Calendar

Calendar help guide

Your calendar helps you manage bookings, availability and appointments in one place. This guide covers the basics, including how to set up a calendar, use it day to day and share your booking link with clients.

What is the calendar used for?

The calendar is where your appointments and bookings are managed.

You can use it to set your availability, add appointments, reschedule bookings and let clients book online using your booking link.

Tip: If you use your calendar properly, it can help reduce double bookings and keep your day more organised.

Step 1: Go to the calendar section

From your dashboard:

Click Calendars from the menu on the left.
You will see your calendar area and calendar settings.

Step 2: Create a calendar

To create a new calendar:

Click + New Calendar.
Choose the calendar type you need, such as Round Robin, Class Booking or Simple.
Name your calendar.
Set your availability.

The calendar type you choose will depend on how your business takes bookings.

Step 3: Link your calendar

You can connect your calendar with Google Calendar to help keep your appointments synced.

Connect your Google Calendar if you want appointments to sync.
Turn on 2-way sync if you want to help avoid double bookings.
Check your sync settings before making the calendar live.

Tip: 2-way sync is useful if you already use Google Calendar for personal or business appointments.

Using the calendar day to day

Once your calendar is set up, you can use it to manage your bookings and appointments.

View options

Choose between day, week or month view, depending on how you prefer to manage your schedule.

Add appointments

Click any open time slot, fill in the client information, then click Save.

Reschedule appointments

Drag and drop an appointment to a new time if you need to reschedule it.

View appointment details

Click on any appointment to see client information, notes or update the appointment status.

Sharing your booking link

Your booking link lets clients book appointments based on the availability you have set.

To share your booking link:

Go to your calendar.
Copy the booking link.
Share the link with clients by email, SMS, social media or on your website.

Clients can then choose a suitable time and book directly.

Quick tips

Use custom form fields to collect useful information when someone books.
Set up email or SMS reminders to help reduce no-shows.
Check your availability regularly to make sure it is correct.
Use calendar sync if you manage appointments in more than one place.
Test your booking link before sharing it with clients.

That's it! You can now set up your calendar, manage appointments and share your booking link with clients.

Calendar guide with more detail

This section explains the calendar in more detail, including calendar types, setup tabs, calendar sync, manual bookings, booking links and automations.

Accessing the calendar

To access your calendar:

Go to your dashboard.
Look at the menu on the left-hand side.
Click Calendars.

Depending on your account setup, this may appear under the appointments area or another section of your menu.

This will take you to your main calendar view.

Creating a calendar in more detail

You will want to set up your own calendar so clients can book time with you based on your availability.

To create a calendar:

Click + New Calendar.
Choose the calendar type that fits how you take bookings.

Calendar types

Simple - A one-person booking calendar.
Round Robin - Rotates appointments between team members.
Class Booking - Allows group sessions, classes or webinars.

Calendar setup tabs

When setting up your calendar, you will usually work through a few different setup areas.

Team and event setup

Name your calendar, such as Free Consultation.
Add team members if the calendar is for more than one person.
Choose your meeting location, such as Zoom, Google Meet, phone or in person.

Availability

Set your working hours, such as Monday to Friday, 9 AM to 5 PM.
Add time buffers between appointments if needed.
Customise availability per day if your schedule changes.

Form and confirmation

Attach a form if you want to collect extra information.
Collect details such as name, email, phone number or booking questions.
Customise your confirmation message.
Enable email or SMS reminders for you and the client.

Tip: A short booking form can help you collect the right information before the appointment, but try not to ask for too much at once.

Connecting your calendar

Connecting your calendar is important if you want to avoid double bookings.

To connect your calendar:

Go to Settings > Integrations.
Connect your Google Calendar or Outlook Calendar.
Enable 2-way sync if you want bookings and external events to sync both ways.

With 2-way sync:

Appointments booked through the dashboard can show on your external calendar.
Personal events, such as dentist appointments or family events, can block off time.
This helps reduce the chance of someone booking when you are unavailable.

Important: Always check your sync settings before sharing your booking link with clients.

Using the calendar view

Once your calendar is set up, the calendar view becomes your main control centre for appointments.

View modes

You can toggle between day, week and month view, depending on how you prefer to manage your schedule.

Colour coding

Appointments may be colour-coded by status, such as confirmed, no-show or cancelled.

Click into appointments

Click on an appointment to:

See full client details.
Add internal notes.
Reschedule or cancel the appointment.
Update the appointment status, such as Show or No Show.

Booking appointments manually

You can also add appointments manually in just a few clicks.

To manually add an appointment:

Click an open time slot in your calendar.
Add the contact details or select an existing contact.
Add the meeting title and location.
Add any notes if needed.
Click Save.

If reminders are set up, the client may be notified automatically.

Sharing your booking link

Your booking link allows clients to book with you directly.

To share your booking link:

Go to your calendar settings.
Click Copy Link or Preview.
Share the link by email, text, social media or on your website.

When a client books:

They choose a time that fits your availability.
You and the client can both receive confirmation messages.
The appointment will appear on your calendar.

Automations with calendar

You can connect your calendar to workflows if you want to automate follow-ups, reminders or client messages.

Example automations include:

Send a thank-you email after a client books.
Send SMS reminders before the appointment.
Send follow-up or upsell messages after the appointment.
Notify your team when a new appointment is booked.

You can set this up under Workflows by creating a new workflow and adding an appointment-related trigger, such as Appointment Booked.

Extra calendar tips

Use different calendars for different services if needed.
Turn on internal notifications so your team is notified when bookings are made.
Track no-shows and use automations to help rebook clients.
Use calendar analytics to understand booking trends.
Review your availability regularly so clients only see times you can actually do.

That's it! You now have a more detailed understanding of how to set up, manage and automate your calendar.