# Booking: Meetings without email ping-pong > Your customers book their own appointment on your website, only at times when you are actually free. CIRO NOISE checks calendars, vacation and public holidays, shares the appointments across your team and sends the confirmation and reminder. - Page: https://www.ciro-noise.de/funktionen/termine - Deutsche Fassung: https://www.ciro-noise.de/funktionen/termine.md Three emails before a first call is set, and then it lands in your vacation anyway. With CIRO NOISE, your customer books on your website and only sees times when you are actually free, because calendars, absences and public holidays are already checked. Confirmation, calendar entry and reminder follow on their own. ## Scheduling software for your team Arranging meetings by email means writing three suggestions, waiting for the reply and copying the result into your calendar by hand. In CIRO NOISE you create a meeting type instead, such as “Intro call, 30 minutes, by video”, and embed it on your website. Your customer picks a free time, enters their name and email address and answers the questions you set up for this meeting type. Free means actually free. The scheduling checks everyone’s connected calendars (Google, Microsoft or a calendar subscription such as iCloud), plus vacation and absences from time tracking, the public holidays of your German state and the appointments already booked. A vacation request blocks the week before it is approved, and nobody reads the reason for an absence along the way. For a group, you decide how appointments are shared: round robin, so the person with the fewest appointments gets the next one, or as a group meeting that can only be booked when everyone is free. The booked appointment lands in the host’s calendar, and video meetings come with a room in Google Meet or Microsoft Teams. Your customer gets a confirmation with a calendar file and a reminder before the meeting. Appointments connect to the rest of your work. A pitch page offers the same free times, so your customer books the first call right next to your offer. Your organization’s permissions decide who may offer appointments. Our own demo calls run on exactly this booking feature. ## Check, share, embed Your customer only sees real free times, your team shares the appointments, and the form sits on your website. - **Only times when you are free**: Calendars, vacation, holidays and booked appointments are checked before your customer sees a time. While they fill in the form, CIRO NOISE holds the time for them for 15 minutes. - **Round robin across your team**: With round robin, the person with the fewest appointments gets the next one; a group meeting needs everyone. Your customer sees times, not names, and nobody assigns by hand. - **Embedded on your website**: As a form in the page, a floating button or attached to your own button, in your accent color and light or dark. For site builders that don’t allow scripts, there is a simple version. ## From click to calendar entry Set your office hours once, let the customer book, share the appointment across the team. ### Set your office hours once Mara decides when she offers intro calls: weekdays from 9 am to 6 pm, and only until noon on Thursday in two weeks. She doesn’t enter her November vacation a second time, because the request from time tracking already blocks the week. Her Google Calendar is connected, so the dentist appointment on Wednesday counts as busy too. - Weekly hours with exceptions - Vacation blocks from the request - Public holidays of your state - Google, Microsoft or a subscription ### Let your customer book The agency’s website has a button labeled “Book an intro call”. Mr. Albers clicks it, sees only the October days with free times and picks Friday at 2:30 pm. He enters his name and email address and answers the one question Mara set up for this meeting type: what it’s about. While he types, the time is reserved for him. - Only days with free times - Your own questions in the form - Time held while filling in - No account for your customer ### Share the appointment The meeting type “Intro call” belongs to a group: Mara, Deniz and Jan. Round robin gives the appointment to Deniz, because he has the fewest this week. It appears in his Microsoft calendar right away, with a Teams room. Mr. Albers gets the confirmation with a calendar file, a reminder the day before and one an hour ahead, plus a link to reschedule or cancel himself. - Round robin by workload - Entry in the host’s calendar - Video room in Meet or Teams - Reschedule and cancel by link ## Booking in detail The key booking features in one sentence each. - **Meeting types with buffers and notice**: Per meeting type you set the duration, buffers before and after, minimum notice, how far ahead people can book and the grid of start times. - **Video meetings with Google Meet and Teams**: On site, by phone, by video or a place of your own; for video, CIRO NOISE creates a room in Google Meet or Microsoft Teams, or you add your fixed link. - **Booking on your website**: As a form in the page, a floating button, attached to your own button or as a simple version for site builders, in your accent color, light, dark or matching the device. - **Calendar sync with Google and Outlook**: Google and Microsoft per person or for the whole company at once, plus any calendar subscription such as iCloud or Nextcloud; several calendars per account count. - **Round robin or group meeting**: With round robin, the person with the fewest appointments gets the next one; a group meeting can only be booked when everyone in the group is free. - **Confirmation and reminders**: Your customer gets a confirmation with a calendar file, the host gets a notice, and up to five reminders go out, by default the day before and an hour ahead. - **Office hours and absences**: Everyone maintains their own weekly hours and exceptions; whoever manages meeting types can also maintain the hours of the other hosts. - **Your own questions**: You build the form per meeting type: short or long text, single or multiple choice, each required or optional. - **Reschedule and cancel**: Your customer reschedules or cancels through the link in their confirmation; if you need a different time, you ask them by email, and the appointment stays until they pick a new one. - **Who offers appointments**: Anyone with a full seat and the “Booking” permission can offer appointments; employee seats don’t offer appointments. ## Frequently asked questions ### Do I still need a separate booking tool? For many teams, no. Meeting types, office hours, sync with Google and Microsoft calendars, embedding on your website and reminders are included. On top of that, the scheduling knows your team’s vacation requests and holidays, because it lives in the same software as time tracking. CIRO NOISE doesn’t take payments at booking. If you need that, a tool built for it still makes sense. ### Which calendars can I connect? Everyone connects Google and Microsoft themselves, or an admin connects the whole company at once. Other calendars such as iCloud or Nextcloud are read through their subscription address. CIRO NOISE writes booked appointments into Google and Microsoft calendars. ### Can a customer book during my vacation? No. Vacation and absences from time tracking block the time, starting from the request. The scheduling only reads the period, never the reason for an absence. ### Does my customer need an account? No. They book through the form on your website and reschedule or cancel through the link in their confirmation. CIRO NOISE runs no visitor analytics on the form. ### What happens if two customers want the same time? Whoever picks a time first gets it reserved for 15 minutes while they fill in the form. The second customer sees that time as busy and picks another. ## CIRO NOISE at a glance - CIRO NOISE is a workspace for small businesses and teams of up to about 50 people: wiki, tasks, customer requests, finance with quotes and invoices, customers (CRM), meetings, knowledge with AI, social media, password vault, and time tracking behind one login. - Price: the first 2 seats are free, with every feature. Each additional seat costs €25 per month plus VAT. No credit card to start. - Privacy: servers and AI run in EU data centers, content never trains AI models, and permissions apply per person and feature. - AI connection: Claude and other AI assistants connect through MCP, the open standard for AI tools, with exactly the permissions of the person. - Provider: CIRO GmbH, Eching, Germany. Contact: hello@ciro.gmbh, phone +49 89 24 88 31 22.