How the scheduler works

Launch a board, share the link, mark when you are free, then book the overlap.

Launch a board

Four steps. One overlapping hour.

Launch a board, share the link, mark when you are free, then book. No accounts.

Launch a board

Quick start 5 steps

Launch a board

On the Orbit Scheduler homepage, fill in the Board name, choose a start and end date (up to 21 days), and set the time window. Click Launch board. The board is created live and given a shareable link.

Enter your name

At the top of the board, type your name and click Save name. Hours you mark are then linked to you on the heatmap.

Mark your availability

Columns are dates, rows are hours. In Mark mode, click a cell to toggle it — a lime outline shows your selection. Click and drag to add or remove a whole range. Keyboard users can Tab to a cell and press Enter or Space.

Invite your team

Click Share board and copy the link. Anyone with the link can open the same live board, type their name, and mark their hours.

Live sync and backup

Boards sync through Space4Climate’s Orbit API, so updates show on other devices after a short delay.

Usual path: Open the board link → save your name → mark hours.

Backup: If someone was offline, they can Export my response. The organiser can then Merge response.

Reading the heatmap

The grid cells are colour-coded by how many participants are available at that time. The brighter the cell, the more people are free.

0 people

→

some

~half

most

everyone

your selection

Hover over any cell to see a tooltip listing exactly who is available at that time. Switch to Overview mode (button in the grid header) to show numeric counts on every cell.

Key features

Drag to select

Click and drag across any range of slots to mark or unmark them in one fluid motion. Works on touch screens too.

Live heatmap

The grid updates in real time as each participant adds their name and marks slots. Best times are ranked automatically in the sidebar.

Live shared board

Boards sync through Space4Climate so facilitators and teachers can open the same schedule from any device, with no accounts.

Export & merge backup

Each participant can still export a compact backup code. The organiser can import these codes later if they need to recover or merge offline responses.

Up to 21 days

Schedule across up to three weeks in a single board. Set any time window (e.g. 09:00–18:00) to keep the grid focused.

Timezone display

Your local timezone is shown on the board so everyone knows which timezone the times refer to. Ideal for international Space4Climate teams.

Frequently asked questions

Can I edit or remove my availability after saving?

Yes. Open the board, make sure your name is saved, and simply click (or drag) any slot to toggle it. Your changes are saved instantly. You can also click the ✕ Clear button next to your name in the Participants panel to remove all your selections at once.

What happens if I open the link on a different device or browser?

The shared board should load on any device that opens the link, and updates should appear after a short sync delay. If cloud access was interrupted, you can still use Export my response on one device and Merge response on another as a manual backup path.

How do I share a board with someone who's never visited this site?

Share the board link (click Share board → Copy). When they open it on their device they should see the same board immediately, enter their name, and mark their slots. Because the board is public, only share links for schedules you are comfortable exposing to anyone who receives the URL.

Can I have multiple participants on one device (e.g. in a classroom)?

Yes — this is the simplest workflow. Pass the device around, have each person type their name and save it, then mark their slots. Each saved name creates a separate participant entry. The heatmap builds up automatically as each person adds their availability.

Will my boards still be there next week?

The shared board stays available through the board link while Space4Climate is hosting it, and this browser also keeps a local copy. If you need a long-term copy, use Export my response or note the booking reference. Clearing browser storage only removes your saved name on that device.

Where does the "best times" ranking come from?

The sidebar ranks time slots by how many participants marked themselves as available, from highest to lowest. The percentage shown is the share of all current participants who are free at that slot. Slots are listed individually (one hour each), so if you want a 2-hour block you can look for consecutive high-ranked slots.

How do I get a booking reference ID for payment?

Once the heatmap shows good availability, click a top "Best time" entry and confirm "Book". A short reference like S4C-7K9P2Q is instantly created and shown in the sidebar and board info. Share or note this ID so the teacher can quote it when paying Space4Climate for the session.

Find the hour that works.

Launch a board and share it with facilitators and teachers.

Launch a board