Calendar Setup 101

Modified on Mon, 05 Dec 2022 at 07:12 AM

Calendars are a useful way for managing appointments in your system. 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 setup.

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 user, priority level and location for each group member. Availability is based on priority level
    • Optimize for Equal Distribution – Select user and enter 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 for event
    • Calendar URL - Path Name for your calendar link
    • Appointment title – Name for appointment (add 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 10:00am-10:30am the calendar will put in a 15 minute buffer so the next appointment could be booked at 10:45am.) 
    • 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 appointment
    • Date Range – Days events can be scheduled in the next entered days
  • Set Office Hours
    • 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
  • Save & Continue
  • NOTEIf the Company time zone 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 8am-5pm PST and the company is EST, you will need to set the calendar availability to be 11pm-8pm 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 having 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 on your account. Choose Amount, Currency type, and message for charge description
  •  Notification & Additional Options
    • Let calendar auto confirm my appointment - Auto confirm an open sport on your calendar
    • Send appointment alert emails to the assigned group member - Please note that if this is selected sometimes the emails may look like the appointment was not auto confirmed
    • Allow google calendar to send invitation or update emails to attendees – Allow google to notify attendees of appointment
    • Allow rescheduling – Option for client to reschedule
    • Allow cancellation – Option for client to cancel
    • Additional notes – Contains 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 on the next level of the funnel
    • Customize Thank You Message - Type in the box here if you want something different then 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
  • Edit – Make Changes to Calendar
  • Deactivate calendar – Disables calendar until it is enabled again
  • Delete calendar – Delete calendar from the account

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