Scheduling

Vidivo supports scheduled calls in addition to instant calls via links. Hosts set their weekly availability, and clients can book time slots in advance.

For Hosts: Setting Availability

1. Navigate to your availability settings

   Go to Settings -> Availability in the web app or use PUT /v1/users/me/availability via the API.

2. Define your weekly schedule

   Set recurring time slots for each day of the week. For example:

   • Monday—Friday: 9:00 AM — 5:00 PM (UTC)
   • Saturday: 10:00 AM — 2:00 PM (UTC)
   • Sunday: Unavailable

3. Save your schedule

   Your availability is visible to anyone who views your public profile or the scheduling page.

Example Weekly Schedule

Day	Available Hours (UTC)
Monday	09:00 — 17:00
Tuesday	09:00 — 17:00
Wednesday	10:00 — 14:00
Thursday	09:00 — 17:00
Friday	09:00 — 12:00
Saturday	Unavailable
Sunday	Unavailable

Tip

Times are stored in UTC. The scheduling page automatically converts to the viewer’s local timezone.

For Clients: Booking a Call

1. Visit the host’s scheduling page

   The scheduling page is accessible at vidivo.app/schedule/{username} or via the host’s profile page.

2. Select a date

   The calendar shows available dates based on the host’s weekly schedule. Dates with no available slots are grayed out.

3. Select a time slot

   Available slots are shown for the selected date. Slots that are already booked appear as unavailable.

4. Confirm your booking

   Enter an optional note for the host and confirm. You will receive a confirmation with the call details.

5. Add to your calendar

   Download the .ics calendar invite to add the session to Google Calendar, Apple Calendar, Outlook, or any calendar application that supports the iCalendar format.

Cancellation

Both hosts and clients can cancel a scheduled call:

• Navigate to My Scheduled Calls in the app
• Click Cancel on the relevant booking
• Provide an optional reason for cancellation

Note

The cancellation policy is set by the host. Some hosts may require a minimum notice period (e.g., 24 hours before the scheduled time).

Calendar Integration

When a call is booked, a .ics calendar invite is available for download. This file works with:

• Google Calendar --- import via “Other calendars -> Import”
• Apple Calendar --- double-click the .ics file
• Microsoft Outlook --- open the .ics file
• Thunderbird --- import via “Events and Tasks -> Import”

The calendar event includes:

• Call start and end time
• Host name
• A link to the Vidivo session

Conflict Detection

The scheduling system automatically prevents double bookings:

• When a slot is booked, it becomes unavailable to other users
• If two users try to book the same slot simultaneously, only the first request succeeds
• The second request receives a 409 Conflict error

Scheduled Call Flow

  Client books slot
       |
       v
  Scheduled call record created (status: confirmed)
       |
       |  At scheduled time
       v
  Both parties join via POST /v1/calls/:id/join
       |
       v
  Normal call flow begins (hold/capture billing)
       |
       v
  Call ends normally

If the host does not join within 5 minutes of the scheduled time, the call is automatically marked as missed by the no-show detection background job.