# How to build a meeting scheduler in Bubble

- Tool: Bubble
- Difficulty: Beginner
- Time required: 25-30 min
- Compatibility: All Bubble plans
- Last updated: March 2026

## TL;DR

Build a Calendly-style meeting scheduler in Bubble with configurable available time slots, a shareable booking link, attendee slot selection with confirmation emails, and calendar integration. This tutorial walks through the data model for availability, the booking UI, conflict prevention, and automated email notifications.

## Overview: Building a Meeting Scheduler in Bubble

This tutorial shows you how to build a Calendly-style meeting scheduler in Bubble. You will create a system where hosts define their available time slots, share a booking link, attendees select an open slot, and both parties receive confirmation emails. The system prevents double-booking and supports recurring availability patterns.

## Before you start

- A Bubble account with a new or existing app
- User authentication already set up
- Basic familiarity with Bubble's Data tab and workflows
- Understanding of date and time handling in Bubble

## Step-by-step guide

### 1. Create the Availability and Booking Data Types

Go to the Data tab. Create a Data Type called Availability with fields: Host (User), Day of Week (text or Option Set with Monday through Sunday), Start Time (text such as 09:00), End Time (text such as 17:00), Slot Duration (number in minutes, such as 30), and Is Active (yes/no). Then create a Booking Data Type with: Host (User), Attendee Name (text), Attendee Email (text), Date (date), Start Time (date), End Time (date), Status (Option Set: Confirmed, Cancelled), and Notes (text).

**Expected result:** Two Data Types (Availability and Booking) appear in your Data tab.

### 2. Build the availability settings page for hosts

Create a page called availability-settings. Add a Repeating Group with Type set to Availability, Data source: Search for Availabilities where Host equals Current User. In each cell, show the Day of Week, Start Time, End Time, and Slot Duration as editable inputs, plus a toggle for Is Active. Add a button to create new availability entries for each day. Hosts set their recurring weekly schedule here: for example, Monday 9:00 to 17:00 with 30-minute slots.

> Pro tip: Use an Option Set for Day of Week to keep values consistent. Pre-create all seven days when a user first visits the settings page.

**Expected result:** Hosts can configure their weekly availability for each day, including start time, end time, and slot duration.

### 3. Generate available time slots on the booking page

Create a page called book with a URL parameter for the host's user ID. Add a Date Picker for the attendee to select a date. When a date is selected, determine the day of week and find the host's Availability for that day. Use a Repeating Group to display available slots. Generate the slots by calculating from Start Time to End Time in increments of Slot Duration. For each potential slot, check if a Booking already exists for that host, date, and time range with Status equals Confirmed. Only show slots where no booking conflict exists.

**Expected result:** The booking page shows available time slots for the selected date, automatically hiding slots that are already booked.

### 4. Create the booking workflow with conflict prevention

When the attendee selects a slot and clicks Book, add an Input for their name, email, and optional notes. Create the workflow: first search for existing Bookings for that host, date, and time where Status equals Confirmed. Add an Only when condition: the search count is 0. If no conflict, Create a new Booking with Host, Attendee Name, Attendee Email, Date, Start Time, End Time, Status as Confirmed, and Notes. If a conflict exists, show an alert saying the slot has been taken.

> Pro tip: Run the conflict check in a Backend Workflow for extra safety since frontend workflows can have race conditions if two people book simultaneously.

**Expected result:** Clicking Book creates a confirmed booking only if the slot is still available, preventing double-booking.

### 5. Send confirmation emails to both parties

After the Create Booking action, add two Send email actions. The first goes to the attendee: To equals Attendee Email, Subject is Meeting Confirmed with the host's name, Body includes the date, time, and any meeting link. The second email goes to the host: To equals Host's email, Subject is New booking from the attendee name, Body includes the attendee details and meeting time. Include a link to a cancellation page with the booking ID as a URL parameter.

**Expected result:** Both the attendee and host receive confirmation emails with meeting details immediately after booking.

### 6. Build a booking management page for hosts

Create a page called my-bookings. Add a Repeating Group with Type Booking, Data source: Search for Bookings where Host equals Current User, sorted by Date ascending. In each cell, display the attendee name, date, time, and status. Add a Cancel button with a workflow that changes the Booking Status to Cancelled and sends a cancellation email to the attendee. Add a tab or filter to show upcoming versus past bookings using a constraint on Date compared to Current date/time.

**Expected result:** Hosts can view all their bookings, see upcoming and past meetings, and cancel bookings with automatic attendee notification.

