This article shows how to use NeetoCal to find a time when a group of people is all free, and to book a meeting that repeats every week.
The example is a dance company with twelve dancers. The dancers have day jobs and classes, so the times they are free change from week to week. The coordinator needs to know when everyone is free, and sometimes when a smaller group is free, so they can book rehearsals.
In NeetoCal, each dancer keeps their own availability up to date. The coordinator creates a scheduling link with all the dancers as hosts. The booking page of that link shows only the times when every dancer is free. Booking a rehearsal from that page adds it to every dancer's calendar.
The setup has six steps.
1. Adding each person to your workspace
NeetoCal can only check the availability of people who are members of your workspace, so each dancer needs their own login. Team members are free, and the Free plan has no limit on how many you can add.
Invite each dancer by email, as described in Adding new team member. Once they accept the invitation and set a password, they can be added as a host.
2. Keeping each person's availability up to date
Every member has their own weekly hours, plus date-specific changes for individual days. A dancer who is normally free on weekday evenings but away next Thursday sets their weekly hours once and adds an override for that Thursday.
Each dancer sets this up from their own account. See Setting up Availabilities and Date specific overrides. If a dancer would rather not do this themselves, you can set it for them, as described in Team's availabilities.
3. Connecting each person's calendar
When a dancer connects their personal calendar, any event marked Busy on it is treated as unavailable, so they do not have to copy their day job or classes into NeetoCal by hand. Booked rehearsals are also added to that calendar.
Each dancer connects their own calendar. See Google Calendar integration, Outlook/Microsoft 365 calendar integration, or iCloud calendar integration, and Calendar syncing for how Busy events are handled.
4. Creating a scheduling link for the group
A multi-host scheduling link checks every host's availability and shows a time only when all of them are free. Create one link with every dancer added as a host. If you also rehearse in smaller groups, create a separate link for each group with just those dancers as hosts.
The steps for creating the link and adding hosts are in Multi-host meeting.
5. Seeing when everyone is free
NeetoCal does not have a separate calendar that overlays every member's availability. The booking page of your multi-host link does that job. It reads each host's current availability and connected calendar every time it loads, so it always reflects the latest changes, and you can open it whenever you want without booking anything.
Click Scheduling links in the left sidebar.
Click Preview on the link for your group.
Move between days and weeks to see the times when every host is free.
For example, if Maya is available from 6:00 PM to 10:00 PM, Leo from 4:00 PM to 8:00 PM, and the other ten dancers all evening, the page shows 6:00 PM to 8:00 PM. If Leo adds a Busy event to his calendar for 6:00 PM to 7:00 PM, the page shows 7:00 PM to 8:00 PM the next time it loads.
6. Booking a rehearsal that repeats every week
Turn on recurring meetings on the link, as described in Recurring meetings. Then open the booking page, pick the first rehearsal time, choose to make it a recurring meeting, and enter how many rehearsals to book. Use your own name and email as the person making the booking.
NeetoCal lists every date before you confirm and only includes dates when all hosts are free. Each rehearsal becomes its own booking on every dancer's calendar, and you can cancel or reschedule a single rehearsal without affecting the rest.