Calendars


Create a new calendar by clicking on the "+ New Calendar" button 


3 Steps To Create Calendar

There are the 3 steps you need to complete in order to create a calendar.



Step 1: Team & Event Setup


The first step includes calendar information such as name, description, and other details.



  • Calendar Name
    Give your calendar a name. The name will show leads and customers the reason they are 
    scheduling an appointment.

  • Calendar Description
    You can go into more detail about the topic and subject of your calendar by adding a description
     here. This description will be visible to anyone looking to schedule an appointment 

  • Appointment Title 
    When your leads/customers schedule an appointment, this title will get added to your calendar as 
    well as the confirmation email. 

  • Meeting Location
    You can manually add your meeting location here, or simply use the pre-configured meeting
     location from your settings. 

  • Event Color 
    To organize your meetings and events in your calendar, you can give each calendar appointment a 
    specific color. This color will show up in your CRM as well as in your Google Calendar. 

  • Link To Calendar
    Here you can select which calendar to sync all booked appointments in. You will need to first sync 
    either your Google calendar or Microsoft Outlook calendar to your CRM before this option is 
    available. 

  • Sync Options 
    How your calendar sync is very important. If you choose one-way sync, your appointments will ONLY
     go from your CRM to your calendar. If you choose 2-way sync, ANY changes or events booked on 
    your calendar will trigger automation inside your CRM. 


Step 2: Calendar Availability

Next step, we need to establish the availability settings for this particular calendar.

Appointment Slot Settings

Here you will see the availability slot and interval settings. These give you control over the time, length, and quantity of appointments scheduled.



  • Slot Duration
    This setting allows you to choose the length of your appointments. This will show when people are 
    booking on your calendar so they know how the appointment should take.

  • Slot Interval
    Slot intervals show what times are available. For example, if you have a 30-minute slot interval, then 
    your time slots will show availability every 30 minutes (10:00am, 10:30am, 11:00am, etc.) 

  • Buffer Duration Between Appointments 
    To give you or your team a break in between appointments, you can establish a buffer in between
     appointments. This helps prevent back-to-back appointments. 

  • Appointment Per Slot 
    You can choose to book multiple appointments per time slot as well. This works well in class or 
    group situations where you would like more than one person in a meeting at the same time. 

  • Appointments Per Day
    To prevent your day from being loaded with calls or appointments, you can establish a maximum
     number of appointments per day that can book on this calendar as well. 



  • Minimum Scheduling Notice

    Here is where you establish the time period for your minimum scheduling notice. You can choose between hours, days, weeks, or months.

    For example, if you choose "5 days", then nobody will be able to book an appointment within 5 days of your next appointment on your calendar.

  • Date Range
    If you want to allocate a specific time range for your calendar to allow scheduling, you can do so 
    here. For example, you can show appointments for the next 6 hours, 6 days, 6 weeks, or 6 months. 


    Office Hours 

    Here is one of the most important settings in this section, as it controls the availability time frames shown on your calendar on a weekly basis.

    Days Of The Week Available

    By clicking any of these "days of the week" buttons, you can turn on or off which days you are available for people to schedule on your calendar.

     

    Time Of Day Available

    When you are finished selecting the days of the week, you can customize each day to show availability at different times of the day.


    Choosing Availability Times

    Each day has a "start-time" and "end time", which means your calendar will only show the times available in-between what you choose here.

    By clicking the "+hours" button, you can add split times to your day, in case you have a regularly scheduled lunch break or day breaks.


    Apply To All Days

    If you want to save time here, and you have the same hourly schedule for each day of the week, simply customize one day and then click "Apply All" to use the same time you just established for every available day.



Step 3: Calendar Confirmation


Form Settings

Every calendar has a basic form by default attached to it. This captures name, email, phone number, and gives space for a custom message.


  • Use Custom Forms 
    If you've built a custom form in your CRM and would like to use it in this calendar, you can select it
     by using this drop-down tab. 

  • Use Sticky Contact
    Turning on Sticky Contact will make sure that whoever is scheduling the appointment DOES NOT 
    need to re-enter their contact information if they have already done so once before. This keeps the
     signup process smooth and simple. 


Notification & Additional Options 
This entire next section handles what happens after the appointment is booked in this calendar. 



  • Auto- Confirm Appointments
    If you'd like your CRM "auto-confirm" all appointments booked using this calendar, you can turn 
    that on here. This will mark the appointment as "confirmed" and you can fire marketing automation 
    using that "confirmed" status. 

  • New Appointment Alert Emails 
    To send email notifications when a new appointment is scheduled, add email addresses here. 
    Add multiple email addresses in a comma-separated format (email 1, email 2, email 3, etc) 

  • Allow Auto- Confirmation
    You can allow Google to send an invite email to all parties by checking this box. Google's calendar
    invites are very professional and have a lot of detail. This email will also ask the user to "re-confirm"
     they are attending by selecting either "yes, no, or maybe" in the email. 

  • Allow Rescheduling 
    If you want to give the option to reschedule, check this box. It will send a rescheduling link along
     with the confirmation email. This can also be done manually in your CRM. 

  • Allow Cancellations 
    If you want to give the option to cancel the appointment, check this box. It will send a cancellation
     link along with the confirmation email. This can also be done manually in your CRM. 

  • Additional Appointment Notes 
    If you'd like to add additional notes to the appointment details, you can add them here. This is great 
    for adding context to the appointment, requesting additional information to be brought to the 
    appointment, or any other information that may need to be added after the appointment is booked. 

  • Add Facebook Pixel
    To track new appointment bookings with your Facebook Ads Manager, you can add your Facebook
    Pixel here. 

  • Add Custom Code 
    If you have software developers on staff, or if you know how to write custom code, you can add it 
    here. This is way beyond the scope of this guided tour. 

    Form Submissions
    Here you can choose what happens when your calendar form is complete. You can either choose to 
    show the person a custom thank you message or you can redirect the person to a webpage of your 
    choice.