How to share calendar availability on iPhone

When a client asks when you’re free, the answer is often spread across calendar events, working hours and time off. SPACE brings those pieces together into a list of available times you can copy, share or export. Here’s how to use that list in an iPhone message.

1. Choose the calendar that reflects your commitments

Open SPACE and go to the settings for your calendar and working hours. Choose a supported calendar already connected to your device, and allow calendar access when prompted. Check that the appointments you need to work around are visible in that calendar.

If a calendar is missing, check its setup and synchronisation on your device, then refresh the calendars in SPACE. Free uses one calendar. Pro supports multiple calendars, which is useful when commitments are spread across work and personal calendars.

2. Set the hours you want to offer

Select your working days and the hours when you can take appointments. You can use different hours for individual days. A free evening in your calendar does not have to become an available appointment if you only want to offer daytime hours.

Choose the period you want to share, such as the coming week or a specific date range. Use the app’s buffer setting to leave breathing room after appointments, and check your exclusion keywords for dates marked with entries such as “Holiday” or “Time Off”. These settings should reflect how you actually work.

3. Generate and review your availability

Return to the planner and generate your list. Check the dates, working hours and gaps before sharing. Availability is calculated on your device. No SPACE account is required.

The Free plan includes three availability generations each month. Pro adds unlimited generations and multiple calendars, alongside saved templates and output customisation. You can compare Free and Pro before deciding what you need.

4. Copy your free times into the conversation

Use Copy, switch to your messaging or email app and paste the list. Add a short introduction, a timezone if needed, and a clear invitation to reply. This also works when you want to send availability in WhatsApp: paste the list into your conversation and review the message before sending.

Hi Alex, here are the times I can currently offer next week:

[Paste your available dates and times here]

These times are in London time. Let me know which option suits you and I’ll confirm the appointment.

This is an example to adapt. Replace the timezone and greeting, and check that the available gap is long enough for the appointment you are discussing. For more wording, use our client availability message templates.

5. Confirm the appointment and update your calendar

A copied list is a snapshot of your availability when it was generated. It does not reserve a time or automatically book an appointment when someone replies. Recheck the selected time, confirm the details and add the appointment to the calendar you use with SPACE.

If your calendar changes before you send the message, generate a fresh list. If you need people to book directly into a live schedule, read our comparison of availability text and booking links.