## Complete code example

File: `Workflow summary`

```text
MEETING SCHEDULER — WORKFLOW SUMMARY
=====================================

DATA TYPES:
  Availability
    - Host (User)
    - Day of Week (Option Set: Mon-Sun)
    - Start Time (text, e.g. '09:00')
    - End Time (text, e.g. '17:00')
    - Slot Duration (number, minutes)
    - Is Active (yes/no)

  Booking
    - Host (User)
    - Attendee Name (text)
    - Attendee Email (text)
    - Date (date)
    - Start Time (date)
    - End Time (date)
    - Status (Option Set: Confirmed, Cancelled)
    - Notes (text)

PAGE: availability-settings (host-only)
  Repeating Group (Availability, Host=Current User)
  Each row: Day, Start Time, End Time, Duration, Active toggle
  Button: Save changes to each Availability

PAGE: book?host=[user_id] (public)
  Date Picker → selected date
  Repeating Group: available time slots
    Generated from Availability for that day of week
    Filtered: no existing Confirmed Booking at that time
  Booking form: Name, Email, Notes inputs
  Button: Book Meeting

WORKFLOW: Create Booking
  Trigger: Book button clicked
  Condition: Search Bookings (Host, Date, Time, Confirmed):count = 0
  Actions:
    1. Create Booking (all fields, Status = Confirmed)
    2. Send email to Attendee (confirmation)
    3. Send email to Host (new booking notification)

WORKFLOW: Cancel Booking
  Trigger: Cancel button clicked
  Actions:
    1. Make changes to Booking → Status = Cancelled
    2. Send email to Attendee (cancellation)

PAGE: my-bookings (host-only)
  Tab: Upcoming (Date >= today, Status = Confirmed)
  Tab: Past (Date < today)
  Tab: Cancelled (Status = Cancelled)
  Each row: Attendee, Date, Time, Status, Cancel button
```

## Common mistakes

- **Not checking for existing bookings before creating a new one** — Without a conflict check, two attendees can book the same time slot, causing double-booking Fix: Always search for existing Confirmed bookings at the same host, date, and time before creating a new booking
- **Storing times as text strings instead of date objects** — Text time values cannot be compared or sorted properly, making conflict detection unreliable Fix: Store Start Time and End Time as full date-time objects in the Booking Data Type for accurate comparisons
- **Not handling timezone differences between host and attendee** — A slot showing as 2:00 PM might be in different timezones for the host and attendee, causing confusion Fix: Display times in the viewer's local timezone using Bubble's date formatting options, and store all times in UTC internally

## Best practices

- Store booking times as full date-time objects for accurate conflict detection and sorting
- Run booking conflict checks in a Backend Workflow to prevent race conditions
- Display times in the viewer's local timezone and store in UTC internally
- Add a buffer time between slots (e.g., 5-10 minutes) to prevent back-to-back meetings
- Send confirmation emails immediately after booking and reminder emails 24 hours before
- Use Privacy Rules to ensure attendees cannot see other attendees' booking details
- Provide a cancellation link in confirmation emails that includes the booking ID as a parameter

## Frequently asked questions

### Can I integrate this with Zoom to auto-generate meeting links?

Yes. Use the API Connector to call Zoom's Create Meeting API after a booking is confirmed. Store the returned meeting URL on the Booking record and include it in confirmation emails.

### How do I handle recurring meetings?

Create multiple Booking records at once using a Backend Workflow that creates bookings for each occurrence. Store a Recurrence ID on each booking so they can be managed as a group.

### Can attendees reschedule instead of cancelling?

Yes. Add a Reschedule button that cancels the existing booking and redirects to the booking page with the host pre-selected. Pass the old booking ID via URL parameter so the system can reference the original booking.

### How do I send reminder emails before the meeting?

Create a Backend Workflow that runs on a schedule. It searches for Bookings where Date equals tomorrow and Status is Confirmed, then sends reminder emails to both the host and attendee.

### Can RapidDev help build a more advanced scheduling platform?

Yes. RapidDev can help you build advanced scheduling features including team scheduling with round-robin assignment, payment collection at booking, Google Calendar integration, and custom branding for the booking page.

### Can I limit how far in advance attendees can book?

Yes. Set the Date Picker's minimum date to today and maximum date to a calculated future date like Current date/time plus 30 days. This prevents bookings too far in advance.

---

Source: https://www.rapidevelopers.com/bubble-tutorial/set-up-a-meeting-scheduler-in-bubble
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