How to Schedule Meetings Without Sharing Your Calendar

Why You Shouldn't Share Your Calendar

When you share calendar access with others, you're revealing more than just your availability:

• Personal appointments: Doctor visits, family time, personal commitments
• Work patterns: When you're most productive, meeting frequency, work hours
• Negotiating position: If your calendar looks empty, people may lowball offers
• Security risks: Detailed schedules can reveal when you're away from home

Fortunately, there are better ways to schedule meetings without compromising your privacy.

Method 1: Use Temporary Scheduling Links (Recommended)

The most privacy-friendly approach is using temporary, single-use scheduling links that expire after booking.

How it works:

1. Look at your calendar privately
2. Create a scheduling link with 2-3 available time slots
3. Send the link to the person you're meeting
4. They pick a time, link expires, data gets deleted

Perfect for: Recruiters, sales calls, one-time consultations, job interviews

Method 2: Manually Propose Times via Email

The old-school method still works and gives you complete control over what you share.

Email template:

Pros: Complete privacy control, works everywhere, no tools needed

Cons: Time-consuming, back-and-forth emails, doesn't scale

Method 3: Create a Separate "Public" Calendar

Many calendar apps let you create multiple calendars. Create one specifically for scheduling:

1. Create a new calendar called "Availability" or "Public Times"
2. Block out chunks when you're available (not your actual meetings)
3. Share only this calendar, keep your main calendar private
4. Update it regularly to reflect real availability

Pros: Works with existing calendar tools, automated

Cons: Requires maintenance, still reveals patterns over time

Method 4: Use Scheduling Tools with Privacy Controls

Some scheduling tools let you show availability without calendar integration:

• WhenAvailable: No calendar connection, manual time entry, data auto-deletes
• Cal.com: Self-hosting option, you control all data
• Doodle: Poll-based scheduling, no calendar required

The key is choosing tools that don't require calendar access and have strong privacy policies.

Method 5: Use Time Slot Buffers

If you must use calendar-connected tools, create privacy buffers:

1. Mark personal events as "Busy" with no details
2. Create fake "Focus Time" blocks to hide free periods
3. Use vague titles like "Meeting" instead of specific details
4. Enable "Hide event details" in calendar sharing settings

Pros: Works with any calendar tool

Cons: Still reveals timing patterns, requires maintenance

Privacy Method Comparison

Best Practices for Calendar Privacy

1. Never Share Your Primary Calendar

Your main calendar contains your entire life. Always use intermediary methods or separate calendars for scheduling.

2. Limit Time Window Visibility

Only show availability for the next 2-4 weeks. Don't give access to your entire schedule history or far future.

3. Use Generic Event Titles

If you must share a calendar, use titles like "Busy" or "Meeting" instead of "Doctor Appointment" or "Interview at Company X."

4. Revoke Access After Meetings

If you temporarily shared calendar access, revoke it immediately after the meeting is scheduled.

5. Prefer One-Time Solutions

For one-off meetings, use temporary solutions like WhenAvailable instead of ongoing calendar access.

Privacy Solutions for Common Scenarios

Job Interviews

Problem: Don't want current employer seeing interview activity
Solution: Use WhenAvailable temporary links. Create link, share once, data deletes after 24 hours

Sales Calls

Problem: Don't want prospects knowing how busy/empty your calendar is
Solution: Manual time proposals or temporary links that hide overall calendar status

Personal Services (Doctors, Lawyers)

Problem: Highly sensitive appointment information
Solution: Always use manual email or phone scheduling for maximum privacy

Recruiting Candidates

Problem: Scheduling many candidates without revealing hiring patterns
Solution: Create separate "Interview Availability" calendar or use privacy-focused tools

Conclusion: Take Control of Your Calendar Privacy

You don't need to expose your entire schedule to schedule a single meeting. The best approach depends on your situation:

• For maximum privacy: Use temporary links like WhenAvailable
• For complete control: Manually propose times via email
• For frequent scheduling: Create a separate public calendar
• For technical users: Self-host your scheduling tool

Remember: Your calendar is a detailed record of your life. Treat it with the same privacy you'd give your email or photos.