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This article will run through your calendar settings as well as the different calendar types available, how to create & edit a calendar as well as explain how calendar groups work.
Calendar Settings
Navigate to Settings > Calendars within your account.
The first tab ‘Calendars’ is where you can see all of your existing calendars and groups as well as create any new calendars or groups.
The second tab is ‘Preferences’. Here is where you can update both your user preferences and your account preferences. Under user preferences, you can select your meeting location:
Under account preferences, you can update the day of the week your calendar will start on when viewing a calendar for both your view in the app and the widget view that can be seen via your calendar link when an appointment is booked. You can also update the language and time format of your calendar widget here.
The third tab is ‘Availability’. This is another area you can enter in your availability outside of your availability within your profile where the calendar will take this into account where applicable. You can update additional availability here if you wish.
The fourth tab is ‘Connections’. Under ‘My Connections’, here is where you can integrate an external calendar like Google or Outlook where your calendars will take the availability of these external calendars into account. You can also integrate a conferencing app here like Zoom which you can set up in the meeting location setting within specific calendars.
Under ‘Account Connections’, here is where you can integrate a payment option like Stripe.
Now if we navigate back to the ‘Calendars’ tab, we can go through the different types of calendars and how to create them.
To create a new calendar, click on the blue ‘Create Calendar’ button at the top right of the screen.
You will then have the option to select from four different types of calendars:
Simple Calendar
Simple calendars are event calendars which is an unassigned calendar, so you cannot assign a specific user to this calendar. This type of calendar is used for scheduling events or meetings that will take place regardless of who is assigned to it.
Round Robin
Round robin calendars are assigned calendars where you can assign multiple users to the calendar and the appointment will be assigned to the best available user.
Class Booking
Class booking calendars are similar to round robin calendars. They are assigned calendars however you can only assign one team member to this calendar. These are great if you have a specific event where only one team member manages that event.
Collective Booking
Collective booking calendars allow you to book an appointment with multiple users simultaneously. These are great if you have a specific event where two or more specific team members must be present at that appointment at the same time.
Creating a Simple Calendar
To create a simple calendar, click on the blue ‘Select’ button under the Simple Calendar. You can then begin creating this calendar as per the steps below:
Name your calendar. You should name your calendar specific to the type of appointment you are wanting to book i.e. Trial Appointments, Consultation Appointments etc.
Create your custom URL. This is what will show in the URL of the calendar so you should again enter in something specific to the type of appointment i.e. trial-appointments, consultation-appointments etc.
Set your meeting duration. This is how long your appointments booked on this calendar will go for
Customise the availability for the calendar. You can set the days appointments will be available in this calendar as well as the times between which appointments are available to be booked. You can customise this in more detail once we create the calendar and amend the settings which will be outlined further along in this article
You can set a meeting location. If you did integrate an app like Zoom, you could set that here or if it is a physical address, you can also enter that in
You then have the option to toggle on or off accept payments. If you integrated a payment option like Stripe, you would be able to accept a payment at the time of booking an appointment on this calendar
Click through to ‘Advanced Settings’. This will automatically save your calendar and allow us to further amend the settings within the calendar
Once you are in advanced settings, you will be in the ‘Meeting Details’ tab where you have more calendar settings you may wish to update. The first setting here is ‘Calendar Logo’ where you have the option to add your logo to this calendar if you wish. You also have the option to edit your calendar name and add a short description for this calendar as well
You can then assign a group to this calendar if you wish. You can also amend your custom URL here as well
You can then customise your meeting invite title if you wish. This is the name of the meeting that will show in your external calendar if you have one synced. It will default to the custom value contact name so if you have a Google calendar synced for example and someone books an appointment on this calendar, it will add that appointment to your Google calendar with the name of the person who booked the appointment however you can change this if you wish. You can also update the meeting location as well as the event colour which will apply in your external calendar if you have one synced
