Calendar Setup 101

Calendars are a useful way for managing appointments in our software. Before creating a calendar, you’ll want to ensure you have an understanding of calendar types and groups. There are 2 types of calendars: Event (unassigned) and Round Robin (group). If you plan to use a Zoom integration, you must select a Round Robin calendar. Please refer to our other articles to learn more about groups and group calendar setups.

Navigate to Calendars

• Select Calendars from the Settings menu

• Select Create Calendar

  
• From here select what kind of calendar you are wanting to create.

  
• If you selected Round Robin (Group Calendar) you will need to select a group.

  
• After selection, you will be met with one of the following menus: Group on the left and Event on the right.

Calendar Team & Event Setup

• Choose your Appointment Distribution - How you want appointments for services to be distributed for the group **(**This step only applies for group calendars - automatically skipped for unassigned calendars).

  • Optimize for availability – Select the user, priority level, and location for each group member. Availability is based on priority level

  • Optimize for Equal Distribution – Select the user and enter a location for each group member. Sets appointments by sequence, starts at the top of the list of users, and works its way down

• Calendar – Description on Calendar

  • Calendar name – Name for your calendar

  • Description – Written representation of the event

  • Calendar URL - Path Name for your calendar link

  • Appointment title – Name for appointment (add a title after {{}})

  • Event color – Color the event will appear in

• Save & Continue.

Managing Availability

• Customize Appointment Slot Settings

  • Slot Duration – Duration of each appointment (30 minutes, 1 hour, etc.)

  • Slot Interval – Frequency of appointment availability

  • Buffer Duration Between Appointment - determines how frequently appointments can be booked in relation to each other (i.e. with a 15-minute buffer, if you have 30-minute appointments, once an appointment is booked for 10:00 am-10:30 am the calendar will put in a 15-minute buffer so the next appointment could be booked at 10:45 am.)

  • Appointments Per Slot - Maximum number of appointments permitted per slot for the user (If there are more appointments than the given slot number for that user, then it either switches over to the next user in the round-robin queue or marks the slot unavailable for the prospect to book)

  • Appointments Per Day - Maximum number of appointments permitted per day on this calendar

• Choose Scheduling Notice

  • Minimum Scheduling Notice – Days to be notified before the appointment

  • Date Range – Days events can be scheduled in the next entered days

• Set Office Hours

  • For Standard:

    • Select days – Blue = Days selected, Gray = Unselected Days

    • Select + Hours to add additional hours to specific days

    • Select Apply All to copy hours for the rest of the days selected

    • Recurring appointments can also be set up here as well.

  • For Custom:

    • Set specific dates/times that they can book, such as for Webinars or One time events

• Save & Continue

• NOTE: If the Company timezone is different from your user timezone, you will need to set the calendar availability to reflect the user timezone instead of the company timezone. For example, if a user is available 8 am-5 pm PST and the company is EST, you will need to set the calendar availability to 11 pm-8 pm EST for it to show properly.

Confirmation Settings

• Form Settings

  • Custom Form - you can set a custom form for the booking widget instead of the default form which has a first name, last name, email, and phone fields

  • Use Sticky Contact - Follows the contacts journey and keeps information they have entered

  • Use Stripe Payment – Must have Stripe integrated into your account. Choose the Amount, Currency type, and message for the charge description

• Notification & Additional Options

  • Let calendar auto confirm my appointment - Auto confirm an open spot on your calendar

  • Acknowledgment Type and who should receive this notification is simply for an acknowledgment the appointment has been scheduled and can be sent to the contact, assigned user (on round-robin calendars), or specific emails.

  • Allow google calendar to send invitations or update emails to attendees – Allow Google to notify attendees of appointment

  • Allow rescheduling – Option for the client to reschedule

  • Allow cancellation – Option for the client to cancel

  • Additional notes – Contains a link to reschedule or Cancel

  • Assign contacts to their respective calendar team members each time an appointment is booked

  • Pixel ID - It will come through as part of your schedule

  • Custom Code

• Form Submissions

  • Form submit Redirect URL - In case you have a confirmation page and want visitors to go to the next level of the funnel

  • Customize Thank You Message - Type in the box here if you want something different than the default message

• Click Complete to confirm your changes and save your settings.

View Your Calendar

• Calendars that have been saved to the account will appear in the Calendar settings

• Click on … to make changes:

• Duplicate - Create a Copy

• Copy Embed Code - Retrieve Source Code

• Copy Scheduling Link - Share URL for booking

• Copy Permanent Link - This is the internal link for your calendar

• Edit – Make Changes to the Calendar

• Activate/Deactivate calendar – Disables or enables the calendar.

• Delete calendar – Delete calendar from the account

• Move to the group - Moves a calendar to a group for use