How to share your team’s availability with a client in one link

The clean way to share a team's availability with a client is one link that shows a single week grid where a slot is free only when everyoneon the team is free — merged, in the client's timezone, with no calendar access granted and no event details visible. The client picks a slot that works for all of you and it lands for your approval. The usual alternatives all push the work onto the client: three separate booking links they have to cross-reference, a shared team calendar that exposes what everyone is doing, or a coordinator emailing ranges back and forth. This guide shows how to build the merged view and what the client does and doesn't see.

Why the usual ways fall short

• One booking link per person.The client opens three pages and looks for a slot that appears on all of them. That's your scheduling problem, handed to the person you're trying to impress.
• Sharing a team calendar. Grants access to event titles, attendees and notes across the whole team — including the meeting about this client — and usually requires the client to be on the same platform.
• A coordinator.Works, costs a person's time on every round, and the ranges go stale between emails.

Step 1: Get the team into one view

The team's calendars need to be visible to whoever is building the link — as busy/free, never as details. Two ways to do that:

• Same company:create an organisation in BusyBoard and invite teammates by email. Everyone in it can see each other's busy/free automatically. Small teams fit on the free plan.
• Different companies— a freelance collective, an agency plus a contractor: each person sends their own availability link, and you merge it into your view. Their calendar stays theirs; you see only when they're busy. Our guide to scheduling across companies covers this in detail.

Each person connects their own calendars — Google, Outlook, or both — so their busy time reflects everything, not just the work account.

Step 2: Make a group

A group is a named set of people — “Design team”, “Acme project” — that you can select at once. Groups can mix colleagues from your organisation with people you've connected from outside it, so a delivery team spanning two firms is one group. Selecting the group overlays everyone's busy time on the week grid; the gaps are the times that work for all of them.

Step 3: Share the group's link

Create a share link for the group rather than for yourself. The client opens it — no account needed — and sees one week grid: busy where anyone on the team is busy, free where everyoneis. Times render in the client's own timezone, so nobody does arithmetic. If you enable booking on the link, they pick a slot and the request arrives for your approval before anything touches a calendar.

BusyBoard is the automated way here: organisation or connections, a group, one link. The client sees the team's merged free time and books into it; the team's calendars are never opened to anyone.

What the client sees — and doesn't

• Sees: a week grid, merged busy blocks, the free gaps, in their timezone.
• Sees: which slots they can book, and how long.
• Doesn't see: who on the team is busy when, or why.
• Doesn't see: event names, attendees, descriptions, locations — for anyone.
• Doesn't need: an account, a calendar on any particular platform, or an invitation.

Two things to set before you send it

• Working hours.Time outside each person's working hours shows as unavailable, so a client in another timezone can't book your designer at 6am. Make sure everyone's hours are set.
• Booking duration. Set the meeting lengths the link offers — 30 and 60 minutes is a sensible default — so the free gaps shown are gaps that actually fit a meeting.