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The Ultimate Guide to ScheduleOnce

The busier society gets, the more in need its members become for effective and easy-to-use time management tools. As with anything in life, where there’s a demand, there’s supply. Individuals today have their choice of a variety of digital and web-based calendar tools, such as ScheduleOnce. With the myriad of options, it may be difficult for consumers to select the one that is right for them. We at Woven hope to help with the selection process.

In this comprehensive guide, we explain the ins and outs of one of the more popular time management services available: OnceHub. Whether you have questions regarding price, calendar integrations, set up or everything in between, you will find the information you’re looking for in here. We also explore the service’s two product offerings and how businesses and corporations can benefit from both.

Learn more about ScheduleOnce and InviteOnce and how both these calendar tools compare to other top offerings, such as the one we offer at Woven. To make the most informed decision about which calendar app you want to put to work for you, keep reading.

What is ScheduleOnce?

Like Woven, OnceHub and ScheduleOnce strive to take the back and forth out of shared scheduling. However, whereas Woven is more focused on internal collaboration, ScheduleOnce focuses more on helping businesses connect with customers and prospective customers at times that are most convenient for everyone.

With ScheduleOnce, business owners and managers can set up an organization’s scheduling scenarios. Once approved, they can publish and share the scenarios via email, on the company’s website or through social media. Clients, prospective clients and patients can book at their leisure, and everyone’s calendars will accommodate for the new bookings in real time.

InviteOnce, OnceHub’s other product, is similar to ScheduleOnce in that it allows for seamless scheduling. However, InviteOnce provides for more customization and allows meeting hosts to both send personalized scheduling invitations and schedule bookings on behalf of clients. Once a meeting is scheduled, InviteOnce will send email notifications to all parties.

ScheduleOnce Pricing

OnceHub offers two plans: ScheduleOnce and InviteOnce. Both tools give you more control over your schedule and how you use your time.


When you have a lot on your plate, and when your scheduling scenarios look far from ordinary, you need a time management tool that goes beyond standard booking. ScheduleOnce is that tool. ScheduleOnce offers a wide range of features that allow you to accommodate for just about any scheduling situation. Whether you want to schedule several events across multiple teams, prioritize meetings, reassign bookings or schedule events in multiple time zones, ScheduleOnce allows you to easily do all that and more.

ScheduleOnce comes with three different plans:

  • Up to 3 users = $15 per month
  • 4 to 100 users = $10 per user per month
  • 100+ users = steeper discounts for larger teams


InviteOnce provides for more flexibility than ScheduleOnce. With InviteOnce, you can schedule meetings between yourself and clients, on behalf of your team members and in accordance with your organization’s assignment rules and for entire panels of people. You can also pool participants’ availability, schedule meetings on a round robin basis (meaning, bookings will automatically be assigned to the next team member in line) and reserve meeting rooms that are available during the selected timeframe.

Right now, InviteOnce is free in beta. However, once OnceHub rolls out the product, the pricing structure is as follows:

  • Up to 10 users = $10 per month
  • 11 to 250 users = $2 per user per month
  • 251+ users = steeper discounts for larger teams

Both ScheduleOnce and InviteOnce start with a 14-day free trial period.

Try Woven for free

Experience our most powerful scheduling and time management tools with a free 21-day trial of Woven Premium.

Who We Are

Our team at Woven is comprised of the top productivity experts from Google, Facebook, SquareSpace, and others. Woven's original vision was to help individuals reimagine how they used their time so they could spend what of the precious commodity they did have on what matters most to them. Though we started with helping people make scheduling easier within their calendar, we do so much more. 

The Woven calendar app makes it possible to perform all the functions of scheduling in one fell swoop. From planning to scheduling, and from preparation to meeting to follow up, you can see and manage every stage of the calendar lifecycle on one screen. 

How To Login to ScheduleOnce


Signing up for ScheduleOnce is easy. To create your account, you’ll be asked to enter your name, email address and password. The site also asks that you verify your password before signing up.

Once you click, “Sign Up,” you’ll be asked to verify your time zone. Don’t skip this step, as the tool may assume you’re in an entirely different time zone, which could mess with your scheduling. If you have a remote team, you will also need to verify the time zones of your various team members.

Once you set your time zones, ScheduleOnce will give you a brief tour of the app and ask you to connect your preferred calendar. The tool allows you to connect a number of different calendar apps, including Office 365, Google Calendar, Exchange Calendar, Outlook Calendar, Apple Calendar and PC Connector for Outlook. Though you don’t have to do this right away, there’s no reason to wait. Also, integrating your preferred calendar early on can save you significant time, as ScheduleOnce checks your calendars in real time and updates your ScheduleOnce calendar accordingly.

Upon completion of the registration process, ScheduleOnce will send you an email that contains a personalized sign-in ID and a link to your booking page. You’ll want to jot this down, as this is the link you’ll give to others to book appointments.

If you utilize G Suite from G Suite Marketplace, you can save yourself time by adding ScheduleOnce to that app. G Suite Marketplace is a part of Google’s productivity software designed for businesses, which should give you a clue as to the type of user ScheduleOnce hopes to attract.

