If you’ve ever felt the pain of endless back-and-forth emails just to book a meeting, this guide’s for you. Whether you’re a solo freelancer, a creative pro, or running a small team, getting clients onto your calendar shouldn’t feel like herding cats. Thankfully, Honeybook can save you a ton of time—if you set it up right. Here’s how to use it to actually make your life easier, not just add another tool to your pile.
Step 1: Get Your Honeybook Account Ready
First things first: you need a Honeybook account. If you’re already set up, great—skip ahead. If not, sign up and poke around. The interface is pretty friendly, but don’t expect miracles. Some features are hidden behind menus, so keep your eyes open.
Pro tip: Don’t get distracted by features you don’t need. Focus on scheduling for now—ignore invoicing, contracts, and the rest until you’re ready.
Step 2: Set Up Your Scheduling Preferences
Before you can book anything, you need to tell Honeybook how and when you actually want to meet people.
a. Connect Your Calendar
- Go to your Account Settings > Integrations.
- Connect your Google or Outlook calendar. This keeps you from double-booking yourself.
- Decide which calendar(s) Honeybook should check for conflicts.
What works: Calendar sync is reliable, but if you use multiple calendars (work, personal, side gigs), double-check that you’re connecting the right one.
b. Set Your Availability
- In the Scheduling tool, set your working hours. Be honest—don’t list “open” times you’d never actually take a call.
- Block off any days you’re absolutely not available—vacations, deep work days, whatever.
What to ignore: Don’t fuss over “buffer times” or “meeting padding” yet. Get the basics working first.
Step 3: Create a Scheduling Link
This is where the magic happens. Instead of “Does Tuesday at 3 work?” emails, you send a link and your client picks a spot.
a. Choose Your Meeting Types
Honeybook lets you create different meeting types—say, a free 15-minute intro call and a paid 60-minute consultation.
- Click “Create Scheduling Link” or “New Session.”
- Name the meeting type so clients know what it is (“Discovery Call,” “Design Consultation,” etc.).
- Set the duration, location (Zoom, phone, in-person), and any instructions.
Honest take: You don’t need 10 types of meetings. Most folks get by with one or two—the rest just confuse clients.
b. Customize the Details
- Add questions for clients to answer ahead of time (project info, goals, etc.).
- Set cancellation and rescheduling rules (like 24-hour notice).
- Decide if you want to approve meetings before they’re confirmed (most people skip this unless you’re in high demand).
Pro tip: Keep it simple. The more fields you require, the less likely someone is to book.
Step 4: Share Your Link (Without Feeling Spammy)
Now you’ve got a shiny scheduling link—don’t just blast it everywhere.
- Add the link to your email signature.
- Include it on your website’s “Contact” page.
- Drop it into proposals or invoices when it makes sense.
- For specific clients, send a personal note with the link (don’t just say “here’s my link”—give context).
What doesn’t work: Posting your scheduling link on every social profile. You’ll get random requests and waste time screening them.
Step 5: Automate Reminders and Follow-Ups
Honeybook can send automatic email reminders to clients before meetings. Use these—people forget.
- In the meeting setup, turn on reminders (email or SMS).
- Keep reminder messages short and clear: “Looking forward to our call tomorrow at 2pm.”
You can also set up automated follow-ups (thanks for meeting, next steps, etc.), but don’t overdo it. One or two messages is enough.
What works: Reminders reduce no-shows without you lifting a finger.
What to ignore: Don’t automate every single follow-up. Real humans still appreciate a personal thank-you after a big meeting.
Step 6: Handle Paid Consultations (If You Charge for Time)
If you charge for consultations, Honeybook has you covered, but it’s not quite as slick as some dedicated booking tools.
- When setting up a meeting type, require payment at the time of booking.
- Link it to a service or package in Honeybook.
- Make it clear (in your invite and confirmation) that payment is required to hold the slot.
Honest take: The payment flow works, but don’t expect fancy options like deposits or multiple pricing tiers. If you need that, you might outgrow Honeybook’s scheduler.
Step 7: Manage Reschedules, Cancellations, and Calendar Chaos
Stuff happens—clients need to move meetings, or you double-book yourself by accident.
- Allow clients to reschedule or cancel through their confirmation email.
- If you need to change a meeting, do it through Honeybook so everyone gets notified.
- Keep your calendar integrations up to date—if you add a new calendar, sync it right away.
What works: Letting clients self-serve rescheduling is a lifesaver. You don’t want to be their secretary.
What doesn’t: Relying on email alone. Always check Honeybook before promising a time.
Step 8: Track What’s Working (and What’s Not)
After a few weeks, check in:
- Are clients actually using your scheduling link?
- Are you getting fewer “when can we meet?” emails?
- Any friction points—like confused clients or missed reminders?
If you spot problems, tweak your meeting types, instructions, or reminders. Don’t just set it and forget it.
Pro tip: Ask a friend to book a test meeting and tell you what’s confusing. You’ll spot issues you never thought of.
What Honeybook Does Well (And Where It Falls Short)
The Good: - Keeps your calendar organized with minimal babysitting. - Scheduling links save time and cut down on email ping-pong. - Basic automations (reminders, follow-ups) work as advertised.
The Meh: - Customization is limited compared to tools like Calendly or Acuity. - Payment flows are simple—good enough for most, but not robust for complex billing. - The interface can feel cluttered if you’re new.
What to Ignore: - Don’t try to use every feature just because it’s there. - Skip advanced automations until you have a real need—they can create more confusion than they solve.
Keep It Simple and Iterate
Don’t overthink it. Start with one or two meeting types, make sure your calendar is synced, and send real clients your link. See what happens. If you hit a snag, fix it. The goal isn’t perfection—it’s making scheduling less of a headache for you and your clients. If Honeybook does that, great. If not, don’t be afraid to try something else.
You’ve got enough to juggle already—let your tools do their job, and get back to the work that actually matters.