Scheduler Guide

The Scheduler is VenueAI’s built-in tour booking system. Once enabled for your venue, leads book tours directly through VenueAI instead of Calendly. Over time, it’s designed to fully replace external scheduling tools.

You’ll find it under:

Settings → Scheduler

Inside the Scheduler section, there are three tabs:

  • Availability — coordinator working hours and calendar connections
  • Event Types — the different tour types your venue offers
  • Booking Page — the public booking link and page copy leads see

How the Scheduler Works

When a lead clicks a booking link from an AI reply or your branded booking URL, they:

  1. Choose a tour type
  2. Pick an available date and time
  3. Enter their contact information
  4. Receive a confirmation email with tour details and a manage/reschedule link

On your side:

  • The booking appears immediately in your Calendar
  • The assigned coordinator’s calendar is updated
  • Virtual tours automatically receive a meeting link
  • The lead status updates to Tour Scheduled
  • AI follow-up cadences stop automatically

Event Types

Event Types are the booking options shown on your scheduling page.

Most venues begin with a single event type like Venue Tour, then expand into virtual tours, vendor walkthroughs, or specialty appointments.

For each Event Type, you can configure:

Name

What the lead sees.

Examples:

  • Venue Tour
  • Virtual Tour
  • Final Walkthrough

Slug

The URL path for the booking page.

Example:

/virtual-tour

becomes:

link.yourvenue.com/tour/virtual-tour

Format

Choose between:

  • In-person
  • Virtual

Virtual events automatically attach a Google Meet or Microsoft Teams link to every booking.

Duration

Set the tour length:

  • 30 minutes
  • 60 minutes
  • 90 minutes

Hosts

Choose how bookings are assigned:

  • One-on-one — one coordinator handles all bookings
  • Round-robin — bookings rotate between coordinators automatically

Description

A short description shown on the booking page and confirmation emails.

Buffers

Add time before or after tours so coordinators are not booked back-to-back.

Booking Window

Control how far into the future leads can book.

Minimum Notice

Control how soon someone can book from the current time.

Color

The calendar color used for this event type.

Listed

Controls whether the event type appears publicly on the main booking page.

Hidden event types can still be accessed through a direct link.

Treat as Tour Booking

Enabled by default.

When enabled:

  • Lead status updates
  • Follow-ups stop
  • The booking enters the lead pipeline

Disable this for non-tour appointments like:

  • Vendor meetings
  • Final walkthroughs
  • Internal appointments

Availability

Each coordinator manages their own availability.

This includes:

Weekly Hours

Your normal recurring schedule.

Example:

  • Monday–Friday
  • 9am–5pm

Date-Specific Overrides

Override hours for individual dates.

Examples:

  • Half days
  • Holidays
  • Days completely off

Calendar Connection

Connect Google Calendar or Microsoft Outlook so VenueAI can detect busy times automatically.

Once connected, leads only see time slots that are actually available.

If your venue has multiple coordinators, admins can manage everyone’s availability from one place. Coordinators with limited permissions only see and edit their own schedule.

Booking Page

The Booking Page is the public-facing page where leads schedule tours.

Booking URL

By default, your booking page lives at:

link.yourvenue.com/tour

You can customize the slug if desired.

If you want a cleaner branded URL like:

yourvenue.com/tour

you can create a redirect from your website to the VenueAI scheduler URL.

Then set that short URL under:

Settings → Venue → Tour Booking Link

This keeps the booking experience fully branded to your venue.

Booking Page Copy

You can customize:

  • Headline
  • Subtitle
  • Intro text

When only one event type exists, leads go directly into scheduling.

When multiple event types exist, leads first choose from a grid of booking options.

Virtual Tours

If an Event Type is marked as Virtual, VenueAI automatically attaches a meeting link to every booking.

Google Calendar Hosts

Receive Google Meet links automatically.

Microsoft Outlook / Microsoft 365 Hosts

Receive Microsoft Teams links automatically.

Meeting links appear in:

  • Confirmation emails
  • Calendar invites
  • The manage booking page

Important Note

Personal Outlook accounts like:

  • @outlook.com
  • @hotmail.com

cannot reliably generate Teams meetings through Microsoft Graph.

For virtual tours, we recommend:

  • Google Workspace
  • Microsoft 365 Business accounts

Lead Booking Flow

When a lead books through VenueAI:

  1. They receive a confirmation email immediately
  2. The email includes a “Manage Your Tour” link
  3. They can reschedule or cancel directly
  4. If cancelled, AI follow-ups resume automatically

No additional setup is required once the Scheduler is configured.

Frequently Asked Questions

Will switching remove my Calendly setup?

No.

Your Calendly link continues working until you decide to switch fully.

VenueAI uses whichever link is set under:

Settings → Venue → Tour Booking Link

Can I run both Calendly and VenueAI at the same time?

Yes.

During transition periods, both systems can run simultaneously.

What happens to existing Calendly bookings?

Nothing changes.

Existing bookings still appear in the Calendar.

Only new bookings are affected once you switch links.

Can leads book when I’m unavailable?

No.

VenueAI checks:

  • Connected calendars
  • Working hours
  • Blocked dates
  • Manual overrides

If no slots exist, leads see a no-availability message.

Round-robin vs One-on-One

One-on-One

Best when a single coordinator handles all tours.

Round-Robin

Best when multiple coordinators share tour responsibilities.

VenueAI rotates bookings automatically between hosts.

Each coordinator must have:

  • Availability configured
  • A connected calendar

Can leads choose a specific coordinator?

Not on the standard booking page.

Leads book based on venue availability, and VenueAI assigns the host automatically.

What does “Hidden” mean for an Event Type?

Hidden event types:

  • Do not appear publicly
  • Still work through direct URLs

Useful for:

  • Final walkthroughs
  • Vendor meetings
  • Internal appointments

Can I customize confirmation emails?

Yes.

Each Event Type has its own confirmation email body field that can be customized.

Do leads need a VenueAI account?

No.

Leads never create accounts or log in.

They interact only with:

  • The booking page
  • Confirmation emails
  • The manage booking page

Can I preview the booking page before going live?

Yes.

The booking page is live immediately but hidden from search engines using noindex .

Before Going Live

Before the Scheduler can accept bookings, make sure:

  1. At least one Event Type exists
  2. A host is assigned
  3. The host has a working calendar connection
  4. Weekly availability is configured
  5. Your Tour Booking Link points to the VenueAI scheduler (or a redirect to it)

Once those are complete, VenueAI automatically begins sending leads to your in-house booking flow.