Stop coordinating meetings by email. The Vinyl Scheduler allows your clients to book a time that fits your Calendar, with the meeting landing right in Vinyl. From there, Vinyl captures it the same way it does for any other meeting.

You'll find the Scheduler in the left-hand sidebar in Vinyl, next to the clock icon.

A meeting type defines a kind of client interaction. This could be a 30-minute discovery call, a two-hour tax prep session, an annual review. Each has its own host(s), duration, location and booking rules. Save it as a draft, preview how the page looks to clients, and publish when you're ready.

The three formats:

Each meeting type can be set up as one of three locations:

Because a phone call doesn't have a meeting link, Vinyl won't join it automatically. If you'd like to capture a phone call, you can record it with the Vinyl mobile app. Record a phone call in Vinyl with two devices walks through the setup.

Clients see your firm's name, the meeting details, and the times you're actually free. They pick a slot, give their name and email (plus their phone number for phone calls), and they're done. No Vinyl account, no sign-up form.

After booking, they get a confirmation with the meeting invite and links to reschedule or cancel, as long as they do it within the notice period you've set. The host(s) of the meeting are also notified with meeting confirmation on booking.

You can share the link to a specific meeting type by copying the meeting link and putting it on your website, email signature or send it directly to a person.

The Scheduler checks your calendar before showing a slot. If something's already in your diary, clients won't see that time.

For Team types, every assigned host needs to be free. For Round Robin types, at least one needs to be free, the Scheduler works out who and distributes meetings across them.

Meeting availability slots update in real-time. The moment one is taken, it's gone. Bookings sync both ways, so your calendar stays accurate wherever you check it.

Supported calendars: Google Calendar, Microsoft Outlook.

You can set your own working hours once in the Scheduler, and they become the starting point for every meeting type you publish. That way, if you only see clients Tuesday to Thursday, you don't have to repeat it on every meeting type.

Each meeting type can still have its own available hours on top of this. For example, you might keep discovery calls to mornings while tax prep sessions run all day.

The Scheduler isn't able to pick up all-day events from your calendar, so a day marked as leave or "out of office" in your calendar may still show as bookable. If you're away for a full day or longer, it's worth blocking that time out in the availability section of the Scheduler so clients only see the days you're around.

Each meeting type has its own rules:

Most tools drop a meeting in your calendar and stop there. Because the Scheduler is part of Vinyl, every booking lands alongside your client notes and history. When a video meeting starts, Vinyl joins and captures it, same settings, same behaviour, nothing to reconfigure.

How do clients access my booking page?

Each published meeting type has its own link. Share it directly, drop it in your email signature, or add it to your client portal. Clients don't need a Vinyl account.

What's the difference between Team and Round Robin?

With Team, every assigned host needs to be free, the client books a slot that works for everyone at once. With Round Robin, only one host needs to be free, and bookings rotate across the team so the workload spreads.

Can team members edit a Team or Round Robin type?

No. Those types belong to the Master Admin who created them. Team members take the bookings and have their availability checked, but can't publish, edit, or remove the type.

Can I set different availability for different meeting types?

Yes. Your personal availability is the base for all of them, and each meeting type can have its own hours and notice requirements on top, so a quick discovery call and a full tax prep session can work differently.

I'm on leave but clients can still book me. Why?

All-day events in your calendar aren't picked up by the Scheduler. Blocking the days out in the Scheduler's availability section will hide them from your booking page.

Will my phone number be shared with clients for phone call bookings?

No. The client shares their number with you when they book. Your number is never shown on the booking page or in the invite.

What if two clients try to book the same slot?

Availability is real-time. The moment a slot is taken, it disappears. Two people can't book the same time.

Will Vinyl join meetings booked through the Scheduler?

Yes for video meetings, same as any other meeting. To ensure Vinyl joins by default, turn Auto-join on. Phone calls don't have a link to join, so Vinyl won't join those, but you can record them with the mobile app.

Can clients reschedule or cancel?

Yes. Their confirmation email includes links to move or cancel the booking, within the notice period you've set. Everyone on the meeting gets notified when something changes.

Can clients book on mobile?

Yes. The page works on any device and shows times in the client's own timezone.

Where do I see my bookings in Vinyl?

Your calendar is the source. Bookings appear in Vinyl as meetings, there's no separate booking list.