If you're tired of endless email ping-pong just to set up a meeting, you're not alone. Salespeople, founders, and anyone who books lots of calls know how much time this eats up. The good news? Tools like Outplayhq make scheduling a lot simpler—if you set them up right. This guide will walk you through creating meeting scheduling links in Outplayhq, step by step, without the fluff. You’ll get real advice on what actually works, what to avoid, and how to get back to selling (or, frankly, anything else you’d rather be doing).
Why bother with scheduling links?
Here’s the deal: Every minute you spend juggling calendars is a minute you’re not selling, building relationships, or just getting your real work done. Scheduling links cut out the small talk ("Does Tuesday at 3 work? No? How about Wednesday at 2?") and let people book time with you when everyone is free.
Who should care? - Anyone doing outbound sales or demos - Account managers and customer success folks - Founders handling their own sales or partnerships - Frankly, anyone who’s sick of scheduling headaches
Is this going to solve all your scheduling pain? No. But it’ll get you 90% of the way there, especially if you avoid the common tripwires.
Step 1: Connect your calendar (don’t skip this)
Outplayhq can’t show your real availability unless it’s hooked up to your calendar. If you skip this, your links will either show you as always free (which is a nightmare) or never free (which is just as bad).
Here’s how: 1. Log in to Outplayhq. 2. Go to your profile/settings (usually a little icon in the top right). 3. Find the “Calendar Integration” or “Connect Calendar” option. 4. Choose your provider (Google Calendar and Outlook are supported). 5. Authenticate and follow the prompts.
Pro tip:
If you use multiple calendars (work and personal), connect the one that actually reflects your real schedule. Outplayhq only knows what you show it.
What to ignore:
Don’t bother connecting calendars you barely use—it just clutters things up and can cause double-bookings.
Step 2: Set up your default availability
If you just connect your calendar and move on, Outplayhq will assume you’re available every free slot—which is a quick way to burn out. Take 3 minutes to set your actual working hours.
To do this: 1. In Outplayhq, look for “Meeting Scheduling” or “Availability”. 2. Set your working hours (e.g., 9am–5pm, Monday to Friday). 3. Block off lunch breaks, recurring team meetings, or any time you’re never available for external calls.
Honest take:
Set realistic hours. If you’re never ready for a call before 10am, don’t list 8am as available just to look eager.
Pro tip:
Leave “buffer” time between meetings (e.g., 15 minutes before and after). Outplayhq can help with this, so you’re not stuck in back-to-back calls all day.
Step 3: Create your scheduling link(s)
This is the magic step. Scheduling links are unique URLs you can share with prospects or clients, letting them book time with you without a back-and-forth.
How to create your link: 1. In Outplayhq, go to “Meetings” or “Scheduling Links”. 2. Click “Create New Link” or similar. 3. Name your meeting type (e.g., “30-Minute Demo” or “Intro Call”). 4. Set the duration (15, 30, 45, or 60 minutes—don’t overthink it). 5. Choose which calendar the event will appear on. 6. Adjust any custom availability for this link (for example, maybe you only want to take demos in the afternoons). 7. Save—Outplayhq will generate a unique URL for this meeting type.
What works:
Having separate links for different meeting types (e.g., demo, intro, support) keeps things clean and sets expectations.
What to ignore:
You don’t need a separate link for every possible scenario. Keep it simple—too many options just confuse people.
Step 4: Customize your booking page (optional, but worth it)
A little customization goes a long way. Outplayhq lets you tweak your booking page so people know what to expect.
Things you can (and should) customize: - Instructions: Add a quick note about what the meeting covers. - Required fields: Ask for info that actually matters (“What would you like to discuss?” is better than “Company Fax Number”). - Branding: Add your photo and company logo if you want to look legit. - Reminders: Set up automated email reminders so people actually show up.
Pro tip:
Don’t go overboard on required fields. The more hoops people have to jump through, the less likely they’ll book.
Step 5: Test your link (seriously, do this)
Don’t skip testing. You’d be surprised how often links break, times are wrong, or reminders don’t go out.
How to test: 1. Open your scheduling link in a private/incognito browser window. 2. Try to book a test meeting as if you were a prospect. 3. Check: - Are the available times correct? - Does the confirmation email arrive? - Does it appear on your calendar? - Do reminders go out (if you set them up)?
If anything’s off:
Go back and tweak your settings. Better to find out now than after you’ve sent it to a dozen prospects.
Step 6: Share your link the smart way
Now for the fun part: actually putting your scheduling link to work.
Where to use your link: - In your email signature (“Book a call with me”) - As a call-to-action in cold or warm outreach - On your LinkedIn profile or website - In chat or SMS follow-ups
Honest take:
Don’t just blast your link in the first message—some people find it presumptuous. A simple “If it’s easier, here’s my calendar” goes a long way. Use your judgment.
Pro tip:
If you’re booking high-value meetings, a personal note before sending the link (“Let’s make this easy—grab any time that works for you”) feels more human.
What if something goes wrong?
No tool is perfect. Here’s what to watch out for:
- Double bookings: If you don’t keep your calendar up to date, Outplayhq can’t help you. Make sure all your commitments are on your main calendar.
- Time zone confusion: Outplayhq handles time zones pretty well, but always double-check if you’re dealing with international contacts.
- People ignore your link: Some folks just won’t use scheduling links. That’s life. Don’t force it—fall back to manual scheduling when you need to.
What to ignore:
Don’t waste time chasing every feature. At the end of the day, the goal is to book meetings faster, not to become a scheduling software power user.
Keep it simple—and iterate
Setting up meeting scheduling links in Outplayhq isn’t rocket science, but it’s easy to overcomplicate things. Start with the basics: connect your calendar, set up your real availability, make a couple of core links, and test them. Once you see how it works in real life, tweak as needed. You’ll save time, dodge unnecessary email chains, and (hopefully) book more meetings without breaking a sweat.