Calendar Help Guide
Below we have created a short guide that can give you the basics of how the calendar works. We have added tips and things you might need to know from day to day. Please Carry on reading below if you would like a more detailed explanation of what the calendar can do.
How to Set Up Your Calendar
1. Go to the Calendar Section
- From the left-hand menu, click on “Calendars.”
2. Create a Calendar
- Click “+ New Calendar.”
- Choose a calendar type (Round Robin, Class Booking, or Simple).
- Name your calendar and set your availability.
3. Link Your Calendar
- Connect with Google Calendar to sync your appointments.
- Turn on 2-way sync to avoid double bookings.
Using the Calendar Day-to-Day
- View Options: Choose between Day, Week, or Month views.
- Add Appointments: Click any open time slot > fill in client info > click Save.
- Reschedule: Drag and drop an appointment to a new time.
- Appointment Details: Click on any event to see client info, notes, or update status.
Sharing Your Booking Link
- Go to your calendar > Copy Link.
- Share this link with clients so they can book appointments based on your availability.
Quick Tips
- Use custom form fields to collect info when someone books.
- Set up email/SMS reminders to reduce no-shows.
Calendar Guide With More Detail
1. Accessing the Calendar
- Go to your dashboard, look at the left-hand sidebar.
- Click on “Calendars” under the “Appointments” or “Marketing” section (depending on your setup).
- This will take you to your main calendar view.
2. Creating a Calendar
** You’ll want to set up your own calendar so clients can book time with you based on your availability.
Steps:
1. Click “+ New Calendar”.
2. Choose from these types:
- Simple – 1 person booking calendar.
- Round Robin – Rotates appointments between a team.
- Class Booking – Allows group sessions or webinars.
Setup Tabs:
- Team & Event Setup
- Name your calendar (e.g., “Free Consultation”).
- Add team members (if applicable).
- Choose your meeting location (Zoom, Google Meet, Phone, etc.).
- Availability
- Set your hours (e.g., Mon-Fri, 9 AM – 5 PM).
- Add time buffers between appointments if needed.
- Customise availability per day if your schedule varies.
- Form & Confirmation
- Attach a form (optional) to collect info like name, email, phone, questions, etc.
- Customise your confirmation message.
- Enable email and SMS reminders for you and the client.
3. Connecting Your Calendar
This step is crucial for avoiding double bookings.
- Go to Settings > Integrations.
- Connect your Google Calendar or Outlook Calendar.
- Enable 2-way sync:
- Appointments booked through the dashboard will show up on your external calendar.
- Personal events (e.g., dentist, family events) block off time.
4. Using the Calendar View
Once set up, the calendar becomes your control center.
- View Modes: Toggle between Day, Week, and Month view depending on your preference.
- Colour Coding: Appointments are colour-coded by status (e.g., Confirmed, No-Show, Canceled).
- Click into Appointments:
- See full client details.
- Add internal notes.
- Reschedule or cancel.
- Update status (e.g., mark as “Show” or “No Show”).
5. Booking Appointments Manually
You can add an appointment manually in a few clicks:
- Click an open time slot.
- Fill in:
- Contact info (or select an existing contact).
- Meeting title and location.
- Any notes.
3. Click Save – Client will be notified automatically if reminders are set up.
6. Sharing Your Booking Link
To let clients book with you:
- Go to your Calendar settings.
- Click “Copy Link” or “Preview”.
- Share it via email, text, social media, or embed it on your website.
When a client books:
- They choose a time that fits your availability.
- You and the client both get confirmation emails/texts.
- The appointment shows up on your Calendar.
7. Automations with Calendar
Want to take it a step further? Connect your calendar to workflows.
Examples:
- Send a thank-you email after a client books.
- Trigger follow-up SMS reminders or upsell messages.
You can do this under Workflows > Create New Workflow > Add Trigger > Appointment Booked.
Quick Tips
- Use different calendars for different services.
- Turn on internal notifications so your team gets notified instantly.
- Track no-shows and rebook them with automation.
- Use calendar analytics to see your booking trends.