Help & User Guide

SendMyAvailability

Everything you need — from first login to automated follow-ups.

🚀 Quick Start⚙️ Settings👥 Contacts✉️ Generator⚡ Direct Book🔒 Hold Times📊 Dashboard📈 Analytics📅 Calendar🔖 Booking Page🤖 Automations🔌 Integrations👤 SDR Mode🔗 Chrome Extension❓ FAQ
🚀

Quick Start

Five steps from new account to first sent email.

1
Add your calendar
Settings → Profile → Calendars. Paste your ICS URL (Google, Outlook, or Apple).
2
Set your name, email, phone and LinkedIn
Settings → Profile. Your name signs every outreach email. Phone and LinkedIn appear in calendar event descriptions.
3
Add a contact
Go to Contacts → + Add Contact, upload a CSV, or click + Quick Add Contact in the Generator sidebar.
4
Generate an email
Go to Generator. Select a contact, choose your availability settings, click Generate Email.
5
Send or copy
Send directly via Gmail or Outlook, copy the body, or use Open in Mail.
💡 Tip
Use the Setup Checklist tab to track your progress and jump directly to any missing step.
⚙️

Settings

Profile, Email, Travel, Holds, and Automations.

Profile Tab
Name & Email
Used in email signatures and on your booking page.
Phone
Automatically included in calendar event descriptions when meetings are confirmed.
LinkedIn URL
Automatically included in calendar event descriptions.
Calendars
Add ICS feeds. Google: Settings → calendar → Secret address in iCal format. Outlook: Settings → Calendar → Shared calendars → Publish a calendar → copy ICS link.
Booking Slug
Your unique booking URL — e.g. /book/your-name.
Meeting Durations
Which durations to offer on your booking page.
Buffer Times
Padding before and after each booking.
Gmail / Outlook
Connect your email account to send directly from the app.
Company
Your company name — stored on your profile for use in emails and templates.
Zapier Webhook URL
Paste a Zapier Catch Hook URL to connect SMA to 5000+ apps.
Manual Availability
Add available or busy windows by date and time. Available windows are offered as slots in the generator. Busy windows block time on the calendar (red) and prevent booking.
Availability Source
Toggle between ICS (calendar-driven) and Manual (window-driven) mode. In Manual mode, ICS events subtract conflicts from your manual windows.
Follow-up Automations
Five toggles: 24hr no-calendar reminder, 24hr not-accepted nudge, morning briefing, decline alert, 15-min calendar alarm.
Travel Tab
Timezone
Your home timezone. Used for correct slot display.
Home Location
Your city and state when not traveling.
Travel Schedule
Add trips — when active, the email opener auto-references your travel.
Holds Tab
Default Hold Expiry
24 Hours, 48 Hours, 1 Week, Until Booked, or Don't Hold.
Default Hold Calendars
Which Outlook calendars hold events are written to.
👥

Contacts

A central contact database shared across all your SDR clients.

Me / SDR Mode Toggle

Switch between your personal contacts and any SDR client's contacts. In SDR Mode, a dropdown lets you pick which client's list to view.

Table Actions
Double-clickOpens a popup modal with all 17 fields for editing. Save to update.
CopyLinks the same contact to another owner (edits sync everywhere).
MoveReassigns the contact to a different owner or SDR client.
DeleteRemoves from your list. If shared, only removes your link.
CSV Upload with Column Mapper

Click ↑ Upload CSV → select file → column mapper modal appears. Left = CSV headers, middle = sample data, right = SMA field dropdown. Unmapped columns are skipped. Matching emails update existing contacts.

Duplicates Tab

Groups contacts by matching email. Click Merge for a field-by-field picker — older contact is default. Radio buttons pick which version of each field to keep.

💡 PhoneBurner
Disposition a call as SMA> in PhoneBurner → contact automatically created/updated in SMA.
✉️

Generator

Select a contact, configure availability, generate a personalized email.

1
Select a contact
Search by name, company, or email. Use Filter A / Filter B to narrow by segment.
2
Set Contact Timezone
Auto-detected from city/state. Adjust if needed — email shows times in both zones.
3
Choose availability mode
NextFind the next X open days
/WeekX days per week across N weeks
AM/PMMorning or afternoon blocks
AM/PM/WeekAM or PM blocks, one per week
4
Generate Email
App fetches calendar, finds open slots, builds personalized HTML email.
5
Adjust slots (optional)
Expand day chips to pick specific time slots. Non-contiguous slots both appear in the email.
6
Add CC / BCC
Added as optional attendees on the calendar invite when booking is confirmed.
7
Send
Gmail, Outlook, Copy Body, Open in Mail, or Preview Email.
📅

Calendar

View your ICS events and manual availability blocks side by side.

1
Week and Month views
Toggle between week and month view. Navigate forward and back with the arrow buttons.
2
ICS event layers
Each connected calendar shows as a colored layer. Toggle individual calendars on/off with the buttons in the toolbar.
3
Manual availability overlay
Manual windows appear as colored blocks on top of ICS events. Green = Available, Red = Busy.
4
Free-for-all view
When multiple SDR clients are active, days where all calendars are free are highlighted.
💡 Colors
Green blocks (✓ Available) are open windows offered in the generator. Red blocks (✗ Busy) are manually marked unavailable and cannot be booked.
⚡

Direct Book Mode

One click from the email confirms the meeting instantly.

