Whether you're scheduling on behalf of your team or booking resources like rooms, event spaces or equipment, it's important to ensure more than one meeting can take place at a time without interfering with each other. We'll explore how to use sub-calendars and email aliases to keep even the most complicated schedules running smoothly.

By design, Appointlet meetings require a dedicated host. However, this doesn't necessarily mean your hosts need to be actual people. Even if you're the only one who needs to access the account, you can set up and manage multiple "members" to represent your resources. To do this, you can invite aliases of the same email address you used to create your account and Appointlet will recognize these as separate entities.

In the image below, we've added a plus sign (+) and a number just before the @ symbol for each additional "member" we want to invite.

Important: You'll need to manually open and accept these invitations so be sure to use a valid email address. We recommend using the same email address you used to create your account. This will make managing your calendar integration easier as well.

Once you've sent off the invitations, log into your email account and accept them so you can onboard the new members. We recommend naming each one after the resources they're meant to represent. In this example, we've named these new "members" after the rooms they're meant to represent.

Now that you have your "alias" members in place, it's time to create their availability schedules, assign them to meeting types, and set them up with separate sub-calendars.

Appointlet is designed to prevent double bookings for team members, so we check everyone's upcoming meetings internally as well as their external Google or Office 365 calendars to block out time slots that are already occupied.

As long as each member is assigned to a separate meeting type, you don't need to worry about your internal meetings clashing with each other. However if you're using the same calendar account for each bookable resource, it's crucial to ensure they aren't checking the same calendars for conflicts. This is where sub-calendars come in handy. Follow the steps below to:

In this example, we're using a single Google Calendar account for both of our bookable resources. The same method works in Office 365 as well.

Within Google, we've set up two new calendars in the "Other calendars" section to represent each of our bookable rooms. These will serve as our Availability Calendars.

Notice the "Central Admin Calendar" above in the "My calendars" section. This one will serve as our Meetings Calendar.

To understand the difference between Meetings and Availability Calendars in Appointlet, please review this guide.

To edit the calendar configuration for each resource, you'll need to log into the user account you've set up for each one and open the Calendar Sync tab in the settings menu.

You can also access each member's calendar integration settings via the Calendar tab in the Availability menu.

In the image below, you'll see that we're editing the calendar settings for Room 1 (shown in the top right corner). In the connected Google Calendar account, we've created a dedicated calendar just for this resource called "Room 1 Calendar" and assigned it as Room 1's "Availability Calendar" to check for conflicting events.

Likewise, we've set up a "Room 2" calendar just for our Room 2 resource. By selecting the same "Central Admin Calendar" as our "Meetings Calendar" we've ensured that the calendar events for both rooms are visible in the same place.

This system ensures your resources may be booked independently while giving you full visibility over the bookings for all all of them.