How to Utilize a Calendar

Part 1: Creating and Managing Calendars

Step 1: Navigate to Calendars

Select + New Calendar under the desired calendar team

Step 2: Calendar Team & Event Setup

Choose your Appointment Distribution (for team calendars - automatically skipped for individual calendars)- How you want appointment for services to be distributed for the team

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

Optimize for Equal Distribution – Select user and enter location for each team 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.

Step 3: 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 the number of appointments exceed for the given slot for the 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, Grey = 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

NOTE: If 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.

Step 4: 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 team 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

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

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.

Step 5: View Your Calendar

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

Click on … to make changes:

Edit – Make Changes to Calendar

Disable Service – Disables calendar until it is enabled again

Delete – Delete calendar from the account