Check colleagues' availability when scheduling

Overview#

When you ask colleagues to come along, there is no need to ask each one whether they are free. In the form for adding or editing a visit, meeting and so on, see your own day (or the owner's) and your colleagues' days side by side on a timeline. Click where everyone is free and that time becomes the activity's start time.

Two kinds of events are shown:

• Bookmi: activities the person owns, whereabouts (including leave) and sales calendar entries. Activities and sales calendar entries show only as Sales appointment, never the subject or customer; whereabouts show their type.
• Google Calendar: using your own Google Calendar connection, Bookmi checks colleagues' free/busy times (busy or free only). Event details are never visible.

Steps#

1. Set the activity type to Visit, Onsite, Meeting or Demo and enter the date.
2. Click Colleagues' availability near the date and time to open it. The first row is you (or the owner when you edit someone else's activity).
3. Click Add colleagues and pick people; you can filter by name. Click × next to a name to remove it.
4. Coloured bars are busy times. Hover a bar to see what and when.
5. Click where everyone is free to set the start time to the beginning of that 30-minute slot (on the hour or half hour).

On the screen#

• Timeline: 8:00 to 20:00 of that day in 30-minute slots. All-day events fill the whole row in a lighter colour.
• Legend: two colours for Bookmi and Google Calendar, and This activity (the dotted box from the start time for the duration, or 60 minutes if empty).
• Not shared: that person does not share free/busy with you; only Bookmi events are shown.
• Not connected: you have not connected Google Calendar; only Bookmi events are shown for everyone.
• Up to 10 people at a time, including you. Changing the date reloads the view.
• If availability cannot be loaded, you can still save the activity.

FAQ#

• Can I see what colleagues' events are about? No. Google Calendar shows free/busy only, and Bookmi activities show only as Sales appointment.
• One colleague always shows Not shared: their Google account is not in the same Google Workspace, or free/busy sharing is off. Ask them to share their free/busy information with you (or the company) in Google Calendar settings.
• Everyone shows Not connected: you have not connected Google Calendar, or you unticked free/busy when connecting. Connect under Settings → Google Calendar, or Reconnect.
• Can I pick people from other departments? Yes. Any active member of your company can be chosen (you only see free/busy).
• It does not appear for call or email activities: it appears only for types where people often go together (Visit, Onsite, Meeting, Demo).
• What about the end time when I click a slot? The duration stays the same; only the start time changes.