--- title: "How to choose who your receptionist books visits with" description: "Choose who the receptionist books quote visits with, where and when each person goes, and whether a booking waits for your OK." url: https://geiavwiyz.gleap.help/en/articles/172-how-to-choose-who-your-receptionist-books-visits-with collection: "Receptionist" updated: 2026-11-02 language: en --- # How to choose who your receptionist books visits with Choose who the receptionist books quote visits with, where and when each person goes, and whether a booking waits for your OK. When a caller wants a quote, the receptionist books a visit with someone on your team who's free, works that day and can get there in time. It books around their calendar, so it only knows someone's busy if it can see their calendar. You need to be an admin of your team to change who it books. ## See who it books 1. Click **Receptionist** in the sidebar, then the **Settings** tab. 2. Click **Bookings**. Under **Bookable people** is everyone on your team, with where they go, when they take visits, the gap it leaves between visits, and whether it can see their calendar. ## Connect calendars - For your own calendar, click **Connect Google**, **Connect Microsoft** or **Connect Apple** under your name, and sign in. See _How to connect your calendar_. - For someone else on your team, click **Ask to connect** (or **Ask to reconnect**) under their name. They're asked to connect theirs. When it can see everyone's calendar, it says **It can see the calendar of everyone it books.** ## Change someone's rules 1. Click **Change** next to their name. 2. Turn **Takes visits** off if it shouldn't book them at all. 3. Under **Their calendar**, choose **Their own**, or **One you look after** to pick a calendar you manage for them in your own Google or Microsoft 365 account. 4. Type **Where they start from**, usually home. Leave it blank to time their first visit from your base. 5. Under **Where they go**, choose **Anywhere you cover**, **A drive from their start** or **Only these areas**, then add towns or postcode districts. 6. Under **When they take visits**, choose **Your working week** or **Their own days and hours**. 7. Choose the **Gap between visits**. 8. Click **Save**. Someone else who goes out to quote? Click **Invite them** to add them to your team. Once they've joined, they're on the list and can connect their calendar. ## Check bookings before they're confirmed Turn on **Check bookings before they're confirmed** on the **Bookings** page to approve every visit yourself. The time's kept for the caller, and they're told you'll confirm by text. You approve or decline each one, and they're texted your answer. It's a change to your call flow, so callers get it once you publish. Click **Publish now** in the message that appears, or publish later. To do it for one booking step only, use **Hold bookings for my OK** on that step in your call flow. ## Approve or decline a pencilled-in visit Your team's admins and the person it's booked with are told straight away. Then: 1. Open the call from the message, or from **Follow-ups** in **Calls**. 2. Click **Approve** to book it. The caller's texted to confirm, and the person going is told. 3. Or click **Decline…**, then **Decline**. The time's freed up, the caller's texted that someone will ring to find another time, and the call goes in your follow-ups as a callback to make. You can also approve or decline from the Schedule, or the text we send you. If nobody decides within four of your opening hours, the team gets one reminder. It never confirms a visit on its own. ## Why did it double-book someone? It couldn't see their calendar. Their row says **No calendar connected** or **Calendar needs reconnecting**. Connect it, or ask them to. ## Why did it say it couldn't book a caller? Usually they're further away than anyone goes, or nobody's free in the days it books ahead. Check your service area in your Business Profile, and each person's rules here. You can change how far ahead it books on the **Book appointment** step of your call flow.