A free sign-up sheet for office hours and meeting-room slots
To run office hours or share a meeting room, make a slot for each block of time, one person per slot, and send one link. People book the slot that suits them and get a calendar entry; you see the day at a glance.
This template starts with two afternoons of twenty-minute slots, which you rename and re-time.
What you get
Short slots, one person each, names hidden from other participants.
Tuesday
- 10:00 1
- 10:20 1
- 10:40 1
- 11:00 1
Thursday
- 14:00 1
- 14:20 1
- 14:40 1
- 15:00 1
The number beside a line is how many people it takes. Everything here is editable, and nothing has a date on it until you set one.
How to run it
Put real times on the slots before you publish, so everyone who books gets a calendar file with a reminder the day before and an hour ahead. Share the link wherever the team already looks: the channel, the weekly email, the bottom of your signature.
For a meeting room, make each slot the length of a booking and name the room in the sheet's title, so the calendar entry says where to go.
Names stay private
An appointment sheet hides names from everyone but you. Somebody booking time to talk about a pay review or a difficult project should not have the whole team see it.
A worked example
A director keeps two hours a week open for anyone on a team of sixty: six twenty-minute slots on Tuesday and Thursday. You publish the sheet on Friday for the week after, it is full by Monday, and the waiting list tells you whether next week needs a third afternoon.
When somebody needs to move, the link in their confirmation lets them, and the slot goes straight to whoever is waiting. You can move people yourself from the organiser page too.
Every week
Make a copy of last week's sheet rather than starting again. The slots, the times and the description come with it; the names do not. A standing link in your signature can point at whichever week is current, because you choose which sheet it opens.