--- title: "Set when you take meetings about your events | Ticket Fairy Guides" description: "Choose the hours you take calls with sponsors, suppliers, artists' agents and ticket buyers, connect Google Calendar so nobody books you while you're busy, and give your meetings to a colleague while you're away." canonical: "https://www.ticketfairy.com/guides/set-when-you-take-meetings-about-your-events" --- 1. [Ticket Fairy](https://www.ticketfairy.com/) 2. [Guides](https://www.ticketfairy.com/guides) 3. Set when you take meetings about your events Your brand and team # Set when you take meetings about your events Promoters and event teams spend a lot of their week on calls with sponsors, venues, suppliers and buyers asking about group tickets. With your hours set and your calendar connected, Ticket Fairy offers only the times you're free, and a colleague takes your meetings while you're on holiday. Takes: 5 minutes - [Open your availability](#step-1) - [Add the people who take meetings](#step-2) - [Choose whose availability to change](#step-3) - [Connect Google Calendar](#step-4) - [Connect Zoom](#step-5) - [Choose your timezone](#step-6) - [Set your weekly hours](#step-7) - [Change your hours on one date](#step-8) - [Select Save hours](#step-9) - [Choose the dates of your time off](#step-10) - [Choose a colleague to take your meetings](#step-11) - [Select Add time off](#step-12) - [Check your availability](#step-13) ## Before you start - You can use Meetings on every plan. - You need an owner or admin login on the brand to add the people who take meetings and to change anyone else's hours. Once you take meetings, you can change your own hours and time off with an owner, admin, producer, marketing, support or stats login. - You need a Google account with Google Calendar, and a Zoom account if your meetings happen on Zoom. 1. ## Open your availability Go to your brand, select **Meetings**, then **Availability**. The tab opens on your own hours, calendar and time off. 2. ## Add the people who take meetings If you're an owner or admin, select **Add a person who takes meetings**, choose them in **Person**, then select **Add person**. They start with Monday to Friday, 09:00 to 17:00, and can change their own hours from then on. **Note:** The list shows the people on your brand team who don't take meetings yet. To take meetings yourself, select **Start taking meetings** on your own availability. 3. ## Choose whose availability to change Optional: Choose a person in **Whose availability** to change their hours or time off. **Note:** Owners and admins see this list. Everyone else sees and changes only their own availability. 4. ## Connect Google Calendar Select **Connect Google Calendar**, then sign in to Google and allow access. You come back to your availability, and **Google Calendar** shows "Connected". **Note:** Each person connects their own calendar. Ticket Fairy offers a person for meetings once their calendar is connected, because it checks their busy times and sends the invite from it. 5. ## Connect Zoom Optional: If your meetings happen on Zoom, select **Connect Zoom** and sign in to Zoom in the window that opens. Each meeting held on Zoom then gets its own link from your Zoom account. 6. ## Choose your timezone Under **Working hours**, choose your timezone in **Timezone**. Your weekly hours and dates are in this timezone. 7. ## Set your weekly hours Under **Weekly hours**, turn on each day you take meetings and choose its start and end times. A day you turn off shows "Not taking meetings". **Tip:** Select **Add hours** for a second block on the same day, such as the afternoon after a break. On Monday, **Copy to Monday to Friday** repeats Monday's hours on every weekday. 8. ## Change your hours on one date Optional: Under **Dates with different hours**, choose a **Date** and select **Add date**, then set it to "Closed all day" or choose that day's hours. Your weekly hours apply on every other date. **Tip:** Select **Use weekly hours** beside a date to remove it again. 9. ## Select Save hours Select **Save hours**. "Saved" appears beside the button, and only times inside your new hours are offered from then on. **Tip:** Select **Discard changes** before saving to go back to the hours you last saved. 10. ## Choose the dates of your time off Under **Time off**, choose your first day away in **From** and your last day away in **To**. **Note:** To be away for part of a day, tick **Only part of a day** and choose a **Start time** and an **End time**. Time off can last up to a year. 11. ## Choose a colleague to take your meetings Optional: Choose who takes new meetings while you're away in **Colleague who takes the meetings**. **Note:** With **Nobody**, nobody can book you on those dates. 12. ## Select Add time off Optional: Enter a reason in **Note**, such as Holiday, then select **Add time off**. Your time off appears in the list with the dates and who takes your meetings. 