1
Toggle "⚡ Direct Book" in the Generator sidebar
2
Choose slot duration
15, 30, 60, 90, or 120 minutes.
3
Generate + Send
Each slot gets its own Confirm button. Sends auto-create holds on Outlook.
When contact clicks Confirm:
✓Slot verified available
✓Event written to Outlook + Google Calendar with full contact details
✓ICS attachment sent for one-click Add to Calendar
✓Confirmation email sent to both parties
✓All other holds auto-released
✓You're booked confirmation page with Add to Calendar buttons
🔒

Hold Times

Soft-block offered slots on your Outlook calendar while waiting for a reply.

1
Generate an email
2
Click "🔒 Hold Times"
Modal shows slots, expiry options, calendar selector.
3
Choose expiry
24 Hours, 48 Hours, 1 Week, Until Booked, or Don't Hold.
4
Click Hold
Tentative events created. Active holds appear in Dashboard → Current Holds.
ReleaseDeletes event, marks slot available.
ExtendMove expiry date.
Convert to BookingConfirms meeting, sends email, releases other holds.
📊

Dashboard

Four tabs: Bookings, Current Holds, Email Log, and Analytics.

📅 Bookings

All booking requests. Filter by status, sort, archive. Accept writes event to calendar + sends ICS email to contact.

🔒 Current Holds

All holds filtered by status and SDR client. Release, Extend, or Convert to Booking.

✉️ Email Log

Every sent email. Search, sort, archive, View Email inline. ✓ Confirmed badge when contact has a confirmed booking.

📈 Analytics

Pipeline metrics: Emails Sent, On Calendar, Accepted, Declined, Today, Completed, Booking Rate, Confirm Rate.

📈

Analytics

Pipeline metrics from your email log and bookings.

Emails Sent
Total emails logged.
Bookings Received
Total inbound requests.
On Calendar
Bookings where the event was written to calendar.
Accepted
Confirmed bookings where contact accepted invite.
Declined
Bookings where contact declined.
Pending
Awaiting your Accept or Decline.
Today
Meetings scheduled for today.
Completed
Confirmed meetings in the past.
Booking Rate
Bookings ÷ emails sent.
Confirm Rate
Confirmed ÷ emails sent.
🔖

Booking Page

app.sendmyavailability.com/book/[your-slug]

Duration selectorMeeting lengths from Settings.
CalendarOnly days with available slots clickable.
Booking formAlways visible. Pre-filled from email link params.
+CC / +BCCToggle buttons add recipients as optional calendar attendees.
ConfirmationICS attachment + Add to Calendar buttons on success screen.
Auto calendar writeMeeting written to Outlook + Google immediately on submit.
🤖

Follow-up Automations

Four automated emails. Enable in Settings → Follow-up Automations.

24hr — Not on Calendar

If slot not on contact calendar 24hrs after email sent → reminder with Add to Calendar button.

24hr — Not Accepted

If event on calendar but not accepted after 24hrs → nudge email.

Morning Briefing

Day of meeting: briefing email to contact (To) + you (CC) with time, details, notes.

Decline Alert

Contact declines invite → alert email to you with rebook link pre-filled with their details.

🔌

Integrations

Connect SMA to your existing tools.

Zapier

Paste a Catch Hook URL in Settings. SMA sends email.sent and booking.confirmed events — route to HubSpot, Salesforce, Slack, Google Sheets, and 5000+ apps.

PhoneBurner

Disposition a call as SMA> → contact auto-created in SMA and linked to your account by caller email.

Gmail + Google Calendar

Connect in Settings → Connect Gmail. Enables sending from Gmail and writing confirmed meetings to Google Calendar.

Outlook + Microsoft 365

Connect in Settings → Connect Outlook. Enables sending, calendar events, and hold times.

👤

SDR Mode

Book meetings on behalf of multiple clients.

Setting Up a Client
1
SDR Mode → Add Client
Name, email, phone, LinkedIn URL.
2
Add their ICS calendar
3
Set their booking slug
4
Upload their contacts via Contacts page
Switch to SDR Mode on Contacts, select client, upload CSV.
In the Generator
1
Toggle "SDR Mode" at top of Generator sidebar
2
Select client
Their calendar used for availability. Their name, phone, LinkedIn in calendar descriptions.
3
Generate + send
Client added as required calendar attendee. Client receives invite email.
🔗

Chrome Extension + LinkedIn

Generate and insert availability messages directly from LinkedIn.

1
Install from Chrome Web Store
2
Sign In
Use same credentials as web app.
3
Open any LinkedIn profile
Panel auto-loads availability + matches to contacts. Auto-populates name, company, city, state.
4
Select slots + Generate
Day chips, Calendar view, Direct Book mode all available.
5
Insert into DM
Injects message into LinkedIn composer. Reload page after reinstalling if injection fails.
6
Hold Times + Email Log
Hold slots and log emails without leaving LinkedIn.
⚠️ After reinstall
Reload the LinkedIn page (Cmd+R) after reinstalling the extension for DM injection to work.
❓

Frequently Asked Questions

Ready to send?

Set up your calendar and profile, add a contact, and hit Generate.