Navigate to the ‘Availability’ tab to the left of the screen. Here is where you can further customise the availability you set earlier. You have two availability type options: Standard (for regular bookings offered weekly) or Custom (for bookings available only on specific dates). You can choose the option that would best apply to your availability for this calendar
If you selected standard, you can select or unselect days that apply to the availability of this event. You can then customise the times for each day that you are available. E.g. if you have these appointments running every 30 minutes from 11am-6pm, you could set your availability time between these two times, however if your availability changes for each day, you can amend this under the specific day you wish to change. E.g. if these appointments were only available from 11am-2pm on Tuesdays, you could update these times under Tuesday. You can also add multiple time slots where you may be available at a secondary slot of time on the same day. E.g. if these appointments were also available from 5pm-6pm on Tuesday, you can click the ‘+Add Time’ button and add in that secondary time
You then have your meeting settings that you can change as they apply including Meeting Interval (how often an appointment will show as available on your calendar), Meeting Duration (how long this appointment goes for), Minimum Scheduling Notice (the minimum amount of time you require for someone to book in an appointment on this calendar), Date Range (how far in advance these appointments will show on your calendar), Maximum Bookings Per Day (the maximum number of bookings you can accept per day on this calendar), Maximum Bookings Per Slot (maximum number of bookings per time slot) and Buffer Time (the buffer time required between each appointment which will be accounted for on your calendar)
Navigate to the ‘Forms & Payment’ tab to the left of the screen. Here is where you can select a post scheduling form that will show up on the calendar for the lead to fill out those details when booking an appointment. This form will default to the calendar default form however you can update this to a form you have created in your account. If you choose to use the default form, you have the option to pre-populate fields (meaning if they entered in their information on a previous page, their data will pre-fill here) as well as providing a consent checkbox
You then have the option to amend the thank you message that will show on the confirmation page after an appointment has been booked. You can opt to either set this as default, which will show the message shown in the box below, or set it as Redirect URL, which will redirect them to the URL you enter in here rather than the thank you message page. You also have the option to add your Facebook pixel ID as well as toggling on or off auto confirm new calendar meetings
If you have configured a payment option like Stripe, you can then toggle on or off whether you would like to accept payments on this calendar when an appointment is booked. You can then enter in the amount you would like to charge as well as set the currency and a description for what that payment is for
Navigate to the ‘Notifications & Additional Options’ tab to the left of the screen. Here is where you can update the notifications that are received when someone books an appointment on this calendar. The type of notification will be set to ‘Acknowledgement Email’. You can then select whether you want the contact to receive confirmation as well as add in any additional emails you would like to notify. Keep in mind that you may have workflows set up where notifications may go to the user and contact when an appointment is booked in this calendar. If you do, you may want to toggle these off to prevent any double up emails being set to the lead. You also have the option here to allow Google calendar to send invitation or update emails to attendees so you can choose to tick this box if you wish
Navigate to the ‘Connections’ tab to the left of the screen. Here is where you can select an external calendar if you have integrated one. If you select an external calendar here, any appointments booked in this calendar will also be synced to your external calendar
Navigate to the ‘Customisations’ tab to the left of the screen. Here is where you can add in a calendar cover image if you wish. You also have the option to select the calendar widget style to be either Neo or Classic. You could also add custom code here to customise your calendar if you have this
Neo calendar widgets will look like this:
Whilst classic calendar widgets will look like this:
You then have your cancellation and reschedule settings where you can toggle these on or off depending on if you would like the contact to be able to cancel or reschedule an appointment on this calendar. You can finally then customise your additional notes if you wish
Once you have set this up to your liking, click save at the top right of the screen. You will then see your new calendar listed.
Creating a Round Robin Calendar
To create a round robin calendar, click on the blue ‘Select’ button under the Round Robin Calendar. You can then begin creating this calendar as per the steps below:
Name your calendar. You should name your calendar specific to the type of appointment you are wanting to book i.e. Phone Appointments
Select your team members who will be assigned to the appointments booked in this calendar. You can select as many team members here as you wish
Create your custom URL. This is what will show in the URL of the calendar so you should again enter in something specific to the type of appointment i.e. trial-appointments, consultation-appointments etc.
