How to run video-call sessions without coordinating by hand

If you teach, consult, coach or run sessions by video call, the work does not end when the session does. First you create the Meet link, put the event on the calendar, check that it does not clash with anything and answer the email from whoever asked for a time. When your client is in another time zone, every change adds one more message.

This guide sets out five decisions that let the booking do that work for you: how you sell the session, how you mark it as online, how you connect your calendar, which time your client sees the session in, and what happens when someone cancels late. It is written for consultants, coaches, developers, psychologists and teachers who sell sessions online.

At the end, each client picks a free hour from your calendar and gets a confirmation. If you connected Google, they also get a Meet link, created when they book. The booking sets the link and the time, not you. To get started, sign in with your email or Google.

Sell each session as a service

A 30-minute session and a 60-minute session are not a generic "appointment". They are two services, each with a name, a length and a price. The client chooses what they are buying, and you do not have to explain the length in every email.

Reserrva starts consultants with a 30-minute service and a 60-minute one. Rename them to suit your work, set your price or mark them as free if you do not charge for them. If you need a few minutes between sessions to write notes, add buffer time to the service from Services in the panel (the option sits inside each service): the next opening is not offered until that margin has passed.

In Reserrva: services with duration, price (or "Free") and buffer time per service. Catalog edits never rewrite past appointments. To set this up, follow Create your booking page in Reserrva.

Mark your business as online

If your sessions happen on video, say so in the business's place of service. With "online" the booking does not ask for an address, because there is no room to walk into. What you do need is a way to reach the person who booked: for a video session, email is the right channel. You can ask for email alone, or for email and a phone number.

Setting this up first saves you the question "where is the address?", which arrives when someone books something that has no physical place.

In Reserrva: the business chooses where it works, at the venue, at the client's place or by video call, and the booking page shows it. The person booking confirms with their name and the contact the business asks for, without creating an account. For the step-by-step setup, see Create your booking page in Reserrva.

Connect your Google account

Connecting your Google account does two jobs. The first is the link: every video-call booking gets a Google Meet link. It is created after the booking, so it may take a moment to appear in the confirmation. You do not need to copy it from anywhere.

The second is the agenda. The booking page subtracts the busy hours in your primary Google calendar from your openings. If you have a meeting at 11:00, that hour is not offered to a client.

There are two limits to know about. The connection is per professional: if the owner connects their account, it does not connect the accounts of the people on their team, and each of them connects their own from the panel. And without a connection there is no link to create: the session can still be booked, but you will need to create the Meet link yourself.

In Reserrva: each professional connects their Google account to create Google Meet links for video-call bookings, and availability subtracts the busy hours of that professional's primary calendar. The list of features sums it up. Each professional connects it from their own panel.

Let clients book in their own time

A session with someone in Madrid, Lima or Bogotá works better when each person sees the time in their own zone. The booking page shows which time zone its times are in, so the person booking does not have to convert anything or ask you. Your agenda stays in your business's time.

The confirmation matters as much as the time. For video-call appointments, the person who booked also receives a confirmation email. They keep the time, the service and the link to manage the appointment in their inbox, not only on the screen they just closed.

In Reserrva: the confirmation appears on screen when someone books, and for video-call appointments a confirmation email also goes to the person who booked.

Set a cancellation limit

An hour of video call cannot be sold again if someone cancels five minutes before it starts. The cancellation limit is the line that prevents this: the person who booked can cancel from the link in their confirmation up to that point, and after it they can no longer do so on their own.

Think about how long it takes you to fill an hour like that one, and set a cancellation limit of at least that much notice. Next to it, set the minimum notice: nobody should be able to book a session that starts in ten minutes.

In Reserrva: the person who booked cancels from the link in their confirmation, before the cancellation limit the business sets. The limit and the minimum notice are set in your business settings.

• ✓Each session is a service with a name, a length and a price, or is marked as free.
• ✓The business is set to online and you ask for the email of the person booking.
• ✓Your Google account is connected from your panel, and each person on your team connected theirs.
• ✓You have booked a test session from another window and the confirmation arrived with the Meet link.
• ✓The cancellation limit and the minimum notice are set before you share your link.

Frequently asked questions

Do I have to create the Meet link by hand?

Not if you connected your Google account. Reserrva creates the link when someone books, and it may take a moment to appear in the confirmation. Without a connection, there is no link to create.

What if my team also works by video call?

Each professional connects their own Google account. Connecting the owner's account does not connect the accounts of the other people on the team.

Do my clients need an account?

No. They book with their name and the contact you ask for, without signing up.

What happens to booked appointments if I change my price?

Nothing. Catalog edits never rewrite past appointments: each one keeps the service, length and price from the moment it was booked.