Checking Multiple Calendars for Mutual Availability (V2)
This article looks at setting up different availability for different locations on the new version of YCBM (V2), released in September 2026. You can check which version you are on by looking at the footer of your account. For instructions on how to do this on our Classic (V1) version, please see this page
Checking multiple calendars for availability is useful if you manage your schedule across different calendars, want to make sure a person and a resource are both free at the time of booking, or need multiple people to be available simultaneously. This article covers both scenarios.
This feature is available on Individual, Professional, and Team plans.
Scenario 1: One person, multiple calendars
If you manage your schedule across more than one calendar — for example, a work calendar and a personal calendar — you can link multiple calendars to your User Profile. YouCanBookMe will automatically check all of your linked calendars for conflicts, so a slot is only shown as available when it's free across every calendar you've linked.
How to link multiple calendars
Go to your Account settings and click Preferences.
Under Calendars, select the individual calendars you want YouCanBookMe to check for conflicts. You can link calendars from any of your integrated calendar accounts. YCBM will check all of these before showing a time as available for booking.
Also select which calendar new bookings should be written to (the calendar where your booking events will appear).
Scenario 2: Multiple people must all be available
If you need everyone in a group to be free at the same time — for example, an interview panel, a multi-host workshop, or any meeting where no one in the group can be the sole assignee — use Collections on your booking page with the All Members Required allocation strategy.
The Team plan is required to have more than one User Profile on your account.
How to set up mutual availability
Ensure every required team member has set up their User Profile (linked calendars and working hours).
On your booking page, go to the Participants tab. Inside the Collection, click on + to add members
Add all the team members who must all be available for the meeting.
Click on the three dots inside the Collection and Edit Collection. In the pop-up, set the allocation to All Members Required.
Click on Update. YouCanBookMe will now only show time slots when every member in the Collection is free.
Adding bookings to everyone's calendar
Team members in a Collection are added to the booking as co-hosts. The designated host (from the host Collection in your Collections settings) owns the calendar event. All other assigned team members automatically receive a calendar invitation as guests.
Video conferencing for mutual availability bookings
The meeting link used for a mutual availability booking comes from the host's video conferencing settings in their User Profile. Set the Location option on the relevant Appointment Type to "Use host's video conferencing", and the booking will automatically use the host's Google Meet, Zoom, or Teams link.
If the host varies from booking to booking (for example, in a round-robin setup), each team member should connect their own video conferencing in their Account > Integrations so the correct link is always used.
Timezone considerations
Each team member timezone is picked up by their linked calendars. YouCanBookMe respects each person's timezone automatically when calculating mutual availability.
For further questions, contact our team at support@youcanbook.me.
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