Set your meeting duration. This is how long your appointments booked on this calendar will go for
Customise the availability for the calendar. With a round robin calendar, this is simply a wide window of availability and the appointment times that will show on your calendar will be based off the availability of the team member/s assigned to the calendar
You then have the option to toggle on or off accept payments. If you integrated a payment option like Stripe, you would be able to accept a payment at the time of booking an appointment on this calendar
Click through to ‘Advanced Settings’. This will automatically save your calendar and allow us to further amend the settings within the calendar
Once you are in advanced settings, you will be in the ‘Meeting Details’ tab where you have more calendar settings you may wish to update. The first setting here is ‘Calendar Logo’ where you have the option to add your logo to this calendar if you wish. You also have the option to edit your calendar name and add a short description for this calendar as well
You can then assign a group to this calendar if you wish. You can also amend your custom URL here as well
You can then customise your meeting invite title if you wish. This is the name of the meeting that will show in your external calendar if you have one synced. It will default to the custom value contact name so if you have a Google calendar synced for example and someone books an appointment on this calendar, it will add that appointment to your Google calendar with the name of the person who booked the appointment however you can change this if you wish
Under ‘Appointment Distribution’, here is where you can change the way appointments are assigned to team members. You have two options: Optimise for availability, meaning the appointment will be assigned to the best available user and Optimise for equal distribution, meaning appointments will be assigned evenly in a round robin manner. You then have the option to add or remove any team members that are assigned to this calendar
If you select ‘optimise for availability’, you will have the option to change the priority for each team member assigned to this calendar. If you want appointments to be assigned to one team member first, you can set them as a high priority. This means if they are available, they will be assigned to that appointment. You could then assign other team members as medium or low priority so if the high priority team member is not available, the appointment will then be assigned to them
If you select ‘optimise for equal distribution’, you will not be able to change the priority for each team member as all team members will be at the same priority where appointments will be distributed evenly between them. You can then select the meeting location for each team member if needed as well as the event colour which will apply in your external calendar if you have one synced
Navigate to the ‘Availability’ tab to the left of the screen. Here is where you can further customise the availability you set earlier. You have two availability type options: Standard (for regular bookings offered weekly) or Custom (for bookings available only on specific dates). You can choose the option that would best apply to your availability for this calendar
The availability here in a round robin calendar is a wide window of availability based on the hours your organisation operates. As you have users assigned to this calendar, appointment times will only show as available on your calendar so long as one of the team members assigned to this calendar is available at that time. This will be determined based on the availability set for each user within the ‘my profile’ section of their settings. The only thing you need to ensure here is that the times the users assigned to this calendar are available fall within the window of availability set inside this calendar
Once you have set the calendar availability, you can update the rest of the settings in your calendar as per steps 13-21 outlined above under ‘Creating a Simple Calendar’.
Creating a Class Booking & Collective Booking Calendar
These two calendar types can be created by following the steps above in ‘Creating a Round Robin Calendar’ however class booking calendars can only have one team member assigned and collective booking calendars must have more than one team member assigned.
Calendar Actions
On any existing calendars you have, if you click the three dots to the right of the calendar, you have a few actions you can select for that calendar.
Edit - this will allow you to edit that calendar and make any changes to the calendar settings
Duplicate - this will allow you to duplicate that calendar. This is very helpful if you need to create a new calendar that is similar to an existing one you already have
Copy Embed Code - this will copy the code for this calendar that will allow you to embed it on a webpage
Copy Permanent Link - this will copy the permanent calendar link and is the URL that is unique to this calendar and cannot be changed. This is useful to use if you were to create a trigger link for this calendar as it will always be correct
Copy Scheduling Link - this will copy the scheduling calendar link and is the URL that contains the custom path you created within the calendar which can be changed at any point if you choose to edit it
Deactivate Calendar - this will deactivate the calendar so it won’t show anywhere it may currently be used. This will not delete the calendar so is very helpful if you want to deactivate it for a period of time before you can then activate it again when you would like to
Move to Group - this will allow you to add this calendar to a calendar group
Delete Calendar - this will permanently delete the calendar
Calendar Groups
Navigate to the ‘Groups’ tab under your calendar settings. Here is where you can see all of your existing calendar groups. Calendar groups can be very helpful if you offer multiple services and would like the person booking the appointment to choose which option they would like to book into. This avoids you having to send multiple calendar links or risk sending them a link to book on a calendar for the service they weren’t actually interested in.
To create a new calendar group, follow the below steps:
Click on ‘Create Group’
Enter in your group name and group description
Select your template and amend your group URL
Click ‘Create’. You will then be able to see your new group listed here.
You can then go back to the ‘Calendars’ tab and edit any calendars you wish and add them to this group.
When your calendar group URL is opened, you will then see the option to select which calendar you would like to book in with:
