We’ll walk through this together, step by step. By the end, you’ll have a link you can send to participants so they can grab a slot without a single scheduling email from you. Yes, really.
Step 1: Click Create Meeting
Start on your dashboard and click Create Meeting. This opens the setup where you define your sessions and availability.
Step 2: Name your meeting and add your available slots
Once the popup appears, give your meeting a clear name so you instantly know what it’s for. Future-you will appreciate this.
Now scroll down and click + Add new meeting.
Each time you click it, you can create another time slot by:
Naming the session (helpful if you’re running multiple IDIs or different focus groups)
Setting the date and time
Keep adding slots until your schedule matches your availability. Running back-to-back IDIs? Add them all here. Hosting multiple focus groups across the day? Line them up in one go.
Step 3: Set how many participants can join each session
Next, click Attendees from the left panel.
You’ll see Maximum Number of Participants. This setting quietly does a lot of heavy lifting.
Note: The number you choose here controls how many participants can book themselves into each session. Set it to 1 if you’re running IDIs. Increase it if you’re hosting a focus group. One dropdown, two totally different study formats.
Step 4: Schedule your meetings
Once your slots and participant limit look right, click Schedule Meeting on the bottom right. That locks everything in and makes your sessions ready to be booked.
Step 5: Go to your Meetings page
From the left panel, click Meetings. This is your control center where all scheduled sessions are listed with their times and duration.
Step 6: Generate your booking link
On the Meetings page, click the Actions button and select Booking Page.
That instantly creates your shareable booking link. One link, all your available sessions, no juggling multiple invites.
Step 7: Share the booking link with participants
We’ll open the booking page in a new tab so you can preview exactly what participants will see. Copy that URL and send it out in your recruitment emails, screeners, or calendar invites.
You’re officially open for bookings.
Step 8: What participants see when they open the link
Participants land on a clean calendar showing only the dates you’ve made available. No guessing. No back-and-forth emails asking what works.
They click a date, and the available time slots appear on the right panel. Straightforward and refreshingly simple.
Note: Their timezone adjusts automatically based on where they are. If they want to change it, they can use the timezone dropdown below the calendar and pick their preferred timezone. We handle the heavy lifting, but still give them control.
Step 9: Participant selects a slot and enters details
Once they click a time slot on the right panel, a popup appears asking for their Name and Email. That’s it. No long forms. No friction.
They hit Book Now and the slot is officially theirs.
Step 10: Booking confirmation and notifications
The moment they book, two things happen instantly:
The participant gets a confirmation email with their session details
All hosts and moderators assigned to that meeting are notified automatically
They’ll also see a confirmation screen showing the booked session and a button to download the calendar invite.
At Bello, we believe scheduling should feel effortless, not like a full-time job. One link, total control over your availability, and a booking experience your participants can navigate without needing instructions.