If your team uses Calendly to allow customers or prospects to book time with you directly, you can control your availability using your Surfboard schedule.
Here's how it works:
Step 1: Integrate your schedule with Google Calendar
Log into your Surfboard.
Click your avatar in the top right of your screen and click 'Connect to Google Calendar'
You'll then be asked to grant permission to Surfboard to connect to your Google Calendar. Give permission.
After around 2-5mins, 'Surfboard' calendar will appear under the 'My Calendars' list in GCal. Your Surfboard schedule will show up too.
Step 2: Link your Surfboard calendar with Calendly
Log into your Calendly.
Click your avatar in the top right of your screen and click 'Calendar sync'
Set Configuration
Check for conflicts should be set to your Primary calendar and Surfboard calendar
Add to calendar should be set to your Primary calendar
Your availability will now be set according to your bookable slots scheduled in Surfboard and any meetings booked will be added to your primary calendar and Surfboard schedule.
What happens when meetings are booked
The customer will book a call with you in Calendly.
This meeting will then be added to your Google Calendar and Surfboard schedule, immediately.
You can click the video call link in your daily schedule to open the call directly from Surfboard!
💡 If you use the Surfboard for Slack app, then you'll receive notifications of upcoming events during your shift. Learn more
FAQs
Availability
When will I show as available to customers?
You will only show as available in Calendly during designated 'free' activities in your schedule or where there is unplanned time within a shift. You will show as unavailable at times outside of your scheduled shift hours or during 'busy' events in Calendly.
The availability settings of activities will be set my an admin or manager of your organisations Surfboard account.
Will customers be able to book a meeting with me outside of hours?
To prevent customers booking time with you when you aren't scheduled to work, Surfboard adds 'out of hours' events to your calendar. This means that time outside of scheduled shifts will show as unavailable in Calendly.
Time off or sickness
What happens if time off is booked over an available slot?
Surfboard will update your Google Calendar with your updated availability which will then update in Calendly. Surfboard will also
What happens if time off is booked over a booked Calendly meeting?
Surfboard will update your Google Calendar with your updated availability but it will not automatically decline or reassign existing Calendly meetings. Ensure that you appropriately reassign events to others to avoid missing customer meetings.
What happens if I invite additional surfers to a meeting?
Calendly events that appear in a surfer's calendar who has an active Google Calendar integration will automatically pull into Surfboard.
This means that when additional invitees or cover for off-sick surfers are added, the event will appear in their own Surfboard schedule.
Deleting shifts
What happens if an existing shift with an available slot is deleted?
Surfboard will update your Google Calendar with your updated availability which will then update in Calendly.
What happens if an existing shift with a booked Calendly event is deleted?
Surfboard will update your Google Calendar with your updated availability but it will not automatically decline or reassign existing Calendly meetings. Ensure that you appropriately reassign events to others to avoid missing customer meetings.