> ## Documentation Index
> Fetch the complete documentation index at: https://hellotars.com/docs/llms.txt
> Use this file to discover all available pages before exploring further.

# Meeting Scheduler settings

> Every field in the Meeting Scheduler setup dialog, with its limits and defaults.

The setup dialog of the Meeting Scheduler component holds these settings, step by step. To set the scheduler up, see [Book meetings with the Meeting Scheduler](https://hellotars.com/docs/guides/building/gambits/meeting-scheduler.md). A CodeKit integration handles hosts, availability, and emails itself, so the dialog skips those steps for it.

## Integration and hosts

**Hosts** lists the people who take the meetings. Tars assigns each booking to one of them. If no calendar account is connected yet, the step shows **No calendar accounts connected** with a **Go to Tools** button.

Select a host to open **Configure host**:

| Field | What it does |
| - | - |
| **Display name** | The name shown to end users. |
| **Photo** | The host's picture on the booking card. |
| **Calendar account** | The connected account that takes this host's bookings. |
| **Calendar ID** | Google only. Leave it blank to use the account's primary calendar. |
| **Mailbox email** | Outlook only. Outlook looks up availability by mailbox address. |
| **Notification email** | Where this host's booking notification goes. |

The **Assignment strategy** picks which free host gets the booking when more than one can take it. With **Round robin**, bookings rotate through the free hosts in turn.

With **Priority order**, the highest free host in the list gets the booking. Drag a host to change the order.

## Availability

| Field | What it does |
| - | - |
| **Timezone** | The zone used for host availability and working hours. It is UTC by default. |
| **Duration (min)** | The meeting length, from 5 to 480 minutes in steps of 5. It is 30 by default. |
| **Buffer (min)** | Free time kept around every busy event on the host's calendar, up to 120 minutes. It is 0 by default. |
| **Min. notice (min)** | The earliest an end user can book, counted from now. Times that start sooner are hidden. It is 60 by default. |
| **Working hours** | The daily window that bookable times fall inside, per weekday. Days left off never show times. Monday to Friday, 9:00 to 17:00, is the default. |

Bookable times start every meeting length and stay open for the next 14 days.

The booking card defaults to the end user's timezone. End users can change this timezone to view and book times in another zone.

## Booking card

**Branding** sets the top of the booking card. Use a square logo, which is cropped to a circle. A brand name holds up to 80 characters. With no name, the card shows the integration's name.

The agent fills in the headline and meeting type when it opens the card.

**Guest fields** appear only for Google Calendar and Microsoft Outlook. They are asked on the booking card and by the agent. Each field has these controls:

| Control | What it does |
| - | - |
| **Label** | The question shown to the end user. |
| **Key** | Identifies the answer and supplies its email-template variable, such as `company_name`. |
| **Description for the agent** | Explains what the agent should collect. |
| **Required** | Requires an answer before booking. |
| **Include in the calendar invite** | Adds this answer to the calendar event description. Turn it off to omit the answer from the invite. |

Answers are available to email templates, but are not automatically appended to emails. To include a company name, add a guest field with **Key** `company_name`, then put `Company: {{company_name}}` in the **Meeting confirmation** or **Booking notification** email body. Enable **Include in the calendar invite** separately if the calendar event should contain it too.

## Emails

The calendar invite always carries the event. **Confirmation emails** adds emails on top of it, and it is off by default. Use them for preparation notes or joining details.

| Setting | What it does |
| - | - |
| **Email source** | **Each host's Outlook mailbox**, or **One shared inbox** that sends every email. Google Calendar cannot send email, so Google hosts use a shared Gmail inbox. |
| **From name** | How the sender appears to whoever opens the email. |
| **Reply-to address** | Where replies go. |
| **Meeting confirmation** | Sent to the attendee with the calendar invite. |
| **Booking notification** | Sent to the host when a meeting is booked. |

Each template has a **Subject** and an **Email body**, with variables such as `{{attendeeName}}` and `{{hostName}}`. **Open full preview** shows the email as it is sent.

## Related pages

* [Book meetings with the Meeting Scheduler](https://hellotars.com/docs/guides/building/gambits/meeting-scheduler.md)
* [Component gambit](https://hellotars.com/docs/guides/building/gambits/component.md)
* [Build a custom scheduling integration](https://hellotars.com/docs/guides/tools/build-a-scheduling-integration.md)


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