Sharing Venue Availability
Generating and sharing public availability links with prospects.
Rather than trading emails about open dates, send a lead a link to a live calendar of your availability. They see what is free, and — if you let them — can ask you to hold a date.
Creating a link
From the Calendar, New Activity → Share Availability, or select dates and use Share in the toolbar that appears.
The form has three parts.
Recipient — Select Lead searches your existing leads, and Email Recipient is where the link goes.
Link Settings:
| Field | Notes |
|---|---|
| Link Reference Name | For your reference only — "e.g. Sarah & James - Fall 2026" |
| Show From | First date they can see |
| Show Until | Last date they can see |
Permissions, four switches:
| Switch | Default | What it does |
|---|---|---|
| Tentative Holds | On | Show busy dates as tentative |
| Hold Requests | On | Allow leads to request holds |
| Auto-Expiration | Off | Link expires after specific date |
| Expiry Date | 30 days out | Only used when Auto-Expiration is on |
Auto-Expiration being off by default is worth noticing: a link you send today keeps working indefinitely unless you switch it on. Turn it on for anyone who is not a live prospect.
What the lead sees
A calendar of the range you set, with four states:
| State | Meaning |
|---|---|
| Available | Open for booking |
| Tentative | Held but not confirmed — only if you left Tentative Holds on |
| Booked | Taken |
| Unavailable | Blocked, or outside what you shared |
If the link has expired or been switched off, they get Link Unavailable rather than a broken page.
Hold requests
With Hold Requests on, the page prompts: "Click on an available date to request a hold." Doing so opens a short form asking for a name, an email and any notes.
Submitting it places a hold on that date and raises a notification for your team. It is a real hold on your calendar from the moment they submit — not a request sitting in a queue for you to approve. If that is not what you want, switch Hold Requests off and let them email you instead.
Managing links
New Activity → Manage Links lists every link you have created, with how many times each has been viewed and whether it has expired. From each link's menu you can Copy Link, Deactivate it without deleting it, or Delete it. Deactivating is usually the right move: it stops working immediately and you keep the record of who you sent it to. Activate turns it back on.
Practical use
- One link per lead, named for them. The reference name is the only way to tell two links apart later.
- Set Auto-Expiration on anything you send to someone you have not spoken to. A permanent window into your calendar is more than most inquiries have earned.
- Show three to six months around their date, not your whole year. A shorter range reads as an answer; a longer one reads as homework.
- Leave Tentative Holds on. A couple seeing a date as tentative asks about it, which is a conversation; seeing it as free and then losing it is a complaint.
Frequently Asked Questions
What happens to my links if my plan ends? They stop answering. Availability links are part of the paid plans, so if a venue drops back to Free, anyone opening one sees "This availability link is no longer active. Please contact the venue directly." — nothing about your plan. The links themselves are kept, and they work again, on the same addresses, as soon as the plan is back.
Does the calendar update after I send it? Yes. It reads your live availability, so a date booked tomorrow shows as taken.
Can I approve a hold request before it takes the date? No. Submitting the form places the hold. Turn Hold Requests off if you would rather be asked first.
What does the lead need to open it? Nothing — no account, no password. Anyone with the link can see the range you shared.
Can I change the dates on a link I already sent? The range is set when the link is created. Make a new one.
Keep reading
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