13. ## Check your availability Check that **Google Calendar** shows "Connected" and that your time off reads, for example, "Sam Lee takes the meetings". You're now offered for meetings in your hours, except while you're away. ## Or have it done for you Fai, your AI teammate, can check sales, update your event or change a ticket when you ask. Fai can show anyone's hours, calendar connection and time off, change hours and dates, pause new meetings, and add or remove time off with a colleague covering. She shows you each change and asks you to approve it before she saves. You connect Google Calendar and Zoom yourself on the Availability tab, because only you can sign in to your own accounts. ### In your dashboard, with Fai ``` I'm off from to , give my meetings to and change my hours to 9 till 5 monday to friday ``` ## Pause new meetings Turn off **Taking meetings** in **Calendar and video**. Nobody can book a new meeting with you while it's off, and the meetings already booked stay. Fai can pause new meetings for you, or for anyone if you're an owner or admin, and turn them back on. She asks you to approve the change first. ### In your dashboard, with Fai ``` Pause new meetings for me until i say so ``` ## Remove time off Select **Remove** beside the time off, then **Remove** again to confirm. People can book you at those times again straight away. Fai can list your time off and remove one after you approve it. ### In your dashboard, with Fai ``` Remove my time off on , i'm back in ``` ## Questions you might have **Why am I never offered for meetings?** Ticket Fairy offers you once your Google Calendar is connected, **Taking meetings** is on and the time is inside your hours. Open **Availability** and check all three. If **Google Calendar** shows "Reconnect needed", select **Reconnect calendar** and sign in to Google again. **Can I connect Google Calendar for a colleague?** No. Each person signs in to their own Google account, so the page shows "Only this person can connect their own calendar." when you open someone else's availability. Ask them to open **Meetings** and connect it. **What happens to the meetings already booked when I change my hours or add time off?** They stay booked at their times with you. New hours and time off change which times people can book from then on. To give a booked meeting to a colleague, open it under **Bookings** and select **Hand to a colleague**. **Who can change my hours?** You can, and so can the brand's owners and admins. Anyone else who opens your availability is told they can change only their own. You need an owner or admin login to add a person who takes meetings. **What if a teammate changed my hours while I was editing?** Your changes stay on the page and the dashboard says someone else changed them first. Select **Load their version** to see theirs, or **Save mine over it** to keep yours. **Which calendars can I connect?** Google Calendar. Your free and busy times come from it, and each meeting's invite is sent from it to the guest. Zoom gives a meeting its video link when the meeting type is held on Zoom. **Do Meetings cost extra?** No. Meetings is part of every plan. Free and the older Starter plan include up to 3 meeting types with 1 person each. Pro and higher plans have no limits, and add meetings shared across a team. ## Still have a question? Book a demo and we will answer it on a call, on your kind of event. Or create your account and see it for yourself. [Book a demo](https://www.ticketfairy.com/event-ticketing/book-a-demo) [Create a free account](https://manage.ticketfairy.com/welcome) No setup fees. No monthly fee. No credit card required. ## Related guides - [More ways to use Ticket Fairy](https://www.ticketfairy.com/features/teams-and-security) - [Create a meeting type for your event calls](https://www.ticketfairy.com/guides/create-a-meeting-type-for-your-event-calls) - [Find a time for an event meeting that suits everyone, and book it](https://www.ticketfairy.com/guides/find-a-time-for-an-event-meeting-and-book-it) - [Move or cancel meetings booked with your event team](https://www.ticketfairy.com/guides/move-or-cancel-meetings-booked-with-your-event-team) - [Invite your team to your events and choose what each person can do](https://www.ticketfairy.com/guides/invite-your-team) - [Invite promoters to your collective so they can sell tickets for your events](https://www.ticketfairy.com/guides/invite-people-to-your-collective) - [Set up a brand kit for your events](https://www.ticketfairy.com/guides/set-up-your-brand-kit) - [Every Ticket Fairy guide](https://www.ticketfairy.com/guides) ## Do this on your own event Create your account, build your event and follow the steps in your own dashboard. You do not need to book a sales call. [Create a free account](https://manage.ticketfairy.com/welcome) [Book a demo](https://www.ticketfairy.com/event-ticketing/book-a-demo) ## Sell tickets with Ticket Fairy Start free with unlimited events and no monthly fee, and choose a paid plan when you need more. - Set up your event in minutes - Free events are free - Fai, your AI teammate, is built in [Create a free account](https://manage.ticketfairy.com/welcome) No setup fees. No monthly fee. No credit card required. ## See it on a call Book a demo and we will show you how Ticket Fairy handles your kind of event. [Book a demo](https://www.ticketfairy.com/event-ticketing/book-a-demo) [More ways to use Ticket Fairy](https://www.ticketfairy.com/features/teams-and-security) ### Tips for selling more tickets Practical advice from working event organizers, and every new guide as it is published. We respect your privacy. Unsubscribe anytime. --- This page is on Ticket Fairy, a ticketing, marketing and operations platform for live events and the venues that host them: festivals, club nights, concerts, conferences and tours, and night clubs, beach clubs and concert venues. It grows revenue with fan rewards that turn an audience into a sales channel, and runs the money side with payments and payouts, Vault business banking, and working capital advanced against ticket sales. [How Ticket Fairy ticketing works](https://www.ticketfairy.com/event-ticketing) ยท [Ticket Fairy for AI assistants](https://www.ticketfairy.com/llms.txt)