocked by calendar events

To configure calendar synchronization: See Hubhus integrations overview for setup instructions for:

• Microsoft Outlook calendar sync
• Google Workspace calendar sync
• CalDAV calendar sync

Note: You don't need to disable calendar sync to use private booking links. The booking form availability settings work together with your calendar sync to show accurate availability.

Summary

Create private booking forms in Campaign settings → Booking forms by configuring event types, resources, form fields, and availability settings, then access booking links via the Embed button in the booking forms list which provides three link types: Public URL for direct sharing, Public URL placeholder (@bookingFormUrlPublic[form-id]) for use in Hubhus templates, and Lead URL placeholder (@bookingFormUrlLead[form-slug]) for personalized links. Share links selectively via email, SMS, email signature, or automated emails using templates with booking link placeholders, and for automated emails use %assigned_person_firstname% instead of %user_name% since automation sends as system not specific user. Set up quick invitation sending using either action buttons for manual sending or automation triggers for automatic sending when conditions are met, and configure calendar synchronization via Microsoft Outlook, Google Workspace, or CalDAV to ensure booking form only shows times when you're actually available. Control access by sharing links only with intended recipients in private communications, create separate forms for different customer groups or projects, and maintain privacy by keeping links out of public spaces since booking forms don't have password protection.

? Common searches

booking setup • calendar setup • appointment scheduling • booking configuration

? Also known as

appointment • scheduling • reservation • calendar event

Related articles

Creating and managing booking forms
How do I configure booking duration and time restrictions?
How do I configure booking form error and info messages?
How do I customize booking form fields?
How to add a button that pre-fills a meeting location in the booking form