Once your account is set up, logging into the app is easy. Either input your email and selected password or sign into G Suite. If you’re already signed into G Suite, ScheduleOnce should automatically log you in.


How To Set Up ScheduleOnce


After you create your account and before you set up your first event, take a brief tour. On the left you’ll see a bar that contains a number of icons. When you place your cursor over it, the bar will open up into three sections. The first section is titled “Configuration.” That’s the page you’re on now. From there, you can create Event Types, Master Pages and Booking Pages.

The second section lets you view and access “Integrations.” You’ll need this section when you want to automate and update your calendars with ScheduleOnce.

The third and final section, “Tools,” is the second most useful section. Here you will find the tools you need to send customized information to people in your bookings.

Once you’ve familiarized yourself with ScheduleOnce’s platform, exit the menu and focus on the page’s core content. On the left side of the page, you’ll find all the information you need to create and manage “Event Types.” The center section is reserved for “Booking” pages and the right is for creating and managing “Master” pages.


Event Types

What sets ScheduleOnce apart from other time management tools is the ability for users to schedule meetings and events by “Type.” By categorizing events, you can manage how many of what type of meeting you’re willing to accept during any given time period and how many. For instance, say you only want to accept 20 new patient consultations a week. You can create the event type “Patient Consultations” and then determine when you will be willing to accept these types of meetings, where and for how long. You can even set prices for certain types of meetings and create options for cancellation or postponement.

Once you set an Event Type, you can determine duration. ScheduleOnce has three pre-set event durations: 15-minutes, 30-minutes and 60-minutes. However, you can customize the duration from there. You can also give the event a “Public Name” and assign an icon to it. These customization options allow you to easily associate a booking with traits such as type, price, mode of booking and category.

Hitting “Save and Edit” will bring you to another page where you can finally start defining the elements of an event. ScheduleOnce offers no less than seven different customization options, including Time Slot settings, Overview, Customer Notifications, Payment and cancel/reschedule policy, Scheduling Options and Time Zone Conversion.


Booking Pages


Setting Event Types is only a fraction of what ScheduleOnce can do. The Booking Pages are how you present your availability to customers or, in select cases, employees. The Booking Page also contains all the specifications you set forth for the meeting, including payment terms and conditions. These pages have their own URLs so customers can easily access them, as well as CTAs and social media buttons. You can create several types Booking Pages for different types of customers, which is important if you cater to varying crowds.

To create a Booking Page, you will need to fill out a form.  The form is simple and straightforward and asks for the following information:

  • The public name of the page
  • The label you created for internal purposes
  • The slug after the slash in the UEL
  • A picture you associate with the type of booking

On the booking page, you can also set recurring availability, date specific availability and location settings.


Master Pages

Whereas Booking Pages allow you to present multiple Event Types to your audience on a single page, Master Pages provide a way for you to present multiple bookings to multiple people. You might use these types of pages if, for instance, you ran a financial consultancy firm and wanted to schedule a meeting between your firm, a potential client and, say, the client’s estate administrator. Various types of businesses can benefit from the Master Pages. However, Master Pages are not default, so you will need to create one yourself.



Advanced ScheduleOnce Functionality

ScheduleOnce is a comprehensive time management app and, as such, boasts some advanced integrations and features. From multi-user support to round-robin assignment to custom themes, there is no shortage of what you can do with ScheduleOnce. For brevity’s sake, we’re going to focus on three of the more popular and highly utilized functionalities:

  • Pooled Availability: Do you have multiple associates who are available to collaborate with clients and potential customers? Use pooled availability to combine the availability of multiple team members and display it to customers as a single booking calendar. When customers select a date, time and meeting duration, ScheduleOnce will automatically assign the booking to the team member with the most available time.
  • Time and Workload Management: From establishing workload rules to limiting the maximum number of available time slots for any given event in any given period, you can make the most of your time with this feature.
  • Booking Reassignment: When one team member suddenly becomes unavailable, ensure your customer still has a great experience by automatically reassigning the booking to another competent and available team member.

ScheduleOnce’s functionalities are numerous, so you really need to visit the site and explore them more in depth. Bear in mind that for some, the numerous capabilities are overwhelming, which is why you should take advantage of the 14-day free trial before you invest in a monthly plan.


Experience a Smarter ScheduleOnce With Woven

Woven may not feature as many capabilities as OnceHub’s ScheduleOnce, but, as mentioned above, that may be a good thing. Its fewer features also doesn’t detract from what Woven can do.

Woven is a smart, powerful and comprehensive digital time management app that boasts numerous advantages of competitors’ products. Some of Woven’s more desirable features include the following:

  • Collaborative and intelligent events that can be enhanced with event-specific materials such as related emails, tags and private notes
  • Map view with travelling planning to ensure you have plenty of time between meetings
  • My Time, which identifies and resolves conflicts in your schedule
  • Fully integrated scheduling links with real-time availability
  • A sleek and user-friendly interface
  • Ability to reschedule and automatic schedule updates

Also, unlike ScheduleOnce, Woven and all its integrations and functionalities are completely free.

Read Our Other Comprehensive Calendar Guides

Read Our Other Calendar Tool Tutorials


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Try Woven for free

Experience our most powerful scheduling and time management tools with a free 21-day trial of Woven Premium.